Moving and Relocation Guidelines

When an appointing authority and the appropriate approver deem it to be in the University's best interest, a prospective appointee may be offered a moving and relocation authorization as an employment inducement so long as the prospective appointee's new primary job location is at least 50 miles farther from the prospective appointee's current home and their most recent primary job location. The decision by an appointing authority to offer a moving and relocation authorization is discretionary and contingent upon the availability of funds. In determining the amount of the relocation authorization, the appropriate administrator and approving authority should consider the distance of the relocation and anticipate reasonable costs for packing, insurance, transportation, and storage in transit, as well as unpacking and installation of the prospective appointee's household goods at a new residence.

Relocation authorizations of up to $10,000 will be paid after employment commences as a lump sum payment of estimated moving and relocation expenses. Substantiation of actual expenses is not required. This payment will result in taxable income to the employee pursuant to state and federal regulations.

Relocation authorizations in excess of $10,000 (i.e. $10,001 or greater) may be used for direct payment to a CSU-contracted moving vendor and for reimbursement of qualified moving and relocation expenses within the amount of the authorization.

Before communicating any moving and relocation offer to a prospective staff/management appointee, departments must consult with the Center for Human Resources and receive necessary authorization from the appropriate approver based on the value of the relocation authorization. Consultation with the Center for Human Resources is not required for faculty appointees. Reimbursements will be paid after employment commences. Direct payment to moving vendors and qualified reimbursement of moving and relocation expenses will result in taxable income to the appointee pursuant to state and federal regulations. 

Approval Thresholds and Appropriate Approvers

  • Up to $5,000- Dean/Director
  • $5,001 to $50,000- Vice President
  • $50,001 to $75,000- President

Offer Letter Template Statement

To assist you in your relocation to the San Diego area, the University is offering a moving and relocation authorization of [Amount]. This moving and relocation authorization will be paid to you in full (within a few weeks of your employment commencing) as a payment of estimated moving and relocation expenses. Substantiation of actual expenses is not necessary. This payment will be treated as taxable income and subject to payroll tax withholdings. Additionally, should you voluntarily end your employment with the University before completing two years of service, you are obligated to repay any moving and relocation payments you received in accordance with the established repayment schedule:

  • 100% if employed less than 6 months
  • 75% if employed for at least 6 months but less than 12 months
  • 50% if employed for at least 12 months but less than 18 months
  • 25% if employed for at least 18 months but less than 24 months

Please contact Richard Roder in the Center for Human Resources, Payroll Services at (619) 594-4661 or [email protected] for support with moving and relocation expenses reimbursement.  

To assist you in your relocation to the San Diego area, the University is offering a moving and relocation authorization with a maximum value of [Amount]. You may elect to have the University use this authorization to contract with an approved moving vendor to move your household goods. You will be responsible for directly paying the moving vendor for any costs that exceed [Amount]. Should you forgo this option or should there be any remaining authorization after moving vendor expenses are finally paid, you may receive reimbursement of actual, reasonable, and necessary moving and relocation expenses within the maximum value of your moving and relocation authorization. Moving and relocation expenses will not be reimbursed until after your employment commences. Itemized receipts and completed claim forms are required to receive reimbursement. The University will only reimburse qualifying expenses pursuant to the California State University Internal Procedures Governing Moving and Relocation Expenses. In accordance with IRS regulations, moving vendor payments and all moving and relocation expense reimbursements will be treated as taxable income and will result in additional payroll tax withholding from a regular payroll warrant.  Additionally, should you voluntarily end your employment with the University before completing two years of service, you are obligated to repay any moving vendor payments made on your behalf or moving and relocation reimbursements you received in accordance with the established repayment schedule, which is as follows:

  • 100% if employed less than 6 months
  • 75% if employed for at least 6 months but less than 12 months
  • 50% if employed for at least 12 months but less than 18 months
  • 25% if employed for at least 18 months but less than 24 months

Please contact Richard Roder at (619) 594-4661 or [email protected] for support with moving and relocation expenses reimbursement.

SDSU Business Process

The moving and relocation authorization must be articulated in the signed offer letter/letter of appointment. Additionally, the moving and relocation authorization must be stated in the comments of the appointing Staff Transaction Form (STF) or Academic Transaction Form (ATF). The Center for Human Resources will process authorizations of up to $10,000 as lump sum payments of estimated moving and relocation expenses.  For Academic Year appointees, the payment will be issued in the first week of the month following the Academic Year appointment. For 12-month appointees, the payment will be issued within two weeks following appointment. Payment of authorizations greater than or equal to $10,001 will be subject to the appointee's submission of claims. 

Authority and Resources

California State University Internal Procedures Governing Moving and Relocation Expenses​​ (Login Required)
Approved Moving Vendors
Reimbursement of Moving and Relocation Expenses Form (Login Required)