1) Who is eligible to be reimbursed for moving expenses?

Answer

According to NDSU Policy Manual, Section 171, part 4: "Upon approval of the president or designee, moving expenses may be reimbursed when staff are initially hired from outside the University system, and when permanent staff employed for one year are transferred to a new work location within the system at the direction of the employer. " The term "staff" is interpreted to mean and regular employee, receiving university benefits. This would exclude time-slip employees, and graduate students.

2) What kind of expenses can be reimbursed to the employee?

Answer

NDSU Policy, Section 171, part 4, details the type of expenses that may be reimbursed. The Moving Expense Documentation Form includes instructions that provide more detail about allowable expenses. Note: Moving company bills may be charged to the applicable university department and paid by the department for the employee.

3) What forms need to be completed?

Answer

A request to reimburse moving expenses form must be completed to pre-approve the expenses. A moving expense documentation form must be completed to document the expenses as either taxable or non-taxable to the employee. The documentation form must be attached to a request for payment form made out to the new employee to generate the payment. Along with the check, or direct deposit, the employee will get a tax form indicating what expenses were considered taxable and non-taxable.