Moving Expenses CATS. Vickie Fry, University Tax Manager Cassandra Franks, Tax Compliance Officer University Tax Services.

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1 Mving Expenses CATS Vickie Fry, University Tax Manager Cassandra Franks, Tax Cmpliance Officer University Tax Services

2 Mving Expenses What is it? Wh gets it? Hw d we pay fr it? What are the limitatins?

3 Mving Expense Plicy FIN-ACC-I-310 Reasn fr the Plicy Prvide a means fr paying fr r reimbursing mving expenses incurred by new emplyees that are full-time staff r faculty. cunting-administratin/fin-acc-i-310-mvingexpenses.pdf

4 What Are Mving Expenses? Expenses assciated with the transprtatin f husehld gds and persnal effects frm a prir residence t a new residence. (includes pets) packing, shipping and unlading, (unpacking services d nt qualify) Travel frm a frmer residence t a new residence. (ne trip per persn) Limited t $10,000 frm IU funds

5 What Are Mving Expenses? Subject t IRS test Clsely related t start date f wrk Within 1 year Exceptin: if spuse stays behind s children can finish schl Distance test New jb lcatin is at least 50 miles farther frm frmer residence t ld jb Time Test - is assumed t be met (must wrk FT fr 39 wks in first 12 mnths)

6 Inter-campus mves fr existing faculty r staff are at the discretin f the campus chancellr and must meet the time test t be reimbursed tax free.

7 Reasnable Expenses Reimburse r pay expenses that are reasnable fr the circumstances Fr example - cst f traveling frm a frmer residence t a new residence shuld be the shrtest, mst direct rute, using cnventinal transprtatin Side trips r stp-vers fr sight-seeing are nt reasnable mving expenses.

8 Members f yur Husehld Reimburse Mving Expenses (pssessins and travel) fr emplyee and members f their husehld A member f the emplyee s husehld is anyne wh has bth the frmer and new residence as his r her hme. It des nt include tenants r emplyees f ur emplyee unless they are dependents

9 Accuntable Plan Mving expenses are subject t the IRS Accuntable Plan rules: IU Business Cnnectin: Deductible expense incurred while perfrming services as an emplyee f IU. Per IRS - mving pssessins and travel frm frmer t new residence Must adequately accunt fr expenses in a reasnable time (60 days) Return any excess reimbursement r allwance in reasnable time.

10 Examples f Mving Expenses Mving truck - cntracted mving cmpany r d-it-yur self (U-Haul) Packing, crating services Packing materials Shipping a vehicle Mving husehld items frm a place ther than yur frmer hme. Limited t the amunt it wuld cst frm frmer hme

11 Examples f Mving Expenses Strage cst f string and insuring husehld gds within any perid f 30 cnsecutive days after the day yur things are mved frm the frmer hme and befre they arrive at the new hme Travel by Car Actual expenses fr gas, (need receipts) r Standard mileage f 23.5 cents fr 2014

12 Examples f Mving Expenses Transprtatin and ldging fr emplyee and members f the husehld while traveling frm frmer residence t new residence. Includes tlls and parking. Dn t have t travel tgether, but nly ne trip per member f husehld Includes ldging at the ld residence the day yu can n lnger live in yur frmer residence and the day f arrival

13 Cntracts and Grants Mving Expenses may be allwed n cntracts & grants within the $10,000 limit. May be subject t ther IU plices r plicies f the granting agency. If charged against a federal grant and the emplyee terminates within 12 mnths f hire, then 100% f charges will be disallwed.

14 What are NOT Mving Expenses: Per IRS and IU plicy, there are expenses assciated with a mve that are nt mving expenses. Per plicy, referred t as Ineligible Expenses These expenses can be reimbursed but are taxable. Paid thrugh payrll as supplemental mving. Nt subject t $10,000 IU funds limit

15 Examples f Ineligible Expense Meals cnsumed during travel Huse hunting trips Temprary living expense in new lcatin Travel expense related t side trips in rute Return trip t frmer residence Strage expense except fr between leaving ld residence and arriving at new

16 Ineligible Expense listed by IRS Any part f the purchase price f new hme Car license plates Drivers license Expense f selling existing hme Lss n sale f hme Mrtgage penalties Real estate taxes Refitting f carpet and draperies Security depsits Lss n dispsal f memberships in clubs Strage charges expect thse incurred in transit.

17 Schlarly Equipment and Materials Relcatin f labratry, library, schlarly cllectins r research equipment t university premise is nt MOVING. Ordinary IU business expense D nt use bject 5070 Nt subject t $10,000 limitatins

18 HOW TO PROCESS MOVING & NON MOVING EXPENSE

19 Mving Cmpanies - Purchasing Purchasing has cntracts with preferred mving cmpanies, see Relcatin Prcedures fr: IU cntributes t mving cst Emplyee pays entire mving cst Mving Office and/r Research Equipment

20 Mving Cmpanies - Purchasing IU cntributes t mving cst IU cvers all r partial and emplyee pays balance due when husehld is delivered. T initiate, hiring department r emplyee cmpletes Mving Request fr Cntractr frm. Additinal steps required t select cmpany Create requisitin See website fr step by step instructins: #cntribute

21 Mving Cmpanies - Purchasing Emplyee pays entire mving cst Even if IU faculty r staff (new hired as well as retiring r departing) and students (entering r departing) are paying the entire relcatin cst they are eligible fr IU discunt. See: dures.shtml#emplyee

22 Mving Cmpanies - Purchasing Office and/r Research Equipment Use if mving t IU facility Get tw qutes if the same cmpany is mving husehld gds. See: dures.shtml#ffice

23 Disbursement Vucher T reimburse emplyee fr eligible Mving Expense Use payment reasn: M-Mving Reimbursement Payee ID: emplyee ID Always use Object Cde 5070

24 Disbursement Vucher Detail the expenses fr easy review. Let us knw if mileage is claimed. Include a nte if Mving Expense is ver $10,000, that funds fr the verage were transferred frm the fundatin. Ok t include receipts with bth taxable and nn-taxable. We will add t W-2.

25 MOVING EXPENSE - TAXABLE/NON-TAXABLE EXPENSE BREAKDOWN ENSURE AMOUNT IS NOT OVER $10,000 IU LIMIT - CONTACT IUF IF OVER LIMIT Emplyee ID: xxx Emplyee Name: Sample Emplyee A12 DV Dcument #: Ttal Check Amunt: $ 1, Hire Date hire 8/1/2011 OK - TIME test met Review Address FROM Lmbard, IL OK - DISTANCE test met Nn-taxable Mving Expenses Miles 2013 Rate Mileage-Emplyee $ - $ 0.24 Mileage-Spuse $ - $ 0.24 Budget rental truck 6/3-5/13 $ Rental truck 7/3/13 $ Wandas Rentals 7/3/1/13 $ Extra miles charge 7/6/13 $ Mvers (furniture) 7/5/13 $ MVG $ 1, limit Mving supplies 6/28/13 & 7/2/13 $ MVT $ - Gasline 6/4/13 $ Gasline 7/5/13 $ TOTAL $ 1, Taxable Expenses NONE

26 MOVING EXPENSE - TAXABLE/NON-TAXABLE EXPENSE BREAKDOWN ENSURE AMOUNT IS NOT OVER $10,000 IU LIMIT - CONTACT IUF IF OVER LIMIT Emplyee ID: xxx Emplyee Name: Sample Emplyee DV Dcument #: A12 Ttal Check Amunt: $ 2, Hire Date 8/1/2013 OK - TIME test met Review Address FROM Ontari, Canada OK - DISTANCE test met Nn-taxable Mving Expenses Fuel Htel - 7/22/13-7/23/13 $ Mvers $ - Uhaul t Strage Lcker - 6/28/13 $ Uhaul t destinatin - 7/21/13 $ 1, Additinal Uhaul Mileage - 7/25/13 $ Mvers - Unlad Truck - 7/23/13 $ Strage Unit $ Tlls $ I-94 Fees $ TOTAL $ 1, $ Receipts all within mve date range Taxable Expenses Meal Expenses $ MVG $ 1, MVT $ TOTAL $ 2,035.80

27 IU Reprting Requirements Mving Expense paid under the accuntable plan (tax exempt) is reprted n the W-2 in bx 12, cde P. This includes emplyee direct reimbursement and amunts paid n their behalf. Used by emplyee fr their individual tax reprting. Taxable reimbursements are reprted in bx 1 f W-2 and bx 14 0.

28 Rad Blcks We knw the Mving Plicy is ut f date We are adding an Accuntable Plan Plicy What rad blcks d yu have regarding mving? What suggestins t yu have?

29 References Mving Plicy IRS Publicatin 521 Mving Expense

30 Cntact Infrmatin Financial Management Service University Tax Services Phne: Fax: Vickie Fry University Tax Manager

31 Tax Staff Cassandra Franks Tax Cmpliance Officer - Payrll (812) Sandy Bruff Tax Retirement and Benefit Assciate (812)

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