Moving Expense Reimbursement Policy

Policy

The following criteria must be met for the Research Foundation to reimburse moving expenses:

the claim must be made within 60 days of the effective date of the appointment.
the items moved must be household and personal goods. Household and personal goods include reasonable
items of furniture (couches, lamps), furnishings, clothing (including children's clothing), appliances, tools,
and equipment (lawn mowers, etc.).
the sponsor must allow the expenditure(s).
funds must be available to cover the expenditure(s).
the distance between the old and new place of employment must meet IRS standards. Refer to
Moving Expense: IRS Requirements for Reimbursement.
total reimbursement for all moving expenses may not exceed 12,000 lbs.

Management Waiver

The operations manager at operating locations or the RF president at central office, or the OM's or President's designee may waive any of the above criteria when

there are no sponsor restrictions against such a waiver and
waiving the criteria benefits the Foundation or SUNY.

For More Information

IRS requirements for moving expenses are contained in Section 132 of the Internal Revenue Code
IRS Publication 521 -- Moving Expenses -- contains the information required when preparing tax returns.
Moving Expense Reimbursement
Moving Expenses: Requesting and Processing Reimbursements

Change History

September 28, 2011 - Updated Management Waiver section
April 19, 2011 - Fixed broken hyperlink for IRS Publication 521
June 19, 2009 - Changed reimbursement amount from $3,000 to 12,000 lbs.
February 23, 2004 - Converted policy block of pa-a-20 from Payroll Manual to new policy document.

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