PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR

[Title 41 CFR C]
[Code of Federal Regulations (annual edition) - July 1, 2002 Edition]
[Title 41 - PUBLIC CONTRACTS AND PROPERTY MANAGEMENT]
[Subtitle F - Federal Travel Regulation System]
[Chapter 302 - RELOCATION ALLOWANCES]
[Subchapter C - PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR]
[From the U.S. Government Printing Office]

41PUBLIC CONTRACTS AND PROPERTY MANAGEMENT42002-07-012002-07-01falsePERMANENT CHANGE OF STATION (PCS) ALLOWANCES FORCSUBCHAPTER CPUBLIC CONTRACTS AND PROPERTY MANAGEMENTFederal Travel Regulation SystemRELOCATION ALLOWANCES
SUBCHAPTER C--PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR
SUBSISTENCE AND TRANSPORTATION EXPENSES

PART 302-4--ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION--Table of Contents

Subpart A--Eligibility

Sec.
302-4.1 What is a permanent change of station (PCS)?
302-4.2 Am I eligible for subsistence and transportation allowances for
PCS travel under this part?

Subpart B--Travel Expenses

302-4.100 What PCS travel expenses will my immediate family members
receive?
302-4.101 Must my immediate family member(s) and I begin PCS travel at
the old official station and end at the new official station?

Subpart C--Per Diem

302-4.200 What per diem rate will I receive for en route relocation
travel within CONUS?
302-4.201 How are my authorized en route travel days and per diem
determined for relocation travel?
302-4.202 Are there any circumstances in which a per diem allowance for
my immediate family members is not allowed?

Transferred Employees Only

302-4.203 How much per diem will my spouse receive if he/she
accompanies me while I am performing PCS travel?
302-4.204 If my spouse does not accompany me but travels unaccompanied
at a different time, what per diem rate will he/she receive?
302-4.205 If my spouse and I travel on the same days along the same
general route by using more than one POV, is my spouse
considered unaccompanied?
302-4.206 How much per diem will my immediate family receive?

Subpart D--Mileage Rates for Use Of POV

302-4.300 What is the POV mileage rate for PCS travel?
302-4.301 Do the rates in Sec. 302-4.300 apply if I am performing
overseas tour renewal agreement travel?
302-4.302 Are there circumstances that would allow me to receive a
higher mileage rate OCONUS?

Subpart E--Daily Driving Distance Requirements

302-4.400 Will I be required to drive a minimum distance per day?
302-4.401 Are there exceptions to this daily minimum?
302-4.402 Will I be required to document the circumstances causing the
delay?
302-4.403 Does this exception require authorization by my approving
official?

Subpart F--Use of More Than One POV

302-4.500 If I am authorized to use more than one POV, what are the
allowances?
302-4.501 If I use an additional POV that was not authorized for PCS
travel, will I be reimbursed for the additional POV?

Subpart G--Advance Of Funds

302-4.600 May I request an advance of funds for per diem and mileage
allowances for PCS travel?

Subpart H--Agency Responsibilities

302-4.700 What governing policies must we establish for payment of
allowances for subsistence and transportation expenses?
302-4.701 What PCS travel expenses must we pay?
302-4.702 What PCS travel expenses must we pay for the employee's
immediate family members?
302-4.703 How do we compute the per diem for an established minimum
driving distance per day?
302-4.704 Must we require a minimum driving distance per day?
302-4.705 What are the allowances if the employee uses more POVs than
authorized?

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

Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise
noted.

Subpart A--Eligibility

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

[[Page 146]]

Sec. 302-4.1 What is a permanent change of station (PCS)?

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

Sec. 302-4.2 Am I eligible for subsistence and transportation allowances for PCS travel under this part?

Yes, you are eligible for subsistence and transportation allowances
for PCS travel if your agency specifically authorizes relocation
expenses under this part and are:
(a) Transferred employees (within or outside CONUS);
(b) New appointees (within or outside CONUS); and
(c) An employee(s) assigned to posts of duty outside CONUS in
connection with either overseas tour renewal agreement travel or return
travel to places of residence for separation.
Note to Sec. 302-4.2: Also see tables at Secs. 302-3.2 and 302-
3.101.

Subpart B--Travel Expenses

Sec. 302-4.100 What PCS travel expenses will my immediate family members receive?

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

Sec. 302-4.101 Must my immediate family member(s) and I begin PCS travel at the old official station and end at the new official station?

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

Subpart C--Per Diem

Sec. 302-4.200 What per diem rate will I receive for en route relocation travel within CONUS?

Your per diem for en route relocation travel between your old and
new official station will be at the standard CONUS rate (see Appendix A
of part 302-17 of this chapter). You will be reimbursed in accordance
with Secs. 301-11.100 through 301-11.102 of this title.

Sec. 302-4.201 How are my authorized en route travel days and per diem determined for relocation travel?

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

Sec. 302-4.202 Are there any circumstances in which a per diem allowance for my immediate family members is not allowed?

Yes, per diem for your immediate family members cannot be authorized
if you are:
(a) A new appointee;
(b) Assigned to posts of duty outside CONUS returning to place of
actual residence for separation; or
(c) Being relocated under the Government Employees Training Act (5
U.S.C. 4109).

Transferred Employees Only

Sec. 302-4.203 How much per diem will my spouse receive if he/she accompanies me while I am performing PCS travel?

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

Sec. 302-4.204 If my spouse does not accompany me but travels unaccompanied at a different time, what per diem rate will he/she receive?

If your spouse does not accompany you but travels unaccompanied at a
different time, he/she will receive the

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same per diem rate to which you are entitled.

Sec. 302-4.205 If my spouse and I travel on the same days along the same general route by using more than one POV, is my spouse considered unaccompanied?

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

Sec. 302-4.206 How much per diem will my immediate family receive?

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

Subpart D--Mileage Rates for Use of POV

Sec. 302-4.300 What is the POV mileage rate for PCS travel?

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

------------------------------------------------------------------------
Occupants of POV Mileage rate
------------------------------------------------------------------------
Employee only; or one member of immediate family........ $0.15
Employee and one member; or two members of immediate 0.17
family.................................................
Employee and two members; or three members of immediate 0.19
family.................................................
Employee and three or more members; or four or more 0.20
members of immediate family............................
------------------------------------------------------------------------

Sec. 302-4.301 Do the rates in Sec. 302-4.300 apply if I am performing overseas tour renewal agreement travel?

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

Sec. 302-4.302 Are there circumstances that would allow me to receive a higher mileage rate OCONUS?

Yes, your agency may authorize a higher mileage rate at a rate not
to exceed the maximum rate prescribed in Sec. 301-10.303 of this title
when:
(a) You are expected to use the POV on official business at the new
official station;
(b) The common carrier rates for the facilities provided between the
old and new official stations, the related constructive taxicab fares to
and from terminals, and the per diem allowances prescribed under this
part justify a higher mileage rate as advantageous to the Government as
determined by your agency; or
(c) The costs of driving the POV to, from, or between official
stations located outside CONUS justify a higher mileage rate as
advantageous to the Government.

Subpart E--Daily Driving Distance Requirements

Sec. 302-4.400 Will I be required to drive a minimum distance per day?

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

Sec. 302-4.401 Are there exceptions to this daily minimum?

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

Sec. 302-4.402 Will I be required to document the circumstances causing the delay?

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

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Sec. 302-4.403 Does this exception require authorization by my approving official?

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

Subpart F--Use of More Than One POV

Sec. 302-4.501 If I use an additional POV that was not authorized for PCS travel, will I be reimbursed for the additional POV?

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

Subpart G--Advance of Funds

Sec. 302-4.600 May I request an advance of funds for per diem and mileage allowances for PCS travel?

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

Subpart H--Agency Responsibilities

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

Sec. 302-4.700 What governing policies must we establish for payment of allowances for subsistence and transportation expenses?

For payment of allowances for subsistence and transportation
expenses, you must establish policy and procedures governing:
(a) How you will implement the regulations throughout this part;
(b) A reasonable minimum driving distance per day that may be more
than, but not less than an average of 300 miles per calendar day when
use of a POV is used for PCS travel and when you will authorize an
exception;
(c) Designation of an agency approving official who will authorize
an exception to the daily minimum driving distance; and
(d) When you will authorize the use of more than one POV for PCS
travel.

Sec. 302-4.701 What PCS travel expenses must we pay?

Except as specifically provided in this chapter, PCS travel expenses
you must pay are:
(a) Per diem;
(b) Transportation costs; and
(c) Other travel expenses in accordance with 5 U.S.C. 5701-5709 and
chapter 301 of this title.

Sec. 302-4.702 What PCS travel expenses must we pay for the employee's immediate family members?

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

Sec. 302-4.703 How do we compute the per diem for an established minimum driving distance per day?

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

Sec. 302-4.704 Must we require a minimum driving distance per day?

Yes, you must establish a minimum driving distance not less than an
average of 300 miles per day. However, an exception to the daily minimum
driving distance may be made when the delay is:
(a) Beyond control of the employee, e.g., results from acts of God
or restrictions by Government officials;
(b) Due to a physical handicap; or
(c) For other reasons acceptable to you.

Sec. 302-4.705 What are the allowances if the employee uses more POVs than authorized?

If the employee uses more POVs than authorized, reimbursement will
be

[[Page 149]]

made as if all persons traveled in the number of POVs that you
authorized.

PART 302-5--ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES--Table of Contents

Subpart A--Employee's Allowance for Househunting Trip Expenses

Sec.
302-5.1 What is a ``househunting trip''?
302-5.2 What is the purpose of the househunting trip expenses
allowance?
302-5.3 Am I eligible for a househunting trip expenses allowance?
302-5.4 Who is not eligible for a househunting trip expenses allowance?
302-5.5 Must my agency authorize payment of a househunting trip
expenses allowance?
302-5.6 Under what circumstances will I receive a househunting trip
expenses allowance?
302-5.7 Who may travel on a househunting trip at Government expense?
302-5.8 How many househunting trips may my agency authorize in
connection with a particular transfer?
302-5.9 May my spouse and I perform separate househunting trips at
Government expense?
302-5.10 How soon may I and/or my spouse begin a househunting trip?
302-5.11 Is there a time limit on the duration of a househunting trip?
302-5.12 When must my househunting trip be completed?
302-5.13 What methods may my agency use to reimburse me for
househunting trip expenses?
302-5.14 What transportation expenses will my agency pay?
302-5.15 Must I document my househunting trip expenses to receive
reimbursement?
302-5.16 May I receive an advance of funds for househunting trip
expenses?
302-5.17 Am I in a duty status when I perform a househunting trip?
302-5.18 May I retain any balance left over from my househunting
reimbursement if my fixed amount is more than adequate to
cover my househunting trip?

Subpart B--Agency Responsibilities

302-5.100 How should we administer the househunting trip expenses
allowance?
302-5.101 What governing policies must we establish for the
househunting trip expenses allowance?
302-5.102 Under what circumstances may we authorize a househunting
trip?
302-5.103 What factors must we consider in determining whether to offer
an employee the fixed amount househunting trip subsistence
expense reimbursement option?

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

Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise
noted.

Subpart A--Employee's Allowance For Househunting Trip Expenses

Note to subpart A: Use of the pronouns ``I'' and ``you'' throughout
this subpart refers to the employee.

Sec. 302-5.1 What is a ``househunting trip''?

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

Sec. 302-5.2 What is the purpose of the househunting trip expenses allowance?

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

Sec. 302-5.3 Am I eligible for a househunting trip expenses allowance?

You are eligible for a househunting trip expenses allowance if you
are an employee who is authorized to transfer, and in addition:
(a) Both your old and new official stations are located within the
United States;

[[Page 150]]

(b) You are not assigned to Government or other prearranged housing
at your new official station; and
(c) Your old and new official stations are 75 or more miles apart
(as measured by map distance) via a usually traveled surface route.

Sec. 302-5.4 Who is not eligible for a househunting trip expenses allowance?

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

Sec. 302-5.5 Must my agency authorize payment of a househunting trip expenses allowance?

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

Sec. 302-5.6 Under what circumstances will I receive a househunting trip expenses allowance?

You will receive a househunting trip expenses allowance if:
(a) Your agency authorized you to perform a househunting trip in
advance of the travel (the agency authorization must specify the mode of
transportation and the period of time allowed for the trip);
(b) You have signed a service agreement;
(c) Your agency has established, and informed you of, the date you
are to report to your new official station; and
(d) You meet any additional conditions your agency has established.

Sec. 302-5.7 Who may travel on a househunting trip at Government expense?

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

Sec. 302-5.8 How many househunting trips may my agency authorize in connection with a particular transfer?

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

Sec. 302-5.9 May my spouse and I perform separate househunting trips at Government expense?

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

Sec. 302-5.10 How soon may I and/or my spouse begin a househunting trip?

You may begin your househunting trip as soon as your agency has
notified you of your transfer and issued a travel authorization for a
househunting trip. To take maximum advantage of your trip, however, it
is very important that you become familiar as quickly as you can with
your new official station area (e.g., housing market conditions, school
locations, etc.). If you are selling your residence at your old official
station, you should not begin your househunting trip until you have a
current appraisal of the value of the residence so that you can more
accurately determine the appropriate price range of residences to
consider during your househunting trip.

Sec. 302-5.11 Is there a time limit on the duration of a househunting trip?

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

Sec. 302-5.12 When must my househunting trip be completed?

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

------------------------------------------------------------------------
Your househunting trip must be
For completed by
------------------------------------------------------------------------
You.................................... The day before you report to
your new Official station.
Your spouse............................ The earlier of:
(a) The day before your family
relocates to your new official
station; or
(b) The day before the maximum
time for beginning allowable
travel expires (see Sec. 302-
2.100 of this chapter).
------------------------------------------------------------------------

Sec. 302-5.13 What methods may my agency use to reimburse me for househunting trip expenses?

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

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------------------------------------------------------------------------
For You are reimbursed
------------------------------------------------------------------------
You and/or your spouse's transportation Your actual transportation
expenses. costs.
You and/or your spouse's subsistence One of the following:
expenses..
(a) A per diem allowance for
you and/or your spouse as
prescribed under part 302-4,
subpart C of this chapter; or
(b) If you accept your agency's
offer of the fixed amount
option, and:
(1) Both you and your spouse
perform a househunting trip
either together or separately,
a single amount determined by
multiplying the applicable
locality rate (listed in
appendix A to chapter 301 of
this subtitle) by 6.25 or
(2) Only one of you performs a
househunting trip, an amount
determined by multiplying the
applicable locality rate
(listed in appendix A to
chapter 301 of this subtitle)
by 5.
------------------------------------------------------------------------

Sec. 302-5.14 What transportation expenses will my agency pay?

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

Sec. 302-5.15 Must I document my househunting trip expenses to receive reimbursement?

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

Sec. 302-5.16 May I receive an advance of funds for househunting trip expenses?

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

Sec. 302-5.17 Am I in a duty status when I perform a househunting trip?

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

Sec. 302-5.18 May I retain any balance left over from my househunting reimbursement if my fixed amount is more than adequate to cover my househunting trip?

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

Subpart B--Agency Responsibilities

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

Sec. 302-5.100 How should we administer the househunting trip expenses allowance?

You should administer the househunting trip expenses allowance to
minimize or avoid its use when other satisfactory and more economical
arrangement are available.

Sec. 302-5.101 What governing policies must we establish for the househunting trip expenses allowance?

You must establish policies and procedures governing:
(a) When you will authorize a househunting trip for an employee;

[[Page 152]]

(b) Who will determine if a househunting trip is appropriate in each
situation;
(c) If and when you will authorize the fixed amount option for
househunting trip subsistence expenses reimbursement;
(d) Who will determine the appropriate duration of a househunting
trip for an employee who selects a per diem allowance under part 302-4
of this chapter to reimburse househunting trip subsistence expenses; and
(e) Who will determine the mode(s) of transportation to be used.

Sec. 302-5.102 Under what circumstances may we authorize a househunting trip?

You may authorize a househunting trip on an individual-case basis
when the employee has accepted the transfer and his/her circumstances
indicate that a househunting trip actually is needed. You may not
authorize a househunting trip when the purpose of the trip is to assist
the employee in deciding whether he or she will accept the transfer.

Sec. 302-5.103 What factors must we consider in determining whether to offer an employee the fixed amount househunting trip subsistence expense reimbursement
option?

You must consider the following factors:
(a) Ease of administration. Payment of a per diem allowance under
part 302-4 of this chapter requires you to review claims for the
validity, accuracy, and reasonableness of each expense amount, except
for meals and incidental expenses. Fixed amount househunting trip
subsistence expenses reimbursement is easier to administer because you
do not have to review expense amounts.
(b) Cost considerations. You must weigh the cost of each
reimbursement option on a case-by-case basis.
(c) Treatment of employees. The employee is allowed to choose
between a per diem allowance under part 302-4 of this chapter and fixed
amount househunting trip subsistence expenses reimbursement when you
offer the fixed amount reimbursement method. You therefore should weigh
employee morale and productivity considerations against actual cost
considerations in determining which method to offer.

PART 302-6--ALLOWANCE FOR TEMPORARY QUARTERS SUBSISTENCE EXPENSES--Table of Contents

Subpart A--General Rules

Sec.
302-6.1 What are ``temporary quarters?''
302-6.2 What are ``temporary quarters subsistence expenses (TQSE)''?
302-6.3 What is the purpose of the TQSE allowance?
302-6.4 Am I eligible for a TQSE allowance?
302-6.5 Who is not eligible for a TQSE allowance?
302-6.6 Must my agency authorize payment of a TQSE allowance?
302-6.7 Under what circumstances will I receive a TQSE allowance?
302-6.8 Who may occupy temporary quarters at Government expense?
302-6.9 Where may I/we occupy temporary quarters at Government
expense?
302-6.10 May my immediate family and I occupy temporary quarters at
different locations?
302-6.11 What methods may my agency use to reimburse me for TQSE?
302-6.12 Must I document my TQSE to receive reimbursement?
302-6.13 How soon may I/we begin occupying temporary quarters at
Government expense?
302-6.14 How is my TQSE allowance affected if my temporary quarters
become my permanent residence quarters?
302-6.15 May I receive an advance of funds for TQSE?
302-6.16 May I receive a TQSE allowance if I am receiving another
subsistence expenses allowance?
302-6.17 Am I eligible for a TQSE allowance if I transfer to a foreign
area?
302-6.18 May I be reimbursed for local transportation expenses
incurred while I am occupying temporary quarters?

Subpart B--Actual TQSE Method of Reimbursement

302-6.100 What am I paid under the actual TQSE reimbursement method?
302-6.101 May my agency reduce my TQSE allowance below the ``maximum
allowable amount''?
302-6.102 What is the ``applicable per diem rate'' under the actual
TQSE reimbursement method?
302-6.103 What is the latest period for which actual TQSE
reimbursement may begin?
302-6.104 How long may I be authorized to claim actual TQSE
reimbursement?

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302-6.105 What is a ``compelling reason'' warranting extension of my
authorized period for claiming an actual TQSE reimbursement?
302-6.106 May I interrupt occupancy of temporary quarters?
302-6.107 What effect do partial days of temporary quarters occupancy
have on my authorized period for claiming actual TQSE
reimbursement?
302-6.108 When does my authorized period for claiming actual TQSE
reimbursement end?
302-6.109 May the period for which I am authorized to claim actual
TQSE reimbursement for myself be different from that of my
immediate family?
302-6.110 What effect do partial days have on my actual TQSE
reimbursement?
302-6.111 May I and/or my immediate family occupy temporary quarters
longer than the period for which I am authorized to claim
actual TQSE reimbursement?

Subpart C--Fixed Amount Reimbursement

302-6.200 What am I paid under the fixed amount reimbursement method?
302-6.201 How do I determine the amount of my payment under the fixed
amount reimbursement method?
302-6.202 Will I receive additional TQSE reimbursement if my fixed
amount is not adequate to cover my TQSE?
302-6.203 May I retain any balance left over from my TQSE
reimbursement if my fixed amount is more than adequate to
cover my TQSE?

Subpart D--Agency Responsibilities

302-6.300 How should we administer the TQSE allowance?
302-6.301 What governing policies must we establish for the TQSE
allowance?
302-6.302 Under what circumstances may we authorize the TQSE
allowance?
302-6.303 What factors should we consider in determining whether the
TQSE allowance is actually necessary?
302-6.304 What factors should we consider in determining whether to
offer an employee the fixed amount TQSE reimbursement option?
302-6.305 What factors should we consider in determining whether
quarters are temporary?

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

Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise
noted.

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. 302-6.1 What are ``temporary quarters?'

The term ``temporary quarters'' refers to lodging obtained for the
purpose of temporary occupancy from a private or commercial source.

Sec. 302-6.2 What are ``temporary quarters subsistence expenses (TQSE)''?

``Temporary quarters subsistence expenses'' or ``TQSE'' are
subsistence expenses incurred by an employee and/or his/her immediate
family while occupying temporary quarters. TQSE does not include local
transportation expenses incurred during occupancy of temporary quarters
(see Sec. 302-6.18 for details).

Sec. 302-6.3 What is the purpose of the TQSE allowance?

The TQSE allowance is intended to reimburse an employee reasonably
and equitably for subsistence expenses incurred when it is necessary to
occupy temporary quarters.

Sec. 302-6.4 Am I eligible for a TQSE allowance?

You are eligible for a TQSE allowance if you are an employee who is
authorized to transfer; and
(a) Your new official station is located within the United States;
and
(b) Your old and new official stations are 50 miles or more apart
(as measured by map distance) via a usually traveled surface route.

Sec. 302-6.5 Who is not eligible for a TQSE allowance?

New appointees, employees assigned under the Government Employees
Training Act (5 U.S.C. 4109), and employees returning from an overseas
assignment for the purpose of separation are not eligible for a TQSE
allowance.

Sec. 302-6.6 Must my agency authorize payment of a TQSE allowance?

No, your agency determines whether it is in the Government's
interest to pay TQSE.

[[Page 154]]

Sec. 302-6.7 Under what circumstances will I receive a TQSE allowance?

You will receive a TQSE allowance if:
(a) Your agency authorizes it before you occupy the temporary
quarters (the agency authorization must specify the period of time
allowed for you to occupy temporary quarters);
(b) You have signed a service agreement; and
(c) You meet any additional conditions your agency has established.

Sec. 302-6.8 Who may occupy temporary quarters at Government expense?

Only you and/or your immediate family may occupy temporary quarters
at Government expense.

Sec. 302-6.9 Where may I/we occupy temporary quarters at Government expense?

You and/or your immediate family may occupy temporary quarters at
Government expense within reasonable proximity of your old and/or new
official stations. Neither you nor your immediate family may be
reimbursed for occupying temporary quarters at any other location,
unless justified by special circumstances that are reasonably related to
your transfer.

Sec. 302-6.10 May my immediate family and I occupy temporary quarters at different locations?

Yes. For example, if you must vacate your home at the old official
station and report to the new official station and your family remains
behind until the end of the school year, you may need to occupy
temporary quarters at the new official station while your family
occupies temporary quarters at the old official station.

Sec. 302-6.11 What methods may my agency use to reimburse me for TQSE?

Your agency will reimburse you for TQSE under the actual expense
method unless it permits the ``fixed amount'' reimbursement method as an
alternative. If your agency makes both methods available to you, you may
select the one you prefer.

Sec. 302-6.12 Must I document my TQSE to receive reimbursement?

For fixed amount TQSE reimbursement, you do not document your TQSE.
For actual TQSE reimbursement, you must document your TQSE by itemizing
each expense and providing receipts as required by Secs. 301-11.25, 301-
11.306 and 301-52.4(b) of this title.

Sec. 302-6.13 How soon may I/we begin occupying temporary quarters at Government expense?

As soon as your agency has authorized you to receive a TQSE
allowance and you have signed a service agreement.

Sec. 302-6.14 How is my TQSE allowance affected if my temporary quarters become my permanent residence quarters?

If your temporary quarters become your permanent residence quarters,
you may receive a TQSE allowance only if you show in a manner
satisfactory to your agency that you initially intended to occupy the
quarters temporarily.

Sec. 302-6.15 May I receive an advance of funds for TQSE?

Yes, if authorized in accordance with Sec. 302-2.20 of this chapter,
your agency may advance the amount of funds necessary to cover your
estimated TQSE expenses for up to 30 days. Your agency subsequently may
advance additional funds for periods up to 30 days.

Sec. 302-6.16 May I receive a TQSE allowance if I am receiving another subsistence expenses allowance?

No, with one exception. You may receive a cost-of-living allowance
payable under 5 U.S.C. 5941 in addition to a TQSE allowance.

Sec. 302-6.17 Am I eligible for a TQSE allowance if I transfer to a foreign area?

No, you may not receive a TQSE allowance under this part when you
transfer to an area outside the United States. However, you may qualify
for a

[[Page 155]]

comparable allowance under the Standardized Regulations (Government
Civilians, Foreign Areas) prescribed by the Department of State.

Sec. 302-6.18 May I be reimbursed for local transportation expenses incurred while I am occupying temporary quarters?

Generally no; local transportation expenses are not TQSE, and there
is no authority to pay such expenses under TQSE. You may, however, be
reimbursed under part 301-4 of this subtitle for necessary
transportation expenses if you perform local official business travel
while you are occupying temporary quarters.

Subpart B--Actual TQSE Method of Reimbursement

Sec. 302-6.100 What am I paid under the actual TQSE reimbursement method?

Your agency will pay your actual TQSE incurred, provided the
expenses are reasonable and do not exceed the maximum allowable amount.
The ``maximum allowable amount'' is the ``maximum daily amount''
multiplied by the number of days you actually incur TQSE not to exceed
the number of days authorized, taking into account that the rates change
after 30 days in temporary quarters. The ``maximum daily amount'' is
determined by adding the rates in the following table for you and each
member of your immediate family authorized to occupy temporary quarters:

----------------------------------------------------------------------------------------------------------------
The ``maximum daily amount'' of TQSE under the actual expense method that
--------------------------------------------------------------------------
Your accompanied spouse
You and/or your or a member of your A member of your
unaccompanied spouse ¹ immediate family who is immediate family who is
may receive is age 12 or older may under age 12 may
receive is receive is
----------------------------------------------------------------------------------------------------------------
For:
The first 30 days of temporary The applicable per diem .75 times the .5 times the applicable
quarters. rate. applicable per diem per diem rate.
rate.
Any additional days of temporary .75 times the .5 times the applicable .4 times the applicable
quarters. applicable per diem per diem rate. per diem rate.
rate.
----------------------------------------------------------------------------------------------------------------
\1\ (That is, when the spouse necessarily occupies temporary quarters in lieu of the employee or in a location
separate from the employee.)

Sec. 302-6.101 May my agency reduce my TQSE allowance below the ``maximum allowable amount''?

Yes, if the estimated daily amount of your TQSE is determined in
advance to be lower than the maximum daily amount, your agency may
reduce the maximum allowable amount to your expected expenses.

Sec. 302-6.102 What is the ``applicable per diem rate'' under the actual TQSE reimbursement method?

The ``applicable per diem rate'' under the actual TQSE reimbursement
method is as follows:

------------------------------------------------------------------------
The applicable per diem rate
For temporary quarters located in is
------------------------------------------------------------------------
The continental United States (CONUS)..... The standard CONUS rate.
Outside the Continental United States The locality rate
(OCONUS). established by the
Secretary of Defense or the
Secretary of State under
Sec. 301-11.6 of this
title.
------------------------------------------------------------------------

Sec. 302-6.103 What is the latest period for which actual TQSE reimbursement may begin?

The period must begin before the maximum time for beginning
allowable travel and transportation under Sec. 302-2.8.

Sec. 302-6.104 How long may I be authorized to claim actual TQSE reimbursement?

Your agency may authorize you to claim actual TQSE in increments of
30-days or less, not to exceed 60 consecutive days. However, if your
agency determines that there is a compelling

[[Page 156]]

reason for you to continue occupying temporary quarters after 60
consecutive days, it may authorize an extension of up to 60 additional
consecutive days. Under no circumstances may you be authorized
reimbursement for actual TQSE for more than a total of 120 consecutive
days.

Sec. 302-6.105 What is a ``compelling reason'' warranting extension of my authorized period for claiming an actual TQSE reimbursement?

A ``compelling reason'' is an event that is beyond your control and
is acceptable to your agency. Examples include, but are not limited to
when:
(a) Delivery of your household goods to your new residence is
delayed due to strikes, customs clearance, hazardous weather, fires,
floods or other acts of God, or similar events.
(b) You cannot occupy your new permanent residence because of
unanticipated problems (e.g., delay in settlement on the new residence,
or short-term delay in construction of the residence).
(c) You are unable to locate a permanent residence which is adequate
for your family's needs because of housing conditions at your new
official station.
(d) Sudden illness, injury, your death or the death of your
immediate family member; or
(e) Similar reasons.

Sec. 302-6.106 May I interrupt occupancy of temporary quarters?

Yes, your authorized period for claiming actual TQSE reimbursement
is measured on consecutive days, and once begun, normally continues to
run whether or not you occupy temporary quarters. You may, however,
interrupt your authorized period for claiming actual TQSE reimbursement
in the following instances:
(a) For the time allowed for en route travel between the old and new
official stations;
(b) For circumstances attributable to official necessity such as an
intervening temporary duty assignment or military duty; or
(c) For a non-official necessary interruption such as
hospitalization, approved sick leave, or other reason beyond your
control and acceptable to your agency.

Sec. 302-6.107 What effect do partial days of temporary quarters occupancy have on my authorized period for claiming actual TQSE reimbursement?

Occupancy of temporary quarters for less than a whole day
constitutes one full day of your authorized period. (However, see
Sec. 302-6.110 regarding en route travel.)

Sec. 302-6.108 When does my authorized period for claiming actual TQSE reimbursement end?

The period ends at midnight on the earlier of:
(a) The day preceding the day you and/or any member of your
immediate family occupies permanent residence quarters.
(b) The day your authorized period for claiming actual TQSE
reimbursement expires.

Sec. 302-6.109 May the period for which I am authorized to claim actual TQSE reimbursement for myself be different from that of my immediate family?

No, the eligibility period for which you are authorized to claim
actual TQSE reimbursement for yourself and for each member of your
immediate family must run concurrently.

Sec. 302-6.110 What effect do partial days have on my actual TQSE reimbursement?

You may not receive reimbursement under both the actual TQSE
allowance and another subsistence expenses allowance within the same
day, with one exception. If you claim TQSE reimbursement on the same day
that en route travel per diem ends, your en route travel per diem will
be computed under applicable partial day rules and you also may be
reimbursed for actual TQSE you incur after 6 p.m. of that day.

[[Page 157]]

Sec. 302-6.111 May I and/or my immediate family occupy temporary quarters longer than the period for which I am authorized to claim actual TQSE reimbursement?

Yes, but you will not be reimbursed for any of the expenses you
incur during the unauthorized period.

Subpart C--Fixed Amount Reimbursement

Sec. 302-6.200 What am I paid under the fixed amount reimbursement method?

If your agency offers and you select the fixed amount TQSE
reimbursement method, you are paid a fixed amount for up to 30 days. No
extensions are allowed under the fixed amount method.

Sec. 302-6.201 How do I determine the amount of my payment under the fixed amount reimbursement method?

Multiply the number of days your agency authorizes TQSE by .75 times
the maximum per diem rate (i.e., lodging plus meals and incidental
expenses) prescribed in chapter 301 of this subtitle for the locality of
the new official station. Then for each member of your immediate family,
multiply the same number of days by .25 times the same per diem rate.
Your payment will be the sum of this calculation.

Sec. 302-6.202 Will I receive additional TQSE reimbursement if my fixed amount is not adequate to cover my TQSE?

No, you will not receive additional TQSE reimbursement if the fixed
amount is not adequate to cover your TQSE.

Sec. 302-6.203 May I retain any balance left over from my TQSE reimbursement if my fixed amount is more than adequate?

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

Subpart D--Agency Responsibilities

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

Sec. 302-6.300 How should we administer the TQSE allowance?

Temporary quarters should be used only if, and only for as long as,
necessary until the employee and/or his/her immediate family can move
into permanent residence quarters. You must administer the TQSE
allowance to minimize or avoid other relocation expenses.

Sec. 302-6.301 What governing policies must we establish for the TQSE allowance?

You must establish policies and procedures governing:
(a) When you will authorize temporary quarters for employees;
(b) Who will determine if temporary quarters is appropriate in each
situation;
(c) If and when you will authorize the fixed amount option for TQSE
reimbursement;
(d) Who will determine the appropriate period of time for which TQSE
reimbursement will be authorized, including approval of extensions and
interruptions of temporary quarters occupancy; and
(e) Who will determine whether quarters were indeed temporary, if
there is any doubt.

Sec. 302-6.302 Under what circumstances may we authorize the TQSE allowance?

You may authorize a TQSE allowance on an individual-case basis when
use of temporary quarters is justified in connection with an employee's
transfer to a new official station. You may not authorize a TQSE
allowance for vacation purposes or other reasons unrelated to the
transfer.

Sec. 302-6.303 What factors should we consider in determining whether the TQSE allowance is actually necessary?

The factors you should consider include:

[[Page 158]]

(a) The length of time the employee should reasonably be expected to
occupy his/her residence at the old official station prior to reporting
for duty at the new official station. An employee and his/her immediate
family should continue to occupy the residence at the old official
station for as long as practicable to avoid the necessity for temporary
quarters.
(b) The existence of less expensive alternatives. If a less
expensive alternative to the TQSE allowance exists that will enable the
employee to find permanent quarters at the new official station, you
should consider such an alternative. For example, authorize a
househunting trip instead of temporary quarters if it would cost less
overall.
(c) The existence of other opportunities to arrange for permanent
quarters. Consider whether the employee had other adequate opportunity
to arrange for permanent quarters. For example, you should not authorize
temporary quarters if the employee had adequate opportunity during an
extended temporary duty assignment to arrange for permanent quarters.

Sec. 302-6.304 What factors should we consider in determining whether to offer an employee the fixed amount TQSE reimbursement option?

The factors you should consider include:
(a) Ease of administration. Actual TQSE reimbursement requires an
agency to review claims for the validity, accuracy, and reasonableness
of each expense amount. Fixed amount TQSE reimbursement does not require
review of expense amounts and is therefore easier to administer.
(b) Cost considerations. You must weigh the cost of each
alternative. Actual TQSE reimbursement may extend up to 120 consecutive
days, while fixed amount TQSE reimbursement is limited to 30 days.
Actual TQSE reimbursement may be less expensive, since its ceiling is
based on the standard CONUS rate, while fixed amount TQSE reimbursement
is based on the locality per diem rate. However, fixed amount TQSE
reimbursement may be less expensive because the maximum daily rate under
actual TQSE reimbursement is a higher percentage of the applicable per
diem rate than fixed amount TQSE reimbursement.
(c) Treatment of employee. The employee is allowed to choose between
actual TQSE reimbursement and fixed amount TQSE reimbursement when you
offer the fixed amount TQSE reimbursement method. You therefore should
weigh employee morale and productivity considerations against actual
cost considerations in determining which method to offer.

Sec. 302-6.305 What factors should we consider in determining whether quarters are temporary?

In determining whether quarters are ``temporary'', you should
consider factors such as the duration of the lease, movement of
household effects into the quarters, the type of quarters, the
employee's expressions of intent, attempts to secure a permanent
dwelling, and the length of time the employee occupies the quarters.

[[Page 159]]