Moving Information

Moving Guidelines

New UA Employee Moves - University of Arkansas, Fayetteville (UA)

Arkansas Code §19-4-513 (e) allows the payment of employee moving expenses from state funds by institutions of higher education. Within the fiscal limitations of departmental units of the University of Arkansas, a Dean, Director, or Department Head may authorize payment up to 10% of the annual salary for new faculty or staff employees. Any amount that exceeds this limit requires approval of the Chancellor, Provost, or a Vice Chancellor. Departments are responsible for obtaining such approval.

Scheduling the move, and the actual move, should be done as soon as possible upon acceptance of employment, within one year from start of employment. The terms of agreement for payment of moving expenses must be outlined in the letter of appointment. When agreement has been made, the University’s obligation applies to the movement of a “household” to accommodate immediate family members, and will be carried out as follows:

  • Allowable Expenses: Up to 10% of salary can be authorized for moving the appointed employee and their immediate family, to include the following types of expenses (upon UA department approval):
    • Moving household goods and personal effects (moveable personal property).
    • Storage fees (in-transit or foreign-move).
    • Lodging to accommodate immediate family members (in-route, and including one (1) nights lodging upon arrival at destination).
    • Personal Transportation (e.g. fuel OR standard mileage rate, toll charges, parking, etc.)
    • Vehicle or trailer rental.
    • Shipping of personal vehicle.
    • Airfare.
    • House hunting.
    • Temporary housing.
  • Non-Allowable Expenses:
    • Meals/Snacks/Beverages in-route during the actual move or during house hunting.
    • Subsequent nights lodging after arrival at destination.
    • Return trips or subsequent trips to former residence.
    • Shipping of recreational vehicles and boats (items not considered household goods).
    • Reimbursement for any moving expenses until the individual is on payroll in employee status.
    • Amounts that exceed the allowance as stated in the letter of appointment, and/or exceed 10% of employee salary, are the individual’s responsibility to cover.

Recommendation

  • The UA has contracted with Armstrong Relocation Services to achieve a structured moving program for new employees

  • Arranging the move with UA:

    • Employee will send the moving estimate to the UA department contact. 
    • UA department will enter a requisition in Workday (use SPL-00002546) and include copies of the letter of appointment and moving estimate. The requisitioner must use SC0309 Employee Rolocation - Direct to Vendor. 
    • The terms of agreement for payment of moving expenses must be outlined in the letter of appointment as received by the new employee.
    • Armstrong will not schedule a move until they receive a purchase order (PO).
  • IF not using preferred supplier, Armstrong Relocation Services,  it is recommendend that you secure three written moving estimates (including an estimate from Armstrong) and provide justification if the firm with the lowest estimate is not selected.
  • Personal Reimbursements are not recommended; however, it’s understood that some moving expenses may need to be handled with personal funds. Itemized receipts are required for all reimbursement claims. Click HERE to watch a short video.

Contracted Moving Company

  • Armstrong Relocation 
  • Reference E&I Contract Number: CNR-01503
  • Provide the following information:
    • Employee name
    • Phone number
    • Email address
    • Moving Itinerary (start and destination locations)
    • Lead Time Required: please give Armstrong at least a 3 week advance notice of your move date.
  • Contract Highlights
    • Minimum Shipment Weight: 3,400 pounds.
    • Discount: 66%.
    • Fuel Surcharge: Not fixed. Department of Energy determines monthly.
    • Armstrong will supply a written estimate not to exceed 10% quote.
    • Insurance: Full Replacement Value Coverage with NO DEDUCTIBLE is based on $6.00 x weight of the shipment up to $100,000 at NO COST.
    • Satellite tracking capabilities are installed on all over-the-road trucks.
  • Benefits and Services Offered

Benefit Packages