Moving Expenses for New Appointees Policy

Policy Statement

This policy summarizes SUNY Brockport’s guidelines for reimbursing moving expenses to a New York State new appointee when transporting themselves and their families and household effects to their new place of residence. It is not the policy of SUNY Brockport to reimburse such appointees for related expenses in relocation, such as buying a house, temporary living quarters (lodging), meals or airfare. [This policy does not apply to new “non-state” appointees hired by the Brockport Auxiliary Services Corporation, the Research Foundation, the Brockport Student Government or any other non-state entity.]

Purpose/Scope

The University makes its own determinations on the authorization of relocation expenses for new permanently funded professional service employees, including both faculty and staff. Each new appointee to the professional service (and new appointees to other than the professional service, provided the Department of Civil Service has determined there exists in New York State a shortage of qualified candidates for the position) may be considered for the reimbursement of relocation expenses incurred upon initial appointment at the University.

Reimbursement of travel and moving expenses shall be payable from monies appropriated and available to the departments and agencies.

Reimbursement of relocation expenses is not mandatory. It is a procedure established to assist in the recruitment of qualified candidates, and it is not expected that every appointee would be authorized payment of relocation expenses. The determination of who is to receive such reimbursement and the amount of such reimbursement is discretionary with the appointment officer.

Maximum amount to be funded from the campus’ faculty or staff funding pools is $3,000 (over $3,000 requires Presidential approval) for Director level positions and above. For positions that are deemed high level and high demand, the hiring manager may seek pre-approval from Human Resources prior to the position posting for moving expense reimbursement from the funding pools. With vice-presidential approval, the department or division may self-fund the reimbursement of relocation expenses not funded by the campus’ centralized pools.

Moving expense reimbursement must be negotiated during the hiring process, prior to being hired by SUNY Brockport. Final approved moving expense reimbursement details must be included in the offer letter/summary to the employee at the time of hire.

Applicability

APPOINTEES ELIGIBLE FOR REIMBURSEMENT

1. Persons initially appointed to a full-time, permanently funded professional position (faculty or staff), as defined in Subdivision 3 of Section 355a of the Education Law.
2. Persons initially appointed to other full-time technical, scientific, educational, professional, or administrative positions for which the Department of Civil Service has found that there exists in New York State a shortage of qualified candidates.
3. An initial appointment shall mean the first full-time appointment by the State University of New York, or by one of its constituent campuses, except that an appointment subsequent to a first appointment shall be deemed to be an initial appointment if such appointment is made not less than three years following termination of an earlier appointment.
4. No reimbursement for moving and travel expenses shall be made unless such reimbursement is approved by the appropriate appointing officer.

APPOINTEES NOT ELIGIBLE FOR REIMBURSEMENT

1. Appointees to be employed for a period of one year or less.
2. Appointees employed on a part-time basis.
3. Persons already in the service of the State of New York who are eligible for and receive reimbursement for relocation expenses pursuant to the provisions of Section 202 of the State Finance Law.

GENERAL PROVISIONS GOVERNING ELIGIBILITY FOR REIMBURSEMENT

1. New York State Division of the Budget’s (NYS DOB) Bulletins G-0200 and G-0205 stipulate that moving expenses may be reimbursed when the distance from the appointee’s old workplace to their new workplace is at least 35 miles.
2. Moving expense reimbursement payments are supplemental taxable income and will be included in the employee’s taxable gross income, subject to employment taxes and income taxes. Income taxes will be calculated using the employee’s current marital status and withholding allowances. Federal income tax withholding will be calculated using the Aggregate method. The payment is not subject to New York State or local taxes.

RELOCATION EXPENSES ELIGIBLE FOR REIMBURSEMENT

Appointees eligible for reimbursement shall be reimbursed for actual and necessary moving and travel expenses incurred in an aggregate amount not in excess of $3,000, provided that claim for such payment is made within one year of the effective date of the appointment. Subject to the aforesaid dollar limit, an eligible appointee may be reimbursed for:

1. The basic cost of moving household goods and personal effects from the appointee’s residence at the time of initial appointment to the residence located near the new place of employment, provided that the mover used a carrier authorized by the New York State Department of Transportation or the Interstate Commerce Commission to perform such service.
   1. Household Goods are defined as all reasonable items of furniture, furnishing, clothing, appliances, tools and equipment, including necessary expenditures for handling such items as pianos, refrigerators and deep freezers.
   2. Not included are such items as automobiles and other motor vehicles; (see Section D following) trailers other than house trailers used as appointee’s residence; building materials; animals raised for profit, farming equipment, livestock, boats; belongings not the property of the appointee’s immediate family; and belongings related to commercial enterprises engaged in by the appointee or their family.
   3. No reimbursement shall be provided for the cost of additional insurance above the lowest valuation rate charged.
   4. No reimbursement shall be provided for household goods and personal effects in excess of 12,000 pounds.
   5. If an appointee does not use a commercial household goods carrier, they shall be reimbursed for the basic cost of moving household goods and personal effects by rental of trailers or trucks from commercial establishments provided the claim is accompanied by three competitive bids. Reimbursement shall be made at the rates proposed in the lowest bid.
   6. The NYS DOB allows up to $200 if no commercial carrier or rental trucks are used (see Bulletin G-0200, 154.2-B,1,V).
2. The cost of packing and/or unpacking of household and personal effects if such services provided by the carrier are used.
3. The cost of transportation of the appointee and their family to the new location, at the rate paid by New York State for the use of personally owned automobiles for official business, and the mileage to be measured by the shortest highway route between the two places of residence. Payment shall be made at such rate for one automobile regardless of the number owned, or actual method of transportation used.
4. Expenses other than those enumerated above incurred by the appointee as a result of relocation shall not be subject to reimbursement.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

REPAYMENT OF MONIES ADVANCED

If an appointee resigns or voluntarily separates within one year of the effective date of appointment, the campus president shall arrange to collect from the appointee monies for relocation expenses and transmit such monies to the state treasurer in accordance with the provisions of Section 121 of the State Finance Law. When such monies cannot be collected by the campus president, the claim shall be transferred to the New York State attorney general who shall take whatever action is necessary to collect the monies advanced.

EXCEPTIONS TO ABOVE

The restrictions and limitations of these regulations may be waived by the NYS Director of the Budget if they determine that such restrictions and limitations would result in an unusual and unavoidable hardship for the appointee. Requests for such waivers are to be submitted for review to:

University-wide Human Resources
State University of New York
State University Plaza
Albany, New York 12246

GAINING REIMBURSEMENT

Employees must comply with SUNY’s Payment of Moving Expenses Policy, which supersedes this policy.

An employee is not eligible to receive reimbursement prior to receipt of their first payroll check. To have payment included in the first paycheck, all related paperwork must be received by the Procurement and Payment Services Office at least 30 days prior to the end of the employee’s starting pay period. Refer to the appropriate Payroll Calendar to verify pay period dates.

The process of gaining reimbursement is initiated through the preparation of a Request for Reimbursement for Moving Expense Agreement (Form AC-1099).

1. The appointing officer must answer all questions pertaining to the move of the appointee and complete the certification block.
2. The appointee must sign the repayment agreement on the form.
3. If the appointment is to a classified service position, then a copy of a letter from the Department of Civil Service stating a shortage of qualified candidates for the position must be attached.
4. A receipted original or carbon copy of the Bill of Lading or Freight Bill must be attached. Additionally, if a certified carrier is not used, copies of three competitive bids must be included. If the moving expense exceeds $3,000, three competitive bids must be attached for submission by University-wide Human Resources to the NYS DOB to request over-the-maximum approval. This may occasionally be approved in extraordinary circumstances.
5. A Travel Voucher (Form AC132-A) must be attached providing a summary of the details of allowable expenditures, as provided in the guidelines enumerated in the NYS DOB’s Policy and Reporting Manual, Section G (those guidelines are summarized above).

Links to Related Procedures and Information

NYS Office of the State Comptroller (OSC)’s State Agencies Bulletin No. 1698 - regarding Payment of Moving Expense Reimbursements

Payroll Calendar

Request for Reimbursement of Moving Expense Agreement (Form AC-1099)

SUNY’s Payment of Moving Expenses Policy

Travel Voucher (Form AC132-A)

The following links to FindLaw’s New York State Laws are provided for users’ convenience; it is not the official site for the State of New York laws:
NYS Finance Law §121 (Payments to state treasurer; financial statements).
NYS Finance Law §202 (Reimbursement of travel and moving expenses upon transfer, reassignment or promotion).
NYS Finance Law §204 (Reimbursement of travel and moving expenses upon initial appointment of state service).
NYS Education Law §355 (a)(3) (Powers and Duties of Trustees – personal functions).

In case of questions, readers are advised to refer to the New York State Legislature site for the menu of New York State Consolidated.
Office of the State Comptroller, Accounting Bulletin No. A-497 “Reporting Moving Expense Reimbursements.”
Part 154 of Title 9 of the Official Compilation of Codes, Rules and Regulations of the State of New York.
Part 155 of Title 9 of the Official Compilation of Codes, Rules and Regulations of the State of New York.
Letter from the deputy director of the NYS DOB to the vice chancellor and chief financial officer; enrollment and university life dated September 7, 2005, exempting the State University of New York from NYS Budget Policy and Reporting Manual Budget Bulletins G-0200 (Moving Expense Regulations for Management/ Confidential Employees) and G-0205 (Moving Expense Regulations for Employees in Certain Negotiating Units).

Contact Information

Procurement & Payment Services

History (in descending order)

Item	Date	Explanation
Next Review Date	2029-12-12	Five-year review
Revision Date	2024-12-12	Policy updated throughout, including edits regarding taxes per the NYS Comptroller’s Office.
Revision Date	2019-09-23	Added language regarding the amount that can be funded from faculty or staff funding pools.
Revised Draft Review Date	2019-08-22	Revised Policy under 30-day Campus Review
Adoption Date	Unavailable	Policy Adopted

Approval

This policy was approved by President’s Cabinet on 2024-12-12