The Transportation Manager’s office (301.405.5852) maintains transportation agreements with a number of national household moving companies and can assist in coordinating household and laboratory moves when the university has agreed to pay for the move. The Transportation Manager’s office also processes payment of invoices relating to these moves. To take advantage of this service, please follow these guidelines. Beginning January 1, 2018, household move expenses are no longer tax deductible. Charges paid by the University of Maryland will show up as income on the shipper’s W-2.
1. Forward a written request via email to the Transportation Manager authorizing the household move. Include the KFS# you want charged, the name, address, telephone number and email address of the person moving (hereafter called the “Shipper”). Also include any restrictions that your department wishes to put on the move, such as a maximum dollar amount or whether transportation of vehicles or short term storage are omitted from the move. If a maximum dollar amount is specified, your department KFS# will be billed for the entire amount and the Shipper will be responsible for reimbursing you. Moving companies do not provide split billing for services.
2. The Transportation Manager’s office will issue estimate requests, which will include transportation, packing and unpacking, insurance and any special services requested. The moving companies will contact the Shipper and arrange to do a survey of the move. Shippers are asked to include any special needs, such as moving the contents of self-storage lockers, attics, offices and laboratories. The moving companies can also arrange for transportation of vehicles and boats and for short term storage. The completed estimates are forwarded to the Transportation Manager’s office by the moving companies for comparison and awarding of the move.
3. The Transportation Manager will send a Letter of Authorization to the company with the winning bid and instruct them to send all bills to the University of Maryland, c/o the Transportation Manager’s office, for payment against the KFS# provided. The moving company will then contact the Shipper and arrange the final details of the move and set a schedule.
Please allow a minimum of three weeks for the estimate process, especially during peak season (May, June, July and August).
Quotes solicited by the Shipper will not be accepted, as they do not reflect discounts and services included in the university’s transportation agreements.
The University of Maryland household move policy is here: https://president.umd.edu/sites/president.umd.edu/files/documents/policies/VIII1600.pdf