Relocation Reimbursements

Rice faculty/staff submit an expense report for Relocation reimbursement in the expense module in iO.

Rice reports reimbursements of moving expenses in accordance with IRS regulations. All reimbursable expenses paid by either the individual or Rice will be treated as taxable wages with applicable income withholding, social security, and Medicare taxes withheld. These taxable amounts are included with the wage and tax amounts reported on the W-2. 

Helpful information and FAQs related to moving expenses are available at www.irs.gov. 

Please see the Relocation Process and Procedures for additional information including a list of reimbursable  and non-reimbursable Relocation expenses.

Relocation Reimbursement Process

Relocation Reimbursements Procedures

Relocation Reimbursement Form

Who is eligible to receive relocation reimbursements?

New full‐time employees who are moving at least 50 miles (the mileage threshold is pursuant to IRS regulations) to become an employee at Rice, and existing Rice employees who are relocating in connection with either beginning or ending an assignment that requires them to reside in on campus housing, such as college masters are eligible to receive Relocation reimbursements.

What expenses are NOT allowable for relocation reimbursements?

Rice does not reimburse the following nondeductible moving expenses::

• Vehicle tags
• Driver’s license fees
• Expenses of selling a home
• Expenses of breaking a lease
• Home improvements
• Loss on the sale of the previous home
• Loss on disposal of club memberships
• Mortgage penalties
• Real estate taxes
• Refitting of carpets and draperies
• Security deposits and utility hookup fees
• Costs of acquiring the new residence
• Lodging and meal costs incurred incidental to sightseeing or vacation taken en route

What expenses ARE allowable for relocation reimbursement? 

Rice generally reimburses the following nondeductible expenses:

• Packing, transportation and unpacking of household goods.
• Moving one vehicle per licensed driver in the household.
• Meal expenses.
• Temporary living expenses (refer to section B1C of the Relocation Procedures for the time length).
• Storage expenses within 30 days after items are moved from the former home.
• Pre-move house hunting expenses.

What documentation is required for a relocation expense report?

Detailed, itemized receipts are required for Relocation expenses. Attach the detailed itemized receipts to the corresponding expense lines of the expense report.

Attach the completed Relocation Form to the expense report.

Attach a copy of the offer or appointment letter that includes information about relocation expenses to the expense report (salary information should be blacked out).

What is the process for Rice being billed directly for Allied Van Lines or United Van Lines?

The university’s two preferred moving vendors are Allied Van Lines and United Van Lines. These companies bill the university directly so that the employee does not have to pay out of pocket.

The employee sends the estimate from the vendor to their department. The department will then open a Purchase Requisition. Once the Purchase Requisition is completed, the vendor will be sent the Purchase Order number. Once the service is completed, the vendor will then send the invoice to payment@rice.edu to receive payment.

For Relocation inquiries/assistance, please contact expenses@rice.edu or submit a help desk ticket for category Expenses.