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Attachment 3
Reimbursement Procedures
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Employee responsibilities
- Agrees to maintain accurate records of all expenses incurred in connection with such relocation.
Complete all sections of the Relocation Expense Form
- Submit original itemized receipts with the request attached to a Relocation Expense Form
- Include a copy of the Appointment Letter
- Make copies for your records (these records will be useful for purposes of filing individual tax returns)
- Submitting individual expenses on multiple relocation forms will delay the reimbursement process.
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- Employee unit responsibilities
- Review relocation documentation for appropriate signature and compliance with University policy and IRS Requirements.
- If reimbursement of relocation expenses will be made using grant funding, the original documents, including the Letter of Appointment, should be forwarded to the Office of Sponsored Programs for processing.
- Forward original documents for all other relocation expenses, including a copy of the Letter of Appointment, to the Accounts Payable Office.
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- Office of the Senior Vice President for Finance and CFO Responsibilities
- Calculate tax-reporting requirements on the Relocation Expense Form.
- Issue the reimbursement payment within ten business days.
- Report all relocation expenses on the annual W-2 Form.
- Retain documentation for audit purposes.