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Academic Assistant Positions Moving Expense Guide

The information provided in this guide is intended to assist a prospective UCSC employee with an academic assistant appointment in obtaining payment for moving expenses. Special requirements and restrictions may apply to some situations.

In these cases, UC Academic Personnel Manual Section 561 Removal Expenses/Assistants should be consulted for a complete explanation of moving expense-related rules and requirements. Please contact newhirerelocation@ucsc.edu with questions or the FAST/AP Help line at 459-4488

  
  
  
Moving_Relocation_Reimbursement.pdfWritable PDFMoving_Relocation_Reimbursement
Payee_Setup_204.pdfWritable PDFPayee_Setup_204
Payee_Setup_Instructions.pdfPayee_Setup_Instructions
Vendor_Electronic_Funds_Authorization.pdfWritable PDFVendor_Electronic_Funds_Authorization
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  • Before you start

    Eligible Teaching Fellows, Teaching Assistants, and graduate students appointed as Associates or as Acting Instructors, or Research Assistants in agriculture may receive a flat-rate moving expense reimbursement.

    • If this is the first time you will be receiving a UCSC non-payroll payment, complete a Payee_Setup_204.


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  • Eligibility

    A flat-rate moving payment may be made to the following academic titles under the following conditions.

    • Teaching Fellows, Teaching Assistants, and graduate students appointed as Associates or as Acting Instructors, at the time of their initial appointment, meeting both of the following requirements:
      1. Recruited within the United States
      2. Appointed for a full academic year
    • Teaching Fellows, Teaching Assistants, and graduate students appointed as Associates or as Acting Instructors, at the time of their initial appointment, meeting both of the following requirements:
      1. Recruited outside the United States
      2. Appointed for a full academic year

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  • Authorization

    A moving expense reimbursement request is approved by a unit head with the appropriate delegated authority.

    • A division head may redelegate authority, in writing, to a direct report to approve non-exceptional moving expenses.
    • Reimbursement of moving-related expenses that are exceptions to policy must be approved by the appropriate Dean, Campus Provost / Executive Vice Chancellor, or Chancellor. Refer to Appendix: Moving expense summary information for a list of expenses requiring exceptional approval.

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  • Reimbursement rates

    Moving expense rates are based on the distance from point of origin:

    Approximate air miles from point of origin to Santa Cruz campus Maximum Moving Payment Allowed
    2,400 or more miles $440
    1,800 to 2,399 miles $355
    1,300 to 1,799 miles $280
    900 to 1,299 miles $225
    under 900 miles $160

    If you leave UC employment within 39 weeks of starting work, any moving/relocation expense reimbursement payments made to you will be considered taxable compensation, subject to all mandatory payroll deductions.


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  • Obtaining reimbursement

    All moving-related expenses must be accounted for on a completed, signed, and approved Moving_Relocation_Reimbursement form:

    • Departmental account code information (FOAPAL) must be provided on the form

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  • Funding sources that can be used

    This funding limitation applies to the payment of moving expenses of extramurally-funded appointees.

    • State funds (“19900”) may not be used.

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  • Speed up getting your payment by avoiding these common oversights.

    • Forgetting to obtain the signature of a division head for approval of the reimbursement of expenses that are exceptions to policy.
    • Forgetting to sign the forms
    • Forgetting to attach original receipts to forms
    • Forgetting to submit a Payee_Setup_204

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  • Policy references

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  • Distance Test

    This test is used to determine whether or not moving expenses can be deducted.

    1. Enter the number of miles from your old home to your new workplace Miles
    2. Enter the number of miles from your old home to your old workplace Miles
    3. Subtract line 2 from line 1. if zero or less, enter -0-
    is line 3 at least 50 miles?
    Miles
    4. Yes. You meet this test.
    No. You do not meet this test. You cannot deduct your moving expenses.

    Note: Members of the Armed Forces may not have to meet this test. See Members of the Armed Forces


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  • Where to get help

    Assistance is available for your moving expense-related questions at newhirerelocation@ucsc.edu.


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