Topics Map > Financial
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
- https://policy.wisc.edu/library/UW-3079
- https://businessservices.wisc.edu/documents/3079-1-processing-a-relocation-stipend-procedure/
High-Level Steps
A. Complete a CALS Relocation Authorization letter.
- Download a copy of the letter here: https://uwmadison.app.box.com/s/hatk674rgeogs1jj3o64jou3s3345c2m
- Note: the letter is a fillable Microsoft Word document.
- Verify the information with Department Chair and/or Department Administrator as needed (dollar amount, funding source, etc).
- Complete the letter.
- Email the letter to Russell Labs Financial Services.
- Russell Labs Financial Services will submit to CALS Accountant, and then send completed letter back.
- 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.
- Have the faculty or staff member log into their account.
- 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.
- Check with HR to find out when they can have their account and NetID set up in advance of their start.
- 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/
- 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.
- 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/ - Complete the e-reimbursement for the new employee.
Detailed Steps for Completing e-reimbursement for Relocation
- Open a browser.
- Browse to https://my.wisc.edu/.
- Click the Shared Financial System app.
- Select “Expenses.”
- Select “Create Expense Report.”
- Complete 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. |
- Add expense lines.
- Under “Expense Report Action” select “Add Expense Lines.”
| 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. |
- Click Save.
- 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
- Please contact the Hub Administrative Assistant.