The matrix below serves as a general guideline for understanding reimbursable or non-reimbursable relocation expense and may not capture all expense types and conditions. Therefore, it is not intended as a replacement for policy. For more detailed information on policy guidelines and requirements refer to UC Policy G-13, Policy and Regulations Governing Moving and Relocation.

Department heads are authorized to approve relocation expenses. This authority can be delegated, but the delegated individual must have a current Signature Authorization (U242) form on file with Supply Chain Management. The Approver is responsible to ensure expenses were not previously reimbursed, all expenses are allowable per policy, and all required supporting documentation is attached.

Prior Approval for Expenses Exceeding Policy Thresholds

Exceptions to policy are highly discouraged. Relocation expenses should consist of only allowable types of expenses and not exceed maximum thresholds. In the rare case of exceptions with a strong business case, prior approval is required for expenses that will exceed the policy threshold (refer to Reimbursable vs. Non-Reimbursable Expenses above for common reimbursement limits). Obtain exceptional approval prior to incurring expenses and provide evidence of exceptional approval with the Travel Expense Voucher (TEV). NOTE: Only specifically designated individuals with the delegated authority may consider and grant exceptions. Please refer to the UCSF Travel and Entertainment Approval Matrix for a list of approvers for your area.

Receipts are required for the following types of expenses:

• All airline expenses – airline itinerary showing last four digits of credit card payment and class of fare
• All lodging expenses – itemized hotel folio with method of payment and zero balance
• All rental car expenses – itemized receipt showing car size, method of payment and zero balance
• Gifts provided to a host for lodging costing $25 or more
• Meal and local travel expenses of $75 or more
• All moving (non-travel) expenses, e.g., packing and moving household goods and personal effects, etc.
• All third-party payments made directly by the University
• All other expenses of $75 or more

• Download the Travel Expense Voucher (TEV) form, and follow all instructions to properly complete the form.
• List each expense in detail and provide supporting documentation/receipt when required per policy (see Receipt Requirements above). Expenses will not be reimbursed without proper documentation/receipts.
• Include the name of any third-party vendors paid directly by the University and indicate this was a third-party payment. Attach supporting documentation, such as a copy of the invoice.
• Provide additional information to explain any unclear requests for reimbursement. Any expenses incurred under a name other than the employee's must have an explanation of the relationship to the employee.
• Add the position of the new hire, (e.g., Academic or SMG) to the Purpose of Trip box on the TEV form. Attach a copy of the employee’s offer letter for the position.
• Before submitting the TEV, obtain the signature of your Department Head/Delegated Approver within your department; refer to Approvals (above) for details.
• Finally, email the completed TEV to SCM Accounts Payable with “Relocation” as the first word in the subject line.
• Do not submit relocation expense reimbursements through MyExpense—these expenses cannot be paid through MyExpense.

SCM Accounts Payable (AP) will review the completed Travel Expense Voucher (TEV) and determine which relocation reimbursements are allowable. Accounts Payable reports all allowable relocation expenses (considered imputed income) to UCSF Controller’s Office Payroll. Payroll will include the reimbursement and deduct applicable payroll taxes (e.g., income tax and other statutory deductions) on the employee's paycheck and include the taxable reimbursement in the annual reporting of imputed income and taxes on the employee's annual W-2. Relocation expenses are only paid by Payroll following the employee’s regular pay periods. Due to this limited pay schedule, please allow 2-3 months for review and payment.