• Approvals

  Travel Request:

  Before Employment	Delegate-Unit Head-Certifying Signatory
  After Employment	Employee-Supervisor-Certifying Signatory

  VP’s approval is required for foreign moving/relocation Travel Request

  Expense Report:

  Before Employment	Delegate-Certifying Signatory-Tax-AP
  After Employment	Employee-Certifying Signatory-Tax-AP

• House-hunting Expenses
  • Create an Expense Report from the “Househunting Travel Request”
  • Expense Report Header, Primary Purpose of Travel, “Househunting expenses” should be selected.
  • All expenses will be coded as “Househunting All Expenses (Taxed)”. Be sure to add a comment as to what the expense is (i.e. airfare, lodging, meals, etc.)
• Moving Expenses (Not House-hunting)
  • Create an Expense Report from the “Relocation Travel Request”
  • Expense Report Header, Primary Purpose of Travel, “Moving Expenses (Not Househunting)” should be selected.
  • All expenses will be coded as actual moving expenses in taxable expense account 56121 (Examples; “Mileage (Taxed), “Meal for Employee and Family (Taxed))
• Documentation
  • The letter of acceptance of employment (offer letter)
  • Authorization for Moving and Relocation Expenses ( Addendum A ), this form is processed through DocuSign
  • Taxable Payments or Reimbursements to Employees Form ( Exhibit B ), this form is processed through DocuSign
  • Itemized receipts, canceled checks, credit card statements, odometer readings, or other documents that substantiate the expenses being reimbursed must be uploaded to the Expense Report in Concur.
  • Fully approved travel request
• Additional Information
  A Travel card is not allowed to be used in order to cover moving and relocation expenses. State fund is not allowed to be used.

Sources: MAPP 04.02.01B, MAPP 02.02.05, MAPP 04.02.05