Moving Guidelines for Tenure-Track Faculty, *Lecturers (regular, not temporary) and Executive Personnel

Baylor pays 2/3 of the cost of moving the household goods of the incoming employee and the new faculty or staff member pays the remaining 1/3. The 2/3 share of the University must not exceed 10% of a year's contract for faculty or one month's salary for staff. The Purchasing Office handles moving arrangements from Waco. Making arrangements from the destination point accomplishes the following:

• Keeps larger percentage of money in Waco.
• Facilitates claim handling, if necessary.
• Avoids prepayment of move by new faculty or staff.

For married couples living in the same household, the intent of the policy is to assist with the move of one household.

The new employee contacts Candy Bradley in the Purchasing Office (254/710-8865), notifying her of their move. Ms. Bradley contacts the local representative of the moving company. The moving company contacts the new faculty or staff and makes arrangements for a written estimate. The written estimate will be mailed by the moving company to Baylor Purchasing, with a copy to the new faculty or staff person before the move takes place.

After receiving the written estimate, the Purchasing Office prepares a Requisition. After proper authorization, a Purchase Order is issued. When the move is completed, the company bills the university for the move, which Baylor pays in full. The Baylor Payroll Office then bills the incoming employee for payment of their 1/3 share.

If the housing the incoming employee expects to occupy is not available, all costs related to storage are the new employee's responsibility.

If a commercial mover is used for the basic move and some items such as books are shipped by parcel post, reimbursement will be made for the total cost of the move on the basis of the 2/3 - 1/3 arrangement.

If the new faculty or staff member prefers to move themselves, the Baylor Purchasing Office still requires a written estimate. The university will pay all self-move expenses (such as U-Haul truck rental, packing boxes, meals, hotel, gasoline, etc.) as long as those expenses do not exceed what the university's 2/3 share of a commercial move would have been. Reimbursement is based upon receipts for all expenses claimed, not on 2/3 of the commercial estimate. This allows the new employee the option of saving money by moving themselves instead of using a commercial mover.

In 2002, it was also approved to pay for up to $500 of moving expenses for entry-level Student Life positions that are not classified as Staff-Executive/Faculty-Executive. Moves in excess of the guideline require Divisional VP approval. Additional cost is funded by each department.

*Effective July 1, 2006

Procurement Services Contact
Candy Bradley
Phone: 710-8865
E-mail: Candy_Bradley@baylor