Fayetteville Policies and Procedures  411.1

Moving Expenses

Arkansas Code 19-4-522 (5) (e) allows the payment of employee moving expenses from state funds by institutions of higher education. Within the fiscal limitations of departmental units of the University of Arkansas a dean, director, or department head may pay up to 10% of the annual salary in moving expenses for new faculty or professional staff employees. The Chancellor, Provost, or a Vice Chancellor may authorize payments greater than this amount. The terms of agreement for payment of moving expenses should be included in the letter of appointment. 

When agreement has been made to pay moving expenses the University will pay for the following:

  • Moving the employee’s household goods and personal effects, including in-transit or foreign-move storage expenses, and
  • Travel, including lodging but not meals, from the former residence to the new residence. This includes one nights lodging upon arrival at the new home destination. Subsequent nights of lodging are the responsibility of the employee.

The University has contracted with a moving company whose use is recommended and preferred, but not mandatory. Move scheduling should be done as soon as possible upon acceptance of employment, within one year from start of employment. If the University’s contracted moving company is not used, three written moving estimates (including an estimate from our recommended and preferred provider) must be secured and justification provided if the firm with the lowest estimate is not selected.

NOTE: The department should enter a requisition directly to the contracted moving company, when possible instead of a personal reimbursement. Receipts are required for all reimbursements. 

Information for moving companies may be found at: http://procurement.uark.edu/movingcont.pdf

For detailed information on Moving Expenses, see Federal Publication #521 at: http://www.irs.gov/pub/irs-pdf/p521.pdf

Reformatted for Web May 30, 2014
Revised April 7, 2014
Revised July 10, 2012
Revised June 2009
Revised March 2009
Revised November 7, 2008
Revised February 2008
Revised August 11, 2003
Revised January 29, 2002
December 10, 2001