Household Goods and University Equipment Moving
Request a Quote from Federal Companies
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 personal relocation services. Each employee will be responsible for entering into their own agreement with Federal Warehouse Company.
In addition, in the event University Facilities and Services (F&S) / Facilities Management cannot meet department requirements for local office and equipment 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 directly and requesting reimbursement.
Federal Warehouse Company Contact List for Relocation Services for the University of Illinois Campuses:
Federal Companies 401 W. Kenyon Rd Champaign, IL 61820
Fax: 217-352-4411
| Contact |
Title |
Phone |
Toll Free |
Cell |
Email |
| James McNeely |
General Manager |
217-352-5123, ext 4025 |
800-728-5123 |
217-390-9035 |
james.mcneely@federalcos.com |
| Char Damery |
Office Manager |
217-429-4131 |
|
|
char.damery@federalcos.com |
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 invoices and expense reports through TEM and not by a purchase order. Moving expenses payments should be processed the same as other taxable fringe benefits. See OBFS Policies and Procedures Manual, 18.5 Fringe Benefits for additional information.
Rates and Maximum Valuation
Discounts/Rates
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 apart from laboratory and office moves must be billed separately for proper 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.
Interstate Insurance (Household Goods)
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.
Intrastate Insurance (Household Goods)
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.
Insurance (Lab and/or Office Equipment)
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.
Processing Personal Household Good Relocations when using the Federal Warehouse Companies
- The department downloads a copy of the Relocation Template Letter (UIUC, UIS, UIC and U of I System) and fills in the blanks. The letter is signed by the Department Dean or Director and emailed to James McNeely at Federal Warehouse and all those listed on the bottom of the Relocation Template Letter are copied on the email, including the employee who is relocating.
- In order to utilize the University of Illinois discount with Federal Companies, you must contact James McNeely at the Champaign location. Otherwise the discounts will not apply. The Federal Companies will work to coordinate the details with the employee and handle the logistics and planning.
- The move occurs and a final invoice is submitted to the Department for review. The department will submit the required documentation to pay the invoice, ie., Offer Letter, Invoice, Department Approval letter, etc. using TEM.
- For questions or contact information at TEM see: TEM Resources
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.
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?
- There may be additional cost considerations at both origin and destination.
- Do not have the phone disconnected at origin until the house is empty. Communication is very 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 automobile, 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.
Personal Household Good Relocations when not using the Federal Warehouse Companies
- Work with the University Department contact person for details and a maximum amount the Department will be able to reimburse.
- Request a quote and contract with the chosen Moving Company.
- Pay the invoice and submit the receipts to the University Department Representative who will submit in TEM for reimbursement.
- For questions or contact information at TEM see: TEM Resources
- In the event a private Mover provides relocation of University Equipment, it is the Department's responsibility to contact the University Office of Risk Management for transit insurance.
- Relocating of University Equipment to the University is not taxable to an employee and invoices can be handled by the Department representative creating a requisition in iBuy for a purchase order. TEM is not used for payment of the relocation of University Equipment.
Tips for Relocation of Laboratory or Office Equipment
- Contact Facilities so an elevator (if needed) may be reserved and padded prior to the arrival on campus.
- Work with University Property Management to ensure the received equipment is properly accounted for and labeled.
Last Updated: July 22, 2021