Federal Travel Regulation; Relocation Allowances

Federal RegisterNov 20, 2001

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GENERAL SERVICES ADMINISTRATION

41 CFR Parts 300-2, 300-3, 300-70 and Ch. 302

[FTR Amendment 98]

RIN 3090-AG93

Federal Travel Regulation; Relocation Allowances

AGENCY:

Office of Governmentwide Policy, GSA.

ACTION:

Final rule.

SUMMARY:

This final rule amends the Federal Travel Regulation (FTR) for relocation allowances. This amendment is written in plain language using a question and answer format in continuation of the General Services Administration's (GSA's) effort to make the FTR easier to understand and to use. These changes provide greater flexibility for agencies to authorize and approve relocation expenses.

EFFECTIVE DATE:

This final rule is effective February 19, 2002.

FOR FURTHER INFORMATON CONTACT:

Jim Harte, Travel Management Policy, telephone (202) 501-1538.

SUPPLEMENTARY INFORMATION:

A. Background

This amendment is written in “plain language” as a continuation of the General Services Administration's (GSA) effort to make the FTR easier to understand and use.

What Is the “Plain Language” Style of Regulation Writing?

The “plain language” style of regulation writing is a new, simpler to read and understand, question and answer regulatory format. Questions are in the first person, and answers are in the second person. GSA uses a “we” question when referring to an agency, and an “I” question when referring to the employee. However, the rules stated in either instance apply to both the agency and the employee.

What Are the Significant Changes?

1. Part 300-3, Glossary of Terms, is amended by adding new terms and revises the definition of household goods (HHG) by removing the exclusion of small boats and adding ultra light vehicles.

2. Section 300-70.2 is amended to require agencies to report the administrative cost associated with their processing of travel authorizations and travel vouchers. This requirement is necessary to substantiate administrative cost savings associated with the JFMIP recommendations to simplify and streamline the entire travel process from start to finish.

3. Part 302-1, Applicability, General Rules and Eligibility Conditions, is designated and renumbered Part 302-1, General Rules.

4. Part 302-2, Allowances for Subsistence and Transportation, is designated Part 302-2, Employee Eligibility Requirements.

5. Section 302-2.6 increases the mileage distance for a short-distance relocation requirement from 10 miles to 50 miles.

6. Section 302-2.11 increases the maximum length of time for which agencies are authorized to extend the eligibility period for employees to incur reimbursable relocation expenses from one year to two years.

7. Part 302-3, Allowances for Miscellaneous Expenses, becomes part 302-16.

8. Section 302-4.201 revises the computation of en route per diem for relocation travel by eliminating the one-fourth of the prescribed per diem rate for each one-fourth of the prescribed minimum driving distance and replacing it with the same per diem rate prescribed for temporary duty travel-75% of the applicable M&IE allowance for the first day of travel and last day of travel.

9. Sections 302-16.12(a) and (b) are revised to increase the miscellaneous expense flat rate allowances from $350 to $500 for an employee without immediate family and from $700 to $1000 for an employee with immediate family.

10. Part 302-4, Allowance for Househunting Trip Expenses, is redesignated as part 302-5 and remains unchanged except for references and by adding a new question 302-5.18 which clarifies that any balance, after expenses incurred, under fixed amount reimbursement belongs to the employee.

11. Part 302-5, Allowances for Temporary Quarters Subsistence Expenses, is redesignated as part 302-6 and remains unchanged except for references and by adding a new question 302-6.203 which clarifies that any balance, after expenses incurred under fixed amount reimbursement belongs to the employee.

12. Section 302-6.12 corrects cross references.

13. Section 302-6.4(b) increases the mileage distance from 40 to 50 miles, via a usually traveled surface route, for the authorization of temporary quarters subsistence expense allowance.

14. Section 302-6.104 is revised to allows agency flexibility to authorize TQSE in less than 30-day increments.

15. Part 302-6, Allowances for Expenses Incurred in Connection with Residence Transaction, is redesignated as part 302-11.

16. Part 302-7, Transportation of Mobile Home, is redesignated as part 302-10.

17. Part 302-8, Transportation and Temporary Storage of Household Goods and Professional Books, Papers and Equipment, is redesignated as part 302-7.

18. New § 302-7.303 is added to authorize the shipment of professional books, papers and equipment (PBP&E) from an OCONUS location upon returning to CONUS for separation from the OCONUS assignment, provided that the PBP&E was transported to the OCONUS location at the expense of the Government.

19. Part 302-9, Allowances for Nontemporary Storage of Household Goods, is redesignated as part 302-8 and the term “Nontemporary Storage” is revised to read “Extended Storage”.

20. Part 302-10, Allowances for Transportation and Emergency Storage of a Privately Owned Vehicle, is redesignated as part 302-9 and remains unchanged except for references.

21. Part 302-11, Relocation Income Tax (RIT) Allowance, is redesignated as part 302-17 and remains as it currently appears in the CFR, except that only the latest published RIT allowance tables appear in Appendices A, B, C, and D.

22. Subparts A and B of part 302-12 are reversed and renumbered accordingly. The part designation and text remain the same.

23. Part 302-13 is reserved.

24. Part 302-14, Home Marketing Incentive Payments, remains as it currently appears in the CFR.

25. Part 302-15, Allowances for Property Management Services, remains as it currently appears in the CFR.

26. The term “nontemporary storage” in sections 302-17.3(c): 302-17.4(c); and 302-17.7(b) is revised to read “extended storage”.

27. Part 302-11 (redesignated as part 302-17, Relocation Income Tax (RIT) Allowance) has not been rewritten and remains as it currently appears in the CFR. The part is currently under review by the Internal Revenue Service.

The following redesignation table is provided for the convenience of the reader:

Old part

New part

302-1

302-1 &

302-2

302-1, Subparts A, B & C

302-3

302-2

302-4

302-3

302-16

302-4

302-5

302-6

302-11

302-7

302-10

302-8

302-7

302-9

302-8

302-10

302-9

302-11

302-17

302-12

302-14

302-15

B. Regulatory Flexibility Act

This final rule is not required to be published in the

Federal Register

for notice and comment. Therefore, the Regulatory Flexibility Act does not apply.

C. Executive Order 12866

GSA has determined that this rule is not a significant regulatory action for the purposes of Executive Order 12866 of September 30, 1993.

D. Paperwork Reduction Act

The Paperwork Reduction Act does not apply because this final rule does not impose recordkeeping or information collection requirements, or the collection of information from offerors, contractors, or members of the public which require the approval of the Office of Management and Budget under 44 U.S.C. 501

et seq.

E. Small Business Regulatory Enforcement Fairness Act

This rule also is exempt from Congressional review prescribed under 5 U.S.C. 801 since it relates solely to agency management and personnel.

List of Subjects in 41 CFR Chapters 300 and 302

Government employees, Entitlements and transfers, Relocation allowances, Travel and transportation expenses.

For the reasons set forth in the preamble, 41 CFR Ch. 300 is amended and Ch. 302 is revised as follows:

CHAPTER 300—[AMENDED]

PART 300-2—HOW TO USE THE FTR

1. The authority citation for 41 CFR part 300-2 continues to read as follows:

Authority:

5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.

2. Section 300-2.22 is amended by revising the table to read as follows:

§ 300-2.22

Who is subject to the FTR?

For

The employee provisions are contained in

And the agency provisions are contained in

Chapter 301

Subchapters A, B, and C

Subchapter D.

Chapter 302

Subparts A, B, C, D, E, F, and G

Subparts A, B, C, D, E, F and G.

Chapter 303

N/A

Subparts A, B, C, D, E and F.

Part 300-3—GLOSSARY OF TERMS

3. The authority citation for 41 CFR part 300-3 continues to read as follows:

Authority:

5 U.S.C. 5707; 5 U.S.C. 5738, 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.

4. Section 300-3.1 is amended by adding in alphabetical order the following definitions:

§ 300-3.1

What do the following terms mean?

Agency

—For purposes of chapter 302

agency

means:

(1) An executive agency as defined in Title 5 U.S.C. 105 (an executive department an independent, establishment, the General Accounting Office, or a wholly owned Government corporation as defined in section 101 of the Government Corporation Control Act, as amended (31 U.S.C. 9101), but excluding a Government controlled corporation);

(2) A military department;

(3) A court of the United States;

(4) The Administrative Office of the United States Courts;

(5) The Federal Judicial Center;

(6) The Library of Congress;

(7) The United States Botanic Garden;

(8) The Government Printing Office; and

(9) The District of Columbia.

Commuted Rate

—A price rate used to calculate a set amount to be paid to an employee for the transportation and temporary storage of his/her household goods. It includes cost of line-haul transportation, packing/unpacking, crating/uncrating, drayage incident to transportation and other accessorial charges and costs of temporary storage within applicable weight limit for storage including handling in/out charges and necessary drayage.

Extended Storage

—Storage of household goods while an employee is assigned to an official station or post of duty to which he/she is not authorized to take or unable to use the household goods or is authorized in the public interest. Also referred to as nontemporary storage.

Household Goods (HHG)

—Property, unless specifically excluded, associated with the home and all personal effects belonging to an employee and immediate family members on the effective date of the employee's change of official station orders (the day the employee reports for duty at the new official station) that legally may be accepted and transported by a commercial HHG carrier.

(1) HHG also includes:

(i) Professional Books, papers and equipment (PBP&E);

(ii) Spare parts of a POV (see definition of POV) and a pickup truck tailgate when removed);

(iii) Integral or attached vehicle parts that must be removed due to high vulnerability to pilferage or damage, (e.g., seats, tops, wench, spare tire, portable auxiliary gasoline can(s) and miscellaneous associated hardware);

(iv) Consumable goods for employees assigned to locations where the Department of State has determined that such goods are necessary;

(v) Vehicles other than POVs (such as motorcycles, mopeds, jet skies, snowmobiles, golf carts, boats that can be transported in the moving van (e.g., canoe, kayak, rowboat, O/I motorboat (14 ft or less)).

(vi) Ultralight Vehicles (defined in 14 CFR part 103 as being single occupant, for recreation or sport purposes, weighing less than 155 pounds if unpowered or less than 254 pounds if powered, having a fuel capacity NTE 5 gallons, airspeed NTE 55 knots, and power-off stall speed NTE 24 knots.

(2) HHG does not include:

(i) Personal baggage when carried free on tickets;

(ii) Automobiles, trucks, vans and similar motor vehicles, mobile homes, camper trailers, and farming vehicles;

(iii) Live animals including birds, fish, reptiles;

(iv) Cordwood and building materials;

(v) HHG for resale, disposal or commercial use rather than for use by employee and immediate family members;

(vi) Privately owned live ammunition; and

(vii) Propane gas tanks.

(3) Federal, State and local laws or carrier regulations may prohibit commercial shipment of certain articles not included in paragraph (2) of this definition. These articles frequently include:

(i) Property liable to impregnate or otherwise damage equipment or other property (e.g., hazardous articles including explosives, flammable and corrosive material, poisons);

(ii) Articles that cannot be taken from the premises without damage to the article or premises;

(iii) Perishable articles (including frozen foods) articles requiring refrigeration, or perishable plants unless;

(

) Shipment is to be transported not more than 150 miles and/or delivery accomplished within 24 hours from the time of loading,

(

) No storage is required, and

(

) No preliminary or en route services (e.g., watering or other preservative method) is required of the carrier.

Mobile Home

—Any type of house trailer or mobile dwelling constructed for use as a residence and designed to be moved overland, either by self-propulsion or towing. Also, a boat (houseboat, yacht, sailboat, etc.) when used as the employee's primary residence.

Professional Books, Papers and Equipment

(PBP&E)—Includes, but is not limited to, the following items in the employee's possession when needed by the employee in the performance of his/her official duties:

(1) Reference material;

(2) Instruments, tools, and equipment peculiar to technicians, mechanics and members of the professions;

(3) Specialized clothing (

e.g.,

diving suits, flying suits, helmets, band uniforms, religious vestments and other special apparel); and

(4) Communications equipment used by the employee in association with the MARS (see DoD 4650.2, Military Affiliate Radio System (MARS) which is available electronically from the world wide web at

http://web7.whs.osd.mil).

Temporary Storage

—Storage of HHG for a limited period of time at origin, destination or en route in connection with transportation to, from, or between official station or post of duty or authorized alternate points. Also referred to as storage in transit (SIT).

PART 300-70—AGENCY REPORTING REQUIREMENTS

5. The authority citation for 41 CFR part 300-70 continues to read as follows:

Authority:

5 U.S.C. 5707; 5 U.S.C. 5738, 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118; E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.

5A. Section 300-70.2 is amended by removing the word “and” after paragraph (d), redesignating paragraph (e) as (f) and adding a new paragraph (e) to read as follows:

§ 300-70.2

What information must we report?

(e) The estimated cost of administrating your agency's processing of travel authorizations and travel vouchers; and

6. Chapter 302 is revised as follows:

CHAPTER 302—RELOCATION ALLOWANCES

Subchapter A—Introduction

Part

302-1

General rules

302-2

Employee eligibility requirements

Subchapter B—Relocation Allowances

302-3

Relocation allowance by specific type

Subchapter C—Permanent Change of Station (PCS) Allowances for Subsistence and Transportation Expenses

302-4

Allowances for subsistence and transportation

302-5

Allowance for househunting trip expenses

302-6

Allowance for temporary quarters subsistence expenses

Subchapter D—Transportation and Storage of Property

302-7

Transportation and temporary storage of household goods and professional books, papers, and equipment

302-8

Allowances for extended storage of household goods (HHG)

302-9

Allowances for transportation and emergency storage of a privately owned vehicle

302-10

Allowances for transportation of mobile homes and boats used as a primary residence

Subchapter E—Residence Transaction Allowances

302-11

Allowances for expenses incurred in connection with residence transactions

302-12

Use of a relocation services company

302-14

Home marketing incentive payments

302-15

Allowance for property management services

Subchapter F—Miscellaneous Allowances

302-16

Allowance for miscellaneous expenses

302-17

Relocation income taxation

Subchapter A—Introduction

PART 302-1—GENERAL RULES

Subpart A—Applicability

Sec.

302-1.1

Who is eligible for relocation expense allowances under this chapter?

302-1.2

Who is not eligible for relocation expense allowances under this chapter?

Subpart B—[Reserved]

Authority:

5 U.S.C. 5738; 20 U.S.C. 905(a).

Subpart A—Applicability

Note to subpart A:

Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.

§ 302-1.1

Who is eligible for relocation expense allowances under this chapter?

You are generally eligible for relocation expense allowances under this chapter if you are:

(a) A new appointee appointed to your first official duty station (as discussed in this chapter);

(b) An employee transferring in the interest of the Government from one agency or duty station to another for permanent duty, and your new duty station is at least 50 miles distant from your old duty station (see § 302-2.6 of this chapter);

(c) An employee of the United States Postal Service transferred for permanent duty, under 39 U.S.C. 1006, from the Postal Service to an agency as defined in 5 U.S.C. 5721;

(d) An employee performing travel in accordance with your overseas tour renewal agreement (see §§ 302-3.209 through 302-3.224 of this Chapter);

(e) An employee returning from an overseas assignment for separation from the Government;

(f) A student trainee assigned to any position upon completion of college work;

(g) An employee eligible for a “last move home” benefit upon separation from the Government (and your immediate family in the event of your death prior to separation or after separation but prior to relocating);

(h) A Department of Defense overseas dependents school system teacher;

(i) A career appointee to the Senior Executive Service (SES) as defined in 5 U.S.C. 3132(a)(4), and a prior SES appointee who is returning to your official residence for separation and who will be retaining SES retirement benefits; or

(j) An employee that is being assigned to a temporary duty station in connection with long-term assignment.

§ 302-1.2

Who is not eligible for relocation expense allowances under this chapter?

You are not eligible to receive relocation expense allowances under this chapter if you are:

(a) A Foreign Service Officer or a Federal employee transferred under the rules of the Foreign Service Act of 1980, as amended;

(b) An officer or an employee transferred under the Central Intelligence Act of 1949, as amended;

(c) A person whose pay and allowances are prescribed under title 37 U.S.C., “Pay and Allowances of the Uniformed Services”

(d) An employee of the Veterans' Administration to whom 38 U.S.C. 235 applies; or

(e) A person not covered in § 302-1.1.

Subpart B—[Reserved]

PART 302-2—EMPLOYEES ELIGIBILITY REQUIREMENTS

Subpart A—General Rules

Sec.

302-2.1

When may I begin my transfer or reassignment?

302-2.2

May I relocate to my new official duty station before I receive a written travel authorization (TA)?

302-2.3

What determines my entitlements and allowances for relocation?

301-2.4

What is my effective transfer or appointment date?

302-2.5

May I relocate from a location other than the location specified in my relocation travel authorization?

302-2.6

May I be reimbursed for relocation expenses if I relocate to a new official station that is less than 50 miles from my old official duty station?

Time Limits

302-2.7

When may I begin my travel and transportation after receiving authorization to do so?

302.2.8

When must I complete all aspects of my relocation?

302.2.9

If I am furloughed to perform active military duty, will I have to complete all aspects of the relocation within the time limitation?

302-2.10

Does the 2-year time period in § 302-2.8 include time that I cannot travel and/or transport my household effects due to shipping restrictions to or from my post of duty OCONUS?

302-2.11

May the 2-year time limitation for completing all aspects of a relocation be extended?

Service Agreements

302-2.12

What is a service agreement?

302-2.13

Am I required to sign a service agreement when transferring within or outside the continental United States or performing renewal agreement travel and what is the minimum period of service?

302-2.14

Will I be penalized for violation of my service agreement?

302-2.15

Must I provide my agency with my actual place of residence as soon as I accept a transfer/appointment OCONUS?

302-2.16

Must I sign a service agreement for a “last move home” relocation?

302-2.17

What happens if I fail to sign a service agreement?

302-2.18

Can my service agreement be voided by a subsequent service agreement?

302-2.19

If I have more than one service agreement, must I adhere to each agreement separately?

Advancement of Funds

302-2.20

May I receive an advance of funds for my travel and transportation expenses?

302-2.21

What requirements must I meet to receive a travel advance?

302-2.22

May I receive a travel advance for separation relocation?

Subpart B—Agency Responsibilities

302-2.100

What internal policies must we establish before authorizing a relocation allowance?

302-2.101

When may we authorize reimbursement for relocation expenses?

302-2.102

Who must authorize and approve relocation expenses?

302-2.103

How must we administer the authorization for relocation of an employee?

302-2.104

What information must we provide on the TA?

302-2.105

When an employee transfers between Federal agencies, who is responsible for paying the employee's relocation expenses?

302-2.106

May we waive statutory or regulatory limitations relating to relocation allowances for employees relocating to/from remote or isolated locations?

Time Limits

302-2.110

Are there time factors that we must consider for allowing an employee to complete all aspects of relocation?

Authority:

5 U.S.C. 5721-5734; 20 U.S.C. 905(a).

Subpart A—General Rules

Note to subpart A:

Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.

§ 302-2.1

When may I begin my transfer or reassignment?

You may begin your transfer or reassignment only after your agency has approved your travel authorization (TA) in writing (paper or electronic).

§ 302-2.2

May I relocate to my new official duty station before I receive a written travel authorization (TA)?

No, you must have the written TA (paper or electronic) before you relocate to your new official duty station.

§ 302-2.3

What determines my entitlements and allowances for relocation?

Your entitlements and allowances for relocation are determined by the regulatory provisions that are in effect at the time you report for duty at your new official station. However, this does not change the requirement that all aspects of a relocation must be completed time specified in § 302-2.4.

§ 302-2.4

What is my effective transfer or appointment date?

Your effective transfer or appointment date is the date on which you report for duty at your new or first official station, respectively.

§ 302-2.5

May I relocate from a location other than the location specified in my relocation travel authorization?

Yes, you may relocate from a place other than from where you are authorized. However, you will be required to pay all additional costs incurred for expenses above your authorized travel and transportation cost.

§ 302-2.6

May I be reimbursed for relocation expenses if I relocate to a new official station that is less than 50 miles from my old official duty station?

Generally no; you may not be reimbursed for relocation expenses if you relocate to a new official station that is less than 50 miles from your old official station, unless the head of the agency or designee authorizes an exception. On a case-by-case basis and having considered the following criteria, the head of your agency or designee may authorize the reimbursement of relocation expenses of less than 50 miles when he/she determines that it is in the interest of the Government: and

(a) The one way commuting pattern between the old and new official station increases by at least 10 miles but no more than 50 miles; or

(b) There is an increase in the commuting time to the new official station; or

Time Limits

§ 302-2.7

When may I begin my travel and transportation after receiving authorization to do so?

You and your immediate family member(s) may begin travel immediately upon receipt of your authorized TA.

§ 302-2.8

When must I complete all aspects my relocation?

You and your immediate family member(s) must complete all aspects of your relocation within two years from the effective date of your transfer or appointment, except as provided in § 302-2.9 or § 302-2.10.

§ 302-2.9

If I am furloughed to perform active military duty, will I have to complete all aspects of the relocation within the time limitation?

No, if you are furloughed to perform active military duty, the 2-year period to complete all aspects of relocation is exclusive of time spent on furlough for active military service.

§ 302-2.10

Does the 2-year time period in § 302-2.8 include time that I cannot travel and/or transport my household effects due to shipping restrictions to or from my post of duty OCONUS?

No, the 2-year time period in § 302-2.8 does not include time that you cannot travel and/or transport your household effects due to shipping restriction to or from your post of duty OCONUS.

§ 302-2.11

May the 2-year time limitation for completing all aspects of a relocation be extended?

Yes, the 2-year time limitation for completing all aspects of a relocation may be extended by your Agency for up to 2 additional years, but only if you have received an extension under § 302-11.22.

Service Agreements

§ 302-2.12

What is a service agreement?

A service agreement is a written agreement between you and your agency, signed by you and an agency representative, stating that you will remain in the service of the Government for a period of time as specified in § 302-2.13, after you have relocated.

§ 302-2.13

Am I required to sign a service agreement when transferring within or outside the continental United States or performing renewal agreement travel and what is the minimum period of service?

Yes, you are required to sign a service agreement when transferring within or outside the continental United States or performing renewal agreement travel. The minimum periods of service are:

(a) Within the continental United States for a period of service of not less than 12 months following the effective date of your transfer;

(b) Outside the continental United States for an agreed upon period of service of not more than 36 months or less than 12 months following the effective date of transfer;

(c) Department of Defense Overseas Dependent School System teachers for a period of not less than one school year as determined under chapter 25 of title 20, United States Code; and

(d) For renewal agreement travel a period of not less than 12 months from the date of return to the same or different overseas official station.

§ 302-2.14

Will I be penalized for violation of my service agreement?

Yes, if you violate a service agreement (other than for reasons beyond your control and which must be accepted by your agency), you will have incurred a debt due to the Government and you must reimburse all costs that your agency has paid towards your relocation expenses including withholding tax allowance (WTA) and relocation income tax (RIT) allowance.

§ 302-2.15

Must I provide my agency with my actual place of residence as soon as I accept a transfer/appointment OCONUS?

Yes, if you accept a transfer/appointment to an OCONUS location, you must immediately provide your agency with the information needed to determine your actual place of residence and to document it into your service agreement.

§ 302-2.16

Must I sign a service agreement for a “last move home” relocation?

No, you do not need to sign a service agreement for a “last move home” relocation.

§ 302-2.17

What happens if I fail to sign a service agreement?

If you fail to sign a service agreement, your agency will not pay for your relocation expenses.

§ 302-2.18

Can my service agreement be voided by a subsequent service agreement?

No, service agreements which are already in effect cannot be voided by subsequent service agreements.

§ 302-2.19

If I have more than one service agreement, must I adhere to each agreement separately?

Yes, service agreements can not be grouped together and must be adhered to separately. Each agreement is in effect for the period specified in the agreement.

Advancement of Funds

§ 302-2.20

May I receive an advance of funds for my travel and transportation expenses?

Yes, you may receive an advance of funds for your travel and transportation expenses, as prescribed by your agency, except for overseas tour renewal agreement travel.

§ 302-2.21

What requirements must I meet to receive a travel advance?

Your relocation travel authorization must authorize you to receive a travel advance.

§ 302-2.22

May I receive a travel advance for separation relocation?

Yes, you may receive a travel advance if approved by your agency.

Subpart B—Agency Responsibilities

Note to subpart B:

Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§ 302-2.100

What internal policies must we establish before authorizing a relocation allowance?

Before authorizing a relocation allowance, you must set internal policies that determine:

(a) How you will implement the governing policies throughout this part;

(b) How you will determine when a relocation is in the best interest of the Government;

(d) Who will authorize and approve relocation travel;

(e) Under what additional circumstances will you require an employee to sign a service agreement; and

(f) Who is required to sign a service agreement.

§ 302-2.101

When may we authorize reimbursement for relocation expenses?

You may authorize reimbursement for relocation expenses:

(a) When you have determined that an employee's permanent change of station is in the best interest of the Government;

(b) Only after an employee has signed a service agreement to remain in service for the period specified in § 302-2.13; and

§ 302-2.102

Who must authorize and approve relocation expenses?

The agency head or his/her designee must authorize and approve relocation expenses.

§ 302-2.103

How must we administer the authorization for relocation of an employee?

To administer the authorization for relocation of an employee, you must:

(a) Issue an employee a TA for relocation before he/she transfers to his/her new official station;

(b) Inform the employee of his/her transfer within a timeframe that will provide him/her sufficient time for preparation;

(d) Provide new employees with the applicable limitations of their travel benefits.

§ 302-2.104

What information must we provide on the TA?

On the TA, you must state the:

(a) Specific allowances that the employee is authorized; and

(b) Procedures that the employee is authorized to follow.

§ 302-2.105

When an employee transfers between Federal agencies, who is responsible for paying the employee's relocation expenses?

When an employee transfers between Federal agencies, all allowable expenses must be paid from the funds of the agency that the employee is transferring to. However, in the case of a reduction in force or transfer of function, an agreement may be made between the agencies concerned as to what relocation allowances will be paid by either agency or split between them. This should include the payment of expenses for the extended storage of the employee's household goods when assigned to an isolated permanent duty station within CONUS or a transfer to, from, or between foreign countries.

§ 302-2.106

May we waive statutory or regulatory limitations relating to relocation allowances for employees relocating to/from remote or isolated locations?

Yes, the agency head or his/her designee may waive any statutory or regulatory limitations for employees relocating (to/from a remote or isolated location) when determining that failure to waive the limitation would cause an undue hardship on the employee.

Time Limits

§ 302-2.110

Are there time factors that we must consider for allowing an employee to complete all aspects of relocation?

Yes, you should encourage employees to begin travel as soon as possible after authorization of travel is approved and inform employees that they must complete all aspects of relocation within a 2-year period from his/her effective date of transfer or appointment, unless the employee's 2-year period is extended to include:

(a) Time spent on military furlough;

(b) Delays caused by overseas shipping or other restrictions; or

Subchapter B—Relocation Allowances

PART 302-3—RELOCATION ALLOWANCE BY SPECIFIC TYPE

Subpart A—New Appointee

302-3.1

Who is a new appointee?

302-3.2

As a new appointee or student trainee what relocation expenses may my agency pay or reimburse me for incident to a permanent change of station to my first official station?

302-3.3

As a new appointee, are there any expenses that my agency will not pay?

302-3.4

If my agency authorizes me allowances for relocation, must it pay all of the expenses listed in § 302-3.2?

302-3.5

If I travel to my first official station before I have been appointed, will I be reimbursed for my relocation expenses?

Subpart B—Transferred Employees

302-3.100

What is a transferred employee?

302-3.101

As a transferred employee what relocation allowances must my agency pay or reimburse me for incident to a permanent change of station?

Subpart C—Types of Transfers

Relocation of Two or More Employed Immediate Family Members

302-3.200

When a member of my immediate family who is also an employee and I are transferring to the same official station, may we both receive allowances for relocation?

302-3.201

If my immediate family member and I both transfer to the same official station in the interest of the Government, may we both claim the same relocation expenses?

302-3.202

If my immediate family member and I both transfer to the same official station, may we both claim the same relocation allowances for the same non-employee family member?

302-3.203

If I am transferring in the interest of the Government and my employed immediate family member(s) transfer is not in the interest of the Government, will he/she receive relocation allowances?

302-3.204

When an employed immediate family member and I are transferring in the interest of the Government, what information must we submit to our agency?

Reduction in Force Relocation

302-3.205

If my transfer is involuntary (due to

i.e.,

reduction in force, cessation, or transfer of work), is it considered to be in the interest of the Government?

302-3.206

If I am re-employed after a separation by reduction in force or transfer of functions, may my agency pay me a relocation allowance?

Overseas Assignment and Return

302-3.207

Am I eligible to receive relocation allowances for overseas assignment and return travel?

302-3.208

What relocation expenses will my agency pay for my overseas assignment and return?

Overseas Tour Renewal Agreement

302-3.209

What is overseas tour renewal travel?

302-3.210

What is an overseas tour of duty?

302-3.211

What is an allowance for overseas tour renewal travel?

302-3.212

How do I know if I am eligible to receive an allowance for overseas tour renewal travel?

302-3.213

What allowances will I receive for tour renewal travel?

302-3.214

May I receive reimbursement for tour renewal travel when my travel is between two places within the United States?

302-3.215

Will I be reimbursed for tour renewal travel from a post of duty in Hawaii and return to a post of duty in Alaska or for such travel from a post of duty in Alaska and return to a post of duty in Hawaii?

302-3.216

When must I begin my first tour renewal travel from Alaska or Hawaii?

302-3.217

Will my family or I receive per diem for en route travel from my post of duty to my actual place of residence in the U.S.?

302-3.218

Are there any special circumstances when my agency may authorize me travel and transportation expenses for my tour renewal travel in Alaska or Hawaii?

302-3.219

Is there a limit on how many times I may receive reimbursement for tour renewal travel?

302-3.220

May my family and I travel to another U.S. location (other than from my actual place of residence) under my tour renewal agreement?

302-3.221

If I travel to another place in the U.S. (other than my actual place of residence) am I required to spend time at my actual place of residence to receive reimbursement?

302-3.222

Will I be reimbursed if I travel to another overseas location (instead of the U.S.)?

302-3.223

What happens if I violate my new service agreement under a tour renewal assignment?

302-3.224

If I violate my new service agreement, will the Government reimburse me for return travel and transportation to my actual place of residence?

Prior Return of Immediate Family Members

302-3.225

If my immediate family member(s) return to the U.S. before me, will I be reimbursed for transporting part of my household goods with my family and the rest of my household goods when I return?

302-3.226

Will the Government reimburse me if I am not eligible to return with my immediate family member(s) to the U.S. and choose to send them at my own expense?

302-3.227

If I become divorced from my spouse while OCONUS will I receive reimbursement to return my former spouse and dependents to the U.S.?

302-3.228

Is my dependent who turned 21 while overseas entitled to return travel to my place of actual residence at the expense of the Government?

Subpart D—Relocation Separation

Overseas to U.S. Return for Separation

302-3.300

Must my agency pay for return relocation expenses for my immediate family and me once I have completed my duty OCONUS?

302-3.301

May I transport my household goods to a location other than my actual place of residence when I separate from the Government?

302-3.302

May my agency pay for my immediate family member(s) and my household goods to be returned to the U.S. before I complete my service agreement?

302-3.303

May I claim reimbursement for the return of my immediate family member(s) or household goods more than once under one service agreement?

SES Separation for Retirement

302-3.304

Who is entitled to SES separation relocation allowances?

302-3.305

Who is not eligible for SES separation relocation expense allowances?

302-3.306

If I meet the conditions in § 302-3.307, what expenses am I allowed under separation for retirement travel?

302-3.307

Under what conditions may I receive separation relocation travel for my family and me?

302-3.308

Do I have to provide my agency with any special documents before receiving reimbursement for moving expenses?

302-3.309

Where should my travel and transportation begin?

302-3.310

Where will I be authorized to separate?

302-3.311

May I receive reimbursement for travel and transportation from an alternate location other than the duty station?

302-3.312

Upon separation, if I elect to reside in a different geographical area which is less than 50 miles from my official duty station, will I receive reimbursement?

302-3.313

May I have my household goods transported from more than one location?

302-3.314

Is there a time limit when I must begin my travel and transportation upon separation?

302-3.315

May I be granted an extension on beginning my separation travel?

Subpart E—Employee's Temporary Change of Station

302-3.400

What is a “temporary change of station (TCS)”?

302-3.401

What is the purpose of a TCS?

302-3.402

When am I eligible for a TCS?

302-3.403

Who is not eligible for a TCS?

302-3.404

Under what circumstances will my agency authorize a TCS?

302-3.405

If my agency authorizes a TCS, do I have the option of electing payment of per diem expenses under part 301-11 of this title?

302-3.406

How long must my assignment be for me to qualify for a TCS?

302-3.407

What is the effect on my TCS reimbursement if my assignment lasts less than 6 months?

302-3.408

What is the effect on my TCS reimbursement if my assignment lasts more than 30 months?

302-3.409

Is there any required minimum distance between an official station and a TCS location that must be met for me to qualify for a TCS?

302-3.410

Must I sign a service agreement to qualify for a TCS?

302-3.411

What is my official station during my TCS?

Expenses Paid Upon Assignment

302-3.412

What expenses must my agency pay?

302-3.413

Are there other expenses that my agency may pay?

Expenses Paid During Assignment

302-3.414

If my agency authorizes a TCS, will it pay for extended storage of my household goods?

302-3.415

How long may my agency pay for extended storage of household goods?

302-3.416

Is there any limitation on the combined weight of household goods I may transport and store at Government expense?

302-3.417

Will I have to pay any income tax if my agency pays for extended storage of my household goods?

302-3.418

Will my agency pay for property management services when I am authorized a TCS?

302-3.419

For what property will my agency pay property management services?

302-3.420

How long will my agency pay for property management services?

302-3.421

What are the income tax consequences when my agency pays for property management services?

Expenses Paid Upon Completion of Assignment or Upon Separation From Government Service

302-3.422

What expenses will my agency pay when I complete my TCS?

302-3.423

If I separate from Government service upon completion of my TCS, what relocation expenses will my agency pay upon my separation?

302-3.424

If I separate from Government service prior to completion of my TCS, what relocation expenses will my agency pay upon my separation?

302-3.425

If I have been authorized successive temporary changes of station and reassigned from one temporary official station to another, what expenses will my agency pay upon completion of my last assignment or my separation from Government service?

Permanent Assignment to Temporary Official Station

302-3.426

How is payment of my TCS expenses affected if I am permanently assigned to my temporary official station?

302-3.427

What relocation allowances may my agency pay when I am permanently assigned to my temporary official station?

302-3.428

If I am permanently assigned to my temporary official station, is there any limitation on the weight of household goods I may transport at Government expense to my official station?

302-3.429

Are there any relocation allowances my agency may not pay if I am permanently assigned to my temporary official station?

Subpart F—Agency Responsibilities

302-3.500

What governing policies and procedures must we establish for paying a relocation allowance under this part 302-3?

302-3.501

Must we establish any specific procedures for paying a relocation allowance to new appointees?

302-3.502

What factors should we consider in determining whether to authorize a TCS for a long-term assignment?

Service Agreements

302-3.503

Must we require employees to sign a service agreement?

302-3.504

What information should we include in a service agreement?

302-3.505

How long must we require an employee to agree to the terms of a service agreement?

302-3.506

May we pay relocation expenses if the employee violates his/her service agreement?

New Appointees

302-3.507

Once we authorize relocation expenses for new appointees or student trainees what expenses must we pay?

302-3.508

What relocation expenses are not authorized for new appointees or student trainees?

Overseas Assignment and Return

302-3.509

What policies must we follow when appointing an employee to an overseas assignment?

302-3.510

When must we pay return travel for immediate family members?

302-3.511

What must we consider when determining return travel for immediate family member(s) for compassionate reasons prior to completion of the service agreement?

302-3.512

How many times are we required to pay for an employee's return travel?

Overseas Tour Renewal Travel

302-3.513

May we allow a travel advance for tour renewal agreement travel?

302-3.514

Under what conditions may we pay for tour renewal agreement travel?

302-3.515

What special rules must we apply for reimbursement of tour renewal travel for employees stationed, assigned, appointed or transferred to/from Alaska or Hawaii?

SES Separation for Retirement

302-3.516

What must we do before issuing payment for SES separation-relocation travel?

302-3.517

May we issue travel advances for separation relocation?

Authority:

5 U.S.C. 5721-5734; 20 U.S.C. 905(a).

Subpart A—New Appointee

Note to subpart A:

Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.

§ 302-3.1

Who is a new appointee?

A new appointee is:

(a) An individual who is employed with the Federal Government for the very first time (including an individual who has performed transition activities under section 3 of the Presidential Transition Act of 1963 (3 U.S.C. 102 note), and is appointed in the same fiscal year as the Presidential inauguration);

(b) An employee who is returning to the Government after a break in service (except an employee separated as a result of reduction in force or transfer of functions and is re-employed within one year after such action); or

§ 302-3.2

As a new appointee or student trainee what relocation expenses may my agency pay or reimburse me for incident to a permanent change of station to my first official station?

As a new appointee or student trainee being assigned to a first official station your agency may or may not pay or reimburse you the relocation expenses indicated for the type of transfer in Tables A and B of this section. However, once the decision is made to pay or reimburse your relocation expenses, all mandatory relocation allowances are reimbursed, unless otherwise stated in the applicable parts of this chapter.

Table A.—Assigned to First Official Station in the Continental United States (CONUS)

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation of employee & immediate family member(s) (part 302-4 of this chapter)

1. Shipment of privately owned vehicle (POV) (part 302-9, subpart B of this chapter).

2. Per diem for employee only (part 302-4 of this chapter)

3. Transportation & temporary storage of household goods (part 302-7 of this chapter)

4. Extended storage of household goods (part 302-8 of this chapter)

5. Transportation of a mobile home or boat used as a primary residence in lieu of the transportation of household goods (part 302-10 of this chapter)

6. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

Note to Column 1, Item 4:

Only when assigned to a designated isolated official station in CONUS.

Table B.—Assigned to First Official Station Outside the Continental United States (OCONUS)

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation of employee & immediate family member(s) (part 302-4 of this chapter)

1. Shipment of privately owned vehicle (POV) (part 302-9 of this chapter).

2. Per diem employee only (part 302-4)

2. Temporary quarters subsistence expense (TQSE) is not authorized in a foreign area, however, you may be entitled to the following under the Department of State Standard Regulations (DSSR) (Government Civilians—Foreign Areas) which is available from the Superintendent of Documents, Washington, DC 20402.

(a) Foreign Transfer Allowance (FTA) (Subsistence Expense) for quarters occupied temporarily before departure from the 50 states or the District of Columbia for a official station in a foreign area incident to a permanent change of station and travel to first official station overseas.

(b) Temporary quarters subsistence expenses (TQSE) when a transfer is authorized to a foreign area.

(c) The miscellaneous expense portion of the FTA is authorized incident to first official station travel to a foreign area.

3. Transportation & temporary storage of household goods (part 302-7 of this chapter)

3. Use of relocation service companies only when transfer is to Alaska or Hawaii (part 302-12 of this chapter).

4. Extended storage of household goods (part 302-8 of this chapter)

4. Home marketing incentives only when transfer is to a non-foreign OCONUS area (part 302-15 of this chapter).

5. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

§ 302-3.3

As a new appointee, are there any expenses that my agency will not pay?

Yes, as a new employee, your agency will not pay for expenses that are not listed in § 302-3.2 (e.g., per diem for family, cost of househunting trip, miscellaneous expense allowance, etc.).

§ 302-3.4

If my agency authorizes me allowances for relocation, must it pay all of the expenses listed in § 302-3.2?

Yes, if your agency authorizes you allowances for relocation, it must pay all of the expenses listed in § 302-3.2.

§ 302-3.5

If I travel to my first official station before I have been appointed, will I be reimbursed for my relocation expenses?

Generally, you may not be reimbursed for relocation expenses incurred before you have been appointed to a Federal position and signed an agreement to remain in Government service for 12

months after appointment. However there is an exception for appointees who have performed Presidential transition activities. Such appointees may be reimbursed allowable travel and transportation expenses incurred at any time following the most recent Presidential election once they have signed a service agreement. However, appointment must occur in the same fiscal year as the Presidential transition activities.

Subpart B_Transferred Employees

§ 302-3.100

What is a transferred employee?

A transferred employee is an employee who transfers from one official station to another. This may also include employees separated as a result of reduction in force or transfer of functions who are re-employed within one year after such separation.

§ 302-3.101

As a transferred employee what relocation allowances must my agency pay or reimburse me for incident to a permanent change of station?

As a transferred employee there are mandatory and discretionary relocation expenses. Once an agency decision is made to pay or reimburse relocation expenses indicated for the type of transfer in tables (A) through (I) of this section, all the mandatory allowance must be paid or reimbursed, unless otherwise stated in the applicable parts. The discretionary relocation allowances indicated in tables (A) through (I) of this section may or may not be paid by the agency.

Table A.—Transfer Between Official Stations in the Continental United States (CONUS)

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation & per diem for employee & immediate family member(s) (part 302-4 of this chapter)

1. Househunting per diem & transportation, employee & spouse only (part 302-5 of this chapter).

2. Miscellaneous moving expense (part 302-16 of this chapter)

2. Temporary quarters subsistence expense (TQSE) (part 302-6 of this chapter).

3. Sell or buy residence transactions or lease termination expenses (part 302-11 of this chapter)

3. Shipment of privately owned vehicle (POV) (part 302-9, subpart B of this chapter).

4. Transportation & temporary storage of household goods (part 302-7 of this chapter)

4. Use of relocation service companies (part 302-12 of this chapter).

5. Extended storage of household goods (part 302-8 of this chapter)

5. Property management services (part 302-15 of this chapter).

6. Transportation of a mobile home or boat used as a primary residence in lieu of the transportation of household goods (part 302-10 of this chapter)

6. Home marketing incentives (part 302-14 of this chapter).

7. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

Note to Column 1, Item 5:

Only when assigned to a designated isolated official station in CONUS.

Table B.—Transfer From CONUS to an Official Station Outside the Continental United States (OCONUS)

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation & per diem for employee & immediate family member(s) (part 302-4 of this chapter)

1. Temporary quarters subsistence expense (TQSE) is not authorized in a foreign area, however, you may be entitled to the following under the Department of State Standardized Regulations (DSSR) (Government Civilians-Foreign Areas):

(a) A Foreign Transfer Allowance (FTA) for quarters occupied temporarily before departure from the 50 states or the District of Columbia for a official station in a foreign area incident to a permanent change of station and travel to first official station overseas.

(b) Temporary quarters subsistence allowance (TQSA).

2. Miscellaneous expense allowance (part 302-16 of this chapter)

2. Property management services (part 302-15 of this chapter).

3. Transportation & temporary storage of household goods (part 302-7 this chapter)

3. Shipment of a privately owned vehicle (part 302-9 of this chapter).

4. Extended storage of household goods (part 302-8 of this chapter)

4. Use of relocation service companies when transfer is to Alaska or Hawaii (part 302-12 of this chapter).

5. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

5. Home marketing incentives when transfer is to Alaska or Hawaii (part 301-15 of this chapter).

Note to Column 1, item 5.

Allowed when old and new official stations are located in the United States. Also allowed when instead of being returned to the former non-foreign area official station, an employee is transferred in the interest of the Government to a different non-foreign area official station than from the official station from which transferred when assigned to the foreign official station.

Table C.—Transfer From OCONUS Official Station to an Official Station in CONUS

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation & per diem for employee & immediate family member(s) (part 302-4 of this chapter)

1. Shipment of a privately owned vehicle (part 302-9 of this chapter).

2. Temporary quarters subsistence expense (TQSE) (part 302-6 of this chapter)

3. Miscellaneous expense allowance (part 302-16 of this chapter)

4. Sell & buy residence transaction expenses or lease termination expenses (part 302-11 of this chapter)

5. Transportation & temporary storage of household goods (part 302-7 of this chapter)

6. Extended storage of household goods only when assigned to a designated isolated official station in CONUS (part 302-8 of this chapter)

7. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

Note to Column 1, item 2:

A TQSA under the DSSR may be authorized preceding final departure subsequent to the necessary vacating of residence quarters.

Note to Column 1, item 4:

Table D.—Transfer Between OCONUS Official Stations

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation & per diem for employee & immediate family member(s) (part 302-4 of this chapter)

1. Shipment of a privately owned vehicle (POV) (part 302-9 of this chapter).

2. Temporary quarters subsistence expense (TQSE) (part 302-6 of this chapter)

2. Property management services (part 302-15 of this chapter).

3. Transportation & temporary storage of household goods (part 302-7 of this chapter)

4. Miscellaneous expense allowance (part 302-16 of this chapter)

5. Extended storage of household goods (part 302-8 of this chapter)

6. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

Note to Column 1, item 2:

TQSA may be authorized under the DSSR.

Table E.—Tour Renewal Agreement Travel

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation for employee & immediate family member(s) (part 302-4 of this chapter)

2. Per diem for employee only (part 302-4 of this chapter)

Table F.—Return From OCONUS Official Station to Place of Actual Residence for Separation

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation for employee & immediate family member(s) (part 302-4 of this chapter)

1. Shipment of a privately owned vehicle (POV) (part 302-9 of this chapter).

2. Per diem for employee only (part 302-4 of this chapter)

3. Transportation & temporary storage of household goods (part 302-7 of this chapter)

Table G.— Last Move Home for SES Career Appointees Upon Separation

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation for employee & immediate family member(s) part 302-4 of this chapter)

1. Shipment of privately owned vehicle (POV) (part 302-9, subpart B of this chapter).

2. Per diem for employee only (part 302-4 of this chapter)

3. Transportation & temporary storage of household goods (part 302-7 of this chapter)

4. Transportation of a mobile home or boat used as a primary residence in lieu of the transportation of household goods (part 302-10 of this chapter)

Table H.—Temporary Change of Station (TCS)

Column 1—Relocation allowances that agency must pay or reimburse

Column 2—Relocation allowances that agency has discretionary authority to pay or reimburse

1. Transportation & per diem for employee & immediate family member(s) (part 302-4 of this chapter)

1. Househunting trip expenses (part 302-5 of this chapter).

2. Miscellaneous expense allowance (part 302-16 of this chapter)

2. Temporary quarters subsistence expense (TQSE) (part 302-6 of this chapter).

3. Transportation & temporary storage of household goods (part 302-7 of this chapter)

4. Transportation of a mobile home or boat used as a primary residence in lieu of the transportation of household goods (part 302-10 of this chapter)

5. Transportation of a privately owned vehicle (POV)(part 302-9, subpart B of this chapter)

6. Relocation income tax allowance (RITA) (part 302-17 of this chapter)

7. Property management services (part 302-15 of this chapter)

Table I.—Assignment Under the Government Employees Training Act (5 U.S.C. 4109)

1. Transportation of employee & immediate family member(s) (part 302-4 of this chapter).

2. Per Diem for employee (part 302-4 of this chapter).

3. Movement of household goods & temporary storage (part 302-7 of this chapter).

Note to Table I:

The allowances listed in Table I may be authorized in lieu of per diem or actual expense allowances. This is not considered a permanent change of station.

Subpart C—Types of Transfers

Relocation of Two or More Employed Immediate Family Members

§ 302-3.200

When a member of my immediate family who is also an employee and I are transferring to the same official station, may we both receive allowances for relocation?

Yes, if you and an immediate family member(s) are both employees and are transferring to the same official station in the interest of the Government, the allowances under this chapter apply either to;

(a) Each employee separately and the other is not eligible as an immediate family member(s); or

(b) Only one of the employees considered as head of the household and the other is eligible as an immediate family member(s) on the first employee's TA.

§ 302-3.201

If my immediate family member and I both transfer to the same official station in the interest of the Government, may we both claim the same relocation expenses?

No, when separate allowances are authorized under this § 302-3.201, the employing agency or agencies shall not make duplicate reimbursement for the same claimed expenses.

§ 302-3.202

If my immediate family member and I both transfer to the same official station, may we both claim the same relocation allowances for the same non-employee family member?

No, when both you and your immediate family member transfer in the interest of the Government, you must provide your agency with the name(s) of non-employee family member(s) who will receive allowances under each of your TA. Only one of you may claim allowances for a non-employee member(s) of your immediate family (non-employee members may only be on one TA).

§ 302-3.203

If I am transferring in the interest of the Government and my employed immediate family member(s) transfer is not in the interest of the Government, will he/she receive relocation allowances?

Yes, your employed immediate family member(s) whose transfer is not in the interest of the Government will receive relocation allowances, but solely as a member of your immediate family.

§ 302-3.204

When an employed immediate family member and I are transferring in the interest of the Government, what information must we submit to our agency?

When you and an employed immediate family member are transferring in the interest of the Government, you both must provide:

(a) A signed document stating which method of authorization you select (separate or one single authorization); and

(b) Your agency with a written and signed copy of the names of which non-employee member(s) will receive allowances under your TA; if you select to receive separate TAs.

Reduction in Force Relocation

§ 302-3.205

If my transfer is involuntary (due to i.e., reduction in force, cessation, or transfer of work), is it considered to be in the interest of the Government?

Yes, an involuntary transfer (i.e., due to reduction in force, cessation, or transfer of work) is considered to be in the interest of the Government.

§ 302-3.206

If I am re-employed after a separation by reduction in force or transfer of functions, may my agency pay me a relocation allowance?

Yes, if you are re-employed after a separation by reduction in force or transfer of function, your agency may pay you a relocation allowance under the conditions of this chapter if:

(a) You are employed within one year of your involuntary separation date;

(b) Your new appointment is not temporary; and

(c) Your new appointment is at a different duty station from where your separation occurred and meets the mileage criteria in § 302-2.6 of this chapter for short distance relocation.

Overseas Assignment and Return

§ 302-3.207

Am I eligible to receive relocation allowances for overseas assignment and return travel?

You may be eligible to receive relocation allowances for overseas assignment and return travel if you are:

(a) An employee transferring to, from, or between official stations OCONUS; or

(b) A new appointee to a position OCONUS and at the time of your

appointment your residence is in an area other than your post of duty.

§ 302-3.208

What relocation expenses will my agency pay for my overseas assignment and return?

To determine what relocation expenses your agency will pay for your overseas assignment and return, see:

(a) Section 302-3.2 if you are a new appointee; or

(b) Section 302-3.101 if you are a transferred employee.

Overseas Tour Renewal Agreement

§ 302-3.209

What is overseas tour renewal travel?

Overseas tour renewal travel refers to travel of you and your immediate family returning to your home in the continental U.S., Alaska, or Hawaii between overseas tours of duty. See § 302-2.222 for travel to an actual place of residence in other than the United States.

§ 302-3.210

What is an overseas tour of duty?

An overseas tour of duty is an assignment to a post of duty outside the continental United States, Alaska or Hawaii.

§ 302-3.211

What is an allowance for overseas tour renewal travel?

An allowance for overseas tour renewal travel is a reimbursement for you and your immediate family of roundtrip travel and transportation expenses between your overseas post of duty and your actual place of residence in the U.S.

§ 302-3.212

How do I know if I am eligible to receive an allowance for overseas tour renewal travel?

You are eligible to receive an allowance for overseas tour renewal travel if:

(a) You are on an overseas assignment, and you have completed your tour of duty and satisfactorily completed your service agreement time period; and

(b) You are on an overseas assignment and you have signed a new service agreement to remain at your overseas post or to transfer to another overseas post of duty; or

§ 302-3.213

What allowances will I receive for tour renewal travel?

For tour renewal travel, you will receive payment for those authorized expenses as stated in item five of Tables A and B of § 302-3.101.

§ 302-3.214

May I receive reimbursement for tour renewal travel when my travel is between two places within the United States?

You may only receive reimbursement for tour renewal travel when your tours are between two places within the U.S. if you are an employee who is traveling from Alaska or Hawaii, and:

(a) You will continue to serve consecutive tours of duty within the same state from which you're traveling, and on September 8, 1982 you were:

(1) Serving your tour in one of these areas and have continued to do so; or

(2) En route to a post of duty in Alaska or Hawaii under a written service agreement to serve a tour of duty; or

(3) In the process of performing a tour renewal travel and has since then entered into another tour of duty in Alaska or Hawaii;

(b) Tour renewal agreement travel for recruiting or retention purposes is limited to two round trips beginning within 5 years after the date the employee first begins any period of consecutive tours of duty in Alaska or Hawaii. Employees shall be advised in writing of this limitation; or

(c) You are traveling due to your agency's mission to recruit or retain you as an employee to fulfill a position that requires a special skilled employee or to fill a position in a remote area.

§ 302-3.215

No, you will not be reimbursed for tour renewal travel unless your return travel is to a post of duty in the same State that you traveled from.

§ 302-3.216

When must I begin my first tour renewal travel from Alaska or Hawaii?

You must begin your first tour renewal travel within 5 years of your first consecutive tours in either Alaska or Hawaii.

§ 302-3.217

Will my family or I receive per diem for en route travel from my post of duty to my actual place of residence in the U.S.?

No, your family will not receive per diem for en route travel from your post of duty to your actual place of residence in the U.S. and return to the same or a different post of duty.

§ 302-3.218

Are there any special circumstances when my agency may authorize me travel and transportation expenses for my tour renewal travel in Alaska or Hawaii?

Other than as specified in §§ 302-3.209 through 302-3.226, your agency head will only authorize travel and transportation expenses for your tour renewal travel in Alaska or Hawaii if it determines that:

(a) Agency staffing needs are required to recruit or retain employees at a post of duty in Alaska or Hawaii; or

(b) Your agency is in need to recruit employees with special skills and knowledge and/or to fill positions in remote areas.

§ 302-3.219

Is there a limit on how many times I may receive reimbursement for tour renewal travel?

(a) If you are stationed in a foreign area or in an area other than Alaska or Hawaii, your agency may reimburse you for one overseas tour renewal trip for each time you complete your service agreement, which is related to your post of duty.

(b) For recruiting and retention purposes of consecutive tours served within Alaska and Hawaii, your agency may reimburse you a maximum of two round trips which must begin within 5 years after the date of your first tour.

§ 302-3.220

May my family and I travel to another U.S. location (other than from my actual place of residence) under my tour renewal agreement?

Yes, you and your family may travel to another U.S. location (other than from your actual place of residence) under your tour renewal agreement. However, your agency will only reimburse you for the amount of authorized expenses from your post of duty to your actual place of residence and return (as appropriate) on a usually traveled route.

Note to § 302-3.220:

If your actual place of residence is located in the U.S., you and your family must spend a substantial amount of time in the U.S. in order to receive reimbursement.

§ 302-3.221

If I travel to another place in the U.S. (other than my actual place of residence) am I required to spend time at my actual place of residence to receive reimbursement?

No, you are not required to spend time at your actual place of residence to receive reimbursement if you travel to another place in the U.S. (other than your actual place of residence).

§ 302-3.222

Will I be reimbursed if I travel to another overseas location (instead of the U.S.)?

If you travel to another overseas location (instead of the U.S.), you will be reimbursed only if your actual residence is within that country in which you are taking your leave, and then you will only be reimbursed your authorized travel and transportation expenses. You will have to pay any

expense(s) above your authorized amount.

§ 302-3.223

What happens if I violate my new service agreement under a tour renewal assignment?

If you fail to complete your period of service under your new service agreement for reasons that are not acceptable to your agency, you must pay the Government:

(a) All transportation and per diem expenses that you received during your service agreement period for tour renewal travel of you and your immediate family;

(b) Transportation expenses for family members who traveled directly from your former post of duty to your current post of duty; and

§ 302-3.224

If I violate my new service agreement, will the Government reimburse me for return travel and transportation to my actual place of residence?

If you violate your new service agreement, the Government will reimburse you for return travel and transportation to your actual place of residence only if you did not receive all of your allowances under a previous service agreement in which you successfully completed your required period of service. The Government will then authorize you reimbursement cost for return travel and transportation expenses from your former post of duty to your actual place of residence. If there is any additional cost you must pay the difference.

Prior Return of Immediate Family Members

§ 302-3.225

If my immediate family member(s) return to the U.S. before me, will I be reimbursed for transporting part of my household goods with my family and the rest of my household goods when I return?

Yes, if your family member(s) return to the U.S. before you, you will be reimbursed for transporting part of your household goods with your family and the rest of the household goods when you return as long as the combined weight of the two shipments does not exceed your total authorized weight limit.

§ 302-3.226

Will the Government reimburse me if I am not eligible to return with my immediate family member(s) to the U.S. and choose to send them at my own expense?

Yes, if you pay for the prior return of your eligible immediate family member(s), you will be reimbursed when you become eligible for return travel and transportation, you must provide your agency with all receipts and documentation to support your cost. Your agency will then reimburse your expenses, not to exceed your authorized allowance.

§ 302-3.227

If I become divorced from my spouse while OCONUS will I receive reimbursement to return my former spouse and dependents to the U.S.?

Yes, if you become divorced from your spouse while OCONUS, you will receive reimbursement to return your former spouse and dependents to their place of actual residence within or outside CONUS.

§ 302-3.228

Is my dependent who turned 21 while overseas entitled to return travel to my place of actual residence at the expense of the Government?

Your dependent who turned 21 while overseas is entitled to return travel to your place of actual residence at the expense of the Government only if your dependent traveled overseas as your dependent under your TA, but not beyond the end of your current agreed tour of duty.

Subpart D—Relocation Separation Overseas to U.S. Return for Separation

§ 302-3.300

Must my agency pay for return relocation expenses for my immediate family and me once I have completed my duty OCONUS?

Yes, once you have completed your duty OCONUS as specified in your service agreement, your agency must pay one-way transportation expenses for you, for your family member(s), and for your household goods.

§ 302-3.301

May I transport my household goods to a location other than my actual place of residence when I separate from the Government?

Yes, if you have successfully completed your service agreement, you may transport your household goods to a location other than your actual place of residence when you separate from the Government. However, the cost cannot exceed what it would cost to your actual place of residence. Any additional cost will be borne by you.

§ 302-3.302

May my agency pay for my immediate family member(s) and my household goods to be returned to the U.S. before I complete my service agreement?

Yes, your agency may pay for your immediate family member(s) and your household goods to be returned to the U.S. before you complete your service agreement. However, your reason for not completing your service agreement must be determined by your agency as compassionate in nature or for circumstances beyond your control.

§ 302-3.303

May I claim reimbursement for the return of my immediate family member(s) or household goods more than once under one service agreement?

No, you cannot claim reimbursement for the return of your immediate family member(s) or household goods more than once under one service agreement.

SES Separation for Retirement

§ 302-3.304

Who is entitled to SES separation relocation allowances?

You are entitled to SES separation relocation allowances if you meet the conditions in § 302-3.307 and you are:

(a) A career appointee to the SES as defined in 5 U.S.C. 3132(a)(4); or

(b) A non-SES appointee who elects to retain SES retirement benefits and:

(1) Has a basic rate of pay at Level V of the Executive Schedule or higher; or

(2) Was previously a career appointee in the SES; or

(3) Elected under 5 U.S.C. 3392(c) to retain SES retirement benefits; or

(1) Served as a director of a Department of Veterans Affairs medical center under 38 U.S.C. 4103(a)(8) as in effect on November 17, 1988; or

(2) Separated from Government service on or after October 2, 1992; or

(3) Is not covered in paragraphs (a) or (b) of this section; or

(d) An immediate family member of an SES employee who died:

(1) In Government service on or after January 1, 1994; or

(2) After separating from Government service but before travel and/or transportation authorized under this subpart were completed.

§ 302-3.305

Who is not eligible for SES separation relocation expense allowances?

You are not eligible for SES separation relocation expense allowances if:

(a) You are a career appointee to an SES position, and your appointment is a limited term, limited emergency, or a noncareer appointment. (See 5 U.S.C. 3132(a)(5) through (7)); or

(b) You are an appointee to the Government but do not meet the criteria status within § 302-3.304.

§ 302-3.306

If I meet the conditions in § 302-3.307, what expenses am I allowed under separation for retirement travel?

If you meet the conditions in § 302-3.307, see item 7 of Tables A and C in § 302.3.101.

§ 302-3.307

Under what conditions may I receive separation relocation travel for my family and me?

You may receive separation relocation travel for you and your family if:

(a) You are a career appointee as defined in 5 U.S.C. 3132(a)(4), and you were transferred or reassigned geographically in the interest of and at the expense of the Government from one official station to another for permanent duty from:

(1) An SES career appointment to another SES career appointment; or

(2) An SES career appointment to an appointment outside the SES at a rate of pay equal to or higher than Level V of the Executive Schedule, and the employee elects to retain SES retirement benefits under 5 U.S.C. 3392; or

(3) A non-SES career appointment at the time of your transfer or assignment, which includes an appointment in a civil service position outside the SES, to an SES career appointment;

(b) At the time of the transfer or reassignment:

(1) You were eligible to receive an annuity for optional retirement under section 8336(a), (b), (c), (e), (f), or (j) or subchapter III of chapter 83 (Civil Service Retirement System (CSRS)) or under section 8412 of subchapter II of chapter 84 (Federal Employees Retirement System (FERS)) of title, 5 U.S.C.; or

(2) You were within 5 years of eligibility to receive an annuity for optional retirement under one of the authorities in paragraph (b)(1) of this section; or

(3) You were eligible to receive an annuity based on discontinued service retirement or early voluntary retirement under an OPM authorization, under section 8336(d) of subchapter III of chapter 83, or under 8414(b) of subchapter II of chapter 84 of title 5, U.S.C.;

(d) You are eligible to receive an annuity upon separation (or, in the case of death, you met the requirements for being considered eligible to receive an annuity, as of the date of death) under the provisions of subchapter III of chapter 83 (CSRS) or chapter 84 (FERS) of title 5, U.S.C., including an annuity based on optional retirement, discontinued service retirement, early voluntary retirement under an OPM authorization, or disability retirement; and

(e) You have not previously received separation relocation benefits from the Government for retirement.

§ 302-3.308

Do I have to provide my agency with any special documents before receiving reimbursement for moving expenses?

Yes, before receiving reimbursement for moving expenses, you must submit a request to your agency for authorization and approval of your moving expenses with your tentative moving dates and the origin and destination location of your planned move, within the timeframe and format specified by your agency.

§ 302-3.309

Where should my travel and transportation begin?

Your travel and shipment of your HHG should begin from your last official station.

§ 302-3.310

Where will I be authorized to separate?

You will be authorized to separate at the place where you have chosen to reside within the United States.

§ 302-3.311

May I receive reimbursement for travel and transportation from an alternate location other than the duty station?

You will only be reimbursed for expenses up to the cost of travel and transportation expenses from your authorized official station to the place in the U.S. you have elected to reside. Any additional cost you will have to pay.

§ 302-3.312

Upon separation, if I elect to reside in a different geographical area which is less than 50 miles from my official duty station, will I receive reimbursement?

No, if upon separation you elect to reside in a different geographical area which is less than 50 miles from your official station, you will not receive reimbursement.

§ 302-3.313

May I have my household goods transported from more than one location?

Yes, you may have your household goods transported from more than one location. However, you will only receive reimbursement based on the cost of shipment from your official station, in one lot by the most economical route to the location where you elect to return. You will have to pay for any cost above what is authorized.

§ 302-3.314

Is there a time limit when I must begin my travel and transportation upon separation?

Yes, all travel and transportation of household goods must begin no later than six months after:

(a) Your date of separation; or

(b) The date of death of the employee who died before separation.

§ 302-3.315

May I be granted an extension on beginning my separation travel?

Your agency may grant you or your family member (in case of your death) an extension on beginning your separation travel, not to exceed 2 years from your effective date of separation or death if you died before separating.

Subpart E—Employee's Temporary Change Of Station

§ 302-3.400

What is a “temporary change of station (TCS)”?

A TCS means the relocation to a new official station for a temporary period while performing a long-term assignment, and subsequent return to the previous official station upon completion of that assignment.

§ 302-3.401

What is the purpose of a TCS?

A TCS provides agencies an alternative to a long-term temporary duty travel assignment which will increase your satisfaction and enhance morale, reduce your income tax liability, and save the Government money.

§ 302-3.402

When am I eligible for a TCS?

You are eligible for a TCS when you are directed to perform a TCS at a long-term duty location, and you otherwise would be eligible for payment of temporary duty travel allowances authorized under chapter 301 of this title. For exceptions, see § 302-3.403.

§ 302-3.403

Who is not eligible for a TCS?

The following individuals are not eligible for a TCS:

(a) A new appointee;

(b) An employee assigned to or from a State or local Government under the Intergovernmental Personnel Act (5 U.S.C. 3372

et seq.

);

(c) An individual employed intermittently in the Government service as a consultant or expert and paid on a daily when-actually-employed (WAE) basis;

(d) An individual serving without pay or at $1 a year; or

(e) An employee assigned under the Government Employees Training Act (5 U.S.C. 4109).

§ 302-3.404

Under what circumstances will my agency authorize a TCS?

Your agency will authorize a TCS when:

(a) It is necessary to accomplish the mission of the agency effectively and economically, and

(b) You are directed to perform a long-term assignment at another official station; or

travel allowances, including payment of subsistence expenses, under chapter 301 of this title for the long-term assignment; or

(d) Your agency determines it would be more advantageous, cost and other factors considered, to authorize a long-term assignment; and

(e) You meet any additional conditions your agency has established.

§ 302-3.405

If my agency authorizes a TCS, do I have the option of electing payment of per diem expenses under part 301-11 of this title?

No, you do not have the option of electing payment of per diem expenses under part 301-11 of this title if your agency authorized a TCS.

§ 302-3.406

How long must my assignment be for me to qualify for a TCS?

To qualify for a TCS, your assignment must be not less than 6 months, nor more than 30 months.

§ 302-3.407

What is the effect on my TCS reimbursement if my assignment lasts less than 6 months?

Your agency may authorize a TCS only when a TCS is expected to last 6 months or more. If your assignment is cut short for reasons other than separation from Government service, you will be paid TCS expenses.

§ 302-3.408

What is the effect on my TCS reimbursement if my assignment lasts more than 30 months?

If your assignment exceeds 30 months, your agency:

(a) Must permanently assign you to your temporary official station or return you to your previous official station;

(b) May not pay for extended storage or property management services incurred after the last day of the thirtieth month; and

(c) Must pay the expenses of returning you and your immediate family and household goods to your previous official station unless you are permanently assigned to your temporary official station.

§ 302-3.409

Is there any required minimum distance between an official station and a TCS location that must be met for me to qualify for a TCS?

No, there is no required minimum distance between an official station and a TCS location that must be met for you to qualify for a TCS. However, your agency may establish the area within which it will not authorize a TCS.

§ 302-3.410

Must I sign a service agreement to qualify for a TCS?

No, you do not need to sign a service agreement to qualify for a TCS.

§ 302-3.411

What is my official station during my TCS?

Your official station during your TCS is the location of your TCS.

Expenses Paid Upon Assignment

§ 302-3.412

What expenses must my agency pay?

Your agency must pay:

(a) Travel, including per diem, for you and your immediate family under part 302-4 of this chapter;

(b) Transportation and temporary storage of your household goods under part 302-7 of this chapter;

(d) Transportation of a mobile home instead of transportation of household goods under part 302-10 of this chapter;

(e) A miscellaneous expenses allowance under part 302-16 of this chapter;

(f) Transportation of a privately owned vehicle(s) under part 302-9 of this chapter; and

(g) A relocation income tax allowance under part 302-17 of this chapter for additional income taxes you incur on payments your agency makes under the authority of this section for your relocation expenses.

§ 302-3.413

Are there other expenses that my agency may pay?

Yes, your agency may pay:

(a) Househunting trip expenses under part 302-5 of this chapter;

(b) Temporary quarters subsistence expenses under part 302-6 of this chapter; and

Expenses Paid During Assignment

§ 302-3.414

If my agency authorizes a TCS, will it pay for extended storage of my household goods?

Yes, if your agency authorizes a TCS, it will pay for extended storage when it is necessary. Extended storage expenses include:

(a) Packing/unpacking;

(b) Crating/uncrating;

(d) Charges while in storage; and

(e) Other necessary charges directly related to storage.

§ 302-3.415

How long may my agency pay for extended storage of household goods?

Your agency may pay for extended storage of household goods for the duration of your TCS.

§ 302-3.416

Is there any limitation on the combined weight of household goods I may transport and store at Government expense?

Yes, the maximum combined weight is 18,000 pounds net weight. If you transport and/or store household goods in excess of the maximum weight allowance, you will be responsible for any excess cost.

§ 302-3.417

Will I have to pay any income tax if my agency pays for extended storage of my household goods?

You will be subject to income taxes on the amount of extended storage expenses your agency pays. However, your agency will pay you a relocation income tax allowance under part 302-17 of this chapter for substantially all of the additional Federal, State and local income taxes you incur on the expenses your agency pays.

§ 302-3.418

Will my agency pay for property management services when I am authorized a TCS?

Yes, your agency will reimburse you directly for expenses you incur or make payments on your behalf to a relocation services company, if you so choose. The term “property management services” refers to a program provided by a private company for a fee, which assists you in managing your residence at your previous official station as a rental property. Services provided by the company may include, but are not limited to, obtaining a tenant, negotiating a lease, inspecting the property regularly, managing repairs and maintenance, enforcing lease terms, collecting rent, paying the mortgage and other carrying expenses from rental proceeds and/or fund of the employee, and accounting for the transactions and providing periodic reports to the employee.

§ 302-3.419

For what property will my agency pay property management services?

Your agency will only pay for the property from which you commuted to/from work on a daily basis at your previous official station.

§ 302-3.420

How long will my agency pay for property management services?

Your agency will pay for property management services for the duration of your TCS.

§ 302-3.421

What are the income tax consequences when my agency pays for property management services?

When your agency pays for property management services:

(a) You will be taxed on the amount of property management expenses your agency pays, whether it reimburses you

directly for your expenses or pays a relocation services company to manage your residence; and

(b) Your agency will pay you a relocation income tax allowance under part 302-17 of this chapter for substantially all of the additional Federal, State and local income taxes you incur on the expenses your agency pays.

Note to § 302-3.421:

You may wish to consult with a tax advisor to determine whether you will incur any additional tax liability, unrelated to your agency's payment of your property management expenses, as a result of maintaining your residence as a rental property.

Expenses Paid Upon Completion of Assignment or Upon Separation From Government Service

§ 302-3.422

What expenses will my agency pay when I complete my TCS?

Your agency will pay for the following expenses in connection with your return to your previous official station:

(a) Travel, including per diem, for you and your immediate family under part 302-4 of this chapter;

(b) Transportation and temporary storage of your household good under part 302-7 of this chapter;

(d) Temporary quarters subsistence expenses under part 302-6 of this chapter;

(e) A miscellaneous expenses allowance under part 302-16 of this chapter;

(f) Transportation of a privately owned vehicle(s) under part of this chapter; and

(g) A relocation income tax allowance under part 302-17 of this chapter for additional income taxes you incur on payments your agency makes under the authority of this part for your relocation expenses.

§ 302-3.423

If I separate from Government service upon completion of my TCS, what relocation expenses will my agency pay upon my separation?

If you separate from Government service upon completion of your TCS, your agency will upon your separation, pay the same relocation expenses it would have paid had you not separated from Government service upon completion of your TCS.

§ 302-3.424

If I separate from Government service prior to completion of my TCS, what relocation expenses will my agency pay upon my separation?

If you separate from Government service prior to completion of your TCS for reasons beyond your control that are acceptable to your agency, your agency will pay the same relocation expenses it would pay under § 302-3.423. If this is not the case, the expenses your agency pays may not exceed the reimbursement that you would have received under this chapter or chapter 301 of this title whichever your agency determines to be in the best interest of the Government.

§ 302-3.425

Your agency will pay the expenses authorized in § 302-3.422 for your relocation from your current temporary official station to your last permanent official station.

Permanent Assignment to Temporary Official Station

§ 302-3.426

How is payment of my TCS expenses affected if I am permanently assigned to my temporary official station?

Payment of TCS expenses stops once your temporary official station becomes your permanent official station. Your agency may not pay any TCS expenses incurred beginning the day your temporary official station becomes your permanent official station.

§ 302-3.427

What relocation allowances may my agency pay when I am permanently assigned to my temporary official station?

When you are permanently assigned to your temporary official station, your agency may pay:

(a) Travel, including per diem, in accordance with part 302-4 of this chapter, for one round trip between your temporary official station and your previous official station, for you and members of your immediate family who relocated to the temporary official station with you. Your agency may also pay the same expenses for a one-way trip from the previous official station to the new permanent official station for any immediate family members who did not accompany you to the temporary official station;

(b) Residence transaction expenses under part 302-11 of this chapter;

(d) Relocation services under part 302-12 of this chapter;

(e) Temporary quarters subsistence expenses in accordance with part 302-6 of this chapter;

(f) Transportation of household goods not previously transported to the temporary official station under part 302-7 of this chapter; and

(g) Transportation of a privately owned vehicle(s) not previously transported to the temporary official station under § 302-9.6 of this chapter.

§ 302-3.428

If I am permanently assigned to my temporary official station, is there any limitation on the weight of household goods I may transport at Government expense to my official station?

Yes. If you are permanently assigned to your temporary official station, you are limited to 18,000 pounds net weight for household goods you may transport at Government expense to your official station. This maximum weight will be reduced by the weight of any household goods transported at Government expense to your temporary official station under your TCS authorization. Subject to the 18,000 pound limit, your agency will pay to transport any household goods in extended storage to your official station. Additionally, if you change your residence as a result of your permanent assignment to your temporary official station, your agency may pay for transporting your household goods, subject to the 18,000-pound limit, between the residence you occupied during your temporary assignment and your new residence.

§ 302-3.429

Are there any relocation allowances my agency may not pay if I am permanently assigned to my temporary official station?

If you are permanently assigned to your temporary official station, your agency may not pay:

(a) Expenses of a househunting trip for you and your spouse to your temporary official station under part 302-5 of this chapter; or

(b) Residence transaction expenses for selling a residence or breaking a lease at the temporary official station under part 302-11 of this chapter.

Subpart F—Agency Responsibilities

Note to subpart F:

Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§ 302-3.500

What governing policies and procedures must we establish for paying a relocation allowance under this part 302-3?

You must establish how you will implement policies that are required for this part, which include;

(a) When you will pay relocation expenses if an employee violates his/her service agreement;

(b) When you will authorize separate relocation allowances to an employee and an employee's immediate family member that are both transferring to the same official station;

(c) When you will grant an employee and/or the employee's immediate family member(s) an extension on beginning separation travel;

(d) When you will allow an employee to arrange his/her own relocation upon separation;

(e) When you will authorize a temporary change of station (TCS);

(f) When you will define an area not to reimburse for a TCS;

(g) When you will pay extended storage of household goods for TCS; and

(h) What relocation allowances you will and will not pay when an employee is permanently assigned to a temporary official station.

§ 302-3.501

Must we establish any specific procedures for paying a relocation allowance to new appointees?

Yes, you must establish specific guidelines for paying a relocation allowance to new appointees. These guidelines must establish the:

(a) Criteria in accordance with 5 CFR part 572 on how you will determine if a new appointee is eligible for the relocation allowances authorized therein; and

(b) Procedures which will provide new appointees with information surrounding his/her benefits.

§ 302-3.502

What factors should we consider in determining whether to authorize a TCS for a long-term assignment?

You should consider the following factors in determining whether to authorize a TCS:

(a)

Cost considerations.

You should consider the cost of each alternative. A long-term temporary duty travel assignment requires the payment of either per diem or actual subsistence expenses for the entire period of the assignment. This could be very costly to the agency over an extended period. A TCS will require fairly substantial relocation allowance payments at the beginning and end of the assignment, and less substantial payments for extended storage and property management services, when authorized, during the period of the assignment. Agencies should estimate the total cost of each alternative and authorize the one that is most advantageous for the agency, cost and other factors considered;

(b)

Tax considerations.

An employee who performs a temporary duty travel assignment exceeding one year at a single location is subject to income taxation of his/her travel expense reimbursements. The Income Tax Reimbursement Allowance (ITRA) allows for the reimbursement of Federal, State and local income taxes incurred as a result of an extended temporary duty assignment (see §§ 301-11.501 through 301-11.640 of this title). An employee who is authorized and performs a TCS also will be subject to income taxation of some, but not all, of his/her TCS expenses. You will pay an offsetting Relocation Income Tax (RIT) allowance on an employee's TCS expense reimbursements; and

(c)

Employee concerns.

The long-term assignment of an employee away from his/her official station and immediate family may negatively affect the employee's morale and job performance. Such negative effects may be alleviated by authorizing a TCS so the employee can transport his/her immediate family and/or household goods at Government expense to the location where he/she will perform the long-term assignment. You should consider the effects of a long-term temporary duty travel assignment on an employee when deciding whether to authorize a TCS.

Service Agreements

§ 302-3.503

Must we require employees to sign a service agreement?

Yes, you must require employees to sign a service agreement if the employee is receiving reimbursement for relocation travel expenses, except as provided in § 302-3.410 for a temporary change of station.

§ 302-3.504

What information should we include in a service agreement?

The service agreement should include, but not be limited to the following:

(a) The employee's name;

(b) The employee's effective date of transfer or appointment;

(d) The name of all dependents that are authorized to travel under the TA;

(e) Detailed information regarding the employee's obligation to repay funds spent on his/her relocation as a debt due the Government if the service agreement is violated;

(f) The employee's agreed period of time (see § 302-3.505) to remain in service; and

(g) The employee's signature accepting the terms of the agreement.

§ 302-3.505

How long must we require an employee to agree to the terms of a service agreement?

You must require an employee to agree to the terms of a service agreement:

(a) Within the continental United States for a period of service of not less than 12 months following the effective date of your transfer;

(b) Outside the continental United States for an agreed upon period of service of not more than 36 months or less than 12 months following the effective date of transfer;

(c) Department of Defense Overseas Dependent School System teachers for a period of not less than one school year as determined under chapter 25 of Title 20, United States Code; and

(d) Renewal agreement travel for a period of not less than 12 months from the date of return to the same or different overseas duty station.

§ 302-3.506

May we pay relocation expenses if the employee violates his/her service agreement?

If an employee does not fulfill the terms of the service agreement, the employee is indebted to the Government for all relocation expenses that have been reimbursed to the employee or that have been paid directly by the Government. However, if the reasons for not fulfilling the terms of the service agreement are beyond the employee's control and acceptable to the agency, you may release the employee from the service agreement and waive any indebtedness.

New Appointees

§ 302-3.507

Once we authorize relocation expenses for new appointees or student trainees what expenses must we pay?

Once you authorize relocation expenses for new appointees or student trainees, you must pay expenses in accordance with § 302-3.2.

§ 302-3.508

What relocation expenses are not authorized for new appointees or student trainees?

You must not pay any expenses to new appointees or student trainees for a relocation that are not listed under § 302-3.2.

Overseas Assignment And Return

§ 302-3.509

What policies must we follow when appointing an employee to an overseas assignment?

When appointing an employee to an overseas assignment, you must:

(a) Establish the employee's actual place of residence at the time of appointment and state it in his/her service agreement;

(b) Use guidance in 8 U.S.C. 1101(33) which states that “The term

residence

means the place of general abode; the place of general abode of a person means his principal, actual dwelling place in fact, without regard to intent”, for establishing places of residence; and

§ 302-3.510

When must we pay return travel for immediate family members?

You must pay transportation expenses for one-way return travel of immediate family members when the employee has successfully completed his/her service agreement period OCONUS.

§ 302-3.511

What must we consider when determining return travel for immediate family member(s) for compassionate reasons prior to completion of the service agreement?

You must determine that the public interest requires the return of the immediate family for compelling personal reasons of a humanitarian or compassionate nature, which may involve:

(a) His/her physical or mental health;

(b) The death of a member of the immediate family;

(d) The divorce or annulment of the employee's marriage; or

(e) A dependent that traveled to post of duty on the employee's authorized TA and has now reached his/her 21st birthdate.

§ 302-3.512

How many times are we required to pay for an employee's return travel?

You must pay for return travel and transportation of an employee only once at the end of each agreed period of service.

Overseas Tour Renewal Travel

§ 302-3.513

May we allow a travel advance for tour renewal agreement travel?

No, you cannot allow a travel advance for tour renewal agreement travel.

§ 302-3.514

Under what conditions must we pay for tour renewal agreement travel?

You must pay tour renewal agreement travel when:

(a) The employee has completed the agreed upon period of service outside CONUS;

(b) The employee has agreed to serve another OCONUS tour of duty at the same or different duty station; and

§ 302-3.515

What special rules must we apply for reimbursement of tour renewal travel for employees stationed, assigned, appointed or transferred to/from Alaska or Hawaii?

The following rules apply:

(a) If on September 8, 1982 the employee was serving or committed to serve a tour of duty in Alaska or Hawaii then the employee shall continue to receive reimbursement for tour renewal agreement travel;

(b) After September 8, 1982 you must determine that tour renewal agreement travel expenses are necessary for the purposes of recruiting and retaining employees and you must inform employees in writing that tour renewal agreement travel for the purposes of recruiting and retention is limited to two round trips beginning within 5 years after the date the employee first begins any period of consecutive tours of duty.

SES Separation for Retirement

§ 302-3.516

What must we do before issuing payment for SES separation-relocation travel?

Before issuing payment for separation-relocation travel, you must establish timeframes for employees to submit request for authorization and approval of relocation expenses.

§ 302-3.517

May we issue travel advances for separation relocation?

No, travel advances for separation relocation may not be authorized.

SUBCHAPTER C—PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION EXPENSES

PART 302-4—ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION

Subpart A—Eligibility

Sec.

302-4.1

What is a permanent change of station (PCS)?

302-4.2

Am I eligible for subsistence and transportation allowances for PCS travel under this part?

Subpart B—Travel Expenses

302-4.100

What PCS travel expenses will my immediate family members receive?

302-4.101

Must my immediate family member(s) and I begin PCS travel at the old official station and end at the new official station?

Subpart C_Per Diem

302-4.200

What per diem rate will I receive for en route relocation travel within CONUS?

302-094.201

How are my authorized en route travel days and per diem determined for relocation travel?

302-4.202

Are there any circumstances in which a per diem allowance for my immediate family members is not allowed?

Transferred Employees Only

302-4.203

How much per diem will my spouse receive if he/she accompanies me while I am performing PCS travel?

302-4.204

If my spouse does not accompany me but travels unaccompanied at a different time, what per diem rate will he/she receive?

302-4.205

If my spouse and I travel on the same days along the same general route by using more than one POV, is my spouse considered unaccompanied?

302-4.206

How much per diem will my immediate family receive?

Subpart D—Mileage Rates for Use Of POV

302-4.300

What is the POV mileage rate for PCS travel?

302-4.301

Do the rates in § 302-4.300 apply if I am performing overseas tour renewal agreement travel?

302-4.302

Are there circumstances that would allow me to receive a higher mileage rate OCONUS?

Subpart E—Daily Driving Distance Requirements

302-4.400

Will I be required to drive a minimum distance per day?

302-4.401

Are there exceptions to this daily minimum?

302-4.402

Will I be required to document the circumstances causing the delay?

302-4.403

Does this exception require authorization by my approving official?

Subpart F—Use of More Than One POV

302-4.500

If I am authorized to use more than one POV, what are the allowances?

302-4.501

If I use an additional POV that was not authorized for PCS travel, will I be reimbursed for the additional POV?

Subpart G—Advance Of Funds

302-4.600

May I request an advance of funds for per diem and mileage allowances for PCS travel?

Subpart H—Agency Responsibilities

302-4.700

What governing policies must we establish for payment of allowances for subsistence and transportation expenses?

302-4.701

What PCS travel expenses must we pay?

302-4.702

What PCS travel expenses must we pay for the employee's immediate family members?

302-4.703

How do we compute the per diem for an established minimum driving distance per day?

302-4.704

Must we require a minimum driving distance per day?

302-4.705

What are the allowances if the employee uses more POVs than authorized?

Authority:

5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 13747, 3 CFR, 1971-1973 Comp., p. 586.

Subpart A—Eligibility

Note to subpart A:

Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.

§ 302-4.1

What is a permanent change of station (PCS)?

A permanent change of station (PCS) is an assignment of a new appointee to an official station or the transfer of an employee from one official station to another on a permanent basis.

§ 302-4.2

Am I eligible for subsistence and transportation allowances for PCS travel under this part?

Yes, you are eligible for subsistence and transportation allowances for PCS travel if your agency specifically authorizes relocation expenses under this part and are:

(a) Transferred employees (within or outside CONUS);

(b) New appointees (within or outside CONUS); and

(c) An employees assigned to posts of duty outside CONUS in connection with either overseas tour renewal agreement travel or return travel to places of residence for separation.

Note to § 302-4.2:

Also see table at §§ 302-3.2 and 302-3.101.

Subpart B—Travel Expenses

§ 302-4.100

What PCS travel expenses will my immediate family members receive?

Except as specifically provided in § 302-4.202, the rules (for TDY travel) in chapter 301 of this title will be used for payment of the travel expenses of your immediate family members.

§ 302-4.101

Must my immediate family member(s) and I begin PCS travel at the old official station and end at the new official station?

No, if an alternate location is used, reimbursement is limited to the allowable cost by the usually traveled route between your old and new official stations.

Subpart C—Per Diem

§ 302-4.200

What per diem rate will I receive for en route relocation travel within CONUS?

Your per diem for en route relocation travel between your old and new official station will be at the standard CONUS rate (see Appendix A of part 302.17 of this chapter). You will be reimbursed in accordance with §§ 301-11.100 through 301-11.102 of this title.

§ 302-4.201

How are my authorized en route travel days and per diem determined for relocation travel?

Your authorized en route travel days and per diem are determined as follows: The number of authorized travel days is the actual number of days used to complete the trip, but not to exceed an amount based on a minimum driving distance per day determined to be reasonable by your agency. The minimum driving distance shall be not less than an average of 300 miles per calendar day. An exception to the daily minimum driving distance may be made when delay is beyond control of the employee, such as when it results from acts of God or restrictions by Government officials; when the employee is physically handicapped; or for other reasons acceptable to the agency.

§ 302-4.202

Are there any circumstances in which a per diem allowance for my immediate family members is not allowed?

Yes, per diem for your immediate family members cannot be authorized if you are:

(a) A new appointee;

(b) Assigned to posts of duty outside CONUS returning to place of actual residence for separation; or

Transferred Employees Only

§ 302-4.203

How much per diem will my spouse receive if he/she accompanies me while I am performing PCS travel?

The maximum amount your spouse may receive if he/she accompanies you while you are performing PCS travel is three-fourths of your daily per diem rate.

§ 302-4.204

If my spouse does not accompany me but travels unaccompanied at a different time, what per diem rate will he/she receive?

If your spouse does not accompany you but travels unaccompanied at a different time, he/she will receive the same per diem rate to which you are entitled.

§ 302-4.205

If my spouse and I travel on the same days along the same general route by using more than one POV, is my spouse considered unaccompanied?

No; for per diem purposes, you and your spouse are considered to be traveling together if you travel on the same days along the same general route by using more than one POV.

§ 302-4.206

How much per diem will my immediate family receive?

Immediate family members age 12 or older receive three-fourths of your per diem rate, and children under 12 receive one-half of your per diem rate.

Subpart D_Mileage Rates for Use of POV

§ 302-4.300

What is the POV mileage rate for PCS travel?

When PCS travel by POV is approved, rates for payment of mileage allowances are taken from the following table:

Occupants of POV

Mileage rate

Employee only; or one member of immediate family

$0.15

Employee and one member; or two members of immediate family

0.17

Employee and two members; or three members of immediate family

0.19

Employee and three or more members; or four or more members of immediate family

0.20

§ 302-4.301

Do the rates in § 302-4.300 apply if I am performing overseas tour renewal agreement travel?

No, POV mileage must not be authorized for overseas tour renewal agreement travel.

§ 302-4.302

Are there circumstances that would allow me to receive a higher mileage rate OCONUS?

Yes, your agency may authorize a higher mileage rate at a rate not to exceed the maximum rate prescribed in § 301-10.303 of this title when:

(a) You are expected to use the POV on official business at the new official station;

(b) The common carrier rates for the facilities provided between the old and new official stations, the related constructive taxicab fares to and from terminals, and the per diem allowances prescribed under this part justify a higher mileage rate as advantageous to the Government as determined by your agency; or

(c) The costs of driving the POV to, from, or between official stations located outside CONUS justify a higher mileage rate as advantageous to the Government.

Subpart E—Daily Driving Distance Requirements

§ 302-4.400

Will I be required to drive a minimum distance per day?

Yes, your agency may establish a reasonable minimum driving distance that may be more than, but not less than an average of 300 miles per calendar day.

§ 302-4.401

Are there exceptions to this daily minimum?

Yes, your agency may authorize exceptions to the daily minimum driving distance when there is a delay beyond your control such as acts of God, restrictions by Governmental authorities, or other acceptable reasons; e.g., a physical handicap or special needs. Your agency must have a designated approving official authorize the exception.

§ 302-4.402

Will I be required to document the circumstances causing the delay?

Yes, you must provide a statement on your travel claim explaining the circumstances that caused the delay.

§ 302-4.403

Does this exception require authorization by my approving official?

Yes, authorization by your approving official is required for any exception to the daily minimum driving distance.

Subpart F—Use of More Than One POV

302-4.500

If I am authorized to use more than one POV, what are the allowances?

When you are authorized to use more than one POV, the allowances under §§ 302-4.300 and 302-4.302 apply for each POV.

§ 302-4.501

If I use an additional POV that was not authorized for PCS travel, will I be reimbursed for the additional POV?

No, your agency must authorize you reimbursement of the use of more than one POV before you are entitled to reimbursement.

Subpart G—Advance of Funds

§ 302-4.600

May I request an advance of funds for per diem and mileage allowances for PCS travel?

You may request advance of funds for per diem and mileage allowances for PCS travel, except for overseas tour renewal agreement travel.

Subpart H—Agency Responsibilities

Note to subpart H:

Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency, unless otherwise noted.

§ 302-4.700

What governing policies must we establish for payment of allowances for subsistence and transportation expenses?

For payment of allowances for subsistence and transportation expenses, you must establish policy and procedures governing:

(a) How you will implement the regulations throughout this part;

(b) A reasonable minimum driving distance per day that may be more than, but not less than an average of 300 miles per calendar day when use of a POV is used for PCS travel and when you will authorize an exception;

(c) Designation of an agency approving official who will authorize an exception to the daily minimum driving distance; and

(d) When you will authorize the use of more than one POV for PCS travel.

§ 302-4.701

What PCS travel expenses must we pay?

Except as specifically provided in this chapter, PCS travel expenses you must pay are:

(a) Per diem;

(b) Transportation costs; and

§ 302-4.702

What PCS travel expenses must we pay for the employee's immediate family members?

Except as specifically provided in this chapter, the reimbursement limits in chapter 301 of this title govern payment of travel expenses you must pay for the employee's immediate family members.

§ 302-4.703

How do we compute the per diem for an established minimum driving distance per day?

Per diem for an established minimum driving distance per day is computed based on the lodgings-plus per diem system as described in §§ 301-11.100 through 301-11.103 of this title.

§ 302-4.704

Must we require a minimum driving distance per day?

Yes, you must establish a minimum driving distance not less than an average of 300 miles per day. However, an exception to the daily minimum driving distance may be made when the delay is:

(a) Beyond control of the employee, e.g., results from acts of God or restrictions by Government officials;

(b) Due to a physical handicap; or

§ 302-4.705

What are the allowances if the employee uses more POVs than authorized?

If the employee uses more POVs than authorized, reimbursement will be made as if all persons traveled in the number of POVs that you authorized.

PART 302-5—ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES

Subpart A—Employee's Allowance for Househunting Trip Expenses

Sec.

302-5.1

What is a “househunting trip”?

302-5.2

What is the purpose of the househunting trip expenses allowance?

302-5.3

Am I eligible for a househunting trip expenses allowance?

302-5.4

Who is not eligible for a househunting trip expenses allowance?

302-5.5

Must my agency authorize payment of a househunting trip expenses allowance?

302-5.6

Under what circumstances will I receive a househunting trip expenses allowance?

302-5.7

Who may travel on a househunting trip at Government expense?

302-5.8

How many househunting trips may my agency authorize in connection with a particular transfer?

302-5.9

May my spouse and I perform separate househunting trips at Government expense?

302-5.10

How soon may I and/or my spouse begin a househunting trip?

302-5.11

Is there a time limit on the duration of a househunting trip?

302-5.12

When must my househunting trip be completed?

302-5.13

What methods may my agency use to reimburse me for househunting trip expenses?

302-5.14

What transportation expenses will my agency pay?

302-5.15

Must I document my househunting trip expenses to receive reimbursement?

302-5.16

May I receive an advance of funds for househunting trip expenses?

302-5.17

Am I in a duty status when I perform a househunting trip?

302-5.18

May I retain any balance left over from my househunting reimbursement if my fixed amount is more than adequate to cover my househunting trip?

Subpart B—Agency Responsibilities

302-5.100

How should we administer the househunting trip expenses allowance?

302-5.101

What governing policies must we establish for the househunting trip expenses allowance?

302-5.102

Under what circumstances may we authorize a househunting trip?

302-5.103

What factors must we consider in determining whether to offer an employee the fixed amount househunting trip subsistence expense reimbursement option?

Authority:

5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13474, 3 CFR, 1971-1973 Comp., p. 586.

Subpart A—Employee's Allowance For Househunting Trip Expenses

Note to subpart A:

Use of the pronouns “I” and “you” throughout this subpart refers to the employee.

§ 302-5.1

What is a “househunting trip”?

The term “househunting trip” refers to a trip made by the employee and/or spouse to your new official station locality to find permanent living quarters to rent or purchase. The term “living quarters” in this part includes apartments, condominiums, and cooperatives in addition to townhouses and single family homes.

§ 302-5.2

What is the purpose of the househunting trip expenses allowance?

The allowance for househunting trip expenses is intended to facilitate and expedite the employee's move from your old official station to your new official station and to lower the Government's overall cost for the employee's relocation by reducing the amount of time an employee must occupy temporary quarters. The allowance for househunting trip expenses provides the employee and/or spouse a period of time to concentrate on finding a suitable permanent residence at the new official station and thereby expedites the employee's relocation.

§ 302-5.3

Am I eligible for a househunting trip expenses allowance?

You are eligible for a househunting trip expenses allowance if you are an employee who is authorized to transfer, and in addition:

(a) Both your old and new official stations are located within the United States;

(b) You are not assigned to Government or other prearranged housing at your new official station; and

(c) Your old and new official stations are 75 or more miles apart (as measured by map distance) via a usually traveled surface route.

§ 302-5.4

Who is not eligible for a househunting trip expenses allowance?

New appointees and employees assigned under the Government Employees Training Act (5 U.S.C. 4109) are not eligible for a househunting trip expenses allowance.

§ 302-5.5

Must my agency authorize payment of a househunting trip expenses allowance?

No, your agency determines when it is in the Government's interest to authorize you a househunting trip and the procedures you must follow if it is authorized.

§ 302-5.6

Under what circumstances will I receive a househunting trip expenses allowance?

You will receive a househunting trip expenses allowance if:

(a) Your agency authorized you to perform a househunting trip in advance of the travel (the agency authorization must specify the mode of transportation and the period of time allowed for the trip);

(b) You have signed a service agreement;

(d) You meet any additional conditions your agency has established.

§ 302-5.7

Who may travel on a househunting trip at Government expense?

Only you and/or your spouse may travel on a househunting trip at Government expense.

§ 302-5.8

How many househunting trips may my agency authorize in connection with a particular transfer?

Your agency may authorize only one round trip for you and/or your spouse in connection with a particular transfer.

§ 302-5.9

May my spouse and I perform separate househunting trips at Government expense?

Yes, however, your reimbursement will be limited to the cost that would have been incurred if you and your spouse had traveled together on one round trip.

§ 302-5.10

How soon may I and/or my spouse begin a househunting trip?

You may begin your househunting trip as soon as your agency has notified you of your transfer and issued a travel authorization for a househunting trip. To take maximum advantage of your trip, however, it is very important that you become familiar as quickly as you can with your new official station area (

e.g.,

housing market conditions, school locations, etc.). If you are selling your residence at your old official station, you should not begin your househunting trip until you have a current appraisal of the value of the residence so that you can more accurately determine the appropriate price range of residences to consider during your househunting trip.

§ 302-5.11

Is there a time limit on the duration of a househunting trip?

A househunting trip should be for a reasonable period, not to exceed 10 calendar days, as authorized by your agency under § 302-5.101(d).

§ 302-5.12

When must my househunting trip be completed?

You and/or your spouse must complete your househunting trip as indicated in the following table:

For

Your househunting trip must be completed by

You

The day before you report to your new Official station.

Your spouse

The earlier of:

(a) The day before your family relocates to your new official station; or

(b) The day before the maximum time for beginning allowable travel expires (see § 302-2.100 of this chapter).

§ 302-5.13

What methods may my agency use to reimburse me for househunting trip expenses?

Your agency will reimburse your househunting trip expenses as indicated in the following table:

For

You are reimbursed

You and/or your spouse's transportation expenses

Your actual transportation costs.

You and/or your spouse's subsistence expenses.

One of the following:

(a) A per diem allowance for you and/or your spouse as prescribed under part 302-4, subpart C of this chapter; or

(b) If you accept your agency's offer of the fixed amount option, and:

(1) Both you and your spouse perform a househunting trip either together or separately, a single amount determined by multiplying the applicable locality rate (listed in appendix A to chapter 301 of this subtitle) by 6.25 or

(2) Only one of you performs a househunting trip, an amount determined by multiplying the applicable locality rate (listed in appendix A to chapter 301 of this subtitle) by 5.

§ 302-5.14

What transportation expenses will my agency pay?

Your agency will authorize you to travel by the transportation mode(s) (e.g., airline, train, or privately owned automobile) it determines to be advantageous to the Government. Your agency will pay for your transportation expenses by the authorized mode(s). If you travel by any other mode(s), your agency will pay your transportation expenses not to exceed the cost of transportation by the authorized mode(s).

§ 302-5.15

Must I document my househunting trip expenses to receive reimbursement?

To receive reimbursement for househunting trip transportation expenses you must itemize your transportation expenses and provide receipts as required by § 301-11.3(c) of this title. For fixed amount househunting trip subsistence reimbursement, you do not need to document your subsistence expenses. For per diem househunting trip subsistence expense reimbursement, you must itemize your lodging expenses and you must provide receipts as required by §§ 301-7.9(b) and 301-11.3(c) of this title.

§ 302-5.16

May I receive an advance of funds for househunting trip expenses?

Your agency may authorize an advance of funds, in accordance with § 302-2.20 of this chapter, for your househunting trip expenses. Your agency may not advance you funds in excess of the sum of your anticipated transportation costs and either the maximum per diem allowable under part 302-4 of this chapter for the location and duration of your househunting trip or your fixed amount househunting trip subsistence expenses payment, whichever applies.

§ 302-5.17

Am I in a duty status when I perform a househunting trip?

Yes, you are in a duty status when you perform a househunting trip.

§ 302-5.18

May I retain any balance left over from my househunting reimbursement if my fixed amount is more than adequate to cover my househunting trip?

Yes, if your fixed househunting amount is more than adequate to cover your househunting expenses any balance belongs to you.

Subpart B—Agency Responsibilities

Note to subpart B:

Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§ 302-5.100

How should we administer the househunting trip expenses allowance?

You should administer the househunting trip expenses allowance to minimize or avoid its use when other satisfactory and more economical arrangement are available.

§ 302-5.101

What governing policies must we establish for the househunting trip expenses allowance?

You must establish policies and procedures governing:

(a) When you will authorize a househunting trip for an employee;

(b) Who will determine if a househunting trip is appropriate in each situation;

(d) Who will determine the appropriate duration of a househunting trip for an employee who selects a per diem allowance under part 302-4 of this chapter to reimburse househunting trip subsistence expenses; and

(e) Who will determine the mode(s) of transportation to be used.

§ 302-5.102

Under what circumstances may we authorize a househunting trip?

You may authorize a househunting trip on an individual-case basis when the employee has accepted the transfer and his/her circumstances indicate that a househunting trip actually is needed. You may not authorize a househunting trip when the purpose of the trip is to assist the employee in deciding whether he or she will accept the transfer.

§ 302-5.103

What factors must we consider in determining whether to offer an employee the fixed amount househunting trip subsistence expense reimbursement option?

You must consider the following factors:

(a)

Ease of administration.

Payment of a per diem allowance under part 302-4 of this chapter requires you to review claims for the validity, accuracy, and reasonableness of each expense amount, except for meals and incidental expenses. Fixed amount househunting trip subsistence expenses reimbursement is easier to administer because you do not have to review expense amounts.

(b)

Cost considerations.

You must weigh the cost of each reimbursement option on a case-by-case basis.

(c)

Treatment of employees.

The employee is allowed to choose between a per diem allowance under part 302-4 of this chapter and fixed amount househunting trip subsistence expenses reimbursement when you offer the fixed amount reimbursement method. You therefore should weigh employee morale and productivity considerations against actual cost considerations in determining which method to offer.

PART 302-6—ALLOWANCE FOR TEMPORARY QUARTERS SUBSISTENCE EXPENSES

Subpart A—General Rules

Sec.

302-6.1

What are “temporary quarters?”

302-6.2

What are “temporary quarters subsistence expenses (TQSE)”?

302-6.3

What is the purpose of the TQSE allowance?

302-6.4

Am I eligible for a TQSE allowance?

302-6.5

Who is not eligible for a TQSE allowance?

302-6.6

Must my agency authorize payment of a TQSE allowance?

302-6.7

Under what circumstances will I receive a TQSE allowance?

302-6.8

Who may occupy temporary quarters at Government expense?

302-6.9

Where may I/we occupy temporary quarters at Government expense?

302-6.10

May my immediate family and I occupy temporary quarters at different locations?

302-6.11

What methods may my agency use to reimburse me for TQSE?

302-6.12

Must I document my TQSE to receive reimbursement?

302-6.13

How soon may I/we begin occupying temporary quarters at Government expense?

302-6.14

How is my TQSE allowance affected if my temporary quarters become my permanent residence quarters?

302-6.15

May I receive an advance of funds for TQSE?

302-6.16

May I receive a TQSE allowance if I am receiving another subsistence expenses allowance?

302-6.17

Am I eligible for a TQSE allowance if I transfer to a foreign area?

302-6.18

May I be reimbursed for local transportation expenses incurred while I am occupying temporary quarters?

Subpart B—Actual TQSE Method of Reimbursement

302-6.100

What am I paid under the actual TQSE reimbursement method?

302-6.101

May my agency reduce my TQSE allowance below the “maximum allowable amount”?

302-6.102

What is the “applicable per diem rate” under the actual TQSE reimbursement method?

302-6.103

What is the latest period for which actual TQSE reimbursement may begin?

302-6.104

How long may I be authorized to claim actual TQSE reimbursement?

302-6.105

What is a “compelling reason” warranting extension of my authorized period for claiming an actual TQSE reimbursement?

302-6.106

May I interrupt occupancy of temporary quarters?

302-6.107

What effect do partial days of temporary quarters occupancy have on my authorized period for claiming actual TQSE reimbursement?

302-6.108

When does my authorized period for claiming actual TQSE reimbursement end?

302-6.109

May the period for which I am authorized to claim actual TQSE reimbursement for myself be different from that of my immediate family?

302-6.110

What effect do partial days have on my actual TQSE reimbursement?

302-6.111

May I and/or my immediate family occupy temporary quarters longer than the period for which I am authorized to claim actual TQSE reimbursement?

Subpart C—Fixed Amount Reimbursement

302-6.200

What am I paid under the fixed amount reimbursement method?

302-6.201

How do I determine the amount of my payment under the fixed amount reimbursement method?

302-6.202

Will I receive additional TQSE reimbursement if my fixed amount is not adequate to cover my TQSE?

302-6.203

May I retain any balance left over from my TQSE reimbursement if my fixed amount is more than adequate to cover my TQSE?

Subpart D—Agency Responsibilities

302-6.300

How should we administer the TQSE allowance?

302-6.301

What governing policies must we establish for the TQSE allowance?

302-6.302

Under what circumstances may we authorize the TQSE allowance?

302-6.303

What factors should we consider in determining whether the TQSE allowance is actually necessary?

302-6.304

What factors should we consider in determining whether to offer an employee the fixed amount TQSE reimbursement option?

302-6.305

What factors should we consider in determining whether quarters are temporary?

Authority:

5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13474, 3 CFR, 1971-1973 Comp., p. 586.

Subpart A—General Rules

Note to subpart A:

Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.

§ 302-6.1

What are “temporary quarters?'

The term “temporary quarters” refers to lodging obtained for the purpose of temporary occupancy from a private or commercial source.

§ 302-6.2

What are “temporary quarters subsistence expenses (TQSE)”?

“Temporary quarters subsistence expenses” or “TQSE” are subsistence expenses incurred by an employee and/or his/her immediate family while occupying temporary quarters. TQSE does not include local transportation expenses incurred during occupancy of temporary quarters (see § 302-6.18 for details).

§ 302-6.3

What is the purpose of the TQSE allowance?

The TQSE allowance is intended to reimburse an employee reasonably and equitably for subsistence expenses incurred when it is necessary to occupy temporary quarters.

§ 302-6.4

Am I eligible for a TQSE allowance?

You are eligible for a TQSE allowance if you are an employee who is authorized to transfer; and

(a) Your new official station is located within the United States; and

(b) Your old and new official stations are 50 miles or more apart (as measured by map distance) via a usually traveled surface route.

§ 302-6.5

Who is not eligible for a TQSE allowance?

New appointees, employees assigned under the Government Employees Training Act (5 U.S.C. 4109), and employees returning from an overseas assignment for the purpose of separation are not eligible for a TQSE allowance.

§ 302-6.6

Must my agency authorize payment of a TQSE allowance?

No, your agency determines whether it is in the Government's interest to pay TQSE.

§ 302-6.7

Under what circumstances will I receive a TQSE allowance?

You will receive a TQSE allowance if:

(a) Your agency authorizes it before you occupy the temporary quarters (the agency authorization must specify the period of time allowed for you to occupy temporary quarters);

(b) You have signed a service agreement; and

§ 302-6.8

Who may occupy temporary quarters at Government expense?

Only you and/or your immediate family may occupy temporary quarters at Government expense.

§ 302-6.9

Where may I/we occupy temporary quarters at Government expense?

You and/or your immediate family may occupy temporary quarters at Government expense within reasonable proximity of your old and/or new official stations. Neither you nor your immediate family may be reimbursed for occupying temporary quarters at any other location, unless justified by special circumstances that are reasonably related to your transfer.

§ 302-6.10

May my immediate family and I occupy temporary quarters at different locations?

Yes. For example, if you must vacate your home at the old official station and report to the new official station and your family remains behind until the end of the school year, you may need to occupy temporary quarters at the new official station while your family occupies temporary quarters at the old official station.

§ 302-6.11

What methods may my agency use to reimburse me for TQSE?

Your agency will reimburse you for TQSE under the actual expense method unless it permits the “fixed amount” reimbursement method as an alternative. If your agency makes both methods available to you, you may select the one you prefer.

§ 302-6.12

Must I document my TQSE to receive reimbursement?

For fixed amount TQSE reimbursement, you do not document your TQSE. For actual TQSE reimbursement, you must document your TQSE by itemizing each expense and providing receipts as required by

§§ 301-11.25, 301-11.306 and 301-52.4(b) of this title.

§ 302-6.13

How soon may I/we begin occupying temporary quarters at Government expense?

As soon as your agency has authorized you to receive a TQSE allowance and you have signed a service agreement.

§ 302-6.14

How is my TQSE allowance affected if my temporary quarters become my permanent residence quarters?

If your temporary quarters become your permanent residence quarters, you may receive a TQSE allowance only if you show in a manner satisfactory to your agency that you initially intended to occupy the quarters temporarily.

§ 302-6.15

May I receive an advance of funds for TQSE?

Yes, if authorized in accordance with § 302-2.20 of this chapter, your agency may advance the amount of funds necessary to cover your estimated TQSE expenses for up to 30 days. Your agency subsequently may advance additional funds for periods up to 30 days.

§ 302-6.16

May I receive a TQSE allowance if I am receiving another subsistence expenses allowance?

No, with one exception. You may receive a cost-of-living allowance payable under 5 U.S.C. 5941 in addition to a TQSE allowance.

§ 302-6.17

Am I eligible for a TQSE allowance if I transfer to a foreign area?

No, you may not receive a TQSE allowance under this part when you transfer to an area outside the United States. However, you may qualify for a comparable allowance under the Standardized Regulations (Government Civilians, Foreign Areas) prescribed by the Department of State.

§ 302-6.18

May I be reimbursed for local transportation expenses incurred while I am occupying temporary quarters?

Generally no; local transportation expenses are not TQSE, and there is no authority to pay such expenses under TQSE. You may, however, be reimbursed under part 301-4 of this subtitle for necessary transportation expenses if you perform local official business travel while you are occupying temporary quarters.

Subpart B—Actual TQSE Method of Reimbursement

§ 302-6.100

What am I paid under the actual TQSE reimbursement method?

Your agency will pay your actual TQSE incurred, provided the expenses are reasonable and do not exceed the maximum allowable amount. The “maximum allowable amount” is the “maximum daily amount” multiplied by the number of days you actually incur TQSE not to exceed the number of days authorized, taking into account that the rates change after 30 days in temporary quarters. The “maximum daily amount” is determined by adding the rates in the following table for you and each member of your immediate family authorized to occupy temporary quarters:

The “maximum daily amount” of TQSE under the actual expense method that

You and/or your unaccompanied spouse

may receive is

Your accompanied spouse or a member of your immediate family who is age 12 or older may receive is

A member of your immediate family who is under age 12 may receive is

For:

The first 30 days of temporary quarters

The applicable per diem rate

.75 times the applicable per diem rate

.5 times the applicable per diem rate.

Any additional days of temporary quarters

.75 times the applicable per diem rate

.5 times the applicable per diem rate

.4 times the applicable per diem rate.

(That is, when the spouse necessarily occupies temporary quarters in lieu of the employee or in a location separate from the employee.)

§ 302-6.101

May my agency reduce my TQSE allowance below the “maximum allowable amount”?

Yes, if the estimated daily amount of your TQSE is determined in advance to be lower than the maximum daily amount, your agency may reduce the maximum allowable amount to your expected expenses.

§ 302-6.102

What is the “applicable per diem rate” under the actual TQSE reimbursement method?

The “applicable per diem rate” under the actual TQSE reimbursement method is as follows:

For temporary quarters located in

The applicable per diem rate is

The continental United States (CONUS)

The standard CONUS rate.

Outside the Continental United States (OCONUS)

The locality rate established by the Secretary of Defense or the Secretary of State under § 301-11.6 of this title.

§ 302-6.103

What is the latest period for which actual TQSE reimbursement may begin?

The period must begin before the maximum time for beginning allowable travel and transportation under § 302-2.8.

§ 302-6.104

How long may I be authorized to claim actual TQSE reimbursement?

Your agency may authorize you to claim actual TQSE in increments of 30-days or less, not to exceed 60 consecutive days. However, if your agency determines that there is a compelling reason for you to continue occupying temporary quarters after 60 consecutive days, it may authorize an extension of up to 60 additional consecutive days. Under no circumstances may you be authorized reimbursement for actual TQSE for more than a total of 120 consecutive days.

§ 302-6.105

What is a “compelling reason” warranting extension of my authorized period for claiming an actual TQSE reimbursement?

A “compelling reason” is an event that is beyond your control and is acceptable to your agency. Examples include, but are not limited to when:

(a) Delivery of your household goods to your new residence is delayed due to strikes, customs clearance, hazardous weather, fires, floods or other acts of God, or similar events.

(b) You cannot occupy your new permanent residence because of unanticipated problems (e.g., delay in settlement on the new residence, or short-term delay in construction of the residence).

(c) You are unable to locate a permanent residence which is adequate for your family's needs because of housing conditions at your new official station.

(d) Sudden illness, injury, your death or the death of your immediate family member; or

(e) Similar reasons.

§ 302-6.106

May I interrupt occupancy of temporary quarters?

Yes, your authorized period for claiming actual TQSE reimbursement is measured on consecutive days, and once begun, normally continues to run whether or not you occupy temporary quarters. You may, however, interrupt your authorized period for claiming actual TQSE reimbursement in the following instances:

(a) For the time allowed for en route travel between the old and new official stations;

(b) For circumstances attributable to official necessity such as an intervening temporary duty assignment or military duty; or

(c) For a non-official necessary interruption such as hospitalization, approved sick leave, or other reason beyond your control and acceptable to your agency.

§ 302-6.107

What effect do partial days of temporary quarters occupancy have on my authorized period for claiming actual TQSE reimbursement?

Occupancy of temporary quarters for less than a whole day constitutes one full day of your authorized period. (However, see § 302-6.110 regarding en route travel.)

§ 302-6.108

When does my authorized period for claiming actual TQSE reimbursement end?

The period ends at midnight on the earlier of:

(a) The day preceding the day you and/or any member of your immediate family occupies permanent residence quarters.

(b) The day your authorized period for claiming actual TQSE reimbursement expires.

§ 302-6.109

May the period for which I am authorized to claim actual TQSE reimbursement for myself be different from that of my immediate family?

No, the eligibility period for which you are authorized to claim actual TQSE reimbursement for yourself and for each member of your immediate family must run concurrently.

§ 302-6.110

What effect do partial days have on my actual TQSE reimbursement?

You may not receive reimbursement under both the actual TQSE allowance and another subsistence expenses allowance within the same day, with one exception. If you claim TQSE reimbursement on the same day that en route travel per diem ends, your en route travel per diem will be computed under applicable partial day rules and you also may be reimbursed for actual TQSE you incur after 6 p.m. of that day.

§ 302-6.111

May I and/or my immediate family occupy temporary quarters longer than the period for which I am authorized to claim actual TQSE reimbursement?

Yes, but you will not be reimbursed for any of the expenses you incur during the unauthorized period.

Subpart C-Fixed Amount Reimbursement

§ 302-6.200

What am I paid under the fixed amount reimbursement method?

If your agency offers and you select the fixed amount TQSE reimbursement method, you are paid a fixed amount for up to 30 days. No extensions are allowed under the fixed amount method.

§ 302-6.201

How do I determine the amount of my payment under the fixed amount reimbursement method?

Multiply the number of days your agency authorizes TQSE by .75 times the maximum per diem rate (i.e., lodging plus meals and incidental expenses) prescribed in chapter 301 of this subtitle for the locality of the new official station. Then for each member of your immediate family, multiply the same number of days by .25 times the same per diem rate. Your payment will be the sum of this calculation.

§ 302-6.202

Will I receive additional TQSE reimbursement if my fixed amount is not adequate to cover my TQSE?

No, you will not receive additional TQSE reimbursement if the fixed amount is not adequate to cover your TQSE.

§ 302-6.203

May I retain any balance left over from my TQSE reimbursement if my fixed amount is more than adequate?

Yes, if your fixed TQSE amount is more than adequate to cover your TQSE expenses any balance belongs to you.

Subpart D—Agency Responsibilities

Note to subpart D:

Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§ 302-6.300

How should we administer the TQSE allowance?

Temporary quarters should be used only if, and only for as long as, necessary until the employee and/or his/her immediate family can move into permanent residence quarters. You must administer the TQSE allowance to minimize or avoid other relocation expenses.

§ 302-6.301

What governing policies must we establish for the TQSE allowance?

You must establish policies and procedures governing:

(a) When you will authorize temporary quarters for employees;

(b) Who will determine if temporary quarters is appropriate in each situation;

(d) Who will determine the appropriate period of time for which TQSE reimbursement will be authorized, including approval of extensions and interruptions of temporary quarters occupancy; and

(e) Who will determine whether quarters were indeed temporary, if there is any doubt.

§ 302-6.302

Under what circumstances may we authorize the TQSE allowance?

You may authorize a TQSE allowance on an individual-case basis when use of temporary quarters is justified in connection with an employee's transfer to a new official station. You may not authorize a TQSE allowance for vacation purposes or other reasons unrelated to the transfer.

§ 302-6.303

What factors should we consider in determining whether the TQSE allowance is actually necessary?

The factors you should consider include:

(a)

The length of time the employee should reasonably be expected to occupy his/her residence at the old official station prior to reporting for duty at the new official station.

An employee and his/her immediate family should continue to occupy the residence at the old official station for as long as practicable to avoid the necessity for temporary quarters.

(b)

The existence of less expensive alternatives.

If a less expensive alternative to the TQSE allowance exists that will enable the employee to find permanent quarters at the new official station, you should consider such an alternative. For example, authorize a househunting trip instead of temporary quarters if it would cost less overall.

(c)

The existence of other opportunities to arrange for permanent quarters.

Consider whether the employee had other adequate opportunity to arrange for permanent quarters. For example, you should not authorize temporary quarters if the employee had adequate opportunity

during an extended temporary duty assignment to arrange for permanent quarters.

§ 302-6.304

What factors should we consider in determining whether to offer an employee the fixed amount TQSE reimbursement option?

The factors you should consider include:

(a)

Ease of administration.

Actual TQSE reimbursement requires an agency to review claims for the validity, accuracy, and reasonableness of each expense amount. Fixed amount TQSE reimbursement does not require review of expense amounts and is therefore easier to administer.

(b)

Cost considerations.

You must weigh the cost of each alternative. Actual TQSE reimbursement may extend up to 120 consecutive days, while fixed amount TQSE reimbursement is limited to 30 days. Actual TQSE reimbursement may be less expensive, since its ceiling is based on the standard CONUS rate, while fixed amount TQSE reimbursement is based on the locality per diem rate. However, fixed amount TQSE reimbursement may be less expensive because the maximum daily rate under actual TQSE reimbursement is a higher percentage of the applicable per diem rate than fixed amount TQSE reimbursement.

(c)

Treatment of employee.

The employee is allowed to choose between actual TQSE reimbursement and fixed amount TQSE reimbursement when you offer the fixed amount TQSE reimbursement method. You therefore should weigh employee morale and productivity considerations against actual cost considerations in determining which method to offer.

§ 302-6.305

What factors should we consider in determining whether quarters are temporary?

In determining whether quarters are “temporary”, you should consider factors such as the duration of the lease, movement of household effects into the quarters, the type of quarters, the employee's expressions of intent, attempts to secure a permanent dwelling, and the length of time the employee occupies the quarters.

SUBCHAPTER D—TRANSPORTATION AND STORAGE OF PROPERTY

PART 302-7—TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)

Subpart A—General Rules

Sec.

302-7.1

Who is eligible for the transportation and temporary storage of household goods (HHG) at Government expense?

302-7.2

What is the maximum weight of HHG that may be transported or stored at Government expense?

302-7.3

May HHG be transported or stored in more than one lot?

302-7.4

Does the weight of any professional books, papers and equipment (PBP&E) count against the 18,000 pound HHG weight limitation?

302-7.5

May the 18,000 pound HHG weight limitation be increased if PBP&E are transported as an administrative expense to the agency?

302-7.6

What are the authorized origin and destination points for the transportation of HHG and PBP&E?

302-7.7

May the origin and destination points be other than that prescribed in § 302-7.6?

302-7.8

Is there a time limit for the temporary storage of an authorized HHG shipment?

302-7.9

What are some reasons that would justify the additional storage beyond the initial 90-day limit?

302-7.10

Is property acquired en route eligible for transportation at Government expense?

302-7.11

What is the Government's liability for loss or damage to HHG?

302-7.12

What are the various methods of shipping HHG and how is the weight determined for each type of shipment?

302-

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