Relocating to SLAC
New hires relocating to SLAC are expected to abide by both SLAC’s Relocation Assistance Policy and SLAC's Travel and Expense Policy.
These policies help relocating SLAC employees understand how to minimize personal costs and inconvenience. Employee reimbursement is handled through Concur. If you are claiming expenses prior to your start date, please contact your SLAC department to set up a Concur Sponsored Guest account.
For foreign nationals traveling to SLAC for employment or other reasons, SLAC does not cover the SEVIS fees, visa application fees, or required insurance fees associated with international travel or immigration requirements. As an exception in special cases, the sponsoring directorate may choose to cover these costs out of their unallowable funds.
If you have any inquiries regarding the relocation policy mentioned in your offer letter, please reach out to HR Employment or ISO@slac.stanford.edu for assistance.
For one-way relocation travel, you may purchase a roundtrip airfare itinerary if it is cheaper than a one-way airfare. For documentation, please include a printout of the one-way airfare itinerary in the relocation expense report.
Please follow all SLAC Policies and pay special attention to the Fly America Act when booking airfare.
- Relocation can be a lengthy process, therefore expenses can be submitted in multiple expense reports. It is not necessary to wait for all the relocation expenses to be incurred.
- Expenses submitted after 60 days from the date of incurrence may be taxable income by the IRS. Please submit your Expense Report as soon as possible.
- As of 2024, car mileage reimbursement is at 21 cents per mile driven for relocation/moving purposes.
- For Airfare, Car Rental, and Lodging resources, see Traveling to SLAC.
- For creating an expense report, see the Creating an Expense Report Quick Start Guide and the Relocation Quick Start Guide.
SLAC has two direct bill-moving companies (listed below). Please contact them directly to get an estimate for your move. Submit the move estimate to travel@slac.stanford.edu for approval prior to the move, in order to have the expenses directly billed to SLAC.
You may choose to use an alternative moving company. If so, expenses will be paid out-of-pocket and the receipt submitted for reimbursement in Concur.
Contact Travel@SLAC for additional travel and moving company questions.
ACE World Wide (Atlas Van Lines)
Customer Service for Initiation of Service Request
- Alex Allgood | Alex.Allgood@aceworldwide.com | (414) 349-1985
- cc: Customer Service | cs24@aceworldwide.com | (800) 223-6683
- cc: Wade Bute | wade.bute@aceworldwide.com | (702) 210-5668 or (414) 570-2217
For During move Service Escalations
After Hours Support | (877) 223-4748
Wheaton Moving
- Roxana Andrews | Roxana_Andrews@wvlcorp.com | 317-558-0386
- General Customer Care | wheatoncustomercare@wvlcorp.com | 866-545-6978
