Moving & Relocation
The moving & relocation reimbursement process has been moved to a moving & relocation allowance effective 11/1/2023. Cal Poly has updated the moving and relocation guidelines accordingly.
When the appointing authority and the appropriate approver deem it to be in the University's best interest, a prospective appointee may be offered moving and relocation financial assistance so long as the prospective appointee's new primary job location is at least 50 miles from the prospective appointee's current home and their most recent primary job location. The decision by an appointing authority to offer moving and relocation financial assistance is discretionary and contingent upon the availability of funds. In determining the amount of the relocation assistance provided, the appointing authority and appropriate approver should consider the distance of the relocation and anticipate reasonable costs for packing, insurance, transportation, and storage in transit, as well as unpacking and installation of the prospective appointee's household goods at a new residence, and temporary housing accommodation. Moving and relocation financial assistance shall be provided via a moving and relocation allowance payment issued by Payroll Services. Moving and relocation allowances will not be provided to individuals that will be employed by the University for a period of less than 2 years.
Moving & Relocation Allowance Process (Effective November 2023)
If the employee was offered a Moving & Relocation allowance in their offer letter, the payment request process is:
- Employee receives offer packet including Moving & Relocation guidelines
- Department Budget Analyst or Administrator completes Moving & Relocation Allowance request form that is submitted to Payroll Services for payment
- Payroll Services issues allowance with appropriate Federal and State payroll taxes deducted.
- Allowance is issued to employee AFTER they receive their first paycheck.
Moving & Relocation Reimbursement Process (For offers issued prior to November 2023)
If the employee was offered a Moving & Relocation reimbursement in their offer letter, the payment request process is:
- Employee receives offer packet including Moving and Relocation guidelines and claim form
- Employee incurs expense(s) by paying vendors directly
- Employee fills out Moving & Relocation Claim Form & submits to department
- Department reviews and substantiates Moving and Relocation expenses and do not exceed amount; seeks further approvals if needed
- Department submits to Payment Services
- Payment Services audits and confirms claim reimbursement amount & sends to Payroll Services
- Payroll Services issues payment with appropriate Federal and State payroll taxes deducted from the moving and relocation reimbursement.
- Reimbursement check (or direct deposit) is issued to employee AFTER employee's start date and they receive their first paycheck, with applicable payroll taxes deducted.
Moving and Relocation Questions:
