Introduction

Moving allowances for individuals hired on the Professional Research and Professional Technical Staffs are set by the hiring departments and approved by the Dean of the Faculty or the Princeton Plasma Physics Laboratory.

Reimbursement as allowed under this policy will be subject to the dollar limit established by the hiring department. All arrangements and expenses must have prior approval of the appropriate hiring office.

Please note that amounts the University pays to reimburse employees for some expenses incurred in their move are excludable from taxable income, while amounts paid to reimburse them for other expenses are includable in taxable income as specifically noted in the following section. If an amount is includable in taxable income, federal law requires that the University withhold on and report such amount to the Internal Revenue Service.

Procedure

The appropriate travel office should be contacted by employees for assistance with travel arrangements, including hotel, rental car, etc., for themselves and their family.

Move: Whalen's Moving and Storage Company (800) 759-4253 coordinates all University moves and bills the University directly for costs associated with moving household items covered by this policy. Consequently, there is no cash outlay to or by employees. There is no weight minimum or maximum attached to moving household items. Princeton's contract with Whalen's provides for insurance at $5.00 per pound up to $100,000 total insured valuation at no extra charge.  Should your value exceed $5.00 per pound of your shipment's actual weight and/or $100,000, an additional charge of $5.00 per $1,000 will be incurred. Those employees who require that items not covered by this policy be moved, or need additional insurance coverage, are responsible for those expenses.

The employee should contact Whalen's directly for assistance with relocation to the Princeton area.

Reimbursement:

• One pre-move visit, including meals, tips, lodging, and rental car not to exceed three calendar days. (Includable in taxable income.)
• Transportation charges for one continuous move of household items and personal effects from the current domicile to the Princeton area. (Excludable from taxable income.)
• Container costs for household items, including book cartons, wardrobes, linen cartons, dish packs, mattress cartons, and corrugated cartons for mirrors and pictures. (Excludable.) 
• Full packing charges for faculty appointments.
• For family members, reasonable and customary expenses for transportation to the new location, including lodging not to exceed three calendar days. (Excludable.)
• Pre and post servicing of appliances following normal thrift regulations.
• For faculty members, if the distance of the move is over 500 miles, the Dean of the Faculty will reimburse the cost of shipping one auto under the moving policy.

• Charges for moving laboratory equipment, office equipment, houseplants, perishable food, firewood, boats, building materials, and domestic and non-domestic animals.
• Expedited service-unless requested by the University.
• Costs for replacing household items not transported to the Princeton area.
• Temporary living expenses. (Not to be confused with employees away on temporary University assignments.)
• Temporary storage.

To request reimbursement for any out of pocket expenses incurred, submit a travel voucher with receipts attached to the hiring office or department, as appropriate. Reimbursement may include the cost of meals including tips, lodging, transportation, car rental and other necessary and reasonable living expenses (not to exceed three calendar days). The University will reimburse for miles driven at the current flat rate. Receipts must accompany all requests for reimbursement.

Should you have any questions regarding this policy, please contact the office which appointed/hired you. If you are a new faculty member coming from outside the continental United States or Mexico, please contact the Office of the Dean of the Faculty for information on the International Moving Policy.