Policy: 201.N-Travel: Relocation
Date: 01/20/04 (Updated 07/14/08)
Updated for e-Reimbursement: 04/20/2009

Statement of Policy:

It is the policy of the University of Wisconsin System and the State Department of Employment Relations to allow institutions to pay relocation and temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion.

There are currently no poundage or dollar maximums established. The dollar amount allowed for each move must be established and approved by the appointing authority (UW Division Dean, Director or Designee) prior to the move.

Reimbursable and Nonreimbursable Costs
Household goods are personal effects of the employee and the immediate family of the employee. Examples include furniture, clothing, musical instruments, household appliances, food and other items which are usual and necessary for the maintenance of a household and which may be transported legally in interstate commerce. These are reimburseable to the employee.

The following items are NOT considered household effects:

  • property for resale
  • property not owned by the family
  • farm equipment
  • livestock
  • trucks/trailers
  • boats over 14 feet
  • automobiles, motorcycles, recreational vehicles
  • building materials
  • items used in a personal business
  • pets, flammable items, caustic aerosols, spoilable items, plants, jewelry, frozen food, etc., and other items that might be found in a household but which the carrier cannot or will not allow to be placed in the moving van

The cost to move any of the above-mentioned or similar type items would be considered "incidental costs.

Incidental Costs of Relocation
The following incidental costs associated with a move are NOT reimbursable as a direct cost of the move but may be covered by a stipend, if granted by the appointing authority:

  • exclusive use/space reservation/expedited service charges
  • valuation/additional insurance
  • extra pickup of household goods 
  • storage
  • warehouse handling
  • weight additives for transporting any bulky articles 
  • auto hauling or towing
  • travel costs enroute (meals, lodging, tolls, etc.)
  • overtime loading or unloading required by customer
  • weight and bulky article charges
  • other costs associated with the move
  • third party services

This stipend amount is discretionary for initial employment or reemployment. Any amount up to the state maximum of $1,000 may be paid whether or not incidental costs are actually incurred, but the stipend must be paid in its entirety in connection with an employer-ordered relocation. A stipend may not be paid more than 30 days prior to the employee's relocation date and can be done as a travel advance if needed.

Temporary Lodging
A Temporary Lodging allowance requires prior approval from the appropriate Appointing Authority (U.W. Madison Dean/Director's or designee). The reimbursement may not exceed 45 days and shall not exceed the in-state lodging maximum for a single rate. The 45 days need not be consecutive. Meals are not reimbursable. Temporary lodging is a non-qualified (taxable) reimbursement.

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Relocation-Direct Moving Costs for:

This Expense Type can only be used in Expense Reports with a Business Purpose of Relocation.

Direct Costs associated with the moving of household goods including: linehaul, insurance surcharge, seasonal rate adjustment, long carry, stairs, elevator, piano or organ, extra labor, ferry, appliance service, packing, purchase of containers and packing material and unpacking.

Enter the following required information after clicking on the "Detail" link at the end of the expense type line:

Relocation-Direct Moving Costs

  • Originating Location
  • Merchant
  • Location
  • Description

Use expense type Relocation-Stipend for:

This Expense Type can only be used in Expense Reports with a Business Purpose of Relocation.

Incidental Costs of relocating paid as a stipend as a fixed amount up to $1000. This is paid in connection with the move; no receipts are necessary. The intention of the stipend is to help defray costs not paid for as Direct Costs. Examples not paid by direct costs are: valuation (additional insurance), extra pickup of household goods; storage for the convenience of the employee; warehouse handling, extra auto (hauling or towing); enroute travel costs (meals, lodging, tolls, etc.); overtime loading; loading or unloading of automobiles, trucks, motorcycles, specialty vehicles; weight additives for transporting any bulky articles; and other costs associated with the move.

Enter the following required information after clicking on the "Detail" link at the end of the expense type line:

Relocation-Stipend

  • Originating Location
  • Location
  • Description

Use expense type Relocation-Temporary Lodging for:

This Expense Type can only be used in Expense Reports with a Business Purpose of Relocation.

Temporary lodging reimbursement (including all applicable taxes) associated with relocation may not exceed 45 days and shall not exceed the in-state lodging maximum for a single rate. The 45 days need not be consecutive. Meals are not reimbursable. Temporary lodging is a non-qualified (taxable) reimbursement.

Enter the following required information after clicking on the "Detail" link at the end of the expense type line:

Relocation-Temporary Lodging

  • Number of Nights
  • Originating Location
  • Merchant
  • Location
  • Description

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements

Related Documents:

Contacts:

Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions

Policy and Procedure Index


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