Relocation Travel

Relocation Travel Reimbursement

Travel reimbursement process information for relocations, including new regular hires and post-doctoral hires.

Reimbursement for travel includes new regular hires and post-doctoral hires. Long-term visiting staff members or advanced study employees should contact the Relocation Office for additional requirements.

Eligible expenses are paid post-hire only.

Information and guidance 

The Relocation Office guides new employees through the relocation and reimbursement process. Review this process prior to relocating to clarify employee responsibilities and procedures.

The following information is for regular hires and postdoctoral employees. Long-term visiting staff members or advanced-study employees should contact Relocation Office for additional requirements.

Step one: Initial correspondence and paperwork

1. When a future employee is eligible for relocation benefits, Human Resources will include that information in their offer letter.
2. The Relocation Office will then send an email to the employee detailing LANL’s Relocation Policy & Procedures, including a guide to reimbursable expenses. Employees should do the following:
3. 1. Thoroughly review the information provided before making travel arrangements to ensure their expenses qualify for reimbursement.
   2. Complete the Relocation Agreement form (attached to email) and return it to relocation@lanl.gov before any travel arrangements are made.

Step two: Employee orientation

1. At the new-hire employee orientation, a relocation specialist will give a brief presentation on relocation benefits and be available to answer questions.

Step three: Submit receipts for reimbursement

Employee should submit receipts for reimbursable expenses on or immediately following their hire date. Eligible expenses are paid post-hire only. To submit receipts:

1. Save them in PDF format.
2. Attach them to an email that includes the employee’s Z number, hire date, and a timeline of travel expenses.
3. Send the email to relocation@lanl.gov.
   The Relocation Office will confirm receipt of the employee’s submission.

Step four: Processing and payment

1. Reimbursement requests are processed in the order that they are received. If a processor has questions or needs additional information, they will contact the employee via email (employee should monitor their inbox to avoid delays in reimbursement).
2. Once the request is processed, reimbursement summary forms (pre-tax) will be sent for the employee’s signature. Employee must sign and return this form.
3. Once the signed form is received, the reimbursement is submitted to payroll for payment.

For more details and information, review the FAQ section below.