Building partnerships through collaboration.
Relocation Services
Departments who have extended offers to new faculty or staff are required to use UB's new relocation services provider for eligible relocations.
On this page:
Employees are eligible to participate in this new program if they are relocating domestically and are also US citizens or US permanent residents.
If the employee is eligible, then the department should initiate a request for relocation services. When the request from is completed please make sure to have the following:
- A signed offer letter that includes the language specific to relocation assistance.
- The account number(s) to fund the relocation request
Relocation Process and Expenses
Relocations Ineligible for the New Program
- The relocation is for an international move
- The employee is not a U.S. citizen or permanent resident of the U.S.
Next Steps
After the department completes the Relocation Request form:
- HR will contact the new employee regarding their relocation
- The new employee will be assigned a relocation coach through our relocation service provider
- The employee will receive a booklet containing information regarding their relocation
- HR will upload the employee's information into our secure relocation portal
- The relocation services provider will contact the new employee to assist them with their move
Reimbursement of moving and related expenses shall not be made unless the employee agrees in writing to return the monies received for such expenses in the event the employee resigns or voluntarily separates from employment within one year of the initial appointment.
The following relocations are not eligible to participate in the new program:
- International moves
- Domestic or international moves for faculty or staff who are not U.S. citizens or permanent residents of the U.S.
These employees would still be eligible for reimbursement for relocation expenses based on the information in the table called Eligible Expenses.
| Expense | Funding Source | ||
|---|---|---|---|
| State | RF | UBF | |
| Basic cost of moving household goods and personal effects up to 12,000 pounds, including pianos, refrigerators, and deep freezers | Yes Must use a carrier authorized by the US Department of Transportation or trailers/trucks rented from commercial establishments. If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable. | If to be charged to a sponsored project, allowability is determined according to sponsor guidelines. If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable. | 12,000 pound limit does not apply |
| Additional insurance above the lowest valuation rate charged | Yes | Yes | Yes |
| Packing/unpacking household goods and personal effects | Yes | Yes | Yes |
| Short duration (30 days) in-transit storage | Yes | Yes | Yes |
| Mileage incurred to drive one personally-owned vehicle from the old to the new location | Yes Mileage is reimbursed at the rate paid by NYS for the use of personally-owned automobiles for official business | Yes Mileage is reimbursed at the IRS approved moving mileage rate | Yes Mileage is reimbursed at the IRS approved moving mileage rate |
Meals* and lodging | No | Yes | Yes |
| Second automobiles and other motor vehicles, boats, and trailers (other than those used as the appointee’s residence)* | No | No | Yes |
Expenses related to buying or selling a house* | No | Yes | Yes |
| Expenses for renting temporary living quarters* | No | Yes | Yes |
| Building materials, animals raised for profit, farming equipment, livestock | No | No | No |
| Reimbursement request submission timeframe* | Within one year of the effective date of appointment | Within 60 days of the effective date of appointment | Within a reasonable period of time. |
| Document | Funding Source | ||
|---|---|---|---|
| State | RF | UBF | |
Reimbursement/Advance/Payment Form, signed by the employee and authorized signature | Yes | No | No |
| Request/Agreement for Moving Expense Reimbursement (Form AC1099), completed and signed by the appointing officer and appointee | Yes | Yes | Yes |
| Relocation Expense Authorization and Payment (F469) | No | Yes | No |
| Initiate an Electronic Personnel Transaction (ePTF) | No | No | Yes |
| Original bill of lading or freight bill detailing the moving charges and confirming that the appointee has paid those charges; or paid receipts from rental establishments. | Yes | Yes | Yes |
| An original canceled check, carbon of a bank check/money order, or a copy of a credit card statement, are required as proof of payment. Claims by individuals not using commercial carriers or rental establishments must be accompanied by appropriate documentation. | Yes | Yes | Yes |
| Funding source may be used for reimbursement of moving and related expenses if individual is not appointed to that funding source | No | No | Yes |
Reimbursements must be submitted by the Friday before pay period to ensure reimbursement will be in the following paycheck. Refer to the payroll calendars to determine pay period dates.
*Pursuant to current IRS provisions, reimbursement of these expenses represents taxable income to the employee and will be reported on the employee’s W-2 subject to appropriate payroll tax withholding.
*Non-qualified moving expenses include pre-move house hunting trips, meal expenses, and temporary living expenses. These items cannot be reimbursed unless treated as taxable compensation to the individual.
Airfare Reimbursement
You can be reimbursed for airfare for yourself and immediate family. Parents and other relatives would not be eligible for reimbursement.
Recommendations
- On packing day, be available to assist packers with any questions.
- Packers will leave cartons containing high-value items open so the driver can review and inspect these items. Examples of high-value items are crystal, fine china, collectibles, artwork, antiques, or any items valued at over $100 per pound, per article.
- On loading day, be on hand to sign the bill of lading and to declare adequate full replacement valuation for your move. As a guideline, full replacement valuation is usually computed based on $5.00 worth of valuation per pound. For example, a shipment weighing 10,000 lbs. would be assigned valuation of $50,000. You can choose to declare a higher amount of valuation, but you cannot go lower.
- You are strongly encouraged to use the 3rd party service provider offered to you by the moving company for service such as, connecting and disconnecting the washer and dryer, or disassembling furniture, tools, exercise equipment, etc. If you decide to use your own 3rd party service provider, the moving company is not responsible for any faulty disassembly/assembly, damages, or missing parts.
- For liability purposes, you are strongly encouraged to have the moving company pack all of your fragile items (dishes, china, crystal, pictures, mirrors, etc.). The moving company will also pack books, linens, clothing, and other non-breakable items, unless you prefer to pack them yourself.
- If a question or problem arises, please contact your move coordinator at the moving company.
- Contact your move coordinator to provide phone and contact information for the final delivery of your household goods.
- Be on hand to accept delivery and check the condition of your household goods.
- Never waive your right to check off items individually. Each item must be checked off individually to ensure that all household goods have been delivered. If you choose to waive your right to check off items, the moving company is not responsible for any lost or missing items.
Most moves occur without a problem. However, if a problem should arise, the following series of events must be followed to expedite the claims process efficiently and effectively:
- Initial claim handling: contact your move coordinator at the moving company and he/she will put you in contact with a claims adjuster.
- When receiving your claims call, the claims adjuster will explain the claims process and a claim form will be mailed to you. You will also be advised at this time that you have up to nine months to file a claim, but can only file one claim. If you are claiming missing items, a search is begun right away. Claims of an immediate or urgent nature can be inspected or repaired right away (i.e. refrigerators, washers, dryers, beds needing assembly — any item needed for daily living).
- Upon receipt of the claim form, the claims adjuster will contact you to advise the name of the inspection firm if an inspection is needed. When an inspection is not required, the moving company will work toward an agreed-upon settlement.
- If repairs are needed, they will be done at this time.
- Do not dispose of any damaged items for which a claim is being filed until the moving company provides written authorization to dispose of the asset(s). Under Federal Tariffs, the moving company has salvage rights for any assets for which a settlement is provided.
- Repairs are made, settlements agreed upon and settlement letter with or without a check are mailed.
