2.15.1—House Hunting and Moving Reimbursement - New Employee

Effective: 05/13/2014
Senate Proposal: No
Responsible University Officer: Vice President for Research and Vice President of Administration
Responsible Office: Accounting Services

Introduction

Per the Internal Revenue Service, all house hunting expenses are taxable. Any applicable federal and state income taxes and FICA social security/medicare taxes will be withheld from a future paycheck.

Process

House Hunting Reimbursement - New Employee

To claim reimbursement for house hunting expenses, the employee does the following:

1. Makes all arrangements for the house hunting trip.
2. Pays all expenses associated with the house hunting trip and retains all receipts.
3. Completes the house hunting expense form which is available at http://www.mtu.edu/fso/forms/travel/. Instructions for completing the form are available here.
   • NOTE: Original receipts must be attached to the form.
4. Obtains written approval on the expense form from the appropriate Senior Administrator in the supervisory chain of command per department procedure.
5. Forwards the approved expense form to Accounts Payable.

Moving Reimbursement - New Employee

Per the Internal Revenue Service, meals incurred during the move are taxable. Any applicable federal and state income taxes and FICA social security/medicare taxes will be withheld from a future paycheck. Non-taxable moving expenses include the movement of household goods, transportation and lodging while traveling from the former home to the new home.

To claim reimbursement for moving expenses, the employee does the following:

1. Makes all arrangements associated with the move.
2. Pays all costs associated with the move and retains all receipts.
3. Completes a moving expense form which is available at http://www.mtu.edu/fso/forms/travel/. Instructions for completing the form are available here.
   • NOTE: Original receipts must be attached to the form.
4. Obtains written approval on the expense form from the appropriate Senior Administrator in the supervisory chain of command per department procedure.
5. Forwards the approved expense form to Accounts Payable.

Related Information

For complete information on moving expenses, see the IRS Publication 521 Moving Expenses which can be found at http://www.irs.gov/pub/irs-pdf/p521.pdf.

Forms and Instructions

In support of this policy, the following forms/instructions are included:

Form:

• House Hunting and Moving Expense Form

Instructions:

• Instructions for Completing the House Hunting Form
• Instructions for Completing the Moving Expense Form

Revisions