Preparing for a June or July Household Goods Relocation with FY 2010 State Funds?

Please follow these instructions and use this Letter of Intent. Then create a requsition after July 1st.

This page has been created to assist departments and University employees by presenting the correct procedure for all household moves. Instructions for self-moves and those utilizing the assistance of National Carriers are provided below for your convenience.

1. Do not submit a requisition prior to contacting Purchasing for the next available vendor (392-1331 | purchasing@ufl.edu).
Purchasing will need the following in order to provide a vendor: faculty members name, location from which he/she is being moved and expected date of move.
Save carts as draft prior to receiving vendor information from Purchasing Services.

2. Create a Requisition as soon as you receive the next available vendor's information.
Open MyUF Market and select the Forms Tab
Select the Relocation of Household Goods form. The header includes the Commodity Code: 78101804 and the Account Code 719300 to be used for this purchase.

Complete the Relocation Form for all Household Goods Relocations which includes the following:
1. Estimated Cost or Not to Exceed [box provided] the budget the department will allow
2. Estimated Move Date (When does the person expect to move)[box provided]

In the Description Box include WHO is to be moved and who is the move Contact if it's different from the person being moved.

The form includes spaces for the following:
WHERE is he/she coming from? - street, city, state & zip
WHERE is the person moving to? - City only is necessary
Staff/Faculty Members Email address
HOW to contact - phone numbers (work, home, cell)

Other hints when creating requisition:

1. Leave vendor blank, Purchasing will fill this in.
d. For amount, put departmental limit, Purchasing will adjust if quote comes in less.

Now the form is complete. Go to the upper right drop down and select "add and go to cart". Click go. Complete requsition.

3. Complete an Approval to Pay Moving Expenses form.
This form requires a Dean, Director or Vice President signature. Sorry No Substitutes. Provide it as an attachment to the requisition. It is not necessary to provide this form at the time the requisition is made but it MUST be completed prior to the move taking place.


Next Steps
THAT’S IT!!!! Purchasing handles it from here. Purchasing assigns the moving company from the list of successful bidders – all national carriers – and then the local agent contacts the incoming employee.

Purchasing mails a letter to the faculty member indicating the moving company selected, a contact name and number along with a small “Moving Guide”
The Moving Guide explains the restrictions on Household moves and gives a little advice on how to make the move go more smoothly.

The vendor schedules a household visit to survey the goods being moved and generates an estimate. In just one visit, the move dates can be discussed; options for reducing costs considered or request for special handling can be taken into account. These vendors all invoice based on actual weight being moved.

Purchasing follows federal guidelines on household moves. For more information, see IRS Publication 521, Moving Expenses.

The contract ensures the University excellent pricing which includes up to $100,000 replacement value insurance, drivers rated in the top quarter of their company's rating scale and the mover will make one return trip to the delivery address to pick up flattened, unpacked boxes.