Overview

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This article demonstrates how to arrange payment of Moving Expenses for eligible new or transferring employees/appointees. 

Essential Information

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• 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;
  
  • To learn more about how to assign other employees to act on your behalf, see this article: KB0031969: How to Add a Request Delegate and an Expense Delegate in Concur.
  • To learn more about acting as a Delegate for another user, see this article: KB0031975: How to Act as a Delegate in Concur.
• 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 article;
  
  • A Travel Request is no longer required when reimbursing a new employee/appointee for out-of-pocket expenses.

Next Steps

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Video: Moves/Relocation: Policy & Procedure 

To Pay the Moving Company Invoice (Department Move Coordinator)

1. 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.
2. Create a Travel Request in Concur (KB0032013). 
3. Enter the move trip details and the following key indicators for a Move Request:
   
   1. In Trip Type, select Move/Relocation.
   2. In Trip Purpose, select Move/Relocation.
   3. In Business Travel Dates, enter the dates of the move. 
   4. In the Business Purpose / Additional Information field, provide the new Employee's Full Name (and Employee ID if available) along with the Business Purpose.
   5. Add estimated Moving Expenses and Comment (i.e. payment for moving company).
   6. Attach the approval letter.
4. Arrange the household move/relocation for the new employee/appointee with a UC contracted moving company
   
   1. Provide the moving company with the Concur Request ID (KB0032739) for the Travel Request (trip reference number) to authorize the moving company service.
5. Pay the moving company directly with a Travel & Entertainment (T&E) Card. 
   
   1. This is the only way for the department to issue payment to the moving company.
   2. Oracle is not the proper payment tool for employee move/relocation; PO submissions for employee moves will be rejected.
6. After the T&E Card transaction posts to Concur, complete the move KB0032014: Travel Expense Report.
   
   1. If you are; KB0031975, acting as the delegate for the T&E Cardholder, be sure to first switch to the cardholder’s Concur profile/account.
   2. Only the cardholder’s T&E Card moving company Expense(s) should be added to this Expense Report.
7. In the Expense Report, enter the move trip details and the following key indicators for a Move, then submit:
   
   1. In Trip Name, reference the new employee’s name and/or that it is a Move. 
   2. In Trip Type, select Move/Relocation.
   3. In Trip Purpose, select Move/Relocation.
   4. In Business Travel Dates, enter the dates of the move.
   5. In the Business Purpose / Additional Information field, provide the new Employee's Name and Employee ID.
   6. Cross-reference any related Travel KB0032739: Request ID/Expense Report ID document numbers as applicable.
   7. Add final moving company expense(s) on the Expenses tab. 
   8. Select 508102 as the Account/Expenditure Type.
   9. Attach the move approval letter.

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To Reimburse the New Employee/Appointee

1. The new employee (Concur user) or Move Coordinator (Concur Delegate) creates a separate KB0032014: Travel Expense Report under the new employee's Concur profile/account;
   
   1.  If you are; KB0031975, acting as the delegate for the new employee, be sure to switch to their Concur profile/account.
   2. Claim the Moving Expenses of the new employee payee (out-of-pocket expenses, Concur Travel bookings on the UCSD CTS Air Charge Card).
2.  In the Expense Report, enter the move trip details and the following key indicators for a Move, then submit: 
   
   1. In Trip Name, reference the new employee's name and/or that it is a Move. 
   2. In Trip Type, select Move/Relocation 
   3. In Trip Purpose, select Move/Relocation
   4. In Business Travel Dates, enter the dates of the move expense.
   5.  Cross-reference any related Travel KB0032739: Expense Report ID document numbers as applicable.
   6. Add all applicable Moving Expense(s) on the Expenses tab.
      
      1. Allowable reimbursements for Staff (SMG, MSP, PSS)
      2. Academic Move Policy 
      3. Postdoc Move Policy 
   7. Select 508102 as the Account/Expenditure Type. 
   8. Attach the Move Approval Letter to the Expense Report by going to Manage Receipts > Manage Attachments.