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Financial Services

Moving Policy Procedures

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IMPLEMENTING PROCEDURES

MOVING EXPENSE ACCOUNTABILITY FORM

MOVING EXPENSE ALLOWANCE TABLE

CONTRACT ASSISTANCE

 

 

ACCOUNTABLE PLAN RULES

 

NON-TAXABLE PAYMENTS OR REIMBURSEMENT OF EXPENSES: The University may pay for “qualified moving expenses” under accountable plan rules.  Such payments or reimbursements will be non-taxable to the individual if supported by documentation.  Under current IRS regulations a qualified move is defined as:

  • The distance between the individual’s existing residence and the new work location must increase by at least 50 miles.
  • The newly relocated individual must be employed full-time by the University for a minimum of 39 weeks during the 12 months immediately following the move.
  • The move (and related expenses) must occur within one year of the individual beginning work at the University.

Documentation is considered to be original itemized receipts showing date, to whom paid, and the amount and purpose of payment for each expenditure. Credit card statements or slips are not acceptable unless charges are fully itemized as outlined above.

Only “qualified moving expenses” (as defined by IRS regulations) can be reimbursed tax free and are listed as follows:

  • Reasonable costs of packing, crating, and shipping household goods and personal effects from the individual’s former residence to the new residence.
  • Reasonable costs of transportation and lodging (but not meals) for the person and household members (one trip per person) from the old location to the new one. Travel must be by the most reasonably direct route. Side trips for sightseeing or any other unrelated purpose are not qualified expenses. If travel is by personal vehicle, one of two options may be chosen when calculating qualified expenses:

1)      Actual expenses, limited to fuel and oil charges, may be claimed with supporting receipts. Personal vehicle repairs, maintenance, depreciation, insurance, etc. are not qualified expenses.

2)      Personal vehicle expense may be computed at the current IRS rate on a cents-per-mile-per-vehicle basis, plus toll and reasonable move-related parking fees.  For the IRS approved relocation mileage rate click on http://www.irs.gov.  Enter the term “mileage” in the search box and then click on “Standard Mileage Rates” for the current cents-per-mile reimbursement rate for moving.

  • Reasonable costs of storing and insuring household goods and personal effects for no more than a 30-day period in connection with the move.
  • Fees (excluding deposits) related to the disconnection or connection of utilities.

Pre-move house hunting expenditures are not considered to be qualified moving expenses by IRS regulations.

 

TAXABLE PAYMENTS OR REIMBURSEMENTS: Any payments made that cannot be documented as “qualified movingexpenses” are considered to be non-accountable and will be included on the employee’s annual W-2 tax form as additional taxable earnings. These payments are subject to FICA, federal and state withholding taxes—often amounting to over 40 percent of the payment. Withholding will take place when a final reimbursement check is issued or, if necessary, from the employee’s next regular paycheck.

 

 

IMPLEMENTING PROCEDURES

 

The Associate Academic Vice President-Faculty administers the moving policy for faculty.  The CFO/Administrative Vice President administers the moving policy for all other moves.  Regulatory Accounting and Reporting (801-422-6627) will arrange for payment of moving advances, expenses, and reimbursements for all moves.  Eligible personnel may receive a moving expense allowance based upon the distance of the move and the size of the family being moved.  For the current table of moving expense allowances, click on the following link: Moving Expense Allowance Table.

The size of the family is the number of eligible persons in the household who will move. Eligible persons include the new hire, his or her lawful spouse, unmarried children under the age of 24. Payments are made from a central University budget for faculty moves up to the amounts listed in the Moving Expense Allowance Table.  Expenses exceeding the amounts in the table must be approved by The Associate Academic Vice President—Faculty.  Payments for non-faculty moves are paid from departmental budgets of the hiring department unless other arrangements are made with the CFO/Administrative Vice President. 

BYU Purchasing and Travel Management Services (801-422-7014) has negotiated moving contracts with professional moving and/or truck rental companies.  Eligible personnel who want to take advantage of these contracts should see Contract Assistance.

 

 

MOVING EXPENSE ACCOUNTABILITY FORM

 

A Moving Expense Accountability Form must be submitted by the new hire in order for moving benefits to be exempt from Federal and State Income Taxes under Accountable Plan Rules.  Contact Regulatory Accounting and Reporting at 801-422-6627 within 30 days after arrival in the area for assistance in completing a Moving Expense Accountability Form. 

BRIGHAMYOUNG UNIVERSITY

Moving Expense Allowance Table

 

MILEAGE

SIZE OF FAMILY

 

1

2

3-5

6+

  Under 200

 $   1,176

$   1,764

$   2,472

$  2,940

  201 to   300

1,272

1,908

2,676

3,174

  301 to   400

1,368

2,052

2,880

3,408

  401 to   500

1,464

2,196

3,084

3,642

  501 to   600

1,560

2,340

3,288

3,876

  601 to   700

1,656

2,484

3,492

4,110

  701 to   800

1,752

2,628

3,696

4,344

  801 to   900

1,848

2,772

3,900

4,578

  901 to 1000

1,944

2,916

4,104

4,812

1001 to 1100

2,040

3,060

4,308

5,046

1101 to 1200

2,136

3,204

4,512

5,280

1201 to 1300

2,232

3,348

4,716

5,514

1301 to 1400

2,328

3,492

4,920

5,748

1401 to 1500

2,424

3,636

5,124

5,982

1501 to 1600

2,520

3,780

5,328

6,216

1601 to 1700

2,616

3,924

5,532

6,450

1701 to 1800

2,712

4,068

5,736

6,684

1801 to 1900

2,808

4,212

5,940

6,918

1901 to 2000

2,904

4,356

6,144

7,152

2001 to 2100

3,000

4,500

6,348

7,386

2101 to 2200

3,096

4,644

6,552

7,620

2201 to 2300

3,192

4,788

6,756

7,854

2301 to 2400

3,288

4,932

6,960

8,088

2401 to 2500

3,384

5,076

7,164

8,322

Over 2500

3,480

5,220

7,368

8,556

 

If the college/department desires to supplement this amount from its own budget or other qualified departmental funds, it may do so with the approval of:

                        Faculty:  Associate Academic Vice President—Faculty

                        Non-faculty:   CFO/Administrative Vice President

 

 

CONTRACT ASSISTANCE

 

The University generally maintains a discount arrangement with one or more truck rental companies. Also the university has a contract with at least one national moving company which grants a discount from the published pricing schedule, guarantees priority moves, and provides insurance for the employee’s belongings at no additional cost. New  employees  interested in either of these options, should contact BYU Purchasing and Travel Management Services (801-422-7014) for assistance. If the national mover under BYU contract is chosen, the BYU eligible moving benefit will be reduced by the cost of the move, since BYU will pay the mover directly. If the moving expense benefit is less than the mover’s final invoice, the employee is responsible to pay the difference.

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