UNIVERSITY OF PITTSBURGH PROCEDURE 05-07-02
CATEGORY: FINANCIAL AFFAIRS
SECTION: Business Expenses
SUBJECT: Moving Expenses--Household Goods
EFFECTIVE DATE: June 28, 1995 (Published May 28, 1996)
PAGE(S): 3
I. PURPOSE
To provide the University procedures for the arrangement and
purchase of household goods relocation services.
II. SCOPE
This procedure is applicable for household goods and personal
moving expenses when University funds including unrestricted,
restricted, endowment, student loan, and plant funds are to be
expended for the relocation of full-time faculty, librarians, and
administrative and professional staff who are newly hired by the
University or are being transferred to a new University location.
III. PROCEDURE
A. Requesting Moving Services
Department
Administrator 1. If needed prior to extending
moving service benefits,
Administrator may contact the
Department of Parking &
Transportation to obtain a
preliminary cost estimate.
Department of Parking
& Transportation 2. If requested, provide
preliminary cost estimate
based upon information
obtained from Department
Administrator. The
preliminary estimate will not
be binding and is for
departmental information only.
Department
Administrator 3. Obtain written authorization,
in accordance with Policy 05-
07-02, Moving Expenses--
Household Goods, prior to
extending moving service
benefits.
4. Contact the Department of
Parking & Transportation,
(412) 624-4433, (E-mail:
TRAVEL@vms.cis.pitt.edu) who
will coordinate moving
services. Be prepared to
supply the following
information:
a. The relocating employee's
name, social security
number, telephone number,
and the city from which
the move is to originate.
b. The University account
number to which the
moving costs are to be
charged; and dollar
limitation set by the
department paying for the
move, if any.
Department of Parking
& Transportation 5. Assign the move to a
University certified moving
company, pending the
acceptance of the relocating
employee.
6. Contact relocating employee,
provide moving instructions,
answer questions, and alert
employee which University
moving company will be
providing service. If the
assigned moving company is
unacceptable to the relocating
employee, then the Department
of Parking & Transportation
will provide a list of
certified moving companies
from which the employee may
choose. If the relocating
employee selects a moving
company not University
certified, the relocating
employee assumes the
responsibility for the
planning, preparation, and
execution of their move. If a
non-certified mover is
selected, the relocating
employee is required to
provide the Department of
Parking & Transportation with
a copy of the moving cost
estimate in order for Parking
& Transportation to arrange
billing.
Moving Company 7. Contact relocating employee
to arrange site visit in order
to prepare price quote.
8. Provide Department of Parking
& Transportation with written
price quote.
Department of Parking
& Transportation 9. Inform Department
Administrator of price quote
and seek approval to finalize
move.
Moving Company 10. Provide service as allowable
by University policy and
according to instructions from
the relocating employee.
11. Alert Department of Parking &
Transportation of any
discrepancies between quote
and services provided.
Department of Parking
& Transportation 12. If discrepancies arise,
immediately contact Department
Administrator to approve any
extra costs.
Moving Company 13. Upon completion of move,
invoice the Department of
Parking & Transportation.
14. If necessary, invoice employee
for any portion of moving
costs for which the relocating
employee may be responsible.
Department of Parking
& Transportation 15. Review invoice and process
through Procurement &
Materials Management to pay
moving company.
16. Forward a completed Business
Travel Request (Form 0062) and
copy of invoice to the
Department Administrator for
approval.
Department
Administrator 17. Approve, sign, and return the
Business Travel Request to the
Department of Parking &
Transportation.
Department of Parking
& Transportation 18. Attach approved Business
Travel Request to an
Interdepartmental Charge (Form
0020) and submit to Accounts
Payable in order to debit the
authorizing department's
University account.
19. Forward a copy of the invoice
along with the relocating
employee's name and social
security number to the Payroll
Department for tax purposes.
20. Maintain files and records
pertaining to move.
IV. REFERENCES
Policy 05-07-01, Travel & Business Expenses
Policy 05-07-02, Moving Expenses--Household Goods