RELOCATION TRAVEL POLICIES and PRODECURES for New Employees - November
2005

The NCI-Frederick Travel Core has been asked to document the basic
relocation travel policies and procedures for new employees.  Below you
will find the most frequently asked relocation questions in Q&A format. 
If you have a question regarding relocation travel which is not
addressed below, please let Vanessa Guyton or Debbie Dixon know and we
will add it to the document.

Question #1 -- As a new appointee or fellow (non-FTE trainee position),
what relocation expenses may we (the lab) pay or reimburse to the
employee/fellow?

Answer #1 - The agency has the right to decide whether or not payment of
relocation travel expenses will be allowed, but if the decision is made
to pay relocation costs for an **FTE employee**, ***all*** mandatory
relocation allowances must be reimbursed.  It is not common practice for
CCR, NCI to pay relocation travel for FTE employees, especially in the
climate of reduced budgets.  For a **Non-FTE employee** (CRTAs and
Visiting Fellows), the reimbursement ***may not*** ***exceed \$3,000***,
but ***may be capped*** at a lower amount.  Following is a list of
relocation allowances that ***must*** be paid or reimbursed if the
decision is made to pay or reimburse relocation for an FTE employee, or
***may*** be reimbursed up to or NTE \$3,000 for a Non-FTE employee.

1)  Transportation of employee and immediate family member(s)

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1)  Per diem for employee only

2)  Transportation and temporary storage of household goods

3)  Extended storage of household goods

4)  Transportation of a mobile home or boat used as a primary residence
    in lieu of the transportation of household goods

The agency has discretionary authority to pay or reimburse the following
relocation allowance:

> 6\) Shipment of privately owned vehicle.

Question #2 -- What paperwork is necessary for approval?

Answer #2 -- If shipment of household goods is being reimbursed, the NIH
Contractor, (Prudential) must be contacted to make the travel and
shipping arrangements.  Primary contact for Prudential is Pat Grimes at
202-626-5003 or Mary Eckloff (vouchers) at 202-626-1030. Following is
the documentation needed by Prudential, which should be faxed to them at
202-626-5069:

1)  Copy of an approved [NIH
    2028-1](http://forms.cit.nih.gov/adobe/personnel/NH2028_1.PDF) (for
    non-FTE employees) or a [NIH
    2028](http://forms.cit.nih.gov/adobe/personnel/NH2028.PDF) (FTE
    employees) -- Request for Permanent Change of Station.  View the
    [Sample NIH
    2028-1](http://home.ncifcrf.gov/campus/arc/documents/NH2028_1Sample.pdf)
    (for non-FTE fellows) for guidance.

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1)  Copy of SF-50 or SF-52 - FTE employee or,

> Copy of approved FPS Award - Non-FTE fellow

2)  Memo from supervisor/sponsor approving funds for relocation
    reimbursement.  View the [Sample
    Memo](http://home.ncifcrf.gov/campus/arc/documents/MemoRelocationApp.dot)
    for guidance.

In cases where relocation costs for shipment of household goods are
being reimbursed, **Prudential will contact the traveler directly to
make the travel arrangements and prepare the HHS-1 for NCI-Frederick ARC
Travel Core approval**.  A processing fee for Prudential counseling
services and preparation of the travel order and voucher will be
charged.  The fee is \$275.00 for domestic moves, and \$448.00 for
international moves.  This service fee is paid through a Record of Call
(ROC) in the ADB System.  The ROC is entered and processed by the
NCI-Frederick ARC. It is the recommendation of the NCI-Frederick Travel
Core that the processing fee is in addition to, and not a part of the
NTE amount used for actual relocation costs.

Question #3 -- Do I have to go through Prudential for relocation that
only entails en route travel and per diem (i.e. airfare or mileage
only)?

Answer #3 -- No.  Following is the travel documentation and procedure
for en route travel only:

1)  An [HHS-1 Travel Order](http://www.psc.gov/forms/HHS/Hhs-1.pdf) is
    prepared by the laboratory staff for the proposed relocation
    expenses and approved by a member of the travel core. Additionally,
    Dr. Robert Wiltrout or Dr. Jeffrey Strathern must approve if it is a
    foreign travel.  View the samples for both [CRTA
    HHS-1](http://home.ncifcrf.gov/campus/arc/documents/HHS-1CRTA.pdf)
    and [VF
    HHS-1](http://home.ncifcrf.gov/campus/arc/documents/HHS-1VFSample.pdf)
    for guidance.

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1)  An [SF-1012
    Voucher](http://forms.cit.nih.gov/adobe/travel/SF1012.PDF) is
    prepared by the laboratory staff after the travel has occurred, and
    submitted to the travel core along with receipts (i.e. airfare
    receipts, U-haul, tolls, etc) for approval.  View the samples for
    both [CRTA SF-1012
    Voucher](http://home.ncifcrf.gov/campus/arc/documents/SF1012CRTA.pdf)
    and [VF SF-1012
    Voucher](http://home.ncifcrf.gov/campus/arc/documents/SF1012VF.pdf)
    for guidance.

Please keep in mind that if the laboratory staff prepares the HHS-1 for
airfare only, the airline ticket **MUST** be procured from the
government contracted Travel Management Center (TMC), which is currently
Omega.  The traveler will not be reimbursed if the ticket is not
procured by the TMC.

Question #4 -- What OC Codes should I use?

Answer #4 - Most frequently used OC Codes for relocation travel:

1)  21.61 -- Domestic (En route travel -- FTR 302-1.10)  This OC is used
    for domestic airfare, mileage, per diem and taxis.

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1)  21.62 -- Foreign (En route travel -- FTR 302-2)  This OC is used for
    foreign airfare, taxis and rarely per diem, which usually is not
    incurred.  Please note that per diem CANNOT be paid in Frederick, MD
    upon arrival, as this is the official duty destination for
    relocation.

2)  22.13 -- Transportation of household goods and house trailer --
    civilian (new appointee).  (FTR 302-8, FTR 302-7 and FTR 302-10). 
    The usage of a U-haul falls under this OC.

3)  25.72 -- Storage of household goods -- civilian (new appointee). 
    (FTR 302-8 and FTR 302-9)

4)  25.2Z -- Consulting and Other Services with Private Sector.  This OC
    Code is rarely used, but would be used for expenses such as excess
    baggage or shipment of boxes via mail.

Question #5 -- What are the guidelines that allow reimbursement of per
diem in conjunction with relocation?

Answer #5 -- All of the following must be applied:

1)  For a new appointee/fellow, per diem can be allowed only for the
    employee.

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1)  Only .75 may be allowed for meals on the first and last days of
    travel.

2)  The per diem rate for en route relocation travel is the standard
    CONUS rate, which is currently at \$99.00 (\$60.00 for Lodging and
    \$39.00 for M&IE).

3)  The minimum driving distance if relocating by POV shall not be less
    than 300 mile per calendar day.  An exception to the daily minimum
    driving distance may be made when the delay is beyond the control of
    the employee (i.e. act of God or when the employee is physically
    handicapped; or for other reasons acceptable to the agency).

Question #6 -- What is the mileage rate if a POV is used for relocation?

Answer #6 -- See the following chart:

  ------------------------------------------------------------ ----------
  OCCUPANTS OF POV                                             Mileage
                                                               Rate

  Employee only; or one member of the immediate family         \$0.15

  Employee and one member; or two members of immediate family  \$0.17

  Employee and two members; or three members of immediate      \$0.19
  family                                                       

  Employee and three or more members; or four or more members  \$0.20
  of the immediate family                                      
  ------------------------------------------------------------ ----------

Please note:  Listed below are the website addresses for the relocation
documents. These forms may also be found at the NCI Frederick ARC
website under the travel section.

**Fillable Travel Forms:**

  ------------------- ---------------------------------------------------------
  **FORM**            **WEBSITE ADDRESS**

  HHS-1               <http://www.psc.gov/forms/HHS/Hhs-1.pdf>

  NIH-2028 (FTE)      <http://forms.cit.nih.gov/adobe/personnel/NH2028.PDF>

  NIH-2028-1          <http://forms.cit.nih.gov/adobe/personnel/NH2028_1.PDF>
  (NON-FTE)           

  SF-1012             <http://forms.cit.nih.gov/adobe/travel/SF1012.PDF>
  ------------------- ---------------------------------------------------------

**Sample Travel Forms:**

  ------------------ -----------------------------------------------------------------------------------------------------------------------------------------
  **SAMPLE FORM**    **WEBSITE ADDRESS**

  HHS-1 (CRTA)       [http://home.ncifcrf.gov/campus/arc/documents/HHS-1CRTA.pdf](http://home.ncifcrf.gov/campus/arc/Download/HHS-1CRTA.pdf)

  HHS-1 (VF)         [http://home.ncifcrf.gov/campus/arc/documents/HHS-1VFSample.pdf](http://home.ncifcrf.gov/campus/arc/Download/HHS-1VFSample.pdf)

  NIH-2028-1         [http://home.ncifcrf.gov/campus/arc/documents/NH2028_1Sample.pdf](http://home.ncifcrf.gov/campus/arc/Download/NH2028_1Sample.pdf)
  (NON-FTE)          

  SF-1012 (CRTA)     <http://home.ncifcrf.gov/campus/arc/documents/SF1012CRTA.pdf>

  SF-1012 (VF)       <http://home.ncifcrf.gov/campus/arc/documents/SF1012VF.pdf>

  Memo of App. of    [http://home.ncifcrf.gov/campus/arc/documents/MemoRelocationApp.dot](http://home.ncifcrf.gov/campus/arc/Download/MemoRelocationApp.dot)
  Funds              
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