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Attachment 3
Reimbursement Procedures

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1. Employee responsibilities

   1. Agrees to maintain accurate records of all expenses incurred in connection with such relocation.

   1. Complete all sections of the Relocation Expense Form

   2. Submit original itemized receipts with the request attached to a Relocation Expense Form
   3. Include a copy of the Appointment Letter
   4. Make copies for your records (these records will be useful for purposes of filing individual tax returns)
   5. Submitting individual expenses on multiple relocation forms will delay the reimbursement process.
      

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2. Employee unit responsibilities
   1. Review relocation documentation for appropriate signature and compliance with University policy and IRS Requirements.
   2. 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.
   3. 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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2. Office of the Senior Vice President for Finance and CFO Responsibilities
   1. Calculate tax-reporting requirements on the Relocation Expense Form.
   2. Issue the reimbursement payment within ten business days.
   3. Report all relocation expenses on the annual W-2 Form.
   4. Retain documentation for audit purposes.