All moving and travel expense in which the university participates must be arranged with the Office of the Vice President for Financial Administration. Choice of mover and arrangements for moving will be made by that office in consultation with the employee to be moved.
Travel Expense
- Mileage: If traveling by private car, an allowance will be paid for one car at the published mileage allowance for SDA church employees by the shortest route. Allowance for up to two cars will be made for employee and spouse. No allowance will be made for additional cars.
- Motel expense: It is urged that modest priced motels be used. Motel and per diem expenses are reportable based on traveling approximately 500 miles per day.
- Per diem: At the published rates for SDA church employees based on a minimum of 500 miles per day.
Taxability of Moving Expenses
As of January 1, 2018, all moving reimbursements and payments made to or on behalf of an employee, including the cost of the moving van, will be considered taxable to the employee. To assist employees in meeting this tax obligation, the university will provide the employee a one-time, taxable wage adjustment moving allowance which is equal to 25% of the actual taxable moving reimbursement and payments made by the university for the move, exclusive of the flat taxable amount described below.
The university makes no guarantee that this additional allowance will fully satisfy the employee’s tax obligation related to the move; and strongly encourages the employee to obtain professional tax counsel relating to any tax ramifications for the employee receiving the taxable moving reimbursement payment.
If at any point the federal government excludes any part of the moving reimbursements or payments from taxable income, these expenses will correspondingly be excluded from the above calculation.
An alternate moving allowance option which must be decided upon at the time an offer is made is as follows: The employee may at his/her discretion, choose to receive a one-time, estimated moving reimbursement payment as a taxable lump sum payment and arrange for their move at their own cost. The estimated moving payments would include the cost of a commercial moving van (for their goods) and all other applicable expenses. This provides the employee the opportunity to cover the tax impact of the move from the excess of the estimate, relative to their actual expenses. Employees opting for this option should work with Financial Administration to obtain information specific to their moving needs including the estimated amount of the lump sum payment.
Packing and Moving
Incoming employees are to pack their household items in good containers or cartons. These will be accepted by the mover only if properly packed, taped and tagged.
The university will use commercial or conference moving vans. If a commercial carrier is used, the employee may wish to purchase extra moving insurance since the insurance from commercial carriers is minimal and would not replace all items in case of loss. The university will pay the cost of one moving van of personal and household effects with some exceptions as noted below.
Miscellaneous
- A flat taxable amount rounded up to the nearest $10 to cover packing and miscellaneous moving costs at 33% of the Remuneration Factor.
- The Administrative Council may authorize additional travel and moving expense incident to locating a residence at Southern Adventist University.
- Lodging as required and meals at the university cafeteria may be provided for a new employee and/or the family for a period not to exceed one week while looking for a place of residence. Arrangements for the above may be made through the the employing department. Any expenses incurred will be charged to the employing department.
- If a new employee occupies temporary quarters at the time he/she initially is hired, the university may bear the expense of one local move into permanent housing within two years after his/her employment begins at Southern Adventist University.
- The employee will arrange at his/her expense for servicing, disconnection, and reconnection of all appliances such as stove, refrigerator, washer, dryer, air conditioner, and other appliances.
- All items not normally classified as household goods such as lumber, cement, fencing, rock, brick, automobiles, boats, and machine tools, are excluded from this policy.
- It is illegal for carriers to accept freezers with frozen food that cannot be delivered within 24 hours, or 150 miles.
- Carriers will not accept explosive or other dangerous articles.
- Animals and large animal houses are excluded from this policy.
- The removal of evergreens, shrubbery, potted plants, or other items of similar nature are excluded from this policy.
- Small articles of valuable nature such as money, hobby collections (stamps, coins, etc.) valuable papers, bonds, etc., should be handled by the employee personally. Such items should not be left in drawers of furniture or left for movers to handle.
- Boxes and containers should be labeled by room. Upon arrival at destination, instruct the movers to locate these containers where possible in the proper rooms.
- Dry cleaning of any type, house cleaning or maid service, taking up or laying carpeting, hanging pictures and mirrors, etc., are not a reimbursable expense of moving.
- Careful inspection of the goods should be made at the time of delivery for any evidence of loss or damage. The carrier’s attention should be called to it immediately and written acknowledgment on delivery ticket secured. This should be sent at once to the carrier’s office, with full report as to the extent and itemized value of loss, where claim will be filed and necessary authorization given as to repairs or replacement.
- A moving order will be issued by the vice president for Financial Administration.
- Mileage, per diem, and travel receipts are required for reimbursement of moving expenses and should be reported separately from regular business travel expense. Un-reimbursed expenses can be offset by filing IRS Form 3903.
- Moving expenses will be amortized over a period of four years’ employment after the move to Southern Adventist University per the following schedule:
Years of Service/Amortized by SAU | a. Less than 2 years b. More than 2 years but less than 3 c. More than 3 years but less than 4 d. 4 or more years | 0% 50% 75% 100% |
Any unamortized expense is due and payable from the employee or from another denominational employer if transferring.