MOVING EXPENSES REIMBURSEMENT POLICY 2023-06-28.PDF

MARICOPA COUNTY INTERNAL POLICY 
 
Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
06-28-2023 
Current 
Implementation Date: 
06-28-2023 
Approved by: 
BOARD OF SUPERVISORS 
Board Agenda 
Number: 
C-31-11-006-6-02 
Original Adoption 
Date: 
12-15-2010 
 
I. 
PURPOSE 
To provide a mechanism to reimburse moving expenses for eligible new hires as a recruitment incentive. 
II. AUTHORITY 
This Policy is authorized by the Board of Supervisors pursuant to A.R.S.§11-251. 
III. APPLICATION 
This Policy applies to all Maricopa County elected offices and appointed departments, the Flood Control District 
of Maricopa County, and the Maricopa County Library District (Special Districts). The Board of Supervisors is 
authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, 
C-06-18-393-6-00, approved on April 11, 2018. This Policy does not apply to individual Elected Officials. 
IV. DEFINITIONS 
A. Appointing Authority: An elected official, the single administrative or executive head of a department, or the 
designated representative authorized to act in this capacity. 
V. POLICY 
A. Approval: 
1. County Manager or designee approval is required prior to offering reimbursements to candidates. 
2. The County may, at its discretion, refuse to reimburse any moving expense for which the employee 
fails to provide appropriate documentation or that the County deems unreasonable. 
B. Eligibility: 
1. Newly hired full-time deputy directors and above who reside outside of Maricopa County. 
2. Newly hired employees in full-time critical and difficult-to-fill positions where a qualified candidate 
cannot be found within Maricopa County. 
3. May not be offered to temporary employees. 
C. Moving Expenses: 
1. Reimbursements shall only be made for expenses incurred by employees, their spouses, and legal 
dependents. Proof of marital and dependent status may be required.  
2. Employees transporting themselves, their spouse, or their legal dependents by car, moving van, etc., 
must travel at least 400 miles per day when travel extends over multiple days.

Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
06-28-2023 
 
Page 2 of 3 
3. Qualified Expenses May Include: 
a. Professional moving and transport fees for household possessions (includes those companies 
who have a monthly charge rather than a daily one) 
b. Rental of a moving van and equipment 
c. Airfare for the most direct route 
d. Actual out-of-pocket expenses for gas for the most direct route 
e. Lodging in accordance with per diem rates established by the U. S. General Services 
Administration for the applicable city when taking the most direct route 
f. 
Storage expenses incurred within 30 consecutive days after the move 
g. Meals purchased during the actual move in accordance with per diem rates established by the 
U.S. General Services Administration for the applicable city 
h. Temporary housing not to exceed $3,000 
4. Ineligible Expenses: 
a. Vehicle repairs 
b. Traffic citations and fines 
c. Alcohol purchases 
d. Commercial transport of more than two vehicles 
e. Medical bills incurred during the relocation 
f. 
Insurance on moving vehicles or against damages to property while in transit 
g. Expenditures incurred after the move 
D. Maximum Reimbursement: Not to exceed $15,000. 
E. Effective Date: Reimbursements shall only be made after the new hire has commenced working. 
Prepayment of expenses is not authorized. 
F. Receipts: Reimbursements will not be made without receipts or acceptable documentation, which 
must be turned in to the department within 90 days after the expense was incurred. 
G. Funding: Departments must fund reimbursements within their existing budget. 
H. Liability: The County assumes no liability for property lost, stolen, or damaged in the relocation process. 
I. 
Taxes: The employee who receives reimbursements is responsible for all tax liability. 
J. Separations and Repayments: Eligible candidates who voluntarily separate from County employment 
before their second anniversary must repay all reimbursements received. 
K. The County Manager or designee may approve exceptions consistent with the Policy's intent.

Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
06-28-2023 
 
Page 3 of 3 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Revision History 
Version 
Revision Date 
Description of Revision 
1 
12/15/2010 
Initial version (C-31-11-006-6-00). 
2 
03/21/2018 
Added temporary housing and storage and explained tax liability (C-31-11-006-6-01). 
3 
06/28/2023 
Increased temporary housing costs and maximum reimbursement (C-31-11-006-6-02).