Brown’s Preferred Moving Services Provider will coordinate eligible moves and bill the University directly for Reasonable Moving Expenses. Benefits of using Brown’s Preferred Moving Services Provider include:

• There is no cash outlay to or by employees required.
• Employees are automatically insured for the full value of household items up to a maximum of $100,000.

There is no weight maximum attached to moving household items.

If another moving services provider is chosen, all allowable reimbursement costs will be based on the rates quoted by Brown’s Preferred Moving Services Provider. The employee is responsible for obtaining a quote from the Preferred Moving Services Provider.

In the case of a Self-Move, the employee must provide receipts for actual expenses incurred in association with an eligible move in order to be reimbursed. Allowable reimbursement costs may not exceed the rates quoted by Brown’s Preferred Moving Services Provider. The employee is responsible for obtaining a quote from the Preferred Moving Services Provider and receiving written approval for the proposed Self-Move plan and expenses from the cognizant Dean’s Office prior to the proposed Self-Move taking place.

Allowable charges under this policy include:

• Transportation charges for one continuous move of household items and personal effects from the employee’s primary residence to the Rhode Island area;
• Packing costs; and
• Container costs.

The following charges are not covered under this policy:

• Costs of personal travel to move to the Rhode Island area;
• Costs to move boats, automobiles, animals, or other non-household items;
• Costs of pre-move house-hunting trips
• Temporary housing;
• Storage expenses for furniture or other household items;
• Costs of cleaning a new or former residence; and
• Payments to non-professional movers (e.g., friends or family members) who assist an employee with a move.

Additionally, many moving services providers may not transport specific items for safety, liability, or regulatory reasons (e.g., hazardous materials, perishable items, and items of high value or personal importance). Brown’s Preferred Moving Services Provider offers special rates for additional expenses. Employees are responsible for confirming a definitive list of non-allowable items, consulting their specific contract, and discussing any concerns directly with Brown’s Preferred Moving Services Provider or other moving services provider of their choice

Employees are responsible for the costs of any charges not allowable under this policy or by the moving services provider. 

This summary is not intended to constitute an agreement on the part of the University or an offer to enter into an agreement. 

The maximum allowable moving expense for eligible faculty is determined by the origin point of their move. The maximum allowable moving expense caps will be reevaluated on an annual basis and may be subject to change, as determined by the University.

In accordance with IRS regulations, all moving expense reimbursements are considered taxable wages and are subject to withholding taxes. All reimbursements for moving and relocation costs made to employees or paid directly to third parties are included in taxable wages and subject to federal, state, OASDI, and Medicare taxes as required by the IRS. These taxable wages will be added to the employee’s paycheck following the move and reported on the employee’s W-2.

Expenses may be incurred under this policy up to a maximum of 90 days prior to the position start date. Appropriate documentation for reimbursement must be submitted within 60 days of the date of the actual move. Eligible employees will not be reimbursed by their cognizant Dean’s Office for moving expenses which do not comply with this policy.

For extenuating circumstances only, special considerations may be made for eligible faculty that exceed the maximum allowable moving expense. The senior officer for the cognizant Dean’s Office must approve all faculty moving exception requests in advance in writing. No verbal or written commitments may be made without this approval.

In addition, under certain circumstances, a cognizant Dean’s Office may choose to reimburse moving expenses not covered by the policy. Expenses not covered under this policy are considered taxable fringe benefits, and any reimbursement by Brown will be treated as a supplemental wage payment, subject to applicable withholding deductions.

If a relocated employee voluntarily terminates employment at Brown University within 12 months from their start date, the employee must refund to Brown the full amount of the relocation payment.

• Staff Moving Expenses Policy 

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• Moving Expenses Reimbursement Form 

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