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Employee Household Goods Moving

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Relocation Services for Household Goods and University Equipment:

The University has entered into an agreement with Federal Warehouse Company to offer discounted rates and general operating terms to employees (the rates herein are available to new, current and retired employees of the University of Illinois) for relocation services.  Each employee will be responsible for entering into their own agreement with Federal Warehouse Company.  In addition, in the event Facilities and Services (F&S) cannot meet department requirements for local office and laboratory moves, Federal Warehouse Company has offered discounted rates for these same services.

The use of Federal Warehouse Company for household good moves is not a requirement for employees.  If an employee chooses to use an alternate company for their move, the employee must work with their department to establish University payment thresholds.  Employees will be responsible for entering into their own agreements and payment schedules with the alternate moving company.  Please note, if an alternate moving company is used the employee will be responsible for paying the moving expenses and requesting reimbursement.

Federal Warehouse Company Contact List for Relocation Services for the University of Illinois Campuses:

Primary Contact:
James McNeely, General Manager
Federal Companies
401 W. Kenyon Rd
Champaign, IL 61820 

Local: 217-352-5123, ext. 4025
Toll Free: 800-728-5123
General Manager Cell Phone: 217-390-9034
Fax: 217-352-4411

Secondary Contact:
Char Damery, Office Manager

Phone: 217-429-4131

Taxability of Moving Expense Reimbursements

Effective January 1, 2018, all personal moving expenses reimbursed to or paid on behalf of an employee by the University of Illinois System are considered taxable income to the employee. Units should process moving expense reimbursements the same as other taxable fringe benefits. See OBFS Policies and Procedures Manual, 18.5 Fringe Benefits for additional information.

Rates and Maximum Valuation


Federal Warehouse Company offers a 68% discount off Tariff 400-N for INTERSTATE shipments of household goods and office, laboratory furniture, fixtures, equipment and other property found in stores and offices.  It should be noted that household moves, laboratory moves and office moves must be billed separately for tax reporting purposes.

Federal Warehouse Company offers discounts for moves within the State (INTRASTATE) and are based off the Illinois Movers Tariff Bureau, Tariff 17-A.

*Please note, you will not see the applicable discount on your estimate from Federal Warehouse Company.  The prices generated for purposes of the estimate will already include the discounted rate.

Insurance/Maximum Valuation

It is the employee's responsibility to contact Federal Warehouse Company for any information regarding insurance coverages.


The agreement with Federal Warehouse Company includes insurance coverage up to a maximum of $125,000 protection that is based on an established value of $6.00 per pound.  This level of insurance is provided at no additional charge.  In the event the employee believes the value of their household goods and University equipment exceeds the $6.00 per pound limit (maximum of $125,000), the employee is responsible for contacting Federal Warehouse Company to purchase additional protection.


For Intrastate moves, Illinois law only allows free coverage in the amount of $0.30 per pound per article.  In the event additional coverage is needed in excess of $0.30 per pound per article the new employee is responsible for contacting Federal Warehouse Company to purchase any additional coverage.

RELOCATION OF UNIVERSITY EQUIPMENT (i.e. Laboratory, Office, etc.)

In the event Federal Warehouse Company provides relocation of University Equipment, it is the department's responsibility to contact the University Office of Risk Management for transit insurance.

How to Use:

Step 1:

  • The department sends a letter of authorization via email to Urbana Purchasing at or Chicago Purchasing at
  • Department shall provide the name of the employee to be moved, origin and destination cities, employee email & phone numbers, approximate date for packing and delivery, and any other pertinent information including any limitation of the University payment threshold.
  • The department shall also inform the employee that they have been authorized to contact Federal Warehouse Company to arrange for service.

Step 2:

  • The Purchasing office will send a letter of authorization to the Federal Warehouse Companies coordinator.
  • Purchasing will copy the department contact as well as the new employee on this communication.

Step 3:

  • The move takes place and the final invoice is submitted to the Purchasing Office for review.
  • The invoice is sent to the authorizing department for review and approval for payment.
  • The department should process approved invoices for payment in the TEM system.

Pre-Move Estimate

Federal Warehouse Company shall provide a guaranteed "not-to-exceed" price for INTERSTATE relocations only.  The "not-to-exceed" price does not include Storage-In-Transit, pick-up or delivery to or from Storage-In-Transit, or any other services not specifically identified on the estimate but required in order to make delivery.  The shipment will be weighed and charges will be invoiced (or collected, if applicable) on the lower of the total charges as calculated using the actual weight, or the guaranteed "not-to-exceed" price.

Tips for a Smoother Move

Before You Move

Contact the Federal Warehouse Companies coordinator, if either moving to the University or from the University.  This will ensure that you receive the appropriate contract benefits.

Properly dispose of hazardous materials.

Do not include jewelry, money, coin collections, etc. in items to be handled by others.  Keep these items in your possession.

Notify carrier as soon as you know your move dates, preferably two to three weeks prior to date for actual schedule.  Confirm dates and services to be performed with your Federal Warehouse Companies coordinator.

Make a list of items in offsite storage, office, and laboratory locations.  Make a list of boxes as well as furniture and garage items.

Make a list of items located in attic, crawl spaces, closets, and any other storage areas not readily available for viewing by the moving consultant.

Make a list of items that will require special handling.  This includes glass tabletops, marble tops, taxidermy, and heavy mirrors or pictures that may need protective crating.

Check the access for loading and unloading at each stop for the move.  Will an 18-wheel tractor-trailer moving van be able to park legally and logistically within 75 feet of your front door?  If it cannot, long carry and perhaps even shuttle charges (loading and unloading a smaller truck) may be incurred.  Are there elevators or stairs at each location?  These may be additional cost considerations at both origin and destination.

Do not have the phone disconnected at origin until the house is empty.  Communication may be important during the moving process.

Provide phone numbers at destination including motel, new home, cell phone, and work.

During Loading and Delivery

Your shipment will be given a window of dates for loading and delivery.  The duration of that window is dependent on the weight and distance of your shipment.  Make sure you are present when loading and unloading occurs to ensure that all services are performed to your satisfaction.  If you are not available in this time frame, waiting time charges may be incurred.

Make sure at the time of loading that you check the inventory sheet before signing it.  Check the entire residence at origin before the truck leaves to ensure that nothing was left behind or was taken by mistake.

At unloading, make sure to check off each item as it is delivered and make notations for loss or damage before signing the form.  Tour the new residence before the driver leaves to ensure everything is in the right place.

Ask the driver to assemble anything that has been disassembled and ensure that all parts are there.

If part of your shipment goes to storage, be sure that items are clearly marked for the temporary residence and check these items off at destination.

You have the right to be present each time your shipment is weighed.

If you are moving an auto, you must inspect it immediately at destination and file a claim, if necessary, within 24 hours of receiving the vehicle.  Damage to household goods must be reported within their specified time.

Last Updated: November 21, 2018

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