EMPLOYEE RELOCATION

HANDBOOK

Western Area Power Administration

Revised April 2008

Western Area Power Administration\
Employee Relocation Handbook

> May 2007

TABLE OF CONTENTS

I. Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . 4

lI. General Information . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . 5

III\. Preparation for Your Move . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . .7

IV\. Distance Requirements . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . 8

V. Time Lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . 9

VI\. Automatic Clearing House Payment. . . . . . . . . . .. . . . . . .
. . . . . . . . . . . . . . 12

VII\. Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . .13

VIII\. Travel Advance. . . . .. . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . .17

IX\. House-Hunting Trip. . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . 18

X. House-Hunting Trip Most Frequently Asked Questions. . . . . . . . . .
. . . . . . . 20

XI\. Allowances for En Route Travel to New Duty Station. . . . . . . . .
. . . . . . . . . .21

XII\. En Route Travel Most Frequently Asked Questions. . . . . . . . . .
. . . . . . . . . .22

XIII\. Temporary Quarters Subsistence Allowance. . . . . . . . . . . . .
. . . . . . . . . . . .23

XIV\. Temporary Quarters Most Frequently Asked Questions. . . . . . . .
. . . . . . . .27

XV\. Miscellaneous Expense Allowance . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . .31

XVI\. Miscellaneous Expense Most Frequently Asked Questions. . . . . . .
. . . . . . 33

XVII\. Transportation and Temporary Storage of Household Goods,\
Professional Books, Papers, and Equipment . . . . . . . . . . . . . . .
. . . . . 34

XVIII\. Request for Extension of Temporary Storage of Household Goods. .
. . . .37

XlX. Household Goods Valuation . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . 38

XX\. Transportation and Temporary Storage of\
Household Goods Most Frequently Asked Questions . . . . . . . . . . . .
.39

XXl. Guide to Preparation of Your Household Goods. . . . . . . . . . . .
. . . . . . . . 42

XXII\. Claims and Complaints . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . 49

XXIIl. Transportation of Mobile Home . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . 56

XXIV\. Transportation and Temporary Storage of Privately-owned Vehicle.
. . . . 58

XXV\. Residence Transactions (Sale/Purchase of Real Estate). . . . . . .
. . . . . .59

XXVl. Real Estate Most Frequently Asked Questions . . . . . . . . . . .
. . . . . . . . . 63

XXVlI. Request for Extension of Residence Transactions . . . . . . . . .
. . . . . . . . .64

XXVIIl. Lease Settlement. . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . 65

XXlX. Home Purchase Program. . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . 66

Real Estate Agent Clause. . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . 71

XXX\. Home Purchase Program Most Frequently

Asked Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . 72

XXXl. Home Marketing Incentive Program. . . . . . . . . . . . . . . . .
. . . . . . . . . . . 73

XXXIl. Home Marketing Incentive Program Most Frequently asked Questions.
.74

XXXIIl. Income Tax Consequences of a Permanent Change of Station Move. .
.75

XXXIV.Tax Withholding Table . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . .77

XXXV\. Tax Consequences of a Permanent Change of Station\
Move Most Frequently Asked Questions. . . . . . . . . . . . . . . . . .
. . . . . 78

XXXVl. Appeal Process. . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . 79

XXXVIl.Voucher Preparation . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . 80

XXXVIIl.Relocation Coordinators . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . 81

XXXlX. Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .

Group 1 - Initial Paperwork

Group 2 - How to prepare initial paperwork

Group 3 - Forms to submit claims

Group 4 - How to prepare forms in Group 3

Group 5 - Completed forms by TCSR and returned to employee

I. **INTRODUCTION**

As an employee being transferred to a new official duty station within
Western Area\
Power Administration (Western), you may be entitled to reimbursement for
certain\
approved moving expenses. The rates, rules, and regulations that are in
effect [on the]{.underline}\
[date you report]{.underline} to your duty station shall be used for
reimbursement purposes. As with\
all Government travel, you are expected to be prudent and reasonable in
incurring\
expenses. Please keep accurate records to assist your Travel Customer
Service\
Representatives (TCSR) (and the Internal Revenue Service, if audited)
regarding your\
individual situation.\
   

NOTICE

**THIS HANDBOOK IS INTENDED TO BE USED AS A RESOURCE GUIDE TO** **ASSIST
YOU IN UNDERSTANDING THE VARIOUS OPTIONS AND**\
**ALLOWABLE EXPENSES THAT YOU MAY BE ENTITLED TO DURING YOUR**
**RELOCATION. THIS GUIDE DOES NOT COVER EACH AND EVERY** **SITUATION,
BUT DOES PROVIDE AN OVERVIEW OF THE BASIC COSTS** **THAT MAY BE
ALLOWABLE, AND THE MOST SIGNIFICANT EVENTS** **OCCURRING FREQUENTLY
DURING GOVERNMENT RELOCATIONS.**

You should not incur any expenses until you have received a travel
authorization from\
your TCSR. You may list your residence for sale after receipt of your
confirmation letter from Human Resources; however, completion of the
sale is not suggested until after receipt of the travel authorization.

This material is effective upon receipt and will be updated as dictated
by changes to the Federal Travel Regulations (FTR). The definitive
documents on this subject are\
41 Code of Federal Regulations (CFR) Chapter 302 (Relocation
Allowances), U.S.\
Department of Energy Travel Policies and Procedures, Civilian Personnel
Law Manual Title IV (CPLM) and the General Services Administration Board
of Contract Appeals (GSBCA). The FTR, DOE Travel Manual and portions of
the 41 CFR 302 are available on the Western Corporate Services Office
(CSO) Homepage at
[www.cso.wapa.gov/travel/](http://www.cso.wapa.gov/travel/). Minor
modifications will be made by addendum to this handbook with a new
handbook only when there are major revisions to the travel laws.

Western is dedicated to providing the best possible service to our
employees before,\
during, and after their Permanent Change of Station (PCS). We will
assist in any way\
possible to help make your move a trouble-free experience. Assistance is
available\
from your TCSR.

**II. GENERAL INFORMATION**

\"What am I entitled to\" or \"What do you pay for\" are the most
frequently asked\
questions.

Western Area Power Administration reimburses as follows:

1\. These items are reimbursable if reimbursement is agreed to between
the\
supervisor and employee:

a\. House-Hunting Trip (HHT)\
b. Temporary Quarters (TQ)

2\. These items are reimbursable to the employee by statute:

a\. En route Expense\
b. Shipment and Storage Household Goods (HHGs)\
c. Movement of a House Trailer\
d. Real Estate Expense\
e. Miscellaneous Expense\
f. Relocation Income Tax Allowance (RITA)

Each category is explained in more detail in the following chapters.

The second most asked question is \"What do I have to pay for?\"

Generally, most costs incurred are reimbursed to the employee as
described in the\
following chapters. The most frequent items which you may be responsible
to pay for\
are:

1\. Costs associated with excess weight (over 18,000 lbs), and
dismantling or\
reassembly of items (i.e., beds, swing set, pool table). The dismantling
and\
reassembly of any HHGs are considered a part of the Miscellaneous
Expense category.

2\. Certain real estate expenses are not paid for by the Government.
Please read the chapter on Real Estate for those expenses which are/are
not reimbursable.

3\. Boats, canoes, etc., are a special category. Please contact your
TCSR for\
information.

Another question is, \"Where do I get all the forms to fill out and how
do I get\
reimbursed?\"

1\. All forms are provided in this handbook. Look under Forms, Group 1
and\
Group 3.

2\. Examples on how to complete these forms are under Groups 2 and 4.

3\. Completion of the direct deposit form is required by the U.S.
Treasury. All PCS reimbursements are sent via ACH directly to your bank.
Please remember to provide your TCSR a copy of any changes in banking
information.

Another frequently asked question is \"Where do some of those
regulations come from\"?

Congress passes a Public Law. The President has delegated to the
Administrator of\
the General Services Administration (GSA) the authority to prescribe
regulations\
implementing the Public Law. As a result, GSA issues the Federal Travel
Regulations\
(FTR) and amendments to the FTR. If the FTR uses the words entitlement,
shall, will\
(or other positive words), the FTR cannot be further defined by any
Department or\
Agency. If the FTR uses the word may, the Agency will establish policy,
approval\
processes, etc., then the Department and the Agency can further restrict
the\
allowances the employee may claim.

The requirement (or lack thereof) to get, retain and submit receipts
confuses many\
employees. While there are many instances when an employee is not
required to\
submit receipts in order to get reimbursement, an employee is always
well advised to get and keep receipts. Receipts can be invaluable if an
employee faces a tax audit by the IRS. Receipts may also be useful to an
employee for establishing relevant facts if time and attendance becomes
an issue during travel.

If, during the relocation process, you are called to active military
duty, your 2-year time period in which to incur costs will be extended
by the amount of time you spent while in active duty status.

**III. PREPARATION FOR YOUR MOVE**

To make your move as smooth as possible, experience has shown the
following \"do\'s\"\
help accomplish that goal.

1\. Contact your TCSR within a day or two after receiving notification
of your new job. Your TCSR will explain your rights and responsibilities
and answer your questions.

2\. Prepare the requested paperwork as soon as possible and forward it
to your TCSR. This allows your travel authorization to be prepared,
monies obligated for the move, preparation of the paperwork for the
shipment of the household goods, and contact with the relocation company
to be accomplished quickly.

![](media/image1.wmf){width="1.2916666666666667in"
height="1.6166666666666667in"}

3\. Access the Internet or write the Chamber of

Commerce for more details concerning your new city

and what it has to offer.

4\. When looking for a new home, take along a tape measure and a list of
the exact dimensions of each of your major appliances and other large
pieces of furniture.

5\. Collect personal records such as eye and medical prescriptions and
dates of last examinations. Ask your doctor and dentist for
recommendations in the new city. See if your physician offers a records
request form.

6\. Arrange with the school authorities for transfer of children\'s
school records and credentials, or secure transcripts of the records
from the school if you prefer to take them along.

7\. Open a bank account and establish credit in the new city. Ask your
present banker to recommend a bank in the new area. Arrange for the
transfer of funds and contents of safety deposit boxes. Send your TCSR a
new Direct Deposit form.

8\. Check your personal insurance policies to see whether moving is
covered. Transfer fire, theft and other personal property insurance to
ensure coverage at the new home.

9\. Inform the post office of your new address. Request change of
address cards. Obtain twice as many as you think you may need.

10\. Prepare a list of friends, relatives, business firms and others who
should be notified of your move.

**IV. DISTANCE REQUIREMENTS**

[Relocation of Residence]{.underline}: The Federal Travel Regulations
require the new place of\
employment be at least 50 miles greater than the one-way commuting
distance from\
the old duty station to the new official duty station (FTR 302-2.6).
Even then, circumstances surrounding a short distance move (e.g.,
relative commuting time) may negate entitlement.

[House-Hunting Tri]{.underline}p: The distance between the old and new
duty stations must be\
greater than 75 miles via a usually traveled route before a HHT can be
authorized. (FTR 302-5.3(c)).

[Temporary Quarters]{.underline}: You or members of your family are
eligible for TQ if the distance\
between the old duty station and new official duty station are 50 miles
or more apart\
(FTR 302-6.4(b)). Exception: After your HHGs have been shipped, TQ may
be\
allowed until your HHGs arrive, regardless of the distance.\
 

**V. TIME LINES**

1\. **[House-Hunting Trip]{.underline}** - May not exceed 10 days total
including travel time.

2\. **[En route Travel]{.underline}** - May not exceed the Standard
Highway Mileage Guide mileage\
divided by 300 miles per day.

3\. **[To Complete Entire Move]{.underline}** - Cannot exceed 2 years
from the date of actually\
reporting for duty. This may be extended 2 years with a request for an
extension of

real estate only and with justification.

4\. **[Temporary Quarters (Actual Expense)]{.underline}** - Must begin
and be completed before the\
maximum time expires (2 years from the reporting date). An initial 60
days is\
available for temporary quarters. An extension of 60 days, in 30-day
increments,\
may be authorized. A written request is made, through your supervisor,
to the\
Fiscal Operations Supervisor.

5\. **[Temporary Quarters (Fixed]{.underline}**) - A fixed amount paid
according to a pre-determined\
formula (shown on page 25). No extensions are allowed and no additional\
amounts may be paid even if the funding is not enough to cover expenses.

6\. [**Real Estate**]{.underline} - The sale/relocation company/purchase
of a residence must be\
completed within two years of employee\'s date of reporting for duty.
An\
extension may be granted not to exceed a statutory 2 years.

7\. **[Relocation Company]{.underline}**

A. Employee\'s residence must be on the market with a licensed real
estate\
broker.

B. Contact by employee with TCSR to request Relocation Company.

C. TCSR requests delivery order from Procurement. Procurement prepares\
delivery order and faxes to the Relocation Company.

D. One working day after receipt of delivery order, Relocation Company
will

contact employee.

E. Employee will be advised of the Cartus web site where the employee
will locate the necessary forms for entry in the relocation program.

F. Within 3 working days, a list of appraisers will be mailed to the
employee.

G. Within 2 working days of receipt of the list of appraisers, the
employee will select 3 appraisers and notify the Relocation Company.

H. The Relocation Company will request appraisers and inspections within
one working day of notification.

I. Thirty working days after Relocation Company has received a list of
appraisers, Relocation Company will make an offer to the employee.

Please contact your TCSR when nearing the end of the 30-day period.

J. Employee has 60 [calendar]{.underline} days to accept or reject the
offer. Employee must have any repairs completed within 30 calendar days
of the offer and may not accept the offer until all repairs have been
made. Funds may be

placed in escrow and employee may then accept/reject offer.

 

K. Twenty-one calendar days after the Relocation Company\'s verbal
offer\
before the Relocation Company may complete the purchase of your

residence per the DOE contract with the Relocation Company unless a

buyer has been provided. This time period is within the 60 calendar days
in No. 10 above to accept or reject offers.

L. Three to seven days for the relocation company to finalize paperwork
and send amount, if any, to employee.

M. Forty-five days after the employee\'s acceptance of the offer from
the\
Relocation Company, employee/family must vacate the premises, or\
sooner if an earlier date is agreed to.

N. Employee can request a review if not satisfied with the offer. This
request must be within 30 calendar days of the receipt of the written
offer. The

Relocation Company provides review request information with their
written

offer package.

8\. **[Incentive Program]{.underline}** - This program can be used only
in connection with the\
Relocation Company buy-out program. The following criteria is used to
determine\
reimbursement:

A. Residence is under contract to Relocation Company.

B. Employee presents a qualified buyer to the Relocation Company.

C. Relocation Company determines buyer is qualified.

D. You transfer title of your residence to Relocation Company.

E. Residence is sold by Relocation Company to new buyer.

F. Relocation Company bills Agency at amended value rate.

G. Employee becomes eligible for incentive payment.

H. Agency pays employee 3 percent of the value of the residence sold not
to\
exceed \$9,000.00. There will be taxes deducted from this payment. This\
payment may not be included in the RITA calculation.

9\. **[Temporary Storage of Household Goods]{.underline}** - Initially
90 days. An extension may be\
requested approximately 2 weeks before the expiration of the initial 90
days. The\
total storage of household goods may not exceed a statutory 180 days.

10\. **[Submittal of Voucher]{.underline}** - 5 days after completion of
each function, submit a

voucher for reimbursement.

**VI. AUTOMATIC CLEARING HOUSE PAYMENT**

It is required that all reimbursements be made to U.S. Government
employees by electronic funds transfers. The employee needs to provide
the Western Relocation Service Center a Direct Deposit form so the
vendor file may be updated to include the bank information.

A Direct Deposit form may be requested initially using your current bank
information. When a new bank account has been obtained at the new duty
station, a copy of the Direct Deposit form needs to be sent to your
TCSR. The Finance Vendor File is not automatically updated when the new
Direct Deposit form is sent to Payroll. It is suggested the old account
remain open until all reimbursements (Payroll and Travel) are going into
the correct accounts.

**VII. DEFINITIONS**

1\. **[ACTUAL EXPENSES]{.underline}**: The actual daily amounts incurred
for lodgings, meals\
and tips, groceries, laundry and dry cleaning. Receipts are required for
any\
item over \$75. Receipts are not required for coin-operated laundry.
Receipts\
are required for lodging and related expenses, no matter the amount
spent.

2\. [**AUTOMATIC CLEARING HOUSE PAYMENT (ACH)**:]{.underline} An
electronic transfer of

funds between this Agency and the employee\'s banking institution for

reimbursement of travel expenses.

3\. **[ACH PAYMENT ENROLLMENT FORM (WAPA F2200.56):]{.underline}** This
form\
authorizes this Agency to deposit funds to the employee\'s account in

payment of PCS claims.

4\. **[CIVILIAN PERSONNEL LAW MANUAL TITLE IV (CPLM]{.underline})**: A
compilation of\
U.S. Comptroller General Decisions. These decisions are based on prior\
requests for resolution of conflicts that any agency had. The decisions
may be\
used to make a final determination in the payment of PCS vouchers.

5\. [**CIVILIAN BOARD OF CONTRACT APPEALS (CBCA)**:]{.underline} The\
Board renders a decision, as requested by the employee or the Agency,
when\
a dispute arises connected with the payment of expenses. The decision
has\
the force and effect of law and is the final determination for appeals.

6\. [**CODE OF FEDERAL REGULATIONS (CFR**):]{.underline} The basic
document as issued\
by Congress and from which the FTR is issued. The FTR provides the
details\
for payment of the various documents.

7\. **[DESIGNATION OF HOUSE-HUNTING AND TEMPORARY QUARTERS\
]{.underline} [EXPENSE REIMBURSEMENT METHOD
FORM]{.underline}**[:]{.underline} A form used to select either\
the fixed or actual expense reimbursement method of house-hunting (pages
18-20)

and temporary quarters (pages 23-26).

8\. **[DOE M552.1-1A]{.underline}**: U.S. Department of Energy Travel
Manual Policies and

Procedures. This document further defines the FTR as they relate to the
policies of

the U.S. Department of Energy.

9\. [**EFFECTIVE DATE OF TRANSFER**:]{.underline} The date on which the
transfer was\
effective as a Personnel/Payroll action. Also, see Reporting Date\
Definition, No. 26.

10 **[EMPLOYEE]{.underline}**: An employee of the Federal Government who
is relocating at the\
expense of the Federal Government.

11\. **[EMPLOYEE\'S REQUEST FOR SPECIFIC EXPENSE
ALLOWANCES]{.underline}**:\
(WAPA Form F 1500.14) An informational sheet which you must submit to
your\
TCSR. The information provided on this form is confidential and is used
to\
prepare your travel authorization.

12\. **[EMPLOYMENT AGREEMENT]{.underline}**: (WAPA F 3000.1 Before any
process may be\
accomplished in connection with a PCS, you must agree, in writing, to
remain\
in Federal Government service for 12 months after the effective date of
your

transfer unless separated for reasons that are beyond your control and
that are\
acceptable to the agency. If the agreement is violated, any funds you
received\
in connection with your PCS will be recovered as a debt due the United
States,\
including payments for third party services. Payments cannot be
processed\
until a copy of this agreement is signed and on file.

13\. **[FEDERAL TRAVEL REGULATIONS (FTR]{.underline}):** The FTR is the
regulation\
contained in 41 Code of Federal Regulations, Chapters 300-304, which\
implements statutory requirements and Executive Branch policies for
travel by\
Federal civilian employees and others authorized to travel at
Government\
expense.

14\. [**GOVERNMENT BILL OF LADING** **(GBL**]{.underline}**)**: A
"virtual" form: A contract\
between the Agency and the van line for transportation of the
employee\'s\
HHGs. The employee is notified of the document number.

15\. [**GENERAL SERVICES BOARD OF CONTRACT APPEALS
(GSBCA**):]{.underline}

The GSBCA rendered decisions between January 1996 and January 2007.

Currently decisions are rendered by the Civilian Board of Contract
Appeals.

16\. **[HOUSEHOLD GOODS (HHGs):]{.underline}** Most items belonging to
the employee are\
considered household goods. Items which belong to someone else or are\
related to a business are not part of the household goods. Please see
page 34\
for a complete explanation of HHGs.

17\. [**HOUSE-HUNTING TRIP (HHT**):]{.underline} A trip made by the
employee and spouse (or\
separately) for the purpose of locating housing at the new official duty
location.\
This trip may not exceed 10 days, including travel time. The expenses
are\
reimbursed at the fixed or actual expense method. Selection is made at
the\
beginning of the move and cannot be changed once the selection is made.

18\. [**IMMEDIATE FAMILY**:]{.underline} Members of the employee\'s
household at the time the\
employee reports for duty at the new permanent duty site which include:

\(a\) Spouse (includes common-law where legally recognized).

\(b\) Dependent children of the employee or employee\'s spouse who are\
unmarried and under 21 years of age (this may include any child under\
legal guardianship), or regardless of age, are physically or mentally\
incapable of self-support. (See FTR 300-3, Immediate Family definition)

\(c\) Dependent parents or siblings. Please contact your TCSR to
determine\
if they are eligible for allowances.

19\. **[LODGING:]{.underline}** The actual amount paid for lodgings
whether house-hunting, en route

or on TQ. Receipts are required, no matter the amount paid.

20\. **[MEALS AND INCIDENTAL EXPENSES (M&IE):]{.underline}** A fixed
allowance paid for\
meals and incidental expenses incurred while house-hunting or en route.
The\
incidental expenses include laundry, tips, telegrams and telephone
charges\
necessary to reserve lodging. Specifically excluded are alcoholic
beverages,\
snacks, and entertainment expenses.

21\. [**BANK OF AMERICA**:]{.underline} The company chosen to provide
Western's government

travel credit card. This may be used for relocation expenses as you are
considered

to be on Government business.

22\. **[NEW APPOINTEE]{.underline}**: Any person newly appointed to
Government service or\
reappointed after a break in service.

23\. **[PAYMENT OF CLAIMS AND WITHHOLDING OF TAXES]{.underline}**: After
each\
reimbursement claim is paid, you will receive a packet of forms which
will contain

the final amounts paid to you or any third-party payments made on your
behalf.

Airline tickets purchased using Western's corporate travel credit card
and

household goods shipped via GBL are examples of third-party payments.
This

package should contain the following forms which you use when filing
your income

tax return. The forms contained in this packet will be the only
documents you will

receive for tax purposes:

\(a\) Travel Voucher WAPA F 1500.3.

\(b\) Moving Expense-Permanent Change of Station WAPA F 2200.5. See\
the section entitled \"Income Tax Consequences of PCS Moves\" or a tax\
consultant (at your own expense) for further information on the\
withholding of taxes.

\(c\) Year 1 Calculation of Withholding Tax Allowance, WAPA F 2200.5a.

\(d\) Moving Expense Information Worksheet (Payroll Reporting Sheet).

\(e\) Adjustment Notice showing changes made in the payment and why.

> \(f\) Copies of any additional forms which were submitted by the
> employee\
> which will help clarify changes.

24\. [**PERMANENT CHANGE OF STATION (PCS**):]{.underline} An employee
relocating from\
their current duty station to a new duty station.

25\. [**PER DIEM**:]{.underline} The maximum daily rate allowed for
lodging, meals, and incidental\
expenses. The per diem rate of en route expenses is the standard CONUS

rate. The rate for a house-hunting trip is the current rate in effect at
the new\
duty location. The first and last day of travel are automatically 3/4 of
a day of\
the M&IE rate for reimbursement purposes.

26\. [**PRIVATELY-OWNED VEHICLE (POV)**:]{.underline} A vehicle owned by
the\
employee/family which is used while on Government business and mileage\
reimbursement is made.

27\. **[REPORTING DATE:]{.underline}** The date you actually report for
duty at your new official\
station. This date controls all PCS entitlement for which reimbursement
is\
made.

28\. **[RELOCATION INCOME TAX ALLOWANCE (RITA):]{.underline}** Payable
in the calendar\
year following taxable reimbursement in the preceding year. Please see\
page 73 for a further explanation.

29\. [**TRAVEL CUSTOMER SERVICE REPRESENTATIVE (TCSR**):]{.underline}
The primary\
point of contact for you during your PCS. Your TCSR will arrange your\
relocation, assist you in the preparation of documents, and will answer
any\
questions or concerns you may have regarding your PCS. See Coordinators

chapter for the TCSR to assist you.

30\. **[TEMPORARY DUTY (TDY):]{.underline}** Temporarily away from your
official duty location\
on Government business and not in a PCS related status.

31\. [**TEMPORARY QUARTERS (TQ**):]{.underline} Lodging obtained for the
purpose of temporary

occupancy from a private or a commercial source for a temporary time
period until

permanent housing can be located and occupied. The reimbursement method
is

either fixed or actual expense. Please see pages 23-26 for a complete
explanation.

32\. [**TRAVEL AUTHORIZATION** **(WAPA F 1500.15):**]{.underline} Travel
Authorization/Transfer\
or Reassignment. This document is your authorization for reimbursement
of\
expenses when transferring from the old duty location to the new duty
location.\
It identifies the old official duty station, the new official duty
station, your\
effective and reporting dates, and the expenses you are authorized.

33\. [**WITHHOLDING TAX ALLOWANCE (WTA)**:]{.underline} The withholding
tax obligation for

Federal Income Taxes on income resulting from taxable moving expense

reimbursements.

**VIII. TRAVEL ADVANCE**

Western\'s policy is to advance no more than 80 percent of the total
estimated\
authorized expenses you may incur while traveling and for temporary
quarters. More\
than one advance may be authorized as payment is made when the need
arises to\
cover the allowable expenses. Even though the advance may be authorized,
the\
advance amount will be based on your likelihood of reimbursement for
those expenses.

1\. ADVANCES ALLOWED:

a\. En Route Travel - Transportation and per diem (Standard CONUS Rate).

> b\. House-Hunting Trip - Transportation and per diem, but not airfare
>
> when using Western's corporate card. The reimbursement amount is
>
> the per diem rate currently in effect at the new duty station.
>
> c\. Temporary Quarters - The advance is not to exceed the amount
>
> estimated for a given 30-day period. Thereafter, funds are advanced
>
> for 30-day periods as authorized. Under the fixed reimbursement,
>
> 80% of the allowable amount may be authorized.

2\. ADVANCES NOT ALLOWED:

a\. Miscellaneous Expense Allowances.

b\. Real estate transactions.

c\. Transportation or storage of household goods when shipped under a\
Government Bill of Lading (GBL).

d\. RITA/Withholding Tax Allowances (WTA).

**Any reimbursement made to the employee while there is an outstanding\
permanent change of station travel advance balance will have the travel
advance\
deducted from that reimbursement. It does not matter what type of\
reimbursement is requested.**

**IX. HOUSE-HUNTING TRIP**

**A house-hunting trip is not an entitlement. If the employee requests a
house-hunting trip, the Agency and the gaining supervisor will determine
if it is in the interest of the Government for the house-hunting trip to
be taken.**

The distance between the old and new duty stations must be greater than
75 miles via\
a usually traveled route before a HHT can be authorized. If an employee
has recently\
spent time in the vicinity of the new duty station on temporary duty
(TDY), a HHT may\
not be necessary.

A house-hunting trip must be authorized in advance of the travel by a
signed travel\
authorization. One round trip performed by you, the employee, must be
taken [and]{.underline}\
[completed]{.underline} before reporting to the new official station.
One round trip by your spouse\
may be completed any time before relocation of your family. If the
employee (or the\
family), after arrival at the new duty station, decides to remain at the
new duty station\
and not return to the previous duty station, that trip is considered the
en route part of\
the relocation and no HHT reimbursement will be made.

Maximum duration of a HHT is 10 days including travel time. The first
and last day of\
travel is 3/4 day of the M&IE allowance. Reimbursement will be made for
lodging,\
meals and incidental expenses (M&IE) under either the actual OR fixed
method of\
reimbursement as discussed below. Transportation expenses will be
reimbursed\
between the old and new duty station by either air or mileage. If travel
is by air, a rental car at the new location may by authorized.

**Entitlements - Transportation:**

> [Airfare]{.underline}: actual cost using Western's corporate card or
> Government issued
>
> charge card.

![](media/image2.wmf){width="2.207638888888889in"
height="1.5173611111111112in"}

[Mileage]{.underline}: The rate of \$.20 per mile in the use of each

authorized privately-owned vehicle (POV). Actual

expense method for mileage reimbursement is

not allowed. (effective 9/25/07)

To and from carrier terminals - current temporary

duty travel mileage rate.

Ground transportation: actual amounts spent

A selection of either the Actual Expense Method of Reimbursement or the
Fixed\
Method of Reimbursement must be completed at the time the move is
initiated.

Once the selection of either fixed or actual reimbursement is chosen,
the **[SELECTION]{.underline}**\
**[MAY NOT BE CHANGED]{.underline}**. The signed form is forwarded to
the TCSR.

**[Actual Expense Reimbursement]{.underline}**

The actual expense method of reimbursement must itemize the lodging
expenses (with receipts) and show the meals and incidental expense
amounts on the travel voucher. The travel voucher [needs to be signed by
the employee and the supervisor.]{.underline}

The per diem allowance is the rate applicable at the new duty station.
For instance, the\
lodging rate in Lakewood, Colorado is \$112.00 with an M&IE allowance of
\$47.00. The\
spouse is entitled to 3/4 of the employee\'s per diem rate.

NOTE: The [number of days]{.underline} taken for a HHT [shall
be]{.underline} deducted from the first 30 days of temporary quarters in
connection with the actual expense method of reimbursement. For a
further explanation, see page 23 on Temporary Quarters Subsistence
Allowance.

**[Fixed Expense Reimbursement]{.underline}**

The fixed method of reimbursement requires documentation sufficient to
prove the HHT was actually taken. This may be a motel, car rental or
other receipt, or if your\
supervisor has knowledge of your HHT activities, a statement from the
supervisor will\
be sufficient. Your TCSR can assist you with more specific details.

The rate used for reimbursement is the per diem rate in effect at the
new duty station at the time you reported for duty. The multipliers
shown below are located in the

FTR at 302-5.13.

To compute the fixed method reimbursement amount, the calculation would
be as\
follows:

A househunting trip to Lakewood, Colorado, with a per diem rate of
\$159.00 (Includes lodging & M&IE).

Employee and spouse travel together\
\$159.00 x 6.25 = \$994.00 (total)

Only the Employee [or]{.underline} spouse perform the house-hunting
trip.\
\$159.00 x 5 = \$795.00

You need to submit a travel voucher to claim reimbursement of the per
diem expense.\
[The employee and the supervisor must sign the travel
voucher]{.underline} prior to submittal to the\
TCSR. An example of a travel voucher to claim fixed expense is included
in Group 4.

The airfare, costs to and from airports, or POV mileage is in addition
to the per diem\
amount claimed.

**X. HOUSE-HUNTING TRIP MOST FREQUENTLY ASKED QUESTIONS**

1\. My spouse needs to visit the new area and it will be over several
weekends. Will\
all these trips be paid for?

No. The Federal Travel Regulations specify the HHT reimbursement is
limited to

one round trip by employee and spouse or one round trip by either
employee or

spouse. If separate trips are taken by employee or spouse, it cannot
exceed the

cost as if they had taken a HHT at the same time.

2\. Since the HHT time is taken off the TQ, how do I recover the costs
spent on TQ?

> Under the actual expense method, the number of days is deducted from
> your\
> claim for TQ, not the dollar amounts. For example, if you use 6 days
> while on\
> house-hunting, on the TQ claim form, the first day you start TQ would
> begin on\
> day 7 of the TQ form.

3\. What kind of documentation do I need under fixed reimbursement to
prove I took\
the HHT?

Any one of the following receipts will be acceptable:

Hotel/motel\
Rental car\
Gas ticket\
Airfare itinerary or passenger receipt coupon\
Statement from the supervisor.

4\. My spouse is taking a HHT at a different time than I am. When I
submit the\
voucher, do I use my spouse\'s name and signature or my name and
signature?

The transferring employee\'s name and signature are used throughout the
move.

5\. Is the time I take off from work to go on a HHT annual leave?

No. You are in duty status while on a HH Trip (FTR 302-5.17)

**XI. ALLOWANCES FOR EN ROUTE TRAVEL TO NEW DUTY STATION**

**En route travel is an entitlement by statute and will be paid by the
Government**.

To qualify for en route per diem allowances, travel time to the new
official duty station\
must be 12 hours or more. If travel is more than 12 hours but less than
24 hours, the\
reimbursement is 3/4 of the Standard CONUS M&IE rate. The dates and
times of departure and arrival are required on the travel voucher. The
first and last day of travel are 3/4 day of the M&IE allowance.

The employee/family is expected to travel not less than an average of
300 miles per day under normal driving conditions, via a usually
traveled route. Mileage will be determined by using the HHGs Carriers\'
Bureau Guide (Standard Highway Mileage Guide). If days traveled are less
than maximum days authorized, actual driving time will be the basis for
per diem reimbursement. If the days traveled are more than the maximum
allowed, reimbursement will be limited to the maximum allowed.

Reimbursement is generally limited to one vehicle. More than one vehicle
may be\
authorized if the whole family, plus luggage, would not fit in one
vehicle; employee and\
family are traveling at separate times, or because of age or physical
handicap. The use of more than one POV must be authorized in advance of
the travel with a maximum of two vehicles that may be used for enroute
travel. Additional vehicles must be authorized by the DOE CFO office.

Entitlements:

[Mileage and number of occupants per vehicle]{.underline}: The rate of
\$.20 per mile in the use

of each authorized privately-owned vehicle (POV). Actual expense method
for

mileage reimbursement is not allowed. (effective 9/25/07)

[Per Diem]{.underline} (Standard CONUS Rate) [Lodging]{.underline}
[M&IE]{.underline}

Employee or unaccompanied spouse \$70.00 \$39.00\
Spouse accompanied by employee \$52.50 \$29.25\
Each family member 12 years or older \$52.50 \$29.25\
Each family member under 12 years \$35.00 \$19.50

NOTE: Original lodging receipts are required for reimbursement.

![](media/image3.wmf){width="2.0861111111111112in"
height="1.0347222222222223in"}

**XII. EN ROUTE TRAVEL MOST FREQUENTLY ASKED QUESTIONS**

1\. Must I travel 300 miles per day?

The regulations require a minimum of 300 miles, on average, per day. An\
exemption might be if a doctor\'s written certification exists prior to
travel stating a\
person can only go a certain number of miles per day due to physical
conditions.\
The reimbursement would be calculated on that number of miles.

2\. What if I chose to go less than 300 miles per day?

If you chose to go less than an average of 300 miles per day,
reimbursement will\
be made as if 300 miles per day were driven. Any excess travel time will
be\
charged to annual leave.

3\. My new duty station is only 8 hours away. Do I get reimbursed for
meals?

Under the en route expense category - No. The regulations prohibit\
reimbursement of M&IE until travel is in excess of 12 hours. If you have
selected\
the actual expense method of TQ, you may claim your meal costs on the\
temporary quarters form.

4\. What if I\'m not going into TQ or I\'m on the fixed reimbursement
method?

If you selected the fixed reimbursement method, the meal costs are
considered\
part of that reimbursement.

5\. Can I be paid mileage for two vehicles if we follow each other down
the highway?

Generally no. Under unique circumstances it may be reimbursed. For
instance,\
the employee, family, and luggage would not fit in one car, or physical
handicap,\
etc. This must be authorized in advance of the travel. Please check with
your\
TCSR for assistance

.

6\. I\'m traveling 13 hours. How do I compute my reimbursement? Do I
have to list\
the dates and times?

The per diem allowance is 3/4 of the Standard CONUS M&IE rate. For
example,\
the M&IE is \$31.00, your claim would be for \$23.25. You need to list
the date of\
travel as well as the time you or your family left the old duty station
and arrived at the

new official duty station. If your family accompanies you while enroute,
the M&IE

amounts shown on the previous page apply.

 

**XIII. TEMPORARY QUARTERS SUBSISTENCE ALLOWANCE**

**Temporary quarters is not an entitlement. The Agency and the
supervisor\
determine if it is in the best interest of the Government if temporary
quarters are\
to be authorized.**

You or members of your family are eligible for TQ if the distance
between the old duty\
station and new official duty station are more than 50 miles apart. The
exception is if\
your HHGs have been shipped, and have not arrived, temporary quarters
may be\
allowed until your household goods arrive, regardless of the distance.

Your TQ period may begin when Western has issued your travel
authorization and an Employee Agreement has been signed. The TQ must be
reasonably near the old and/or new official duty station. Subsistence
payments for TQ in other locations will not be allowed unless justified
by circumstances unique to you or your family and reasonably related to,
and a result of, the transfer. TQ will not be approved for a vacation or
other reasons unrelated to the transfer.

TQ ends at midnight on the day before you or members of your family
occupy permanent quarters, or TQ ends at midnight on the day the
authorized time period

expires.

![](media/image4.wmf){width="1.6666666666666667in"
height="1.2333333333333334in"}

You must note on the TQ form when you are on temporary duty or in annual
leave status during the TQ period. If the use of annual leave makes a
difference in the amount of time that will be spent in TQ, a signed
statement by your supervisor needs to state the impact of the leave on
your TQ.

The statement would be needed if more than a day or two of annual leave
was taken.

You may not be reimbursed for TQ when you are occupying the residence
which will\
become your permanent quarters, nor when occupying the old permanent
quarters. A\
partial claim on any one day equals one full day of TQ. The time runs
concurrently for employee and/or any family members.

If the employee goes on temporary duty (TDY) during TQ, breakfast meal
costs may be claimed by the employee on the day TDY starts and the
dinner meal on the day the TDY ends.

[Actual Expense Method of Reimbursement]{.underline}

Up to 60 consecutive days in TQ may be allowed. This period may be
interrupted for\
temporary duty, sick leave, or military duty only. While in annual leave
status or at the\
prior residence for the weekends, the time for TQ continues; however,
payment of expenses does not. TQ may be extended with a written and
approved request for an additional 60 days. Under no circumstances can
your TQ allowance exceed a statutory 120 days. See page 25 for specific
guidelines of how to extend temporary quarters.

Under the actual expense method, if a HHT was taken, the [number of
days]{.underline} in the first\
30-day period will be reduced by the [number of days]{.underline} taken
for the HHT. For example,

If the full 10 days were used in house-hunting, the first day you start
TQ would be entered on day 11 on the temporary quarters form. See
example in Group 4.

Other examples of reduction in authorized TQ follows:

1\. An individual purchases a home, closes, and moves into the home. TQ
would\
end on midnight the day prior to occupancy of the new residence.

2\. An individual signs a contract to purchase the house they are
renting which\
they had originally intended to occupy temporarily. TQ would end at
midnight of the day before the contract was signed as the TQ is now the
permanent residence.

3\. An individual signs a lease agreement (for any period of time) and
is no longer looking for another residence. These are part of the
factors used as the basis for determining if the quarters are permanent.

Maximum temporary quarters entitlement under Actual Expense
Reimbursement

is based on the standard CONUS rate in effect at the time of
authorization of the relocation. The rate in effect October 1, 2006, was
\$99.00.

A. First 30-Day Period (The spouse and children over 12 are entitled to
.75

of the per diem rate and the children under 12 are entitled to .5 of the
per diem rate):

Employee or unaccompanied spouse \$109.00 x 30 days = \$3,270.00\
Spouse accompanied by employee \$81.75 x 30 days = \$2,452.50\
Each family member 12 years or over \$81.75 x 30 days = \$2,452.50\
Each family member under 12 years \$54.50 x 30 days = \$1,635.00

B. Additional 30-Day Periods (The employee is .75 of the per diem rate;
the

spouse and children over 12 is .5 of the per diem rate; the children
under

12 is .4 of the per diem rate):

Employee or unaccompanied spouse \$81.75 x 30 days = \$2,452.50\
Spouse accompanied by employee \$40.88 x 30 days = \$1,226.40\
Each family member 12 years or over \$40.88 x 30 days = \$1,226.40\
Each family member under 12 years \$32.70 x 30 days = \$ 981.00

You will be reimbursed only for **actual and reasonable** subsistence
expenses. The\
U.S. General Accounting Office (GAO) has ruled that estimates and
duplicate costs are not acceptable costs for reimbursement. Expenses
include meal or grocery costs, lodging (can include rent, base
utilities, basic cable, and monthly phone service), laundry and dry
cleaning. Costs claimed for meals [must be]{.underline} based on [actual
expenses]{.underline} incurred. When claiming meal costs on the TQ form,
and groceries were purchased in lieu of a meal, leave blank the meal
cost (i.e., lunch) which would show groceries were purchased for that
meal.

A statement is on the bottom of the TQ form to indicate the use of a
coin-operated\
laundry. Original receipts are required for lodging regardless of the
amount. Any costs\
exceeding \$75.00 requires an original receipt. **YOU ARE EXPECTED TO
BE\
PRUDENT AND REASONABLE AND YOU WILL NEED TO MAINTAIN A LOG\
(WAPA F 1500.17) OF ACTUAL DAILY EXPENSES.**

The employee must provide an explanation whenever meal costs are the
same amount each day or the total amount claimed is the same each day.
Repetitive costs generally are estimates and are not reimbursed.

[Extension of Temporary Quarters under the Actual Expense Method of
Reimbursement]{.underline}

Requests for an extension of TQ must be submitted in writing, with
justification, prior to\
the expiration of the initial 60-day TQ period. Requests must be
submitted through your supervisor, addressed to the Fiscal Operations
Supervisor, A8210, and forwarded to your TCSR. Approvals will be made in
30-day increments, and may be authorized only if compelling reasons
exist to warrant the extension. If a residence has been located, a copy
of the real estate agreement for the new residence must be submitted
with your request for extension. Also a letter from the real estate
agent assisting in the house search needs to be attached to the request
for extension.

Examples of compelling reasons for an extension of TQ may include the
following\
situations:

1\. Shipment/delivery of HHGs to new residence is delayed.

2\. New permanent residence cannot be occupied because of unanticipated\
problems; i.e., delay in settlement of new residence, short-term delay
in\
construction of new residence, etc.

3\. Inability to locate permanent residence which is adequate for family
needs\
because of housing conditions at the new official station. (See\
Question 12 under TQ Most Frequently Asked Questions).

4\. Sudden illness, injury, or death of employee or immediate family
member.

[Fixed Method of Reimbursement]{.underline}

The fixed method rate for temporary quarters is the locality rate times
.75 times 30 for\
the employee and .25 times the locality rate times 30 for each family
member. The rate\
changes based on the locality rate but the formula remains the same
regardless of the\
number of days actually spent in TQ. You must actually use TQ to claim
the amount. If\
the employee arrives at the new duty station before the family (or the
family before the\
employee), the employee\'s (or family\'s) TQ would be paid. When the
family (or the\
employee) arrives at a later date to begin TQ, then the family\'s (or
employee\'s) TQ would be paid if the arrival is before the expiration of
the employee (or family's) TQ.\
Documentation will be required to support the claim that TQ was actually
used. The\
employee needs to provide lodging or other receipts, or if your
supervisor has\
knowledge of your TQ activities, a statement from the supervisor will be
sufficient. If\
you stayed with family or friends, you may obtain a statement from them
that shows that TQ was occupied. It is suggested all receipts be kept
for tax purposes.

Once the selection of either fixed or actual reimbursement is chosen,
the **SELECTION**\
**MAY NOT BE CHANGED**. The signed form is forwarded to the TCSR.

An example of the calculation for fixed rate reimbursement based on an
employee,\
spouse, and 2 children moving to Lakewood, CO. with a per diem rate of
\$159.00, is:

Employee

\$159.00 x .75 x 30 = \$3,577.50

Spouse and each dependent\
\$159.00 x .25 x 30 = \$1,192.50

3 people x \$1,192.50 = \$3,577.50

Total \$7,155.00

A travel voucher must be submitted claiming the TQ fixed method. Any
travel advance\
and taxes due will be deducted prior to reimbursement. [The voucher must
be signed\
by the employee and the supervisor.]{.underline}

 

**XIV. TEMPORARY QUARTERS MOST FREQUENTLY ASKED QUESTIONS**

1\. My spouse will be arriving later. I\'ve already started TQ. When
does the TQ start\
for my spouse?

The TQ starts on the day of arrival at the new duty station. If the
employee has\
already started TQ and is, for example, in the second 30-day period, the
spouse\'s\
time will also be in the second 30-day period. When TQ expires for one,
it expires\
for all family members.

2\. I purchased groceries and have eaten out while in temporary
quarters. Do I spread\
the cost of the groceries under the meals eaten out?

No. The cost of the groceries is claimed under the grocery column on the
date the\
groceries were actually purchased. Do not claim reimbursement for meals
for the\
same period for which groceries were purchased. Leave blank on the
temporary

quarters form where groceries were purchased for that meal (for example,

breakfast, dinners, or lunch would have no cost shown as groceries were
purchased

for that meal.)

3\. What kinds of items are considered grocery? You can buy just about
anything in the\
grocery stores now.

A rule of thumb is food products you would get if you were in a
restaurant or in the\
preparation of that food. Snack items, alcoholic beverages, pet food,
personal care\
and paper/plastic items are not reimbursable and must be deducted from
your\
grocery claim.

4\. When we go out to dinner, can we round the bill to the nearest
dollar?

The regulations require the [exact]{.underline} amount spent is the
amount claimed. If rounding\
is done, the amounts become estimates and would not be reimbursable.

5\. It is just easier if I claim the allowable rate for each meal. Can I
do this?

Since the regulations require exact amounts to be listed, this would be
considered\
repetitive cost and would [not]{.underline} be reimbursed.

6\. I can stay with friends/relatives during TQ. Can I reimburse them a
token amount\
for us staying there?

Reimbursement can only be made for additional costs incurred by the\
friends/relatives. This can be determined by comparing previous and
current utility\
bills, and additional food costs. A flat amount cannot be reimbursed to
them.

7\. Can I be reimbursed for costs to break a lease on my TQ?

The regulations only allow for reimbursement for breaking a lease at the
old\
duty station; therefore, no costs can be reimbursed for a TQ lease break
at the new\
duty station.

8\. I want to fix up the residence I\'ve purchased before I vacate my
TQ. Will I be\
allowed extra time in TQ to do this?

No. The regulations require the employee to be as expedient as possible
in\
vacating TQ. As a result, as soon as the furniture can be delivered to
the new\
residence after closing, occupancy should begin in the new residence.

9\. My 60 days are about up. I haven\'t found a home yet, but am still
looking. What\
kind of justification do I need for an extension of TQ?

Statement from a licensed real estate agent identifying the number of
homes,\
location, price, and dates you looked at those homes. Statement from the
employee\
on why they didn\'t select any of the available homes (See Question 12
for the\
definition of Suitable Housing).

10\. I\'ve signed a rental agreement on an apartment for 6 months. I\'m
going to

purchase a house sometime in the future. Is this TQ?

Generally no. The intent at the time of the signing of the lease
indicates whether the\
apartment is to be temporary quarters. Agencies will determine, based on
the intent\
of the rental agreement, and other revelent facts (i.e., escape clause
to break the\
lease, etc.) whether the quarters were actually temporary. Attempts at
continuing to\
search actively for permanent quarters is a primary requirement to form
the basis\
whether the apartment is considered temporary or permanent.

11\. I\'ve signed an intent to purchase agreement for a new house. I
plan on living in the\
residence while the financing and final closing are being completed. Is
this\
considered TQ?

No. Once an agreement has been signed to purchase a residence and that

residence is occupied by you, it is considered to be permanent quarters
as the

intent is to occupy the residence permanently.

12\. What is suitable housing?

The definition of suitable housing is a residence within the commuting
distance\
within the employee\'s ability to pay. The location of the house
relative to schools,\
parks, shopping, etc., cannot be a factor when determining suitable
housing. Nor is\
the number of bedrooms and/or size of the residence as they relate to
the\
employee\'s family size a factor. If homes are listed for sale within
the price range\
and within the commuting distance, no extended temporary quarters will
be allowed.\
When determining suitable housing in the case of constructing a new
residence, the\
price range representing the employee\'s ability to pay would be based
on the\
purchase price entered into for the construction of the residence. That
purchase\
price would then be used to determine if homes were available within the

commuting distance of the new official station.

13\. Will I receive TQ for the first 60 days even though I\'ve signed a
contract to build a\
house and I won\'t be able to move into the house until after the first
60?

Yes, because you have been authorized temporary quarters for the first
60 days.

14\. Will I receive an extension if the house I\'m building isn\'t ready
at the end of the first\
60?

Generally no. You will only receive the first 60 and no part of the
second 60\
because we\'ve determined that 60 days is the normal amount of time TQ
is\
necessary when moving to a new location. However, if no suitable housing
exists\
and you are required to build a home (effectively taking the decision
away from

you), then an extension into the second 60 may be warranted. Extensions
may only

be granted when the cause for the extension is beyond the employee\'s
ability to

control (in this case lack of suitable housing).

15\. If I\'m building a home and it takes longer than 60 days why can\'t
I get an

extension? After all, you\'ve allowed me the entire first 60 days?

Extensions can only be approved if the need for the extension is not
caused by the\
individual and the reasons are compelling. Granted the need is
compelling,\
however the extension was caused by the individual\'s decision to build,
therefore\
the extension cannot be granted.

16\. Will I receive the full 60 days if I move into an apartment while
I\'m looking for\
permanent quarters?

Yes, IF you continue to look at other residences, AND your lease allows
you to\
move out of your existing residence. Your quarters would be considered
temporary\
and TQ would be allowed.

No, IF you stop looking at other residences OR your lease does not allow
you to\
move out of your existing residence. Your quarters would be considered
permanent\
and TQ would not be allowed.

17\. How come I won\'t get TQ for the full 60 days if I sign a 6 month
lease but someone\
building a house will?

The family building the house will be staying in temporary quarters
during the entire\
60 days and should receive TQ for the full 60 days. The family that
stops looking for

a residence and signs a lease for 6 months or more is no longer in
temporary\
quarters and will not receive TQ. The difference between the two is the\
determination of intent to stay in the residence (permanent vs.
temporary).

18\. Who and how are quarters determined permanent?

The Fiscal Operations Supervisor, CFO, makes the determination based on
your\
attempts to actively look for a residence and the duration of the lease.
If you are no\
longer looking for a residence and the lease indicates a long term
duration\
(6 months or longer) your residence will be considered permanent. If you
are\
continuing to look for a different residence (must be validated) and
your lease allows\
you to leave with no penalty then your residence would be considered
temporary.

**XV. MISCELLANEOUS EXPENSE ALLOWANCE**

**Miscellaneous Expense Allowance is an entitlement by statute and will
be paid by the Government.**

Allowances in the following amounts will be paid without support or
other\
documentation of expenses when moving from one state to another state.
If you move\
within a state, a cost must be incurred before this allowance is paid.

1\. \$500 for an employee without immediate family.

2\. \$1,000 for an employee with immediate family.

Typical items covered under the Miscellaneous Expense Allowance:

1\. Assembly/disassembly of waterbed/hot tub.

2\. Auto pollution control devices.

3\. Auto registration/license/inspection fees.

4\. Automobile use taxes in certain areas.

5\. Cutting and fitting carpets/drapes taken from old

residence.

6\. Fees to disconnect/connect appliances and

utilities that are non-reimbursable to you.

7\. Forfeiture on food locker agreements.

8\. Forfeitures on medical and dental contracts that are not
transferable.

9\. Grandfather clock adjustment.

10\. Install comparable cable TV service (does not include any premium\
channels).

11\. Install comparable telephone service.

12\. Pet registration/license.

13\. Piano/organ adjustment.

14\. Pool table disassembly/assembly.

15\. TV hookup/antenna installation.

Typical items not covered under the Miscellaneous Expense Allowance:

1\. Newly purchased items, i.e., rugs, drapes, etc.

2\. Refundable deposits.

3\. Losses covered by insurance

4\. Fines, penalties, judgments, court costs, and similar expenses.

5\. Cost of additional insurance.

6\. Damage or loss of items while traveling to the new duty station.

7\. Medical expenses.

8\. Structural remodeling.

9\. Replacing appliances.

Total expenses greater than \$500.00 (\$1,000.00 with a family) may be
approved for\
payment, if the entire amount is supported by either paid bills or other
acceptable

evidence, justifying the amounts claimed. The claim cannot exceed an
amount equal

to your basic pay (at the time you reported for duty) for 1 week if you
are without an\
immediate family or for 2 weeks with an immediate family. In no instance
can the\
amount exceed the maximum rate for Grade GS-13.

**XVI. MISCELLANEOUS EXPENSE MOST FREQUENTLY ASKED QUESTIONS**

1\. How do I claim the Miscellaneous Expense?

Under the Miscellaneous Expense category on the travel voucher, write\
Miscellaneous Expense and under the amount column, insert either the\
\$500.00 or \$1,000.00. [Be sure the voucher is signed by yourself and
your\
]{.underline} [supervisor.]{.underline}

2\. I\'m moving within the same state. Am I still eligible for the
Miscellaneous\
Expense?

Perhaps. The U.S. Comptroller General has ruled an expense must be
incurred\
before payment may be made. If you incurred a cost listed under items
covered\
on the previous page, and have receipts, you are eligible for
reimbursement as\
shown in Item 1. above. If you incurred no eligible cost, then payment
cannot be\
made.

3\. May I claim Miscellaneous Expense when I am in an apartment that is
my

temporary quarters?

The Miscellaneous Expense assists you when moving into your permanent

quarters; therefore, it cannot be paid for temporary quarters expenses.

**XVII. TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD\
GOODS, PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT**

**Shipment of household goods is an entitlement by statute and shall be
paid by\
the Government.**

Western\'s policy is to authorize the actual expense GBL method for
shipment of HHGs. This is based on GSA\'s determination that this method
provides a significant savings over the commuted rate method. Your
Western TCSR will assist

y![](media/image5.wmf){width="1.8833333333333333in" height="1.775in"}ou
in choosing a moving company by using the GSA cost comparison that was
requested upon authorization of your move. The TCSR will then issue a
GBL to the carrier. The statutory maximum weight limitation of HHGs that
may be transported or stored at Government expense is 18,000 pounds for
all employees. You will be liable for charges incurred because of
additional weight.

Additional (excess) weight is defined as any weight over 18,000 pounds.
The excess cost is computed from the [total charges]{.underline}
according to the ratio of excess weight to the [total
weight]{.underline} of the shipment.

The Government will ship HHGs from your old residence to your new
residence. If you\
require different, or more than one origin or destination point(s), the
total amount which\
may be paid or reimbursed shall not exceed the cost of transporting the
property in one lot by the most economical route from the last official
duty station (or place of\
residence) to the new official duty station. Any charges incurred for
additional stops,\
excess weight, additional insurance, etc., that exceed what it would
have cost to\
transport the HHGs will be paid by the employee.

Currently, the valuation is \$5.00 full replacement value (see page 38
for a further\
explanation) times the net weight of the shipment, not to exceed 18,000
pounds. There\
is no additional charge to the employee for this valuation.

The procedure for requesting an extension of temporary storage is found
on page 37.

Inventory and separate weigh tickets are required for the shipment of
professional\
books, papers, and equipment. The carrier should provide the employee
with\
instructions on basic shipping requirements. These items may be shipped
at\
Government expense to an alternate destination point as long as they are
necessary to complete the mission of the Agency. Please contact your
TCSR if you are unsure of\
procedures described in this section.\
 

HHGs which may be shipped include personal property associated with your
home at\
the time you were authorized to move.

Typical items include:\
 

Household furniture Appliances Books\
Equipment Clothing Motorcycles\
Golf carts Snowmobiles Mopeds\
Other vehicles with two or three wheels

The following items are EXCLUDED from shipment and reimbursement:

Automobiles (see exception on page 58)\
Live plants\
Property for use in a business (i.e., ceramics, disc jockey/bicycle/home
office equipment)\
Farm vehicles/equipment\
Boats (does not include canoes and kayaks)\
Airplanes\
Live animals\
Mobile homes (see exception on page 56)\
Cordwood (firewood)\
Camper trailer\
Building materials\
Property stored for a friend (belongs to someone other than you or your\
immediate family)\
Items for resale/disposal\
Any combustible items

If boats or similar water crafts are moved, there is an additional
weight charge as\
well as a \"bulky charge\". The weight additive may be as high as 700
pounds\
according to the tariff and the charges for the additional weight and
bulky charge\
are paid by the employee.

Should you elect to move your HHGs on your own and not use a GBL, you
may be\
reimbursed for certain actual expenses incurred. You cannot be
reimbursed for more\
than it would have cost the Government if the shipment had been made via
a GBL.\
The following documentation is needed for reimbursement no matter the
amount paid:

1\. Legible rental receipts for truck/trailer which adequately describe
what the\
payment includes.

2\. Weight tickets which includes the gross and tare weights.

3\. Fuel cost receipts (gasoline, diesel, oil).

4\. Material, handling, or equipment rental receipts.

5\. Packaging material receipts.

6\. Receipts for toll charges.

7\. Receipts for labor (packing/unpacking) (cannot include immediate
family\
members). (See your Relocation Coordinator for wage limitations).

8\. Receipts for other reimbursable expenses.

**[Temporary Storage of Household Goods]{.underline}**

**Storage of household goods is an entitlement by statute and shall be
paid by the\
Government.**

Storage of HHGs are either at the old duty station, a point inbetween,
or the nearest town where a storage facility is available at the new
duty station.

The storage of HHG may not exceed 90 days initially. Please see how to
request an extension for the temporary storage of HHG on the next page.

If your storage exceeds 180 days (the maximum allowable), the Government
will reimburse the moving company and you will be billed for the storage
charges over the 180 days. The HHGs will still be delivered at
Government expense if they are shipped within the two years allowable
for the relocation.

If items are removed from storage prior to the actual delivery of the
HHGs, and the company charges a fee for the removal, you will be
responsible for those charges or fees.

If items are transported by you, purchased enroute, or you would like to
add HHG to your storage, you will be responsible for all storage and
delivery out fees.

The HHGs full replacement value type of insurance is still in effect
until after your HHGs have been delivered to you.

**XVlll. REQUEST FOR EXTENSION OF TEMPORARY STORAGE OF HOUSEHOLD\
GOODS**

Temporary storage may be extended past the initial 90-day period. A
written request\
justifying the need for an extension must be submitted to the Fiscal
Operations Supervisor, A8210 (through your supervisor), prior to the
expiration of the initial period.\
Circumstances may include the following reasons:

1\. An intervening TDY/long-term training assignment.

2\. Non-availability of suitable housing.

3\. Completion of residence under construction (restrictions apply).

4\. Serious illness of employee or illness/death of a dependent.

5\. Acts of God or other circumstances beyond your control.

Temporary storage may not, under any circumstances, exceed a statutory
maximum of 180 days.

![](media/image6.wmf){width="4.675694444444445in"
height="2.6493055555555554in"}

**XlX. HOUSEHOLD GOODS VALUATION**

For the purpose of repairing or replacing damaged or missing HHGs, the
current\
valuation allowable for shipment/storage of household goods is \$5.00
times the actual\
weight of the shipment in pounds. This establishes the van lines\'
maximum liability\
(and its liability for any given item in the shipment) and is limited to
the full replacement\
value of that item. Full replacement value is defined as the cost to
replace the item with one of the same or similar quality and function at
the current market price. There is no additional cost to the employee
for this valuation. The van line will determine if an item can be
repaired, and if it can, will pay the cost to have the item repaired.

If you own items of extraordinary value, i.e., antiques, heirlooms,
jewelry, precious\
metals, certain silverware/china, collectibles, etc., you are required
to let the van line\
know of these items and have a special inventory of those items.
Extraordinary value is defined as those items having a value greater
than \$100 per pound. It is suggested\
you have an appraisal of the item (at your expense) to verify the
replacement cost if it\
were lost or damaged. It can also be helpful if you have a picture of
the item, although\
it is not necessary.

It is suggested if you have coin collections, photo books with
irreplaceable pictures,\
jewelry, important tax papers, etc., that you carry them with you to the
new residence.\
It is also suggested, if you are purchasing a new residence, you bring
the last 3-4 years of income tax filings as they may be required by the
lender for proof of income.

**XX. TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD\
GOODS MOST FREQUENTLY ASKED QUESTIONS**

1\. Exactly what is a Government Bill of Landing (GBL)?

The GBL is a legal document between the Agency and a van line
authorizing and\
obligating the van line to ship and/or store the employee\'s household
goods. The\
terms and conditions relating to the shipment and/or storage of the
household\
goods are contained within that document.

2\. Will the movers pack all of my HHGs?

Yes. There is no additional charge to the employee for this service.

3\. I want certain items crated. Will the van line do this for me and am
I charged for it?

Generally, the van line will crate fragile items like a grandfather
clock, large mirrors,\
table tops, animal heads, etc. There is no charge to you for this
service.

4\. Who do the crates and boxes belong to? The van line, the Government
or the\
employee?

The crates or boxes belong to the employee, not the van line. The
Government\
has paid for all the containers.

5\. Will I be reimbursed to have the boxes and things hauled away
(debris pickup)?

If the van line removes the boxes, etc., at the time they are unloading
the\
household goods, there is no charge. If you request them to return and
do a debris\
pickup, you are liable for all costs.

6\. Are there certain items the movers will not take?

Yes. Anything that is flammable or will explode under high heat should
not be\
shipped in the van. The van temperatures, especially in the summer time,
reach\
high heat levels.

7\. I know the valuation is \$5.00 full replacement value. Exactly what
does that mean?

If the total weight of the shipment was 16,000 pounds, and the shipment
was a\
complete loss, the amount paid to you would be \$80,000.00 (16,000 lbs x
\$5.00).\
It also means the moving company will either repair or replace goods
that were\
shipped and damaged in transit or during storage. A representative from
the\
company will either visit or have a specialized repair person visit to
make a\
determination as to repair or replace. If the company requests
additional\
information as to repairing or replacing items, ads from newspapers,
calls and\
written estimates from repair stores, etc., can be used to determine the
current\
replacement value.

8\. I have some things my grandparents left me - my bedroom furniture,
and some\
other items. How is this handled?

The van line agent will assist and have you complete an Extraordinary
High Value\
Item form. The agent can explain the insurance related to these items.
It is\
suggested you have an appraisal made (at your expense) of your valuable
items\
prior to shipment. You can decide at that time if additional insurance
would be\
required.

9\. Does my homeowner\'s policy cover the shipment and storage of HHGs?

Sometimes. Contact your insurance agent for guidance.

10\. The van line is willing to unhook the icemaker, disconnect the
washer and dryer\
from electricity and water. Does the van line charge for this?

Yes. They will charge by one of two methods - Labor or 3rd-party
service. The\
3rd-party service is considered a Miscellaneous Expense. If the
Miscellaneous\
Expense has already been paid to you, the amount will be either deducted
from a\
future voucher or a Bill of Collection will be sent to you. If the van
line will not do\
the services, either 3rd-party or yourself will be required to complete
the servicing.

11\. The inventory shows \"pbo-cu\" by some boxes. What does this mean?

\"pbo-cu\" means packed by owner, contents unknown. If the van line
charges to\
repack and retape boxes, the boxes are no longer \"pbo-cu\". They have
implied the\
boxes were correctly packed and they know the contents as the
packers/driver\
rechecked them. If the van line does not recheck the boxes, the van line
is not\
responsible for damages to the contents of the boxes.

12\. The Booklet \"Your Move - Rights and Responsibilities\" says I only
have 75 days to\
submit a damage claim. It doesn\'t seem like a very long time. I
haven\'t unpacked\
everything yet.

It doesn\'t mean you can\'t take more than 75 days to file your complete
claim. It\
means that after 75 days, the responsibility or burden of proof becomes
the\
employee\'s rather than the van line to prove the van line did the
damage. It is to\
your benefit to submit a damage claim as quickly as possible.

13\. The movers left some items off the inventory. Is it important to
have all my HHGs\
on the inventory?

It is very important to have everything listed on the inventory that
were shipped

and/or went into storage. If you can\'t prove it was there, the van line
will not

reimburse you for loss or damage.

14\. My boat doesn\'t weigh very much. Why do they add 700 lbs to the
weight?

The GSA Tariff says the van line can add the extra weight. Since the
boat takes up\
the same amount of room as 700 lbs would, the van line can add the
additional

weight to the billing and charge accordingly. Larger watercraft
shipments could

amount to several hundred dollars; therefore, consideration should be
given

to transporting the boat(s) yourself.

The GSBCA recently ruled canoes and kayaks that generally fit within a
moving\
van, are within the definition of HHGs, and are considered part of the
HHG and not\
considered as watercraft/boats.

15\. I plan on having some new furniture picked up while the truck is
enroute. There

is no extra time or miles involved. Is this considered part of my HH
goods and the

Government would pay for it?

No. Any item acquired while enroute is not eligible for shipment at
Government

expense.

**XXl. GUIDE TO PREPARATION OF YOUR HOUSEHOLD GOODS**

A. [Preparation, Sorting, and Disposal]{.underline}

1\. Moving provides the best opportunity for disposing of things that
you will\
never use and a great time to give to your favorite charity. There are\
some items that cannot be packed and shipped.\
 

Paint Open food items Matches\
Ammunition Open liquids Turpentine\
Explosives Frozen foods Aerosal cans\
Hazardous chemicals Flammables Thinners\
Fire extinguishers Motor oil Fertilizer\
Pool chemicals Sterno Lamp oil\
Perishables Bleach Kerosene\
 

2\. All butane tanks for gas grills must be taken to a dealer, drained,
and\
certified that the pressure is zero and all gas has been removed.
Without\
the certification, the driver will not take the gas tank.

3\. Drain/unhook gas and oil from lawn mowers and other machinery.

4\. Please be present on the load/unload day. Before releasing the crew\
and signing the inventory papers, complete a walk through of the\
residence. Be sure that all goods have been inventoried and\
loaded/unloaded from the van. Inspect all rooms, including drawers,\
closets, basement, garage, attic, and yard to make sure items being\
moved are loaded on the van. Also, upon delivery, make sure all items\
have been removed from the back, from under, and in the truck cab. Ask\
the driver if any small items may be in the truck cab for safe keeping.

5\. When signing the inventory sheets, you are agreeing to the noted\
condition and the amount of items the van line has taken. Before
loading\
begins, you should review the inventory sheets and if you disagree with\
conditions of the furniture, etc., go over this with the driver. If you
cannot\
mutually agree to the condition, note your exceptions on the inventory\
sheet before signing the copies. See Item F on page 47 under this\
chapter for an explanation of codes. The condition of the furniture is
the\
basis for reimbursement of claims filed by you.

6\. If you have problems with the moving company\'s personnel during
the\
move, contact your TCSR immediately. You may stop the packing,\
unpacking, loading, or unloading while you are making the contact with\
the TCSR. If you are unable to contact your TCSR, contact the\
representative of the moving company and discuss the problem.

7\. If you are in doubt about the weight of your shipment (you may ask
the\
driver to see the weight tickets prior to unloading), request a reweigh\
PRIOR to the unloading of the HHGs. Also request a reweigh of the\
truck after unloading the HHGs.

B. [Your Signature]{.underline}

You will be required to sign several documents during your move. Read
them\
before you sign. In most cases, your signature is proof of services
provided and\
could result in extra charges being paid by you.

1\. Containers/Packing - You sign for the number of boxes packed and\
packing services provided.

2\. Unpacking - You sign for the number of boxes that were unpacked.

![](media/image7.wmf){width="1.5583333333333333in"
height="2.191666666666667in"} 3. Bulky Articles - These are extra
charges for automobiles, riding\
mowers, piano, organ, Jacuzzi, etc.

4\. Long Carry - The first 100 feet from your residence to the van is
no\
charge. Each additional 50 feet will result in one long carry charge.\
Please measure from the back of the truck to the entry point in

the house where the furniture is carried out of.

5\. Stair Carry - The first seven steps outside are not charged. For
eight or more steps, there is a stair

carry charge. A flight of stairs is considered between

one floor and another floor. There is no charge for

stairs inside a single family home except for

movement of a piano between flights. Please count the number of outside
stairs and let your TCSR know.

6\. Elevator Charges apply when an elevator is used.

7\. Appliance service/unservicing - The washer top is lifted and the
dryer\
back is removed. A washer kit, washer pack, washer locks, special
plastic

inserts, or steel rods are inserted in/around the tub or drum to prevent

movement during shipment.

C. [Items Charged to Employee]{.underline}

The following items may be charged on the moving company\'s billing,
however,\
some items are considered a part of Miscellaneous Expense and the
employee

may itemize the Miscellaneous Expense to reclaim the allowable amounts.

1\. You are required to disconnect the waterlines, electricity, or gas
on your\
washing machine, dryer, and ice maker.

2\. Extra Pick-Up or Delivery: You are required to sign for these
services (if\
your agency has authorized it).

3\. Overtime Loading and Unloading: Should you request delivery on\
weekends, holidays, or after 5:00 p.m., Monday through Friday, the
extra\
charges are payable by the employee. Your Agency will preauthorize the\
overtime and send you a Bill of Collection. This charge is not\
reimbursable under Miscellaneous Expense.

4\. Special Appliance Servicing. There is an extra charge for the
following\
items of which these charges may be reimbursed under the\
Miscellaneous Expense Allowance.\
 

220 dryer line Gas dryer line\
Ice maker Ceiling fan\
Chandeliers Pool table\
Hot tub/Jacuzzi Grandfather clock\
Water beds Swing sets\
Piano tuning\
 \
  5. Dryer: Direct-wired electrical dryers require special service to
disconnect\
the 220-volt line. Gas dryers require the capping of the gas line. Both\
gas and electrical dryers require the removal of the exhaust system.

6\. Ranges: Gas ranges require the disconnection of the gas and power\
line. Electric ranges require disconnection of the electrical line.

7\. Ceiling Fan/Chandelier: The fan and chandelier should be
disconnected\
prior to moving day since ceiling fans and/or chandeliers may require\
special packaging or crates.

8\. Grandfather Clocks: A professional clock servicer should service
and\
remove weights and pendulum. Crating of the clock is suggested. Most\
clocks need to be synchronized and leveled by a professional clock\
servicer at destination. If authorized by your agency, a coordinator
can\
arrange for this service.

9\. Waterbeds: Because of special mattress designs (baffles, foam,
etc.), a\
professional from a waterbed store may be contacted to disassemble,\
fold, pack the mattress, and reassemble the waterbed at destination.

10\. The removal of cartons after the van leaves or after unpacking has
been\
completed by the employee is not authorized at Government expense.

11\. Servicing of the ice maker may be done by a technician.

D. [Tips on Appliances and Special Items]{.underline}

1\. Refrigerator and Freezer:

-   Thorough cleaning and drying is necessary and is especially\
    important if they will be stored for any length of time.

-   The slightest bit of moisture will result in mold and odors that
    may\
    be impossible to remove.

-   Vinegar OR baking soda are excellent cleaners when dissolved in\
    warm water.

-   Leave the door open for 24-48 hours before transit.

-   Place charcoal or fresh ground coffee in a stocking in both the\
    freezer and main compartments of the refrigerator.

2\. Washer:

-   Faucets and hoses must be turned off and drained. The driver\
    should brace the drum inside the washer; please check. The\
    disconnection from water and electricity is not considered
    appliance\
    service.

-   It is very important that all water in the motor and hoses be\
    removed, especially in colder climates.

3\. Microwave Oven:

-   Remove and pack any/all glass trays.

4\. Home Computers:

-   Consult your computer\'s reference manual to protect your fixed
    disk\
    (hard drive) or call your authorized computer dealer for specific\
    information.

-   Original packing boxes are the best to use. If not, make sure all\
    components are packed by the van line personnel.

-   At destination, allow the system to reach room temperature before\
    turning it on. This usually requires 24 hours.

5\. Hot Tub:

-   Drain entire system and remove all plumbing.

6\. Piano/Organs:

-   All pianos are pad wrapped; and, if required, legs will be removed\
    and reassembled.

-   The mover is not responsible for an out-of-tune piano. This will\
    most likely occur during the moving process.

7\. Pool Table:

-   Normally disassembly and crating of the slate is required by a pool\
    table specialist, as well as set up at destination. If authorized
    by\
    your agency, arrangements for this service can be made.

8\. Satellite Dish:

-   Larger dishes will need to be disassembled to fit in the van.

Mover will charge special handling, which also requires agency\
authorization.

-   A technician may be needed to disassemble and reassemble the\
    dish.

9\. Stereo Equipment:

-   Advance preparation is required for compact discs and stereo\
    turntables. Consult your owner\'s manual or a professional\
    technician.

-   Original packing boxes are the safest way to ship, but mover\'s\
    boxes work well.

-   Disconnect and mark wires when removing from components.

10\. Television:

-   Normally TVs do not require boxing for movement.

-   Big Screen TVs could need crating prior to moving.

You must check off and inspect your goods at the time of delivery. If an
item is missing\
or damaged, you must note this on the inventory sheet. If the driver
states this process\
is not necessary or is not cooperating, call your TCSR immediately.
Failure to comply\
could result in a possible claim being denied.

The van line will unpack any cartons you desire to have unpacked at the
time of\
delivery. Unpacking is not a put away service, but a removal of items
from the carton

and disposal of debris. Items are placed on counter tops, table tops,
floors, and beds.\
Hanging clothes will be hung in closet. It DOES NOT include having the
mover put the\
items in the cupboards, etc.

E. [Conditions Resulting in Noncoverage on Insurance]{.underline}

Coverage against loss or damage does not apply when caused by or
resulting from

the following conditions:

-   Dampness, atmospheric conditions, or extremes of temperature beyond
    the carrier\'s control;

-   Inherent vice - under this condition the carrier will not accept
    liability for\
    mechanical or electrical failure of an appliance unless there is
    evidence that the operational failure was caused by the negligence
    of the mover.

-   Act of war.

F. [Understanding the Inventory]{.underline}

1\. The best protection against:

a\. Loss of items.\
b. Claim inequities.\
c. Partial delivery errors.

2\. Inventory coding (household goods descriptive inventory\--ICC
required):

a\. Descriptive symbols:

BW - Black and White TV PE - Professional Equipment\
DBO - Disassembled By Owner PBO - Packed By Owner\
C - Color TV PP - Professional Papers\
PB - Professional Books CD - Carrier Disassembled\
CP - Carrier Packed MCU - Mechanical Condition Unknown

b\. [Exception Symbols:]{.underline}

BE - Bent L - Loose SC - Scratched

BR - Broken M - Marred SH - Short

BU - Burned MI - Mildewed SO - Soiled

CH - Chipped MO - Moth-eaten T - Torn

CU - Contents/Conditions Unknown W - Badly Worn

D - Dented P - Peeling Z - Cracked

F - Faded R - Rubbed G - Gouged RU - Rusted

c\. [Location]{.underline}

1\. Arm 10. Top 2. Bottom 11. Veneer\
3. Corner 12. Edge\
4. Front 13. Center\
5. Left 14. Inside\
6. Leg 15. Seat\
7. Rear 16. Drawer\
8. Right 17. Door\
9. Side 18. Shelf

Example: Overstuffed (OS) Upholstered Chair has been discolored by dirt\
and aging. There are stains on the seat and arms. The front bottom panel
is loose\
at the seams. One arm is slightly wobbly. The back has a tear on the
center. The\
wooden legs have gouges and scratches. One leg is loose.

The inventory would read as follows:

IN# \*\*\* OS CHAIR W/2 CUSHIONS; CUSHIONS SO, F, W; ONE CUSHION; STAIN\
5, R, 10; 1 SO, F, W; 5, 1, 4, 2, T; AT SEAM; 7, 13, T; 6 G; SC; 5, 7,
6, L

![](media/image8.wmf){width="3.817361111111111in"
height="4.159722222222222in"}

**XXIl. CLAIMS AND COMPLAINTS**

This section is taken from the General Services Administration (GSA)
Shipping Your Household Goods Booklet. It will answer some of your
questions related to claiming losses and damages to your household
goods.

**[Loss or Damage Claims]{.underline}**

*When will I know if I should file a loss or damage claim?*

You should consider filing a loss or damage claim if you observe loss or
damage as the moving company unloads or unpacks your household goods, or
if you discover loss or damage after your household goods have been
delivered.

*How should I document the loss or damage?*

You should list the loss or damage on the shipment inventory form. You
should also note discrepancies on the inventory form if the moving
company won't. Then sign your name, be sure the moving company
representative signs the form, and keep your inventory copy.

*Will the moving company settle my claim using the inventory forms?*

No. You should write or call the moving company and request claim forms
and a visit from the moving company's representative to verify the loss
or damage, if necessary. You should contact the moving company in
writing for the claim forms immediately after you discover your loss or
damage.

*What if I discover loss or damage while unpacking after the moving
company has*

*completed the delivery and the destination inventory forms have been
signed?*

You should write or call the moving company and request claim forms and
a visit by the moving company's representative to verify the loss and/or
damage. The discovery of loss and/or damage after delivery may be
considered concealed loss and/or damage and you have up to 75 days after
delivery of your household goods to notify the moving company, in
writing (identify what the loss and/or damage is), and the moving
company WILL BE LIABLE. You may also file a claim for concealed loss or
damage after 75 days, however, you must prove the moving company caused
the loss and/or damage while your household goods were in its custody.

*What if the moving company does not send me the claim forms or a
representative to my home to verify the loss or damage?*

You should promptly prepare a list of the lost or damaged items and
forward this information, in writing, to the moving company, describing
the following information for

each item:

●Inventory item number;

●Item description (i.e., Johnson's Food Blender);

●Description of loss or damage (i.e., food blender glass broken);

●Repair and replacement cost (glass cannot be repaired; manufacturer no
longer makes the Johnson model; part is unavailable; replacement

model is \$175.00); and

●Claim must be for a specific dollar amount (generalizing such as

"approximately \$100.00" or "between \$75.00 and \$100.00" is not

sufficient).

If the moving company refuses to verify the loss or damage at your
residence, that fact should be included in your letter.

*What if the moving company sends a representative to verify the loss or
damage and I do not agree with the moving company representative's
position, what should I do?*

You should make a copy of the verification and your exceptions to the
moving company's position and submit these exceptions to the moving
company along with your claim. A [copy]{.underline} of your inventory
should also be included.

*How will the moving company determine the current value of my lost or
damaged items?*

Each item(s) value is determined by the current market value of an item
of the same or like value.

*When the moving company settles my claim, what will be used to
determine the basis of the settlement?*

All shipments moving under CHAMP are released at full value. The moving
company will either replace the lost or damaged item, reimburse you for
the full value (as determined by current market value), repair the item,
or reimburse you for the cost of repairs to damaged items to the extent
necessary to restore the item to the same condition as when received by
the moving company from the shipper. Actual replacement articles, if
any, will consist of articles of like kind and quality.

*With whom should I file the loss or damage claim?*

Unless instructed otherwise by your agency, you should file the claim
with the moving company. If you are uncertain of the moving company's
name, contact your Agency Move Coordinator.

*If I file a loss or damage claim with the moving company, is the
settlement paid to me or the Government?*

You should receive the settlement directly unless you have mutually
agreed otherwise with the moving company and/or the Government.

*How much time do I have to file a claim for loss or damage with the
moving company?*

You should file your claim immediately after delivery or just as soon as
you discover the loss and/or damage to your household goods. If you
experience concealed loss and/or damage, you must notify the moving
company in writing within 75 days from the date of delivery. This
notification of concealed loss and/or damage does not constitute filing
of a claim. You must still file a formal claim with the moving company.
In either case, a loss and damage claim should be filed with the moving
company no later than six years from date of delivery.

*How much time do I have to file a claim with the Government?*

Under the Military Personnel and Civilian Employees Claims Act, the
timeframe in which to file a claim is limited to two years from the date
of delivery. However, all Federal agencies do not participate in the
Claims Act so you must check with your Agency Relocation Coordinator to
confirm eligibility.

*Does the moving company have a specific timeframe to acknowledge the
receipt of my loss and damage claim?*

Yes. The moving company must acknowledge all claims for loss and/or
damage within 10 days after receipt.

*How much time does the moving company have to settle a loss or damage
claim?*

The moving company has 30 days after receipt of a properly filed claim
to pay, decline, or make a firm compromise settlement offer to you in
writing.

*What if the moving company is unable to offer me a settlement within 30
days?*

If the claim cannot be processed and disposed of within 30 days after
its receipt, the moving company may be allowed, with approval by the
Government, an additional 30-day period for settlement of the claim.

*How will I know if the moving company requires additional time to
settle a claim?*

When the moving company determines it needs more than 30 days, it will
advise you and the Agency Move Coordinator, in writing, or
electronically (by FAX or e-mail), of the status of the claim and reason
for the request for additional time in making final disposition of the
claim.

*What if after the additional 30 days, the moving company still does not
make me an offer for settlement?*

If the moving company fails to make a settlement after the additional 30
days, you should contact your Agency Move Coordinator for further
assistance.

**[Disputed Settlements]{.underline}**

*What if the moving company refuses to settle my claim to my
satisfaction?*

You should contact your Agency Move Coordinator for assistance.

*Can I file a lawsuit against the moving company?*

If the loss is considerable and you're not satisfied with the moving
company's settlement offer, you may consider filing a civil action suit
in a court to recover your loss.

*What is the General Services Administration's role involving disputes?*

In the event a satisfactory agreement cannot be reached between the
carrier and the Federal agency, the Program Manager of the Centralized
Household Goods

Traffic Management Program (CHAMP) will provide assistance and issue a
final decision in the resolution of claims disputes when and if
requested by the moving

company.

*What is considered a properly filed claim?*

The following items are minimum filing requirements that are considered

sufficient to constitute a properly filed claim.

(a)You must always submit your claim to the moving company or

its representative in writing.

(b)Your claim must contain facts sufficient to identify the shipment

of property involved.

(c)Your claim must identify the loss or damage, and assert that

it was caused by the moving company.

(d)Your claim must demand restitution of a specified or determinable

amount of compensation.

*What if I specify an uncertain amount, such as \$100 more or less in my
claim? Is this considered sufficient?*

No Whenever a claim is presented against a moving company for an
uncertain amount, such as \$100 more or less, it is not considered to be
a proper claim.

*Can I file a claim against the moving company for delay?*

No, you may not. However, your agency may file a claim against the
moving company if a moving company fails to perform services as agreed
and contracted for.

*Can I file a claim against the moving company for inconvenience?*

You may. If the moving company through its own fault causes an
inconvenience, then the moving company becomes responsible for
reimbursing either the Government or you for any damages that either you
or the Government have suffered. You may only collect for the difference
between the amount of per diem reimbursement from the Government and
your actual expenses.

*If I am inconvenienced because of a delay in receiving my household
goods, can*

*I rent or purchase some essentials for immediate use?*

Yes. However, you should contact the moving company before buying items
such as pots, pans, bedding, and other essentials. Sometimes moving
companies will make them available at no cost; if you purchase them
without notifying the carrier, the moving company may refuse to pay for
the rental or purchase of the essentials. Save all receipts for such
purchases and for groceries, restaurants, or lodging that result from
the moving company's delay.

*What are some of the other types of claims that I may file with the
moving company?*

You may file a claim for damage to real property and claims for personal

injury.

*Do the same time limitations for filing a claim, as prescribed for loss
or damage described previously, apply on real property claims for
personal injuries?*

Yes. However, for injury claims, you may want to contact your agency
legal counselor or your own legal representative for advice and
assistance.

*Can I file a claim for loss or damage against the Government?*

Yes. You may file a claim against the Government under the terms of the
Military Personnel and Civilian Employees Claims Act of 1964, Public Law
97-226 (31 U.S.C. 240). Under 31 U.S.C. 3721 (the Military Personnel and
Civilian Employees Claims Act of 1964, as amended), employees who
sustain a loss or damage to their household goods that exceeds the
amount recovered from a carrier in settlement of a claim may file a
claim against the United States for the difference sustained. The Act
authorizes, but does not require, agencies to compensate employees up to
\$40,000 for the excess loss or damage sustained by the employee. When
it is the policy of the agency not to compensate its employees under the
Act, the agency should advise employees of the options available to them
for insuring their household goods against greater risk of loss.

*Is there a time limit for filing a claim with the Government?*

Yes. You are limited to two years from the date of delivery of your
household goods by the moving company to file a claim with the
Government.

**[Complaints and Inquiries]{.underline}**

*Must the moving company have a complaint and inquiry system if I have a
problem?*

Yes. All interstate moving companies must have complaint and inquiry
procedures. If you are not given information on your moving company's
procedures, ask the moving company about them. Also, find out whom to
call regarding complaints, the telephone number, and if the moving
company will pay for such calls.

*If I have a complaint, whom should I contact first?*

Filing complaints depends on the nature of the problem.

*FOR EXAMPLE:*

●if you have a problem during packing where the packers are being

careless and not packing your household goods properly, i.e., mixing

kitchenware with other household goods items, etc.; or

●if you have a problem during loading where the moving company's crew,

based on your opinion, is not loading your furnishings in a safe manner;

i.e., placing your sofa in the vehicle without proper padding or
wrapping;

or

●if during delivery the moving company's crew refuses to allow you

enough time to inventory the condition of your household goods as they

are being unloaded from the vehicle; or

●if you have a problem with the placement of your household goods in

storage-in-transit at a location that is not a desirable location, i.e.,
lack of

security at the location; warehouse construction does not prevent rain

from entering the building; dirty facilities. For these types of
problems,

you should stop work immediately and contact your Responsible

Transportation Officer/Agency Move Coordinator for assistance to

correct the problems.

*FOR EXAMPLE:*

●if the moving company refuses to unpack your household goods upon

your request at the time of delivery; or

●if the moving company refuses to remove debris from your residence; or

●if after the move, the moving company denies your claim for loss
and/or

damage in full or in-part, missing items, etc.; or

●if the moving company fails to offer you a settlement to a claim
within 30

calendar days. For these types of problems, you should contact your

Agency Move Coordinator immediately for assistance to correct the
problems.

In all of the previously mentioned instances, make sure you have the
number

assigned to your shipment by the moving company as well as other

documents relating to the move.

**[Household Goods Carrier Evaluation Report]{.underline}**

*Is there a form that I should use to rate the performance of the moving
company that moved my household goods?*

Yes. To help the General Services Administration (GSA) judge how well
various household goods moving companies are performing their tasks,
please complete the "Household Goods Carrier Evaluation Report (GSA FORM
3080)," after your move. It is very important to do this promptly and
completely. Your agency should provide you with a copy of the GSA Form
3080 at the time of your shipment or shortly after. If you do not
receive the GSA Form 3080, contract your Agency Relocation Coordinator.

**XXlII. TRANSPORTATION OF MOBILE HOME**

**Transportation of a mobile home is an entitlement by statute and will
be paid for\
by the Government.**

If you are entitled to transportation of HHGs, you may elect
transportation of your\
mobile home in place of transportation and storage of those HHGs. To be
eligible for\
this allowance, you must certify, in writing, that the mobile home will
be used as your\
primary residence at the new duty station. The amount allowable for the
shipment of\
the mobile home shall not exceed the maximum amount which would be
allowed for\
transportation and 90 days temporary storage of your HHGs.
Transportation costs of\
any household goods, structures or items that cannot be placed in the
mobile home, or\
which would require a second vehicle to move, are not reimbursable.

Certain preparation costs that can be paid as transportation cost
include, but are not limited to:

1\. The costs for blocking and unblocking.

![](media/image9.wmf){width="3.8930555555555557in"
height="2.8555555555555556in"}

2\. Anchoring and unanchoring.

3\. Labor for removing and

installing skirting.

4\. Separating, preparing, and sealing each section for

movement.

5\. Reassembling the two halves of a double-wide mobile home.

6\. Travel trailer lift fees.

7\. Rental, installation, removal and extra axles with wheels and tires.

8\. Purchasing blocks in lieu of transporting blocks from old official
station and cost of replacement blocks broken while mobile home was
being transported.

9\. Packing and unpacking of HHG associated with the mobile home.

10\. Installation and removal of towing lights on trailer.

11\. Charges for reasonable extension of existing water and sewer lines.

12\. Dismantling and assembling a portable room appended to a mobile
home.

Costs which you may be responsible for are:

1\. Excess preparation or transportation charges.

2\. Costs for replacement parts, tires, purchases, structural repairs,
brake repairs or any other repairs or maintenance performed.

3\. Costs of insurance for valuation of mobile homes above carriers'
maximum liabilities, or charges designated in the tariffs as "Special
Service".

4\. Cost of storage.

5\. Costs of connecting/disconnecting appliances, equipment, and
utilities

involved in relocation. These costs may be payable as Miscellaneous
Expenses.

6\. Costs of converting appliances for operation on available utilities.

A GBL will be issued by Western to pay a carrier for movement of the
mobile home.

**XXIV. TRANSPORTATION AND TEMPORARY STORAGE OF PRIVATELY-OWNED\
VEHICLE**

**Transportation and temporary storage of a privately-owned vehicle is
not an\
entitlement. The Agency and the supervisor will determine if it is in
the best\
interest of the Government if this is to be authorized.**

You may ship one or more privately-owned vehicles at Government expense
from your\
residence to the new duty station if all the following conditions are
met:

A. Advantageous and in the best interest of the Government.

1\. Determined by the supervisor and TCSR.

2\. Employee needs to be at new duty station quickly.

![](media/image10.wmf){width="2.8541666666666665in"
height="1.3284722222222223in"}

3\. Family cannot use POV for travel because

of:

a\. ill health.\
b. pregnancy.\
c. small children and spouse traveling alone.\
d. other acceptable reasons.

B. Cost effective.

1\. Less to ship POV plus en route flight and per diem vs. en route per
diem and mileage.

2\. Cost comparison must include all vehicles.

C. Only a passenger vehicle is eligible for shipment.

D. Both residence and new official duty station are in the Continental
United\
States.

A separate GBL will be prepared for the shipment of the vehicle.

**XXV. RESIDENCE TRANSACTIONS (SALE/PURCHASE OF REAL ESTATE)**

**Sale/purchase of real estate is an entitlement by statute and will be
paid for by\
the Government.**

This section applies to all purchase and sale of property when you
choose not to enter into the Home Purchase Program. The Home Purchase
Program (see page 66) can be an important consideration when determining
your best approach towards selling your residence.

You may be reimbursed for certain expenses paid in connection with the
sale of one residence at the old official duty station (not to exceed
10% of the actual sale price); for purchase of one residence at the new
official station (not to exceed 5% of the actual purchase price); or for
the settlement of an unexpired lease involving the old official station
(FTR 302-11.320); or a mobile home and lot or a lot on which a mobile
home used as a residence was located, or will be located, provided
conditions set forth in the FTR are met (FTR 302-10). Costs associated
with construction of a residence are not reimbursable. Only expenses
paid in connection with permanent financing are reimbursable and only on
completed transactions.

The residence being sold must be in the name of the
employee/spouse/immediate family member/trust prior to being notified of
the transfer. The residence must be their primary residence and located
in the near vicinity of the old duty station. A new residence being
purchased must be in the near vicinity of the new duty station. Both the
old and new residences must be the residence from which the employee
commutes [daily]{.underline} to work.

Settlement dates on the sale or purchase must be within two years of the
date you\
reported for duty at the new official station. A written request for
extension, with\
justification acceptable to the agency, may be made no later than 30
days after the\
2-year expiration date. See page 64 for further details.

Amounts claimed for reimbursement must be supported by the following
documents:

A. DOE F 1520.1, Signed Application for Reimbursement of Expenses
Incurred\
Upon Sale or Purchase of Residence Upon Change of Station.

B. Copy of signed loan closing statements (Form HUD-1). The loan
closing\
statement may be a certified copy, signed or initialed and dated, by the
loan\
company.

C. Property settlement document.

D. Invoices or receipts for other expenses paid outside of closing.

Typical Reimbursable Expenses: The following are types of expenses which
may be\
reimbursed if the items are reasonable and customary in a particular
locality (as

determined by HUD), and are not finance charges. Each item or expense
claimed must be supported by documentation showing you incurred and paid
the expense:

1\. Advertising (in lieu of commission).

2\. Appraisal fees.

3\. Attorney\'s fees, counseling, and advisory service (not litigation
charges)\
that are reasonable and customary for the area.

4\. Contract preparation.

5\. Credit report.

6\. Equitable title interests.

7\. Environmental testing and associated property inspection fees.

8\. VA/FHA and conventional application fee.

9\. Loan assumption fee (in lieu of loan origination fee).

10\. Loan origination fee (purchase only) NTE 1 percent of the loan
amount.

11\. Loan closing fee/escrow fee.

12\. Mineral rights endorsements (contact your TCSR).

13\. Mortgage prepayment penalty.

14\. Mortgage title insurance policy (purchase).

15\. Notary fees.

16\. Owner\'s title insurance policy (when required for financing).

17\. Pest inspection fee (when required by lender).

18\. Power of attorney (for spouse/employee who could not attend
closing).

19\. Property certificates showing removal of liens.

20\. Real estate commission (sale only) customary for location. Tax on
the\
real estate commission. Incentives are not reimbursable.

21\. Recording fees.

22\. State revenue stamps.
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height="1.4590277777777778in"}\
23. Surveys (location reports).

24\. Tax certificate (sale only).

25\. Title opinion.

26\. Title search.

27\. Title insurance policy (in lieu of abstract) (sale).

28\. Transfer tax.

29\. Water stock transfer fee - nonrefundable.

30\. Well water/septic inspection certificates.

31\. Various certifications required by the title company (i.e., 8.1
EPA)

Typical Non-Reimbursable Expenses:

1\. Association transfer fees.

2\. Brokers fees in connection with purchase of residence.

3\. Cost of foreclosure sale (considered litigation).

4\. Duplicate appraisal fee (only one is allowed).

5\. Expenses that result from construction of a residence.

6\. Guaranteed sale fee.

7\. Homeowners fees.

8\. Inspections (except as required by lender and not in connection with
final\
inspection of a newly constructed residence).

9\. Interest on loans, points, and mortgage discounts.

10\. Land purchase or sale fees (in excess of residence site).

11\. Lenders inspection (except as required by lender).

12\. Losses due to market conditions.

13\. Operating, maintenance, or repair costs.

14\. Owner\'s record title insurance policy.

15\. Property insurance of any type.

16\. Property taxes.

17\. Termite/pest extermination fee.

18\. Water and sewer charges.

19\. UPS, Fax, FedEx, or messenger services.

The following are finance charges and are non-reimbursable under the
Truth in Lending Act or by \"Regulation Z of the Federal Reserve
System:\"

1\. Bring down endorsement.

2\. FNMA (Underwriters fee)

3\. Loan commitment fee.

4\. Loan transfer fee.

5\. Loan discount fee.

6\. Loan tie-in fee.

7\. Loan processing fee.

8\. Points.

9\. Second trust or mortgage.

10\. Tax certificate (purchase).

11\. Tax service fee/charge.

12\. VA funding fee.

13\. Underwriting fee.

If you have an item that is not listed above, please contact your TCSR
for additional\
information.

**XXVl. REAL ESTATE MOST FREQUENTLY ASKED QUESTIONS**

1\. The information you sent back after my voucher was paid showed a
deduction for\
finance charges. Exactly what does this mean?

The Federal Travel Regulations state payment cannot be made for finance\
charges as shown in the Truth-in-Lending Act and Regulation Z. Finance
charges\
are line items which are on your settlement sheet (provided at the time
of closing)\
which directly relates to the extension of credit. Some finance charges
are\
interest, loan discount or points, credit costs or the calculations
concerning the\
annual percentage rate of your loan.

2\. I\'m building a house. Why aren\'t the closing costs for the
construction loan paid\
as well as the final closing costs?

The FTR allows an employee to be reimbursed only once for each type of
expense\
that is allowable under the regulations. Expenses incurred related to
permanent\
financing on a completed residence are the most representative of
expenses an\
employee would incur to purchase an existing residence. The payment of
real\
estate expenses are based on that settlement. When similar fees and
expenses\
are incurred more than once as a result of the decision to construct vs.
buying an\
existing residence, the duplicate fees are considered to have resulted
from the\
construction of the residence and are not reimbursable.

3\. May I get a travel advance to help with the real estate costs?

Unfortunately no. The FTR states we cannot issue a travel advance for
these\
costs.

4\. Do I have to sell a residence in order to be reimbursed for the
purchase of a new

residence?

No. See FTR 302-11.8.

5\. If someone other than my spouse and myself hold title to part of my
residence,

what am I reimbursed?

You will be reimbursed for your share of the real estate expenses that
are allowable.

6\. Are any construction expenses reimbursable?

Possibly. If they are directly related to the construction of the
residence -- No. If

they are the same expenses as if purchasing an existing residence and
will not be

duplicated on the final financing of the residence -- yes.

**XXVIl. REQEST FOR EXTENSION OF RESIDENCE TRANSACTIONS**

**The initial period of entitlement for the sale/purchase transaction or
lease termination of your residence is two years after the date you
reported for duty at your new official station.**

Upon your written request, the time limitation may be extended for an
additional period, not to exceed a statutory two years. The request must
be submitted no later than 30 days after the end of your initial 2-year
period. The approval will be based on\
extenuating circumstances, acceptable to the agency, that prevented you
from\
completing a residence transaction in the initial 2 years. Examples of
extenuating\
circumstances are:

1\. Inability to obtain financing.

2\. Away from official duty station for extended periods of time.

3\. Inadequate housing to meet your family\'s needs.

Documentation is required as proof that, during the 2-year period, the
employee has\
attempted to sell by listing with a Realtor, applied for relocation
services (home buyout\
program), or entered into a purchase/sale or construction contract which
would\
reasonably be completed during the extension period.

**XXVIIl. LEASE SETTLEMENT\
 **

Expenses incurred for settling an unexpired lease (including
month-to-month rental payments, penalty/forfeiture payments of security
deposit if settlement of lease is not made) for residence occupied by
the employee at the old official station may include\
brokers fees for obtaining a sublease or charges for advertising an
unexpired lease.\
  

Such expenses are reimbursable when:

1\. Applicable laws or the terms of the lease provide for payment of
settlement\
expenses.

![](media/image12.wmf){width="2.591666666666667in"
height="1.5583333333333333in"} 2. Such expenses cannot be

avoided by sublease or other

arrangements.

3\. The employee has not

contributed to the expenses by failing to give appropriate lease
termination notice promptly after he/she has definite\
knowledge of the transfer.

4\. The broker\'s fees or advertising charges are not in excess of
those\
customarily charged for comparable services in that locality.

Itemization of the above expenses are required and needs to be claimed
on a travel\
voucher. Each item is to be supported by documentation showing the
expense was in\
fact incurred and paid by the employee. A copy of the lease also needs
to be\
submitted.

**XXlX. HOME PURCHASE PROGRAM**

The Federal government contracts with various relocation companies to
purchase residential properties from employees who move from one duty
station to another. This program is provided at no cost to you.

To be eligible for participation under this contract, the employee\'s
interest in the home must be reflected by a property title held in one
of the following manners:

1\. In the name of the employee alone.

2\. In the joint name of the employee and one or more members of his
immediate family as defined in the FTR 300-3.

3\. Solely in the name of one or more members of the employee\'s
immediate family.

4\. In the joint name of the employee and a separate unrelated joint
owner when pro rata reimbursement could be authorized under FTR 302.11,
if the employee sold the residence under the direct reimbursement
method. Such eligibility is subject to the conditions as defined.

5\. In the name of a separate accommodation party or parties as defined
in the FTR part 302.11.

Properties that are not eligible for this program are (but not limited
to):

1\. Mobile homes which are located on land not owned by the employee or
does not meet minimum requirements for a permanent structure.

2\. Vacant land.

3\. Cooperatives.

4\. Houseboats.

5\. Residences which:

a\. Do not meet building and health codes.\
b. Financing would not be available.\
c. Located in toxic waste areas.\
d. Contaminated by toxic substances.\
e. Not serviced by water/sewer which meet local/state health standards.

f\. Not insurable.

g\. Not completed construction or under renovation.

h\. Homes that cannot be values, i.e., lacks comparable housing to
compare to, inaccessible or remote location.

The employee pays a percentage of the fee paid to the relocation company
under the\
following circumstances:

1\. Employee/spouse own the property along with other persons and/or
entities.

2 The property also has rental units.

3\. Land in excess of that needed for the residence and appurtenant
structures.

4\. Property involved in a divorce.

The terms contractor, Relocation Company, Cartus or Cartus Corporation
all refer to the company that currently has the Home Purchase Program
contract.

You must list the property with a real estate agent of your choice prior
to a request for this buyout program. **[You need to inform the real
estate agent you may want to use this program and have the clause shown
on the last page of this chapter inserted into your real estate
contract]{.underline}.**

This clause is extremely important because it will keep you from being
held liable for any commission (which would not be reimbursable to you)
to be paid to the agent in the event you decide to accept the offer from
the Relocation Company.

![](media/image13.wmf){width="1.5in" height="1.5923611111111111in"}The
residence must be on the market for at least 30 days, 21 of which [must
be]{.underline} after the receipt of Cartus\' guaranteed offer. This
clause was added to give you time to locate a buyer if you do not like
the offer made by the relocation company.

If you elect to have Cartus purchase your residence, you must complete
the \"Employee Application Request for Contractor Services\" prior to
the expiration of your 2-year time limitation for entitlement and with
sufficient time to [complete]{.underline} (approximately 60 days) the
sale before the expiration date. You will need to submit the completed
application to your TCSR. A Delivery Order will be initiated and
forwarded to Cartus. Once Cartus has received the Delivery Order, Cartus
will assign a Relocation Specialist to your case. The Specialist will
deal with you by telephone, fax and email. A list of certified
appraisers will be sent to you and you will be responsible for selecting
three appraisers or you may submit names of your own selected
appraisers.

If an offer is submitted to you or your real estate agent, you may
verbally accept the offer; however, you may not accept the offer in
writing. Your real estate agent needs to submit the offer to Cartus for
evaluation to determine if the buyer is making a bona fide offer. See
Amended Value Sale later in this chapter.

The 30-day clock starts after Cartus receives your choice of appraisers.
During\
those 30 days, Cartus will contract with the appraisers for appraisals,
have a\
market analysis completed on the property, have various inspections
made, and does a title search. If any inconsistencies in any of the
above or repairs need to be made, this is also completed during the 30
days.

Cartus will make an offer to you based upon the two independent
appraisals. The\
third appraiser selected by you will appraise the property if the
appraisal amounts of the first two appraisals are more than 5 percent
apart. The standard of appraisal shall be the current **FAIR MARKET
VALUE** of your property in \"as is\" condition, and shall be
interpreted to mean the most probable price that a buyer would pay, and
a seller

would accept, if the property were immediately exposed to the market for
a reasonable period of time (90 days). If the difference between the two
appraisal valuations exceeds 5 percent, a third appraisal will be
obtained. The average of the two closest appraisals will be Cartus\'
offer to you. The entire process from the original request to final
receipt of payment should take approximately 6 to 9 weeks. Employees who
sell their home through the contractor WILL NOT BE ELIGIBLE FOR THE REAL
ESTATE ENTITLEMENT ON THE SALE OF THEIR HOME AT THE OLD DUTY STATION,
but will be entitled to reimbursements on the purchase of the new
residence.

The program basically follows the procedure listed below:

1\. House is put on market with a licensed real estate broker.

2\. Employee sends request for relocation services to TCSR.

3\. TCSR requests a delivery order.

4\. Delivery order is prepared and emailed to Cartus.

5\. One working day after receipt of the delivery order, the Relocation
Company will contact employee.

6\. The employee will be advised of the Cartus web site where the
employee will locate the necessary forms for completion related to the
relocation program.

7\. Within three working days, a list of appraisers will be mailed to
employee.

8\. Employee chooses 3 appraisers and faxes list to the Relocation
Company within 2 working days of receipt of the list of appraisers.

9\. The relocation company will request appraisers and inspections
within one working day of notification.

10\. Relocation Company receives fax of list of appraisers from the
employee\
and has thirty work days to complete appraisals and all inspections\
and make the employee a verbal offer, and within 2 working days, follows
with a written offer. It shall include all copies of pertinent documents
relating to the offer.

11\. Sixty [calendar]{.underline} days for employee to accept or reject
offer. Employee must

have any repairs completed within 30 calendar days of the offer and may
not accept the offer until all repairs have been made. Funds may be
placed in escrow and employee may then accept/reject offer.

12\. Once the Relocation Company has made a verbal offer to the
employee,\
the Relocation Company has to wait an additional 21 days before it can\
complete the purchase of the residence from the employee, even though\
the employee may have accepted the offer immediately. This 21 days is\
designed that if the employee does not like the offer made, they can try
to\
locate a buyer for the property. This 21 days is within the 60 calendar\
days mentioned in 11 above.

13\. Three to seven days for Relocation Company to finalize paperwork
and\
send amount due, if any, to employee.

14\. Forty-five days after employee acceptance of offer from Relocation\
Company, must vacate the premises, or sooner if agreed to by all
parties\
involved.

15\. Employee can request a review if not satisfied with offer. The
request for review must be submitted to Cartus within 30 calendar days
of receipt of the written offer from Cartus. Information is provided on
this process with the written offer from the Relocation Company.

If the employee declines the offer made by Cartus within the 60-day
acceptance period, the property will remain effective in the program
until the expiration of the 60-day period. The employee may change
his/her mind during that time and the property will be considered \"in
the program\". The property will be removed\
from the program after the 60-day period expires. It may not be entered
into the program at any future date. Similar costs paid to Cartus may
not be reimbursed to the employee in the sale of the residence.

[Amended Value Sale]{.underline}

During the 60-day acceptance period, or at any time during the process
shown above, if the real estate agent provides a buyer to Cartus, the
procedure follows these

guidelines:

1\. Do not enter into a contract or sign any agreement document with the
potential buyer or accept a down payment or earnest money deposit.

2\. Cartus will review the offer\'s terms and conditions. There cannot
be any contingency clauses related to the offer - for example, to
purchase this residence only if the buyer\'s residence sells. A home
inspection and

associated repairs are not contingency clauses for this purpose.

3\. Cartus will verify if offer is bona fide. Within five working days
of receipt of the outside offer and all required documentation, Cartus
shall notify the employee of its determination.

4\. If the offer is valid, Cartus will amend any offer given the
employee to

match the offer provided (and accepted by the employee) by the buyer.

5\. Cartus will then purchase the property from the employee.

6\. Cartus will sell the property to the buyer.

[Amend from Zero Sale]{.underline}

If you or your real estate agent receive an offer prior to completion of
the appraisal process, the offer is presented to Cartus for evaluation.
The process follows the basic procedures outlined above. Cartus will
obtain 2 licensed real estate brokers to perform market analysis to form
the basis for the property value. The higher of the two analyses will
help determine the reasonableness of the offer.

[Vacating Date]{.underline}

Once the offer has been accepted, a vacating date is established. You
may remain no longer than 45 calendar days after acceptance of the offer
or the scheduled closing date with the outside buyer. Any tenants must
vacate prior to the employee\'s acceptance of the offer.

**REAL ESTATE AGENT CLAUSE**

**[You need to inform the real estate agent you may want to use the
buyout program and have the clause shown below inserted into your real
estate contract.]{.underline}**

This clause is extremely important because it will keep you from being
held liable for\
any commission (which would not be reimbursable to you) to be paid to
the agent in the event you decide to accept the offer from the
Relocation Company.

The clause is as follows:

1\. The real estate agent/broker expressly acknowledges and agrees that
the seller(s)/owner(s) have the following rights:

a\. To sell the property to Cartus Corporation or any affiliate of
Cartus Corporation (collectively \"Cartus\" at anytime, and in such
event, this Listing Agreement is deemed cancelled with no obligation for
payment of a commission or continuance of the listing thereafter; or

b\. To turn over or assign any acceptable written offer hereunder to
Cartus for negotiation, completion and closing, with payment of
commission being the obligation of Cartus. No commission or
compensations hall be earned by, or be due and payable to, the real
estate agent/broker until a sale has been consummated, the deed
delivered to the buyer(s), and the purchase price delivered to the
seller(s)/owner(s) or to Cartus. No monies above and beyond the
percentage commission rate specified in the listing agreement will be
paid to the real estate agency/broker for any reason.

2\. Owner(s) have requested and I agree to provide Cartus or its
designee such information with regard to any prospective buyer(s) as may
be necessary for Cartus to determine that an offer is bona fide; that
the prospective buyer(s) can reasonably be expected to qualify for any
mortgage or other loan required to consummate the purchase and sale; or
that the prospective buyer(s) can perform any other term or condition of
any offer, counteroffer or prospective contract.

**XXX. HOME PURCHASE PROGRAM MOST FREQUENTLY ASKED QUESTIONS**

1\. I want to use the Relocation Company program. How long before I can
request the\
buyout?

You may request, through your TCSR, the Relocation Company at any time
after\
you have been notified that you have been selected for a position, a
travel\
authorization has been prepared, and the home has been listed with a
bona fide

real estate agent.

Since you must complete the sale prior to the expiration of the 2 years
from the

date you physically reported for duty, allow 2-6 months before that
expiration date

to start the buyout program so the sale is completed.

2\. What are the advantages of using the Relocation Company vs. selling
it myself?

There are two advantages: (1) the house may be sold sooner than on the
open\
market, and (2) when sold to the Relocation Company, there are no taxes

deducted from the payment you receive from them. If you sell it yourself
(or through

a realtor) Federal, State, Local, and FICA/Medicare tax are deducted
from the

amount the Agency reimburses to you.

3\. Do they give you fair market value? I\'ve heard they short the
actual amount by\
10 percent?

The Relocation Company makes the offer based on the 2 (or 3 as
applicable)\
appraisals submitted by the appraisers. The appraisers are to use
comparable\
[completed]{.underline} sales that occurred within the last 90 days.

4\. What is \"standard of appraisal\"? What guides do the appraisers use
for their\
appraisals?

The appraisers use a standard industry Employee Relocation Council
Guideline

and the appraisal form. The standard of appraisal means what the
anticipated sale

price of the property would be in \"as is\" condition. \"As is\" means
what are the

cosmetic and decorative features but [excludes]{.underline} the
structural, electrical, and

mechanical condition of the property.

**XXXl. HOME MARKETING INCENTIVE PROGRAM**

This program is available only to employee\'s under the Home Purchase
Program.

The payment of the incentive is based on the following criteria:

1\. The residence is in the program.

2\. Before the actual sale of the residence to Cartus, the employee
presents\
a qualified buyer to Cartus.

3\. Cartus completes the purchase of the residence from the employee.

4\. Cartus completes the sale of the residence to the new buyer.

5\. Cartus bills Western at a lower percentage rate rather than the
full\
percentage rate allowable under the contract with the relocation
contractor.

6\. The incentive is then paid to the employee by Western.

The incentive is 3 percent of the value of the residence, not to exceed
\$9,000.00. This\
payment is subject to Federal, State, and FICA/Medicare Tax. It does not
qualify for\
the Withholding Tax Allowance or the Relocation Income Tax Allowance.

**XXXIl. HOME MARKETING INCENTIVE PROGRAM MOST FREQUENTLY ASKED\
QUESTIONS**

1\. Why does it take so long to receive my incentive after Cartus has
paid my\
equity?

After Cartus pays you your equity, they have officially purchased your\
residence. Cartus then has to close with the new buyer which can take up
to\
two months. After the sale of the residence to the new buyer, Cartus
will then\
bill Western. When Western receives the bill, we are then authorized to
process the\
incentive payment.

2\. What happens if the sale to the new buyer is not completed by
Cartus?

If for some reason (the loan doesn\'t go through, etc.) the resale is
not completed,\
Cartus will bill for their full amount and an incentive payment cannot
be paid.

3\. Can Western pay the incentive payment based on my equity payment
sheet?

The regulations require that Western receive a bill from Cartus showing
the\
amended value amount before an incentive payment can be made.

4\. Is my incentive payment taxed by the Government?

Yes.

5\. Is the incentive payment included in the Relocation Income Tax
Allowance

calculation?

No.

**XXXIIl. INCOME TAX CONSEQUENCES OF A PERMANENT CHANGE OF\
STATION MOVE**

**Relocation Income Tax Allowance is an entitlement by statute and will
be paid by the Government.**

The Internal Revenue Service considers most reimbursed moving expenses
to be\
supplemental wages or earned income to the employee. Also, any
third-party\
payments made to a company on behalf of the employee may be considered
income.\
You are responsible for any adjustments related to moving expenses and
any offset of\
the reimbursements when filing your income tax return.

The following items are considered nontaxable and will be listed on your
W-2 as an\
Item P. This amount is not included in your gross compensation as shown
in Block 1 of\
your W-2.

1\. En route transportation (NTE \$.10 per mile) and lodging for
employee and family. Transportation includes costs associated with a
GTR.

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2\. Transportation of HHGs.

3\. Storage of HHGs.

The following items are considered taxable and will be

included in your gross income:

1\. En route M&IE.

2\. En route transportation over \$.10 per mile.

3\. Miscellaneous Expense Allowance.

4\. All costs associated with a HHT (including airfare).

5\. Temporary Quarters.

6\. Real Estate Sale and Purchase (but not the relocation company).

7\. Withholding Tax Allowance (WTA). This amount is also added to the
Federal Tax amount on the W-2.

The taxable reimbursements listed in Items 1 through 7 are subject to
State, Local and\
FICA/Medicare Tax which **[WILL BE]{.underline}** deducted directly from
your voucher.

A WTA is paid as an estimated partial advance payment of your Federal
withholding tax obligation. The amount of the WTA is currently
reimbursed at 27 percent on the taxable moving expenses. This will show
as income on your leave and earnings statement under your Federal Income
Tax and on the W-2.

At the end of each calendar year in which expenses were reimbursed and
taxes\
withheld, a packet will be sent to you for claiming the RITA. This
includes a letter from\
the Chief Financial Office, Lakewood, Colorado, instructing you to sign
a travel voucher, complete a RITA certification form and include a copy
of your and your spouse\'s W-2 and a self-employment schedule, if
applicable. A final computation is performed by the TCSR to determine
the actual RITA.

The RITA is initiated to reimburse you, the employee, for substantially
all of the\
additional Federal, State, and Local tax liability incurred by you, and
your spouse, if\
filing a joint tax return, resulting from your PCS. The difference
between the RITA\
computation and the WTA advanced will be paid to the employee. In some
cases, if the WTA exceeded the RITA, the employee may have to reimburse
Western. A RITA is never calculated on a previous RITA, \"fringe
benefit\" expenses, the home marketing\
incentive program, or for new appointees.

The tax consequences of a PCS are complex. Preparation of individual tax
returns is\
the responsibility of the employee.

**XXXIV. TAX WITHHOLDING TABLE**

These flat tax rates are effective as of January 2007, for PCS
reimbursements,\
according to IRS Circular E, \"Employer\'s Tax Guide:\"

1\. Federal Tax Percent:

Federal Withholding 27 percent.

FICA Employee 7.65 percent (Maximum taxable is \$97,500 in 2007.\
Thereafter, all wages are subject to 1.45 percent).

Medicare Employee 1.45 percent.

2\. State Tax Percent:

> Arizona 10 percent of Federal tax\
> California 6 percent\
> Colorado 4.63 percent\
> Iowa 6 percent\
> Missouri 6 percent\
> Montana 6 percent\
> Nevada 0 percent\
> Nebraska 5 percent of Federal tax\
> New Mexico 6 percent\
> North Dakota 3.92 percent\
> South Dakota 0 percent\
> Utah 6.98 percent\
> Virginia 5.75 percent\
> Wyoming 0 percent

**XXXV. TAX CONSEQUENCES OF A PERMANENT CHANGE OF STATION MOVE\
MOST FREQUENTLY ASKED QUESTIONS**

1\. Every time I receive a voucher showing payment, there are taxes
deducted.\
Why is this being done and where does that money go?

All Government agencies are required to deduct State, Local, and\
FICA/Medicare Tax for payments made to employees for certain travel and\
transportation expenses in connection with a relocation. The Federal Tax
(also\
known as Withholding Tax Allowance) is paid into the employee\'s Federal
Tax\
account by Western on behalf of the employee. The Federal Tax is not\
deducted from the voucher. The State, Local and FICA/Medicare Tax cannot
be\
paid by Western on behalf of the employee; therefore, it is deducted
directly from\
the voucher. The amount deducted from the voucher is credited to the\
employee\'s State, Local or FICA/Medicare Tax account.

2\. I\'ve reached the limit in payment of the taxes. Do I receive the
money back?

You will be refunded the portion that is considered an \"overpayment\"
in your\
salary check.

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**XXXVl. APPEAL PROCESS**

If there is a disagreement between what you believe you should have been
paid\
compared to the actual payment of your voucher, you may file an appeal.
The process\
is as follows:

1\. Ask the TCSR for any backup documentation and a more complete\
explanation of how the amounts were arrived at.

2\. A letter is written by the employee requesting an appeal and stating
the\
reason why to the Fiscal Operations Supervisor who will review and
respond\
to the request.

3\. If you still disagree, a letter is written by the employee to the
Chief Financial\
Officer in Lakewood, CO, requesting a review and a determination.

4\. You may request your TCSR to obtain an opinion from the CBCA who

will make a final determination.

5\. An appeal should be started as soon as possible while all the facts
are\
\"fresh\".

**XXXVIl. VOUCHER PREPARATION**

An original travel voucher, WAPA Form F 1500.3 (10-96), is submitted
with every claim for reimbursement. [It is signed by you, the employee,
and your supervisor]{.underline}.

The voucher is submitted directly to your TCSR in Lakewood, CO, after
signature by the supervisor. Be sure and make copies of all documents
for your files.

All vouchers are completed using the employee\'s name even though a
spouse may\
have taken a house-hunting trip or incurred en route expense separate
from the employee.

Original receipts are required for airfare (passenger coupons), rental
cars, lodging, and\
amounts over \$75.00. Copies of your real estate papers (for instance
the HUD-1) are\
acceptable.

Vouchers are to be submitted within 5 days after completion of each
function; i.e., the\
house-hunting trip, en route, 30 days of TQ etc. There is a sample of a
completed\
voucher under Group 4 in the back of this booklet.

A voucher needs to be submitted before payment can be made. For example,
fixed\
house-hunting or temporary quarters reimbursement requires a voucher for
the claim to be processed. The TCSR cannot automatically make payment.

An Adjustment Notice is prepared by your TCSR for every reimbursement
made. This\
shows any items suspended, the reason, and if a reclaim may be made.

A Bill of Collection may be prepared and sent to you if a deduction
cannot be made\
from a payment. An example would be a negative RITA.

A claim against the United States is forfeited if the claimant attempts
to defraud the\
Government in connection with the claim (28 U.S.C. 2514). In addition,
there are two\
criminal provisions under which severe penalties may be imposed on a
traveler who\
knowingly presents a false, fictitious, or fraudulent claim against the
United States\
(18 U.S.C. 287 and 1001). Travelers\' claims for reimbursement shall
accurately reflect\
the facts involved in every instance so that any violation or apparent
violation of those\
provisions may be avoided.

 

**XXXVIll. RELOCATION COORDINATORS**

Please contact your TCSR for the gaining area listed below when you have
questions\
concerning your PCS:

Betty Chase (720) 962-7463

Colorado River Storage Project Management Center, Corporate Service
Office,

Desert Southwest Region, Rocky Mountain Region, Sierra Nevada Region,
and

Upper Great Plains Region

The fax number is 720-962-7459 or 720-962-7482.

The address is:

DOE-WAPA

Attn: (name of coordinator), A8210

Fiscal Operations

12155 W. Alameda Parkway

P.O. Box 281213

Lakewood, CO 80228

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