California Department of Transportation
 
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Clark Paulsen, Division Chief

Relocation Travel Expense Claims (TECs)

In addition to the instructions in the In-State TEC's section of this chapter, all relocation travel expense claims (TEC's) should be checked for the following:

  • Claims are identified as "Relocation" under purpose of trip.
  • Object code 022 is used for all relocation expenses.
  • Relocation expenses are submitted on a separate TEC. Do not include other types of expense.

State Employee Transfers Only:

  • Claimant's home address for relocation must indicate address where temporary lodging and meals were incurred. Per diem is only allowed at the new location.
  • One copy of the approved Form ASC255 "Moving Service Authorization" must be on file with Travel Policy prior to filing TEC's. This form is included in the State Employee Relocation Package.
  • One copy of the applicable distance test must be on file with Travel Policy prior to the movement of household goods. This form is also included in the State Employee Relocation Package.
  • If reimbursement of expenses is taxable, note preference of:
  1. Federal and state tax deduction from TEC, or
  2. Federal and state tax deduction from payroll warrant.

    Note: Social Security, State Disability Insurance and Medicare will be deducted from a payroll warrant under both options.
  • A TEC for settlement of a lease must include a lease agreement signed by both the employee and the lessor, and must be itemized. The TEC must be submitted no later than:
  1. Represented employees in Bargaining Units 12 and 14: Six months from the official reporting date. The Director of the Department of Human Resources (CalHR) may grant an extension of not more than three months upon receipt of evidence warranting such extension prior to the expiration of the six (6) month period. See Chapter 6 Travel Exceptions, Moving and Relocation Expenses.
  2. All other employees: Nine months from the official reporting date. No exceptions are allowed.

  • A TEC for reimbursement of a sale of residence must include the seller's final escrow closing statement and must be submitted no later than:
  1. Represented employees in Bargaining Units 12 and 14: One year from official reporting date. See Chapter 6 Travel Exceptions, Moving and Relocation Expenses.
  2. All other employees: Within two years from the official reporting date. No exceptions are allowed.

  • A TEC for reimbursement of the movement of household goods must include the bill of lading, weight certificates, and inventory list. The TEC is filed when the employee pays the mover out-of-pocket and seeks reimbursement. Competitive price quotes must be included with the claim when:
  1. Represented employees in Bargaining Units 12 and 14: When cost is over $300, two additional quotes are required.
  2. All other employees: When cost is over $1,000, one additional quote is required.

The authorization for claiming moving expenses, Form ASC255, expires two years and 60 days from the official reporting date or 15 days prior to voluntary separation, whichever comes first.

Additional information is available in the State Employee Relocation Package.

Represented New Hires to State Service Only:

  • An approved form ASC3001, "Employee Relocation Fact Sheet", must be on file with the Travel Policy Section or attached to the TEC.
  • A TEC for reimbursement of the movement of household goods must include the bill of lading, weight certificates, and inventory list. Two competitive price quotes must be included with the claim.
  • If household goods are moved exclusively in the employee's personal vehicle, TEC reimbursement for mileage may be claimed at the state mileage rate. No other mileage or moving expense will be allowed.

Non-Represented New Hires Only:

  • Claims for reimbursement of relocation expenses must be submitted no later than six months from the reporting date.
    See New Hire Relocation for additional information.

Examples of Relocation TECs

Examples of various relocation expense claims are available by clicking on the following:

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