- Costs covered include reasonable travel, lodging and subsistence expenses incurred in travel by the most direct route (e.g. economy air, personal car, other forms of public conveyance) for the employee and all legal dependents.
- If a personal car is used, mileage and tolls will be reimbursed.
- Tickets for travel may be obtained through the Travel Office at the Institution.
- Mileage and meals reimbursed will be at the current rate established by the Institution as defined in the Travel Policy.
- The Institution uses a designated moving company that provides relocation services. Once the offer of employment is accepted by the new employee, he or she must contact his/her Employment Services Specialist to begin making relocation arrangements. Human Resources will initiate arrangements and communications between the new employee and the relocation vendor. Packing and moving of “normal” household goods may be paid directly by the Institution.
- Items typically “not normal” will not be covered by this benefit. These items include the following and any other item(s) that may require special handling: Airplanes, animals, boats, building materials, farm equipment, firewood, lumber, perishable foods, pianos, playhouses, swimming pools, recreational vehicles, snowmobiles, storage sheds, trailers.
- Salary for post employment time away from work to pack and/or move household goods is not an allowable relocation expense.
- The Institution will insure the household goods for Replacement Value at the vendor’s current rate. Additional insurance may be purchased from the moving company at the employee’s expense.
- The Institution will pay to move up to 2 automobiles.
- In-transit storage will be covered. All other storage costs are the responsibility of the employee.
Movement of laboratory equipment must be approved in advance by Human Resources. The incoming employee must be able to show that he/she or the Woods Hole Oceanographic Institution has title to all equipment being relocated.
Caution: Certain restrictions may apply to some items being moved, such as hazardous material. The relocation vendor will be able to advise.
If necessary and with prior approval of the Human Resources Office, one advance house-hunting trip of up to a week may be permitted to assist the new employee and his or her spouse in locating living quarters. If temporary lodging is required prior to actual residential occupancy, up to a total period of 30 days may be allowed.
Caution: The 30-day limit on temporary housing will include any advance house-hunting trip time. A per diem is provided for meals associated with house-hunting trips. There is no meal coverage during the temporary housing period.
||Reimbursement/payment for moving expenses will be reported on the employee’s W-2. Expenses considered “qualified” by the IRS will be shown as an excludable moving expense reimbursement. This information is reported on the W-2 as informational reporting only. Expenses considered “nonqualified” by the IRS will be included as taxable income.|
Qualified Moving Expenses
Per IRS regulations, “qualified” moving expenses are expenses incurred within one year from the date the employee first reports to work and includes:
- Movement of household goods;
- Movement of lab goods;
- Shipment of automobiles;
- Travel by the shortest, most direct route available by conventional transportation;
- Lodging while traveling;
- Mileage reimbursement at the current rate established by the Institution (see Travel Policy), parking fees, tolls
Reimbursement/payments classified as “qualified” are paid through Accounts Payable.
Nonqualified Moving Expenses
Per IRS regulations, reimbursements/payments classified as “nonqualified” include, but are not limited to:
Reimbursement/payments classified as “nonqualified” are paid through Payroll.
- Mileage reimbursement in excess of the current rate established by the Institution (see Travel Policy) ;
- Temporary lodging after arriving at your destination;
- Advance house-hunting trip expenses;
Caution: As the Institution must report this payment to the IRS as wages, new employees may want to seek independent financial advice on the potential tax implications of these payments. An employee could lose certain tax preferences if relocation occurs more than 1 year after date of hire.