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Indiana Wesleyan University Support Knowledge Base

Relocation Expenses

Policy

 

Tier 1 – Professional Move

Tier 2 – Self-Move

Eligibility

Full-time faculty and administrators at the director level and above.  Includes positions such as Exec. Directors, Asst./Assoc. VPs, Asst./Assoc. Deans, Asst./ Assoc. Provosts, Deans, Provosts and VPs.

Full-time salaried employees below the Director level.  Includes positions such as exempt computer occupations, counselors, program representatives, managers, and Asst./Assoc. Directors.

 

 

General

 

 

 

  • IWU pays 100% of approved relocation expenses to new residence or place of storage.
  • Only for moves > 50 miles from primary work location.
  • For international moves, IWU will pay from U.S. port of entry.
  • IWU will pay to move items only once.
  • When 2 spouses are hired, only one relocation benefit applies.
  • IWU will reimburse for up to two 26’ trucks, rental truck fuel, trailer, mileage for one personal vehicle, dollies, and other related expenses.
  • Only for moves > 50 miles from primary work location.
  • For international moves, IWU will reimburse from U.S. port of entry.
  • IWU will pay to move items only once.
  • When 2 spouses are hired, only one relocation benefit applies.

Estimates

  • Employees must receive estimates from:

 

  • Graebel Movers: 1-800-373-9955 (Andy Beal)
  • Crown Moving / Wheaton Van Lines: 1-800-248-7960 (Phil Beanblossom)

 

  • Human Resources will approve the bid and authorize the move.
  • Employees are responsible for unapproved expenses.
  • Employee must receive quotes (3 when possible) from a self-move company, such as U-Haul, Ryder, and Budget.
  • Human Resources will review quotes and approve the lowest bid.
  • Employees are responsible for unapproved expenses.

Allowance

An employee is eligible for a reimbursable allowance of up to $200 for use on transportation, lodging, meals, replacement insurance, or other relocation-related expenses.  The employee must submit receipts to the Human Resources Department for consideration and reimbursement processing.  In the event that two spouses are hired, only one relocation allowance will be granted.

An employee is eligible for a reimbursable allowance of up to $100 for use on transportation, lodging, meals, replacement insurance, or other relocation-related expenses.  The employee must submit receipts to the Human Resources Department for consideration and reimbursement processing.  In the event that two spouses are hired, only one relocation allowance will be granted.

Self-Move Option

  • A self-move option is available in accordance with Tier 2 guidelines.
  • The $200 allowance still applies

Commensurate with the guidelines specified under Tier 2.

 

PROVISIONS FOR BOTH RELOCATION TIERS

 

ITEMS EXCLUDED

 

  • Cost of shipping cartons
  • Television installation
  • Packing/unpacking (as opposed to loading/unloading)
  • Replacement insurance
  • Pre-move house-hunting upon completion of interviews
  • Storage facilities
  • Motorized vehicles requiring a separate carrier
  • Costs of transportation, housing and meals en route
  • Disconnecting and reconnecting of appliances
  • Transportation of animals, boats, vehicles, and camping trailers

 

Any request for exceptions must be made in writing and receive prior authorization by the area Vice President and the Human Resources Department.  Items directly related to the employee’s discipline or administrative capacity may be considered.

 

REPAYMENT

 

If for any reason, an employee who has moving expenses paid for by IWU voluntarily leaves employment with the University in less than three (3) full years after their date or hire, the employee will be required to reimburse the University for the paid expenses on a prorated basis.  If the employee delays moving past the first six months after hire, the date of repayment moves from the date of hire to the date of the move.  The repayment amount will be prorated in twelve (12) month increments as follows:

 

Period of Employment from Date Expense Paid

Repayment Prorated %

< 12 months

100%

< 24 months

67%

< 36 months

33%

> 36 months

0%

 

TAXABLE INCOME

 

University-paid moves are taxable W-2 income when the move is less than the distance the employee currently lives from work plus 50 miles.

Scope

This policy applies to all the employees of the University.

History

18-Mar-2015 - Date conversion to KB

 

Policy information

Employee Policy 300.04.14

Owner

Executive Director for Human Resources

Approved by

Vice President for Business Affairs/ CFO

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