Moving Costs

Eligible individuals approved for moving expenses reimbursement should complete the Moving Expenses Reimbursement form in DocuSign and upload all applicable quotes and receipts. The office of the Comptroller will review the submitted request for reasonableness and approve or deny the request within sixty (60) days.

Reimbursement for moving expenses may be offered only for positions eligible for relocation benefits. Special circumstances may include the recruitment of individuals with extraordinary credentials or experience, or a combination of the two, where it is unlikely that the university will find another candidate with similar qualifications. See attached document “Moving Expenses Reimbursement Benefit” for detailed information and instructions for requesting reimbursement.

To be eligible for reimbursement of moving expenses, the individual must have received, or be eligible to receive, a written offer of employment signed by the president. The authorization to reimburse moving expenses will accompany the appointment offer letter. In addition, the individual must be moving at least fifty (50) miles from their current address AND moving to an address within fifty (50) miles of Morgan State University.

Recommendations to pay qualified moving expenses for the eligible person should be submitted in writing as follows:

1. Recommendations for moving expenses reimbursements for faculty appointments should be submitted by the appropriate Dean or Associate Vice President to the Provost/Vice President for Academic Affairs as a part of the appointment recommendation package. If approved, the Provost/Vice President for Academic Affairs will submit the recommendation to the President. If approved, the official offer will be issued in writing by the President and will be included in the appointment letter.
2. Recommendations for moving expenses reimbursements for administrative appointments should be submitted to the President by the area Vice President. If approved, the official offer will be issued in writing by the President and will be included with the appointment letter.

Moving expenses reimbursement will be limited to the cost of moving household items only. Excluded from allowable expenses are the following:

• Airbnb lodging.
• Transporting automobiles.
• Cost related to moving or parking violations.
• Vehicle registration fees.
• Realtor or house hunting fees (lease-breaking fees, closing cost, etc.).
• Accidents or injuries associated with the move.
• Transportation or kenneling domestic pets.

*If the employee resigns within twelve (12) months of his/her appointment, he/she will be required to reimburse the university for the cost of reimbursed moving expenses.

Morgan State University will reimburse approved moving expenses up to $5,000 for full-time faculty, researchers, athletic coaches, and professional/administrative staff. In all cases, individuals will be required to produce documentation of the move that occurred.

Eligible individuals approved for moving expenses reimbursement may voluntarily choose a $2,500 receipt-free option. A copy of a signed new lease or mortgage within the appropriate geographic area must be provided with the request for reimbursement.

Moving cost reimbursements are taxable income and will be added to that employee’s W-2 for the calendar year when the funds were received. Additional taxes are withheld over multiple paychecks. Due to the tax withholding requirements, moving costs reimbursements submitted after October 1 will be paid to the employee in January of the next calendar year.

Funds have been set aside by the Budget Office in the Banner Index 110300; Account 04031 to cover approved reimbursements from generally funded areas. If the expenses are to be paid from a grant or auxiliary source, authorization must be obtained from the Office of Sponsored Programs or the Business Services. Once the reimbursement is approved at all appropriate levels, the request for reimbursement will be forwarded by the area Vice president to the Vice President for Finance and Management for processing.

Morgan State University will only issue reimbursement to the individual candidate. Payments will not be made directly to a moving company or any other third-party vendor.