Relocation
This policy establishes guidelines for the reimbursement for relocation of new employees to Maryville University. The principal goal is to establish criteria and process for use of relocation funds. The policy is not a promise to provide any benefits, protections or procedures to any employee.
Reimbursement will be provided for reasonable and necessary expenses directly associated with moving household items from the employee’s former primary residence to the new primary residence, up to the maximum allowable reimbursement as listed below. Reasonable and necessary expenses of moving may include packing, insuring, shipping, storing and unpacking of household goods and personal effects.
New employees must move at least 100 miles to be eligible for reimbursement of moving expenses. Moving expenses must be incurred within one year of the date of employment.
The moving expense payment/reimbursement allowance will be indicated in the offer letter.
Reimbursement for meals, hotel, airfare and/or fuel will only be for move-related expenses incurred during the time period of the move. At the end of the move, lodging in St. Louis will be limited to one night. Entertainment or personal side trips while en route are not reimbursable.
Ineligible moving expenses are those items such as the moving of: motor driven vehicles (boats, trailers, and airplanes), pets and other animals, plants, firewood, building material, portable buildings, swimming pools, swing sets, outdoor recreational equipment (hot tubs), and combustible materials.
I. New Employee Responsibilities
The move itself is the responsibility of the new employee. The contract for the move, along with any problems that may result from the move, is between the employee and the moving company. The University’s only involvement is the reimbursement to the employee. The new employee must handle any and all claims.
The new employee must retain and certify all moving expense receipts. Receipts must be turned in to Accounts Payable within 30 days of the time the expense is incurred.
II. Tax Issues
Some moving expenses are taxable and some are non-taxable. All reimbursements for moving paid by Maryville to the employee will appear on the W-2 at the end of the year. Receipts should be retained for the purpose of deducting non-taxable items.
III. Rate of Reimbursement
Moving expense reimbursement rate is determined at the discretion of the University. The following are established as guidelines for hiring managers. Exceptions to this policy must be approved by the applicable Vice President in advance.
| President | |
| Full reimbursement of move with Board of Trustee approval. | |
| Vice Presidents and Deans | |
| Distance Moved* | Maximum Reimbursement |
| 100-500 miles | 50% of move up to maximum of $4,000 |
| 500-1000 miles | 50% of move up to maximum of $5,000 |
| 1000-2000 miles | 50% of move up to maximum of $6,000 |
| More than 2000 miles | 50% of move up to maximum of $7,000 |
| Associate VPs, Assistant VPs, Assistant Deans, Executive Directors, Tenure-Track Faculty | |
| Distance Moved* | Maximum Reimbursement |
| 100-500 miles | 50% of move up to maximum of $2,000 |
| 500-1000 miles | 50% of move up to maximum of $3,000 |
| 1000-2000 miles | 50% of move up to maximum of $4,000 |
| More than 2000 miles | 50% of move up to maximum of $5,000 |
| Directors, Head Coaches, Others** | |
| Distance Moved* | Maximum Reimbursement |
| 100-500 miles | 50% of move up to maximum of $1,500 |
| 500-1000 miles | 50% of move up to maximum of $2,000 |
| 1000-2000 miles | 50% of move up to maximum of $2,500 |
| More than 2000 miles | 50% of move up to maximum of $3,000 |
*Mileage determined using MapQuest mileage
** “Others” will be considered on a case-by-case basis in special circumstances where it is determined that a lower level position will necessarily require hiring outside of the local area. The recommendation will be made by the department head with agreement of the Dean and Vice President for Academic Affairs (faculty positions) and Vice President of the area (staff positions) and Vice President for Finance (all positions) prior to advertising or bringing in candidates for the position.