Relocation (Moving) Expenses - Staff Positions
RELOCATION (MOVING) EXPENSE GUIDELINES
The St. Lawrence University limit for relocation expenses is $2,500 per employee. Reimbursement requests over $2,500 must be approved by the Vice President for that division and these additional costs will be paid by the department/division. All moving expense reimbursements are taxable and will be paid through payroll.
EXPENSES WHICH DO QUALIFY FOR REIMBURSEMENT ARE THE REASONABLE COST OF:
Packing, crating and transporting of household goods and personal effects, also storage up to 30 consecutive days (i.e. U-Haul, moving company). Corrigan Moving Systems and St. Lawrence University have created a partnership to meet the relocation needs for faculty, administrators and employees. Please visit https://www.corriganmoving.com/.
Vehicle rental/air travel/train travel
Travel to the new residence by car: the cost may be figured by either actual fuel expenses if receipts are provided OR by actual mileage at the rate of $.165 per mile.
[NOTE THAT THE MILEAGE RATE FOR RELOCATION IS DIFFERENT THAN FOR TRAVEL FOR INTERVIEWING].
Parking fees and tolls
Lodging costs while in transit to new home (BUT NOT for temporary housing at the new location). One night upon arrival in Canton can be included.
If belongings are being moved from a third location (e.g. storage unit) reimbursable costs may be limited.
EXPENSES WHICH DO NOT QUALIFY FOR REIMBURSEMENT INCLUDE*:
[*TRIPS THAT ARE PART OF RECRUITMENT & INTERVIEWING CAN BE PAID FOR FROM RECRUITMENT, IF AN OFFER OF EMPLOYMENT HAS NOT YET BEEN ACCEPTED.]
Costs associated with pre-move house hunting trips
Costs associated with occupying temporary living quarters
Expenses involving buying or selling of a home
Rent for housing
Costs associated with side trips and stopovers for visits
Updated 2.2019 HR
SLU will reimburse the new employee for one trip per family member. (These trips can occur at different times.)
The 50-mile test of the Internal Revenue Service: the distance from home to the new job must be at least 50 miles greater than the old commute.
Relocation trips should be made via the most direct route.
Airline reservations and car rentals can made, via email, through Travel Guard at BusinessTravelServices@travelguard.com. As an alternative, a new employee can make his or her own arrangements and submit receipts for reimbursement.
Expense reports should be completed and submitted with appropriate receipts to the Associate Dean’s Office (Faculty positions) or to the Human Resources Office (Exempt Staff positions) for budget approval in a timely manner, normally within 10 business days. Please note that reimbursement payments are planned in connection with payroll dates (15th and 30th of the month) and may be executed as early as your first paycheck provided the appropriate documentation and approvals are received.
Websites that may provide helpful information:
St. Lawrence University
St. Lawrence University Human Resources homepage
Associated Colleges of the St. Lawrence Valley
Canton Chamber of Commerce
St. Lawrence County Chamber of Commerce