UNIVERSITY OF PITTSBURGH PROCEDURE 05-07-02

CATEGORY:               FINANCIAL AFFAIRS

SECTION:                   Business Expenses

SUBJECT:                  Moving Expenses--Household Goods

EFFECTIVE DATE:   November 18, 2010 Revised

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

      Requesting Moving Services

      Department Administrator                   1.   If needed prior to offering moving service

                                                                         benefits, Administrator may contact the

                                                                         Department of Parking, Transportation and

                                                                         Services to obtain a preliminary cost estimate.

      Department of Parking,

      Transportation and Services               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
                                                                        and Services, (412) 624-4433, (E-mail:

                                                                        travel@pitt.edu) who will coordinate moving

                                                                        services. Be prepared to supply the following

                                                                        information:

                                                                        a.   The relocating employee's name, 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 and Services              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 and Services

                                                                        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

                                                                        and Services with a copy of the moving cost estimate.

      Moving Company                                7.   Contact relocating employee to arrange site visit in

                                                                        order to prepare cost estimate.

                                                                  8.   Provide Department of Parking, Transportation

                                                                        and Services with written cost estimate.

      Department of Parking,

      Transportation and Services              9.   Inform Department Administrator of cost estimate

                                                                        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 and

                                                                         Services of any discrepancies between cost

                                                                         estimate and services provided.

      Department of Parking,

      Transportation and Services              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 and Services.

                                                                   14.  If necessary, invoice employee for any portion of

                                                                          moving costs for which the relocating employee

                                                                          may be responsible.

      Department of Parking,

      Transportation and Services               15.  Review invoice and authorize payment to 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 and Services in a timely manner.

      Department of Parking,

      Transportation and Services               18.  Process a Interdepartmental Charge in order to

                                                                          debit the authorizing department’s University

                                                                          account.

                                                                   19.  Maintain files and records pertaining to move.

IV.  REFERENCES

      Policy 05-07-01, Travel & Business Expenses

      Policy 05-07-02, Moving Expenses--Household Goods