[Federal Register Volume 89, Number 15 (Tuesday, January 23, 2024)]
[Proposed Rules]
[Pages 4268-4272]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-01214]


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GENERAL SERVICES ADMINISTRATION

41 CFR Part 302-16

[FTR Case 2022-04 Docket No. GSA-FTR-2023-0017, Sequence No. 2]
RIN 3090-AK65


Federal Travel Regulation (FTR); Relocation Allowances--
Miscellaneous Expenses Allowance

AGENCY: Office of Government-wide Policy (OGP), General Services 
Administration (GSA).

ACTION: Proposed rule.

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SUMMARY: The United States General Services Administration (GSA) is 
proposing to amend the FTR by removing the relocation miscellaneous 
expenses allowance (MEA) lump sum amounts from the FTR. These lump sum 
amounts will be published in FTR Bulletins on an intermittent basis, 
much like what is done for per diem and mileage rates. The relocation 
MEA actual (as opposed to lump sum) amounts are unchanged and will 
remain in the FTR. The proposed rule would also update the types of 
expenses that may or may not be reimbursed by relocation MEA when 
employees itemize under actual expense. The proposed rule would also 
update and clarify other relocation MEA regulatory sections and 
rearrange them into a more sequential order.

DATES: Interested parties should submit written comments to the 
Regulatory Secretariat Division at the address shown below on or before 
March 25, 2024 to be considered in the formation of the final rule.

ADDRESSES: Submit comments in response to FTR Case 2022-04 to: 
Regulations.gov: http://www.regulations.gov. Submit comments via the 
Federal eRulemaking portal by searching for ``FTR Case 2022-04''. 
Select the link ``Comment Now'' that corresponds with ``FTR Case 2022-
04.'' Follow the instructions provided on the screen. Please include 
your name, company name (if any), and ``FTR Case 2022-04'' on your 
attached document. If your comment cannot be submitted using https://www.regulations.gov, call or email the points of contact in the FOR 
FURTHER INFORMATION CONTACT section of this document for alternate 
instructions.
    Instructions: Please submit comments only and cite FTR Case 2022-
04, in all correspondence related to this case. Comments received 
generally will be posted without change to https://www.regulations.gov, 
including any personal and/or business confidential information 
provided. To confirm receipt of your comment(s), please check 
www.regulations.gov, approximately two to three days after submission 
to verify posting.

FOR FURTHER INFORMATION CONTACT: For clarification of content, contact 
Mr. Rodney (Rick) Miller, Program Analyst, Office of Government-wide 
Policy, at 202-501-3822 or <a href="/cdn-cgi/l/email-protection#0175736077646d716e6d686278416672602f666e77"><span class="__cf_email__" data-cfemail="ed999f8c9b88819d8281848e94ad8a9e8cc38a829b">[email protected]</span></a>. For information 
pertaining to status or publication schedules, contact the Regulatory 
Secretariat Division at 202-501-4755 or <a href="/cdn-cgi/l/email-protection#571004160532300432341730243679303821"><span class="__cf_email__" data-cfemail="dc9b8f9d8eb9bb8fb9bf9cbbafbdf2bbb3aa">[email protected]</span></a>. Please cite 
FTR Case 2022-04.

SUPPLEMENTARY INFORMATION:

I. Background

A. Summary of Significant Changes

    GSA is proposing to amend the FTR by removing the relocation MEA 
lump sum amounts, providing that lump sum amounts will be published in 
FTR Bulletins on an intermittent basis, rearranging the relocation MEA 
sections into a more sequential order, clarifying and modifying 
relocation MEA sections by updating employee eligibility for relocation 
MEA, and updating examples of expenses for which relocation MEA may be 
authorized or not.
    Pursuant to 5 United States Code (U.S.C.) 5738, the Administrator 
of General Services is authorized to prescribe regulations necessary to 
implement laws regarding Federal employees when assigned a temporary 
change of station (TCS) or when otherwise transferred in the interest 
of the Government. The overall implementing authority is the FTR, 
codified in title 41 of the Code of Federal Regulations, chapters 300 
through 304.
    GSA's OGP continually reviews and adjusts policies and regulations 
under its purview to address Government relocation needs and to 
incorporate best practices, where appropriate, as a part of its ongoing 
mission to provide policies for travel by Federal civilian employees 
and others authorized to travel at Government expense.
    Pursuant to 5 U.S.C. 5724a(f) and 5737(a)(6), an employee 
transferred in the interest of the Government from one official station 
to another, assigned to a TCS location, or who has completed a TCS 
assignment and returned to their previous official station is 
authorized a relocation MEA.
    The purpose of the relocation MEA is to defray some of the costs 
incurred due to relocating. The allowance is related to expenses that 
are common to living quarters, such as fees for disconnecting and 
connecting appliances; cutting and fitting rugs, draperies, and 
curtains moved from one residence to another; utility fees or deposits 
that are not offset by eventual refunds; forfeiture of medical, dental, 
and other non-transferrable contracts; and the cost of changing 
automobile registration(s) and driver's licenses.
    The FTR provides that a relocation MEA may be paid using one of two 
methods: lump sum or actual expense. Under the lump sum method, the 
agency pays a lump sum amount without requiring employee documentation 
of expenses. Under the current regulatory language, the lump sum 
amounts are ``either $650 or the equivalent of one week's basic gross 
pay, whichever is the lesser amount'' for an employee without immediate 
family members relocating with them, and ``$1300 or the equivalent of 
two weeks' basic gross pay, whichever is the lesser amount'' for an 
employee with immediate family members relocating with them.
    Under the actual expense method, the agency may authorize the 
employee to claim actual costs depending on the type of expenses 
incurred, in an amount in excess of the prescribed lump sum amount. The 
employee justifies any actual expenses by itemizing with supporting 
documentation. Reimbursement is limited to one or two weeks' basic 
gross pay depending on whether or not the employee has an immediate 
family relocating with them, not to exceed the maximum rate payable for 
a position at GS-13, Step 10, of the General Schedule (base) (see 5 
U.S.C. 5332).
    The proposed rule would amend the FTR by removing the relocation 
MEA lump sum amounts from the FTR and directing readers to an FTR 
bulletin with the relocation MEA lump sum amounts. GSA would publish 
the initial FTR bulletin with the relocation MEA lump sum amounts prior 
to the final rule effective date. Agencies are advised that the 
relocation MEA lump sum amounts are expected to increase since they 
were last updated in 2011. Moving forward, GSA will publish FTR 
bulletins to update the relocation MEA lump sum amounts, as needed, 
based on changes to the Consumer Price Index. The proposed rule would 
also clarify in the regulatory text that ``basic gross pay'', as 
referenced in FTR part 302-16,

[[Page 4269]]

does not include ``locality pay.'' See 5 U.S.C. 5302 and 5304.
    This proposed rule would also update and clarify the relocation MEA 
sections in the FTR and rearrange them into a more sequential order, to 
include replacing the table at FTR 302-16.2 with an updated list of 
examples for which the relocation MEA may be authorized, and updating 
the list of examples for which the relocation MEA may not be 
authorized. It would also remove the relocation MEA employee 
eligibility table at FTR 302-16.3 and reformat it as an employee 
eligibility listing.

B. Regulatory Impact Analysis

    The following section is a list of activities related to the 
regulatory compliance that GSA anticipates will occur during the first 
and subsequent years after publication of the final rule. GSA estimates 
this cost by multiplying the time required to conduct these activities 
(publication of a proposed rule, final rule, FTR bulletin, and increase 
in the relocation MEA lump sum amounts) by the estimated (rounded) 
compensation. GSA calculates the estimated hourly compensation using 
the U.S. Office of Personnel Management's 2023 General Schedule (GS) 
Rest of United States Locality Pay Table, the full fringe benefit cost 
factor of 36.25 percent,\1\ and a 12 percent \2\ overhead factor to 
arrive at an overall adjustment factor of 52.6 percent.
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    \1\ General Schedule (opm.gov), OMB Memo M-08-13, dated March 
11, 2008, and Computing Hourly Rates of Pay Using the 2,087-Hour 
Divisor (opm.gov).
    \2\ See Attachment C of OMB Circular A-76 Revised, dated May 29, 
2003.
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1. Government Costs
    GSA estimated the total cost each year to issue a FTR bulletin with 
the new relocation MEA lump sum amount, based on the number of GSA 
full-time employees (FTEs), the average hourly rate for each grade 
level, and the number of hours to draft the FTR bulletin by program 
managers, hours to review by General Counsel, and hours to review and 
approve by senior management.
    GSA estimates it will take 8 GSA employees on average, with a GS-14 
step 5 with an average hourly rate of $96.45/hour, 1 hour each in year 
1 to draft the initial FTR bulletin with the relocation MEA lump sum 
amount. Therefore, GSA estimates the total estimated cost for this part 
of the rule to be $772 (= 8 x $96.45 GS-14 step 5 rate x 1 hour).
    GSA estimates it will take 1 GSA employee on average, with a GS-15 
step 5 with an average hourly rate of $113.46/hour, 1 hour in year 1 to 
review the initial FTR bulletin with the relocation MEA lump sum 
amount. Therefore, GSA estimates the total estimated cost for this part 
of the rule to be $113 (= 1 x $113.46 GS-15 step 5 rate x 1 hour).
    GSA estimates it will take 1 GSA General Counsel staff on average, 
with a SES Level 3 with an average hourly rate of $142.59/hour, 1 hour 
in year 1 to review the initial FTR bulletin with the relocation MEA 
lump sum amount. Therefore, GSA estimates the total estimated cost for 
this part of the rule to be $143 (= 1 x $42.59 SES Level 3 rate x 1 
hour).
    Therefore, GSA estimates the total estimated cost for this part of 
the rule to be $1,027 for the initial FTR bulletin and each additional 
year a FTR bulletin is issued for new lump sum amounts ($1,027 x 10 
years = $10,270).
    A relocation MEA is a mandatory relocation entitlement to those 
current employees that transfer from one official duty station to 
another. Agencies are advised that the relocation MEA lump sum amounts 
are expected to increase since they were last updated in 2011. 
Therefore, after publication of the final rule, GSA will publish a FTR 
bulletin to change the relocation MEA lump sum amounts, with projected 
increases, from $650 to $750 for an employee without immediate family 
members relocating with them and from $1,300 to $1,500 for an employee 
with immediate family members relocating with them.
    GSA requires Federal agencies to track general relocation data 
regarding entitlements but not the specific data regarding types of 
expenses authorized within the relocation entitlement category. GSA 
used data from the Business Travel and Relocation Dashboard, which only 
accounts for the overall MEA claims and does not differentiate between 
the types of MEA or if MEA is authorized for a single employee or an 
employee with family members, to calculate average annual relocation 
MEA costs per claim across Federal agencies from fiscal year 2018 to 
fiscal year 2022.
    GSA calculates the average relocation MEA lump sum amount between 
the employees without immediate family members and employees with 
immediate family members amounts to be $1,125 (= $750 + $1,500/2).
    GSA assumes the average relocation MEA lump sum amount across 
Federal agencies will increase to $1,125. GSA multiplied the difference 
between $1,125 and the average annual relocation MEA cost per claim for 
those Federal agencies with an average annual MEA cost per claim less 
than $1,125 by the number of average annual MEA claims for the 
respective Federal agency.
    Therefore, assuming the number of relocation transfers entitled to 
MEA on average will stay consistent, with the current overall agency 
average at less than the current rate of $1,300, and an increase in the 
MEA lump sum rate, for years 1 through 10, GSA estimates the total 
overall increase in associated transfer payments to be $312,973 each 
year for years 1 through 10 ($312,973 x 10 years = $3,129,730).
1. Government Savings
    GSA estimated the total cost it will no longer be required to take 
to issue a FTR proposed rule and final rule with new relocation MEA 
lump sum amount, based on the number of GSA full time employees (FTEs), 
the average hourly rate for each grade level, and the number of hours 
to draft the FTR proposed and final rule by program managers, hours 
reviewed by General Counsel, and hours to review and approve by senior 
management.
    GSA estimates it will no longer take 3 GSA employees on average, 
with a GS-14 step 5 with an average hourly rate of $96.45/hour, 8 hours 
each in year 1 to draft a proposed rule for relocation MEA lump sum 
changes. Therefore, GSA estimates the total estimated cost savings for 
this part of the rule to be $2,315 (= 3 x $96.45 GS-14 step 5 rate x 8 
hours).
    GSA estimates it will no longer take 3 GSA employees on average, 
with a GS-15 step 5 with an average hourly rate of $113.46/hour, 8 
hours each in year 1 to review a proposed rule for relocation MEA lump 
sum changes. Therefore, GSA estimates the total estimated cost savings 
for this part of the rule to be $2,723 (= 3 x $113.46 GS-15 step 5 rate 
x 8 hours).
    GSA estimates it will no longer take 4 GSA General Counsel staff on 
average, with a SES Level 3 with an average hourly rate of $142.59/
hour, 8 hours each in year 1 to review a proposed rule for relocation 
MEA lump sum changes. Therefore, GSA estimates the total estimated cost 
savings for this part of the rule to be $4,563 (= 4 x $142.59 SES Level 
3 rate x 8 hours).
    These estimated costs do not account for other agencies who review 
the rules prior to publication in the Federal Register. Therefore, GSA 
estimates the total estimated cost savings for this part of the rule by 
not issuing a proposed and final rule to increase the relocation MEA 
lump sum amounts to be $8,572.

[[Page 4270]]

1. Total Government Net Impact
    The total undiscounted estimated Government costs of drafting a FTR 
bulletin and eliminating drafting a proposed and final rule is $1,698 
over a 10-year period. The total undiscounted estimated associated 
transfer payments, assuming the number of relocation transfers entitled 
to MEA on average will stay consistent, the current overall agency 
average is less than the current rate of $1,300, and the increase in 
the MEA lump sum rate, is $3,129,730 over a 10-year period. The total 
present value estimated Government costs calculated for a 10-year time 
horizon at 3 percent is $438 and at 7 percent is -$798. The total 
discounted estimated associated transfer payments calculated for a 10-
year horizon at 3 percent is $2,328,813 and at 7 percent is $1,590,996.

II. Executive Orders 12866, and 13563, and 14904

    Executive Orders (E.O.s) 12866 (Regulatory Planning and Review) 
directs agencies to assess all costs and benefits of available 
regulatory alternatives and, if regulation is necessary, to select 
regulatory approaches that maximize net benefits (including potential 
economic, environmental, public health and safety effects, distributive 
impacts, and equity). E.O. 13563 (Improving Regulation and Regulatory 
Review) emphasizes the importance of quantifying both costs and 
benefits, of reducing costs, of harmonizing rules, and of promoting 
flexibility. E.O. 14094 (Modernizing Regulatory Review) supplements and 
reaffirms the principles, structures, and definitions governing 
contemporary regulatory review established in E.O. 12866 and E.O. 
13563. OIRA has determined this is a significant regulatory action and, 
therefore, was subject to review under section 6(b) of E.O. 12866, 
Regulatory Planning and Review, dated September 30, 1993.

III. Regulatory Flexibility Act

    GSA does not expect this proposed rule to have a significant 
economic impact on a substantial number of small entities within the 
meaning of the Regulatory Flexibility Act, 5 U.S.C. 601, et seq., 
because it applies only to Federal agencies and employees. Therefore, 
an Initial Regulatory Flexibility Analysis was not performed.

IV. Paperwork Reduction Act

    The Paperwork Reduction Act does not apply because the changes to 
the FTR do not impose recordkeeping or information collection 
requirements, or the collection of information from offerors, 
contractors, or members of the public that require the approval of the 
Office of Management and Budget (OMB) under 44 U.S.C. 3501, et seq.

List of Subjects in 41 CFR Part 302-16

    Government employees, Travel and Transportation expenses.

Krystal J. Brumfield,
Associate Administrator, Office of Government-wide Policy.

0
For reasons set forth in the preamble, GSA proposes to revise 41 CFR 
part 302-16 as set forth below:

PART 302-16--ALLOWANCE FOR MISCELLANEOUS EXPENSES

Subpart A--General Rules
Sec.
302-16.1 What is the purpose of the miscellaneous expenses allowance 
(MEA)?
302-16.2 Who is and who is not eligible for a MEA?
302-16.3 Must my agency authorize payment of a MEA?
302-16.4 How will I receive the MEA?
302-16.5 May I receive an advance of funds for MEA?
302-16.6 What amount may my agency reimburse me for miscellaneous 
expenses?
302-16.7 May I claim an amount in excess of that prescribed in this 
part?
302-16.8 What are examples of types of costs covered by the MEA?
302-16.9 What are examples of types of cost not covered by the MEA?
302-16.10 What standard of care must I use in incurring 
miscellaneous expenses?
Subpart B--Agency Responsibilities
302-16.100 What governing policies must we establish for MEA?
302-16.101 How should we administer the authorization and payment of 
miscellaneous expenses?
302-16.102 Are there any restrictions to the types of costs we may 
cover?

    Authority:  5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as 
amended, 3 CFR, 1971-1975 Comp., p. 586.

Subpart A--General Rules

    Note to subpart A: Use of pronouns ``I,'' ``you,'' and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.

Sec.  302-16.1  What is the purpose of the miscellaneous expenses 
allowance (MEA)?

    The miscellaneous expenses allowance (MEA) is intended to help 
defray various costs incurred due to relocation, assignment to a 
temporary official station (TCS), and return to the previous official 
station upon completion of a TCS assignment.


Sec.  302-16.2  Who is and who is not eligible for a MEA?

    (a) You are eligible for a MEA if:
    (1) Your agency authorized or approved a transfer or a TCS;
    (2) You discontinued and established a residence in connection with 
your transfer or TCS;
    (3) You meet the applicable eligibility conditions in part 302-1 of 
this chapter; and
    (4) You signed a required service agreement in part 302-2 of this 
chapter, if transferred.
    (b) You are not eligible for a MEA if you are:
    (1) A new appointee;
    (2) A Senior Executive Service (SES) employee authorized ``last 
move home'' benefits upon separation from Government service;
    (3) Assigned under the Government Employees Training Act (5 U.S.C. 
4109);
    (4) Returning from an OCONUS official station to place of actual 
residence for separation from Government service; or
    (5) Returning from an OCONUS official station to a new CONUS 
official station if relocation expenses have not been authorized to the 
new CONUS official station.


Sec.  302-16.3  Must my agency authorize payment of a MEA?

    Yes, if you meet the applicable eligibility conditions in Sec.  
302-16.2, your agency must authorize payment of a MEA.


Sec.  302-16.4  How will I receive the MEA?

    You will be reimbursed your MEA in accordance with your agency's 
internal relocation policy.


Sec.  302-16.5  May I receive an advance of funds for MEA?

    No, your agency may not authorize an advance of funds for MEA. MEA 
may be paid after you have transferred to the new official station, 
upon assignment to your TCS, or upon completion of your TCS and return 
to your previous official station, as applicable.


Sec.  302-16.6  What amount may my agency reimburse me for 
miscellaneous expenses?

    The following amounts will be paid for miscellaneous expenses 
without support or documentation of expenses:
    (a) Either a lump sum amount set in an FTR bulletin or the 
equivalent of one week's basic gross pay, whichever is the lesser 
amount, if you have no immediate family relocating with you; or
    (b) Either a lump sum amount set in an FTR bulletin or the 
equivalent of two weeks' basic gross pay, whichever is the lesser 
amount, if you have immediate family relocating with you.


[[Page 4271]]


    Note 1 to Sec.  302-16.6:  GSA publishes the lump sum amounts in 
an FTR bulletin on an intermittent basis at https://gsa.gov/ftrbulletins.

Sec.  302-16.7  May I claim an amount in excess of that prescribed in 
this part?

    Yes, you may claim an amount in excess of that prescribed in Sec.  
302-16.6 if authorized by your agency; and
    (a) Supported by acceptable statements of fact, paid bills or other 
acceptable evidence (documentation) justifying the amounts claimed; and
    (b) The aggregate amount does not exceed your basic gross pay (at 
the time you reported for duty, at your new official station) for:
    (1) One week if you are relocating without an immediate family; or
    (2) Two weeks if you are relocating with an immediate family.
    (c) The amount authorized cannot exceed the maximum rate of grade 
GS-13, Step 10 General Schedule (base) salary (excluding locality pay) 
(see 5 U.S.C. 5332) at the time you reported for duty at your new 
official station.


Sec.  302-16.8  What are examples of types of costs covered by the MEA?

    Miscellaneous expenses are costs associated with relocating that 
are not covered by other relocation benefits detailed in chapter 302. 
Expenses allowable include but are not limited to the following, and 
similar, items:
    (a) Fees for disconnecting and connecting utilities (such as gas, 
water, electricity), appliances, equipment (such as a security system 
or electric vehicle charging station), or conversion of appliances for 
operation on available utilities;
    (b) Fees for cutting and fitting rugs, draperies, and curtains when 
they are moved from one residence to another;
    (c) Deposits or fees for utilities not offset by eventual refunds;
    (d) Losses that cannot be recovered by transfer or refund and are 
incurred due to early termination of a contract (e.g., medical, dental, 
private institutional care for immediate family members with 
disabilities, nonrefundable education enrollment fee, real estate 
expenses connected with the cancellation of a contract when the agency 
prevented the employee from completing a purchase of a residence due to 
a new transfer);
    (e) Automobile registration, driver's license, and use taxes 
imposed when initially bringing privately-owned vehicles (POVs) into 
certain jurisdictions;
    (f) Reinstalling or removing automobile parts upon vehicle reentry 
into the United States or entry into a foreign country, when removal or 
installation of those automobile parts was required by host country 
law;
    (g) Post office box rental fee when rented to provide a constant 
mailing address between the time an employee departs the old residence 
and occupies a residence at the new official station;
    (h) Rental agent fees customarily charged for securing housing in 
foreign countries;
    (i) Reassembly, set up, and tuning of a piano moved for relocation;
    (j) Pet care (for cats and dogs only), child care, or adult care 
for dependent parents or other adult dependents incapable of self-care 
at home while the employee or spouse are away on a househunting trip, 
or are packing or unpacking;
    (k) Rental car fees while awaiting a delayed POV shipment to or 
from OCONUS if the transportation service provider (TSP) has not 
arranged for the employee's use of a rental car at TSP expense. 
Reimbursement may be authorized starting after the shipping company 
designated delivery date, shall not exceed 10 days, and does not 
include the days after the POV is delivered or a new POV is purchased 
at location. The rental car for the employee and immediate family 
members must be the same or comparable size or model as the POV the 
employee shipped;
    (l) Transportation and quarantine of pets (cats and dogs only). 
Costs normally associated with the transportation, quarantine fees, and 
handling of dogs and cats. This includes pet-related costs due to air 
carrier rules or imposed by the law of the jurisdiction of the 
employee's new residence as an integral part of the process of 
admissions and licensing;
    (m) Professional relicensing fees required by the new official 
station that are directly related to the employee's occupation, such as 
fees required to take the bar exam or teaching certification; and 
professional relicensing fees or business costs (including exam, 
continuing education courses, business license, permit, and 
registration fees) that are directly related to the immediate family 
member's occupation, when the immediate family member was licensed or 
certified in a profession, or owned a business, at the employee's 
previous official station and is required to secure or maintain a new 
professional license or certification, or business license or permit, 
to engage in that profession in a new jurisdiction because of unique 
licensing or certification requirements and authorities; or
    (n) Specialized shipment of hazardous materials, such as lithium 
batteries, when Federal, state, local, and foreign country laws or 
carrier regulations prohibit commercial shipment of certain articles 
not included as part of household goods, which cannot be otherwise 
transported to the new official station because of shipping and 
transportation restrictions.


Sec.  302-16.9  What are examples of types of costs not covered by the 
MEA?

    Examples of costs that are not reimbursable from the MEA are:
    (a) Losses in selling or buying real and personal property and 
costs related to such transactions;
    (b) Cost of additional insurance on household goods while in 
transit to the new official station or cost of loss or damage to such 
property;
    (c) Additional costs of moving household goods caused by exceeding 
the maximum weight limitation;
    (d) Costs of newly acquired items, such as the purchase or 
installation cost of new rugs or draperies;
    (e) Higher income, real estate, sales, or other taxes as the result 
of establishing residence in the new locality;
    (f) Fines imposed for traffic infractions while en route to the new 
official station locality;
    (g) Accident insurance premiums or liability costs incurred in 
connection with travel to the new official station locality, or any 
other liability imposed upon the employee for uninsured damages caused 
by accidents for which the employee or their immediate family is held 
responsible;
    (h) Losses as the result of sale or disposal of items of personal 
property (such as lithium batteries, gasoline, and natural gas) not 
considered convenient or practicable to move;
    (i) Damage or loss of clothing, luggage, or other personal effects 
while traveling to the new official station locality;
    (j) Subsistence, transportation, or mileage expenses in excess of 
the amounts reimbursed as per diem or other allowances under this 
regulation;
    (k) Medical expenses due to illness or injuries while en route to 
the new official station or while living in temporary quarters at 
Government expense under the provisions of this chapter;
    (l) Costs incurred in conjunction with structural alterations (such 
as remodeling or modernizing of living quarters, garages or other 
buildings to accommodate privately-owned automobiles, appliances or 
equipment [e.g., a security system or electric vehicle charging 
station]); or replacing or repairing worn-out or defective appliances, 
or equipment shipped to the new location;
    (m) Costs incurred in connection with preparing a residence for 
sale or

[[Page 4272]]

purchase (e.g., maintenance, repairs, cleaning);
    (n) Delivery charges or costs associated with newly-acquired items 
(such as appliances, security systems, locksmith service, or new 
vehicle) at the new official station for reasons of personal taste or 
preference and not required because of the relocation;
    (o) Costs unrelated to the quarantine, transportation, and handling 
of pets. Additional costs for lodging for a second room or boarding 
fees, micro-chipping, veterinary expenses (e.g., inoculations, 
examinations, medical care and certification fees), routine care and 
grooming of pets, and purchases of crates and tags for the pets. 
Expenses for other animals (horses, fish, birds, reptiles, rodents, 
etc.) are not authorized because of their size, exotic nature, 
restrictions on shipping, host country restrictions, and special 
handling difficulties; or
    (p) Costs related to obtaining a visa, passport, immigration green 
card, birth certificate or other acceptable evidence of birth when 
required for official travel to foreign locations; charges for 
immunization, inoculations, other disease-preventative medical 
prophylaxis, including disease testing, that are required for official 
travel if not obtained through the agency. The expenses in this 
paragraph may be reimbursable as part of the employee's relocation en 
route travel miscellaneous expenses as specified in Sec.  301-12.1 of 
this chapter.


Sec.  302-16.10  What standard of care must I use in incurring 
miscellaneous expenses?

    You must exercise the same care in incurring expenses that a 
prudent person would exercise if relocating at personal expense.

Subpart B--Agency Responsibilities

    Note to subpart B:  Use of pronouns ``we,'' ``you,'' and their 
variants throughout this subpart refers to the agency.

Sec.  302-16.100  What governing policies must we establish for MEA?

    For MEAs, you must establish policies and procedures governing:
    (a) Who will determine whether payment for an amount in excess of 
the lump sum MEA is appropriate; and
    (b) How you will pay a MEA in accordance with Sec. Sec.  302-16.2 
and 302-16.3.


Sec.  302-16.101  How should we administer the authorization and 
payment of miscellaneous expenses?

    You should limit payment of miscellaneous expenses to only those 
expenses that are necessary.


Sec.  302-16.102  Are there any restrictions to the types of costs we 
may cover?

    Yes, a MEA cannot be used to reimburse:
    (a) Costs or expenses incurred which exceed maximums provided by 
statute or in this subtitle;
    (b) Costs or expenses incurred but which are disallowed elsewhere 
in this subtitle;
    (c) Costs reimbursed under other provisions of law or regulations;
    (d) Costs or expenses incurred for reasons of personal taste or 
preference and not required because of the move;
    (e) Losses covered by insurance;
    (f) Fines or other penalties imposed upon the employee or members 
of their immediate family;
    (g) Judgments, court costs, and similar expenses growing out of 
civil actions; or
    (h) Any other expenses brought about by circumstances, factors, or 
actions in which the move to a new official station was not the 
proximate cause.

[FR Doc. 2024-01214 Filed 1-22-24; 8:45 am]
BILLING CODE 6820-14-P


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