All EA's and Expense Reports which include moving expenses must be forwarded to the Payroll Department for review and processing. Examples of non-taxable moving expenses include moving company, rental truck, car rental, airline or train ticket, lodging, and expenses associated with moving family members, excluding meals. The request for reimbursement must be supported by a copy of the relocation agreement and original receipts of all expenses. The EA must be approved by the Department Head. All travel expenses must be itemized on an Expense Report with account code 74601 and substantiated by original receipts.
Payments made directly to the moving company are acceptable.
In this case, Payroll needs to approve the EA with the original moving company invoice. All Purchase Requisitions which include moving expenses, must be forwarded to the Payroll Department for review and processing. The Purchase Requisition can only be used for the expenses directly related to the cost of moving household goods. The request for reimbursement must be supported by a copy of the relocation agreement and original receipts of all expenses. The Purchase Requisition must be approved by the Department Head.