UC Merced provides relocation assistance for eligible new hires in accordance with the approved relocation amount outlined in the employee's offer letter. Travel & Expense Management coordinates the relocation process with the employee and the contracted moving company selected by the employee.
Please note that all relocation-related payments and reimbursements are considered taxable income to the employee.
Relocation Expenses: Reasonable expenditures for transporting the immediate members of their household, household goods and personal effects from their former primary residence to their new primary residence.
See the overview for more information on which policy applies to the employee. Move or transfer expenses may be eligible for payment or reimbursment but due to IRS regulations, all moving expenses are taxable.
Relocation Request Submission
The hiring department must submit a relocation request by emailing travel@ucmerced.edu with the following information and documentation:
- Copy of signed offer letter
- New hire name
- New hire contact email addres
- Employee start date
- Chart of Accounts (CoA) to be charged for relocation expenses
Employee Relocation Coordination
Travel & Expense Management Contacts Employee
Once the relocation request is received, Travel & Expense Management will contract the new hire directly to gather the information required to obtain moving quotes.
Information Typically Requested
- Preferred contact person(s)
- Phone Number
- Current and destination locations
- Preferred move date(s)
- Size and scope of move
- Special considerations/requirements, if applicable
Moving Company Quote Process
Quotes Obtained from Contracted Vendors:
Travel & Expense Management will coordinate with UC Merced's preferred and contracted moving companies to obtain relocation quotes based on the information provided by the employee.
Employee Selects Moving Company
The moving company quotes will be provided to the employee for review. The employee is responsible for selecting the moving compnay they wish to use for their relocation.
Note: If the quotes provided by UC Merced’s preferred or contracted moving vendors do not meet the employee’s relocation needs or specifications, the employee may choose to utilize a vendor of their choice. In these cases, the employee is responsible for coordinating and paying all relocation expenses out of pocket. Reimbursement eligibility will be subject to UC Merced relocation policy and the approved relocation amount outlined in the offer letter.
Payment and Relocation Limits
Vendor Payment Coordination
Travel & Expense Management will coordinate payment directly to the selected moving company up to the approved relocation amount stated in the employee's offer letter.
Expenses Exceeding Approved Amount
Any relocation costs exceeding the approved relocation amount are the responsibility of the employee and must be paid directly by the employee.
Post-Move Relocation Reconciliation
Department and Employee Responsibilities:
After the relocation is complete, the department is responsible for working with the employee to complete the required relocation reconciliation (reimbursement) document.
All receipts related to relocation expenses must be retained and submitted with the relocation reconciliation (reimbursement) document to be considered for reimbursement. Per IRS guidelines, expenses without an itemized receipt may not be eligible for reimbursement.
Final Review and Processing
The completed relocation reconciliation (reimbursement) document must be submitted for final review and processing via the Relocation Reimbursement request in ServiceNow.
Taxability of Relocation Expenses
All relocation payments and reimbursements are taxable to the employee and may be reported as taable income through payroll.
