Moving/Relocation Assistance Policy
| As part of Bryant University’s commitment to recruiting the most qualified candidates, the University may provide monetary assistance and reimbursement for certain expenses associated with the relocation of new employees and their families to the Rhode Island area.
Moving/Relocation assistance may be authorized for new employees who meet the following criteria:
Reasonable moving/relocation expenses, up to the amount authorized in the employee’s appointment letter, will be reimbursed in accordance with IRS guidelines (see below).
Qualified Moving Expenses
Per IRS regulations, “qualified” moving expenses are expenses incurred within one year from the date the employee first reports to work and includes:
Nonqualified Moving Expenses
Per IRS regulations, reimbursements/payments classified as “nonqualified” include, but are not limited to:
Reimbursement/payment for moving expenses will be reported on the employee’s W-2. Expenses considered “qualified” by the IRS will be shown as an excludable moving expense reimbursement and is reported on the W-2 as informational reporting only. Expenses considered “non-qualified” by the IRS will be included as taxable income. More information on the IRS guidelines for reimbursement of moving/relocation expenses may be found at www.irs.gov/publications/p521 .
An employee may either have eligible moving/relocation expenses direct billed to Bryant University and/or apply for reimbursement of covered expenses up to the authorized amount as specified in the employee’s appointment letter.
Bryant University will direct pay to a moving company, up to the authorized limit, the cost of packing and moving household goods. The University’s preferred moving contractor is Paul Arpin Van Lines; however, employees may use other moving contractors. Arrangements to contract with a moving company must be approved in advance by the Director of Purchasing. Bryant reserves the right to require multiple bids from moving contractors. The authorized amount will be charged to the home budget of the employee.
Reimbursement of eligible moving/relocation expenses will be made upon arrival of the employee. Employees will need to complete the Travel Advance and Business Expense Reimbursement Form, obtain required signatures, and provide required receipts.
Exceptions to this policy may be approved, in advance, by the president or his/her designee.