The short answer
Before you book, find out whether your relocation package is a lump sum, a reimbursement or a managed move, and get HR's answers on vehicle coverage, caps and approvals in writing. Plan for a pickup window of one to five business days plus about 3 to 5 days in transit for a 1,000-mile move, or 5 to 8 for 2,000 miles, by our published method. Keep the written price, the receipt and the signed Bill of Lading for reimbursement.
★ Key Takeaways
- ✓Know your package type first: lump sum, reimbursement or a managed move each handles car shipping differently.
- ✓Get HR's answers in writing: is a vehicle covered, how many, any dollar cap, any approval or required number of estimates, and open or enclosed.
- ✓Plan the car around your start date: a pickup window of one to five business days plus transit, about 3 to 5 days for 1,000 miles and 5 to 8 for 2,000 by our published method.
- ✓Keep the written price, the receipt in your name, the signed Bill of Lading and the HR approval emails.
- ✓Moving pay from an employer is generally taxable for civilian employees under IRS Publication 15-B (2026); ask HR or a tax professional how yours is reported.
A good share of the people who call us in the fall are moving for work. A new job starts the first Monday of the month, the company is paying for the move, and somewhere on the checklist is a line that says "vehicle." That line is where a lot of relocations get messy — not because shipping a car is hard, but because the relocation package has rules, and most people don't read them until they've already paid.
Start with what kind of package you have. Most fall into one of three types. A lump sum is a set amount you spend however you like; the car is your call, and anything you don't spend is yours. A reimbursement package pays you back for approved costs after the fact, usually with receipts and sometimes with a cap per category. A managed move is run by a relocation company your employer hires, and they may book the car for you or tell you which companies they'll pay for. Find out which one you have before you book anything.
| Package type | How the car is paid for | What to do first |
|---|---|---|
| Lump sum | From a set amount you control | Decide how much of the sum goes to the car |
| Reimbursement | Paid back after the move, with receipts | Confirm coverage, any cap and any pre-approval in writing |
| Managed move | Booked or approved by the relocation company | Ask whether they book it or you choose the company |
Then ask HR — in writing — the questions that decide whether you get paid back. Is shipping a vehicle covered at all, and for how many vehicles? Is there a dollar cap? Do they need a certain number of quotes, or approval before you book? Do they require the company to be on a list? Is open transport the standard, or will they pay for enclosed? An email answer to each of those is worth more than a hallway "sure, that's covered."
“An email answer to each of those questions is worth more than a hallway "sure, that's covered."”
Get the timing right next, because the car and your start date are tied together. Every shipment has a pickup window — often one to five business days — plus transit. By our published estimating method a 1,000-mile move runs roughly 3 to 5 days on the road and a 2,000-mile move roughly 5 to 8. Most people relocating for work fly out, start the job, and have the car follow a few days behind. If temporary housing or a rental car is part of your package, line the car's delivery up with the day the rental ends.
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Get My Free Quote →Keep the paperwork your employer will ask for. That usually means the written price from the company you book with, the receipt or invoice in your name, and the Bill of Lading from delivery. If your package requires a certain number of estimates, save each one. And keep copies of the HR emails approving the expense, so the reimbursement isn't held up by someone new in the payroll department.
Ask how the money will be handled for taxes, too. Under federal law, moving costs your employer pays or reimburses are generally taxable income: the IRS's 2026 fringe-benefit guide (Publication 15-B) keeps the exclusion only for active-duty military moving on permanent change of station orders and certain intelligence community employees. The details depend on your situation, so ask HR or a tax professional how your package will be reported before the year ends rather than in April.
The car itself gets the same prep as any move. Leave about a quarter tank of fuel, take out personal items and loose accessories, and take dated photos of every side, the roof, the wheels and the odometer before pickup. If the car is leased or financed, check whether your lender needs to approve it leaving the state.
When it arrives, walk around it in good light, compare it with your pickup photos, note every new scratch or dent on the Bill of Lading, and then sign. That signed Bill of Lading is the record of the car's condition at delivery — and for most employers, it's also the proof the move happened.
How it works with us is simple. We put your shipment in front of vetted, licensed auto transport companies, they compete with their best offers, and you choose the one whose dates and price fit your package. You book directly with that company, and you never pay us a cent. Starting somewhere new? Get your free estimate, send the offers to HR if they want to see them, and let the car meet you there.
Frequently asked questions
Does a relocation package cover shipping my car?+
Only if your package says so. Ask HR in writing whether a vehicle is covered, how many, and whether there is a dollar cap or an approval step.
Is the money my employer pays for my move taxable?+
For most civilian employees, yes: IRS Publication 15-B (2026) says the exclusion for moving expense reimbursements was permanently eliminated, except for active-duty military on permanent change of station orders and certain intelligence community employees. Ask HR or a tax professional how yours is reported.
When should I book the car around my start date?+
Allow a pickup window of one to five business days plus transit: about 3 to 5 days for 1,000 miles and 5 to 8 for 2,000 by our published method. Many people fly out first and have the car follow.
What paperwork will HR want for reimbursement?+
Usually the written price, a receipt or invoice in your name, and the signed Bill of Lading. Keep the HR emails approving the expense too.
How can I check the company I book with?+
Look up its USDOT or MC number on FMCSA's SAFER Company Snapshot before you send anything to HR.
Sources
- Publication 15-B (2026), Employer's Tax Guide to Fringe Benefits — Moving expense reimbursement — Internal Revenue Service
- Publication 3 (2025), Armed Forces' Tax Guide — Internal Revenue Service
- SAFER Web — Company Snapshot — Federal Motor Carrier Safety Administration
- How We Estimate Car Shipping Costs — American Auto Shipping
About the Author
Written by the American Auto Shipping team, in auto shipping since 1999. Prices and transit times in our posts are estimates from our published method; the real price comes from the company you book with.