EMPLOYEE RELOCATION GUIDE
Moving and storage of a relocating employee's household goods and personal effects can be made via a self-move or by a moving company. The following policies and procedures are in place:
IF THE UNIVERSITY PAYS (OR PARTIALLY PAYS) FOR THE MOVE:
- USING A UVA CONTRACT VENDOR:
- A Purchase Order should be executed for an employee’s relocation. The departmental contact creates a Requisition Event that a Central Office Procurement team member will review to issue a Purchase Order. Procurement will require a Moving Agreement to finalize the Purchase Order.
- The corresponding invoice for the issued Purchase Order will need to be submitted and paid through UVA’s Accounts Payable team.
- The cost of common carrier charges is deducted from the total amount indicated in the Moving Agreement.
- The fully executed Moving Agreement must be on file with the Sourcing Team to verify the total amount the University will pay towards the employee’s relocation.
Central Office Procurement Agreements for Moving and Relocation Services:
- American of Virginia
- Barbara Chambers, President
- Phone: 540.942.5166
- E-mail: barbchambers@americanofvirginia.com
- Coleman Worldwide Moving
- Steve Dahowski, Vice President, Corporate Business Development
- Phone: 804.690.5544
- E-mail: stephen.dahowski@colemanallied.com
- Hilldrup Companies, Inc.
- Raleigh “Bucky” Burden, Sr. Manager, Client Services
- Phone: 540.907.1137
- E-mail: raleigh.burden@hilldrup.com or hilldrupconnect@hilldrup.com
- USING A NON-CONTRACT VENDOR:
- If an employee chooses to use a non-contracted vendor, they must obtain a minimum of three quotes from various suppliers when the price exceeds the University’s competitive purchase threshold of $10,000.00. (Note: If the relocation will not exceed this threshold, no additional quotes are needed).
- The vendor that is able to provide the services at the lowest cost shall prevail, and that vendor must be utilized.
- If the University will pay for the relocation with the non-contracted vendor via a Purchase Order, the vendor must register in PaymentWorks before a Requisition Event can be submitted in Workday. (Note: All quotes must be submitted with the Requisition Event in order for a Procurement team to approve and issue a Purchase Order).
- If an employee chooses to use a non-contracted vendor, they must obtain a minimum of three quotes from various suppliers when the price exceeds the University’s competitive purchase threshold of $10,000.00. (Note: If the relocation will not exceed this threshold, no additional quotes are needed).
- IN ALL CASES: The employee is responsible for making all specific moving arrangements (e.g. times for pick up and delivery, etc.) and for resolving any damage claims directly with the moving agent.
IF THE UNIVERSITY DOES NOT PAY FOR THE MOVE (SELF-MOVE):
- No Moving Agreement is required.
- The University’s Guidelines for Competition policies do not apply.
- Employee may still use UVA CONTRACT VENDORS.