Skip to Main Content

Accounts Payable Division of Administration & Business Affairs

Support Page Content

Moving & Relocation Expenses

**Notice- Processing times for Moving & Relocation reimbursements are approximatley 12-16 weeks out from received date**

The University is authorized, depending upon availability of funds, to assist in paying a portion of the moving and travel costs of a new employees.

The State of California and the Trustees of the California State University have issued rules and regulations concerning the procedures for making reimbursement of household moving expenses for a new employee. All claims for reimbursement must be accompanied by itemized receipts for each expenditure processed by the University. Claims for employees must be approved and signed by the Vice President/Provost .

The University letter of offer indicates the maximum dollar amount which the University may pay toward relocation, moving and travel expenses.

Moving & Relocation Expense Policy

Moving & Relocation Guidelines

An employee and spouse or registered domestic partner may be reimbursed for relocation travel expenses (defined as one-way trip, from the former residence to the general area of the new campus or other primary job location). In addition, to one house-hunting trip (round trip from former residence to campus) in accordance with the current reimbursement rates described in the CSU Travel and Business Expense Reimbursement Policy. Mileage will be reimbursed for the shortest, most direct route from the former residence to the Sacramento State area. If during your trip to your new home you stop over, or make side trips for sightseeing, the additional expense will not be reimbursed. Spouse or registered domestic partner do not have to travel together or at the same time as employee. However, only one trip per person shall bereimbursed.

Reimbursable Expense Guide

Relocation Companies

Below is a list of current CSU systemwide, or multi-campus, companies with contracts for household moving services.

Tax Law Changes For Moving & Relocation Expenses

Effective January 1, 1999, reimbursements for the following expenses are subject to withholding, including Federal income tax (22%), State income tax (6.6%), Medicare (1.45%) and Social Security (6.2%) for a total of 36.25% withholding: The tax reform bill (H.R. 1, P.L. 115-97), which was enacted on December 22, 2017, included a change to the taxability of moving and relocation expenses. In 2017 and prior years, certain “qualified moving expenses” for new employees were excluded from gross income.

PLEASE NOTE: As of January 1, 2018, all moving expenses paid or reimbursed by the CSU are taxable as wages to the recipient. This information will be reported to the State Controller’s Office. The payroll warrant distributed to you, or a subsequent payroll warrant, may have the 36.25% taxes withheld. This will be in addition to your normal payroll withholding.

  • Meals connected with the move;
  • Pre-move house search trip;
  • Temporary living expenses;
  • Leases, unexpired (former city only);
  • Storage more than 30 days after moving into residence;
  • Mileage reimbursement in excess of the federal moving expense mileage rate (18 cents per mile, new rate effective January 1, 2022).

In addition, any moving expenses reimbursed when either the federal time test or the federal distance test is not satisfied are also subject to withholding. To satisfy the federal time test, an employee must work full time for 39 weeks during the 12 months immediately following the move. To satisfy the federal distance test, an employee's new headquarters must be at least 50 miles farther from the employee's former residence compared to the distance between the former residence and the old headquarters.

Reimbursement Process

The moving and relocation reimbursement process is currenlty under revision. The campuses patience on this is appreciated until notice is sent out.

Request for reimbursement must be submitted within 60 days of employment start date.

Please email sacstatetravel@csus.edu the following information.

  • A copy of your signed offer letter with the amount of the moving and relocation amount stated in the letter.
  • Any receipts related to the move.

Payroll will process a one-time payment. The amount is taxable and will be deducted from the check. If the employee is currently signed up for direct deposit for payroll, then the relocation check will also go into their account.

Please feel free to email Sac State Travel if you have additional questions.