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Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.40-3 (Revised)

SUBJECT: IFAS; Procedures for Requesting Moving Expenses

1. Requests to pay moving expenses for current or prospective UF/IFAS employees may be approved as follows:
   1. In advance of the move when the household goods or a mobile home to be moved are no more than 15,000 pounds gross weight.

      Approving Authority: Vice President, or Dean, or Director.

   2. During or after the move or when the weight of household goods or a mobile home exceeds 15,000 pounds.

      Approving Authority: Vice President - provided special written justification of the exceptional circumstances surrounding the move is deemed adequate.

2. Requests to pay moving expenses will usually be approved for the following personnel:
   1. New employees with the proposed rank of professor.

   2. Transferred employees upon promotion, or lateral transfer for fully justified career broadening, or transfer in lieu of layoff.

3. Requests to make payment of moving expenses as a term of employment offer shall be made as a part of the Request to Make An Offer, IFAS Form #2700. Such request will then be processed under the provisions of IMM Number 6C1-6.30-1-4.

4. Prohibited expenditures - The following prohibited expenditures must be brought to the attention of employees for whom moving expenses may be requested:
   1. No payment is authorized unpacking of household goods.

   2. No payment is authorized for the cleaning of any residence in connection with a move.

   3. No payment is authorized for additional insurance coverage beyond the normal liability of the common carrier. Therefore, payment for any desired additional coverage must be assumed by the employee.

   4. No payment is authorized to pay any moving expenses of any person paid from Other Personal Services (OPS) funds.

5. Authorized Expenditures
   1. Cost of packing.

   2. Cost of shipping.

   3. Cost of storage.

   4. Reasonable expenses incurred for moving an automobile.

6. When household goods are shipped by rental vehicle, the approved payment will be limited to the insuring of the vehicle; there shall be no payment by the University for insurance of the contents of the vehicle.

7. In all instances, requests for approval to pay moving expenses must be submitted on Form BOR/OHR 4/7/92, a copy of which is attached. This form should be completed and submitted in triplicate along with the Requisition to Purchase (Form PUR300) to the IFAS Purchasing Office.

8. Expenses with regard to moving professional equipment and books necessary for job performance that are to be housed at the University are not considered moving expenses under Rule 6C-5.820, and payment for such expenses does not require the approvals as perquisites set forth in this IMM.

9. Also, employees for whom moving expenses may be requested should be informed that when payment is made by the University, such will be included on the employee's W-2 form.