Initiate Reimbursement Requests

  • Become familiar with the Information for Relocating Employees pages in the left menu, Moving and Relocation Policy, and other items on the Resources page so you can answer questions
  • The Employee Overview/Allowable Expenses resource breaks down reimbursable expenses by category; A - G categories correspond to the reimbursement categories in the Moving and Relocation Expense Workbook
  • Discuss with the employee whether the move will be a self-move or common carrier
    • Direct questions to Procurement and Supplier Diversity Services or use Buyer Assist or initiate a requisition to begin the procurement process
    • You can create a purchase order (requisition) in the Marketplace if a non-contract vendor is selected; Procurement Services takes over from there

Moving and Relocation Expense Workbook

The workbook is five pages plus instructions. Use the + sign in the lower right of the screen to zoom to a larger print. After you have read the instructions (included on the first worksheet) and begin to complete the workbook, you will see that you cannot type outside of manual entry/notes fields and the orange fields auto-calculate based on the entries you make.

  • Name workbook using the employee’s Last Name, First Name, and request number (e.g. “Doe, John Moving-and-Relocation-Expense-Workbook 01” OR ”Doe, Jane Moving-and-Relocation-Expense-Workbook 02”)
    Hard Copy packets are no longer required unless necessary to provide support

  • If able to provide clear and sufficient support digitally, upload and send those documents as appropriately named attachments following these steps:

    1. Obtain appropriate signatures (chair or department head and employee) on the Reimbursement Certification sheet (Certification of Moving Expenses)
    2. Gather all original receipts that are able to be scanned
    3. Acquire a signed, digital copy of the fully-executed Moving Agreement
  • Send workbook and supporting documents by email attachment to moveandrelocate@virginia.edu

  • If you are unable to provide any clear and sufficient digital support (e.g. loose meal receipts unable to be uploaded digitally):

    1. Print Reimbursement Certification sheet (Certification of Moving Expenses)
    2. Obtain appropriate signatures (chair or department head and employee)
    3. Attach all original receipts unable to be uploaded
    4. Attach a signed copy of the fully-executed Moving Agreement
  • Send hard packet via messenger mail to the following address:

    Moving and Relocation
    University Human Resources
    P.O. Box 400127

After UHR receives the signed Reimbursement Certification sheet and original receipts, the workbook will be reviewed. The departmental contact will be notified if there is a discrepancy or if additional information is needed. Otherwise, the request will be initiated and the reimbursement will be scheduled to be included in the employee’s paycheck. An email notification will be sent to you confirming the upcoming payment.

A separate workbook must be completed for each subsequent reimbursement request.