Faculty and Staff

Conditions for Reimbursable Moving Expenses for Staff

Last updated September 23, 2009 5:07:22 PM PDT
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See which conditions apply to various types of reimbursable moving expenses for UCSD staff.

For a full list of reimbursable moving expenses, see Reimbursable Move/ Transfer Expenses for Staff. For eligibility, see Eligibility for Payment of Moving Expenses.

For specific conditions for reimbursable moving expenses, click a link below:

Transportation of household goods and personal effects from the old to the new residence:

  • Eligibility:
    • Senior Management Group
    • Managers
    • Senior professionals
    • Professionals
    • Support staff
  • Conditions:
    • The employee must own the household effects at the time of the move.
    • Household effects may include those being used and stored by the employee at the time of the move. But the cost of shipping stored items may not exceed the cost of shipping these items if they had been located at the residence.
    • The employee must pay shipping costs for furniture or household effects purchased en route from the old to the new residence.
    • Household items do not include:
      • Automobiles or other motor vehicles
      • Farm tractors
      • Implements
      • Equipment
      • Trailers with or without property
      • Boats
      • Livestock (animals raised for profit)
      • Belongings that are not the property of the employee's immediate family
      • Building materials of any kind

Transportation of the employee and immediate family members from the old to the new residence:

  • Eligibility:
    • Senior Management Group
    • Managers
    • Senior professionals
    • Professionals
    • Support staff
  • Conditions:
    • Members of the household may travel separately.
    • Transportation must consist of a single trip that does not exceed the cost of air coach transportation.

Meals and lodging

  • Eligibility:
    • Senior Management Group
  • Conditions:
    • Meals and lodging expenses are reimbursable while in the general location of the old residence within one day after it is no longer suitable for occupancy.
    • Meals and lodging costs from the old to the new residence are allowable.

Meal cost if travel is by automobile:

  • Eligibility:
    • Managers
    • Senior professionals
    • Professionals
    • Support staff
  • Conditions:
    • If travel is by automobile, the cost of meals is allowable only to the extent that might have been necessary if travel had been by air coach.

Driving or shipping automobiles to the new residence:

  • Eligibility:
    • Senior Management Group
  • Conditions:
    • Vans
    • Minivans
    • Passenger trucks
    • Other vehicles that supply the primary daily mode of transportation for the employee and spouse or domestic partner
  • If the automobile(s) will transport the employee and the employee's household members, household goods, or personal effects, the employee will be reimbursed for costs for:
    EITHER
    • Out-of-pocket expenditures for the moving trip, such as:
      • Gas
      • Oil
      • Repairs
      • Parking
      • Toll fees
    OR
    • Parking and toll fees plus 24 cents per mile after 1/1/09, 27 cents per mile before 12/31/08, 19 cents per mile before 07/01/08.
      (This is the only mileage rate associated with moving expenses.)

    Note: If the employee has more than one automobile, the employee may be reimbursed for costs of having someone drive the second automobile to the new residence, following the guidelines above.

Storing and insuring household goods:

  • Eligibility:
    • Senior Management Group
    • Managers
    • Senior professionals
    • Professionals
    • Support staff
  • Conditions:
    • The storage and insurance of an employee's household goods and personal effects, while in transit, are reimbursable.
    • The storage and transit fees must be incurred within any consecutive 30-day period after removing the household goods and effects from the old residence and before delivering them to the new residence.

Costs incurred in seeking housing in the new location:

  • Eligibility:
    • Senior Management Group
  • Conditions:
    • Costs of occupying temporary quarters at the new location are covered only within one period of 30 consecutive days following University approval of employment. (Reimbursement of such expenses for other members of the employee's family is at the discretion of UCSD.)
    • If the employee's automobile is unavailable, rental of an automobile is reimbursable.
    • Costs or expenses that are not reimbursable include:
      • Entertainment
      • Laundry
      • Other personal expenses or expenses from occupying temporary quarters at the old work location
Questions? Contact Chrissy Smith at (858) 534-8419.

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.

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