Payment of moving or relocation expenses of new faculty and administrators is at the discretion of the appropriate dean, director or reporting unit head. Moving expenses are defined as the reasonable costs of moving household goods and personal effects to a new residence. These costs also include the cost of travel to the new location for the employee and his or her immediate family. Qualified moving expenses reimbursed by Seattle University are excludable from an employee's gross income as a qualified fringe benefit to the extent that they meet the reporting requirements for a qualified moving expense reimbursement. Qualified moving expense reimbursements include any amount received, directly or indirectly, by an employee from Seattle University as a payment for, or a reimbursement of, expenses that would be deductible as moving expenses if directly paid or incurred by the employee.
Reimbursements for moving expenses that are not qualified moving expense reimbursements are included in the employee's gross income as compensation for services.
To qualify for a non-taxable moving expense reimbursement, the IRS has established the following guidelines:
The reimbursements are reasonable expenses for:
Taxable moving expense reimbursements include:
If taxable moving expenses are reimbursed to the employee from the University, federal income tax, Social Security and Medicare taxes will be deducted from the employee's paycheck. The employee will be notified by Payroll when this event occurs. For questions related to these payroll deductions or other questions related to the W-2, contact Rita Lin, Payroll Manager, ext. 5887.
The employee must complete the Reimbursement Request form on ProcureSU to be reimbursed for qualified expenses. All expenses require proof of payment and original itemized receipts. The form must be approved by the reporting unit or college and then submitted with all supporting documents to the Controller’s Office where the expenses will be reviewed to ensure they follow the University’s policies. The approver must appear on the Expenditure Authorization list for the budget being charged. Both the printed name and signature must appear on the requisition form. After submission of the completed documentation to the Controller’s Office, please allow five business days for the payment to be processed.