New Hire Relocation Travel Information Packet

For employees whose start date was on or before May 31st, 2006

This information packet is provided by the CFO-1 Travel Team, Relocation office, to assist you in planning your relocation to Los Alamos. Please contact the Relocation Office at least two to four weeks prior to your relocation to discuss your relocation plans. You can contact the Relocation Office at (505) 665-8529 or by email at relocation@lanl.gov

You must have met all contingencies of your hire, if any, as well as, have proper work authorization before the Relocation Office can send any authorizations for household goods shipments.

The Relocation Office receives your relocation information from your Human Resources Generalist. For situations not mentioned in this policy, please contact your Human Resources Generalist.

Point of Hire

The Human Resources Division establishes a point of hire for the purpose of determining the maximum distance for which travel costs are reimbursed. Your point of hire is usually the address where your offer letter was sent.

If you elect to travel from a point other than the established point of hire or by an indirect route, reimbursement may be made for actual allowable charges not to exceed the charges normally allowed between the point of hire and the Laboratory.

If you are traveling from a location other than the established point of hire, please contact your Human Resources Generalist.

Visa - Non US Citizen

Appropriate work authorization must be obtained prior to the Laboratory committing any funds for your relocation expenses. Please contact the Immigration Services Office at (505) 667-8650 or by email at immigration@lanl.gov to ensure a proper visa is obtained. You should also advise the Relocation office of any pending authorization.

Income Tax on Allowances

Per IRS regulations, the reimbursement of travel expenses to the employee will be reported as "Other Compensation" on the employee’s W-2 form. Effective January 1, 1994, the Revenue Reconciliation Act requires the Laboratory to withhold taxes on specific travel and relocation expenses at the time of reimbursement. Per IRS Publication 521 - Moving Expenses, the expenses subject to withholding include househunting trip, temporary living allowance, miscellaneous expense allowance, temporary storage of household goods exceeding 30 days, and a portion of the en-route mileage allowance and daily subsistence allowance.

The tax is calculated on a flat percentage basis of 39.45*% as follows:
OASDI 6.20%
Medicare 1.45%
Federal 25.00%
State 6.8%
Total 39.45%

*amount subject to change

For specific tax questions, please consult current Internal Revenue Service rules

I. TRAVEL ARRANGEMENTS

1. Air Travel

If you are traveling by air, the closest major airport to Los Alamos is the Albuquerque Sunport. Flight arrangements should be made to Albuquerque. There is a small airport in Santa Fe, but it does not offer service to all airlines. If a flight is available from your local airport to Santa Fe, it is allowable to arrange a flight to Santa Fe.

Laboratory Purchase of Tickets

If tickets are needed, please contact the Relocation Office. You will need to provide the following information for the Laboratory Reservations team in order for tickets to be issued:

Date of Travel
Preferred Flight time
Names of all family members
Ages of Children
Email address (either your personal address or your Laboratory contact)

Charges incurred if you fail to cancel reservations within specified time limits are normally not reimbursable.

2. Travel from the Airport to Los Alamos

Transportation from Albuquerque or Santa Fe can be completed by rental car or by shuttle bus. Rental cars can be picked up in Albuquerque and returned in Los Alamos if you have made arrangements with Budget Rent-a-Car. The Laboratory currently has a contract with Budget. The contract number is T453800. This contract covers you for insurance so you do not need to accept any insurance from Budget. In order to ensure that your Budget rental car is reserved under the LANL contract, please advise the Relocation office of your need so that the LANL Reservations team can make those arrangements for you.

There is one shuttle bus service to provide ground transportation from Albuquerque to Los Alamos, RoadRunner Shuttle (505-424-3367).There is no taxi service in Los Alamos. However, there is a local bus service that can transport you from your hotel to the Laboratory, if needed. The service is provided by LA Bus Systems (505-662-2080).

3. Private Automobile

Reimbursement is provided for driving or transporting a maximum of two automobiles.

Driving your private automobile

The allowance is based on the Rand McNally Standard mileage guide between authorized points by the most direct route. The mileage allowance is for the use of the automobile and applies regardless of the number of persons traveling in it. It includes all costs related to the operation and maintenance of the vehicle, including oil, tires and any expenses incurred to prepare the auto for the relocation trip.

Shipping your private automobile

A written approval from your Laboratory manager is required before any authorization will be given for shipping a private auto. Please advise the Relocation office if shipping an auto is required so that proper authorization can be obtained.

Toll and Parking Charges

Necessary ferry, bridge, tunnel, or road toll charges are allowed in addition to the mileage allowance. You will also be reimbursed for necessary parking or garage charges. Receipts are required if the daily charge is $75.00 or more.

MOTORCYCLES

Motorcycles or motor-driven cycles will not be authorized for travel, nor will any reimbursement be made for use of such vehicles.

PRIVATE AIRCRAFT

Private aircraft will not be authorized for travel, nor will any reimbursement be made for use of a private aircraft.

RAIL OR BUS

Rail or bus travel is considered to be for personal convenience.

When travel by railroad or bus is used instead of available air travel for the personal convenience of the traveler, reimbursement for travel cost is limited to the fare that the Laboratory would have paid if travel had been by air plus a ground transportation allowance or actual ticket cost, whichever is less. The cost of meals and lodging while in transit are not reimbursed.

Canceled Reservations

Charges incurred if you fail to cancel reservations within specified time limits are normally not reimbursable.

II. General Expenses

1. En Route Allowances

The daily en route allowance is intended to help offset the costs of meals and lodging en route. It is not intended to reimburse your actual expenses. Your travel time en route is determined by the date and time you left your former residence or departure point and began to travel to the new duty station. It ends upon arrival at the new duty station. This does not include any time at the point of hire to vacate your old residence.

2. Temporary Living Allowance

The allowance begins on the date it is necessary to occupy temporary lodging and extends up to 30 consecutive days or the date of occupying a new residence, whichever is earlier. If you have been reimbursed for either an Area Familiarization trip or a House hunting trip, those days reduce the number of temporary living allowance days allowed. If you must remain at your point of hire after your household goods have been removed, those days will be considered part of the temporary living allowance, and will begin the 30 day period. Use of temporary living allowance at the point of hire will also reduce the number of days upon arrival at the new duty station that can be used for temporary living. The intent of this allowance is to offset the additional cost above your normal daily expenses. It is not intended to cover your actual expenses.

Temporary living should be used only for as long as necessary until you and your dependents can move into a permanent residence not to exceed 30 days.

3. Shipment of Personal Effects

You will be reimbursed for shipping articles needed for immediate use at the home station not to exceed 500 pounds gross.

Personal effects shipments shall not include wines, liquors, animals, birds, boats, canoes, kayaks, trailers, or motorcycles.

You should use a method of shipment that is adequate to meet your requirements without incurring unnecessary premium shipment costs (overnight or two day priority). Acceptable shipping methods are Post Office, UPS, Fed Ex, DHL or similar service.

Receipts must be itemized and clearly state the weight and cost. Insurance for personal effects shipments cannot exceed the current tariff valuation rate for household goods. Please contact the Relocation office if you are unsure how to insure you shipment.

All air freight shipments between the United States and a foreign country and between foreign countries shall be via American flag carriers as required by Public Law No. 93-623, "Fly America Act."

Where payment for such a shipment is made in foreign currency, conversion to U.S. dollars is made at the rate in effect at the time of payment.

4. Miscellaneous Allowance

This allowance is intended to cover any additional expenses you incur outside of your en route, temporary living or shipping expenses. The expenses that this allowance is intended for, but not limited to, are the following:

• Pet transportation
• Driver’s license in the new state
• Vehicle registration
• Phone and utility deposits
• Lease breaking fees
  

III. REIMBURSEMENT OF EXPENSES AND REQUIRED RECEIPTS

Reimbursement of expenses will be made by the Laboratory's Relocation office. To receive reimbursement for your allowable expenses you will need to complete the following applicable forms:

• New Hire Relocation Travel Expense En Route worksheet (form 1127-N1)
• New Hire Relocation Travel Expense Temporary Living Allowance (form 1127-N2)
• Househunting Expense Worksheet (form 1127-H)

These forms will be provided to you when you report for New Hire Orientation, and you have officially started at the Laboratory. Final settlement will be made when your forms, supported by all required receipts, signed by you and your line manger is received by the Travel Office. You do not need to wait until the entire relocation is complete before submitting a claim. Multiple claims can be submitted. Reimbursement checks are issued every Tuesday. Your claim and receipts must be submitted by close of business on Friday to have the reimbursement check issued the following Tuesday.

Itemized receipts must be obtained for reimbursement of the following:

• Air ticket stubs or passenger coupons when purchased by the traveler.
• Hotel or other lodging.
• Airport limousines, or other local transportation charges if more than $75.00. .
• Rental car.
• Excess baggage charges.
• Ocean freight shipment. Itemization is required.
• Parking or garage charges, if more than $75.00.
• Personal effects shipment. Itemization required.
• Miscellaneous expenses of $75.00 or more
• Long-distance telephone charges-must indicate date, place, and party called. Telephone calls necessary to arrange hotel or transportation accommodations are not reimbursed because these are covered by the Daily Expense Allowance.

IV. HOUSEHOLD GOODS ARRANGEMENTS

Please contact the Relocation Office two to four weeks prior to your relocation to discuss your moving plans. During the summer months (May to September) contact the Relocation office 6 to 8 weeks prior to your relocation. You can contact the Relocation Office at (505) 665-8529 or by email at srobinson@lanl.gov or relocation@lanl.gov. After discussing your moving options, the Relocation Office will send the authorization of services to the selected Household Goods carrier.

You must have met all contingencies of your hire, if any, as well as, have proper work authorization before the Relocation Office can send the authorization of services to the selected carrier.

The Relocation Office receives your household goods information from your Human Resources Generalist. For situations not mentioned in this policy, please contact your Generalist

TIME LIMITATION

All shipments must begin within six (6) months of the effective date of hire, unless an extension, not to exceed two years, is specifically requested by the cognizant line manager. If you know in advance that you will not be shipping your household goods within that time advise the Relocation office so that the proper approval can be obtained.

SUBSEQUENT MOVES

Transportation of household goods is generally limited to one shipment. Subsequent relocation costs are not covered should you, for example, find closer or more suitable housing after having made your initial move. Should closer housing be secured at a later date, the cost of relocating in such an instance is not reimbursable.

ITEMS NOT ALLOWED

Household goods shall not include wines, liquors, birds, pets, livestock, boats, canoes, kayaks, trailers, motorcycles, automobiles, similar motor vehicles, airplanes, cordwood, building material or property belonging to any person other than yourself or your family. In addition, the Laboratory will assume no liability for loss, damage, or additional expenses caused by shipment of perishable items, including plants.

PACKING AND UNPACKING

The actual costs of normal packing, crating, unpacking, and uncrating are allowed, subject to the weight limitation. One debris pick up is authorized within 30 days of your household goods being delivered to your residence. Carton deliveries are not authorized. Unpacking is defined as the removal of household goods from cartons that were packed by the moving company. The moving company will place these items on a flat visible area such as a table or counter top. The moving company will then remove the debris and empty cartons from your residence. Should you want unpacking, notify the relocation service provider to make arrangements for an unpacking crew to be assigned to your move.

The current household goods tariff requires you to decide on the appropriate type of packing and unpacking. This determines which costs will apply based on the service provided. A full pack or unpack is charged by the hundredweight. A custom pack or unpack is charged by the container. Please discuss your options during the survey process with the estimator or Laboratory’s relocation office.

OVERTIME CHARGES AND SPECIAL SERVICES

Should you desire immediate shipment or other shipments not be transported along with your household goods, you may request “exclusive use” of the common carrier’s vehicle. In such cases, transportation charges are likely to be greater, and you must bear any such charges arising as a result.

Charges for premium overtime, holiday or weekend loading or unloading labor requested by you for your convenience are not allowed.

DISCONNECTING AND CONNECTING OF APPLIANCES AND FURNISHINGS

Reasonable and miscellaneous expenses necessary for the transportation or relocation of household appliances or furnishings are allowed. Miscellaneous expenses are defined as servicing, disconnecting, re-servicing and reconnecting household appliances or furnishings. Should a carrier deem it necessary to have a third party perform the service, reasonable costs will be allowed. Receipts are required. Maintenance costs are not reimbursable.

TEMPORARY STORAGE

Reimbursement is permitted for storage of household goods up to the specified weight limit, subject to the following limitations:

• Temporary storage period must not exceed 90 days.
• Temporary storage is normally at only one location.
• When the total storage period exceeds six months, charges for taking the goods out of storage (such as dock, handling, local transportation, or drayage charges) are not allowed.
• Charges associated with permanent storage (such as mothproofing, additional insurance, or additional packing after reaching storage) are not allowed.

VALUATION FOR SHIPPING

Valuation rates vary according to the released or declared value of the shipment. This released valuation is not insurance, but determines the carrier’s maximum liability should an article become lost or totally destroyed. A higher value may be declared, but the valuation charges will be higher. Such excess charges are not covered.

Declaring the right value for your shipment

The type of coverage for cargo damage or loss is called valuation. Valuation is not insurance. Valuation protects you from damage or loss that can be attributed directly to the van line’s mishandling. Valuation typically excludes coverage for acts of God; acts of omissions by you; atmospheric conditions (resulting in mold, mildew, or warping); and mechanical malfunction or other types of “inherent vice.” Valuation generally limits coverage to only the item that sustains damage or loss, and does not cover other items in a pair or set that do not sustain damage or loss.

Valuation is your declaration of the “value” of your goods being shipped. Put simply, “The dollar amount is the total of what your goods are worth.” The declared dollar figure is the van line’s maximum liability in the event of loss or damage to your goods while the shipment is in the care, custody, and control of the van line.

You will need to take into consideration any items of extraordinary value that will be included in your shipment. An item of extraordinary value is defined as an item having a value in excess of $100 per pound. For example, you are moving a painting weighing 10 pounds, but its value exceeds $1,000, the painting would be considered an item of extraordinary (or high) value. The van lines have a “high value inventory form” where you can list any items of extraordinary value that will be given to the van line for shipping. The high value inventory process allows the van line to be aware of any items that may require special care or handling. By creating an awareness of your most treasured and/or costly items, the van line can either arrange for special handling or, in some instances, suggest that items of both sentimental and high value might better travel in your care.

Before moving day you should evaluate the household goods being shipped and determine the dollar amount that will be sufficient coverage in the event of loss or damage. On moving day you will be expected to select the desired valuation by entering the dollar amount followed by a signature in the valuation section of the bill of lading (your contract with the van line for the shipment).

The Laboratory will provide valuation based on the following

Internationally: Valuation of household goods for a minimum replacement value protection (currently $9.00 for each pound shipped, subject to the weight limitations) or value inventory, whichever is less. Example: Shipment weighs 8,000 pounds x $9.00 = $72,000. In this example, the shipping company will repair or replace any item up to $72,000 subject to substantiation of value. When declaring the value of your shipment, you will need to take into consideration the value to replace those items in the destination country. Example: Value inventory list dishware 20 pieces at $150. In this example, if one item is damaged reimbursement is $7.50 (value for 20 pieces $150 ÷ 20 = $7.50). You have the option to purchase additional valuation from the van line/shipping company at your own expense.

You may be asked to substantiate the value of certain items if lost or damaged during the relocation, particularly for items of extraordinary value. Substantiation may be in the form of appraisals, purchase receipts, cancelled checks, or some other form of documentation that will support the claimed value.

You may want to contact your insurance agent and ask if your goods would be covered under your homeowners/renters policy if damage were due to the van line mishandling your goods. Typically homeowners/renters insurance policies only cover damage if involved in some type of catastrophic incident, but not from dents, dings, or scratches that might occur in a move. Again, contact your insurance agent regarding what your specific policy might cover.

PREPARATION FOR SHIPPING YOUR HOUSEHOLD GOODS

In preparation for the actual transportation of your household goods, it is important to understand the timeline involved in the move process. Your selected carrier will explain the move process and set up a physical survey of your residence. The survey establishes the basis for the date(s) of packing and loading, as well as, the delivery spread to the final destination. The survey also provides for the assignment of a specific van line driver to your shipment. The timeframe for the delivery dates is based on the weight of your shipment, the distance to your new destination and the time of year of your shipment. The summer months (May to September) are a high volume time of year for the carriers and more time is needed to coordinate your shipment. Your selected carrier will advise you of dates for the delivery spread following receipt of the survey results.

The survey:
The selected carrier will make arrangements with you to have a local agent come to your residence to do an estimate. This estimate will be given to the Relocation Office. To obtain an estimate the carrier's representative will walk through your residence. The representative will be looking in your closets, dressers and cabinets. The representative will ask such questions as:

• Do you have anything under the beds?
• Do you have items in your attic?
• What are in these boxes?
• Will you be purchasing any new items prior to the move date?
• Do you have items stored at a friend’s or relative’s home that you want shipped with these goods?

Before the carrier's representative arrives, you should decide the following:

• Which items will be shipped?
• Which items will not be shipped?
• Which items will be needed immediately at destination?
• Which items are you concerned about regarding special handling and should they be treated as "fragile" or "pack with care"? Do you want a valued inventory or similar procedure for these items? A valued inventory will require the driver to count the contents in a box for you at loading and delivery.

Suggestion: Mark the appropriate items by placing a color coded tab on them which the carrier may provide.

When the carrier's representative arrives at your residence to do the estimate, the representative will be looking at the following:

• Access to the residence - Will the van be able to park at the residence?
• Distance from residence to where the van is parked.
• How many steps are outside and/or inside.
• The representative needs the same information stated above for the destination location.

The carrier's representative should discuss the following with you:

• How items will be listed on the boxes.
• How the inventory is done.
• Discuss items which cannot be shipped. (See Articles Not Accepted below)
• Show you the types of forms you will be signing and why you are signing them.
• How to do a valued inventory for international shipments.
• How to process customs forms for international shipments.
• Answer any questions you may have regarding the move.
• Please be explicit in your instructions to the carrier's representative.

CONDITION OF YOUR RESIDENCE FOR THE SURVEY

It is your responsibility to make sure that the surveyor has complete access to your belongings and that any items to be shipped will not damage any other shipments on the truck. Also, please make sure that items to be shipped are clean, including appliances. This is a perfect time to begin sorting through your residence and deciding what will or won’t be shipped, what is necessary to keep and what you may be able to get rid of. If the surveyor is not able to see everything, it could have an impact on the estimated weight which could result in an out of pocket cost to you if the actual weight exceeds the Laboratory allowance. Any time required for the driver and crew to sort, organized or clean items before packing are considered extra labor and these additional labor costs are not paid by the Laboratory.

FUMIGATING TO ELIMINATE HOUSEHOLD PESTS

Your household goods cannot be shipped when pests are present in the home because these pests will spread to other shipments on the truck. The Laboratory does not reimburse fumigating expenses.

ARTICLES NOT ACCEPTED - HAZARDOUS MATERIALS

Carriers will not accept for shipment explosives or dangerous goods, including ammunition, matches,
gasoline, aerosol cans, cleaning fluid, turpentine or flammable liquids of any kind, or property liable to permeate or otherwise damage the carrier’s equipment or other property.

HELPFUL HINTS:

• Dispose of flammables such as fireworks, cleaning fluids, matches, acids, chemistry sets, aerosol cans, ammunition, etc.
• Drain fuel from your power mower and other machinery and discard partly used cans of oil, paint, thinner, pesticides, chlorine, bleach or any other substances that may leak.
• Refillable propane tanks, such as those used on barbecue grills, must be purged, tagged and sealed by a propane gas dealer. Discard non-refillable propane tanks.

VALUABLES

Carriers are not responsible for any of the following articles included in a shipment:
Articles of Extraordinary Value
Stamp or Coin Collections
Valuable Papers of any kind
Coins or Currency
Coins or Currency

It is recommended you handle the transporting of personal, financial, health and educational records,
money, tickets, passports, furs, jewelry, collections, etc.

If valuables (silverware, paintings, electronic items, etc.) must be included in the shipment, take the following precautions:

• Have documentation to prove ownership of the item(s). Documentation can be receipt of purchase, photograph, appraisal, listing of the item on your homeowner's policy, etc.
• Discuss the shipment of valuable items with the carrier's representative.
• Ask that a valued inventory or similar procedure be completed.
• Note at origin which boxes contain valuables and have the driver unpack those boxes at destination before the driver leaves.

PETS, PLANTS AND PERISHABLES

For obvious reasons, these items are usually not allowed on a moving van.

ELECTRONICS

Check all electronic equipment before moving. Check with the manufacturer for proper handling to ship the item. Electronic equipment may need special servicing at origin and destination to prepare for shipping. On the inventory sheets list model, make and serial number of high value electronic items (i.e., television, VCR, stereo, CD player, computer, etc.).

NOTE: No liability is assumed for the mechanical or electrical derangement of computers, pianos, radios, clocks, refrigerators, television sets, automatic washers or other instruments or appliances unless evidenced by external damage to such equipment. The carrier reserves the right to inspect these articles or appliances to determine whether they are in good working order before accepting them for shipment. The carrier assumes no liability for retuning, refocusing or other adjustments of television sets unless such services are necessary due to carrier's negligence.

PREPARATION OF REFRIGERATORS AND FREEZERS

Disconnect, defrost, clean and completely dry your refrigerator and freezer. Leave the door open for several hours. It is suggested a small cotton bag filled with ground coffee be placed inside the appliance to help eliminate any odors that may develop during transit and storage. The carrier is not responsible for mildew or loss due to moisture.

Contents in the freezer should be disposed of or shipped in any manner you may see fit. In any event, the contents cannot be guaranteed, nor is the Laboratory or the carrier liable for any spoilage that may occur if shipped in the freezer.

DISPOSE OF UNNECESSARY ITEMS FOR SHIPPING

Every family accumulates items that have no personal or intrinsic value. Please sort through and throw out, give away, sell or dispose of any item not worth the cost of shipping.

PACKING AND LOADING DAY

• You or a knowledgeable representative must be present during the packing.
• Make certain the packers have been given any special concerns or instructions you requested when the carrier's representative did the estimate.
• Thoroughly check your residence before the van departs to be certain all items to be moved have been loaded. This would include checking the attic, yard and garage areas. Also check the premises for any physical damage.
• Make certain any items you are especially concerned about are clearly marked on the outside of the box and listed on the inventory sheets. Be certain these items and all your household goods are listed on the inventory sheets with correct descriptions.

NOTE: The inventory sheets are one of your most important shipping documents. You will need to refer to the inventory sheets at destination and you will be asked to sign the inventory sheets again after you have received your goods. Should a damage claim need to be filed, the information on the inventory sheets is used in settling the claim.

• You are responsible for signing the bill of lading, statement of additional services (DD-619 or similar form) and drivers' inventory sheets. If you do not agree with something on these documents, discuss those items with the mover before you sign the documents.
• The bill of lading contains information regarding the loading and delivery addresses, the local agent’s name at origin and destination, storage, valuation, loading and delivery spread dates. Please confirm with the booking agent the loading and delivery spread dates, as it is usually not possible to confirm a single day for loading or delivery of your goods.
• The statement of additional services contains information regarding, packing material provided, packing or unpacking completed by the carrier, stairs, appliance servicing, pianos, additional labor charges and any additional services provided by the carrier.
• The inventory sheets list all items that are being shipped. Make certain all your possessions are listed with accurate descriptions.
• Provide the van driver and the booking agent with a delivery address for your shipment and a day and night telephone number where you can be reached. The driver will notify you 24 hours prior to shipment delivery.

DELIVERY DAY

What happens when my furniture arrives?

• You or a knowledgeable representative must be present during the unloading of the shipment. This direct supervision should eliminate any misunderstandings.
• The driver needs to know where to place your furniture.
• The driver should ask you to check off the items on the inventory sheets as they are brought into the residence. You and the driver should be looking for any physical damage to the furniture or boxes. Make notations on the inventory sheets of any obvious damage or loss and notify the booking agent immediately.
• After the furniture is in place, the boxes will be placed in the appropriate rooms.
• You are again responsible for signing the bill of lading and any statement of additional services forms (DD-619 or similar form). You are also required to sign the inventory sheets. Only sign for receipt of the goods on the driver’s copy of the inventory sheets after you have inspected your furniture, the exteriors of the packed cartons and the premises for any physical damage.

SUGGESTIONS: If no unpacking or only partial unpacking is done, note which items were not unpacked on the inventory sheets.

• If the driver did not have you check off items on the inventory sheets as they were brought into the residence, make a notation that the mover did not allow you to check items against the inventory sheets as they were brought into the residence.
• Once all items are in the residence, let the unpackers know which items to unpack.

NOTE: You should have notified the contracted moving representative you wanted items unpacked prior to the household goods being delivered.

UNPACKING

• Should you want unpacking, notify the relocation service provider to make arrangements for an unpacking crew to be assigned to your move.
• Unpacking is defined as the removal of household goods from cartons that were packed by the moving company. The moving company will place these items on a flat visible area such as a table or counter top. The moving company will then remove the debris and empty cartons from your residence.
• If you choose to do the unpacking, it's suggested you have the carrier at least unpack the breakable items.
• If you choose to unpack all or part of your shipment rather than having the carrier unpack, you will have to furnish reasonable proof of any damage sustained. To show reasonable proof of damage save the container and packing material and leave the damaged items in the carton until the carrier has inspected them. Also note the inventory sticker number of the carton where you found the damaged goods. Your claim can be denied without furnishing reasonable proof of damage. LANL will reimburse the carrier directly for any unpacking charges.

CLAIMS

The Laboratory does not prepare or file damage claims. You must file your claim in writing with the carrier that performed your move according to that carrier’s requirements. The Laboratory cannot withhold payment on any move until the damage claim is settled, and the carriers will not settle a claim until the invoice has been paid.

• It is critical to the claims process to clearly note any missing or damaged items on the original inventory sheets. These notations will create the record and documentation required to for a potential claim at the time of delivery. If no notations are made at the time of delivery, it will potentially complicate the ability to substantiate transit related damage. Please ensure you sign all of the receiving documents, including the inventory sheets. The driver will retain the original inventory sheets. You should get a legible copy of the inventory sheets that show any notations made regarding missing or damaged items. Also note any damage to the premises.
• If your belongings are damaged or lost, notify the booking agent (LANL approved agent) as soon as possible. Give the agent all details concerning the loss or damage.
• The carrier will provide the necessary forms to complete your claim or advise you on how they will restore your property.
• Carriers must be given the opportunity to inspect concealed damage discovered after delivery. You need to furnish reasonable proof of damage by saving the container and packing material and leave the damaged items in the carton until the carrier has inspected them. Do not have any items repaired without the carrier doing an inspection or giving you documented approval for the repair. Your claim can be denied without furnishing reasonable proof of damage.
• Your claim must be filed within 9 months from the shipment delivery. We recommend the claim be filed as soon as possible after your goods are delivered.
• The claim settlement coverage on items determined to be damaged in transit are covered under the terms “fixed or replaced as new”. Once a claim is filed, an insurance adjuster will be assigned to physically review the claimed items to determine if the damage is transit related. Based on the adjusters review, the carrier has the option to either attempt repairs or replace the claimed item(s) damaged in transit.
• In order to help facilitate the claim process, any receipts or proof of purchase showing the actual; value of the items should be made available to the carrier. Should the carrier choose to replace the item, you will be provided with a cash-out settlement for the value of the item. In this case, the carrier’s insurance company requires the carrier to collect the damaged item. Should the carrier choose to repair the item, they will coordinate the process with you and the actual repair firm.
• The carrier has 30 days to acknowledge receipt of your claim and must deny or make an offer in settlement of the claim with 120 days. If your claim has not been acknowledged within 30 days, please contact the Relocation Office at the Laboratory to assist you in settling your claim. If your claim is not settled within a reasonable length of time, you can contact the Relocation Office for assistance.

V. Laboratory Approved Carriers

All shipments involving direct billing to the Laboratory must be arranged with the agents listed below. These agents are Laboratory-approved carriers based on cost and performance. Failure to use one of these carriers will result in the employee incurring the cost of the move. If there is any reason why one of these carriers cannot be used, please contact the Travel Team.

The following carriers are able to provide service within the state of New Mexico, within the continental United States, and from foreign countries to the United States.

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