Household Goods & Laboratory Relocation

Step 1: Authorization

• Obtain a Letter of Authorization (LOA) completed and signed by a department head.
• Submit the LOA to the Household Move Team: HouseholdGoodMoves@umd.edu
• The LOA must specify:

1. The Workday Departmental Worktag# for billing.
2. The name, address, phone, and email of the employee (“Shipper”).
3. Any restrictions, such as a maximum dollar limit, exclusion of vehicle transport, or storage.

• ⚠️ If costs exceed the department’s budgeted amount, the employee (Shipper) is responsible for reimbursing the department. The University must pay the full invoice; moving companies do not accept split billing.

• The Household Moves team will contact the contracted mover to arrange an in-home survey directly with the Shipper.
• Movers will prepare estimates (not quotes) based on:

1. Estimated weight and volume of goods.
2. Packing and unpacking needs.
3. Special services (e.g., crating fragile items, appliance servicing, long carry/shuttle if a trailer cannot access the residence).
4. Vehicle transport or storage-in-transit (if requested).

• Estimates are reviewed by both the Shipper for Accuracy and approval.
• At this point, the Shipper can either:

1. Proceed under the University program, or
2. Make independent arrangements (in which case University agreements do not apply, though advice is available).

• ⚠️ Quotes solicited directly by the Shipper will not be managed by the Household Moves Team and should be coordinated with the shipper's business manager.

• The Household Move Team issues the Letter of Authorization (LOA) to the contracted mover to begin coordination..
• Invoices will be billed directly to the University and paid from the designated Workday Departmental Worktag#.
• The moving company will then contact the Shipper to confirm:

1. Packing and load dates.
2. Delivery window (may range from days to weeks during peak season).

• For long-distance moves, exact dates may not be guaranteed; however, drivers will provide updates after loading. If delivery falls outside the promised window, the Shipper may be entitled to a per diem payment. Please check with the contracted mover on the availability of this process.

• Movers are asked to include packing services in estimates.

1. Shippers may self-pack, but high-value or fragile items must be inspected by the mover.
2. Items packed by owner (PBO) are harder to claim if damaged.

• Movers must provide:

1. An inventory list of all goods.
2. A High Value Article Declaration for items valued over $100/lb.

• Storage-in-transit (SIT) can be arranged (typically ≤30 days). This incurs extra costs.

• University agreements include Full Value Protection, which covers lost or damaged goods up to a calculated maximum (based on weight).
• Additional coverage may be purchased from the mover or through the Shipper’s personal insurance provider.
• Protection details are typically included in the mover’s packet provided after the estimate survey.