Household Goods and University Equipment Moving

The university has an agreement with the Federal Warehouse Company to offer discounted rates and general operating terms to employees for personal relocation services. However, using the Federal Warehouse Company for household goods and moves is not a requirement for employees.

If Facilities and Services (F&S) cannot meet department requirements for local office and laboratory moves, the Federal Warehouse Company has offered discounted rates for these same services.

Federal Warehouse Company Cost and Contact

Discounts/Rates

The Federal Warehouse Company offers a 68% discount off Tariff 400-N for interstate shipments of household goods and office, laboratory furniture, fixtures, equipment and other property found in stores and offices. It should be noted that household moves apart from laboratory and office moves must be billed separately for proper tax reporting purposes.

The Federal Warehouse Company offers discounts for moves within the state of Illinois (intrastate), based on the Illinois Movers Tariff Bureau, Tariff 17-A.

*Please note that you will not see the applicable discount on your estimate from the Federal Warehouse Company. Prices generated for an estimate will already include the discounted rate.

Pre-Move Estimates

The Federal Warehouse Company provides a guaranteed “not-to-exceed” price for interstate relocations only. The “not-to-exceed” price does not include Storage-In-Transit, pick-up or delivery to or from Storage-In-Transit, or any other services not specifically identified on the estimate but required to make delivery. The shipment will be weighed, and charges will be invoiced (or collected, if applicable) at the lower of the total charges as calculated using the actual weight or the guaranteed “not-to-exceed” price.

You may submit a request for a quote on the Federal Warehouse Company’s website or reach out directly to one of the contacts listed below.

Relocation of Personal Household Goods

The university has an agreement with the Federal Warehouse Company to offer discounted rates and general operating terms to employees. These rates are available to new, current, and retired employees of the University of Illinois) for personal relocation services. Each employee will be responsible for entering into their own agreement with the Federal Warehouse Company.

The use of Federal Warehouse Company for household goods and moves is not a requirement for employees. If an employee chooses to use an alternate company for their move, the employee must work with their department to establish university payment thresholds. Employees will be responsible for entering into their own agreements and payment schedules with the alternate moving company. Please note: If an alternate moving company is used the employee will be responsible for paying the moving expenses directly and request reimbursement through Emburse Enterprise through University Payables.

Taxability of Moving Expense Reimbursements

All personal moving expenses reimbursed to or paid on behalf of an employee by the University of Illinois System are considered taxable income to the employee. Units should process invoices and expense reports through Emburse Enterprise and not by a purchase order. Moving expenses payments should be processed the same as other taxable fringe benefits. See Busfin Policies and Procedures Manual, 18.5 Fringe Benefits for additional information.

Insurance of Personal Household Goods

It is the employee's responsibility to contact the Federal Warehouse Company for any information regarding insurance coverage.

Interstate Insurance (Household Goods)

The agreement with the Federal Warehouse Company includes insurance coverage up to a maximum of $125,000 protection that is based on an established value of $7.00 per pound. This level of insurance is provided at no additional charge. In the event the employee believes the value of their household goods and university equipment exceeds the $7.00 per pound limit (maximum of $125,000), the employee is responsible for contacting the Federal Warehouse Company to purchase additional protection.

Intrastate Insurance (Household Goods)

For Intrastate moves, Illinois law only allows free coverage of $0.30 per pound per article. In the event additional coverage is needed of more than $0.30 per pound per article the new employee is responsible for contacting the Federal Warehouse Company to purchase any additional coverage.

Tips for Relocation of Household Goods

Relocation of University Equipment (i.e. Laboratory, Office, etc.)

In the event Facilities and Services (F&S) cannot meet department requirements for local office and laboratory moves, the Federal Warehouse Company has offered discounted rates for these same services.

The relocation of university equipment requires the issuance of a Purchase Order by the appropriate Purchasing & Contract Management Office. If using the Federal Warehouse Company, the department must submit a requisition and quotation to Purchasing. If you have decided to utilize a vendor other than Federal Warehouse Company, a Certificate of Insurance must be obtained meeting the minimum insurance requirements.

Insurance of Lab and/or Office Equipment

In the event the Federal Warehouse Company or another private mover provides relocation of university equipment, it is the department’s responsibility to contact the University Office of Risk Management for transit insurance.

Taxability of Moving Expense Reimbursements

Relocating university equipment to the university is not taxable to an employee, and invoices can be handled by the department representative creating a requisition in iBuy for a purchase order. Emburse Enterprise is not used for payment for the relocation of university equipment.

Tips for Relocation of Laboratory or Office Equipment

• Contact Facilities and Services so an elevator (if needed) may be reserved and padded prior to arrival on campus.
• Work with University Property Management to ensure the received equipment is properly accounted for and labeled.