Relocation/Moving Procedures for New Employees

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1 Relcatin/Mving Prcedures fr New Emplyees Purpse T prvide guidelines and restrictins regarding thse cases where relcatin csts are necessary fr an individual t accept emplyment with the University and t reimburse the new emplyee fr allwable relcatin expenses cnsistent with sund business practices and budgetary limitatins. This plicy prvides fr cnsistent cmpensatin t emplyees fr certain expenses f their relcatin fr emplyment at Eastern Michigan University. Statement Eastern Michigan University may, at its discretin, pay fr certain csts directly related t relcatin. The Dean r equivalent administrative fficer may apprve payment fr relcatin expenses which must be authrized in advance by inclusin in the individuals ffer letter r emplyment cntract. Additinal apprval frm Spnsred Research Accunting will be necessary if relcatin is being funded frm a Spnsred Research Prject. Emplyees eligible fr relcatin expenses must be full time tenured track faculty, full time administratrs (Directrs and abve), and full time Caches. Departments may reimburse the emplyee fr actual and substantiated mving expenses (qualified r nnqualified) nt t exceed ne mnth s salary. General Prcedure Statements 1. Relcatin/Mving allwances must be negtiated at the time f ffering a psitin and included in ffer letter r the individual s cntract. 2. Relcatin/Mving allwances are subject t the terms cnsistent with the prvisins utlined in this prcedure. 3. This prcedure applies t all mves regardless f the dllar amunt r surce f funds. Any exceptin t this prcedure must be apprved in advance by the Chief Financial Officer. 4. The emplyee will agree t repay their Relcatin/Mving expenses if emplyment with Eastern Michigan University is terminated with cause r resigned within 2 years f their relcatin. 5. If the new emplyee chses t mve themselves, then all expenses must be submitted t Accunts Payable n an expense reprt. All riginal itemized receipts must be attached/imaged t the expense reprt t btain reimbursement. 6. If the assistance f a mving cmpany is needed t mve persnal and husehld gds, it is recmmended the new emplyee cntact Purchasing fr a list f EMU preferred cntracted vendrs. 7. T request expense reimbursement, a. All reimbursement requests must be submitted thrugh the Cncur travel and expense system. All receipts must be imaged and attached t the expense reprt. Mdified September 2016

2 b. Attach the signed ffer letter t the Cncur expense reprt c. Reimbursements (including payments directly t vendrs) will nt exceed amunt stated in the ffer letter. 8. Nnqualified relcatin reimbursements will be reprted annually by the University t the IRS and will be reprted n the emplyee's W Mving expenses shuld be incurred within 1 year and expenses shuld be turned in within 60 days, if after 60 days the entire mve is taxable and will be reprted n the emplyee s W-2. IRS Pub 521 Reimbursable Expenses 1. In rder t be reimbursed fr yur relcatin expenses, yur relcatin must meet the IRS distance test: Yur mve will meet the distance test if yur new main jb lcatin is at least 50 miles farther frm yur frmer hme than yur ld main jb lcatin was frm yur frmer hme. Fr example, if yur ld main jb lcatin was 3 miles frm yur frmer hme, yur new main jb lcatin must be at least 53 miles frm that frmer hme. IRS Pub Relcatin expenses which are reimbursable either directly t the individual and/r t an utside mving cmpany may include, but are nt limited t the fllwing a. Fr emplyees and their immediate family members traveling by air r ther passenger cnveyance, the cst f the mst ecnmical airfare available fr each member f the immediate family. b. Fr emplyees and their immediate family members traveling by autmbile: i. The cst f driving an autmbile by the mst direct rute between the previus residence and the new permanent residence. Mileage is reimbursed at the current IRS rate allwed fr mving mileage. ii. If an individual is required t begin University emplyment prir t the relcatin f his/her immediate family, that emplyee may be allwed reimbursement fr either (1) the cst f a rund-trip airline ticket at the mst ecnmical airfare available, r (2) the csts f traveling by autmbile as defined abve, in additin t relcatin expenses fr his/her family. c. Ldging and meal expenses (meals will be taxable): actual reasnable expenses fr rm and meal using the mst direct rute between the previus residence and the new permanent residence. Expenses must be substantiated with detailed receipts. d. The cst f mving husehld gds e. The cst f insurance fr husehld gds, nt t exceed the full replacement value. f. The packing/unpacking f husehld gds and appliances. 3. Expenses f the emplyee and/r his/her immediate family incurred after arriving at Mdified September 2016

3 the principal site f emplyment are the respnsibility f the emplyee. 4. Expenses cnsidered nnqualified by the IRS will be cnsidered taxable incme and will have taxes withheld in the earliest pay perids available. 5. Qualified mving expenses are expenses incurred within ne year frm the date the emplyee first reprts t wrk and include: Mving emplyee s husehld gds and persnal effects. Traveling by the shrtest, mst direct rute available by cnventinal transprtatin. Ldging while traveling, including expenses the day emplyee arrives. Travel by car- The IRS standard mileage rate fr mving purpses. Emplyee is allwed expenses fr members f husehld. A member f husehld is anyne wh has bth yur frmer and new hme as his r her hme address. Emplyee is allwed nly ne trip t the new hme fr themself and the members f their husehld; hwever, they d nt have t travel tgether. Nnqualified mving expenses include, but are nt limited t: Meals Expenses paid directly t the emplyee nt substantiated by receipt Mdified September 2016

4 RELOCATION/MOVING EXPENSE REPAYMENT AGREEMENT This dcument is the Relcatin Expense Repayment Agreement between Eastern Michigan University (hereafter referred t as University ) and (hereafter referred t as Emplyee ). In the curse f the Emplyee s emplyment with the University, it is mutually agreed that it wuld be in the best interest f bth parties fr the Emplyee t relcate, and fr the University t pay part f the csts f that relcatin. If the Emplyee resigns r is terminated frm the University, the fllwing agreement will still be in effect. The Emplyee s relcatin csts and payment fr such csts by the University are subject t the fllwing terms and cnditins: 1. The emplyee agrees that such relcatin shall be effected in accrdance with The Relcatin/Mving Prcedures fr New Emplyees. 2. The University agrees t pay fr certain csts f the relcatin as specified in the relcatin prcedures. The Emplyee agrees t repay the University fr relcatin csts previusly paid by the University if the Emplyee vluntarily terminates emplyment with the University prir t cmpleting either tw years f cntinuus service cmmencing frm the Emplyee s date f hire r transfer date, r the established appintment term if such term is less than tw years. Further, the emplyee agrees t repay the University such csts if the Emplyee is terminated fr cause within the tw year perid frm the Emplyee s date f hire r transfer date. Terminatin fr cause includes grss miscnduct, grss negligence in perfrmance f jb duties, and insubrdinatin. Terminatin fr cause des nt include change in cntrl, ffice clsings, r jb eliminatin. The emplyee will have furteen (14) days frm date f resignatin r terminatin t make repayment. The percentage f relcatin expense benefits t be repaid is based n the number f calendar days emplyed (i.e., number f cntinuus days n emplyed status, nt number f days physically present fr wrk), accrding t the fllwing table: Days Repayment Emplyed % % % % If it is fund that the Emplyee btained emplyment fraudulently (e.g., under falsified credentials), the Emplyee agrees t repay the University 100% f relcatin csts previusly paid by the University regardless f the number f days emplyed. 3. The Emplyee agrees t pay fr any and all csts fr services and materials as may be incurred during the curse f relcatin that are nt authrized fr payment under the relcatin prcedures, and agrees that payment fr such unauthrized csts, shuld any claim Mdified September 2016

5 fr same be made against the University, may at the University s electin be made thrugh payrll deductins unless ther arrangements are agreed upn. 4. The Emplyee agrees t maintain accurate recrds f all expenses incurred in cnnectin with such relcatin (these recrds will als be useful fr purpses f filing the emplyee s individual tax returns). The University s bligatins hereunder are cnditinal n the Emplyee s adequate substantiatin f expenses by prper recrds and receipts. 5. It is agreed that any amunt wed t the University under any f the paragraphs f item 2, abve, may, at the University s discretin, be deducted frm any mnies wed by the University t the Emplyee, including any salary, wages, bnuses, vacatin pay, r severance pay, and that any excess f such amunts wed t the University, beynd any amunts deducted, shall be paid within furteen (14) days after severance f emplyment, after which interest at the maximum legal rate n any unpaid balance shall be due and wed by the Emplyee, tgether with all csts and attrney s fees which are incurred by the University in the cllectin f such amunts. ACCEPTANCE Emplyee acknwledges having read this Agreement and having understd it; agrees t be bund by its terms and cnditins; and agrees that this Agreement cnstitutes the entire Agreement with respect t the matters cntained herein. Eastern Michigan University Emplyee By: By: (Signature) (Signature) Name: Name: (Typed r printed) (Typed r printed) Title: Title: Date: Date: Mdified September 2016

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