Policy 3-4 REIMBURSEMENT OF MOVING EXPENSES
Prior to the adoption of 3-4 on 01/12/2010, Policy 3-4 read as follows.
ADMINISTRATIVE POLICY NO. 3-4
Distribution: All Departments
Date: June 7, 1993
Subject: Reimbursement of Moving Expenses for New Employees
Purpose: To formalize the policy and establish procedures for the City
of Lawton paying
moving expenses of new employees.
Background: From time to time, it is appropriate for the City of Lawton
to pay a portion of the
moving expenses new employees may incur when relocating to Lawton. This can be a useful
recruiting tool in attracting Professional and supervisory employees.
Procedure: A. Statement of Policy. In circumstances
where the City of Lawton is unable to
fill key positions locally, the city may reimburse a portion of the expense of moving new
employees from their residence to Lawton. This authorization shall be extended to new
department directors and other key positions as recommended by department directors and
approved by the City Manager. The city shall reimburse the new employee up to a maximum of
$3,000.00 for authorized shipping expenses of personal belongings.
B. Expenses Eligible for Reimbursement. Authorized shipping
expenses shall be limited to
1. Containers, packing, crating at origin and unloading
2. Transportation of household goods and personal effects
from previous residence to new
3. Insurance of transit protection authorized to $1.25
per pound based on actual shipping
4. Normal servicing of household appliances at tariff
rates, i.e., preparation for shipment of
stereos, refrigerators, or other appliances.
C. Expenses which Are Not Reimbursable.
1. Overtime moving charges, waiting
time charges, or extra pickups and deliveries, unless
authorized in advance.
2. Cost of mail service, cleaning
and painting at old and new residence, to include
cleaning of clothes, rugs or draperies.
3. Shipping or storage of perishable
or frozen foods, pets, cars, boats, campers, or other
bulky articles as described in Interstate Tariff Rules, and firewood, bricks, or other building
4. Removal of draperies, rugs
or fixtures, removal and installation of television or FM
radio antenna, television adjustment, piano tuning, utility deposits, telephone installation
5. Assembly or disassembly of yard equipment such as
swing sets, jungle gyms, etc.
6. Purchase of furniture or appliances
needed in the new residence, and replacement of
furnishings left behind in the old residence, such as wall-to-wall carpeting, draperies, or venetian
7. Losses on such items as unexpired
school tuition, club fees, registration fees, etc.
8. State or local personal property
or use taxes.
D. Determination of Expenses Eligible for Reimbursement.
All possible moving expenses
cannot be listed in an administrative policy. With this in mind, should a new employee incur an
expense which is not covered by the preceeding paragraphs the decision or. eligibility for
reimbursement will be made by the Finance Director.
E. Damage. Claims for damages sustained in transit are
to be filed by the employee directly
with the carrier as soon as possible. The City of Lawton is not responsible or liable for damage.
The employee is responsible for signing inventory lists at the points of loading and unloading.
1. The appointing authority shall
send the new employee a letter of firm offer of hire,
salary, and fringe benefits with a promise of a flat offer, not to exceed $3,000.00, of moving
expense reimbursement. A copy of this administrative policy shall be attached to the letter. The
employee shall be asked to complete the Moving Information Form (enclosure 1) and return it to
the Purchasing and Contracting office, and to sign the Statement of Understanding (enclosure 2)
and return it to the personnel office. A copy of the letter to the new employee will be provided to
the personnel office, which shall place a copy of all documents in the employee's permanent file.
2. Employees who relocate at
city's expense and resign from employment within one year
shall be required to repay the.city 50% of the relocation expenses provided by the city. _
3. The reimbursement procedure will begin when the Purchasing
and Contracting division
receives an itemized statement of expenses.
4. Moving expenses will be paid from the departmental
budget of the department hiring the
References: Policies of the cities of Tulsa, Oklahoma City, Norman, Midwest
Wichita Falls, and Public Service Company, Arkla, Goodyear and Northrop.
Rescission: This policy supercedes policy dated January 18, 1984 and will
remain in effect
Robert M. Hopkins City Manager
rmh/jrf Enclosures (2)