Policy 314 - Relocation

Section: Compensation
Policy Number: 314
Responsible Office: Human Resources
Effective Date: 4/1/01
Revised: 12/2/16; 6/19/18


This policy applies only to approved positions and only to domestic moves within the United States. (International moves are handled on a case-by-case basis.)


From time to time, the University may determine that it is appropriate to provide relocation assistance to prospective administrative employees to help with the transition of relocating from their pre-employment primary residence to one more convenient to the University’s New York campuses. In the University’s sole discretion, its employees may also be eligible for relocation assistance under this policy if they are transferring from one campus to another.

Expenses should generally be limited to reimbursement for moving ordinary household goods/items (e.g., furniture, personal items, etc.). For questions regarding standard expenses covered by this policy, contact the Recruitment Department in the Office of Human Resources.

Terms outlining reimbursement of moving expenses must be included in the offer letter to the employee. The Office of Human Resources is available to discuss/review any offers for relocation assistance.  Human Resources departments can be reached by calling 718-990-1865.


  1. Requests for reimbursement of qualifying expenses should be submitted to the Provost (for faculty requests) or Sector Head (for staff and administrator requests).
  2. After authorized budget approval is received, the request should be sent for payment to the Payroll department via memo or PCF.
  3. The Payroll department will issue appropriate reimbursement, subject to applicable withholding.

Distance Criteria: Generally, in order to qualify for relocation assistance, the distance between the employee’s former residence and the employee’s new job location (Queens, Staten Island, or Manhattan) must be at least 50 miles farther than the distance between the employee’s former residence and old main job location.  For example, if your former old job location was 3 miles from your former home, your new main job location must be at least 53 miles from that former home. Visit the IRS website for more information on meeting the "distance test."

Budget: All related expenses are planned, budgeted and charged to the department account number.

Taxes: According to the Tax Cuts and Jobs Act of 2017, reimbursements for moving expenses made to employees or paid directly to third parties on and after January 1, 2018 and through December 31, 2025, are included as wages subject to taxes (even if related to expenses incurred in 2017). New York State, however, continues to treat qualified moving expense payments and reimbursements as non-taxable.  The University cannot provide advice regarding the tax treatment of relocation assistance; please consult an attorney or tax advisor.


  • Expenses up to $5,000 must be preapproved by the vice president/dean prior to an offer of employment being made.
  • Expenses in excess of $5,000 require the preapproval of the Provost or Sector Head prior to any offer of employment being made.
  • Extraordinary items (e.g., movement of animals, automobiles, etc.) must be reviewed with and preapproved by the Provost or Sector Head in advance of these items being eligible for reimbursement.

All requests for reimbursement must be accompanied by a valid receipt showing proof that payment was made directly by the employee.

St. John's University, New York
Human Resources Policy Manual