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 Chrome River through University Payables.

Processing Personal Household Good Relocations When Using the Federal Warehouse Companies

1. The department downloads a copy of the Relocation Template Letter (UIUC, UIS, UIC and U of I System) and fills in the blanks. The letter is signed by the Department Dean or Director and emailed to James McNeely at Federal Warehouse and all those listed on the bottom of the Relocation Template Letter are copied on the email, including the employee who is relocating.
   • UIC Relocation Template Letter
   • UIS Relocation Template Letter
   • UIUC Relocation Template Letter
   • UI System Relocation Template Letter
2. To utilize the University of Illinois discount with Federal companies, you must contact James McNeely at the Champaign location. Otherwise, the discounts will not apply. The Federal companies will work to coordinate the details with the employees and handle the logistics and planning.
3. The move occurs and a final invoice is submitted to the department for review. The department will submit the required documentation to pay the invoice, i.e., Offer Letter, Invoice, Department Approval letter, etc. using Chrome River.
4. For questions or contact information at Chrome River see: Chrome River Resources.

Personal Household Good Relocations When Not Using the Federal Warehouse Companies

1. Work with the university department contact person for details and a maximum amount the department can reimburse.
2. Request a quote and contract with the chosen moving company.
3. Pay the invoice and submit the receipts to the university department representative who will submit them in Chrome River for reimbursement.
4. For questions or contact information at Chrome River see: Chrome River Resources

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 Chrome River 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

Before you move

• Contact the Federal Warehouse Companies coordinator, if either moving to the university or from the university. This will ensure that you receive the appropriate contract benefits.
• Properly dispose of hazardous materials.
• Do not include jewelry, money, coin collections, etc. in items to be handled by others. Keep these items in your possession.
• Notify carrier as soon as you know your move dates, preferably two to three weeks prior to date for actual schedule. Confirm dates and services to be performed with your Federal Warehouse Companies coordinator.
• Make a list of items in offsite storage, office, and laboratory locations. Make a list of boxes as well as furniture and garage items.
• Make a list of items in the attic, crawl spaces, closets, and any other storage areas that the moving consultant cannot view.
• Make a list of items that will require special handling. This includes glass tabletops, marble tops, taxidermy, and heavy mirrors or pictures that may need protective crating.
• Check the access for loading and unloading at each stop for the move. Will an 18-wheel tractor-trailer moving van be able to park legally and logistically within 75 feet of your front door? If it cannot, long carry and perhaps even shuttle charges (loading and unloading a smaller truck) may be incurred. Are there elevators or stairs at each location?
• There may be additional cost considerations at both origin and destination.
• Do not have the phone disconnected at origin until the house is empty. Communication is very important during the moving process. Provide phone numbers at destination including hotel, new home, cell, and work phone number.

During Loading and Delivery

• Your shipment will be given a window of dates for loading and delivery. The duration of that window is dependent on the weight and distance of your shipment. Make sure you are present when loading and unloading occurs to ensure that all services are performed to your satisfaction. If you are not available in this time frame, waiting time charges may be incurred.
• Make sure at the time of loading that you check the inventory sheet before signing it. Check the entire residence at the origin before the truck leaves to ensure that nothing was left behind or was taken by mistake.
• At unloading, make sure to check off each item as it is delivered and make notations for loss or damage before signing the form. Tour the new residence before the driver leaves to ensure everything is in the right place.
• Ask the driver to assemble anything that has been disassembled and ensure that all parts are there.
• If part of your shipment goes to storage, be sure that items are clearly marked for the temporary residence and check these items off at destination. You have the right to be present each time your shipment is weighed.
• If you are moving an automobile, you must inspect it immediately at destination and file a claim, if necessary, within 24 hours of receiving the vehicle. Damage to household goods must be reported within their specified time.

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. Chrome River 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.