Moving Benefits

 

Eligibility:
Faculty and Approved Salaried Staff only

Who Pays:
University

Effective Date:
Upon employment

Description:
When an employee is requested by the University to move to a new location, the University may provide moving assistance.

In an effort to help make the relocation transition easier, Human Resources at Andrews University has summarized the following benefits for employees relocating from within the North American Division. Please remember that moving expenses must be approved by Human Resources prior to the move for any reimbursement to be processed.

Please note that you need to sign the lower portion of the Moving Amortization Agreement before the university starts your move.

1.   Household Goods

Andrews University will pay the costs of having your personal goods moved by an experienced moving company. Prepaid covered expenses will be reimbursed upon your arrival. Please attach the receipts and submit an expense report for reimbursement. *(1)

If you wish to move yourself, Andrews University will reimburse you for the expenses associated with the move such as truck rental, gas, mileage, and tolls. It may also include reimbursement for the expenses of workers you might hire to assist you in loading/unloading the truck. If you have more than one car, we would reimburse the rental of a tow bar. If you do move yourself, it would be purely at your discretion because we are prepared to make the arrangements for you with a conference mover.

2.   Automobile Travel

The travel expense is reimbursed at a 100% of the regular mileage allowance to move the employee's car or up to two cars for employee and spouse. *(2)

Mileage allowance include mileage at the University mileage rate, plus highway tolls for the vehicle. The reimbursements are based on traveling by the most direct route and at least 500 miles per day.

The per diem allowance rate for the employee, the spouse, and each accompanying child is determined annually. When fully entertained, the per diem allowance must be declared. Overnight lodging is also reimbursed. Please keep receipts for lodging expenditures for reimbursement.

3.   Packing and Moving Costs or Moving Allowance

A flat amount rounded up to the nearest $10 to cover packing and other moving costs as follows: *(3)
 

- Employee: 16.5% of the Remuneration Factor *(4)
- Spouse: 16.5% of the Remuneration Factor
- Single parent with dependent children:   33% of the Remuneration Factor

This allowance is available to you after your move to the University.

This is taxable income, therefore you may wish to retain the receipts for expenses that may be deducted from your taxes.

4.   Automobile Registration and Excise Tax

Because you are moving to the State of Michigan and may be required to pay duplicate excise/sales tax and certificate of inspection fees, you may report such expense on one car if it is registered within 90 days of moving to the area. Should you own a second car for your spouse, the above expense should also be reported. *(5)

According to the publication, "What Every Driver Must Know", from the Michigan Secretary of State regarding the registration of your car (if you are a new Michigan resident), you must immediately title and register your vehicles. The title or proof of ownership from your previous state must be handed in with your application. Further, when purchasing a license plate for any motor vehicle with more than two wheels, you must demonstrate proof of Michigan no-fault insurance. You may also be required to obtain a Michigan drivers license. This does not come under the above reimbursement policy. Both the car and drivers licenses may be obtained at the Secretary of States office in St. Joseph (2640 S Cleveland, phone 269-428-5033) or in Niles (110 E Main St., phone 269-6843531).

5.   Dual Housing

When an employee relocates, if he/she may be legally required to continue his/her lease or fails to sell or rent his/her home, and is required to pay housing expenses at both his/her former location and his/her new location, an allowance may be granted to cover the time when payments are being made at both locations. The allowance may be granted under normal conditions for up to three months. When granted, the monthly allowance shall be the actual expense for principal and interest, property taxes and insurance, up to 75 percent of the Category A remuneration factor. Fifty percent of any rental income shall be deducted from the allowance. *(6) *(4)

This allowance is reported as taxable income to you.

While reported as income, taxes are not withheld on the reimbursement paid to ordained ministers who are treated as self-employed.

An alternative option to the dual housing reimbursement could be an initial lump sum assistance. According to NAD policy X 20 06 amendment: the employee and employer may agree at any time during the selling process that in lieu of spending all the duplicate housing allowance provided, the property may be placed for sale at less than one hundred percent of the market value as determined by current appraisal. The cost of the reduction may be shared between the employer and the new employee at an agreed upon ratio on an individual basis. The employer's cost is not to exceed the maximum duplicate housing allowance provision.

Dual housing assistance and/or its amendments does not apply for rental or income properties.

6.   Living Arrangements

The University has limited housing available for its employees. To make your transition easier we recommend you inquire as soon as you know you will be moving to the area with the estimated date of your arrival. The Housing Department prioritizes the applications in the order they are received. You may contact the Housing Manager at (269) 471-6979.

If you need temporary living arrangements upon your arrival on campus, Andrews provides the following courtesies:
 

  1. Guests Meals-
    Andrews University will provide complimentary meals at the cafeteria for a period of 7 days following arrival. After that period a 25% discount is available to employees.
     
  2. Guest Rooms-
    Andrews University will provide temporary guest accommodations in guest rooms, dormitory rooms, or such other facilities as may be available up to 14 days. After 14 days, if the accommodation is still available, there will be an assistance of 50% of the usual charge for the facility for an additional six weeks. These accommodations must be arranged for in advance by contacting Human Resources at hr@andrews.edu or 269-471-3302.
     

Both the above courtesies are taxable income to you.

7.   Moving within Berrien Springs

Andrews University will pay for any moving from one University house to another at the request of the University, and for the first move into an employee's own home from a rented or University house. *(8)

8.   Non-covered Items

Andrews University does not move nor reimburse expenses for the moving of animals, firewood, the cost of moving a third car, recreation vehicles, boats, tractors or excessive weight loads, nor materials or liquids that are highly combustible. It is your responsibility to have major appliances such as refrigerators, freezers, stoves, washers and dryers ready for moving prior to the arrival of the moving van. This could mean defrosting refrigerators and freezers and observing that dryers and stoves are properly disconnected. Any costs associated with this preparation, as well as the cost of any packing materials and labor is not reimbursable.

9.   Taxation

Taxes relating to moving are either classified as taxable or excludable expenses.
 

  1. Taxable
    These are disbursements subject to federal and state income tax and FICA (special security and medicare taxes).

    Expenditures under this category include:
    1. House hunting trip
      All expenses relating to a trip to Berrien Springs area when the primary purpose of the trip is to seek permanent or temporary housing.
    2. Meals while moving
      The expense for meals while traveling from the former residence to the Berrien Springs area and are reimbursed to the employee on a per diem basis.
    3. Temporary lodging and meals
      Involves full and/or partial assistance with lodging and for meals expenses that are incurred following the move until housing is available, according to the Andrews University Policy.
    4. Packing and moving cost or moving allowance
      A lump sum amount paid to the transferred employee to cover miscellaneous, unspecified expenses associated with the move (expense of boxes, packing materials, etc).
    5. Auto Registration
      The reimbursement of the cost of registering one or two cars (according to policy) in the State of Michigan that have formerly been registered in another state, in which the employee resided prior to move. It does not include reimbursement for driver's license.
    6. Interim move
      One-time assistance, the expense of a local move from a University rented house to the employees own residence.
    7. Duplicate housing
      Assistance with the payment of principle, interest, insurance and taxes on a former residence which has not been sold up to 75% of the remuneration factor.
  2. Non-Taxable or Excludable
    1. Moving of household and personal goods by commercial mover
    2. Mileage
    3. Lodging while moving

10.   Miscellaneous

Questions related to the actual moving of your good should be directed to the mover. Other questions associated with your move should be directed to Human Resources. After your move is completed, please submit your receipts and other information such as mileage, hotel, and others so that reimbursement can be processed promptly.

Please make copies of your expenses before submitting the originals to our office if you want to retain them for tax purposes at the end of the year. Moving expenses may be deducted only if you itemize them. It is important for you to keep a record and receipts of your actual expenses. Items that you will want to carefully record are as follows:

  1. The distance from your former residence to your new location
  2. Actual meal expenses while moving
  3. Actual hotel expense
  4. Pre-move travel, meals and lodging expenses while searching for a new residence after employment, whether or not they are reimbursed.
  5. Any expense of employed help, etc
  6. Temporary living expenses in the new location

We want to make your move to Andrews University as pleasant as possible. Please let us know how we can be of help to you. You can reach Human Resources by phone at (269) 471-3302, fax (269) 471-6293, or email hr@andrews.edu. If you are already here at Andrews University, please stop by the Human Resources Office is located in the Administration Building, Room 216.
 



*(1) AU Working Policy 2:718 ; NAD Working Policy X23 05
*(2) NAD Working Policy X23 05
*(3) NAD Working Policy X23 05
*(4) Category A Remuneration Factor Current for the Fiscal Year 2004: $3,579.00
*(5) NAD Working Policy X23 05
*(6) NAD Working Policy X20 06
*(7) NAD Working Policy X23 05
*(8) AU Working Policy 2:718
 



In order to begin making arrangements for your move, please print out and complete the inventory list form and the Amortization Agreement and return both forms to the Benefits Department as soon as possible. You may scan and e-mail or mail them to us at:

Benefits Department
Human Resources
Andrews University
Berrien Springs, MI 49104-0840

You may also fax the forms to us at 269. 471. 6293.

This information will then be forwarded to a few moving companies for a quote on the cost and they will then contact you regarding the details (such as pick-up/delivery dates) of your upcoming move.


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Andrews University is a Seventh-day Adventist institution of higher education
Phone: 1-800-253-2874   E-mail: enroll@andrews.edu
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Berrien Springs, Michigan 49104