If the University pays (or partially pays) for the move
Moving and storage of a relocating employee's household goods and personal
effects cannot be paid on a Payment Voucher as in the past. Instead, the following procedure is in place:
- Price quotations must be obtained as specified in the
Guidelines for Competition,
preferably from Virginia-based firms.
- A Moving
Expense Reimbursement & Employment Agreement must be executed and processed as described in
Preparation
of Employment Agreement for Moving Expenses. (Please contact University Human Resources with any
questions about that procedure or that agreement).
- The employee's department must submit a Purchase Requisition for the move
in the Integrated System, including the required price quotations and
a copy of the executed agreement as documentation.
- If the cost of the move is less than $5,000 the employee may choose
the moving agent in consultation with a Procurement Services buyer. If the cost
of the move is $5,000 or more, the moving agent selected must be either a contracted
vendor or the lowest of the three quotes from non-contract vendors.
- The employee is responsible for making all specific moving
arrangements (e.g. times for pick up and delivery, etc.) and for resolving any damage
claims directly with the moving agent.
If the University does NOT pay for the move
- No Moving Expense Reimbursement Employment Agreement is required.
- University policies do not apply.
- Employee may still use University contracts.
Regardless of who pays for the move
