How to Process Relocation Expenses

Depending on the circumstances, relocation expenses may be paid in a variety of ways.  Use the chart below to identify the allowable payment methods based on the type of expense.  The dollar amount allowed for each move must be established and approved by the Divisional Business Office prior to the move.  The Relocation/Temporary Lodging Pre-Approval Form may be used in lieu of a letter of approval prepared by the Divisional Business Office.  For more information, see the Relocation policy.

Type of Moving Expense

How to Process

Direct Costs

Purchasing Card: Up to 80% of the estimate may be paid in advance or vendor may be paid in full after the move is completed.


Direct Payment Form: Up to 80% of estimate may be paid in advance.

 

Purchase Order: Department sets up Positive Approval Payment Purchase Order, vendor invoices and university pays in full after the move.

 

Personal Funds (out-of-pocket): Employee pays all relocation expenses (or remaining 20%) when due and submits expense report in e-Reimbursement after the move.  Use the employee profile, selecting "Relocation" for the Business Purpose and the appropriate Relocation Expense Type.  If the employee profile is not yet available, request a Non-employee profile.

Office/Lab Equipment

Purchasing Services must be contacted in advance to process a requisition for moving office and lab equipment.

Indirect Costs*
(Stipend)

e-Reimbursement: If the individual is approved for a stipend, use his/her employee profile, selecting "Relocation" for the Business Purpose and "Relocation - Stipend" as the Expense Type.  If the employee profile is not yet available, request a Non-employee profile.

Temporary Lodging*

Personal Funds (out-of-pocket): Employee pays all temporary lodging expenses when due and submits expense report in e-Reimbursement.  Use the employee profile, selecting "Relocation" for the Business Purpose and "Relocation – Temporary Lodging" for the Expense Type.  If the employee profile is not yet available, request a Non-employee profile.

* Using Relocation Expense Types in e-Reimbursement ensures that taxable claims are automatically processed on the employee’s W2.

 

Contacts

Travelers and departmental staff should contact their respective Divisional Office for policy and procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.