MOVING EXPENSES SUPPORT FORM
Table of Contents:
- Purpose
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
NOTICE: Due to changes to the federal tax law, all moving expenses incurred on or after January 1, 2018 that are paid or reimbursed by the University will be taxable to employees. There are no longer non-taxable payments for relocation expenses under the law. As such, all University paid or reimbursed moving expenses will be reported as taxable income and subject to University Payroll tax withholding. Any questions should be directed to the University Tax Manager.
Purpose:
The Moving Expenses Support form is used as support for the Special Request for Check (SRFC) to request payment or reimbursement for moving expenses for both new and current employees.
There are currently two (2) versions of the Moving Expenses Support Form available for use:
- For expenditures incurred in 2018 (the receipt date), contact Accounting Operations for a paper version of the Moving Expenses Support Form.
- For expenditures incurred in 2019 (the receipt date), the 2019 Moving Expenses Support Form is to be completed.
Internal Revenue Service regulations require that the University must retain a record of reimbursement of moving expenses to employees or to a moving company on their behalf. This information must be itemized and supplied to the IRS for each employee for each move made from one residence to another during a calendar year.
General Information:
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Certain moving expense reimbursements are included in the employee's gross income as taxable compensation, and are subject to withholding, and are reported to the employee (on the employee's W-2) and the Internal Revenue Service at the end of the calendar year.
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Information from this form can be used when the employee prepares his or her Federal income tax return.
- Completed forms are submitted along with the SRFC to Accounting Operations for processing. Itemized receipts are required for all reimbursed expenses except meals (up to the per diem limit for the location) and personal mileage.
Exhibit and Instructions:
To view document exhibits, click on the link below:
Moving Expenses Support Form Exhibit
Form Requirements:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in-viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, it/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.
Number of Copies and Ultimate Distribution:
| Ultimate Distribution: | Retention Periods: (after settlement) | ||
|---|---|---|---|
| Original | White | Accounting Operations | Current fiscal year +1 year |
| Original | White | Administrative Area | - - - - - |
Where to Send Completed Forms:
Accounting Operations to be entered into payroll for the following January deadline of wage and tax statements.
Contact Information:
For questions, additional details, or to request changes to this form, please contact Accounting Operations.
Cross References:
- Policy AD35 - University Archives and Records Management
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility
(03/6/2019)