Relocation, Moving & Storage Services, Domestic & International Policy

Summary of Policy

Our objective with this policy is to meet the needs of Dartmouth-required relocation, moving, and storage services with a cost-effective process that provides flexibility for the individual being relocated.

This policy establishes guidelines for all domestic and international relocation and moving service requirements.

These guidelines apply to all Dartmouth departments.

Table of Contents

Reason for Policy

  1. To facilitate the best value to the institution, individual departments, and employees by providing a list of Dartmouth-approved, prequalified firms, with established relationships for quality services and effective communication to address any issues.
  2. To outline the process related to Relocation and Moving Services for both fully and partially reimbursed relocations.

Affected Parties

All Groups

Policy Statement

SCOPE:  WHO SHOULD KNOW THIS POLICY?

1. Any department or individual responsible for hiring new employees.
2. Any department or individual responsible for procuring relocation and moving services.
3. Any individual associated with a Finance Center.
4. Any new employee of Dartmouth College who is eligible for relocation services.

POLICY STATEMENT:

Relocation benefits must be approved in advance by the hiring department as part of the hiring process. The department is responsible for deciding whether to provide a relocation bonus, directly pay a moving vendor, or reimburse the new hire for eligible relocation expenses. If a relocation bonus is not offered, a specific dollar amount or a maximum reimbursement limit should be identified.

Individuals receiving relocation support are encouraged—but not required—to use one of Dartmouth's Pre-Approved Moving Vendors listed below. Dartmouth is not a party to any agreements with moving vendors. The contract is between the relocating individual and the moving company.

Relocation Benefit Options

  • Scenario 1 – Relocation Bonus (Preferred):
    • A one-time bonus can be included in the new employee's first payroll check. If the employee expresses financial hardship and needs the funds earlier, the hiring department should contact the Finance Center for early payment instructions.
  • Scenario 2 – Direct Bill to Dartmouth:
    • The employee may select a Pre-Approved moving vendor, and Dartmouth can pay the invoice directly. The amount paid will be treated as imputed income, and applicable taxes will be deducted from the employee's first payroll check.
  • Scenario 3 – Reimbursement:
    • The employee may use a Pre-Approved vendor or choose their own moving company. Once relocation receipts are submitted, Dartmouth will process reimbursement. The amount reimbursed will be treated as imputed income, and applicable taxes will be deducted from the employee's first payroll check.

TAX IMPLICATIONS

All relocation expenses paid or reimbursed must be treated as additional compensation to the employee, subject to both income and employment tax withholding.

CONTACTS / RESPONSIBILITIES

Procurement Services:

Julia Lane
Sourcing Manager
Phone: (603) 646-1852
Julia.H.Lane@Dartmouth.edu

Pre-Approved Moving Vendors:

Sterling Moving and Storage Inc. (North American Van Lines)
Melissa Ujhelyi
Relocation Coordinator
Phone: (860) 222-7712 or (800) 556-7592
mujhelyi@sterlingmail.com

HERS - Higher Ed Relocation Specialists
Moves Coordinator - Helene McNeece
Phone: (914) 980-2412
hmcneece@higheredrelo.com

Green HTS, Inc (Hanover Transfer and Storage)
Nate Hewes
Phone: (603) 643-3101 / (800) 639-4103
Hanoverts@valley.net
natehewes@gmail.com

 

Exclusions & Exceptions

Individual/New Employee Option for Using Non-Approved Vendors:

Individuals may choose to utilize a moving vendor outside of Dartmouth's Pre-Approved list; however, the individual must get their own quotes and make their own payment arrangements with the vendor, and then submit receipts to the authorizing department for reimbursement.  These moves should NOT be handled through a Dartmouth College Purchase Order.

For policies and procedures for reimbursement of relocation expenses please refer to the Business Expense Policy.  The individual's Finance Center can assist with any questions.

Procedures

Procedures when using a Pre-Approved Vendor  

Requirements:

  1. Please reference the list of Pre-Approved Moving Vendors and the Relocation Profile Estimate Request Form
  2. Dartmouth personnel requiring relocation and/or moving services should communicate directly with Dartmouth's Pre-Approved Moving Vendors as follows:
  • All moves require an estimate from at least 2 of the Pre-Approved Moving Vendors.
  • It is not a requirement that vendor selection be based on the lowest estimate; we recognize that other factors may be important.

Process Flow: Estimates along with the invoice should be submitted to the authorizing Dartmouth Department Administrator or your respective Finance Center for processing.

Partial Covered Relocation:

  1. If the cost of the move/relocation is only partially covered by Dartmouth College, the Purchase Order amount (for a preferred vendor) should be entered only for the actual portion of the relocation cost to be paid by Dartmouth.  Payment requests will only be approved up to the amount of the authorized moving allowance.
  2. Any amount over and above the portion that is to be paid by Dartmouth is the responsibility of the individual and should be paid to the moving company directly by the individual.

Policy ID

024-0019

Effective Date

February 28, 2018

Last Revised Date

May 1, 2025

Division

Finance & Administration

Office of Primary Responsibility

Finance

Office(s) of Secondary Responsibility

Controller's Office, Procurement Services

Last Reviewed Date

May 1, 2025

Next Review Date

2030

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