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For any questions please send e-mail to: NDSU.Policy.Manual@ndsu.edu

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SECTION 171: STAFF AND FACULTY RECRUITMENT AND MOVING EXPENSES

SOURCE:

SBHE Policy Manual, Sections 806.2 and 806.3
NDSU Policy Manual

1. Stipends or consultant fees may be issued to potential candidates for positions when such persons give on-campus lectures, colloquies, seminars, demonstrations or formal consultations in a manner not significantly different from that of visitors who are not candidates for positions. Such stipends or consultant fees may be authorized from a lecturers' budget or from a consultant budget. (NDSU Guidelines: Reimbursement is made by a Request for Payment form, using account 515005, 511002, or 623025.)

2. When approved by the President, the prospective candidate's travel expense may be authorized, not to exceed the receipted amount for transportation, room and board. (NDSU Guidelines: This authority may be delegated at North Dakota State University in certain instances. Such delegation will be in writing.)

3. For senior administrative and faculty positions, upon authorization of the President, travel expenses for the spouse may be authorized for a prospective candidate.

4. Upon approval of the president or designee, moving expenses may be reimbursed when staff are initially hired from outside the University system, and when regular staff employed for one year are transferred to a new work location within the system at the direction of the employer.

   4.1

   Personal travel for the employee and immediate family while in transit, and while in temporary living quarters (both not to exceed 10 days total) may be reimbursed at the actual per diem rates and mileage rates applicable under the employee travel reimbursement policies.

   4.2

   Personal travel may also be reimbursed for one round trip to the new work location for the employee and spouse for up to three days to arrange for living accommodations.

   4.3

   Transportation expenses for personal items and household goods may be reimbursed at the actual expenses incurred.

   4.4

   The total reimbursement for transporting personal items, household goods, and personal travel shall be limited to the invoice costs plus the current per diem and mileage limits. In addition, the total reimbursement limit for regular employees transferred within the system is limited to $5,000. NDCC Section 44-08-04-3

5. No other staff moving expense may be paid without approval of the Board.

   The following items are NDSU Guidelines:

6. Moving expenses are reimbursed to the employee by a Request for Payment form coded either account 521055 or 521050. The use of these codes depends on whether Internal Revenue Service regulations indicate whether the expenses are taxable or nontaxable to the employee. Moving expenses coded taxable (account 521055) will be transferred to the payroll system and included in the employee's taxable income for purposes of calculating employment taxes and W-2 reporting. Moving expenses coded nontaxable (account 521050) will be transferred to the payroll system for inclusion as a memo on the employee's W-2 form. A Moving Expense Documentation form must be used to document which expenses are taxable and nontaxable. The Request to Reimburse Moving Expense form, Moving Expense Documentation form, and appropriate receipts must be attached to the Request for Payment form.

7. If moving expenses are to be paid from salary savings, a notation should be made on the Request for Payment form to request a journal entry transfer of the expense from account 521055 and/or account 521050 to account 515005. Expenditures may be made for reimbursement of moving expenses only if the department concerned has sufficient funding available. No central budget is maintained for these expenditures.

HISTORY: July 1990; Amended April 1992; January 1995, April 2005, August 2006.