California Department of Transportation
 
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Clark Paulsen, Division Chief

Travel Exceptions
Moving and Relocation

References: : Department of Human Resources (CalHR) Personnel Management Liaison Memo (PML) 94-001, PML 95-050, and State Administrative Manual (SAM) 3830, California Code of Regulations (CCR), Administration, Title 2, Sections (as noted below)

Introduction

The Division of Accounting's Travel Policy Section holds the delegation of authority to approve certain exceptions to relocation policies in accordance with the California Code of Regulations (CCR) sections as noted below. Required approvals for each exception may differ and are included for each of the following sections.

Each section includes CCR regulations for both represented and excluded employees. Represented employees should review their memorandum of understanding or bargaining unit contract to determine if they are subject to either represented or excluded CCR regulations.

Exception requests for current state employees who are relocating must be submitted on a completed Std. Form 256, "Request for Moving and Relocation Expense Approval" and include the employee's appointing power approval (Agency Headquarters Approval). Submit completed requests to the Travel Policy Section.

Seven (7) different types of relocation exceptions are identified in the Travel Guide. Click on the links below for additional information:

Excess Moving Weight Allowance

References: CCR 599.719 and 599.719.1

Employees must complete Std. Form 256, Section 1,"Excess Moving Weight Allowance", Items A through G.

An exception approval is required for moving weight in excess of the 11,000-pound statutory limit, up to a maximum of 23,000 pounds. Upon receiving an estimate of weight in excess of 11,000 pounds, the employee should begin the exception process.

The employee will be responsible for weight in excess of 23,000 pounds, costs of any special handling, unapproved weight, multiple pick-ups and/or deliveries, or any other costs that cannot be approved by the exception process.

Represented employees in Bargaining Unit 12:

Required approvals: Appointing power and Division of Accounting (Travel Policy Section).

Requests for exception to exceed 11,000 pounds (up to a maximum of 23,000 pounds) will only be considered when it has been determined that every reasonable effort has been made to conform to statute.

Excluded and all other represented employees:

Required approvals: Appointing power and Division of Accounting (Travel Policy Section).

Requests for exception to exceed the 11,000-pound statutory limit, up to a maximum of 23,000 pounds, will be considered only when it has been determined that every reasonable effort has been made to conform to the maximum limit. Exceptions to the number of pick-ups and deliveries may be approved when it is reasonably necessary and in the best interest of the state.

Additional Relocation Allowance

References: CCR 599.721 and 599.722

Employees must complete Std. Form 256, Section 2, "Additional Relocation Allowance", items A through G.

Exception requests for relocation allowances in excess of sixty (60) days must meet established criteria defined as an " unusual and unavoidable hardship".

Represented employees in Bargaining Unit 12:

Required approvals: Appointing power, Division of Accounting (Travel Policy Section) and Department of Personnel Administration.

The allowance shall not be paid for more than 60 days, however, this period may be exceeded in cases where the Department of Personnel Administration has determined in advance that the change in residence will result in an unusual and unavoidable hardship for the represented employee and has determined the maximum allowances to be received by said employee.

Excluded and all other represented employees:

Required approvals: Appointing power and Division of Accounting (Travel Policy Section).

Reimbursement may be claimed for up to 60 days, except an extension of up to 30 days may be granted when the appointing power has determined in advance that the delay of change of residence is a result of unusual and unavoidable circumstances that are beyond the control of the employee. The maximum reimbursement to be received cannot exceed the equivalent dollar amount of 60 days full meals, incidentals and receipted lodging.

Additional Storage Allowance

References: CCR 599.719 and 599.719.1

Employees must complete Std. Form 256, Section 3, items A through F.

Exception requests for storage allowance in excess of sixty (60) days must meet established criteria defined as an " unusual and unavoidable hardship".

Represented employees in Bargaining Unit 12:

Required approvals: Appointing power, Division of Accounting (Travel Policy Section) and Department of Personnel Administration.

Duration of storage in transit for which charges may be reimbursed shall not exceed 60 calendar days. The maximum allowances prescribed by this section may be exceeded in cases where the Department of Personnel Administration has determined in advance that the change of residence will result in an unusual and unavoidable hardship for the officer or employee and has determined the maximum allowances to be received by said officer or employee.

Excluded and all other represented employees:

Required approvals: Appointing power and Division of Accounting (Travel Policy Section).

Duration of storage in transit for which charges may be reimbursed shall not exceed 60 calendar days unless a longer period of storage is approved in advance by the appointing power based on hardship to the employee.

Six Month Extension for Sale of Old Residence

Reference: CCR 599.716

Applies only to represented employees in Bargaining Unit 12 subject to CCR 599.716.

Employees must complete Std. Form 256, item 4,"Six-Month Extension for the Sale of the Old Residence".

Represented employees in Bargaining Unit 12:

Required approvals: Appointing power and Division of Accounting (Travel Policy Section).

Claims for the sale of a residence must be submitted within one (1) year following the date the officer or employee reports to the new official headquarters. An extension of not more than six (6) months may be granted by the Division of Accounting upon receipt of evidence warranting such extension prior to the expiration of the one year period.

Settlement of a Lease

References: CCR 599.717 and 599.717.1

Applies only to represented employees in Bargaining Unit 12 subject to CCR 599.717.

Employees must complete Std. Form 256, Section 5, "OTHER".

Represented employees in Bargaining Unit 12:

Required approvals:Appointing power, Division of Accounting (Travel Policy Section) and Department of Human Resources (CalHR)

Claims for settlement of a lease shall be documented, itemized and submitted within six (6) months following the new reporting date except that the Director of the Department of Personnel Administration may grant an extension of not more than three (3) months upon receipt of evidence warranting such extension prior to the expiration of the six (6) month period.

Movement of a Trailer Coach

References: CCR 599.720 and 599.720.1

Employees must complete Std. Form 256, Section 5, "OTHER".

Three (3) competitive bids shall be obtained and reimbursement up to the maximum allowed at the lowest bid.

Upon submission of all documents and certifications required in the rule, exceptions may be approved for reimbursement, up to $10,000 total, for the movement of a trailer coach and the household goods therein contained, whether the household goods are moved inside the coach or not. Upon review of the required three (3) bids, the department will approve the move to be accomplished either by combined or separate transport of coach and household goods, whichever results in the least total cost to the State; any items disallowed in the context of CCR Rule 599.720 shall not be approved for payment.

Represented employees in Bargaining Unit 12:

Required approvals: Appointing power, Division of Accounting (Travel Policy Section) and Department of Personnel Administration.

For reimbursement of charges exceeding $2,000 for the disassembly and assembly of the trailer, including but not limited to, disassembly and assembly of trailer, skirts, awnings, porch, the trailer coach itself and other miscellaneous documented, itemized expenses related to the dissolution of the old household and/or the establishment of the new household.

Exceptions to this section may be granted by the Department of Personnel Administration (CCR) if it has been documented that the movement of the trailer coach was conducted in the most economical fashion available and that the total cost of said movement did not exceed the probable cost of moving and relocation expenses incurred by a comparable conventional move.

Excluded and all other represented employees:

Required approvals: Appointing power and Division of Accounting (Travel Policy Section).

Charges for disassembly and assembly of the trailer, including but not limited to, disassembly and assembly of trailer, skirts, awnings, porch, the trailer coach itself and other miscellaneous documented, itemized expenses related to the dissolution of the old household and/or the establishment of the new household, up to $2,500 unless an exception is approved by the appointing power.

New Hire Relocation

References: CCR 599.723 and 599.723.1 and PML 96-022

Exception is for travel and moving expenses of persons who change their place of residence to accept employment with the State.

For any reimbursement or combination of reimbursements under these rules that exceed $1,000 the appointing power may request an exception to exceed the reimbursement limit, which requires advance approval from the Department of Finance and the Department of Personnel Administration.

All requests should be in memo format and must be submitted in advance, prior to the move. Submit requests to the Travel Policy Section . The Travel Policy Section will review and forward requests for approval to the appropriate control agency.

All requests must be approved by the appointing power or designee and include:

  • Efforts in recruitment that have been established the position difficult to fill and the extraordinary circumstances that justify state reimbursement of additional relocation.
  • Locations of the home and new headquarters.
  • Name of the appointee.
  • Position class and title.

Movement of Household Goods (Represented and excluded positions):

Required approvals: Appointing power, Division of Accounting (Travel Policy Section) and the Department of Finance.

Relocation expenses, as defined in CCR 599.723 (1), in excess of the $1,000 maximum must be approved in advance by the Department of Finance. The move is subject to the same weight and content restrictions and/or approvals as an employee move. See CCR 599.718 and 599.719.

Meals and Lodging (Excluded positions only):

Required approvals: Appointing power, Division of Accounting (Travel Policy Section), Department of Personnel Administration and the Department of Finance.

Approval to reimburse meal and lodging expenses and/or miscellaneous expenses must be obtained in writing prior to making an offer or commitment to reimburse those expenses.

  1. Reimbursement up to 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 up to a maximum of $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.

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This page last updated: March 13, 2014 2:12 PM

 
 
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