Frequently Asked Questions

Moving and Relocation Frequently Asked Questions (FAQ)

Where can I find the Forms and Regulations for Moving and Relocation?
What are the documentation requirements for a Moving and Relocation (M&R) reimbursement?
Can M&R Expenses be charged to the ATC or SPCC?
What is the process for a Moving and Relocation (M&R) reimbursement or vendor payment?
Where can I find instructions on how to complete an M&R Expense Summary form?

 

Where can I find the Forms and Regulations for Moving and Relocation?

The Moving and Relocation Policy and the Instructions for preparing the M&R Summary can be located on the Travel Website at:  http://www.wm.edu/offices/financialoperations/travel/moving/index

What are the documentation requirements for a Moving and Relocation (M&R) reimbursement?         

Each M&R submission must include a Travel Expense Reimbursement Voucher (TERV) or Vendor Payment Request (VPR) for direct vendor payments and (1) an original Moving & Relocation Summary signed by the Employee and approved by the Provost (Note: this form is cumulative and should include all prior M&R payments), (2) a copy of the Tenure Agreement signed by the Employee and approved by the Department, and (3) original, itemized receipts.  Note:  The Tenure Agreement must be signed and dated prior to any M&R expenses being incurred.  If the Tenure Agreement is dated after house-hunting expenses were incurred, a copy of the signed and dated Letter of Intent (Offer Letter) must accompany the Tenure Agreement to show that hiring of the employee was approved prior to any expenses being incurred.  Expenses incurred prior to the hiring of the new employee will not be reimbursed.

Can M&R Expenses be charged to the ATC or SPCC?

No.  Per College Policy effective 2015, M&R expenses must be submitted either by Travel Reimbursement Voucher or Vendor Payment Request and include all required documentation above.

What is the process for a Moving and Relocation (M&R) reimbursement or vendor payment?

The Department must prepare and approve the M&R package (documents listed above), make a copy of the package for the Department and send the completed original package to the Provost's Office for approval.  The Provost's Office will review and approve the package by signing the Moving & Relocation Summary and will forward the approved package to the Travel Office if the Department requests.  The Travel Office will review the M&R package for compliance and to ensure the reimbursement does not exceed the agreed-upon amount noted on the Tenure Agreement and forward to the Director of General Accounting for approval.  Once approved, the Travel Office will process the reimbursement.  Note:  All M&R expenses are reportable on the individual's W-2.  M&R expenses that meet IRS Code, Section 217 requirements are deductible.

Where can I find instructions on how to complete an M&R Expense Summary form?
The instructions for preparing an M&R Expense Summary can found under Forms and Policies.