Relocation Services

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Departments who have extended offers to new faculty or staff are required to use UB's new relocation services provider for eligible relocations.

Initiate a Request for Relocation Services for Eligible Relocations

Employees are eligible to participate in this new program if they are relocating domestically and are also US citizens or US permanent residents

Departments should notify Human Resources when:

  • An employee has accepted an offer of employement that includes relocation assistance. 
    • The employee's offer letter must include language specific to relocation assistance. 
    • Departments will need to attach a signed copy of the employee's appointment letter. 
  • The relocation request is for a domestic move for a US citizen or permanent resident.

Relocations Ineligible for the New Program
  • The relocation is for an international move 
  • The employee is not a U.S. citizen or permanent resident of the U.S.

Next Steps

After the department completes the Relocation Request form:

  • HR will contact the new employee regarding their relocation
  • The new employee will be assigned a relocation coach through our relocation service provider
  • The employee will receive a booklet containing information regarding their relocation
  • HR will upload the employee's information into our secure relocation portal
  • The relocation services provider will contact the new employee to assist them with their move

Reimbursement of moving and related expenses shall not be made unless the employee agrees in writing to return the monies received for such expenses in the event the employee resigns or voluntarily separates from employment within one year of the initial appointment.

Relocations Ineligible for the New Program

The following relocations are not eligible to participate in the new program:

  • International moves 
  • Domestic or international moves for faculty or staff who are not U.S. citizens or permanent residents of the U.S.

These employees would still be eligible for reimbursement for relocation expenses based on the information in the table called Eligible Expenses.

Expenses Eligible for Reimbursement

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Eligible Expenses
Expense Funding Source
State RF UBF
Basic cost of moving household goods and personal effects up to 12,000 pounds, including pianos, refrigerators, and deep freezers

Yes

Must use a carrier authorized by the US Department of Transportation or trailers/trucks rented from commercial establishments.

If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable.

If to be charged to a sponsored project, allowability is determined according to sponsor guidelines.

If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable.

12,000 pound limit does not apply
Additional insurance above the lowest valuation rate charged Yes Yes Yes
Packing/unpacking household goods and personal effects Yes Yes Yes
Short duration (30 days) in-transit storage Yes Yes Yes
Mileage incurred to drive one personally-owned vehicle from the old to the new location

Yes

Mileage is reimbursed at the rate paid by NYS for the use of personally-owned automobiles for official business

Yes

Mileage is reimbursed at the IRS approved moving mileage rate

Yes

Mileage is reimbursed at the IRS approved moving mileage rate

Meals* and lodging

No Yes Yes
Second automobiles and other motor vehicles, boats, and trailers (other than those used as the appointee’s residence)* No No Yes

Expenses related to buying or selling a house*

No Yes Yes
Expenses for renting temporary living quarters* No Yes Yes
Building materials, animals raised for profit, farming equipment, livestock No No No
Reimbursement request submission timeframe* Within one year of the effective date of appointment Within 60 days of the effective date of appointment Within a reasonable period of time.

Reimbursements must be submitted by the Friday before pay period to ensure reimbursement will be in the following paycheck. Refer to the payroll calendars to determine pay period dates.

*Pursuant to current IRS provisions, reimbursement of these expenses represents taxable income to the employee and will be reported on the employee’s W-2 subject to appropriate payroll tax withholding.

*Non-qualified moving expenses include pre-move house hunting trips, meal expenses, and temporary living expenses. These items cannot be reimbursed unless treated as taxable compensation to the individual.

Airfare Reimbursement

You can be reimbursed for airfare for yourself and immediate family. Parents and other relatives would not be eligible for reimbursement.

Recommendations

Documents Required for Reimbursement to Employee

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Documents for Reimbursement
Document Funding Source
State RF UBF

Reimbursement/Advance/Payment Form, signed by the employee and authorized signature

Yes No No
Request/Agreement for Moving Expense Reimbursement (Form AC1099), completed and signed by the appointing officer and appointee Yes Yes Yes
Relocation Expense Authorization and Payment (F469) No Yes No
Disbursement Request Form No No Yes
Original bill of lading or freight bill detailing the moving charges and confirming that the appointee has paid those charges; or paid receipts from rental establishments.  Yes Yes Yes
An original canceled check, carbon of a bank check/money order, or a copy of a credit card statement, are required as proof of payment.  Claims by individuals not using commercial carriers or rental establishments must be accompanied by appropriate documentation. Yes Yes Yes
Funding source may be used for reimbursement of moving and related expenses if individual is not appointed to that funding source No No Yes

Contact an Expert

For Relocation Services

avatar of Abbey Delaney.

Abbey Delaney

Benefits and Work Life Balance

Phone: 716-645-8173

Email: abbeydel@buffalo.edu

Peter Logiudice.

Peter Logiudice

Wellness and Work Life Balance

Phone: 716-645-1528

Email: pjl2@buffalo.edu

Michele Poitras.

Michele Poitras

Wellness and Work Life Balance

Phone: 716-645-4457

Email: poitras@buffalo.edu

Amy Myszka.

Amy Myszka

Director

Benefits and Work Life Balance

Phone: 716-645-5357

Email: amyszka@buffalo.edu

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