Topics
Definitions
Housing-Related Expenses (prior approval required)
Moving Expenses
Travel Reimbursement
Policies and References
Vendors & Payment Methods
Moving & Relocation Expense Reimbursements: Policy Summary
Welcome to UC ANR! We encourage you to read UC’s relocation and other related policies thoroughly (see links below). The following are key points you should know about moving and relocation expense reimbursements for UC staff (MSP and PSS).
Please note effective January 1, 2018, all relocation expense reimbursements and payments are taxable to the employee. Each offer package may differ; some of the items below may not be covered as reimbursable expenses in your offer letter. Please consider contacting one of the offices below in advance of finalizing any move plans.
Important: Keep your receipts
Receipts/invoices must:
- Indicate proof of payment
- Include dates
- Be itemized: taxes, subtotals, and totals
Definitions
- House Hunting: Expenses related to a pre-move trip to the new location in order to find permanent housing. All expenses will be reported as taxable income.
- Relocation: Expenses related to moving your primary residence to the new location. Includes packing, shipping, unpacking, and transportation costs.
- Relocation Allowance: Funds provided as part of a hiring agreement. These monies are not reimbursed through AggieExpense—they are processed through Payroll.
- Temporary Lodging: Expenses for living in the new location while waiting on permanent housing. Limited to 30 days in most cases.
Housing-Related Expenses (prior approval required)
UC ANR may reimburse 50% housing‐related expenses, if provided in the offer letter, as follows:
- Up to 30 days furnished temporary lodging, including residential parking fees; and
- Up to 30 days of groceries for meals or if temporary lodging does not have cooking facilities up to 30 days of meal reimbursements; actual expenses capped at
$79/day/person—this is not a per diem. - Connecting and disconnecting utilities, but not refundable deposits;
- Insurance for up to 30 days
- UC ANR may reimburse 50% of reasonable selling costs directly associated with the sale of the former primary residence. Allowable Expenses will be detailed in your offer letter.
- Settlement of unexpired lease: The University may reimburse 50% costs directly associated with the settlement of an unexpired lease of a former primary residence. Allowable expenses will be detailed in your offer letter
Note: House hunting trips typically are not allowed for MSP/PSS staff. Including house hunting trips in an offer requires advance exceptional approval.
Moving Expenses
UC ANR reimburses 50% moving expenses as follows:
- One household move for household goods and personal effects
- Packing, transporting, unpacking
- Up to 2 personal motor vehicles per household
- Transportation of household pets
- Storage costs for up to 30 days
- Insurance while in transit
- Travel expenses for appointee and household members for transportation (coach airfare, mileage)
- Meals and lodging (one night in the area of the former primary residence and one night in the area of the new primary residence) - see Policy section at the bottom of this page for more information.
- A household may be moved in more than one stage, if provided in the offer letter, but all stages must be completed within one year of the first day reporting to the new job.
UC ANR may pay the cost of the transporting household goods directly to a common carrier or household mover. For direct payment and policy compliance, the employee must use a common carrier from UC’s preferred vendor list and a purchase order must be processed.
Note: The reimbursement amount is capped at 50% of the reimbursement amount indicated in your offer letter.
Moving expenses that are not eligible for reimbursement:
- Assembly and disassembly of unusual items
- Transport of non-domesticated animals
- Costs of kenneling any pets
- Motorized recreational vehicles
- Canned, frozen, or bulk foodstuffs
- Building supplies, farm equipment, and firewood
- Plants
Travel Reimbursement
UC ANR reimburses 50% actual and reasonable travel expenses in accordance with UC ANR travel reimbursement policy, G‐28 (see link below). Please note the following:
- Air travel must be coach class, no upgrades or higher cost services; receipts must show breakdown of airfare, fees, & taxes
- Other transportation costs may be reimbursed, e.g., mileage, parking, gas, tolls
- Car rental limited to intermediate size;
- Actual meals and incidental expenses are capped at $79/day—this is not a per diem
- Lodging, receipts must show room, fees and taxes line item charges, (room rate not to exceed $333 per night.)
Note: The reimbursement amount is capped at 50% of the reimbursement amount indicated in your offer letter.
Allowable Vendors and Payment Methods
For all of the following, you must save and submit itemized receipts/invoices.
Online Travel Agencies
Online travel agencies such as Expedia, Travelocity, Livewire, etc.. are acceptable.
Payment Methods
Third party payment vendors such as Zelle Venmo, Apple Pay, etc.. are acceptable.
Relocation Supplier Agreements
University of California has agreements with the following moving services. Contact BOC Business Partner Team 5 (boc-partner5@ucanr.edu) if you'd like us to get UC pricing information for you.
Mother Lode Van & Storage, INC. Agents for North American Moving Services
Chipman Relocations: Authorized agent for United Van Lines
References and Policy Links
Moving and Relocation: Supply Chain Management
Business & Finance Bulletin G‐13, Policy and Regulations Governing Moving and Relocation
Business & Finance Bulletin G‐28, Travel Regulations
Questions?
Contact UC ANR BOC Business Partner Team 5 at Boc‐partner5@ucanr.edu
Contact Tina Jordan at tljordan@ucanr.edu