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System Status: 

Eligibility for Payment of Staff Move/Transfer Expenses

Subject to the availability of funds, some moving expenses may be paid according to the eligibility requirements below.

Staff: All MSP/PSS and SMG titles and meet IRS Requirements/ tests.

Academic: Most but not all titles are eligible for move/relocation expense reimbursement. If title is not listed on APM-560-14 or APM 561-14, it is an exception and must be specifically approved by the delegated exception authority. Also, must meet IRS Requirements/tests. For academic moves, review the eligibility for academic appointees/employees.

IRS Requirements/Tests:

  1. Related to the Start of Work: The move must be made in connection with the commencement of work at a new job location and the moving expenses must be incurred within one year from the time the employee first reports to the new job.
  2. Time Test: During the 12-month period immediately following the move, the individual must be employed full-time for at least 39 weeks.
  3. Distance Test: The distance between the individual’s new job location and their former principal residence must be at least 50 miles more than the distance between the individual’s previous work location and their former principal residence.

Managers and Senior Professionals (MSP) and Professional and Support Staff (PSS)

New staff: The new appointee must have been hired for a non-academic position that requires specialized training or experience of a technical, professional, or administrative nature. The new appointee must reside outside the commuting distance of the campus to which they have been appointed.

Transferring staff: Current UC employee who is required to transfer or accepts a position, including a position at the same or lower grade, at a campus outside a reasonable commuting distance. For Union contracted positions, please review the collective bargaining agreements for conditions of eligibility.

Note: Expense reimbursement requests should be submitted within 60 days of when the expense was incurred.

Senior Management Group (SMG)

New staff: The appointee must be a new hire and meet all specific determinative criteria.

Transferring staff: A current employee who accepts a new appointment, is being assigned to a new location, and meets all of the specific determinative criteria. For Union contracted positions, a current UC employee who is required to transfer at the request of the University. Please check the collective bargaining agreements for updated information.

Determinative criteria is met when the appointee is:

  • Qualified for and has accepted and intends to fulfill their new appointment for at least one year from the date the appointment commences.
  • Showing active status in the payroll system prior to reimbursement of moving expenses.
  • Relocating their primary residence in order to accept the new appointment.
Note: You need approval by the appropriate authority for payment of move/transfer expenses for new appointee or transferring employees.
Questions? See who to contact for additional guidance.
Notice: Published UCSD policy is decisive as it has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts. The source for this policy is UC Policy and Regulations for MSP and PSS personnel (PDF) and Senior Management Group Moving Reimbursement (PDF).