REMOVAL PROCEDURES

Household Moves (Domestic & International)
Once the hiring department has received written approval to pay for removal expenses from either Academic Personnel or Human Resources, the department is encouraged to work with the new employee to contact a carrier of their choice. The following are suggested vendors currently under agreement with the University of California:

If the department and/or new hire do not have a preference as to which vendor is used, the Buyer will choose one for them.

The hiring department then submits a purchase requisition with a copy of the approval memo to the Purchasing Department via the REX program. Please include the following details in the requisition:

• The budget to be charged
• The dollar amount authorized for removal expenses
• Name of the new employee
• The employee's current address
• The new employee's contact information (work, cell, home, and fax numbers; email address)
• The address to which the household effects are to be shipped
• The desired date of packing and pick-up
• The name and contact information of the desired vendor
• An estimate of the shipment's replacement value
• Any other pertinent information that will assist the Purchasing Department (i.e. estimates, surveys, etc.)

Upon receipt of the requisition, a buyer will contact the hiring department to confirm the details of the move. The buyer will then contact the carrier's agent to provide the Purchase Order number, ask the agent to contact the employee or department, arrange the details of the move, and instruct the carrier of campus invoicing procedures. The carrier's agent will then contact the new employee or hiring department to finalize move details. Purchasing will then forward the purchase order and supporting documentation to the Accounting Department for payment processing.

Laboratory/Library/Equipment Moves
The hiring department must submit a separate requisition for the move of a personal library, laboratory, or research equipment. Again, a memo stating the authorized dollar amount must be forwarded to the Purchasing Department at the time the requisition is submitted. If a carrier has already been chosen, the carrier should be instructed to weigh this move separately from the other household goods.

Note: Depending on the value of this move, additional transit insurance may be requested by the Buyer, at additional cost to the department.

Questions involving any of these Purchasing procedures should be directed to Randall Stoskopf at 805-893-3001 or randall.stoskopf@purc.ucsb.edu.

Questions involving removal reimbursement procedures should be directed to Anita Garcia in Travel Accounting at 805-893-7037 or Anita.Garcia@accounting.ucsb.edu.

For additional information, please refer to the following websites:

• http://www.ucop.edu/acadadv/acadpers/apm/apm-550.pdf
  
  
• http://www.acadpers.ucsb.edu/RedBinder/RedBinder.pdf
  
  
• http://www.ucop.edu/ucophome/policies/bfb/g13toc.html

Purchase Goods & Services | Small Business Program | Removal Procedures | Hiring Temporary Personnel
Hints for Dealing with Vendors | Purchasing Agreements | Purchasing Policies & Procedures

Back to Top