Moving

University Moving Expense Reimbursement Policy, Procedure, and Discount Options

As a faculty or staff member of Purdue University, you are eligible to take advantage of discount options available through Mayflower Transit and North American Van Lines. New employees may choose whichever company they prefer for their move, but we request that new staff use these vendors whenever possible. It is hoped that these agreements will allow new employees to begin their careers at Purdue University with as few moving problems as possible. To take advantage of these discount options, you will need to follow the steps outlined below when the University will be covering part or all your expenses. The heaviest moving months are May, June, July, and August. Please contact Purdue University as soon as possible to make arrangements with a moving company.

Please follow the steps below:

1. You will need to notify Triva Woodley in the Mathematics Business Office if you wish to be contacted by one of these two firms.
2. The Department Business Office will contact the University Purchasing Department with your name, address, phone number, and the company you wish to use. In addition, a copy of the funding approval memo will be provided to Purchasing.
3. The Purchasing Department will contact the moving company and relay the necessary information.
4. The moving company will then make the arrangements directly with you.

Please Note: If your Department/School has offered to cover part or all of your moving expenses, the following guidelines cover allowable and unallowable items under the University Policy Executive Memorandum D-3.

1. Actual charges for moving firms for normal household goods, this includes packing, crating, in-transit storage, and delivery. "In-transit storage" is defined as storing and insuring household goods up to 30 consecutive days after the day household goods are moved from the previous residence and before they are delivered to the new residence.
2. Actual rental and fuel cost for trucks or trailers used for self-moving.
3. Travel expenses for the new employee and family in transit to the University area. These expenses include lodging and transportation from previous residence to the University location. Reimbursement of mileage will be at the applicable IRS moving rate.
4. Actual charges by moving firms for transporting personal vehicles.
5. Actual expenses for short-term storage of household goods other than while in-transit, as defined above. Reimbursement of this expense will be shown on the employee's W-2 as this is not a deductible expense.
6. Travel expenses for the new employee and family for trips to identify and select local housing. These expenses include lodging and transportation from the previous residence to the University area. Reimbursement of this expense will be shown on the employee's W-2 as this is not a deductible expense. Mileage for house hunting trips will be reimbursed at the applicable IRS moving rate.

In addition to the items listed above, actual expenses incurred for meals, not including alcohol, will be reimbursed up to the per diem rate in effect for each family member. Reimbursement of this expense will be shown on the employee's W-2 as this is not a deductible expense.

After moving, to claim reimbursement for lodging, meals, etc., the original vendor invoices or receipts must be sent or submitted to the Business Manager, Mathematics Department. Any cost of moving greater than the amount authorized by the Department of Mathematics in the offer letter, is your responsibility.

Please refer all questions to Triva Woodley/Business Manager (765) 494-1913 email: appleton@purdue.edu. For any questions regarding the moving company contract, please contact either Rick Bradley (765) 494-7267 email: rickb@purdue.edu or Carla Wintz (765) 494-7270 email: cawintz@purdue.edu, both with the Purchasing Department.