California Department of Transportation
 
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Clark Paulsen, Division Chief

Relocation
New Hire Relocation

References: California Code of Regulations, Administration, Title 2, Sections 599.723 and 599.723.1 and Personnel Management Letter (PML) 98-061

Introduction

New hires include persons who have never had a permanent appointment with the state and prior permanent employees who are reinstating after a permanent separation from state service. It is critical that all persons who are in a position to offer and/or discuss relocation reimbursements for new hires understand the provisions and limitations of the new hire relocation program.

Relocation reimbursement for new hires may be justified in cases where the appointing power certifies that such expenditure is necessary in order to recruit qualified persons into state employment. The reimbursement benefits are limited to those amounts and conditions set forth by the California Code of Regulations 599.723 for represented positions, CCR 599.723.1 for excluded positions and the departmental policy cited below.

 

Departmental Policy

In addition to the requirements and limitations referenced below in CCR 599.723 and 599.723.1, the department has limited the eligibility for new hire moving expense reimbursement to those changing their place of residence from outside of California to accept employment. Currently, an exception is allowed for new hire moves within California for those hired in Engineering and Surveying classifications.

 

Hiring Manager Responsibilities

The hiring manager must review eligibility and reimbursement conditions to offer new hire relocation expenses. New hires should be advised of the limited relocation reimbursement allowance and be provided with a detailed new hire moving package. New hire moving packages may be requested from the Division of Accounting on behalf of the newly hired employee by submitting a completed form ASC3001, "Employee Relocation Fact Sheet".

 

CCR 599.723 Represented Positions

Reimbursement will be allowed for a part of the travel and moving expenses of professional and technically trained persons who change their place of residence to accept employment with the State under the following conditions:

  • The employee must have changed his or her place of residence for the purpose of accepting employment with the State.

  • The employee was appointed to a position or class for which the Department of Human Resources (CalHR) and the appointing power (delegated hiring authority) have certified that such expenditure is necessary in order to recruit qualified persons needed by the State.

New Hire Reimbursement Allowance for Represented Positions

  1. Reimbursement for moving household goods will be allowed up to a maximum of $1,000.00 in accordance with conditions set forth by CCR 599.718, 599.719 and 599.724(a).

  2. Reimbursement is allowed for travel (mileage) from the old residence to the new residence (one-way, one-time only) at the rate of 23.5 cents per mile.

Reimbursement for travel expenses of members of the employee's family is prohibited.

Exception for New Hires in Represented Positions

Advance approval from the appointing power and the Department of Finance are required for any reimbursement or combination of reimbursements under CCR 599.723 that exceeds $1,000.00. For more information, see Chapter 6 Travel Exceptions, Moving and Relocation.

 

CCR 599.723.1 Excluded Positions

Reimbursement may be allowed for all or part of the travel and moving expenses of professional and technically trained persons who are required to change their place of residence to accept employment with the State under the following conditions:

  • The employee is new to State employment or reinstating to State employment after a permanent separation.

  • The employee must have been appointed to a position or class for which the appointing power has certified that such expenditure is necessary in order to recruit qualified persons needed by the State.

  • The employee must have changed his or her place of residence for the purpose of accepting employment with the State.

  • The new headquarters is established more than 75 miles from the employee's primary residence.

New Hire Reimbursement Allowance for Excluded Positions

An employee who meets the criteria established above may, at the discretion of the appointing power, be reimbursed for relocation expenses as follows:

  1. Reimbursement for expenses for the movement and storage of household goods will be allowed up to a maximum of $1,000.00 in accordance with conditions set forth by CCR 599.718.1, 599.719.1 and 599.724.1(a).

  2. Reimbursement is allowed for travel (mileage) from the old residence to the new residence (one-way, one-time only) at the rate of 23.5 cents per mile.

  3. With advance approval from the Director, Department of Human Resources (CalHR), an employee who meets the criteria for new hire reimbursement may, at the discretion of the appointing power be reimbursed for relocation expenses, in addition to those in 1 and 2 above, for all for part of the following:

    1. Reimbursement for a maximum of 30 days of temporary lodging and meals at the new headquarters location, limited to the conditions, maximums and receipt requirements applicable to state employee travel reimbursement as set forth in CCR 599.619(a) and (b). Up to 14 of the 30 days may be used for pre-move house hunting at the new headquarters location, reimbursable after the report date.

    2. As described in CCR 599.715.1, reimbursement for up to $200 of receipted expenses for installation, connection, or assembly of appliances, antennas, or utilities that are related to the establishment of the new household. Deposits are not reimbursable.

Reimbursement of travel expenses for the employee's family is prohibited.

Exception for New Hires in Excluded Positions

Advance approval of the appointing power and the Department of Finance are required for any reimbursement or combination of reimbursements under this rule that exceeds $1,000.00. For more information, see Chapter 6 Travel Exceptions, Moving and Relocation.

 

New Hire Certification (Payback Clause)

New hires are required to sign the following certification that is included in the new hire relocation package:

"If an employee whose travel and moving expenses have been so paid does not continue his or her employment with the State department for a period of two years (unless the discontinuance of his or her employment was the result of death, prolonged illness, disability, unacceptable assessment of the employee to that State department, or similar eventualities beyond the control of the employee as determined by the appointing power), he or she shall repay the following percentage of the amount received as reimbursement for such travel and moving expenses."

100% if employed less than 6 months.
75% if employed 6 months, but less than 12 months.
50% if employed 12 months, but less than 18 months.
25% if employed 18 months, but less than 2 years.

 

Reimbursement Claims

New employees should complete and submit a form FA0302, "Travel Expense Claim" with receipts, new hire certification form, and any other supporting documents required to authorize payment attached. Object code 022 is used for relocation expenses.

Claims for reimbursement should be submitted no later than six months from the reporting date. Reimbursement may not be issued prior to the reporting date.

Forward claim package to:

Division of Accounting
Travel Policy Section, Mail Station #25
P.O. Box 168018
Sacramento, CA 95816-8018

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