Departments may offer to pay moving expenses as incentive during the hiring process for a faculty or administrative position. Please see Policy 335 - “Relocation Assistance” It is up to the department to negotiate an amount and cover the cost.
Non-taxable Payment: A payment made directly to a national moving company is non-taxable to the employee. Departments should contact Purchasing Services for information about existing state contracts with national moving companies. Moving expenses paid directly to a commercial moving company are non-taxable to the new employee. Online requisitions must be used to make payments to moving companies.
Taxable Payment: The University complies with IRS regulations by reporting payments or reimbursements made directly to the new employee as additional income, including the withholding of payroll taxes. The payment is included in the employee’s paycheck. For further information, including examples of appropriate moving expenses, please see Policy 335 - “Relocation Assistance” Deductible moving expenses may be claimed by the employee when filing his/her annual income tax return.
Please remind your employee to keep their original receipts so that he/she can use them when they are filing their tax returns.
To pay your employees, you must set up an EPAF. The EPAF that you will use depends upon several factors. Please contact Jodi Morgan at 7-1815 or Jodi.firstname.lastname@example.org for guidance on which EPAF you should use.
If you have any questions about this process, please contact the HR Banner help desk at 7-1810 or e-mail HRbanner@usu.edu.