Financial Administration

Synopsis of UW System Moving Policy

General Policy Reimbursement Limitations

No poundage limit, but maximum tariff rates cannot be exceeded.
Stipend allowance for indirect costs - $1,000 maximum (1)
One-way mileage at 42.5¢ between old and new residence for transporting family(2)

Specific Reimbursable Charges/Costs:

Reimbursable costs include personal household effects of the employe and the immediate family of the employe. Examples include furniture, clothing, musical instruments, household appliances, food and other items which are usual and necessary for the maintenance of a household and which may be transported legally in interstate commerce. The following direct costs of relocation are reimbursable:

linehaul (rate per 100 lbs. x pounds moved)
seasonal labor rate adjustment
loading and unloading of bulky articles, excluding autos, trucks, motorcycles and specialty vehicles
extra labor, i.e., disassemble a swing set, pool table, etc., performed by moving company
ferry, bridge, ramp service charges
appliance service (un-hooking and hooking-up)
packing and containers
origin and destination charges
fuel surcharge
unpacking

Non-Reimbursable Indirect Charges/Costs:
The following items/services are not reimbursable as a direct cost of the move but may be covered by a stipend, if granted by the appointing authority:

trailers and boats over 14 feet
automobiles
valuation/additional insurance
extra pickup of household goods
storage
warehouse handling of stored goods
loading/unloading of autos, trucks, motorcycles, specialty vehicles
weight additives for transporting any bulky articles
auto hauling or towing
travel costs enroute (meals, lodging, tolls, etc.)
overtime loading or unloading requested by the customer
exclusive use/space reservation/expedited service charges
third party services (not performed by moving company)

Note: The stipend allowance, if granted, is intended for use in paying the non-reimbursable indirect costs listed above.

Employe Responsibilities:

  • Obtain prior approval from appointing authority to pay moving costs.

  • Use of a contract vendor (Graebel Van Lines or Shroeder Moving Systems/United Van Lines) is strongly encouraged. If a noncontract vendor's services are desired, 3 estimates, at least one from a contract vendor, must be obtained with reimbursement limited to lowest of the three.

  • Clear any unusual arrangements with UW System Travel Office through the appointing authority.

  • Pay for cost of move and seek reimbursement on a travel expense report.

  • See "Tips For a Smoother Move" which may help avoid moving problems, particularly if a non-contract vendor is used.

  • Caution: Scam movers abound. If one of the UW's contract vendors is not used, go to www.movingscam.com and click on the "blacklist" to view a list of companies that have repeatedly practiced scams against consumers.

Resources For Assistance:

Institution Travel Coordinator http://www.uwsa.edu/fadmin/direct/travmgr.htm
UW System Travel Web Site - http://www.uwsa.edu/fadmin/travel.htm
FAP - Relocation and Temporary Lodging Policy (F19) - http://www.uwsa.edu/fadmin/fppp/fppp19.htm

  1. Depending on funding available, appointing authority may set a reimbursement limit below this amount.

  2. Reimbursement for cost of airfare up to the cost to drive may be allowed in place of mileage reimbursement.