Fiscal Operations Manual
Section 415: Relocation and Moving
Effective: 02/01/1982
Revised: 01/23/2015

An employee must submit a request for reimbursement of relocation expenses within six months following their start date. Extensions up to six months must be approved in writing by the department head. Any expenses submitted after 12 months are fully taxable.

The total of all employee reimbursements and direct vendor payments are limited to the amount set forth in the offer letter.

Expenses will be reimbursed on a per diem basis for meals and mileage, and up to per diem for lodging. All other expenses will be reimbursed at actual cost, based on receipt requirements. See the OSU Moving Expense Summary Table.

Receipt Requirements -

  • Meals – reimbursed at current per diem rates; no receipts required
  • Mileage – reimbursed at current OSU mileage rate, for the most direct, usually traveled route; use the OSU Mileage Chart within Oregon, or online map application such as Google Map, MapQuest, or actual odometer readings for documentation.
  • Lodging – lodging receipts are required and must show proof of payment
  • Expenditures reimbursed at cost; appropriate documentation and proof of payment required.

Note: Original receipts and documentation must be retained by the University. Lost receipt affidavits will not be accepted as documentation for expenses.