Human Resources is the starting point for Relocation. Departments offering a Relocation Reimbursement should coordinate with the HR Talent Acquisition Specialist to determine if the position is eligible for relocation. If so, the hiring department is asked to complete a Relocation Information Form during the hiring process. This form is automatically routed to Accounts Payable in Procurement and Vendor Services. From there, a Reimbursement Specialist will reach out to the new employee to help guide them through the process.
Basic Moving Guidelines
- Employees must complete the Moving Expense Agreement prior to incurring any expenses.
- Reimbursement may not occur prior to the first day of employment.
- Employees have up to one year to submit expenses.
- All moving expense reimbursements are taxable to the employee.
- Departments determine the amount of the relocation allowance.
- The maximum allowance can not exceed 10% of the employee’s base salary.
- If the university is hiring more than one member of a household, the reimbursement is limited to only one employee, based on the employee with the greater base salary.
- Reimbursements are made after the move is completed or the employee has met their reimbursement allotment.
- State agencies cannot pay directly, be invoiced, or contract directly with a commercial mover or third party providing moving services.
Allowable Moving Expenses
The moving allowance covers both House Hunting and the Actual Move. There is not one allowance for each, but the total allowance may be used for either or both.
Below is a list of the most common expenses.
House Hunting
- One House Hunting trip is reimbursable.
- Round trip is allowable for up to two (2) people.
- Meals and incidentals are reimbursed at the Idaho State employee rate.
- Lodging for four (4) nights.
- Rental Car for five (5) days.
Actual Move
- One way transportation for four (4) household members.
- Lodging while in transit for reasonable transit time.
- Meals and incidentals while in transit for four (4) household members.
- Transport of two (2) privately owned vehicles (either mileage or commercial transport).
- Mileage will be determined through Google Maps and reimbursement will be made for the most direct route.
- Moving company or self-move of household goods.
What to Know Before You Go
Once our Reimbursement Specialist receives your Relocation Information Form, they’ll reach out to schedule a brief introductory call. This helps us tailor our support to your specific needs and ensures we’re fully aligned with the timing and structure of your move. Here are a few things we’ve learned for you to be aware of.
- Anything purchased with “points” is not reimbursable. We can reimburse for a ticket purchased with a voucher but not with frequent flier miles.
- Meal receipts do not need to be saved, reimbursement is done through GSA Per Diem.
- Gas receipts for a personal vehicle do not need to be saved, reimbursement is done through the State Mileage Rate.
- Gas receipts for a rental vehicle do need to be saved.
- Payment to friends or family for moving help is not allowed. Hiring a service is.
- You may stay with friends or family during your house-hunting trip but you can not pay them for lodging. You can, however, collect up to five (5) days per diem during this time.
Moving Policy
Please review Boise State 7140 Moving Policy prior to using your personal funds to pay for certain relocation costs and/or before advising a new employee on their relocation costs.