Faculty and Staff

Arranging Payment for Move/ Transfer Expenses

Last updated October 29, 2009 10:37:51 AM PDT
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Follow these guidelines to arrange for payment of moving expenses for eligible new or transferring employees.

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1. Check if the person is eligible for payment of move/ transfer expenses.

  • Ensure eligibility for payment of move/ transfer expenses.

  • Move/ transfer expenses include reasonable costs of moving household goods and personal effects to a new residence, as well as transportation to the new residence.

2. Obtain approval.

  • Before making a commitment to the person, obtain approval following the step-by-step instructions.

3. Review reimbursable expenses and taxable expenses.

4. Determine if the move includes household goods or lab equipment.

  • If the move includes household goods or lab equipment, use the purchase order process.
  • If the move does not include household goods or lab equipment, proceed to Step 5.

5. Preauthorize the move/ transfer by setting up an event.

  • Complete the Going on a Trip screen in TravelLink and indicate "move" in the description.
  • You will be issued an event number that you will need in Step 6.

6. Complete a Travel Expense Form (TEF).

  • Follow the instructions on how to complete a TEF for moving expenses.
  • Indicate the event number you created in Step 5 and include all attachments noted in the instructions.
  • Submit the completed TEF:
    • Attention: Chrissy Smith
    • Travel Office
    • Mail Code 0998
  • After the Travel Office receives the TEF, provided it is correctly completed and all required attachments are included, it is processed and reconciled.

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Questions? See who to contact for additional guidance.

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.