Policy

Davidson College recognizes that new employees selected as a result of a national or regional search should be granted some reimbursement of normal moving expenses.

Eligibility

• New employees must move at least 50 miles to be eligible for this benefit.
• Moving expenses must be incurred within one year of the date of employment.
• The moving expense payment/reimbursement category of the new employee will be indicated in the offer letter.
• This policy covers expenses incurred to move belongings within the continental United States. The new employee is responsible for any costs associated with the transport of personal belongings from another country or US territory to the continental United States.
• The President must approve exceptions to this policy.

Policy Details

Payment/Reimbursement Categories

• 80% Payment of Normal Moving Expenses - Moving expenses for new tenure-track faculty will be paid at 80%. Moving expenses for new staff selected for positions classified at or above Grade 8 will be paid at 80%.
• $2500 Lump Sum Reimbursement for Visiting Faculty - New, full-time, visiting faculty members will be paid the lesser of $2500 or 80% of actual moving expenses.
• $1000 Lump Sum Reimbursement - New salaried employees selected for positions classified as Grade 5, 6 or 7 will be paid the lesser of: $1000 or 80% of actual moving expenses.

Moving Provisions and Exclusions

In general, the College will only pay for the movement of belongings from one location. Additional expenses charged for moving large or unusual items (such as, pianos, automobiles, boats, extraordinary cost to move works of art, etc.) will not be considered a reimbursable expense. Questions regarding eligibility or reimbursement procedures should be directed to the Human Resources office at 704-894-2213.

Process

Guidelines for 80% Benefit

• New employees eligible for 80% payment of moving expenses should make all moving arrangements through the Davidson College Housing Office of the Physical Plant (704-894-2734).
• The college has contracted with a national moving service which provides a group discount to the College. The Physical Plant Office must make initial contact with the moving company to authorize payment by Davidson College.
• Moving which is arranged through the college’s contracted moving service will be billed directly to the college. Once the billing has been received, the college pays the entire bill and forwards an invoice to the new employee for the remaining amount or percentage.
• The 80% benefit applies only to the movement of belongings. Meals, hotel costs, etc. are not reimbursable in this category.

Guidelines for $2500 or $1000 Lump Sum Reimbursement

• Salaried employees eligible for this benefit can personally arrange for moving and retain all receipts, or arrange for moving through the Davidson College Housing Office of the Physical Plant, (704- 894-2734.
• All moving expenses charged by the contracted moving company will be billed to the College. The employee will receive an invoice for the amount beyond the eligible reimbursement.
• Receipts for actual moving expenses should be presented to the Housing Office. Since this benefit has a $2500 or $1000 maximum, employees (moving themselves) may submit receipts for gas, hotel, meals, etc. in addition to receipts for truck/trailer rental and packing materials.

Questions regarding this policy should be directed to Human Resources at 704-894-2213.