UCSD Blink: Obtaining Approval for Move/ Transfer Expenses

Related Links
Employee Move/ Transfer and Relocation Allowance
Glossary Terms
	Moving and transferring expenses
	Transferring employee
Departments
	Travel

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Obtaining Approval for Move/ Transfer Expenses

Summary: Follow these guidelines to obtain approval for payment of moving expenses for eligible new or transferring employees.

In the right place? For arranging payment or requesting reimbursement see the links on the overview.

What to do		How to do it
1	Check eligibility for payment of move/ transfer expenses for the person being hired or transferred.	Ensure eligibilty for payment of move/ transfer expenses. Definition: Move/ transfer expenses include reasonable costs of moving household goods and personal effects to a new residence, as well as transportation to the new residence.
2	Determine the appropriate approval authority for the type of payment you are requesting.	Approval authority for move/ transfer expenses is one of the following: Staff positions Michael Yates, Director of Employment & Community Outreach Services CEO, UCSD Medical Center Dean, School of Medicine Chief of Staff, UCSD Health Sciences Deputy Vice Chancellor, UCSD Health Sciences Assistant Dean, Fiscal Affairs, School of Medicine Academic positions See the Academic Affairs Web site.
3	Obtain approval.	Before making a commitment to the person who will be moving or transferring, submit a staff approval form or faculty approval form for move/ transfer through your department chair or administrative head to the appropriate approval authority (see list of approval authorities above in Step 2). For a staff move/ transfer, you can use e-mail instead of the form as long as you provide the following details: Name and title of new or transferring employee Points of origin and destination of move Applicable dates Purpose for the request Funding source If the position was filled by an open recruitment If the approval authority approves the request, your department will receive the signed approved form (or e-mail if applicable). Attach a copy to the employee's Travel Expense Form and submit to: UCSD Travel Mail Code 0955 Attn: Chrissy Smith Note: If the point of origin is outside the United States, Mexico, or Canada, include an estimate of foreign moving costs.
4	If the person is seeking payment that qualifies as an exception to policy, follow these steps for requesting a policy exception.	The hiring department must request, in advance, any applicable exception to policy specifying: Name and title of employee for whom the exception is requested Points of origin and destination of move Applicable dates Purpose for the request Funding source Special circumstances or need for the exception Note: If more than one exception applies, state the circumstances for each one separately. Submit the request for exception to the appropriate approval authority: Staff positions Michael Yates, Director of Employment & Community Outreach Services Academic positions See the Academic Affairs Web site If you receive approval, attach original receipts, copies of the approval, and exception memos to the Travel Expense Voucher. Send this packet to: UCSD Travel Mail Code 0955 Attn: Chrissy Smith

Questions? See who to contact for additional guidance.

Notice: UC Policy and Regulations (PDF) is the source for UCSD travel policy. Published UCSD policy is decisive as it has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts.