Franklin & Marshall College Franklin & Marshall College

Moving Expense Reimbursement Policy

Eligibility

The College will provide reimbursement for eligible moving expenses, up to the maximum dollar amounts listed below, to newly appointed full-time, tenure-track faculty and full-time professional staff who must relocate their primary residence in order to accept employment at Franklin & Marshall.  Reimbursement is provided when the move occurs so that the individual can accept employment with the College.  

Employees hired for temporary assignments are not eligible for moving expense reimbursement.  However, full-time visiting faculty members are eligible for reimbursement up to $600.

Eligible Moving Expenses

Reimbursement will be provided for reasonable and necessary expenses directly associated with moving household items from the employee's former primary residence to the new primary residence, up to the maximum allowable reimbursement as listed below.  Reimbursement for an employee's moving expenses will be provided when it is not possible or practical to remain in the current residence due to the distance between the current residence and Franklin & Marshall.  Generally, the employee's current residence must be at least 50 miles from the College for the employee to be eligible for moving expense reimbursement.

A new employee who drives his/her personal vehicle from the former residence to the new residence will be reimbursed for mileage at the current IRS reimbursement rate pertaining to relocation.  Such reimbursement will count toward the maximum reimbursement amounts listed below.

Reimbursement is not provided for expenses associated with moving items to or from a secondary (non-primary) residence or location.  Reimbursement is also not provided for house-hunting trips or for a family member’s meals or lodging associated with relocation.

Maximum Reimbursement

The maximum amount which will be reimbursed to an employee for all eligible moving expenses, including mileage reimbursement when a personal vehicle is driven, is based on the distance moved, as outlined below: 

Distance Moved            -           Maximum Reimbursement

less than 1,000 miles      -           up to $1,000

1,000 - 1,999 miles          -           up to $1,500

2,000 or more miles       -           up to $2,000

The maximum reimbursement to a full-time faculty member on a visiting appointment will be $600.

Applying for Reimbursement

A ‘Moving Expense Reimbursement Form’ must be completed by the employee (this form is available in eDisk, in the Human Resources public “FORMS” folder).  Original, itemized receipts for eligible expenses must accompany the reimbursement form.  Faculty members should return the reimbursement form to the Office of the Provost.  Members of the professional staff should return the completed form to the Assistant Director, Human Resources.

The College is unable to submit payment directly to a moving company, or to provide funds in advance of a move.

Tax Treatment of Moving Expense Reimbursement

Moving expense reimbursements are considered to be wages by the Internal Revenue Service, the Commonwealth of Pennsylvania, and Lancaster County. These amounts are reimbursed through the payroll system and appear in Box 10 of the W-2 form at the end of the calendar year.  If the move meets each of the three criteria listed below, reimbursements are not subject to federal, state, or local payroll tax withholding requirements, nor are they taxable for Social Security purposes.  These criteria are summarized as follows:

1) The commuting distance between the former residence and the new work location must be at least 50 miles farther than the commuting distance between the former residence and the former work location,

2) During the 12-month period immediately following the move, the taxpayer must be employed full-time for at least 39 weeks unless laid off by the College for reasons other than willful misconduct, and

3) The move must be in connection with the commencement of work at the new location, and the expenses incurred within one year from the date the new employee first reports to work.

Members of the faculty and professional staff who are relocating can find a ‘Moving and Packing Checklist’ in the Human Resources public eDisk folder.

Related Resources

Moving Expense Reimbursement Form

Moving & Packing Checklist for New Personnel

Helpful Contact Information


Policy Maintained by: Human Resources, Director

Last Reviewed: August 12, 2014