Moving Guidelines


Eligibility Requirement

The employee must be designated regular full-time faculty, executive/professional staff or authorized Athletic Department staff.

Policy

In support of its mission to recruit and retain qualified faculty and staff, Baylor University will assist eligible new hires with the expense of relocation. The new faculty or staff member can elect a professional move or a self-move. The purpose of relocation assistance is to aid in the move of only one household.

Relocation Options & Procedures

  1. Professional Move – is defined as hiring a commercial or professional company to load, move and unload household goods. The new faculty or staff member may do his/her own packing/unpacking, but this remains a “professional move.” Baylor will cover up to 2/3 of the reimbursable moving expenses (see below) up to one month's salary for staff members or 10% of a year's contract for faculty. The new faculty or staff member pays the remaining 1/3 of the expenses and remaining excess, if any.
    1. New faculty or staff member contacts the Procurement Services Office by calling 254-710-1561 or emailing procurement_services@baylor.edu to provide notification of his/her move and to indicate the intent to elect a professional move.
    2. Procurement Services has contracted with the moving companies listed below to perform needed services when relocations are necessary. These companies were selected based on their reputation to provide quality service and their ability to provide a discount to the University. There is no obligation to use one of the contracted moving companies. The new faculty or staff member is encouraged to pursue other options.
    3. Procurement Services forwards information to the new faculty or staff member instructing him/her on the procedures to follow to obtain a written estimate from one or more of Baylor’s contracted moving companies. The written estimate will be submitted by the moving company to Procurement Services and copied to the new faculty or staff member before the move takes place.
    4. Upon receipt of the written estimate(s), the new faculty or staff member decides on which moving company to use and notifies Procurement Services of their selection. Once proper authorization is received, a Purchase Order is issued. When the move is completed, the moving company bills the University, and Baylor pays in full. The Payroll Office then bills the new faculty or staff member for payment of their 1/3 share of the expenses plus any excess costs. 
    5. If the new faculty or staff member’s housing is not available upon the arrival of the moving van, all expenses related to storage are the new faculty or staff member's responsibility.
    6. If a commercial mover is used for the move, but additional items, such as books, are shipped by parcel post, these expenses are factored into the total cost of the move, and reimbursement is based on the 2/3 - 1/3 arrangement. Expenses must be substantiated with original detailed receipts sent to Procurement Services. 
    7. Moving-related expense documents can be emailed, faxed or mailed to Procurement Services.

  2. Self-Move – is defined as self-coordination of a combination of packing, loading, moving/shipping, unloading and/or unpacking. The University will pay for reimbursable expenses, such as U-Haul truck rental, shipping, shipping container rental, packing boxes, meals, hotel, gasoline, etc., with a limit of one month's salary for staff members or 10% of a year's contract for faculty. 
    1. New faculty or staff member contacts the Procurement Services Office by calling 254-710-1561 or emailing procurement_services@baylor.edu to provide notification of his/her move and to indicate the intent to elect a self-move.
    2. Reimbursement is based upon receipts for all reimbursable expenses (see below) claimed. Expenses must be substantiated with original, detailed receipts sent to Procurement Services.
    3. Moving-related expense documents can be emailed, faxed or mailed to Procurement Services.

  3. Reimbursable Expenses - The University will reimburse for the ordinary and necessary expenses of moving one household, i.e. one trip per family member, including the following:
    1. The cost of moving household goods to the new location
    2. The cost of insurance for household goods, not to exceed the full replacement value
    3. The cost of moving household vehicles
    4. The cost of packing household goods
    5. Fees associated with utility disconnects and hookups
    6. For faculty or staff members and their immediate family members traveling by air, the cost of the most economical airfare available for each member of the immediate family.
    7. For faculty or staff members and their immediate family members traveling by automobile, the cost of driving an automobile by the most direct route between the previous residence and the new permanent residence is covered. Mileage is reimbursed at the current moving rate approved by the IRS.
    8. Lodging and meal expenses (meals will be taxable): actual reasonable expenses are covered for room and meal expenses for the duration of the move, including one night’s expenses incurred upon arriving at principal site of employment.
    9. Expenses must be submitted for reimbursement within 30 days after they were incurred.
    10. Moving-related expenses must not be submitted for reimbursement on an Expense Report. 

  4. Non-Reimbursable Expenses​ - The University will not reimburse for, or pay for directly to a moving company, expenses associated with relocation other than the ordinary and necessary expenses of moving one household; therefore, the following expenses will not be reimbursed:
    1. Additional expenses incurred after arriving at the principal site of employment
    2. Fees assessed for updating vehicle registrations or driver’s licenses
    3. Expenses of buying or selling a home (including closing costs, mortgage fees, points, taxes, etc.)
    4. Expenses of entering into or breaking a lease
    5. Return trips to former residence
    6. Security deposits
    7. Personal expenses not directly related to the household relocation
    8. Storage costs
    9. House hunting expenses

  5. Tax Treatment - In order for the reimbursement not to be taxable to the new faculty or staff member, the move must meet the allowable requirements for deducting moving expenses by the IRS. For further information on the requirements, please refer to: IRS Publication 521, Moving Expenses.

Exceptions to this policy require advance approval by the divisional vice president, with any additional costs incurred to be funded by the department of the new faculty or staff member.

Contracted Moving Companies

Norco Moving and Storage

Central Transportation/United Van Lines    Berger/Allied Van LInes   

         Contact: Steve Gibson        

Contact: Stewart Simons   Contact: Mark McIntire

         Phone: 254-778-5577       

Phone: 254-662-2884   Phone: 817-799-3012