2.  Relocation Overview  Policy & Procedure Changes  UGAmart Demo  Q & A

3.  Move related to start of work ◦ Within one year after report to work unless extenuating circumstances  Time ◦ work full-time in the area of the new workplace for at least 39 weeks during the 12 months immediately after the move ◦ Academic payroll : full-time equals Fall and Spring semesters (one academic year)  Distance ◦ new work >50 miles farther from former home than the old workplace

4.  Original offer letter ◦ Must contain formal, specific amount for relocation ◦ Post-offer negotiated amounts will be considered a violation of the Gratuities clause of the Constitution of the State of Georgia  Full-time salaried position ◦ 1 year

5. 1. Letter of Offer ◦ Specific dollar amount for relocation in original offer 2. Relocation and Moving Expense Agreement ◦ Must be signed by employee, department head, and Dean/Vice President ◦ If $15,000 or more – must be signed by Senior VP 3. Relocation Expense Authority (REA) ◦ Contains pre-printed control number for tracking payments ◦ Funding source/authorization of funds **No expenses may be incurred prior to the signature dates of the offer letter and relocation agreement **

6.  Non-taxable Expenses ◦ Processed through Accounts Payable ◦ Encumbrance will automatically be reduced  Taxable Expenses ◦ Processed through Payroll  Email will be sent with taxable amount to department  Department will complete monthly personnel ◦ Encumbrance will be manually reduced ◦ Amount will be on monthly paycheck with federal, state, and FICA taxes withheld.

7.  FAPL ◦ Controller’s Division ◦ Relocation and Moving Expenses http://www.policies.uga.edu/FA/nodes/view/1051/ This link includes: Policy Procedure Forms and Documents Frequently Asked Questions Helpful Tips IRS Publication 521 http://www.irs.gov/publications/p521/ix01.html

8. Payment/Reimbursement Guidelines  Relocation Package to encumber funds  Request for Reimbursement of Relocation Expenses form  Pink Check Request ONLY ◦ UGAmart Form ◦ Requests are not allowed to be submitted in eCheck system

9. Transporting Household Goods:  Common Carrier  Less than $25000  Direct bill  Less than $10,000 – recommended that quote is obtained before services rendered  $10,000 - $$24,999 – Three quotes are preferred from moving companies prior to services rendered  Everify for Payments over $2500 http://www.busfin.uga.edu/procurement/PDF/EVerifyForm.pdf http://www.busfin.uga.edu/procurement/PDF/EVerifyForm.pdf  Greater than $25000 (unless paid for by the new faculty/staff directly)  Must be contracted for through the Procurement Office. It is recommended that you contact the Procurement Office in this situation. ***The University of Georgia presently does not have contracts with any 3 rd party moving companies***

10. Transporting Household Goods:  Common Carrier  The University has established contracts with two moving services providers. When utilizing one of these contract vendors, the University will make payment directly to the vendor regardless of dollar value. The new employee or hiring official should contact Procurement (procure@uga.edu) to be matched with one of the providers.  Benefits of Using a Contract Provider Highly Competitive Pricing Dedicated customer services team Increased opportunity for UGA to pay vendors directly More welcoming process for new faculty & staff No need to obtain multiple quotes Less paperwork-No e-Verify affidavit is required!

11. 1. New faculty/staff member or hiring official should contact Procurement (procure@uga.edu) to be matched with a contract provider.procure@uga.edu 2. Contract provider will arrange a meeting with the new faculty/staff member to obtain necessary information for quote preparation and will then provide a quote. 3. New faculty/staff member will approve quote and return to their hiring official. 4. The hiring official will submit the quote to Mark Kent via email referencing the REA #. 5. Mark will verify the availability of funds, and as appropriate will authorize the vendor to provide services and provide billing instructions. 6. Once services have been rendered, the contract provider will submit an invoice to the hiring official who will then submit the invoice for payment using the Relocation & Moving Expense Payment form in UGAmart or using a hard copy check request.

12.  Armstrong Relocation  Andra Woods, andrawoods@goarmstrong.com (256)772-6664andrawoods@goarmstrong.com  Graebel Moving Services  Terri Hardy, uga@graebel.com (770)325-9640uga@graebel.com

13. Questions & Answers Contact Information: Mark Kent (mkent@uga.edu)mkent@uga.edu Andre Simmons (asimmons@uga.edu)asimmons@uga.edu