Employee Relocation Expenses

EMPLOYEE RELOCATION EXPENSES

Philosophy
To attract outstanding talent to the University of South Florida (USF) and to be competitive in the academic marketplace, it may be appropriate to use USF Foundation funds for employee relocation expenses. All such expenses paid from USF Foundation funds must be in accordance with donor restrictions on the specific fund from which they are to be paid, and must comply with IRS regulations and USF policy as it applies to the activities of Direct Support Organizations.
Process
All relocation expense must be approved in writing by the appropriate departmental authorities and a copy of the letter of offer or employment contract outlining the relocation agreement must accompany all requests for payment from USF Foundation funds.
Taxable employee relocation expenses may not be paid directly to an employee by the USF Foundation. Employee reimbursements for relocation expense must be processed through the USF Payroll Office if determined to be taxable. USF Foundation funds may then be transferred to a university account to cover the payment. See Foundation process Transfers to USF, DSOs and Other Affiliated Entities for more information on required documentation.
Some employee relocation expenses may be paid by the USF Foundation directly to third party vendors provided the expenses are not required to be reported on the employee’s W-2. Examples of expenses the USF Foundation may pay directly are employee and family travel (but not meals), the cost of moving household goods and lodging during the move. Examples of expenses, which must be processed through the USF Payroll Office, are temporary living expenses and house hunting trip expenses. Please contact the USF Payroll Office and Foundation Accounts Payable in advance to determine taxable expenses and expenses that may be paid directly to a third party vendor.

Responsible Office /
DEPT / FDN / STEPS TO COMPLETE PROCESS /
Ö / Obtain appropriate departmental approvals.
Ö / Complete the USF Foundation Check Request/Transfer form, attaching a copy of the letter of offer or employment contract outlining the relocation agreement.
Ö / Submit USF Foundation Check Request/Transfer Form along with backup, including vendor invoices, to the University of South Florida Foundation Business Office (ALC 100).

Forms

USF Foundation Check Request/Transfer Form

For more information, please contact accounts payable personnel from the USF Foundation Contact List FOUNDATION CONTACT LIST

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