FAS Relocation Policy
updated July 15, 2019
Payment and/or reimbursement of relocation and moving expenses are allowable when expenses are included as a formal and specific component of the original written offer of employment made to and accepted by the faculty member in connection with their employment at the university. To be eligible for relocation expense coverage, a faculty member must move from a distance of more than 50 miles from the campus to within commuting distance of New Haven.
Unless otherwise specified in the employment offer, the faculty member must move within one year of their start date at Yale (typically July 1 or January 1) to qualify for reimbursement of relocation expenses.
Individuals receiving the benefit of relocation and moving expenses should be aware of any personal income tax implications and should consult a tax professional with personal tax questions.
At the discretion of the hiring department, an employee who is terminated or voluntarily resigns from the University after less than one year of service may be liable for repayment of their relocation cost.
Payment Rules and Guidelines
Yale FAS will pay reasonable and ordinary moving and relocation expenses. Faculty members should contact Diane Brown of Yale’s Transportation Office at firstname.lastname@example.org or (203) 432-9961 prior to making any moving arrangements. Yale University has contracts with many major commercial moving companies and prefers that new hires receiving relocation allowances use Yale preferred movers.
Yale FAS will provide payment for the Covered Expenses listed below. Anything that falls outside of these guidelines should be discussed with the Senior Associate Deans of the FAS. All exceptions should be approved in writing prior to the move taking place; Yale FAS will not reimburse for exceptional costs that did not receive prior written approval.
Yale FAS will cover payment of relocation and moving expenses including the following:
- Use of a commercial moving company
- If an employee elects to use a non-authorized moving company, reimbursement will be made for the dollar amount it would have cost using one of Yale’s contracted movers.
- When using one of Yale’s preferred carriers, insurance is included in the contract. The cost of optional insurance on items such as furniture and clothing will not be reimbursed when using a non-preferred carrier.
- Packing/mailing/shipping of household goods. Unpacking of mattresses only. Miscellaneous packing supplies that become the personal property of the employee, e.g. padlocks or tools, will not be reimbursed
- When a self-driven rental truck is being used as the primary moving vehicle, FAS will reimburse for rental fees, gas and tolls
- Moving of one vehicle, when the moving distance exceeds 700 miles: either shipment of vehicle or IRS mileage rate and reasonable lodging when driving vehicle
- Individual travel expenses for the incoming faculty member, when the moving distance exceeds 700 miles
- In-transit storage for up to sixty (60) consecutive days
- When conditions exist that force the vacancy of the first residence prior to the availability of the second residence (i.e. termination of a lease a few days prior to the start of the new lease), FAS will pay for temporary lodging at a hotel for up to 5 days.
Any items not specifically mentioned above should be discussed with the Senior Associate Deans of the FAS.
FAS does not ordinarily reimburse for the following types of expenses
- Personal travel costs for household members
- Transportation / travel expenses for pets
- Temporary housing / rent
- Expenses incident to the purchase of a new residence or breaking or acquiring a new lease
- Storage in excess of sixty (60) days
- Cost of meals at any point in the relocation process
- Shipment of additional cars or other types of vehicles
- Personal assistant or concierge service fees
- Expenses related to the donation or disposal of items
- Cleaning or maid services
- Special handling for wine or other temperature-controlled substances
Expenses for moving office and lab equipment will be paid or reimbursed by FAS only if included in the Offer Letter. These expenses also do not fall within the scope of this policy and are separate from the dollar amount offered to the employee to support moving the personal household.
1. After accepting the offer of employment and before making any moving arrangements, the faculty member should contact Diane Brown at Yale’s Transportation Office to discuss his/her move. email@example.com">firstname.lastname@example.org or (203) 432-9961. Relocation is handled in one of two ways:
- An individual may choose to use one of Yale’s contracted movers, in which case, the mover will invoice Yale directly up to the employee’s relocation allowance. The faculty member will then need to complete step 2 for reimbursement only in instances where additional covered expenses remain.
- Alternatively, an individual may pay for the move themselves and seek reimbursement. The faculty member should complete step 2 below to submit their expenses for reimbursement.
2. After the move is complete, the faculty member and/or faculty support staff should complete Form 3510 FR.01 – Relocation Reimbursement Form. Attach original or scanned receipts, sign, and submit to the FAS department business office.
A new federal tax law (the Tax Cuts and Jobs Act of 2017) makes reimbursement for moving expenses taxable income, effective for expenses submitted on or after January 1, 2018 (see §11048 and §11049, suspending the exclusion from taxation for qualified moving expenses).
This means that relocation expenses paid or reimbursed by Yale are considered taxable income and will have the following effect:
- If you pay for the move and submit receipts for reimbursement, the amount reimbursed will be added to your income and tax will be withheld on that additional amount.
- If the move is arranged and paid by Yale, at the time Yale pays the vendor, the cost of the move will be treated as compensation to you and tax will be withheld on that amount as it would be on any other income. In other words, your paycheck will be reduced by the amount of the tax withholding.