This KBA demonstrates how to arrange payment of Moving Expenses for eligible new or transferring employees/appointees.
Move/relocation expenses for new employees/appointees include reasonable costs of moving household goods to a new residence as well as transportation to the new residence.
Review Blink for more information and move policy guidance on staff moves;
For specific guidelines on academic moving policy as it pertains to academic moves, review the Academic Personnel Services page.
As the process generally starts before the new hire begins employment, the Department Move Coordinator is presumed to carry out most, if not all, steps; however, this may not be applicable to all departments who do not have a dedicated move coordinator.
The Move Coordinator is the department contact for the move (i.e. preparer) who interacts with the new employee and pays the UC contracted moving company with their Travel & Entertainment (T&E) Card;
If the Move Coordinator does not have a T&E card, they should request a new card and note in the card request that it is for a move/relocation to ensure inclusion of the move-related Merchant Category Code (MCC)
When applicable, the department can submit a Card Action Request to increase card limit and have the moving company's MCC code added, an estimate of moving costs is required
The T&E Card (not a PO) must be used to pay the moving payment invoice.
If the new employee/appointee incurred any out-of-pocket expenses, then reimbursement may be submitted after the new employee is active and available in Concur.
Should the Department Move Coordinator also handle the move claim to reimburse the new employee, they must be added as the new employee’s delegate and remember to switch Concur profiles to act as their delegate before preparing the Concur documents for both the Travel Request and Expense Report on their behalf;
If the new employee will be paying for all of the Move/Relocation expenses out-of-pocket, please follow the steps on the To Reimburse the New Employee/Appointee section of this KBA;
A Travel Request is no longer required when reimbursing a new employee/appointee for out-of-pocket expenses.
Video: Moves/Relocation: Policy & Procedure
To Pay the Moving Company Invoice (Department Move Coordinator)
Before taking any action in Concur, be sure to obtain the required move approval, as it must be attached to the Travel Request and Travel Expense Report in Concur; if you are acting as the delegate of the Department T&E Cardholder (who is not the new hire), be sure to switch Concur profiles.