(Click these links for on-campus Moving or Special Event Services.)

The timing of a household move is critical during the peak periods of May through September. Providing less than 14 days notice will seriously jeopardize the desired move dates of the employee being moved.

There are UC Strategic Sourcing Agreement Suppliers to handle your department's moving needs.  You can issue your own PO to these suppliers and there is no requirement to use a requisition through Procurement Services (see bottom of this page for service suppliers and contact info). 

Always include the following information when creating your PO (or requisition if going through Procurement Services):

• vendor ID: see list below or use 0000381491 (TO BE DETERMINED)
• line amount: $10,000.00, unless your department has set a lower limit.
  ( Don't forget : you won't be paying for the amount covered by policy.)
• ship to: SEE BELOW (NO TAX )
• Delivery location: N/A
• FOB Shipping Terms: N/A
• Line Category: Move
• Line Description: relocation, ( Person's Name)

In the "Additional Description" field of the line, provide:

• The name of the employee or faculty member being relocated
• Complete contact information for employee or faculty member including: phone, fax, email, pager, et cetera
• Department contact, with dept. name, phone, fax and email 
• Desired date for packing
• Desired date for loading

Do not delay the PO (or requisition) for the following information, but please provide if available to facilitate the move, the following:

 

• the "move to" or "destination" address. Show not yet known , if still undetermined

The household survey and quotation from the contractor will be obtained after creating the PO (or after the requisition is assigned to the Campus Buyer).

Please discourage your new employee or faculty member from contacting a moving company him or herself. Your Dept. Buyer (or Campus Buyer) is the person responsible for handling household moves.

Payment Responsibilities

• UC Policy covers 50-100% (see policy) of the cost of relocating household goods but excludes the cost of storage, relocation of pets or relocating a vehicle.
• It also covers 100% of the cost of relocating professional materials to the campus if they will be of general benefit to the Campus Community.

The University will reimburse your Department for the portion covered by policy. This is done automatically by the Travel and Entertainment Department.

For information on policy relating to household moves, refer to the University of California Office of the President bulletin G-13.
 

Exceptions to the standard policy

If your department wishes to pay for any costs not covered by UC Policy you must:

• obtain written approval from your Dean or Vice Provost
• you must indicate in the "Special Instructions" field of the requisition:
  • What exceptions to policy you are making;
  • Who granted approval; and,
  • What date they granted approval.

See the following example of the type of text you could use:
" We will pay for the entire portion of the household relocation not covered by UC Policy and transportation of one vehicle. Approved by Dean (show name), 09/15/05."

Travel and Entertainment will reimburse your department with campus funds for the amount covered by UC Policy. You will need to provide a departmental fund source for any amount you wish to pay over and above the amount covered by UC Policy.

Moving Services Suppliers:

Agreement # 085/DA/043 Nor-Cal Moving Services
Contact: Darlene Bedel dbedel [at] nor-calmoving [dot] com

International relocation/moves: