Moving Expense Reimbursement

Federal Tax Law: 

For tax years beginning after 2017, moving expenses reimbursed by employers are taxable income as defined by the Internal Revenue Service. 

College Policy: 

It is the policy of the College to permit the reimbursement of moving expenses only for new employees within one year from the date of hire according to the following schedule: 

• Local Moves:  
  • No moving allowance will be granted for moves within a 50-mile radius of Ithaca. 

• Faculty: 
  • All reimbursements are to be negotiated by the hiring dean of each individual school.  The Office of the Provost will fund reimbursements up to $3,000.  Any Reimbursements above $3,000 must be funded by the individual school. 

• Executive Appointments (Group I Employees): 
  • All reimbursements are to be negotiated by the President or appropriate Vice President. 

Moving Expense Reimbursement Procedure: 

New employees seeking reimbursement must complete an Ithaca College Summary of Moving Expenses Form and submit it along with complete receipt documentation to the appropriate assistant to the dean, or executive assistant to the president or vice president.  The dean’s office or department must complete the online form and attach receipts and a copy of the offer letter, which states the maximum level of reimbursement approved, and submit the online form to payroll@ithaca.edu and provostfinance@ithaca.edu (in the case of faculty only).  Payroll will process the reimbursement and ensure the taxable income is included in the employee’s W2 at year end. 

Reimbursable Moving Expenses: 

Moving expenses (incurred within one year from date of hire) paid for by the college are taxable wages, including: 

• Price for movers 

• Pack and ship services 

• Moving trucks or trailers 

• Storage incurred in transit 

• Fuel for miles driven from former residence to new residence 

• Temporary lodging incurred from former location to new location 

• Parking fees and tolls 

If relocating by car, reimbursable moving expenses include either: 

• Actual out-of-pocket expenses, such as the amount paid for gas and oil, with receipts, OR 

• The standard mileage rate of 22 cents a mile (effective July 1, 2022) or standard mileage rate in effect at the time. 

Non-reimbursable Moving Expenses: 

The following items are not reimbursable moving expenses: 

• Any part of the purchase price of new home/residence 

• Expenses of buying or selling a home/residence (including closing costs, mortgage fees, and points) 

• Expenses of entering into or breaking a lease 

• Improvements to help sell home/residence 

• Loss on the sale of home/residence 

• Mortgage penalties 

• Real estate taxes 

• Refitting of carpet and draperies 

• Car tags 

• Driver’s license 

• Losses from disposing of memberships in clubs 

• Return trips to former home/residence 

• Security deposits (including any given up due to the move) 

• Storage charges except those incurred in transit 

• Moved prior to the offer of employment. 

• Any part of general repairs, general maintenance, insurance, or depreciation for vehicle(s). 

• Meal expenses incurred during move. 

• Cost of unnecessary side trips or lavish and extravagant lodging during move.