Relocation and Moving Expenses

This document is for use by Hub administrative staff assisting newly hired faculty and staff with their relocation.

Audience

  • Hub staff

Resources

High-Level Steps

A. Complete a CALS Relocation Authorization letter.

  1. Download a copy of the letter here: https://uwmadison.app.box.com/s/hatk674rgeogs1jj3o64jou3s3345c2m
    1. Note: the letter is a fillable Microsoft Word document.
  2. Verify the information with Department Chair and/or Department Administrator as needed (dollar amount, funding source, etc).
  3. Complete the letter.
  4. Email the letter to Russell Labs Financial Services.
  5. Russell Labs Financial Services will submit to CALS Accountant, and then send completed letter back.
  6. Keep the completed letter to use as an attachment with the reimbursement. 

B. Complete an e-reimbursement.

If the faculty or staff member has arrived in Madison:

The faculty or staff member will complete and submit the paperwork with your assistance.

  1. Have the faculty or staff member log into their account. 
  2. Guide them through the e-reimbursement steps.

If the faculty or staff member has not yet arrived in Madison:

You will complete the e-reimbursement for them.

  1. Check with HR to find out when they can have their account and NetID set up in advance of their start.
    1. Once the new employee's account and NetID are set up, have them grant access for a delegate to complete the reimbursement on their behalf.
      Instructions: https://businessservices.wisc.edu/documents/3024-2-how-to-assign-an-alternate-procedure/
  2. If the e-Reimbursement needs to be completed in advance and no NetID is set up yet, the relocation reimbursement can be completed using a non-employee ID.
    Instructions: https://businessservices.wisc.edu/documents/non-employee-e-reimbursement-profile-set-up-change-form/
  3. Complete the e-reimbursement for the new employee.

Detailed Steps for Completing e-reimbursement for Relocation

  1. Open a browser.
  2. Browse to https://my.wisc.edu/.
  3. Click the Shared Financial System app.
  4. Select “Expenses.”
  5. Select “Create Expense Report.”
  6. Complete the fields:
How to Fill in the Fields
Field Name What to Enter/Select Notes
Business purpose Relocation An alert will pop up letting you know that 30% of tax must be withheld from the expense report. Click “Done” to acknowledge.
Description Describe the expense in one sentence.
Default location Madison, WI
Reference Select “Not a Travel Related report”
Date of departure Enter move date
Date of return leave blank
Attachments include the CALS Relocation Authorization letter from Step A.
Accounting defaults Enter in the funding information which appears on the CALS Relocation Authorization letter from Step
Justification Describe the expense briefly. The date must be included. Example: Relocation stipend for Amy Santiago to relocate from New York, NY to Madison, WI on 12/31/23 to assume the role of Assistant Professor. 
  1. Add expense lines.
    1. Under “Expense Report Action” select “Add Expense Lines.”
How to Fill in the Fields
Field Name What to Enter/Select
Line One
Expense Type Relocation – Stipend
Description “Relocation”
Reimbursement Method Personal Funds
Amount Enter full amount from the authorization letter
Originating Location Enter place from where the person moved
Expense Location Madison, WI
Accounting Should automatically default to what was entered above
Line Two
Expense Type E-Re Estimated Withholding
Description “Required withholding”
Reimbursement Method Personal Funds
Amount Enter the amount, 30% of the total from the CALS Relocation Authorization letter from Step A.
  1. Click Save.
  2. Submit expense report. If there are any errors, it will let you know before you submit.
    The amount due to the employee should be the relocation stipend minus the 30% withholding.

Notes

  • A reimbursement for relocation cannot be completed any more than thirty days before someone relocates.
  • 30% of the reimbursement total will be withheld for tax purposes.
  • If there are multiple accounts/funds being used, you can designate that in individual expense lines by dollar amount or percent.

Questions


Keywords:
russell lab hub administrationmoving relocation expenses reimbursement employee 
Doc ID:
46208
Owned by:
Ashley B. in Russell Labs Hub
Created:
2015-01-14
Updated:
2024-12-04
Sites:
Russell Labs Hub