Office of
Human Resources

Moving Benefits

Eligibility:
Full-time Faculty and Salaried Staff Grade 10+

Who Pays:
University

Effective Date:
Upon employment

Description:
NOTE: Under the Tax Cuts and Jobs Act of 2017, the personal deduction for relocation expenses and the exclusion from income of employer-paid relocation expenses are suspended from January 1, 2018 through December 31, 2025.  As a result, all moving expenses incurred on or after January 1, 2018, whether reimbursed to an individual or paid to a vendor on behalf of an individual, are taxable income to the individual.

When an individual is hired by the University and it becomes necessary to move to the local area, the University may provide financial assistance for moving expenses up to $25,000 per family. Relocation under a 100-mile radius is subject to approval by the Compensation Committee, and the amount may be reduced as determined by the committee.  If both spouses are hired by the University, irrespective if this happens at the same time or not, the family is limited to the established cap. This benefit provision is limited to a five-year period from the date of hire. 

Additionally, 25% tax assistance on the reimbursed expenses will be provided. 

Duplicate housing benefits are separate from and not included in the moving expenses cap. No tax assistance is provided for this benefit. 

The moving expenses covered, the duplicate housing  payment, and the tax assistance are considered taxable benefits.

Please remember that moving expenses must be approved by Human Resources prior to the move for any reimbursement to be processed and that all applicable receipts must be submitted for reimbursement.

Employee relocation:

  • From outside of the United States must sign this moving agreement (international) prior to benefits being approved and paid
  • From within the United States must sign this moving agreement prior to these benefits being approved, paid, and the University initiating the move

Below are the eligible moving expenses for employees relocating to Andrews University from within the United States. All expenses are subject to the capped amount above. 

  1. Pre-Move Expenses
    After an offer of employment has been extended and accepted and the employee/employer relationship is established, eligible employees will be reimbursed for a pre-move visit intended to prepare for the relocation of the household and family. Typically, this visit is utilized to secure housing. Eligible expenses under this policy include meals and lodging for up to one week, travel (mileage or airfare) and transportation for employee and spouse.
     
  2. Relocation of Family Members
    Reasonable and customary expenses for transportation to the new home for eligible employees and their immediate family members will be reimbursed. Airline travel should utilize the lowest logical available fare and where possible, be booked far enough in advance of the travel to guarantee the lowest possible fare. If travelling by car, the travel expense is reimbursed at 100% of the regular mileage allowance to move the employer's car or up to two cars for employee and spouse.

Mileage allowance includes mileage at the university mileage rate, plus highway tolls for the vehicle. The reimbursements are based on traveling by the most direct route with an average of 500 miles per day.

The per diem allowance rate for the employee, the spouse, and each accompanying child is determined annually. When fully entertained, the per diem allowance must be declared. Overnight lodging is also reimbursed.

  1. Household Goods
    Andrews University will pay the costs of having your personal goods moved by an experienced moving company via freight, van, or container (for international employees). Prepaid-covered expenses will be reimbursed as soon as possible upon your arrival. Please provide original receipts to the Office of Human Resources for reimbursement.

If you wish to move yourself, Andrews University will reimburse you for the expenses associated with the move such as truck rental, gas, mileage, and tolls. It may also include reimbursement for the expenses of workers you might hire to assist you in loading/unloading the truck. If you have more than one car, we would reimburse the rental of a tow bar. A self move is at your own risk and damages will not be covered by the University.

  1. Moving Allowance
    A flat amount of $1,500 for moving allowance will be paid per employee/family.  This allowance is available to you after you are on payroll and the moving agreement has been signed and returned to HR.  
     
  2. Automobile 
    The University will cover the move of one vehicle at 100 percent of the regular mileage allowance. Additionally, if you are moving to the State of Michigan and will be required to pay registration fees for your vehicle, you may report such expense(s) for up to two cars for reimbursement. This does not include reimbursement for driver's license.
     
  3. Temporary Living Arrangements
    The university has limited housing available for its employees. To make your transition easier, we recommend you inquire as soon as you know you will be moving to the area with the estimated date of your arrival. The Housing Department prioritizes the applications in the order they are received. You may contact the housing department at (269) 471-6979.

If you need temporary living arrangements upon your arrival on campus, Andrews provides the following courtesies:

  1. Guest Meals:  Andrews University may provide complimentary meals at the cafeteria for up to 14 days following arrival. After that period you may use the 25% discount available to employees.
  2. Guest Rooms: Andrews University may provide temporary guest accommodations in guest rooms, dormitory rooms, or such other facilities as may be available up to 14 days. After 14 days, if the accommodation is still necessary and available, there will be an assistance of 50% of the usual charge for the facility for an additional six weeks. These accommodations must be arranged for in advance by contacting the Office of Human Resources at hr@andrews.edu or (269) 471-3327.
  3. Note: any other temporary living arrangements (e.g. Airbnb) not approved by the Office of Human Resources prior to arrival are subject to denial of coverage.
  1. Duplicate Housing
    When an employee relocates, he/she may be legally required to continue his/her lease or fail to sell or rent his/her home, and is required to pay housing expenses at both his/her former location and his/her new location. Housing assistance is available for employees whose moving expenses are covered by the university and may be granted for a limited time when payments are being made at both locations and both homes are habitable. Dual housing assistance and/or its amendments does not apply for rental or income properties.
    The following options are available to choose from:
    1. Monthly reimbursement: reimbursement of the monthly cost* of maintaining the house from which the employee has moved, provided it is placed on the market. If the house is rented while on the market, the rental income is used to reduce the duplicate housing assistance.  (a) First three months—house is priced at its appraised value. (b) Next three months—a certified appraisal must be submitted; house is advertised for another three months at this appraised price. (c) After six months—house must be marketed at 95% of the appraised price; this is subject to Compensation Committee approval. Additional time may be approved by the action of the Compensation Committee. 
    2. Shared loss: consideration of the shared loss provision must be discussed with and approved by HR up to the first 30 days of employment. The university's share of the loss will be 50% or six months of the monthly reimbursement amount, whichever is lower.
    3. Cash-out: a cash-out provision with calculation as follows: 83% of the estimated cost of the monthly allowable duplicate housing benefit for the average period of time a house stays on the market in the given area. Any settlement must be approved by the Compensation Committee and is limited to a maximum of $40,000.

*The monthly allowance for duplicate housing is based upon the actual costs of principal, interest, taxes, insurance, utilities, and reasonable property maintenance costs. 

  1. Moving within Berrien Springs
    The university will pay for the first move into an employee's purchased home from a rented or university house.  

The university will pay for any moving from one university house to another if the move is at the request of the university.

  1. Non-covered Items
    The university does not move nor reimburse expenses for the moving of animals, firewood, moving of a second car, recreation vehicles, boats, tractors or excessive weight loads, nor materials or liquids that are highly combustible. It is your responsibility to have major appliances such as refrigerators, freezers, stoves, washers and dryers ready for moving prior to the arrival of the moving van. This could mean defrosting refrigerators and freezers and observing that dryers and stoves are properly disconnected. Any costs associated with this preparation, as well as the cost of any packing materials and labor is not reimbursable.
  1. Provisions for moving retirees from University service
    The university will cover moving costs up to $15,000 for employees who retire from the university and were moved by the university at the time of employment. This provision is available within the first five years following retirement. The retiree must obtain authorization from the Office of Human Resources and submit a current W-9 form prior to a move.
     
  2. Miscellaneous
    Questions related to the actual moving of your goods should be directed to the mover. Other questions associated with your move should be directed to the Office of Human Resources. After your move is completed, please submit your receipts and other information such as mileage, hotel and others so that reimbursement can be processed promptly.

We want to make your move to Andrews University as pleasant as possible. Please let us know how we can be of help to you. You can reach the Office of Human Resources by phone at (269) 471-3327, fax (269) 471-6293, or email hr@andrews.edu. If you are already here at Andrews University, please stop by the Office of Human Resources located in the Administration Building, Room 216.
 


In order to begin making arrangements for your move, please print out and complete the inventory list form and the Amortization Agreement and return both forms to the Office of Human Resources as soon as possible. You may mail or scan and e-mail them to us at:

Office of Human Resources
Andrews University
Berrien Springs, MI 49104-0840

hr@andrews.edu 

You may also fax the forms to us at (269) 471-6293.

This information will then be forwarded to a few moving companies for a quote on the cost and they will then contact you regarding the details (such as pick-up/delivery dates) of your upcoming move.

 

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Office of Human Resources