California Department of Transportation
 
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Clark Paulsen, Division Chief

Relocation
Employee Moving and Relocation Reimbursement Conditions

Reference: Government Code 19841, California Code of Regulations, Administration, Title 2, Sections 599.714 and 599.714.1, and Bargaining Contracts

Introduction

Moving and relocation allowances for state employees are subject to the provisions and limitations cited in CCR Sections 599.714 and 599.714.1.

Eligible employees will be provided with a detailed moving and relocation package from the Division of Accounting's Travel Policy Section upon receipt of an " Employee Relocation Fact Sheet", Form ASC3001.

Most moving and relocation payments are classified as fringe benefit payments and upon payment will be immediately reported as taxable income to the employee.

Hiring Manager Responsibilities

  • Ensure prompt authorization of the "Moving Service Authorization", Form ASC255. This form provides the Division of Accounting with the authority to process expense claims and allows the employee to make moving arrangements directly with a household goods mover from the State List of Eligible Household Carriers.
  • Request an employee relocation package from the Division of Accounting's Travel Policy Section by submitting a completed "Employee Relocation Fact Sheet", Form ASC3001. This package provides the employee with the applicable relocation reimbursement rules and allowances, a list of moving companies, and important information regarding taxable payments.

  • Review the hiring conditions in the applicable section below. The new position classification and designated bargaining unit determines if CCR 599.714 or 599.714.1 applies. The circumstances of the transfer must meet the conditions of the applicable section to qualify the employee for reimbursement of moving and relocation expenses.

CCR 599.714 Hiring Conditions

Applicable to: Represented Classifications in Bargaining Unit 12

Whenever a permanent employee is required by any appointing power because of a change in assignment, promotion or other reason related to his or her duties to change his or her residence, the employee shall receive reimbursement of his or her actual and necessary moving and relocation expenses incurred both before and after and by reason of such change of residence, subject to the provisions of this section.

For the purposes of this section, a move occurs on the official reporting date to the new headquarters, and a change in residence is deemed reasonably to be required when the following conditions are met:

  1. The employee's officially designated headquarters is changed for the advantage of the State, and the following conditions are met:

    • Promotion offered by any appointing authority; or

    • Non-promotional transfer deemed to be in the best interest of the State by the employee's appointing authority; or

    • Transfer of an employee by his or her or another appointing authority in lieu of a layoff of the employee.

  2. The normal commute distance must be as designated between all of the following locations:

    • At least 56 kilometers (35 miles) between the old and new headquarters; and

    • At least 56 kilometers (35 miles) between the old and new residence; and

    • At least 56 kilometers (35 miles) between the old residence and the new headquarters; and

    • The new residence shall not be farther from the new headquarters than the old residence is from the new headquarters.

A change of residence is not deemed reasonably to be required for voluntary non-promotional transfers in response to general requests which specify that moving and relocation expenses will not be paid, or for any non-promotional transfer when primarily for the benefit of the employee.

Reimbursement for moves that do not conform to the established criteria may be granted when the Director of the Department of Personnel Administration has determined in advance that the employee will be subject to unusual or unavoidable hardship by reason of the change of residence.

CCR 599.714.1 Hiring Conditions

Applicable to: Non-Represented (Excluded) and Represented Classifications in Bargaining Units 1, 2, 4, 7, 9, 10, 11, 14, 15, and 21

Whenever a permanent state employee is required by any appointing power because of a change in assignment, promotion or other reason related to his or her duties to change his or her residence, the employee shall receive reimbursement of his or her actual and necessary moving and relocation expenses incurred both before and after and by reason of such change of residence, subject to the provisions and limitations of this section.

For the purposes of this section, a move occurs on the official reporting date to the new headquarters, and when a change in residence is reasonably to be required. Relocation shall be paid when the following conditions are met:

  1. The employee's officially designated headquarters is changed for the advantage of the State, which includes the following:

    • A promotion offered by any appointing power, not including those movements that the employee could make through transfer, reinstatement or reemployment eligibility; or

    • An involuntary transfer initiated by and at the discretion of the appointing authority;

    • Any involuntary transfer required to effect a mandatory reinstatement following:
      • Termination of a career executive or exempt appointment.
      • Leave of absence.
      • Rejection from probation.

    • Any involuntary transfer required to affect a mandatory reinstatement following the expiration or involuntary termination of a temporary appointment, limited term appointment or training and development assignment when:
      • The employee did not relocate to accept the appointment or assignment, or
      • The employee did relocate, at State expense, to accept the appointment or assignment.

  2. The move must be a minimum of 50 miles plus the number of miles between the old residence and the old headquarters.

Relocations that meet the above criteria will be fully reimbursed to the extent and limitations in this section. However, a change of residence is not deemed reasonably to be required for voluntary transfers, permissive reinstatements with or without a salary increase, in response to general requests which specify that moving and relocation expenses will not be paid, or for any non-promotional transfer which is primarily for the benefit of the employee.

When an appointment does not meet the criteria outlined in 1 and 2 above, the appointing power may, at his or her discretion, determine in advance that it is in the best interest of the State to reimburse all or part of the actual reasonable and necessary relocation expenses provided in this section as an incentive to recruit employees to positions that are designated by the appointing power as difficult to fill or because of outstanding qualifications of the appointee, or due to unusual and unavoidable hardship to the employee by reason of the change of residence.

Relocations that meet this criteria shall be reimbursed only for the items in this section that are specifically authorized by the appointing power and may be subject to further limitations designated by the appointing power. Upon determination that any reimbursement will be made, the appointing power shall:

  • Determine which provisions will apply to the relocation and establish any additional limitations to those provisions such as dollar limits, weight limits or time limits.

  • Notify the employee, in writing, of specific allowable reimbursements prior to the move.

Requirements and limitations specified in this article may not be waived or exceeded by the appointing power. Unauthorized relocation expenses and relocation expenses incurred prior to the receipt of a written notice of allowable relocation expenses are the responsibility of the employee.

 

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