[Title 41 CFR 302]
[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]
[From the U.S. Government Printing Office]
41PUBLIC CONTRACTS AND PROPERTY MANAGEMENT42002-07-012002-07-01falseRELOCATION ALLOWANCES302CHAPTER 302PUBLIC CONTRACTS AND PROPERTY MANAGEMENTFederal Travel Regulation System
CHAPTER 302--RELOCATION ALLOWANCES
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SUBCHAPTER A--INTRODUCTION
Part Page
302-1 General rules............................... 119
302-2 Employees eligibility requirements.......... 119
SUBCHAPTER B--RELOCATION ALLOWANCES
302-3 Relocation allowance by specific type....... 124
SUBCHAPTER C--PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR
SUBSISTENCE AND TRANSPORTATION EXPENSES
302-4 Allowances for subsistence and
transportation.......................... 145
302-5 Allowance for househunting trip expenses.... 149
302-6 Allowance for temporary quarters subsistence
expenses................................ 152
SUBCHAPTER D--TRANSPORTATION AND STORAGE OF PROPERTY
302-7 Transportation and temporary storage of
household goods and professional books,
papers, and equipment (PBP&E)........... 159
302-8 Allowances for extended storage of household
goods (HHG)............................. 166
302-9 Allowances for transportation and emergency
storage of a privately owned vehicle.... 170
302-10 Allowances for transportation of mobile
homes and boats used as a primary
residence............................... 178
SUBCHAPTER E--RESIDENCE TRANSACTION ALLOWANCES
302-11 Allowances for expenses incurred in
connection with residence transactions.. 183
302-12 Use of a relocation services company........ 193
302-14 Home marketing incentive payments........... 196
302-15 Allowance for property management services.. 198
SUBCHAPTER F--MISCELLANEOUS ALLOWANCES
302-16 Allowance for miscellaneous expenses........ 202
302-17 Relocation income tax (RIT) allowance....... 204
[[Page 119]]
SUBCHAPTER A--INTRODUCTION
PART 302-1--GENERAL RULES--Table of Contents
Subpart A--Applicability
Sec.
302-1.1 Who is eligible for relocation expense allowances under this
chapter?
302-1.2 Who is not eligible for relocation expense allowances under
this chapter?
Subpart B [Reserved]
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).
Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise
noted.
Subpart A--Applicability
Note to subpart A: Use of pronouns ``I'', ``you'', and their
variants throughout this subpart refers to the employee.
Sec. 302-1.1 Who is eligible for relocation expense allowances under this chapter?
You are generally eligible for relocation expense allowances under
this chapter if you are:
(a) A new appointee appointed to your first official duty station
(as discussed in this chapter);
(b) An employee transferring in the interest of the Government from
one agency or duty station to another for permanent duty, and your new
duty station is at least 50 miles distant from your old duty station
(see Sec. 302-2.6 of this chapter);
(c) An employee of the United States Postal Service transferred for
permanent duty, under 39 U.S.C. 1006, from the Postal Service to an
agency as defined in 5 U.S.C. 5721;
(d) An employee performing travel in accordance with your overseas
tour renewal agreement (see Secs. 302-3.209 through 302-3.224 of this
Chapter);
(e) An employee returning from an overseas assignment for separation
from the Government;
(f) A student trainee assigned to any position upon completion of
college work;
(g) An employee eligible for a ``last move home'' benefit upon
separation from the Government (and your immediate family in the event
of your death prior to separation or after separation but prior to
relocating);
(h) A Department of Defense overseas dependents school system
teacher;
(i) A career appointee to the Senior Executive Service (SES) as
defined in 5 U.S.C. 3132(a)(4), and a prior SES appointee who is
returning to your official residence for separation and who will be
retaining SES retirement benefits; or
(j) An employee that is being assigned to a temporary duty station
in connection with long-term assignment.
Sec. 302-1.2 Who is not eligible for relocation expense allowances under this chapter?
You are not eligible to receive relocation expense allowances under
this chapter if you are:
(a) A Foreign Service Officer or a Federal employee transferred
under the rules of the Foreign Service Act of 1980, as amended;
(b) An officer or an employee transferred under the Central
Intelligence Act of 1949, as amended;
(c) A person whose pay and allowances are prescribed under title 37
U.S.C., ``Pay and Allowances of the Uniformed Services''
(d) An employee of the Veterans' Administration to whom 38 U.S.C.
235 applies; or
(e) A person not covered in Sec. 302-1.1.
Subpart B [Reserved]
PART 302-2--EMPLOYEES ELIGIBILITY REQUIREMENTS--Table of Contents
Subpart A--General Rules
Sec.
302-2.1 When may I begin my transfer or reassignment?
302-2.2 May I relocate to my new official duty station before I receive
a written travel authorization (TA)?
302-2.3 What determines my entitlements and allowances for relocation?
301-2.4 What is my effective transfer or appointment date?
302-2.5 May I relocate from a location other than the location
specified in my relocation travel authorization?
[[Page 120]]
302-2.6 May I be reimbursed for relocation expenses if I relocate to a
new official station that is less than 50 miles from my old
official duty station?
Time Limits
302-2.7 When may I begin my travel and transportation after receiving
authorization to do so?
302-2.8 When must I complete all aspects of my relocation?
302-2.9 If I am furloughed to perform active military duty, will I
have to complete all aspects of the relocation within the time
limitation?
302-2.10 Does the 2-year time period in Sec. 302-2.8 include time that
I cannot travel and/or transport my household effects due to
shipping restrictions to or from my post of duty OCONUS?
302-2.11 May the 2-year time limitation for completing all aspects of
a relocation be extended?
Service Agreements
302-2.12 What is a service agreement?
302-2.13 Am I required to sign a service agreement when transferring
within or outside the continental United States or performing
renewal agreement travel and what is the minimum period of
service?
302-2.14 Will I be penalized for violation of my service agreement?
302-2.15 Must I provide my agency with my actual place of residence as
soon as I accept a transfer/appointment OCONUS?
302-2.16 Must I sign a service agreement for a ``last move home''
relocation?
302-2.17 What happens if I fail to sign a service agreement?
302-2.18 Can my service agreement be voided by a subsequent service
agreement?
302-2.19 If I have more than one service agreement, must I adhere to
each agreement separately?
Advancement of Funds
302-2.20 May I receive an advance of funds for my travel and
transportation expenses?
302-2.21 What requirements must I meet to receive a travel advance?
302-2.22 May I receive a travel advance for separation relocation?
Subpart B--Agency Responsibilities
302-2.100 What internal policies must we establish before authorizing
a relocation allowance?
302-2.101 When may we authorize reimbursement for relocation expenses?
302-2.102 Who must authorize and approve relocation expenses?
302-2.103 How must we administer the authorization for relocation of an
employee?
302-2.104 What information must we provide on the TA?
302-2.105 When an employee transfers between Federal agencies, who is
responsible for paying the employee's relocation expenses?
302-2.106 May we waive statutory or regulatory limitations relating to
relocation allowances for employees relocating to/from remote
or isolated locations?
Time Limits
302-2.110 Are there time factors that we must consider for allowing an
employee to complete all aspects of relocation?
Authority: 5 U.S.C. 5721-5734; 20 U.S.C. 905(a).
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.
Sec. 302-2.1 When may I begin my transfer or reassignment?
You may begin your transfer or reassignment only after your agency
has approved your travel authorization (TA) in writing (paper or
electronic).
Sec. 302-2.2 May I relocate to my new official duty station before I receive a written travel authorization (TA)?
No, you must have the written TA (paper or electronic) before you
relocate to your new official duty station.
Sec. 302-2.3 What determines my entitlements and allowances for relocation?
Your entitlements and allowances for relocation are determined by
the regulatory provisions that are in effect at the time you report for
duty at your new official station. However, this does not change the
requirement that all aspects of a relocation must be completed time
specified in Sec. 302-2.4.
Sec. 302-2.4 What is my effective transfer or appointment date?
Your effective transfer or appointment date is the date on which you
report for duty at your new or first official station, respectively.
[[Page 121]]
Sec. 302-2.5 May I relocate from a location other than the location specified in my relocation travel authorization?
Yes, you may relocate from a place other than from where you are
authorized. However, you will be required to pay all additional costs
incurred for expenses above your authorized travel and transportation
cost.
Sec. 302-2.6 May I be reimbursed for relocation expenses if I relocate to a new official station that is less than 50 miles from my old official duty station?
Generally no; you may not be reimbursed for relocation expenses if
you relocate to a new official station that is less than 50 miles from
your old official station, unless the head of the agency or designee
authorizes an exception. On a case-by-case basis and having considered
the following criteria, the head of your agency or designee may
authorize the reimbursement of relocation expenses of less than 50 miles
when he/she determines that it is in the interest of the Government: and
(a) The one way commuting pattern between the old and new official
station increases by at least 10 miles but no more than 50 miles; or
(b) There is an increase in the commuting time to the new official
station; or
(c) A financial hardship is imposed due to increased commuting
costs.
Time Limits
Sec. 302-2.7 When may I begin my travel and transportation after receiving authorization to do so?
You and your immediate family member(s) may begin travel immediately
upon receipt of your authorized TA.
Sec. 302-2.8 When must I complete all aspects my relocation?
You and your immediate family member(s) must complete all aspects of
your relocation within two years from the effective date of your
transfer or appointment, except as provided in Sec. 302-2.9 or Sec. 302-
2.10.
Sec. 302-2.9 If I am furloughed to perform active military duty, will I have to complete all aspects of the relocation within the time limitation?
No, if you are furloughed to perform active military duty, the 2-
year period to complete all aspects of relocation is exclusive of time
spent on furlough for active military service.
Sec. 302-2.10 Does the 2-year time period in Sec. 302-2.8 include time that I cannot travel and/or transport my household effects due to shipping restrictions
to or from my post of duty OCONUS?
No, the 2-year time period in Sec. 302-2.8 does not include time
that you cannot travel and/or transport your household effects due to
shipping restriction to or from your post of duty OCONUS.
Sec. 302-2.11 May the 2-year time limitation for completing all aspects of a relocation be extended?
Yes, the 2-year time limitation for completing all aspects of a
relocation may be extended by your Agency for up to 2 additional years,
but only if you have received an extension under Sec. 302-11.22.
Service Agreements
Sec. 302-2.12 What is a service agreement?
A service agreement is a written agreement between you and your
agency, signed by you and an agency representative, stating that you
will remain in the service of the Government for a period of time as
specified in Sec. 302-2.13, after you have relocated.
Sec. 302-2.13 Am I required to sign a service agreement when transferring within or outside the continental United States or performing renewal agreement
travel and what is the minimum period of service?
Yes, you are required to sign a service agreement when transferring
within or outside the continental United States or performing renewal
agreement travel. The minimum periods of service are:
(a) Within the continental United States for a period of service of
not less than 12 months following the effective date of your transfer;
[[Page 122]]
(b) Outside the continental United States for an agreed upon period
of service of not more than 36 months or less than 12 months following
the effective date of transfer;
(c) Department of Defense Overseas Dependent School System teachers
for a period of not less than one school year as determined under
chapter 25 of title 20, United States Code; and
(d) For renewal agreement travel a period of not less than 12 months
from the date of return to the same or different overseas official
station.
Sec. 302-2.14 Will I be penalized for violation of my service agreement?
Yes, if you violate a service agreement (other than for reasons
beyond your control and which must be accepted by your agency), you will
have incurred a debt due to the Government and you must reimburse all
costs that your agency has paid towards your relocation expenses
including withholding tax allowance (WTA) and relocation income tax
(RIT) allowance.
Sec. 302-2.15 Must I provide my agency with my actual place of residence as soon as I accept a transfer/appointment OCONUS?
Yes, if you accept a transfer/appointment to an OCONUS location, you
must immediately provide your agency with the information needed to
determine your actual place of residence and to document it into your
service agreement.
Sec. 302-2.16 Must I sign a service agreement for a ``last move home'' relocation?
No, you do not need to sign a service agreement for a ``last move
home'' relocation.
Sec. 302-2.17 What happens if I fail to sign a service agreement?
If you fail to sign a service agreement, your agency will not pay
for your relocation expenses.
Sec. 302-2.18 Can my service agreement be voided by a subsequent service agreement?
No, service agreements which are already in effect cannot be voided
by subsequent service agreements.
Sec. 302-2.19 If I have more than one service agreement, must I adhere to each agreement separately?
Yes, service agreements can not be grouped together and must be
adhered to separately. Each agreement is in effect for the period
specified in the agreement.
Advancement of Funds
Sec. 302-2.20 May I receive an advance of funds for my travel and transportation expenses?
Yes, you may receive an advance of funds for your travel and
transportation expenses, as prescribed by your agency, except for
overseas tour renewal agreement travel.
Sec. 302-2.21 What requirements must I meet to receive a travel advance?
Your relocation travel authorization must authorize you to receive a
travel advance.
Sec. 302-2.22 May I receive a travel advance for separation relocation?
Yes, you may receive a travel advance if approved by your agency.
Subpart B--Agency Responsibilities
Note to subpart B: Use of pronouns ``we'', ``you'', and their
variants throughout this subpart refers to the agency.
Sec. 302-2.100 What internal policies must we establish before authorizing a relocation allowance?
Before authorizing a relocation allowance, you must set internal
policies that determine:
(a) How you will implement the governing policies throughout this
part;
(b) How you will determine when a relocation is in the best interest
of the Government;
(c) When you will allow a travel advance for relocation expenses;
(d) Who will authorize and approve relocation travel;
(e) Under what additional circumstances will you require an employee
to sign a service agreement; and
(f) Who is required to sign a service agreement.
[[Page 123]]
Sec. 302-2.101 When may we authorize reimbursement for relocation expenses?
You may authorize reimbursement for relocation expenses:
(a) When you have determined that an employee's permanent change of
station is in the best interest of the Government;
(b) Only after an employee has signed a service agreement to remain
in service for the period specified in Sec. 302-2.13; and
(c) When you have determined that the employee's relocation is
incident to his/her change of official station.
Sec. 302-2.102 Who must authorize and approve relocation expenses?
The agency head or his/her designee must authorize and approve
relocation expenses.
Sec. 302-2.103 How must we administer the authorization for relocation of an employee?
To administer the authorization for relocation of an employee, you
must:
(a) Issue an employee a TA for relocation before he/she transfers to
his/her new official station;
(b) Inform the employee of his/her transfer within a timeframe that
will provide him/her sufficient time for preparation;
(c) Establish timeframes on when employees must submit a TA request;
and
(d) Provide new employees with the applicable limitations of their
travel benefits.
Sec. 302-2.104 What information must we provide on the TA?
On the TA, you must state the:
(a) Specific allowances that the employee is authorized; and
(b) Procedures that the employee is authorized to follow.
Sec. 302-2.105 When an employee transfers between Federal agencies, who is responsible for paying the employee's relocation expenses?
When an employee transfers between Federal agencies, all allowable
expenses must be paid from the funds of the agency that the employee is
transferring to. However, in the case of a reduction in force or
transfer of function, an agreement may be made between the agencies
concerned as to what relocation allowances will be paid by either agency
or split between them. This should include the payment of expenses for
the extended storage of the employee's household goods when assigned to
an isolated permanent duty station within CONUS or a transfer to, from,
or between foreign countries.
Sec. 302-2.106 May we waive statutory or regulatory limitations relating to relocation allowances for employees relocating to/from remote or isolated
locations?
Yes, the agency head or his/her designee may waive any statutory or
regulatory limitations for employees relocating (to/from a remote or
isolated location) when determining that failure to waive the limitation
would cause an undue hardship on the employee.
Time Limits
Sec. 302-2.110 Are there time factors that we must consider for allowing an employee to complete all aspects of relocation?
Yes, you should encourage employees to begin travel as soon as
possible after authorization of travel is approved and inform employees
that they must complete all aspects of relocation within a 2-year period
from his/her effective date of transfer or appointment, unless the
employee's 2-year period is extended to include:
(a) Time spent on military furlough;
(b) Delays caused by overseas shipping or other restrictions; or
(c) An extension for completion of residence transaction (see
Sec. 302-11.22 of this chapter).
[[Page 124]]
SUBCHAPTER B--RELOCATION ALLOWANCES
PART 302-3--RELOCATION ALLOWANCE BY SPECIFIC TYPE--Table of Contents
Subpart A--New Appointee
302-3.1 Who is a new appointee?
302-3.2 As a new appointee or student trainee what relocation expenses
may my agency pay or reimburse me for incident to a permanent
change of station to my first official station?
302-3.3 As a new appointee, are there any expenses that my agency will
not pay?
302-3.4 If my agency authorizes me allowances for relocation, must it
pay all of the expenses listed in Sec. 302-3.2?
302-3.5 If I travel to my first official station before I have been
appointed, will I be reimbursed for my relocation expenses?
Subpart B--Transferred Employees
302-3.100 What is a transferred employee?
302-3.101 As a transferred employee what relocation allowances must my
agency pay or reimburse me for incident to a permanent change
of station?
Subpart C--Types of Transfers
Relocation of Two or More Employed Immediate Family Members
302-3.200 When a member of my immediate family who is also an employee
and I are transferring to the same official station, may we
both receive allowances for relocation?
302-3.201 If my immediate family member and I both transfer to the same
official station in the interest of the Government, may we
both claim the same relocation expenses?
302-3.202 If my immediate family member and I both transfer to the same
official station, may we both claim the same relocation
allowances for the same non-employee family member?
302-3.203 If I am transferring in the interest of the Government and my
employed immediate family member(s) transfer is not in the
interest of the Government, will he/she receive relocation
allowances?
302-3.204 When an employed immediate family member and I are
transferring in the interest of the Government, what
information must we submit to our agency?
Reduction in Force Relocation
302-3.205 If my transfer is involuntary (due to i.e., reduction in
force, cessation, or transfer of work), is it considered to be
in the interest of the Government?
302-3.206 If I am re-employed after a separation by reduction in force
or transfer of functions, may my agency pay me a relocation
allowance?
Overseas Assignment and Return
302-3.207 Am I eligible to receive relocation allowances for overseas
assignment and return travel?
302-3.208 What relocation expenses will my agency pay for my overseas
assignment and return?
Overseas Tour Renewal Agreement
302-3.209 What is overseas tour renewal travel?
302-3.210 What is an overseas tour of duty?
302-3.211 What is an allowance for overseas tour renewal travel?
302-3.212 How do I know if I am eligible to receive an allowance for
overseas tour renewal travel?
302-3.213 What allowances will I receive for tour renewal travel?
302-3.214 May I receive reimbursement for tour renewal travel when my
travel is between two places within the United States?
302-3.215 Will I be reimbursed for tour renewal travel from a post of
duty in Hawaii and return to a post of duty in Alaska or for
such travel from a post of duty in Alaska and return to a post
of duty in Hawaii?
302-3.216 When must I begin my first tour renewal travel from Alaska or
Hawaii?
302-3.217 Will my family or I receive per diem for en route travel from
my post of duty to my actual place of residence in the U.S.?
302-3.218 Are there any special circumstances when my agency may
authorize me travel and transportation expenses for my tour
renewal travel in Alaska or Hawaii?
302-3.219 Is there a limit on how many times I may receive
reimbursement for tour renewal travel?
302-3.220 May my family and I travel to another U.S. location (other
than from my actual place of residence) under my tour renewal
agreement?
302-3.221 If I travel to another place in the U.S. (other than my
actual place of residence) am I required to spend time at my
actual place of residence to receive reimbursement?
302-3.222 Will I be reimbursed if I travel to another overseas location
(instead of the U.S.)?
302-3.223 What happens if I violate my new service agreement under a
tour renewal assignment?
[[Page 125]]
302-3.224 If I violate my new service agreement, will the Government
reimburse me for return travel and transportation to my actual
place of residence?
Prior Return of Immediate Family Members
302-3.225 If my immediate family member(s) return to the U.S. before
me, will I be reimbursed for transporting part of my household
goods with my family and the rest of my household goods when I
return?
302-3.226 Will the Government reimburse me if I am not eligible to
return with my immediate family member(s) to the U.S. and
choose to send them at my own expense?
302-3.227 If I become divorced from my spouse while OCONUS will I
receive reimbursement to return my former spouse and
dependents to the U.S.?
302-3.228 Is my dependent who turned 21 while overseas entitled to
return travel to my place of actual residence at the expense
of the Government?
Subpart D--Relocation Separation
Overseas to U.S. Return for Separation
302-3.300 Must my agency pay for return relocation expenses for my
immediate family and me once I have completed my duty OCONUS?
302-3.301 May I transport my household goods to a location other than
my actual place of residence when I separate from the
Government?
302-3.302 May my agency pay for my immediate family member(s) and my
household goods to be returned to the U.S. before I complete
my service agreement?
302-3.303 May I claim reimbursement for the return of my immediate
family member(s) or household goods more than once under one
service agreement?
SES Separation for Retirement
302-3.304 Who is entitled to SES separation relocation allowances?
302-3.305 Who is not eligible for SES separation relocation expense
allowances?
302-3.306 If I meet the conditions in Sec. 302-3.307, what expenses am
I allowed under separation for retirement travel?
302-3.307 Under what conditions may I receive separation relocation
travel for my family and me?
302-3.308 Do I have to provide my agency with any special documents
before receiving reimbursement for moving expenses?
302-3.309 Where should my travel and transportation begin?
302-3.310 Where will I be authorized to separate?
302-3.311 May I receive reimbursement for travel and transportation
from an alternate location other than the duty station?
302-3.312 Upon separation, if I elect to reside in a different
geographical area which is less than 50 miles from my official
duty station, will I receive reimbursement?
302-3.313 May I have my household goods transported from more than one
location?
302-3.314 Is there a time limit when I must begin my travel and
transportation upon separation?
302-3.315 May I be granted an extension on beginning my separation
travel?
Subpart E--Employee's Temporary Change of Station
302-3.400 What is a ``temporary change of station (TCS)''?
302-3.401 What is the purpose of a TCS?
302-3.402 When am I eligible for a TCS?
302-3.403 Who is not eligible for a TCS?
302-3.404 Under what circumstances will my agency authorize a TCS?
302-3.405 If my agency authorizes a TCS, do I have the option of
electing payment of per diem expenses under part 301-11 of
this title?
302-3.406 How long must my assignment be for me to qualify for a TCS?
302-3.407 What is the effect on my TCS reimbursement if my assignment
lasts less than 6 months?
302-3.408 What is the effect on my TCS reimbursement if my assignment
lasts more than 30 months?
302-3.409 Is there any required minimum distance between an official
station and a TCS location that must be met for me to qualify
for a TCS?
302-3.410 Must I sign a service agreement to qualify for a TCS?
302-3.411 What is my official station during my TCS?
Expenses Paid Upon Assignment
302-3.412 What expenses must my agency pay?
302-3.413 Are there other expenses that my agency may pay?
Expenses Paid During Assignment
302-3.414 If my agency authorizes a TCS, will it pay for extended
storage of my household goods?
302-3.415 How long may my agency pay for extended storage of household
goods?
302-3.416 Is there any limitation on the combined weight of household
goods I may transport and store at Government expense?
[[Page 126]]
302-3.417 Will I have to pay any income tax if my agency pays for
extended storage of my household goods?
302-3.418 Will my agency pay for property management services when I am
authorized a TCS?
302-3.419 For what property will my agency pay property management
services?
302-3.420 How long will my agency pay for property management services?
302-3.421 What are the income tax consequences when my agency pays for
property management services?
Expenses Paid Upon Completion of Assignment or Upon Separation From
Government Service
302-3.422 What expenses will my agency pay when I complete my TCS?
302-3.423 If I separate from Government service upon completion of my
TCS, what relocation expenses will my agency pay upon my
separation?
302-3.424 If I separate from Government service prior to completion of
my TCS, what relocation expenses will my agency pay upon my
separation?
302-3.425 If I have been authorized successive temporary changes of
station and reassigned from one temporary official station to
another, what expenses will my agency pay upon completion of
my last assignment or my separation from Government service?
Permanent Assignment to Temporary Official Station
302-3.426 How is payment of my TCS expenses affected if I am
permanently assigned to my temporary official station?
302-3.427 What relocation allowances may my agency pay when I am
permanently assigned to my temporary official station?
302-3.428 If I am permanently assigned to my temporary official
station, is there any limitation on the weight of household
goods I may transport at Government expense to my official
station?
302-3.429 Are there any relocation allowances my agency may not pay if
I am permanently assigned to my temporary official station?
Subpart F--Agency Responsibilities
302-3.500 What governing policies and procedures must we establish for
paying a relocation allowance under this part 302-3?
302-3.501 Must we establish any specific procedures for paying a
relocation allowance to new appointees?
302-3.502 What factors should we consider in determining whether to
authorize a TCS for a long-term assignment?
Service Agreements
302-3.503 Must we require employees to sign a service agreement?
302-3.504 What information should we include in a service agreement?
302-3.505 How long must we require an employee to agree to the terms of
a service agreement?
302-3.506 May we pay relocation expenses if the employee violates his/
her service agreement?
New Appointees
302-3.507 Once we authorize relocation expenses for new appointees or
student trainees what expenses must we pay?
302-3.508 What relocation expenses are not authorized for new
appointees or student trainees?
Overseas Assignment and Return
302-3.509 What policies must we follow when appointing an employee to
an overseas assignment?
302-3.510 When must we pay return travel for immediate family members?
302-3.511 What must we consider when determining return travel for
immediate family member(s) for compassionate reasons prior to
completion of the service agreement?
302-3.512 How many times are we required to pay for an employee's
return travel?
Overseas Tour Renewal Travel
302-3.513 May we allow a travel advance for tour renewal agreement
travel?
302-3.514 Under what conditions may we pay for tour renewal agreement
travel?
302-3.515 What special rules must we apply for reimbursement of tour
renewal travel for employees stationed, assigned, appointed or
transferred to/from Alaska or Hawaii?
SES Separation for Retirement
302-3.516 What must we do before issuing payment for SES separation-
relocation travel?
302-3.517 May we issue travel advances for separation relocation?
Authority: 5 U.S.C. 5721-5734; 20 U.S.C. 905(a).
Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise
noted.
Subpart A--New Appointee
Note to subpart A: Use of pronouns ``I'', ``you'', and their
variants throughout this subpart refers to the employee, unless
otherwise noted.
[[Page 127]]
Sec. 302-3.1 Who is a new appointee?
A new appointee is:
(a) An individual who is employed with the Federal Government for
the very first time (including an individual who has performed
transition activities under section 3 of the Presidential Transition Act
of 1963 (3 U.S.C. 102 note), and is appointed in the same fiscal year as
the Presidential inauguration);
(b) An employee who is returning to the Government after a break in
service (except an employee separated as a result of reduction in force
or transfer of functions and is re-employed within one year after such
action); or
(c) A student trainee assigned to the Government upon completion of
his/her college work.
Sec. 302-3.2 As a new appointee or student trainee what relocation expenses may my agency pay or reimburse me for incident to a permanent change of station to
my first official station?
As a new appointee or student trainee being assigned to a first
official station your agency may or may not pay or reimburse you the
relocation expenses indicated for the type of transfer in Tables A and B
of this section. However, once the decision is made to pay or reimburse
your relocation expenses, all mandatory relocation allowances are
reimbursed, unless otherwise stated in the applicable parts of this
chapter.
Table A.--Assigned to First Official Station in the Continental United
States (CONUS)
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation of employee & 1. Shipment of privately owned
immediate family member(s) (part 302-4 vehicle (POV) (part 302-9,
of this chapter). subpart B of this chapter).
2. Per diem for employee only (part 302- ...............................
4 of this chapter).
3. Transportation & temporary storage ...............................
of household goods (part 302-7 of this
chapter).
4. Extended storage of household goods ...............................
(part 302-8 of this chapter)\1\.
5. Transportation of a mobile home or ...............................
boat used as a primary residence in
lieu of the transportation of
household goods (part 302-10 of this
chapter).
6. Relocation income tax allowance ...............................
(RITA) (part 302-17 of this chapter).
------------------------------------------------------------------------
\1\ Note to Column 1, Item 4: Only when assigned to a designated
isolated official station in CONUS.
Table B.--Assigned to First Official Station Outside the Continental
United States (OCONUS)
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation of employee & 1. Shipment of privately owned
immediate family member(s) (part 302-4 vehicle (POV) (part 302-9 of
of this chapter). this chapter).
2. Per diem employee only (part 302-4). 2. Temporary quarters
subsistence expense (TQSE) is
not authorized in a foreign
area, however, you may be
entitled to the following
under the Department of State
Standard Regulations (DSSR)
(Government Civilians--Foreign
Areas) which is available from
the Superintendent of
Documents, Washington, DC
20402.
(a) Foreign Transfer Allowance
(FTA) (Subsistence Expense)
for quarters occupied
temporarily before departure
from the 50 states or the
District of Columbia for a
official station in a foreign
area incident to a permanent
change of station and travel
to first official station
overseas.
(b) Temporary quarters
subsistence expenses (TQSE)
when a transfer is authorized
to a foreign area.
(c) The miscellaneous expense
portion of the FTA is
authorized incident to first
official station travel to a
foreign area.
3. Transportation & temporary storage 3. Use of relocation service
of household goods (part 302-7 of this companies only when transfer
chapter). is to Alaska or Hawaii (part
302-12 of this chapter).
4. Extended storage of household goods 4. Home marketing incentives
(part 302-8 of this chapter). only when transfer is to a non-
foreign OCONUS area (part 302-
15 of this chapter).
[[Page 128]]
5. Relocation income tax allowance ...............................
(RITA) (part 302-17 of this chapter).
------------------------------------------------------------------------
Sec. 302-3.3 As a new appointee, are there any expenses that my agency will not pay?
Yes, as a new employee, your agency will not pay for expenses that
are not listed in Sec. 302-3.2 (e.g., per diem for family, cost of
househunting trip, miscellaneous expense allowance, etc.).
Sec. 302-3.4 If my agency authorizes me allowances for relocation, must it pay all of the expenses listed in Sec. 302-3.2?
Yes, if your agency authorizes you allowances for relocation, it
must pay all of the expenses listed in Sec. 302-3.2.
Sec. 302-3.5 If I travel to my first official station before I have been appointed, will I be reimbursed for my relocation expenses?
Generally, you may not be reimbursed for relocation expenses
incurred before you have been appointed to a Federal position and signed
an agreement to remain in Government service for 12 months after
appointment. However there is an exception for appointees who have
performed Presidential transition activities. Such appointees may be
reimbursed allowable travel and transportation expenses incurred at any
time following the most recent Presidential election once they have
signed a service agreement. However, appointment must occur in the same
fiscal year as the Presidential transition activities.
Subpart B--Transferred Employees
Sec. 302-3.100 What is a transferred employee?
A transferred employee is an employee who transfers from one
official station to another. This may also include employees separated
as a result of reduction in force or transfer of functions who are re-
employed within one year after such separation.
Sec. 302-3.101 As a transferred employee what relocation allowances must my agency pay or reimburse me for incident to a permanent change of station?
As a transferred employee there are mandatory and discretionary
relocation expenses. Once an agency decision is made to pay or reimburse
relocation expenses indicated for the type of transfer in tables (A)
through (I) of this section, all the mandatory allowance must be paid or
reimbursed, unless otherwise stated in the applicable parts. The
discretionary relocation allowances indicated in tables (A) through (I)
of this section may or may not be paid by the agency.
Table A.--Transfer Between Official Stations in the Continental United
States (CONUS)
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for 1. Househunting per diem &
employee & immediate family member(s) transportation, employee &
(part 302-4 of this chapter). spouse only (part 302-5 of
this chapter).
2. Miscellaneous moving expense (part 2. Temporary quarters
302-16 of this chapter). subsistence expense (TQSE)
(part 302-6 of this chapter).
3. Sell or buy residence transactions 3. Shipment of privately owned
or lease termination expenses (part vehicle (POV) (part 302-9,
302-11 of this chapter). subpart B of this chapter).
4. Transportation & temporary storage 4. Use of relocation service
of household goods (part 302-7 of this companies (part 302-12 of this
chapter). chapter).
5. Extended storage of household goods 5. Property management services
(part 302-8 of this chapter) \1\. (part 302-15 of this chapter).
6. Transportation of a mobile home or 6. Home marketing incentives
boat used as a primary residence in (part 302-14 of this chapter).
lieu of the transportation of
household goods (part 302-10 of this
chapter).
[[Page 129]]
7. Relocation income tax allowance ...............................
(RITA) (part 302-17 of this chapter).
------------------------------------------------------------------------
\1\ Note to Column 1, Item 5: Only when assigned to a designated
isolated official station in CONUS.
Table B.--Transfer From CONUS to an Official Station Outside the
Continental United States (OCONUS)
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for 1. Temporary quarters
employee & immediate family member(s) subsistence expense (TQSE) is
(part 302-4 of this chapter). not authorized in a foreign
area, however, you may be
entitled to the following
under the Department of State
Standardized Regulations
(DSSR) (Government Civilians-
Foreign Areas):
(a) A Foreign Transfer
Allowance (FTA) for quarters
occupied temporarily before
departure from the 50 states
or the District of Columbia
for a official station in a
foreign area incident to a
permanent change of station
and travel to first official
station overseas.
(b) Temporary quarters
subsistence allowance (TQSA).
2. Miscellaneous expense allowance 2. Property management services
(part 302-16 of this chapter). (part 302-15 of this chapter).
3. Transportation & temporary storage 3. Shipment of a privately
of household goods (part 302-7 this owned vehicle (part 302-9 of
chapter). this chapter).
4. Extended storage of household goods 4. Use of relocation service
(part 302-8 of this chapter). companies when transfer is to
Alaska or Hawaii (part 302-12
of this chapter).
5. Relocation income tax allowance 5. Home marketing incentives
(RITA) (part 302-17 of this chapter) when transfer is to Alaska or
\1\. Hawaii (part 302-15 of this
chapter).
------------------------------------------------------------------------
\1\ Note to Column 1, item 5. Allowed when old and new official stations
are located in the United States. Also allowed when instead of being
returned to the former non-foreign area official station, an employee
is transferred in the interest of the Government to a different non-
foreign area official station than from the official station from
which transferred when assigned to the foreign official station.
Table C.--Transfer From OCONUS Official Station to an Official Station
in CONUS
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for 1. Shipment of a privately
employee & immediate family member(s) owned vehicle (part 302-9 of
(part 302-4 of this chapter). this chapter).
2. Temporary quarters subsistence
expense (TQSE) (part 302-6 of this
chapter) \1\.
3. Miscellaneous expense allowance
(part 302-16 of this chapter).
4. Sell & buy residence transaction
expenses or lease termination expenses
(part 302-11 of this chapter) \2\.
5. Transportation & temporary storage
of household goods (part 302-7 of this
chapter).
6. Extended storage of household goods
only when assigned to a designated
isolated official station in CONUS
(part 302-8 of this chapter).
7. Relocation income tax allowance
(RITA) (part 302-17 of this chapter) .
------------------------------------------------------------------------
\1\ Note to Column 1, item 2: A TQSA under the DSSR may be authorized
preceding final departure subsequent to the necessary vacating of
residence quarters.
\2\ Note to Column 1, item 4: Allowed when old and new official stations
are located in the United States. Also allowed when instead of being
returned to the former non-foreign area official station, an employee
is transferred in the interest of the Government to a different non-
foreign area official station than from the official station from
which transferred when assigned to the foreign official station.
Table D.--Transfer Between OCONUS Official Stations
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for 1. Shipment of a privately
employee & immediate family member(s) owned vehicle (POV) (part 302-
(part 302-4 of this chapter). 9 of this chapter).
2. Temporary quarters subsistence 2. Property management services
expense (TQSE) (part 302-6 of this (part 302-15 of this chapter).
chapter)\1\.
[[Page 130]]
3. Transportation & temporary storage
of household goods (part 302-7 of this
chapter).
4. Miscellaneous expense allowance
(part 302-16 of this chapter).
5. Extended storage of household goods
(part 302-8 of this chapter).
6. Relocation income tax allowance
(RITA) (part 302-17 of this chapter) .
------------------------------------------------------------------------
\1\ Note to Column 1, item 2: TQSA may be authorized under the DSSR.
Table E.--Tour Renewal Agreement Travel
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation for employee &
immediate family member(s) (part 302-4
of this chapter).
2. Per diem for employee only (part 302-
4 of this chapter).
------------------------------------------------------------------------
Table F.--Return From OCONUS Official Station to Place of Actual
Residence for Separation
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation for employee & 1. Shipment of a privately
immediate family member(s) (part 302-4 owned vehicle (POV) (part 302-
of this chapter). 9 of this chapter).
2. Per diem for employee only (part 302-
4 of this chapter).
3. Transportation & temporary storage
of household goods (part 302-7 of this
chapter).
------------------------------------------------------------------------
Table G.-- Last Move Home for SES Career Appointees Upon Separation
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation for employee & 1. Shipment of privately owned
immediate family member(s) part 302-4 vehicle (POV) (part 302-9,
of this chapter). subpart B of this chapter).
2. Per diem for employee only (part 302-
4 of this chapter).
3. Transportation & temporary storage
of household goods (part 302-7 of this
chapter).
4. Transportation of a mobile home or
boat used as a primary residence in
lieu of the transportation of
household goods (part 302-10 of this
chapter).
------------------------------------------------------------------------
Table H.--Temporary Change of Station (TCS)
------------------------------------------------------------------------
Column 2--Relocation allowances
Column 1--Relocation allowances that that agency has discretionary
agency must pay or reimburse authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for 1. Househunting trip expenses
employee & immediate family member(s) (part 302-5 of this chapter).
(part 302-4 of this chapter).
2. Miscellaneous expense allowance 2. Temporary quarters
(part 302-16 of this chapter). subsistence expense (TQSE)
(part 302-6 of this chapter).
3. Transportation & temporary storage
of household goods (part 302-7 of this
chapter).
4. Transportation of a mobile home or
boat used as a primary residence in
lieu of the transportation of
household goods (part 302-10 of this
chapter).
5. Transportation of a privately owned
vehicle (POV)(part 302-9, subpart B of
this chapter).
6. Relocation income tax allowance
(RITA) (part 302-17 of this chapter).
7. Property management services (part
302-15 of this chapter).
------------------------------------------------------------------------
[[Page 131]]
Table I.--Assignment Under the Government Employees Training Act (5
U.S.C. 4109) \1\
------------------------------------------------------------------------
-------------------------------------------------------------------------
1. Transportation of employee & immediate family member(s) (part 302-4
of this chapter).
2. Per Diem for employee (part 302-4 of this chapter).
3. Movement of household goods & temporary storage (part 302-7 of this
chapter).
------------------------------------------------------------------------
\1\ Note to Table I: The allowances listed in Table I may be authorized
in lieu of per diem or actual expense allowances. This is not
considered a permanent change of station.
[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001; 67 FR 7219, Feb. 15, 2002]
Subpart C--Types of Transfers
Relocation of Two or More Employed Immediate Family Members
Sec. 302-3.200 When a member of my immediate family who is also an employee and I are transferring to the same official station, may we both receive allowances
for relocation?
Yes, if you and an immediate family member(s) are both employees and
are transferring to the same official station in the interest of the
Government, the allowances under this chapter apply either to;
(a) Each employee separately and the other is not eligible as an
immediate family member(s); or
(b) Only one of the employees considered as head of the household
and the other is eligible as an immediate family member(s) on the first
employee's TA.
Sec. 302-3.201 If my immediate family member and I both transfer to the same official station in the interest of the Government, may we both claim the same
relocation expenses?
No, when separate allowances are authorized under this Sec. 302-
3.201, the employing agency or agencies shall not make duplicate
reimbursement for the same claimed expenses.
Sec. 302-3.202 If my immediate family member and I both transfer to the same official station, may we both claim the same relocation allowances for the same
non-employee family member?
No, when both you and your immediate family member transfer in the
interest of the Government, you must provide your agency with the
name(s) of non-employee family member(s) who will receive allowances
under each of your TA. Only one of you may claim allowances for a non-
employee member(s) of your immediate family (non-employee members may
only be on one TA).
Sec. 302-3.203 If I am transferring in the interest of the Government and my employed immediate family member(s) transfer is not in the interest of the
Government, will he/she receive relocation allowances?
Yes, your employed immediate family member(s) whose transfer is not
in the interest of the Government will receive relocation allowances,
but solely as a member of your immediate family.
Sec. 302-3.204 When an employed immediate family member and I are transferring in the interest of the Government, what information must we submit to our
agency?
When you and an employed immediate family member are transferring in
the interest of the Government, you both must provide:
(a) A signed document stating which method of authorization you
select (separate or one single authorization); and
(b) Your agency with a written and signed copy of the names of which
non-employee member(s) will receive allowances under your TA; if you
select to receive separate TAs.
Reduction in Force Relocation
Sec. 302-3.205 If my transfer is involuntary (due to i.e., reduction in force, cessation, or transfer of work), is it considered to be in the interest of the
Government?
Yes, an involuntary transfer (i.e., due to reduction in force,
cessation, or transfer of work) is considered to be in the interest of
the Government.
[[Page 132]]
Sec. 302-3.206 If I am re-employed after a separation by reduction in force or transfer of functions, may my agency pay me a relocation allowance?
Yes, if you are re-employed after a separation by reduction in force
or transfer of function, your agency may pay you a relocation allowance
under the conditions of this chapter if:
(a) You are employed within one year of your involuntary separation
date;
(b) Your new appointment is not temporary; and
(c) Your new appointment is at a different duty station from where
your separation occurred and meets the mileage criteria in Sec. 302-2.6
of this chapter for short distance relocation.
Overseas Assignment and Return
Sec. 302-3.207 Am I eligible to receive relocation allowances for overseas assignment and return travel?
You may be eligible to receive relocation allowances for overseas
assignment and return travel if you are:
(a) An employee transferring to, from, or between official stations
OCONUS; or
(b) A new appointee to a position OCONUS and at the time of your
appointment your residence is in an area other than your post of duty.
Sec. 302-3.208 What relocation expenses will my agency pay for my overseas assignment and return?
To determine what relocation expenses your agency will pay for your
overseas assignment and return, see:
(a) Section 302-3.2 if you are a new appointee; or
(b) Section 302-3.101 if you are a transferred employee.
Overseas Tour Renewal Agreement
Sec. 302-3.209 What is overseas tour renewal travel?
Overseas tour renewal travel refers to travel of you and your
immediate family returning to your home in the continental U.S., Alaska,
or Hawaii between overseas tours of duty. See Sec. 302-2.222 for travel
to an actual place of residence in other than the United States.
Sec. 302-3.210 What is an overseas tour of duty?
An overseas tour of duty is an assignment to a post of duty outside
the continental United States, Alaska or Hawaii.
Sec. 302-3.211 What is an allowance for overseas tour renewal travel?
An allowance for overseas tour renewal travel is a reimbursement for
you and your immediate family of roundtrip travel and transportation
expenses between your overseas post of duty and your actual place of
residence in the U.S.
Sec. 302-3.212 How do I know if I am eligible to receive an allowance for overseas tour renewal travel?
You are eligible to receive an allowance for overseas tour renewal
travel if:
(a) You are on an overseas assignment, and you have completed your
tour of duty and satisfactorily completed your service agreement time
period; and
(b) You are on an overseas assignment and you have signed a new
service agreement to remain at your overseas post or to transfer to
another overseas post of duty; or
(c) You meet the requirements and are eligible for tour renewal
travel from Alaska or Hawaii under Sec. 302-3.214.
Sec. 302-3.213 What allowances will I receive for tour renewal travel?
For tour renewal travel, you will receive payment for those
authorized expenses as stated in item five of Tables A and B of
Sec. 302-3.101.
Sec. 302-3.214 May I receive reimbursement for tour renewal travel when my travel is between two places within the United States?
You may only receive reimbursement for tour renewal travel when your
tours are between two places within the U.S. if you are an employee who
is traveling from Alaska or Hawaii, and:
(a) You will continue to serve consecutive tours of duty within the
same state from which you're traveling, and on September 8, 1982 you
were:
(1) Serving your tour in one of these areas and have continued to do
so; or
[[Page 133]]
(2) En route to a post of duty in Alaska or Hawaii under a written
service agreement to serve a tour of duty; or
(3) In the process of performing a tour renewal travel and has since
then entered into another tour of duty in Alaska or Hawaii;
(b) Tour renewal agreement travel for recruiting or retention
purposes is limited to two round trips beginning within 5 years after
the date the employee first begins any period of consecutive tours of
duty in Alaska or Hawaii. Employees shall be advised in writing of this
limitation; or
(c) You are traveling due to your agency's mission to recruit or
retain you as an employee to fulfill a position that requires a special
skilled employee or to fill a position in a remote area.
Sec. 302-3.215 Will I be reimbursed for tour renewal travel from a post of duty in Hawaii and return to a post of duty in Alaska or for such travel from a post
of duty in Alaska and return to a post of duty in Hawaii?
No, you will not be reimbursed for tour renewal travel unless your
return travel is to a post of duty in the same State that you traveled
from.
Sec. 302-3.216 When must I begin my first tour renewal travel from Alaska or Hawaii?
You must begin your first tour renewal travel within 5 years of your
first consecutive tours in either Alaska or Hawaii.
Sec. 302-3.217 Will my family or I receive per diem for en route travel from my post of duty to my actual place of residence in the U.S.?
No, your family will not receive per diem for en route travel from
your post of duty to your actual place of residence in the U.S. and
return to the same or a different post of duty.
Sec. 302-3.218 Are there any special circumstances when my agency may authorize me travel and transportation expenses for my tour renewal travel in Alaska or
Hawaii?
Other than as specified in Secs. 302-3.209 through 302-3.226, your
agency head will only authorize travel and transportation expenses for
your tour renewal travel in Alaska or Hawaii if it determines that:
(a) Agency staffing needs are required to recruit or retain
employees at a post of duty in Alaska or Hawaii; or
(b) Your agency is in need to recruit employees with special skills
and knowledge and/or to fill positions in remote areas.
Sec. 302-3.219 Is there a limit on how many times I may receive reimbursement for tour renewal travel?
(a) If you are stationed in a foreign area or in an area other than
Alaska or Hawaii, your agency may reimburse you for one overseas tour
renewal trip for each time you complete your service agreement, which is
related to your post of duty.
(b) For recruiting and retention purposes of consecutive tours
served within Alaska and Hawaii, your agency may reimburse you a maximum
of two round trips which must begin within 5 years after the date of
your first tour.
Sec. 302-3.220 May my family and I travel to another U.S. location (other than from my actual place of residence) under my tour renewal agreement?
Yes, you and your family may travel to another U.S. location (other
than from your actual place of residence) under your tour renewal
agreement. However, your agency will only reimburse you for the amount
of authorized expenses from your post of duty to your actual place of
residence and return (as appropriate) on a usually traveled route.
Note to Sec. 302-3.220: If your actual place of residence is located
in the U.S., you and your family must spend a substantial amount of time
in the U.S. in order to receive reimbursement.
Sec. 302-3.221 If I travel to another place in the U.S. (other than my actual place of residence) am I required to spend time at my actual place of residence
to receive reimbursement?
No, you are not required to spend time at your actual place of
residence to receive reimbursement if you travel to another place in the
U.S. (other than your actual place of residence).
[[Page 134]]
Sec. 302-3.222 Will I be reimbursed if I travel to another overseas location (instead of the U.S.)?
If you travel to another overseas location (instead of the U.S.),
you will be reimbursed only if your actual residence is within that
country in which you are taking your leave, and then you will only be
reimbursed your authorized travel and transportation expenses. You will
have to pay any expense(s) above your authorized amount.
Sec. 302-3.223 What happens if I violate my new service agreement under a tour renewal assignment?
If you fail to complete your period of service under your new
service agreement for reasons that are not acceptable to your agency,
you must pay the Government:
(a) All transportation and per diem expenses that you received
during your service agreement period for tour renewal travel of you and
your immediate family;
(b) Transportation expenses for family members who traveled directly
from your former post of duty to your current post of duty; and
(c) All transportation expenses for shipment of household goods from
your former post to your current post of duty.
Sec. 302-3.224 If I violate my new service agreement, will the Government reimburse me for return travel and transportation to my actual place of residence?
If you violate your new service agreement, the Government will
reimburse you for return travel and transportation to your actual place
of residence only if you did not receive all of your allowances under a
previous service agreement in which you successfully completed your
required period of service. The Government will then authorize you
reimbursement cost for return travel and transportation expenses from
your former post of duty to your actual place of residence. If there is
any additional cost you must pay the difference.
Prior Return of Immediate Family Members
Sec. 302-3.225 If my immediate family member(s) return to the U.S. before me, will I be reimbursed for transporting part of my household goods with my family
and the rest of my household goods when I return?
Yes, if your family member(s) return to the U.S. before you, you
will be reimbursed for transporting part of your household goods with
your family and the rest of the household goods when you return as long
as the combined weight of the two shipments does not exceed your total
authorized weight limit.
Sec. 302-3.226 Will the Government reimburse me if I am not eligible to return with my immediate family member(s) to the U.S. and choose to send them at my own
expense?
Yes, if you pay for the prior return of your eligible immediate
family member(s), you will be reimbursed when you become eligible for
return travel and transportation, you must provide your agency with all
receipts and documentation to support your cost. Your agency will then
reimburse your expenses, not to exceed your authorized allowance.
Sec. 302-3.227 If I become divorced from my spouse while OCONUS will I receive reimbursement to return my former spouse and dependents to the U.S.?
Yes, if you become divorced from your spouse while OCONUS, you will
receive reimbursement to return your former spouse and dependents to
their place of actual residence within or outside CONUS.
Sec. 302-3.228 Is my dependent who turned 21 while overseas entitled to return travel to my place of actual residence at the expense of the Government?
Your dependent who turned 21 while overseas is entitled to return
travel to your place of actual residence at the expense of the
Government only if your dependent traveled overseas as your dependent
under your TA, but not beyond the end of your current agreed tour of
duty.
[[Page 135]]
Subpart D--Relocation Separation
Overseas to U.S. Return for Separation
Sec. 302-3.300 Must my agency pay for return relocation expenses for my immediate family and me once I have completed my duty OCONUS?
Yes, once you have completed your duty OCONUS as specified in your
service agreement, your agency must pay one-way transportation expenses
for you, for your family member(s), and for your household goods.
Sec. 302-3.301 May I transport my household goods to a location other than my actual place of residence when I separate from the Government?
Yes, if you have successfully completed your service agreement, you
may transport your household goods to a location other than your actual
place of residence when you separate from the Government. However, the
cost cannot exceed what it would cost to your actual place of residence.
Any additional cost will be borne by you.
Sec. 302-3.302 May my agency pay for my immediate family member(s) and my household goods to be returned to the U.S. before I complete my service agreement?
Yes, your agency may pay for your immediate family member(s) and
your household goods to be returned to the U.S. before you complete your
service agreement. However, your reason for not completing your service
agreement must be determined by your agency as compassionate in nature
or for circumstances beyond your control.
Sec. 302-3.303 May I claim reimbursement for the return of my immediate family member(s) or household goods more than once under one service agreement?
No, you cannot claim reimbursement for the return of your immediate
family member(s) or household goods more than once under one service
agreement.
SES Separation for Retirement
Sec. 302-3.304 Who is entitled to SES separation relocation allowances?
You are entitled to SES separation relocation allowances if you meet
the conditions in Sec. 302-3.307 and you are:
(a) A career appointee to the SES as defined in 5 U.S.C. 3132(a)(4);
or
(b) A non-SES appointee who elects to retain SES retirement benefits
and:
(1) Has a basic rate of pay at Level V of the Executive Schedule or
higher; or
(2) Was previously a career appointee in the SES; or
(3) Elected under 5 U.S.C. 3392(c) to retain SES retirement
benefits; or
(c) A Medical Center Director who:
(1) Served as a director of a Department of Veterans Affairs medical
center under 38 U.S.C. 4103(a)(8) as in effect on November 17, 1988; or
(2) Separated from Government service on or after October 2, 1992;
or
(3) Is not covered in paragraphs (a) or (b) of this section; or
(d) An immediate family member of an SES employee who died:
(1) In Government service on or after January 1, 1994; or
(2) After separating from Government service but before travel and/
or transportation authorized under this subpart were completed.
Sec. 302-3.305 Who is not eligible for SES separation relocation expense allowances?
You are not eligible for SES separation relocation expense
allowances if:
(a) You are a career appointee to an SES position, and your
appointment is a limited term, limited emergency, or a noncareer
appointment. (See 5 U.S.C. 3132(a)(5) through (7)); or
(b) You are an appointee to the Government but do not meet the
criteria status within Sec. 302-3.304.
Sec. 302-3.306 If I meet the conditions in Sec. 302-3.307, what expenses am I allowed under separation for retirement travel?
If you meet the conditions in Sec. 302-3.307, see item 7 of Tables A
and C in Sec. 302.3.101.
[[Page 136]]
Sec. 302-3.307 Under what conditions may I receive separation relocation travel for my family and me?
You may receive separation relocation travel for you and your family
if:
(a) You are a career appointee as defined in 5 U.S.C. 3132(a)(4),
and you were transferred or reassigned geographically in the interest of
and at the expense of the Government from one official station to
another for permanent duty from:
(1) An SES career appointment to another SES career appointment; or
(2) An SES career appointment to an appointment outside the SES at a
rate of pay equal to or higher than Level V of the Executive Schedule,
and the employee elects to retain SES retirement benefits under 5 U.S.C.
3392; or
(3) A non-SES career appointment at the time of your transfer or
assignment, which includes an appointment in a civil service position
outside the SES, to an SES career appointment;
(b) At the time of the transfer or reassignment:
(1) You were eligible to receive an annuity for optional retirement
under section 8336(a), (b), (c), (e), (f), or (j) or subchapter III of
chapter 83 (Civil Service Retirement System (CSRS)) or under section
8412 of subchapter II of chapter 84 (Federal Employees Retirement System
(FERS)) of title, 5 U.S.C.; or
(2) You were within 5 years of eligibility to receive an annuity for
optional retirement under one of the authorities in paragraph (b)(1) of
this section; or
(3) You were eligible to receive an annuity based on discontinued
service retirement or early voluntary retirement under an OPM
authorization, under section 8336(d) of subchapter III of chapter 83, or
under 8414(b) of subchapter II of chapter 84 of title 5, U.S.C.;
(c) You separate from Federal service on or after September 22,
1988;
(d) You are eligible to receive an annuity upon separation (or, in
the case of death, you met the requirements for being considered
eligible to receive an annuity, as of the date of death) under the
provisions of subchapter III of chapter 83 (CSRS) or chapter 84 (FERS)
of title 5, U.S.C., including an annuity based on optional retirement,
discontinued service retirement, early voluntary retirement under an OPM
authorization, or disability retirement; and
(e) You have not previously received separation relocation benefits
from the Government for retirement.
Sec. 302-3.308 Do I have to provide my agency with any special documents before receiving reimbursement for moving expenses?
Yes, before receiving reimbursement for moving expenses, you must
submit a request to your agency for authorization and approval of your
moving expenses with your tentative moving dates and the origin and
destination location of your planned move, within the timeframe and
format specified by your agency.
Sec. 302-3.309 Where should my travel and transportation begin?
Your travel and shipment of your HHG should begin from your last
official station.
Sec. 302-3.310 Where will I be authorized to separate?
You will be authorized to separate at the place where you have
chosen to reside within the United States.
Sec. 302-3.311 May I receive reimbursement for travel and transportation from an alternate location other than the duty station?
You will only be reimbursed for expenses up to the cost of travel
and transportation expenses from your authorized official station to the
place in the U.S. you have elected to reside. Any additional cost you
will have to pay.
Sec. 302-3.312 Upon separation, if I elect to reside in a different geographical area which is less than 50 miles from my official duty station, will I receive
reimbursement?
No, if upon separation you elect to reside in a different
geographical area which is less than 50 miles from your official
station, you will not receive reimbursement.
[[Page 137]]
Sec. 302-3.313 May I have my household goods transported from more than one location?
Yes, you may have your household goods transported from more than
one location. However, you will only receive reimbursement based on the
cost of shipment from your official station, in one lot by the most
economical route to the location where you elect to return. You will
have to pay for any cost above what is authorized.
Sec. 302-3.314 Is there a time limit when I must begin my travel and transportation upon separation?
Yes, all travel and transportation of household goods must begin no
later than six months after:
(a) Your date of separation; or
(b) The date of death of the employee who died before separation.
Sec. 302-3.315 May I be granted an extension on beginning my separation travel?
Your agency may grant you or your family member (in case of your
death) an extension on beginning your separation travel, not to exceed 2
years from your effective date of separation or death if you died before
separating.
Subpart E--Employee's Temporary Change Of Station
Sec. 302-3.400 What is a ``temporary change of station (TCS)''?
A TCS means the relocation to a new official station for a temporary
period while performing a long-term assignment, and subsequent return to
the previous official station upon completion of that assignment.
Sec. 302-3.401 What is the purpose of a TCS?
A TCS provides agencies an alternative to a long-term temporary duty
travel assignment which will increase your satisfaction and enhance
morale, reduce your income tax liability, and save the Government money.
Sec. 302-3.402 When am I eligible for a TCS?
You are eligible for a TCS when you are directed to perform a TCS at
a long-term duty location, and you otherwise would be eligible for
payment of temporary duty travel allowances authorized under chapter 301
of this title. For exceptions, see Sec. 302-3.403.
Sec. 302-3.403 Who is not eligible for a TCS?
The following individuals are not eligible for a TCS:
(a) A new appointee;
(b) An employee assigned to or from a State or local Government
under the Intergovernmental Personnel Act (5 U.S.C. 3372 et seq.);
(c) An individual employed intermittently in the Government service
as a consultant or expert and paid on a daily when-actually-employed
(WAE) basis;
(d) An individual serving without pay or at $1 a year; or
(e) An employee assigned under the Government Employees Training Act
(5 U.S.C. 4109).
Sec. 302-3.404 Under what circumstances will my agency authorize a TCS?
Your agency will authorize a TCS when:
(a) It is necessary to accomplish the mission of the agency
effectively and economically, and
(b) You are directed to perform a long-term assignment at another
official station; or
(c) Your agency otherwise could authorize temporary duty travel and
pay travel allowances, including payment of subsistence expenses, under
chapter 301 of this title for the long-term assignment; or
(d) Your agency determines it would be more advantageous, cost and
other factors considered, to authorize a long-term assignment; and
(e) You meet any additional conditions your agency has established.
Sec. 302-3.405 If my agency authorizes a TCS, do I have the option of electing payment of per diem expenses under part 301-11 of this title?
No, you do not have the option of electing payment of per diem
expenses under part 301-11 of this title if your agency authorized a
TCS.
[[Page 138]]
Sec. 302-3.406 How long must my assignment be for me to qualify for a TCS?
To qualify for a TCS, your assignment must be not less than 6
months, nor more than 30 months.
Sec. 302-3.407 What is the effect on my TCS reimbursement if my assignment lasts less than 6 months?
Your agency may authorize a TCS only when a TCS is expected to last
6 months or more. If your assignment is cut short for reasons other than
separation from Government service, you will be paid TCS expenses.
Sec. 302-3.408 What is the effect on my TCS reimbursement if my assignment lasts more than 30 months?
If your assignment exceeds 30 months, your agency:
(a) Must permanently assign you to your temporary official station
or return you to your previous official station;
(b) May not pay for extended storage or property management services
incurred after the last day of the thirtieth month; and
(c) Must pay the expenses of returning you and your immediate family
and household goods to your previous official station unless you are
permanently assigned to your temporary official station.
Sec. 302-3.409 Is there any required minimum distance between an official station and a TCS location that must be met for me to qualify for a TCS?
No, there is no required minimum distance between an official
station and a TCS location that must be met for you to qualify for a
TCS. However, your agency may establish the area within which it will
not authorize a TCS.
Sec. 302-3.410 Must I sign a service agreement to qualify for a TCS?
No, you do not need to sign a service agreement to qualify for a
TCS.
Sec. 302-3.411 What is my official station during my TCS?
Your official station during your TCS is the location of your TCS.
Expenses Paid Upon Assignment
Sec. 302-3.412 What expenses must my agency pay?
Your agency must pay:
(a) Travel, including per diem, for you and your immediate family
under part 302-4 of this chapter;
(b) Transportation and temporary storage of your household goods
under part 302-7 of this chapter;
(c) Extended storage when it is necessary as approved by your agency
under part 302-8 of this chapter;
(d) Transportation of a mobile home instead of transportation of
household goods under part 302-10 of this chapter;
(e) A miscellaneous expenses allowance under part 302-16 of this
chapter;
(f) Transportation of a privately owned vehicle(s) under part 302-9
of this chapter; and
(g) A relocation income tax allowance under part 302-17 of this
chapter for additional income taxes you incur on payments your agency
makes under the authority of this section for your relocation expenses.
Sec. 302-3.413 Are there other expenses that my agency may pay?
Yes, your agency may pay:
(a) Househunting trip expenses under part 302-5 of this chapter;
(b) Temporary quarters subsistence expenses under part 302-6 of this
chapter; and
(c) Reimbursement for Property Management Services under part 302-15
of this chapter.
Expenses Paid During Assignment
Sec. 302-3.414 If my agency authorizes a TCS, will it pay for extended storage of my household goods?
Yes, if your agency authorizes a TCS, it will pay for extended
storage when it is necessary. Extended storage expenses include:
(a) Packing/unpacking;
(b) Crating/uncrating;
(c) Transporting to and from place of storage;
(d) Charges while in storage; and
(e) Other necessary charges directly related to storage.
[[Page 139]]
Sec. 302-3.415 How long may my agency pay for extended storage of household goods?
Your agency may pay for extended storage of household goods for the
duration of your TCS.
Sec. 302-3.416 Is there any limitation on the combined weight of household goods I may transport and store at Government expense?
Yes, the maximum combined weight is 18,000 pounds net weight. If you
transport and/or store household goods in excess of the maximum weight
allowance, you will be responsible for any excess cost.
Sec. 302-3.417 Will I have to pay any income tax if my agency pays for extended storage of my household goods?
You will be subject to income taxes on the amount of extended
storage expenses your agency pays. However, your agency will pay you a
relocation income tax allowance under part 302-17 of this chapter for
substantially all of the additional Federal, State and local income
taxes you incur on the expenses your agency pays.
Sec. 302-3.418 Will my agency pay for property management services when I am authorized a TCS?
Yes, your agency will reimburse you directly for expenses you incur
or make payments on your behalf to a relocation services company, if you
so choose. The term ``property management services'' refers to a program
provided by a private company for a fee, which assists you in managing
your residence at your previous official station as a rental property.
Services provided by the company may include, but are not limited to,
obtaining a tenant, negotiating a lease, inspecting the property
regularly, managing repairs and maintenance, enforcing lease terms,
collecting rent, paying the mortgage and other carrying expenses from
rental proceeds and/or fund of the employee, and accounting for the
transactions and providing periodic reports to the employee.
Sec. 302-3.419 For what property will my agency pay property management services?
Your agency will only pay for the property from which you commuted
to/from work on a daily basis at your previous official station.
Sec. 302-3.420 How long will my agency pay for property management services?
Your agency will pay for property management services for the
duration of your TCS.
Sec. 302-3.421 What are the income tax consequences when my agency pays for property management services?
When your agency pays for property management services:
(a) You will be taxed on the amount of property management expenses
your agency pays, whether it reimburses you directly for your expenses
or pays a relocation services company to manage your residence; and
(b) Your agency will pay you a relocation income tax allowance under
part 302-17 of this chapter for substantially all of the additional
Federal, State and local income taxes you incur on the expenses your
agency pays.
Note to Sec. 302-3.421: You may wish to consult with a tax advisor
to determine whether you will incur any additional tax liability,
unrelated to your agency's payment of your property management expenses,
as a result of maintaining your residence as a rental property.
Expenses Paid Upon Completion of Assignment or Upon Separation From
Government Service
Sec. 302-3.422 What expenses will my agency pay when I complete my TCS?
Your agency will pay for the following expenses in connection with
your return to your previous official station:
(a) Travel, including per diem, for you and your immediate family
under part 302-4 of this chapter;
(b) Transportation and temporary storage of your household good
under part 302-7 of this chapter;
[[Page 140]]
(c) Transportation of a mobile home instead of transportation of our
household goods under part 302-10 of this chapter;
(d) Temporary quarters subsistence expenses under part 302-6 of this
chapter;
(e) A miscellaneous expenses allowance under part 302-16 of this
chapter;
(f) Transportation of a privately owned vehicle(s) under part of
this chapter; and
(g) A relocation income tax allowance under part 302-17 of this
chapter for additional income taxes you incur on payments your agency
makes under the authority of this part for your relocation expenses.
Sec. 302-3.423 If I separate from Government service upon completion of my TCS, what relocation expenses will my agency pay upon my separation?
If you separate from Government service upon completion of your TCS,
your agency will upon your separation, pay the same relocation expenses
it would have paid had you not separated from Government service upon
completion of your TCS.
Sec. 302-3.424 If I separate from Government service prior to completion of my TCS, what relocation expenses will my agency pay upon my separation?
If you separate from Government service prior to completion of your
TCS for reasons beyond your control that are acceptable to your agency,
your agency will pay the same relocation expenses it would pay under
Sec. 302-3.423. If this is not the case, the expenses your agency pays
may not exceed the reimbursement that you would have received under this
chapter or chapter 301 of this title whichever your agency determines to
be in the best interest of the Government.
Sec. 302-3.425 If I have been authorized successive temporary changes
of station and reassigned from one temporary official station to another, what expenses
will my agency pay upon completion of my last assignment or my
separation from Government service?
Your agency will pay the expenses authorized in Sec. 302-3.422 for
your relocation from your current temporary official station to your
last permanent official station.
Permanent Assignment to Temporary Official Station
Sec. 302-3.426 How is payment of my TCS expenses affected if I am permanently assigned to my temporary official station?
Payment of TCS expenses stops once your temporary official station
becomes your permanent official station. Your agency may not pay any TCS
expenses incurred beginning the day your temporary official station
becomes your permanent official station.
Sec. 302-3.427 What relocation allowances may my agency pay when I am permanently assigned to my temporary official station?
When you are permanently assigned to your temporary official
station, your agency may pay:
(a) Travel, including per diem, in accordance with part 302-4 of
this chapter, for one round trip between your temporary official station
and your previous official station, for you and members of your
immediate family who relocated to the temporary official station with
you. Your agency may also pay the same expenses for a one-way trip from
the previous official station to the new permanent official station for
any immediate family members who did not accompany you to the temporary
official station;
(b) Residence transaction expenses under part 302-11 of this
chapter;
(c) Property management expenses under part 302-15 of this chapter;
(d) Relocation services under part 302-12 of this chapter;
(e) Temporary quarters subsistence expenses in accordance with part
302-6 of this chapter;
(f) Transportation of household goods not previously transported to
the temporary official station under part 302-7 of this chapter; and
(g) Transportation of a privately owned vehicle(s) not previously
transported to the temporary official station under Sec. 302-9.6 of this
chapter.
[[Page 141]]
Sec. 302-3.428 If I am permanently assigned to my temporary official station, is there any limitation on the weight of household goods I may transport at
Government expense to my official station?
Yes. If you are permanently assigned to your temporary official
station, you are limited to 18,000 pounds net weight for household goods
you may transport at Government expense to your official station. This
maximum weight will be reduced by the weight of any household goods
transported at Government expense to your temporary official station
under your TCS authorization. Subject to the 18,000 pound limit, your
agency will pay to transport any household goods in extended storage to
your official station. Additionally, if you change your residence as a
result of your permanent assignment to your temporary official station,
your agency may pay for transporting your household goods, subject to
the 18,000-pound limit, between the residence you occupied during your
temporary assignment and your new residence.
Sec. 302-3.429 Are there any relocation allowances my agency may not pay if I am permanently assigned to my temporary official station?
If you are permanently assigned to your temporary official station,
your agency may not pay:
(a) Expenses of a househunting trip for you and your spouse to your
temporary official station under part 302-5 of this chapter; or
(b) Residence transaction expenses for selling a residence or
breaking a lease at the temporary official station under part 302-11 of
this chapter.
Subpart F--Agency Responsibilities
Note to subpart F: Use of pronouns ``we'', ``you'', and their
variants throughout this subpart refers to the agency.
Sec. 302-3.500 What governing policies and procedures must we establish for paying a relocation allowance under this part 302-3?
You must establish how you will implement policies that are required
for this part, which include;
(a) When you will pay relocation expenses if an employee violates
his/her service agreement;
(b) When you will authorize separate relocation allowances to an
employee and an employee's immediate family member that are both
transferring to the same official station;
(c) When you will grant an employee and/or the employee's immediate
family member(s) an extension on beginning separation travel;
(d) When you will allow an employee to arrange his/her own
relocation upon separation;
(e) When you will authorize a temporary change of station (TCS);
(f) When you will define an area not to reimburse for a TCS;
(g) When you will pay extended storage of household goods for TCS;
and
(h) What relocation allowances you will and will not pay when an
employee is permanently assigned to a temporary official station.
Sec. 302-3.501 Must we establish any specific procedures for paying a relocation allowance to new appointees?
Yes, you must establish specific guidelines for paying a relocation
allowance to new appointees. These guidelines must establish the:
(a) Criteria in accordance with 5 CFR part 572 on how you will
determine if a new appointee is eligible for the relocation allowances
authorized therein; and
(b) Procedures which will provide new appointees with information
surrounding his/her benefits.
Sec. 302-3.502 What factors should we consider in determining whether to authorize a TCS for a long-term assignment?
You should consider the following factors in determining whether to
authorize a TCS:
(a) Cost considerations. You should consider the cost of each
alternative. A long-term temporary duty travel assignment requires the
payment of either per diem or actual subsistence expenses for the entire
period of the assignment. This could be very costly to the agency over
an extended period. A TCS will require fairly substantial relocation
allowance payments at the beginning and end of the assignment, and less
substantial payments for extended
[[Page 142]]
storage and property management services, when authorized, during the
period of the assignment. Agencies should estimate the total cost of
each alternative and authorize the one that is most advantageous for the
agency, cost and other factors considered;
(b) Tax considerations. An employee who performs a temporary duty
travel assignment exceeding one year at a single location is subject to
income taxation of his/her travel expense reimbursements. The Income Tax
Reimbursement Allowance (ITRA) allows for the reimbursement of Federal,
State and local income taxes incurred as a result of an extended
temporary duty assignment (see Secs. 301-11.501 through 301-11.640 of
this title). An employee who is authorized and performs a TCS also will
be subject to income taxation of some, but not all, of his/her TCS
expenses. You will pay an offsetting Relocation Income Tax (RIT)
allowance on an employee's TCS expense reimbursements; and
(c) Employee concerns. The long-term assignment of an employee away
from his/her official station and immediate family may negatively affect
the employee's morale and job performance. Such negative effects may be
alleviated by authorizing a TCS so the employee can transport his/her
immediate family and/or household goods at Government expense to the
location where he/she will perform the long-term assignment. You should
consider the effects of a long-term temporary duty travel assignment on
an employee when deciding whether to authorize a TCS.
Service Agreements
Sec. 302-3.503 Must we require employees to sign a service agreement?
Yes, you must require employees to sign a service agreement if the
employee is receiving reimbursement for relocation travel expenses,
except as provided in Sec. 302-3.410 for a temporary change of station.
Sec. 302-3.504 What information should we include in a service agreement?
The service agreement should include, but not be limited to the
following:
(a) The employee's name;
(b) The employee's effective date of transfer or appointment;
(c) The employee's actual place of residence at the time of
appointment;
(d) The name of all dependents that are authorized to travel under
the TA;
(e) Detailed information regarding the employee's obligation to
repay funds spent on his/her relocation as a debt due the Government if
the service agreement is violated;
(f) The employee's agreed period of time (see Sec. 302-3.505) to
remain in service; and
(g) The employee's signature accepting the terms of the agreement.
Sec. 302-3.505 How long must we require an employee to agree to the terms of a service agreement?
You must require an employee to agree to the terms of a service
agreement:
(a) Within the continental United States for a period of service of
not less than 12 months following the effective date of your transfer;
(b) Outside the continental United States for an agreed upon period
of service of not more than 36 months or less than 12 months following
the effective date of transfer;
(c) Department of Defense Overseas Dependent School System teachers
for a period of not less than one school year as determined under
chapter 25 of Title 20, United States Code; and
(d) Renewal agreement travel for a period of not less than 12 months
from the date of return to the same or different overseas duty station.
Sec. 302-3.506 May we pay relocation expenses if the employee violates his/her service agreement?
If an employee does not fulfill the terms of the service agreement,
the employee is indebted to the Government for all relocation expenses
that have been reimbursed to the employee or that have been paid
directly by the Government. However, if the reasons for not fulfilling
the terms of the service agreement are beyond the employee's control and
acceptable to the agency, you may release the employee from the service
agreement and waive any indebtedness.
[[Page 143]]
New Appointees
Sec. 302-3.507 Once we authorize relocation expenses for new appointees or student trainees what expenses must we pay?
Once you authorize relocation expenses for new appointees or student
trainees, you must pay expenses in accordance with Sec. 302-3.2.
Sec. 302-3.508 What relocation expenses are not authorized for new appointees or student trainees?
You must not pay any expenses to new appointees or student trainees
for a relocation that are not listed under Sec. 302-3.2.
Overseas Assignment and Return
Sec. 302-3.509 What policies must we follow when appointing an employee to an overseas assignment?
When appointing an employee to an overseas assignment, you must:
(a) Establish the employee's actual place of residence at the time
of appointment and state it in his/her service agreement;
(b) Use guidance in 8 U.S.C. 1101(33) which states that ``The term
residence means the place of general abode; the place of general abode
of a person means his principal, actual dwelling place in fact, without
regard to intent'', for establishing places of residence; and
(c) Require the employee to sign the service agreement prior to his/
her relocation.
Sec. 302-3.510 When must we pay return travel for immediate family members?
You must pay transportation expenses for one-way return travel of
immediate family members when the employee has successfully completed
his/her service agreement period OCONUS.
Sec. 302-3.511 What must we consider when determining return travel for immediate family member(s) for compassionate reasons prior to completion of the service
agreement?
You must determine that the public interest requires the return of
the immediate family for compelling personal reasons of a humanitarian
or compassionate nature, which may involve:
(a) His/her physical or mental health;
(b) The death of a member of the immediate family;
(c) Obligations imposed by authority or circumstances over which the
individual has no control;
(d) The divorce or annulment of the employee's marriage; or
(e) A dependent that traveled to post of duty on the employee's
authorized TA and has now reached his/her 21st birthdate.
Sec. 302-3.512 How many times are we required to pay for an employee's return travel?
You must pay for return travel and transportation of an employee
only once at the end of each agreed period of service.
Overseas Tour Renewal Travel
Sec. 302-3.513 May we allow a travel advance for tour renewal agreement travel?
No, you cannot allow a travel advance for tour renewal agreement
travel.
Sec. 302-3.514 Under what conditions must we pay for tour renewal agreement travel?
You must pay tour renewal agreement travel when:
(a) The employee has completed the agreed upon period of service
outside CONUS;
(b) The employee has agreed to serve another OCONUS tour of duty at
the same or different duty station; and
(c) You have determined that the employee meets the special rules
under Sec. 302-3.515 for Alaska or Hawaii.
Sec. 302-3.515 What special rules must we apply for reimbursement of tour renewal travel for employees stationed, assigned, appointed or transferred to/from
Alaska or Hawaii?
The following rules apply:
(a) If on September 8, 1982 the employee was serving or committed to
serve a tour of duty in Alaska or Hawaii then the employee shall
continue to receive reimbursement for tour renewal agreement travel;
[[Page 144]]
(b) After September 8, 1982 you must determine that tour renewal
agreement travel expenses are necessary for the purposes of recruiting
and retaining employees and you must inform employees in writing that
tour renewal agreement travel for the purposes of recruiting and
retention is limited to two round trips beginning within 5 years after
the date the employee first begins any period of consecutive tours of
duty.
SES Separation for Retirement
Sec. 302-3.516 What must we do before issuing payment for SES separation-relocation travel?
Before issuing payment for separation-relocation travel, you must
establish timeframes for employees to submit request for authorization
and approval of relocation expenses.
Sec. 302-3.517 May we issue travel advances for separation relocation?
No, travel advances for separation relocation may not be authorized.
[[Page 145]]
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
[[Page 147]]
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.
[[Page 148]]
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:
[[Page 151]]
------------------------------------------------------------------------
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?
[[Page 153]]
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.