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Moving and Relocation Expenses

Use an Agreement Vendor

The following information explains how to use a university agreement to arrange for moves. If you prefer to make your own arrangements and seek reimbursement afterwards, review the Request Reimbursement section.

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

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

Pre-Move Checklist

1. Obtain a budgetary quote from a vendor on the UCOP agreement lookup. To get a list of the moving vendors:
   • Enter the word "moving" in the search field
   • Click the Search button
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 than 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 DaFIS Requistion (PR) document. If both household and library items are being moved, create one line item for household and a separate one for library. 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 (530-757-8720).

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.
3. When the invoice arrives, create a DaFIS Vendor Invoice (VI) document.
4. Create a Travel Expense Voucher for all remaining travel expenses. In the Pre-Trip Payment section of the form, enter the DaFIS VI document number.