Moving to a new community is an exciting step. We’re here to help make your transition as smooth as possible—so you can focus on your new beginning and the ministry ahead.
SECTION 01
Before You Begin
Congratulations on your new assignment! Potomac Conference supports eligible regular, full-time exempt employees who are asked by the Conference to relocate. Benefits depend on your approved arrangements. When both spouses are employed, only one moving benefit is provided per family. Contact your designated HR representative before making commitments.
SECTION 02
Plan Your House-Hunting Trip
The Conference covers one house-hunting trip, including up to five days and four nights of hotel accommodations, an applicable meal per diem, and a rental vehicle as needed. Coordinate arrangements with HR in advance.
SECTION 03
Choose Your Moving Option
Select the arrangement that best fits your move. All three moving options are taxable; the March 2026 handbook states that the Conference adds 30% to the amount payable or paid.
Option 1
Conference-Arranged Move
The Conference connects you with a moving company. You pack your belongings; the company loads and unloads the moving truck.
Option 2
Moving Settlement
The Conference obtains a moving estimate and pays you 75% of the quoted cost as a settlement. You arrange the move. You may keep any remaining funds, but pay any excess costs yourself. The settlement completes the Conference’s moving obligation under this option.
Option 3
U-Haul Self-Move
You arrange a U-Haul rental. The Conference reimburses 100% of the U-Haul truck rental and its fuel costs. Receipts are required.
SECTION 04
Additional Moving Benefits
A flat $1,880 moving allowance is provided under current HR practice. Other eligible benefits include direct-route mileage for up to two automobiles; applicable meal per diem based on 500 miles of travel per day (plus eligible loading, unloading and Sabbath layover days); reasonable lodging with receipts; and road and bridge tolls. Submit reimbursements within six months of the expense date. Delayed household-goods delivery does not qualify for additional lodging or per diem.
SECTION 05
Driving Licenses & Vehicle Requirements
For an initial interstate move, eligible reimbursements may include driver’s licenses for the employee and spouse; tags and registration for one or two automobiles; local vehicle stickers; state inspections; and vehicle use tax. To qualify, vehicles must be registered within 90 days of moving. Recurring fees are the employee’s responsibility. Check your destination DMV for current legal deadlines and requirements.
SECTION 06
Housing During Your Transition
If you must pay for housing in both locations because of an existing lease or an unsold/unrented home, duplicate housing assistance may be available for up to three months under normal circumstances. Extensions are not automatic and require additional approval and supporting information. Contact HR before relying on this benefit.
SECTION 07
Relocation Checklist
Before moving: confirm eligibility and dates with HR; coordinate house hunting; choose a moving option; retain estimates and documents. During moving: save receipts; record mileage; communicate significant changes. After moving: update your address in BambooHR; complete required DMV steps; register vehicles within 90 days for eligible reimbursement; submit eligible claims within six months.
Before your move
- Confirm eligibility and moving dates
- Coordinate house hunting
- Choose a moving option
- Save estimates and documents
During your move
- Save required receipts
- Record mileage and tolls
- Notify HR of significant changes
After your move
- Update address in BambooHR
- Complete state DMV requirements
- Register vehicles within 90 days for reimbursement
- Submit claims within six months
SECTION 08
Forms & Resources
HELPFUL ANSWERS
Frequently Asked Questions
Can I choose among the three options?
Discuss your preferred option with HR before booking or signing any agreement.
Do I pack my belongings under Option 1?
Yes. You pack; the moving company loads and unloads.
What if the moving settlement exceeds my actual cost?
You may keep the difference. If your costs exceed the settlement, you cover the difference.
Are moving benefits taxable?
Yes. The handbook also specifies an additional 30% on the payable or paid amount under each moving option. HR or Treasury can explain the payroll treatment.
How many vehicles qualify?
Up to two automobiles for specified initial interstate-move expenses, provided registration occurs within 90 days.
When must I submit reimbursement requests?
Within six months of the expense date.
What if my previous home has not sold?
Ask HR about duplicate housing assistance, generally up to 3 months initially, subject to conditions and approval.
PERSONAL SUPPORT
We’re Here to Help
Questions about your relocation? Contact the representative for your employee group.