This page provides information on each of the expense types associated with moving and relocations, when each one of them should be used, and any additional requirements.
With the exception of university directly billed expenses (airfare or lodging) booked before hiring, all relocation or house hunting trips should be reimbursed with an AggieExpense report initiated by the traveler using their employee ID.
What to Include on Moving and Relocation Reports
- The employment offer letter, signed by Department Head (staff position) or Dean (academic position) must be attached to the AggieExpense report.
- Must show the total amount allowed for relocation (if amount is limited by policy, include a reference to the policy)
- Must explicitly allow house hunting, if being claimed
- Redact any sensitive information included in the letter (salary, etc.)
Attach all required receipts, as indicated in Travel Policy G28.
NOTE: The Travel Expense Voucher form (TEV) is not required when processing an AggieExpense report.
Payments to Suppliers
To pay a supplier invoice for relocation services, e.g. paying the moving company, process the payment through Aggie Enterprise, by completing a non-catalog Requisition in Aggie Enterprise. Attach the Moving & Relocation Travel Expense Voucher document found on the Travel & Entertainment Forms page to your Aggie Enterprise Requisition.
Moving & Relocation Expense Types
- Relo - Airfare
Paid receipts are always required.
Use expense type Relo - Airfare to reconcile out of pocket and Travel card airline ticket purchases associated with moving or relocation.
Tickets purchased using the Preferred Booking Porgram (direct billing system) account will automatically use expense type: Direct Billed Imported Expense.
This expense may be taxable.
- Relo - En Route Lodging
Use Relo - En Route Lodging for typical lodging costs, including hotel, Airbnb, and other lodging facilities associated with overnight stays while in transit from origin to destination. This expense type requires an itemized receipt be submitted with the expense report.
This expense may be taxable.
- Relo - House Hunting
Paid receipts are always required.
The expense type Relocation House Hunting is used to reimburse the cost of house hunting expenses associated with relocation.
This expense is taxable.
- Relo - Meals & Incidental Expenses
Use Relo - Meals & Incidental Expenses to claim the cost of meals and tips associated with relocation.
This expense may be taxable.
- Relo - Mileage Google Maps
Use Relo - Mileage Google Maps when entering a mileage associated with moving or relocation. The Google Maps mapping service is built directly into the expense type and will calculate the most accurate mileage reimbursement.
Ensure the vehicle type chosen corresponds to the Relocation mileage rate. See Personal Car for more details.
Note: do NOT select the 'personal' check box within the Google Maps feature. Doing so will reduce your reimbursement by the miles marked personal.
This expense may be taxable.
- Relo - Other Expenses
Paid receipts are always required.
Use Relo - Other Expenses for reimbursement of funds paid directly to a moving company.
This expense may be taxable.
- Relo - Temporary Lodging
Paid receipts are always required.
Relo - Temporary Lodging is used to reimburse the cost of temporary lodging associated with relocation. This does NOT include the cost of lodging while in transit from origin to destination. Use Relo - En Route Lodging for lodging while in transit.
This expense is taxable.