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Human Resources Office of Human Resources
mail313 South Locust Street
Greencastle, IN
46135
Work(765) 658-4181
Human Resources
Moving Expense Allowance
Full-time, benefit status, faculty and salaried staff who relocate from outside of Putnam County within the first 12 months of employment will be issued a one-time moving expense allowance based upon the distance of the move. If the University recruits and hires more than one person from the same family only one moving expense allowance is permitted. The moving expense allowance is listed below:
|
If the distance* of your move is: |
Your moving expense allowance is: |
Less than 30 miles |
$0 |
30 < 200 miles |
$1,500 |
200 < 500 miles |
$2,000 |
500 < 1,000 miles |
$2,500 |
1,000 miles or more |
$3,000 |
* Distance means the number of miles from the employee’s old home to DePauw University.
The moving expense allowance is paid directly to the employee, reported as taxable income and is subject to all tax liability at the time of issue. The amount of the moving expense allowance will be included in boxes 1, 3, and 5 of the employee’s W-2.
The employee does not submit moving expense receipts to the University but should keep them for personal tax return purposes. If the employee desires to offset taxable income with actual moving expenses, Form 3903 (Moving Expenses)must be filed with the employee’s federal tax return.
The Internal Revenue Service (IRS) also requires the employee to meet certain tests for eligibility of the moving expense deduction. These tests are briefly explained below:
Distance Test from IRS Form 3903 (1997)
Your principal workplace must be at least 50 miles farther from your old home than your old workplace was. For example, if your old workplace was three miles from your old home, your new workplace must be at least 53 miles from that home. If you did not have an old workplace, your new workplace must be at least 50 miles from your old home. The distance between the two points is the shortest of the more commonly traveled routes between them.
Time Test from IRS Form 3903 (1997)
If you are an employee, you must work full time in the general area of your new workplace for at least 39 weeks during the 12 months right after you move.
DePauw University does not offer tax advice and encourages the faculty or staff member to contact a tax professional regarding the moving expense deduction.
