MOVING EXPENSE REIMBURSEMENT

Effective: August 15, 2024

Purpose: To ensure compliance with tax laws, establish clear procedures for moving expenses reimbursement to employees, and specify requirements regarding documentation, approval, and funding sources for such reimbursements.

Scope: This policy applies to all eligible University employees campus wide.

Responsible Office: Business & Finance

Policy Statement: All qualified moving expense reimbursements are subject to taxes and are to be reimbursed directly to the employee through payroll using the Moving Expense Taxable (MVT) earnings code.

Reimbursements directly to a commercial carrier are not permitted.

Payment for moving expenses cannot be paid from State funds. The payment for moving expenses must be paid from private funds provided by the Emporia State University Foundation or other University affiliated corporation.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Budget and Finance procedures.

[Budget and Finance procedures - coming soon]

Related Policy Information: [coming soon]