Faculty Moving Expenses  

A pre-approval letter addressed to the Dean is required prior to the submission of the appointment packet and transmitted via the Fiscal Affairs Office. The letter should contain the name, title and track (tenure, research, clinical) of the new faculty member, effective date of appointment, percent and dollar amount requested from the Dean's office, where the remaining source of funding is being provided from by the Department. Note: If the request is an exception to policy (see policy below), you must indicate "requesting exception to policy" along with an explanation why the department is requesting funding from the Dean.

Faculty moving expense reimbursement policy

Basic Sciences:

The Dean will pay 100% of moving cost for Assistant, Associate and Full Professors who are Tenure Track, Research Track or Tenured.

The Dean will pay 0% of moving cost for Assistant, Associate and Full Professors who are Subsidy Conditioned or Fractional Time.

Clinical:

The Dean will pay 50% of moving costs for Assistant, Associate and Full Professors who are Tenure Track, Research Track or Tenured.

The Dean will pay 0% of moving costs for Assistant, Associate and Full Professors who are Subsidy Conditioned or Fractional Time.

Payment Method (MUST use these 2 methods only as described below):

• Purchase Requisition – This method allows the University’s Purchasing department to make prior arrangements with the moving company for the Candidate.  Therefore, payment to the moving company will be paid directly from the University rather than the Candidate having to pay out-of-pocket costs.  To use this method, the Candidate’s appointment packet must be in process via SOM Personnel and signed by the Dean (and Academic Affairs if applicable) before the purchase requisition can be approved in the Fiscal Affairs Office and sent to Purchasing.  The required documents that must be attached to the requisition include three moving company estimates and the "Agreement for Reimbursement for Moving Expense" form (10-215) signed by the Dean.   If the total moving cost exceeds $10,000, Academic Affairs approval is also required.   Once all documents are received and attached to the requisition, the department will forward the requisition along with the attachments to the Fiscal Affairs Office, 1230 Scott Hall.  The Fiscal Affairs office will indicate the account number to be charged and encumber the Dean’s portion.  If the department is responsible for a portion of the moving costs, their account should be indicated on the requisition and the funds already encumbered prior to submission.  PLEASE NOTE:  Approvals required by the Dean and Academic Affairs on the above mentioned forms are part of the SOM Personnel appointment process.  Departments are NOT to submit these forms directly to the Dean’s Office or the Academic Affairs.
• Travel Authorization and Expense Report (TAER)- The Travel Authorization and Expense Report form is used to reimburse the candidate for their payment to the moving company and their in-transit cost.   The TAER is used to reimburse the new faculty member ONLY. Required documentation that must be attached to the TAER is one estimate, proof of payment , "Agreement for Reimbursement of Moving Expense" form (10-215) (form available in SOM Personnel Office) and the "Moving Expense Reimbursement Worksheet" (form available in Fiscal Affairs Office). Note: If total cost exceeds $10,000 Academic Affairs approval is required. This is used if faculty member has paid for move directly with his/her own dollars and is now seeking reimbursement.

Any additional questions regarding Moving Expenses may be directed to the Fiscal Affairs Office.

NOTE: All commitments (e.g.; household and Lab/Scientific Equipment) for moving expense reimbursement along with the percent and dollar amount processed through the University (no matter what University source is used) must be indicated on the letter of offer, on the appointment authorization, and on the moving expense form. Reimbursement cannot differ on any of these three documents.