Home Forms FAQ Search Help

A service of Accounting & Financial Services, Accounts Payable Division

Household & Library Relocations

Before authorizing any faculty or staff household or library relocation, review the Moving and Removal policies for faculty and faculty and staff.

A current list of authorized vendors is available. Contact the vendor to get a price quote and include this information on your Requisition (PR). Due to insurance and liability issues that must be reviewed by Purchasing, a Departmental Purchase Order cannot be issued for moving agreements.

Pre-Move Checklist

1. Obtain a budgetary quote from one of the UCOP agreement vendors.
2. Review:
   • terms and conditions of vendor agreement
   • rates for line haul (household/library in the truck property)
   • vehicle removal/transporting fees
   • storage fees (if applicable)
   • claim reimbursement policies
   • transit risk insurance rates
   All agreement carriers provide a certain amount of replacement value risk insurance included in the line haul rate without the payment of additional fees. However, those amounts and the reimbursement policy for a claim may differ from vendor to vendor, as insurance coverage differs considerably.
3. Determine a reasonable estimate of the value of your shipment. If property is more valuable then the included insurance coverage, request additional coverage from the moving company for an additional fee.
4. Check the inventory list that will be prepared by the movers at place of origin. If an item is not on the inventory list, it will be difficult to file a claim for its disappearance upon delivery. Note: It is recommended that jewelry and other small valuables be transported by the individual rather than shipping them with the mover. If the shipper will move valuable items, such as jewelry, be ready to provide reasonable verification of the item's actual cash value (e.g., a professional appraisal).
5. Complete a PR. Use commodity code 08500 and fully describe the move (i.e., from/to location, dates, items, etc.) in the Description field in the Item Information screen. The PR will special conditions route to the Chancellor's Office for approval, as this is a requirement for all household/library relocation/moves. (For laboratory moves, please use commodity code 08509 and follow the same guidelines.)
6. Fax or mail the quote and all other applicable documents to Purchasing.

Post-Move Checklist

1. Check the delivered property against the inventory upon unloading at the final destination to verify nothing is damaged or missing. File claims, if necessary.
2. Review the bill of lading to ensure that it appears to be an accurate representation of the total weight of the items moved. If necessary, you may request to see the weight tickets issued by the third-party company (state certified truck scales) who weighed the load.

Note: You are not required to use an agreement vendor if the faculty or staff member chooses to pay for the move directly and seeks reimbursement for the university approved portion of the expense.

If you have any questions regarding the processing of a household relocation request please contact a member of the Business Contracts Services Team.

If you have questions regarding UC Agreements or Strategic Sourcing, contact a member of the Strategic Sourcing Team.