Relocation, Moving & Storage Services, Domestic & International Policy

Policy ID

024-0019

Effective Date

Wednesday, February 28, 2018

Last Revised

Tuesday, March 1, 2022

Division

Finance & Administration

Office of Primary Responsibility

Finance

Office(s) of Secondary Responsibility

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.

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:

  1. Relocation expenses should be preapproved during the hiring process.
  2. Individuals relocating are encouraged to select one of the Pre-Approved Moving Vendors from the list below, but it is not required.
  3. Dartmouth is not a contracting party with any of the relocation vendors in the Pre-Approved list.  The contract is between the individual and the moving company.           
  • Scenario 1 (Preferred) - Relocation Bonus: A bonus can be given in the new employee's first Payroll paycheck. If the new employee expresses hardship and there is a need for the funds before their first paycheck please contact your Finance Center for processing instructions.  
  • Scenario 2 Reimbursement: The new employee can contract with a Pre-Approved moving vendor or contract with their own moving vendor.  The employee should submit all their relocations receipts and the reimbursement will be processed minus imputed income taxes. 
  • Scenario 3 Direct Bill to Dartmouth: New Employees can choose a Pre-Approved moving vendor and the invoice can be paid directly by Dartmouth.  Once the invoice is paid the employee will see imputed income taxes deducted from their 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)
Brett Armstrong
Phone: (860) 237-3869
Dartmouthmoves@sterlingmail.com

HERS - Higher Ed Relocation Specialists
Moves Coordinator - Helene McNeece
Phone: (914) 980-2414
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.