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Employee Moving Authorization Procedure

PRIOR TO INCURRING EXPENSES:

1. Hiring department issues official Employment Letter of Intent including moving allowance to potential UNCW employee.
   
   
2. Department prepares, electronically signs and routes ACG 1.70 Employee Moving Authorization Form.
   • Tax Compliance Office Forms link: http://www.uncw.edu/tax/forms.html
   • Refer to second page of Form ACG 1.70 for detailed instructions.
3. Department initiates with Purchasing at extension 2-3190 to obtain quotes for the movement of household goods when the employee chooses to contract with a UNCW preferred vendor. 
   • Purchasing coordinates with Tax Compliance Office to obtain OSBM approval when the billed weight listed in the quote exceeds 15,000 lbs.
   • NOTE:  OSBM approval is required for weight exceeding 15,000 lbs. and/or for items that require special handling (i.e. personal vehicle, boat, animal, etc.).

AFTER MOVE IS COMPLETE:

1. Department prepares and routes to Budget Authority ACG 1.50 Check Request Form for moving expense reimbursement payable to the employee for moving expenses not paid via PO.
   • Supporting documentation to attach to Check Request
     • Copy of official Employment Letter of Intent
     • Copy of PO for moving company, if applicable
     • All original receipts associated with the move  
     • MapQuest printout for mileage, if applicable
     • All other related documents.
2. Department Budget Authority signs and submits ACG 1.50 Check Request Form with attached documentation to the Tax and Financial Reporting Accountant for review and approval.
     
3. Tax Compliance Manager routes approved Check Requests to Accounts Payable for processing.

Direct all questions to the Tax and Financial Reporting Accountant at extension 2-2757.

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