Moving NAD Employees

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• Printable version of AU Intra-division Moving Guidelines

Andrews University Intra-Division Moving Guidelines

In an effort to help make the relocation transition easier, Human Resources at Andrews University has summarized some moving benefits and guidelines for employees coming within the North American Division. Please remember that approval by Human Resources of moving expenses is needed prior to the move, and to receive reimbursement.

1. Household Goods.-
   
   Andrews will pay the costs of having your personal goods transported by an experienced moving company. Reimbursable incidental expenses you personally psend will be refunded upon your arrival. Turn in all receipts to Cathleen Ordóñez, Employee Benefits Specialist, so that she may reimburse you. *⁽¹⁾
   
   If you wish to move yourself, the University will reimburse you for the expenses associated with the move such as truck rental, gas, mileage, and tolls. It ywould also include reimbursement for the expense 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 you disrection because we are prepared to make the arrangements for you with a conference mover.
   
   
2. Autmobile Travel.-
   
   The travel expenese is reimbursed at 100% of the regular mileage allowance to move the employee's car or up to two cars for employee and spouse. *⁽²⁾
   
   Travel to campus will be reimbursed at the rate of 29 cents per mile, plus 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 is $27.00 for a single person, an additional $13.50 for a spouse, and $7.00 for each accompanying child.
   
   Overnight lodging is also reimbursed. Pleas eobtain and keep receipts for lodging expenditures.
   
   
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:	25% of Category A Remuneration Factor or $540.00 *(4)
   -	Spouse:	25% of Category A or $540.00
   -	Single parent with dependant child:	50% of Category A or $1080.00

   
   
   This allowance is available to you after you make your permanent move to the University. Please see Cathleen Ordóñez in Human Resources to receive this allowance.
   This is taxable income, therefore you may wish to retain the receipts for expenses that may be deducted from your taxes.
   
   
4. Autmobile Registration and Excise Tax.-
   
   Because you are moving to the State of Michigan and may be required to pay duplicate excise/sales tax, license, and certification or inspection fees, you may report such expense on one car if its 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 a 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 any vehicles you own. The title or proof of ownership from your previous state must be handed in with your application". Further, "When you buy a license plate for any motor vehicle with more than two wheels, you must show that you have Michigan no-fault insurance". You can use your policy as a "proof of insurance certificate."
   
   You may also be required to obtain a Michigan driver's license. This does not come under the above reimbursement policy. Both the car and driver's licenses may be obtained at the Secretary of State's office in Saint Joseph (2640 S. Cleveland, phone 269-428-5033).
   
   
5. Dual Housing.-
   
   "When an employee is moved from one location to another, and because of the conditions of his/her lease or failure to sell or rent his/her home, he is required to pay housing expenses at both his/her former location and at his/her new location, an allowance may be granted to cover the time when payments are being made at both locations and both homes are habitable. The allowance may bre 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 income to you. Taxes are withheld at the time refund is made and will be processed through payroll and included on the regular W-2.
   
   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 intial one lump sum assistance. According to a NAD Policy X 20 06 amendment: "the employee and the new employer may agree at any time during the selling process that in lieu of spending all the duplicate housing allowance provided, the propertymay 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 new employer and the employee at an agreed upon ration on an individual basis. The employer 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.
   
   Please speak with Dan Agnetta to make these arrangements.
   
   
6. Bridge Loan.-
   
   "In cases where it may be necessary to negotiate a bridge loan in order to secure a home at the new location, the bridge loan interest may be reimbursed by the new employer for the same time period during which the employee is eligible to receive duplicate housing allowance. This bridge loan interest would be considered outside of the ceiling for which special assistance may be given". *⁽⁷⁾
   
   
7. Living Arrangements.-
   
   The University has limited housing available for its employees. To make your transition easier we recommend you inquire as early as you know you will be moving to the area and the estimated date of your arrival. The Housing Department prioritizes the applications in the order they were received. You may contact the Manager at 269-471-3360.