Relocation Process
University-Contracted Moving Companies

Relocation Process

In cases when the University will cover partial or total moving expenses for an employee, Purchasing Services will coordinate all arrangements for moving an employee’s household goods and possessions using a University-contracted moving company. The hiring department must contact the appropriate Purchasing Agent to initiate the relocation process, which consists of the following steps:

1. The hiring department must complete the Moving Information Form. The completed form should be faxed to Purchasing Services at 814-865-3028 or e-mailed to drh222@psu.edu.

2. Purchasing Services will contact the relocating employee to verify the employee’s moving information and explain the moving procedure.

3. Purchasing Services will send all moving information to a University-contracted moving company.

4. The moving company will contact the relocating employee to make arrangements for an estimator in the employee’s vicinity to provide a moving estimate.

Depending on his or her needs, the employee may receive estimates for full, partial, or no-packing services as well as for the moving of automobiles or other specialty items. The majority of Pennsylvania State University contracts with local agents offer the employee “Guaranteed Not to Exceed” estimates which means that the dollar amount spent on the move cannot exceed the estimated value.  The only recourse would be if items or services were added to the employee’s belongings that were not included on the original date of the estimate.

It is important that the employee and hiring department understand the type of estimate quoted for the move as it will affect how the move is invoiced.

5. The completed estimate will be given to the relocating employee and also forwarded to Purchasing Services for approval.

6. If the estimate meets the approval of Purchasing Services and the employee, a Purchase Order will be issued specifying the allowed dollar amount the University will cover or the estimated amount of the move, whichever is lower. The Purchase Order will instruct the moving company that any remaining balance must be collected from the relocating employee.

7. The relocating employee contacts the mover to schedule the move.

University-Contracted Moving Companies

The University has contracted with the following moving companies to provide moving servicesto relocating employees:

There are many advantages to using a University-contracted moving company:

• The contracted moving companies offer special discounts to the University.
  
  
• Personal attention is given to University employees.
  
  
• If any problems occur with the move, the University will work with the employee and the moving company to resolve the problem.
  
  
• Up-front, out-of-pocket expenses for the relocating employee are reduced.

Although there are many advantages to using a University-contracted moving company, relocating employees may choose to use a non contracted moving company if they wish. Employees who choose to use a non contracted moving company will be responsible for making all arrangements for their move. Purchasing Services will not be available to assist in coordinating these moves.

The relocating employee will need to pay for the move and then submit receipts to the hiring department for reimbursement. The University will reimburse the allowed dollar amount via a Special Request for Check to the employee through the hiring department. Purchase Orders will not be issued to non contracted movers. When necessary, the relocating employee may contact the hiring department regarding reimbursement for other expenses incurred. See Human Resources Policy HR73 for more details.
For advice and tips on making your move go more smoothly, visit the Mayflower Transit, Parks United Van Lines,  or Whalen's Allied Van Lines Web sites.