Moving Allowance Guide

Issue/Question

What are the policies and procedures for household moving allowance?

Who is eligible for moving allowances?

How do I process moving allowance for a new employee?

Environment

• DocuSign

Cause

A Hiring Manager or supervisor wants to or has provided moving allowance to a candidate.

A superuser needs to process moving allowance for a new hire.

Resolution

This guide provides a high-level overview of moving allowance rules for new hires and current employees transferring within the State of South Dakota. Supervisors and administrative staff should use this summary when considering and processing moving allowance requests.

Eligibility

• A moving allowance may be provided if:
  • New Hire: The individual is not currently a State of South Dakota employee and is moving more than 50 miles to their new home duty station.
  • Transfer: A current full-time State of South Dakota employee (excluding elected constitutional officers) is transferred to a new home duty station at least 50 miles away.

Allowance Amount

• Moving allowance amounts are determined on a college/department basis and may vary case by case.
• Supervisors should work directly with their HR partner to establish an appropriate allowance amount.
• The final amount must be included in the employee’s offer letter.

DocuSign/Paperwork Process – Initiated by the SuperUser

1. Login to DocuSign
   1. Ensure you are in the non-secure site
2. Select the Templates tab and click on Shared Folders and then HR SuperUser
   1. If you can’t see shared folders, click show more
3. Find the appropriate template: HR - Household Moving Allowance Form
4. Click Use
   Note: You will need to upload the signed offer letter to the template
5. Select Advanced Edit
6. Click the three dots on the last document that is titled REPLACE WITH OFFER LETTER
7. Select Replace
   1. 
   2. Locate and select the signed offer letter on your computer to add it to the DocuSign template
      Note:: The Offer Letter must specify the allowance amount authorized
8. Add names and emails to the recipient queue
   1. The proper routing queue is as followed:
      1. Department Superuser
      2. Employee
      3. Human Resources - prefilled
         Note: The employee’s name will automatically populate into the Email Subject after it is sent.
9. Click Send Now to fill in the template
   1. After you click Send, a message will pop-up asking if you want to sign now. Otherwise, this can be found in your Action Required items
10. The SuperUser will complete the following fields:
    1. State Transfer or Professional Recruitment
    2. Position Title
    3. Salary
    4. New Duty Station (Home station)
    5. Employment Start Date
11. Click Finish to send the template to the employee to complete the following fields:
    1. Moving From City
    2. Expected Month/Year of Move
12. Human Resources will review and complete the form
13. All recipients will receive a copy once completed

EPAF/Payment Process

1. Moving allowances should be paid out on the employee’s first full paycheck once necessary paperwork has been completed.
2. To submit the moving allowance for payment, the superuser will need to complete an EPAF after the primary position has applied to Banner.
   1. EPAF type: TEMJS
   2. Contract Type: Overload
   3. Query Date: First day of the pay period in which the moving allowance should be paid
      1. For example, if a 9-month faculty starts on 8/22, their first full paycheck will be in September.  The query date on this EPAF should be 8/22.
      2. If an employee starts in the middle of a pay period (9/1), the query date should be the first date of the next pay period (9/22).
   4. Annual Salary: 0
   5. FTE: 0
   6. Job Change Reason: AA002 – Supplemental Appointment
   7. Hours Per Day and Hours Per Pay: 1
   8. Factors and Pay: 1
   9. Time Entry Method: Payroll Time Entry
   10. Termination Date: The end of the pay period (ex. 9/21)
   11. Earning Code: Moving Allowance Paid (MAP)
       1. Add end date of the earning code on the 22^nd of the month (ex. 9/22/2025).  This should be a day after the date you enter as the Termination Date.
   12. Routing Queue
       1. Hiring Manager Assistant—45 **Optional
       2. Super User in Organization—47 **Optional
       3. Administration VP/CEO—55
       4. Budget—75 (Matthew Hup)
       5. Human Resources—105 (Nicole Muehler)
       6. Shared Payroll Center, 150 (ZZ_RIS ZZ_RIS, ZZ_RIS)
   13. Add Comments related to start date and amount of Moving Allowance

Return of Moving Allowance

If an employee leaves state employment after receiving a moving allowance, repayment is required based on length of service following the move (see ARSD 5:01:07:10):

Exceptions: Repayment is not required if the employee is unable to continue due to illness, injury, or dismissal