University of Wisconsin
School of Medicine and Public Health

Relocation - Moving Expenses

The Department of Medicine will provide a faculty relocation award. This award is a one-time lump sum payment to the new faculty member to cover the costs for travel, temporary lodging and related moving expenses, with a maximum award amount of $13,000. Faculty are then responsible for paying individual moving invoices directly. All moving expense reimbursements are considered taxable income and subject to Federal/State tax withholding.

In accordance with IRS rules for moving expenses, faculty must have moved at least 50 miles and the move must take place within one year of employment start date. Reimbursement can be processed up to 30 days before the move date - within a max of 90 days before the start date - and will occur via UW e-Reimbursement.

Relocation stipends are processed by Central Admin accountant Maggie Miller.

You may use any moving company for your move. Here are several recommended moving vendors that have been vetted by UW Madison:

Piepho Moving & Storage

1300 Oak Forest Dr.
Onalaska, WI 54650

Armstrong Relocation Company Wisconsin LLC

1701 Airport Rd
Waukesha, WI 53188

Two Men and a Truck

3817 Kipp St
Madison, WI 53718

What is the process to receive my relocation stipend?

Within 90 days of your start date, you will receive email instructions for accessing the UW Health onboarding portal. Please follow the provided instructions to set up your UW NetID login. You will need your NetID login to access MyUW to complete the following steps:

1. Set up Direct Deposit

Before your start date, a paper/pdf direct deposit form will need to be filled out and returned to Maggie Miller for submission to camput.

After your start date, you can enter your direct deposit details directly in MyUW - 

  1. In MyUW, find the Payroll Information tile, and click on Update Direct Deposit
  2. Click Add Account.
  3. Enter account information.
  4. Click Save.
    NOTE: A confirmation email will be sent to business email on file.

Instructions in English, Spanish, Hmong, Tibetan, Chinese, Nepali

2. Set up a Travel Alternate in e-Reimbursement

An alternate is able to create expense reimbursements on your behalf, which are then submitted to you for final approval. For your relocation reimbursement, your alternate may be someone who will book travel and create expense reports for you in the future, or it may be an accountant in your division. Maggie will send you instructions including who to set up as an alternate.

  1. Sign into e-Reimbursement.
  2. Click the Expenses WorkCenter tile.
  3. Click the Delegate Entry Authority link in the links panel along the left side.
  4. Click the plus sign to add an additional row.
  5. Enter the Alternate’s employee ID number in the Authorized User ID field. If you do not know the employee ID, click the magnifying glass next to the blank field, then click on Advanced Lookup.  Enter the Alternate’s last name in the Description field.  Locate the alternate and click on their name.
  6. The Authorization Level should be “Edit”. If an employee chooses “Edit & Submit”, it will revert to “Edit”.
  7. Click Save.

3. Finalize and Submit Relocation Stipend e-Reimbursement

Your alternate will create the expense report for your relocation stipend amount, minus 30% tax withholding. This is an estimated tax withholding amount - your paycheck will adjust accordingly to your actual tax withholding rate when the stipend is reported on your paystub.

When the expense report is ready for your review, your alternate will email you that you can now go in and submit the final report -

  1. Sign into e-Reimbursement.
  2. Click the Expenses tile, then My Expense Reports.
  3. Use the panel on the left to navigate to: Not Submitted – Expense Reimbursements which have been created but not yet submitted.
  4. Click the Report ID to view details of a specific Expense Reimbursement.
  5. Use the navigation buttons in the top bar to review and submit your report.

Detailed instructions for submitting e-reimbursements including screen shots and videos

4. Receive Relocation Stipend Payment

Once you submit your e-reimbursement, it can take 1-3 weeks for approvals to be finalized. Once your report is approved for payment, you will receive an email notification, and either see the deposit in your bank account within 3-5 days.