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Prospective Employees
Prospective employees are reimbursed* for travel expenses only
when on official employment interviews. They are reimbursed
following the same rates and travel standards as University
employees.
With the travel voucher, the prospective employee must provide
a signed, itemized statement of actual expenses and receipts for
commercial transportation and lodging. If actual meal costs exceed $34
per day,
itemized
receipts are required for the entire amount up to $60. (Account Code 70265)
Prospective employees may not be paid honorariums.
It is the option of the Dean/Director and Department Head to
reimburse travel expenses for the spouse of a prospective employee.
* At the discretion of the Department Head, department may elect to have lodging charges only incurred at the Hotel at Auburn University paid by department using the AU Purchasing Card. This exception applies to only those lodging charges incurred at the AU owned Hotel and only if paid via the Purchasing Card.
Relocation Expenses
General
It is the option of the Dean, Director, or Department Head to
pay relocation expenses for one move by new faculty or
administrators, providing those expenses are documented and
appropriate. They may also pledge to pay only a portion of relocation expenses.
Reimbursement will be based on a paid receipt or a final
invoice. If the University is to pay only part of the expenses,
the original total invoice must be attached to the travel
voucher.
Reimbursement will be made after the new employee has moved.
If the moving company requires payment upon delivery, the new
employee should pay the mover and then present the paid receipt
or paid invoice for reimbursement. If the mover will allow later
payment, the employee may submit a final unpaid invoice and be
reimbursed before paying the mover.
All approved moving expenses should be included in one travel
voucher.
Payment checks cannot be made out to anyone other than the new employee.
The Procurement and Payment Services system
gives immediate priority to the payment of relocation expenses.
Departments should assist by promptly processing relocation
vouchers.
No living expenses will be reimbursed after the employee has
arrived in Auburn. Expenses for "house hunting" trips will not be reimbursed.
Some portions of reimbursable moving expenses may be taxable. Call Debby Miller at 844-7771 for guidance/clarification.
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Moves Within State & From Out-of-State
A move within the state does not require a bid from movers. If
a new employee moves from outside the state, three bids are
required. The new employee should accept the lowest responsible
bid, unless the Dean or Department Head approves an alternate
mover and attaches a justification to the voucher. The bids and
original invoice should be attached to the travel voucher.
Normally, trips other than the one actual move and interviews are not reimbursed.
These relocation expenses are reimbursable:
- Moving company
- Mileage at state rate for one vehicle making one trip to Auburn from previous residence. In accordance with IRS regulations, mileage in excess of $.24 per mile (up to max of 55 cents per mile) claimed in relocation expenses will be taxed.
- Meals: enroute during the move for only the new employee.
Actual expenses not to exceed $34 per day (without receipts) or $60 per day (with
itemized
receipts).
(Account Code 70420)
- Lodging: Paid at single occupancy rate for the minimum number of days required
en route to make a direct move. Receipts are required.
(All other expenses - Account Code 70410)
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Self-Moving Expenses
When a new employee rents a truck, van or trailer to move
his/her own furniture, these relocation expenses are reimbursable:
- Rental costs of truck/van/trailer and gasoline costs - receipts are required.
- Mileage at State rate for one personal vehicle making one trip from previous home to Auburn. In accordance with IRS regulations, mileage claimed in excess of $.24 per mile will be taxed.
- Meals: en route during the move for the new employee only. Actual expenses not to exceed $34 per day (without receipts) or $60 per day (with
itemized
receipts) (Account Code 70420).
- Lodging: Paid at single occupancy rate for the minimum number of days required en route to make a direct move.
Receipts are required.
(All other expenses Account Code 70410).
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