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Southern Oregon University


SOU's moving expense policy allows for an employee to be reimbursed for moving expenses, house hunting expenses and temporary living expenses arising from a new appointment or transfer. This policy meets the requirements of an IRS accountable plan.

An employee must submit a request for reimbursement of relocation expenses within six months of the appointment date. The employee must submit a written request to extend this period up to an additional six months. Authorized campus personnel may grant the extension. Please use Moving Expense Reimbursement Request Form when submitting reimbursement request.



Summary Table

Type of Moving Expense

Limits

Additional Information

Tax Impact

Compensation

 

 

 

Salary while househunting and moving

Up to ten days off with pay

Only when moving or househunting is done after hire date

Taxable

Househunting

 

 

 

Transportation between new and old location

Up to two round trips for one person or one round trip for two persons

Common carrier fares or private vehicle mileage will be reimbursed at approved rate, that is 55.5 cents/mile effective 05/23/2012. 

Taxable

Transportation in vicinity of new location

Up to 200 miles

Current approved rate, that is 55.5 cents/mile effective 05/23/2012.

Taxable

Meals and lodging

Up to ten days. (Limit is combined with limit for meals and lodging while moving - see below.)

Lodging: $111/day employee only. $166.50/day employee plus household members. Meals & Incidentals: $52/day employee only.  $104/day employee plus household members.

Taxable

Temporary Living

 

 

 

Meal and lodging expense in new location

Up to 45 days

Lodging: $111/day employee only. $166.50/day employee plus household members. Meals & Incidentals: $52/day employee only.  $104/day employee plus household members.

Taxable

Moving

 

 

 

Moving company or van rental

Up to 20,000 lbs., insurance, extra handling charges, 90 days storage.  Packing, crating and unpacking - up to $1,000.00.

Approval required for reimbursement of cost of moving personal effects in excess of 20,000 lbs.

Non-taxable if over 50 miles; otherwise taxable. Storage first 30 days is non-taxable.

Transportation of employee and household members

Up to two one-way common carrier fares or at SOU approved vehicle mileage rateif by private car.  

Common carrier fare (air tickets) or vehicle mileage will be reimbursed at approved rate, that is 55.5 cents/mile effective 05/23/2012. 

First 23 cents/mile (effective 1/1/2012) are non­-taxable for reimbursement on move over 50 miles. Reimbursement for move of less than 50 miles is taxable.

Meals and lodging

Up to ten days. (Limit is combined with limit for meals and lodging while househunting - see above.)

Lodging: $111/day employee only.  $166.50/day employee plus household members. Meals & Incidentals: $52/day employee only. $104/day employee plus household members.

Lodging: Non-taxable if over 50 miles. Meals: All meals are taxable.

Miscellaneous

 

 

 

Closing costs, utility hookup, etc.

Up to $1,500.00

Must submit receipts

Taxable

For more information on moving policies please visit: http://www.ous.edu/cont-div/fpm/frin.66.200.php

 



Travel Office: Churchill Hall Room 154, 1250 Siskiyou Blvd. Ashland, Oregon 97520
Operating Hours: 8:00 a.m. to 5:00 p.m. Monday through Friday (541) 552-6553