Faculty and Staff

Arranging for Academic and Staff Moves by Purchase Order

Last updated October 28, 2009 4:58:58 PM PDT
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Learn how to use the purchase order process for moving a new employee and arranging payment for moving expenses.

To determine if you should use the purchase order process, see Reimbursable Move/ Transfer Expenses for staff moves, or the Academic Personnel Web page for faculty moves.

If you decide that a purchase order is the appropriate way to pay for moving expenses, follow the steps below.

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1. Obtain the necessary approvals to pay for moving expenses for the new employee.

2. Submit a High Value Purchase Requisition.

  • Complete a High Value Purchase Requisition through FinancialLink.
    • Use Commodity code P0113, Moving Services.
    • Fax or mail any paper documentation to the appropriate buyer for your area.
      • Include the requisition number on any documentation forwarded.
      • Note in the text area of the requisition that you forwarded documentation.
  • Include all of the following information:
    • Name and title of new employee
    • Complete address moving from
    • All current telephone numbers, including cell phone, and e-mail addresses
    • Any additional contacts
    • Estimated move date
    • Complete address moving to
    • Special approvals for car, boat, etc.
    • If storage is required
    • If a laboratory, library, or office is included in the move

  • Note: You must have a valid user ID and password and be authorized to complete purchase requisitions. If you need a user ID, see How to Get a User ID. If another person in your area is responsible for preparing your requisition, please provide that individual with the information.

3. Keep informed of the steps taken by the professional buyer after receiving the High Value Purchase Requisition.

  • The professional buyer:
    • Reviews documentation to ensure information is complete
    • Selects a carrier and provides the agent with applicable information
    • Asks the agent to arrange a time to survey the goods to be moved
  • The professional buyer then:
    • Receives a copy of the estimate from the agent that includes:
      • Estimated move costs
      • Special instructions
      • Pack, load, and move dates
    • Contacts the department for approval via phone, e-mail, or fax

4. Approve estimate of moving expenses and receive copy of High Value Purchase Order.

  • Approve the estimate via phone, e-mail, or fax.
  • Upon department approval of the estimate, the professional buyer issues a purchase order to the carrier.
  • The financial manager of the organization code used for payment receives a department copy of the purchase order.

  • Note: If you are not the financial manager for the organization code used, contact that person to obtain a copy of the purchase order.

5. Receive, review, and forward invoices upon completion of the move.

  • The professional buyer receives invoices from the carrier, then reviews and forwards originals to the department for approval.
  • The department reviews, approves, and submits invoices to Travel/ Disbursements for payment, attached to a TEV.

  • Note: Immediately report any discrepancies on invoices or disputed claims to the professional buyer.

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For more information, contact:

Notice: UC Policy and Regulations (PDF) is the source for UCSD travel policy. Published UCSD policy is decisive as it has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts.