When at all possible, the employee should utilize a common carrier based in Virginia. Moving van, truck, trailer, hand truck, or other appropriate moving equipment, vehicles and supplies are reimbursable with rental company receipt. Purchase of such a vehicle or equipment is not reimbursable. Only one truck trip is reimbursable. The purchase of moving supplies, such as packing paper, boxes or cartons, may be reimbursed with appropriate receipts.
Gas used by a rental truck during the move is reimbursable with proper receipts.
A receipt from the individual employed with amount paid and signature, must be attached to the reimbursement voucher. Forms Needed to Process Reimbursement Employees must be added to the payroll system prior to any reimbursement of moving expenses. All employee reimbursements for moving and relocation expenses are submitted on a travel reimbursement voucher. The Moving and Relocation Expense Summary Form should be initiated by the employee. Each summary must be numbered consecutively and the cumulative totals forwarded to the latest summary to reflect the sum total reimbursement to date.