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Reimbursement of Relocation
General Guidelines by Funding Source
| General Guidelines | State | RF |
|---|---|---|
| General GuidelinesReimbursement request submission timeframe | StateWithin one year of the effective date of appointment. | RFWithin 60 days of the effective date of the primary relocation. Generally moving expenses incurred within one year of the date of appointment will be considered. |
| General GuidelinesAppointees Eligible for Reimbursement | StateEmployee must be full time and appointed to a period of more than one year. | RFEmployee must be full time and appointed to a period of more than one year. |
| General GuidelinesRepayment of Monies | StateIn the event that an appointee resigns or voluntarily separates within one year of the effective date of appointment, the employee is mandated to reimburse the campus for all relocation expenses paid. | RFIn the event that an appointee resigns or voluntarily separates within one year of the effective date of appointment, the employee is mandated to reimburse the campus for all relocation expenses paid. |
Eligible / Ineligible Expenses by Funding Source
| Eligible / Ineligible Expenses | State | RF |
|---|---|---|
| Eligible / Ineligible ExpensesBasic cost of moving household goods and personal effects up to 12,000 pounds, including pianos, refrigerators, and deep freezers | StateYes provided a carrier authorized by the NYS Department of Transportation or the Interstate Commerce Commission is used. If trailers/trucks rented from commercial establishments are used, three written estimates must be obtained, reimbursement will be made at the lowest rate. If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable. | RFYes If charged to a sponsored project, allowability is determined according to sponsor guidelines and provided a carrier authorized by the NYS Department of Transportation or the Interstate Commerce Commission is used. If trailers/trucks rented from commercial establishments are used, three written estimates must be obtained, reimbursement will be made at the lowest rate. |
| Eligible / Ineligible ExpensesAdditional insurance above the lowest valuation rate charged | StateYes | RFYes |
| Eligible / Ineligible ExpensesPacking/unpacking household goods and personal effects | StateYes | RFYes |
| Eligible / Ineligible ExpensesShort duration (30 days) in-transit storage | StateYes | RFYes |
| Eligible / Ineligible ExpensesMileage incurred to drive one personally-owned vehicle from the old to the new location, the mileage to be measured by the shortest highway route between the two places of residence. Payment shall be made at such rate for one automobile, or actual method of transportation used (e.g. airfare). | StateYes Mileage is reimbursed at the rate paid by NYS for the use of personally-owned automobiles for official business | RFYes Mileage is reimbursed at the IRS approved moving mileage rate |
| Eligible / Ineligible ExpensesCost of lodging when an overnight stay is required for moving from previous residence to new residence. | StateYes up to per diem rate based on area of location | RFYes up to per diem rate based on area of location |
| Eligible / Ineligible ExpensesMeals | StateNo | RFNo |
| Eligible / Ineligible ExpensesAutomobiles and other motor vehicles, boats, and trailers (other than house trailers used as the appointee’s residence) | StateNo | RFNo |
| Eligible / Ineligible ExpensesExpenses related to buying or selling a house | StateNo | RFNo |
| Eligible / Ineligible ExpensesExpenses for renting temporary living quarters | StateNo | RFNo |
| Eligible / Ineligible ExpensesBuilding materials, animals raised for profit, farming equipment, livestock | StateNo | RFNo |
Required Forms/Documents to be Submitted for ReimbursemenT by Funding Source
| Required Forms/Documents to be Submitted for Reimbursement | State | RF |
|---|---|---|
| Required Forms/Documents to be Submitted for ReimbursementMoving Expense Reimbursement Request and Authorization Form - (PROC0002 | Staten/a | RF Yes |
| Required Forms/Documents to be Submitted for ReimbursementResearch Foundation Purchase requisition | Staten/a | RF Yes |
| Required Forms/Documents to be Submitted for ReimbursementStandard Voucher (AC 92) | StateYes | RF n/a |
| Required Forms/Documents to be Submitted for ReimbursementRequest/Agreement for Moving Expense Reimbursement (AC 1099-S) | StateYes | RF n/a |
| Required Forms/Documents to be Submitted for ReimbursementRelocation Expense Authorization (SUSB 1401C) | StateYes | RF n/a |
| Required Forms/Documents to be Submitted for ReimbursementStatement of Automobile Travel (AC 160) | StateYes | RF n/a |
| Required Forms/Documents to be Submitted for ReimbursementOriginal bill of lading or freight bill detailing the moving charges and confirming that the appointee has paid those charges; or paid receipts from rental establishments. | StateYes | RF Yes |
| Required Forms/Documents to be Submitted for ReimbursementClaims by individuals not using commercial carriers or rental establishments must be accompanied by appropriate documentation and paid receipts. | StateYes | RF Yes |
| Required Forms/Documents to be Submitted for ReimbursementPaid receipts supporting all elgible expenses | StateYes | RF Yes |
SBU Preferred Moving Companies
| Contact Name | Phone # | |
|---|---|---|
| Corrigan Moving Systems | Contact NameMarabeth Galardi | Phone #585-647-9030 |
| Contact NameVP of National Account Sales | Phone #585-295-2245 | |
| The Paxton Companies | Contact NameTerry Poorbaugh | Phone #703-764-3305 |
| Contact NameSr. Relocation Coordinator | Phone #866-641-2600 |