MOVING EXPENSES REIMBURSEMENT POLICY 2023-06-28 REDLINED.PDF

MARICOPA COUNTY INTERNAL POLICY 
 
Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
063-2821-201823 
Current 
Implementation Date: 
063-2826-201823 
Approved by: 
BOARD OF SUPERVISORS 
Board Agenda 
Number: 
C-31-11-006-6-012 
Original Adoption 
Date: 
12-15-2010 
 
I. 
PURPOSE 
To provide a mechanism to reimburse moving expenses for certain 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.Human Resources is 
responsible for administering this policy. 
III. APPLICATION 
This Ppolicy applies to all Maricopa County elected offices and appointed departments, as well as the Flood 
Control District of Maricopa County, and the Maricopa County Library District, and the Stadium 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. Written justification for the need to reimburse moving expenses should be submitted by Appointing 
Authorities to the County Manager or designee. County Manager or designee approval is required 
prior to offering reimbursements to the candidates. 
1.2. 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.; or 
2. Newly hired employees in full-time critical and difficult to -to-fill positions where a qualified candidate 
cannot be found in the local market within Maricopa County. 
3. May not be offered to temporary or contract employees. 
C. Moving Expenses:

Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
063-2821-201823 
 
Page 2 of 4 
1. Reimbursements shall only be made for expenses incurred by employees and their spouses, their 
spouses, and legal dependents. Proof of marital and dependent status may be required. 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. 
2. Employees transporting themselves, their spouse, or their legal dependents by car, moving van, etc., 
mustare required to travel at least 400 miles per day when travel extends over multiple days. 
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 and state 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 $31,5000 
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 $150,000. 
E. Effective Date: Reimbursements shall only be made after the new hire has commenced working for the 
County. 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 690 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 connection with the 
relocation process and will not reimburse the cost of providing insurance while in transit.

Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
063-2821-201823 
 
Page 3 of 4 
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 sign an agreement to repay allthe full amount of reimbursements 
they received if they voluntarily terminate employment prior to the second anniversary date of their hire 
date. 
K. The County Manager or designee may approve exceptions to this policy that are consistent with the intent 
of the policyPolicy's intent.

Policy Title: 
MOVING EXPENSES REIMBURSMENTS 
Policy Number: 
HR2412 
Current Adoption 
Date: 
063-2821-201823 
 
Page 4 of 4 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
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).