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HR / Labor Relations

Responsible Office:

Other Requirement Title:
Moving Expenses, Payment of

Document Number:

Effective Date:
September 07, 2005

This procedure item applies to:
State-Operated Campuses

Table of Contents

Related Procedures
Other Related Information


Section 204 of the New York State Finance Law authorizes the reimbursement of certain expenses incurred by new technical, scientific, educational, professional, or administrative appointees to a department or agency when transporting themselves and their families and household effects to their new places of residence. It is not the policy of New York State to reimburse such appointees for related expenses in relocation, such as buying a house or renting temporary living quarters.


I. General

II. Appointees Eligible for Reimbursement

III. Appointees Not Eligible for Reimbursement

IV. General Provisions Governing Eligibility for Reimbursement

V. Relocation Expenses Eligible for Reimbursement

       DOB has authorized the State University of New York to make exemptions from Sections G-200 and G-205 of the Budget Policy and Reporting Manual related to allowable reimbursement of moving expenses incurred by State employees and new appointees. Specifically, pursuant to parts 154.5 and 155.5 of Title 9 of the “Official Compilation of Codes, Rules, and Regulations of the State of New York,” Division of the Budget approval for waivers of moving expense regulations will no longer be required. Appointees eligible for reimbursement shall be reimbursed for actual and necessary moving and travel expenses incurred provided that claim for such payment is made within one year of the effective date of the appointment. An eligible appointee may be reimbursed for:

VI. Repayment of Monies Advanced

       In the event that an appointee resigns or voluntarily separates within one year of the effective date of appointment, the campus president shall arrange to collect from the appointee monies for relocation expenses and transmit such monies to the state treasurer in accordance with the provisions of Section 121 of the State Finance Law. When such monies cannot be collected by the campus president, the claim shall be transferred to the New York State Attorney General who shall take whatever action is necessary to collect the monies advanced.

VII. Exceptions to Above

The restrictions and limitations of these regulations may be waived if it is determined that such restrictions and limitations would result in an unusual and unavoidable hardship for the appointee. Requests for such waivers are to be submitted for review to:

VIII. Procedure

The process of gaining reimbursement is initiated through preparation of Request for Reimbursement for Moving Expense Agreement (Form AC-1099).


There are no special definitions relevant to this requirement.

Related Procedures

There is no related procedures relevant to this requirement.


Employee Report of Travel Expenses and Claim for Payment (Form AC 132-S)

Request/Agreement for Moving Expense Reimbursement (Form AC 1099-S)


Other Related Information

The following links to FindLaw's New York State Laws are provided for users' convenience; it is not the official site for the State of New York laws. 

NYS Finance Law §121 (Payments to state treasurer; financial statements).

NYS Finance Law §202 (Reimbursement of travel and moving expenses upon transfer, reassignment or promotion).

NYS Finance Law §204 (Reimbursement of travel and moving expenses upon initial appointment of state service).

NYS Education Law §355 (a)(3) (Powers and Duties of Trustees – personal functions).


In case of questions, readers are advised to refer to the New York State Legislature site for the menu of New York State Consolidated.

Office of the State Comptroller, Accounting Bulletin No. A-497 “Reporting Moving Expense Reimbursements.”

Part 154 of Title 9 of the Official Compilation of Codes, Rules and Regulations of the State of
New York.

Part 155 of Title 9 of the Official Compilation of Codes, Rules and Regulations of the Sate of New York.

Letter from the deputy director of NYS Division of the Budget to the vice chancellor and chief financial officer; enrollment and university life dated September 7, 2005 exempting the State University of New York from New York State Budget Policy and Reporting Manual G200 (Moving Expense Regulations for Management/Confidential Employees) and G-205 (Moving Expense Regulations for Employees in Certain Negotiating Units).


There are no appendicies relevant to this requirement.