4.10 Moving Expenses
A. Authorization by Board or Regents:
Institutions under the Board of Regents may pay expenses up to $7,500 for
packing and moving of a person's household goods and other personal effects
for full-time employees, including faculty and institutional officials,
professional and scientific staff, and other full-time employees who are
comparable in rank to assistant professor or above. Packing and moving expenses
for full-time employees not defined above may be granted by specific approval
of the appropriate dean/director or their designee. Reimbursement for moving
expenses shall not include reimbursement for the expense of moving animals.
(Board of Regents Minutes, September 18-19, 1975, p. 77; October 18, 1995,
p. 324).
Board of Regents, State of Iowa Policy Manual, 4.26
B. Procedures for Approval and Payment:
1. Payment of moving expenses or any portion thereof is not mandated. Reimbursement,
when made, will be limited to actual moving expenses not to exceed the cost
of packing and moving 10,000 pounds of the employee's household goods and
other personal effects. In any particular case, payment may be limited to
a lower maximum weight or to a certain dollar maximum amount. Reimbursement
for expense of moving animals is specifically excluded. Personal travel
expenses of the employee (and his/her family) in moving from the previous
residence to the Cedar Falls area are not to be considered moving expenses
and will not be reimbursed by the University.
2. The agreement to pay moving expenses or any portion thereof must be made
in writing in advance. The agreement must clearly indicate the maximum amount,
either in weight or in dollars, that will he reimbursed in the particular
case. The agreement must be approved by the divisional vice-president or
the academic deans if authority for such approval is granted to the deans
by the Vice-President for Academic Affairs.
3. To effect payment to the employee the department must submit a requisition
for such payment to the business office. The requisition must be supported
by a copy of the agreement to pay such expenses. The requisition must also
be supported by an itemized statement of actual moving expenses which in
turn must be supported by appropriate receipts. In the case of a move by
the employee using a rental truck, trailer, or other vehicle, the employee
must also submit an estimate of moving expense from a commercial mover for
performing the move.
4. There is no general university budget or fund for paying moving expenses.
The cost of such expenses will be charged against the supplies and services
budget of the particular department involved or to such other budget or
fund as provided by the approving official. The approval of the moving expense
agreement by the approving official is also a commitment by that official
that such departmental or other funds will be available.
Vice President for Administrative Services | 
