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Rev. 01/2018
MOVING AGREEMENT
This Agreement is made between the RECTOR AND VISITORS OF THE UNIVERSITY OF
VIRGINIA ("the University") and ("the Employee") .
WHEREAS the Employee begins work for the University on and desires to move
and relocate his/her residence from to ;
WHEREAS the University wishes to assist the Employee with moving and relocating (hereinafter
"moving") to facilitate his/her working for the University;
WHEREFORE, to facilitate the Employee's moving to begin work at the University, both the
University and the Employee agree to the following terms.
1. The University, acting through the hiring department or unit or Dean, (hereafter “hiring
department”) agrees to reimburse, or pay on behalf of, the Employee an amount not to exceed
$ for moving expenses incurred for the relocation. Of this amount, not more
than $ shall be reimbursed directly to the Employee. All reimbursement
claims must comply with University policy and procedures, as amended from time to time. The
Employee shall provide original receipts for all reimbursement requests, to the satisfaction of the
University prior to any reimbursement.
2. The University will apply all required federal and state tax deductions and will report all
payments made under this Agreement as required by federal and state law. The Employee
understands that, under federal law, all moving and relocation expenses are considered taxable
to the employee. Taxes shall be withheld from all reimbursements. In addition, appropriate taxes
will be withheld from the employee's paycheck based on the value of any direct payments made
by the University to third parties. All reimbursements and direct payments to third parties will be
reported to the Internal Revenue Service as income on the employee’s Form W-2.
3. In return for the assistance with moving expenses as provided in paragraphs 1 and 2, above,
the Employee agrees to work for the hiring department on a regular and full-time basis for at least
one year beginning on and ending on . For faculty
appointed on an academic basis, one year is defined in this Agreement as one regular academic
session of nine months (Fall and Spring Semesters). Should the Employee fail to complete the
entire year of work for the hiring department to its satisfaction, the Employee shall reimburse the
hiring department for all payments and reimbursements made by the University pursuant to
paragraph 1, above, and as provided in the following paragraphs.
4. The Employee's failure to remain employed by the University for one year, for any reason
whatsoever, will trigger the Employee's duty to repay, pro-rata, the amount paid or reimbursed by
the hiring department pursuant to paragraph 1, above. (This amount may be more than the
Employee received due to tax or other withholdings.) For example, if the Employee leaves 5
months prior to the end of the year, he/she will repay 5/12 of such amount. To facilitate this
repayment, the Employee, by signing below, expressly gives the University a lien on all his/her
salary, wages, and other sums payable to him/her by the University. In addition, the Employee
hereby authorizes the University to withhold all amounts so due from any sum payable to the
Employee by the University, and to use the Commonwealth's tax off-set system if necessary. The
Employee also waives any and all exemptions (including the homestead exemption) which may
apply to any amounts so due.