Eligible Relocation Expenses
A. The basic cost of moving household goods and personal effects from the appointee's residence at the time of the initial appointment to the residence located near the new place of employment, provided that the mover used a carrier authorized by the New York State Department of Transportation or the Interstate Commerce Commission to perform such a service.
- Household goods are defined as all reasonable items of furniture, furnishing, clothing, appliances, tools and equipment, including necessary expenditures for handling such items as pianos, refrigerators, and deep freezers.
- Not included are such items as automobiles and other motor vehicles, trailers other than house trailers used as an appointee's residence; building materials; animals raised for profit, farming equipment, livestock, boats; belongings not the property of the appointee's immediate family; and belongings related to commercial enterprises engaged in by the appointee or their family.
- The cost of additional insurance above the lowest valuation rate charged.
- No reimbursement shall be provided for household goods and personal effects in excess of 12,000 pounds.
B. The cost of packing and/or unpacking household and personal effects if such services provided by the carrier are used.
C. The cost of transportation of the appointee and their family to the new location, at the rate paid by New York State for the use of personally-owned automobiles for official business, the mileage to be measured by the shortest highway route between the two places of residence. Payment shall be made at such rate for one automobile, regardless of the number owned, or actual method of transportation used.
D. Expenses other than those enumerated above incurred by the appointee as a result of relocation shall not be subject to reimbursement.
The maximum amount reimbursed is $3,000, unless otherwise approved for an increase by the Vice President or University Controller.
Please visit the Forms page to access the New York State Travel Voucher and other travel-related forms.
Please attach a copy of the official appointment letter signed by the Vice President to the voucher. If your request exceeds $3,000 and 12,000 pounds, you must contact the University Controller and/or the Vice President for Finance and Business to obtain approval for the increase.
The Office of the State Comptroller allows $3,000 and 12,000 pounds to be reimbursed to state employees; exceeding that amount would require approval from the University's Controller/Vice President for Finance & Administration. Please obtain those approvals before forwarding your request for reimbursement to Accounts Payable.
- Mileage or gas of your personal vehicle is reimbursed, if requested. Both cannot be reimbursed, One option should be chosen for one car.
- Complete a travel voucher with new address, stating the reason is relocation expense, attach all copies of personally paid receipts, proof of payment of these receipts, statement of automobile mileage (if chosen). Supervisors signature and account number should be printed at bottom of voucher. (Please visit the Forms page to access the New York State Travel Voucher and other travel-related forms.)
- No lodging receipts are reimbursed.
- No meals are reimbursed.
- No New York State taxes can be reimbursed on receipts.
- No tips can be reimbursed. Please remove tips from your request.
- Please review your receipts prior to submitting for reimbursement for any personal charges that are not reimbursable such as personal items, personal donations or any other items that are not associated with the move of your household items. Personal items on receipts are not reimbursable.
- Airfare cannot be reimbursed unless approved by the University Controller.
- Car Rentals cannot be reimbursed.
- Shipping of personal automobiles via car carrier cannot be reimbursed.
- The weight must be listed on any moving company invoices. If you do not have the weight listed, please obtain a new invoice from the moving company before submitting for payment. We cannot process your relocation expense without the weight indicated on the invoice.
Please review all relocation expense information on the New York State Office of the State Comptroller's website and Accounting Office website prior to submitting your request for relocation expenses.