Chief Financial Officer, CFO-TRVL
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New Hire Relocation Travel RegulationsFor employees whose start date was on or before May 31st, 2006
I. GENERAL 1. Scope These regulations cover the reimbursement of travel expenses incurred by the new or relocating employee and the employee’s dependents, and the shipment of their household goods and personal effects. Dependents are defined as spouse, children, and other persons who are related by blood, adoption, or marriage to the employee and who are living with and dependent on the employee at the time of employment or relocation. These regulations apply to reimbursement of travel and relocation expenses for:
These regulations do not apply to new or relocating employees who live within a 50-mile radius of the new duty station as indicated in the employment or assignment agreement. Mileage is based on the Rand McNally Standard Highway Mileage Guide. 2. Conditions Relocation benefits are extended by the Laboratory with the understanding that should the employee voluntary terminate employment or be terminated for cause prior to 12 months, the Laboratory may require a refund of all or part of these benefits as determined by the hiring organization. Relocation benefits include househunting trip, travel en-route, temporary living allowance, and household goods shipments. 3. 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 42.85% as follows:
For specific tax questions, please consult current Internal Revenue Service rules. 4. Area Familiarization Trip for Prospective LANL Employee An Area Familiarization trip may be granted to a prospective employee and spouse after the receipt of an offer letter but prior to the acceptance of the LANL position. The hiring organization must request a familiarization trip through the Travel Office. Said offering must be in accordance with the UC employee categories as stated in paragraph 1, "Scope" (above). A spouse may accompany the prospective employee on either an Interview Trip or an Area Familiarization trip, but not both. Reimbursement for a spouse may be made for a maximum of 6 days/5 nights and will include round-trip travel, lodging, rental car and meal expenses according to LANL Domestic Travel Regulations. Expenses for children are not reimbursed for an Area Familiarization trip. Time spent on an Area Familiarization will be deducted from the Temporary Living Allowance provided in "New Hire Relocation Travel Regulations", section 5 "Arrival at New Duty Station". Trips subsequent to an offer acceptance will be considered "House Hunting" travel, also in section 5. 5. Point of Hire/Transfer Point Reimbursement is made for travel and moving expenses of the employee and the employee’s dependents by the most direct route between the authorized point of hire/transfer and the new duty station as indicated in the employment or assignment agreement. If the employee chooses to travel or ship household goods from a point other than the authorized point of hire/transfer, reimbursement is made for the actual allowable charges as specified in the employment or assignment agreement. 6. Househunting Trip Cognizant group-level management can approve one pre-employment househunting trip, not to exceed six days/five nights including travel time, to the new duty station for an applicant who has accepted an offer of employment or reassignment and their spouse. Reimbursement will include round-trip travel, lodging, rental car, and actual meal expenses according to the Domestic Travel Regulations. Househunting trip days are considered part of the 30-day temporary living allowance. Receipts are required for all expenses except meals. Expenses for children are not reimbursable. 7. Conversion from GRA/UGS or Limited Term Appointments Employees are eligible for the reimbursement of travel and relocation expenses for dependents and household goods remaining at the original point of hire when their appointment status is changed from a GRA/UGS or Limited Term to a Regular Full-Time Employee. Employees selected for regular positions will be reimbursed for the trip to the original point of hire in order to return with dependents. The New Hire Relocation Travel Regulations will apply to the employee’s dependents, and the Domestic Travel Regulations will apply to the employee. II. TRAVEL EXPENSES A. COMMERCIAL AIR TRAVEL 1. Reimbursement for New Hires For new hires, airfare reimbursement is limited to the lesser of the standard coach airfare or the actual amount paid. The lowest available airfare should be obtained based on the official business dates and locations. The reimbursement amount will be based on the most direct route available between the point of hire and the new duty station. Costs incurred over the lowest available fare will be the traveler’s responsibility. At the request of the hiring organization, airline tickets may be provided to the traveler by the Reservations Team (CFO-1). An original airline passenger coupon or eticket confirmation accompanied by a credit card or cash receipt is required for reimbursement. An original airline passenger coupon or ticket confirmation is required for reimbursement. All commercial travel between a foreign country and the US must be ISSUED by a US carrier as required by Public Law 96-192, the "Fly America Act". 2. Reimbursement for Permanent Transfers and Reassignments For an employee on permanent transfer or reassignment, airfare reimbursement is limited to the lesser of the official airfare quote provided by the Reservations Team (CFO-1) or the actual amount paid. The official airfare quote is based on the most direct route available between the point of transfer and the new duty station. Costs incurred over the quoted fare are the responsibility of the traveler. Discounted, restrictive, non-refundable tickets can be used, however usage is not mandatory. For travelers purchasing tickets that include a personal stop in conjunction with official business, reimbursement will be limited to the official airfare quote for the official point of business. If tickets are purchased though an outside agency or arrangements include personal stops, it is the employee’s responsibility to obtain an official airfare quote from the Reservations Team. An original airline passenger coupon or ticket confirmation is required for reimbursement. 3. Cancellation and Emergency Changes Penalties incurred for cancellation and emergency changes enroute may be reimbursed. Justification for the change and increased costs must be provided. 4. First-Class and Business-Class Fares First-class and business-class fares are not reimbursed when less expensive fares are available, except for employees or dependents with special needs. These requests must be reviewed by division-level managers and approved by the Occupational Medicine Group (ESH-2). 5. Use of American Carriers All commercial air travel between the United States and a foreign country must be by American flag carriers as required by Public Law 96-192, the "Fly America Act". Tickets must be issued by an American carrier and flights must be operated by an American carrier. 6. Excess Baggage Excess baggage charges are allowed, not to exceed one additional piece of luggage per person. B. PRIVATE VEHICLE TRAVEL/SHIPMENT 1. General A private vehicle is an automobile owned by the employee or near relative (a traveler’s spouse, parents, siblings, children, and adoptive relatives, step-relatives, or relatives-in-law in any of these relationships). Reimbursement is limited to 2 vehicles either driven or shipped. An employee on travel by private vehicle must carry valid liability insurance coverage in at least the amounts required by law. 2. Reimbursement For Driving Reimbursement is made for driving a maximum of two
private vehicles owned by the traveler or a dependent. Mileage
reimbursement is computed at the current University of California
rate listed and
based on the Rand McNally Standard Highway Mileage Guide between
the authorized point of hire/transfer and new duty station. This
rate includes all
transportation costs and expenses incurred in operating the vehicle,
such as gasoline, oil, tires, towing charges, repairs, damages,
insurance, and garage costs.
Automobile parking fees and ferry, bridge, tunnel, and road tolls will be reimbursed in addition to the mileage allowance. Mileage is not reimbursable if 2 vehicles are shipped. 3. Reimbursement for Shipping The actual shipping cost of a maximum of 2 vehicles will be reimbursed provided the following conditions are met. The vehicle(s) must be operational. The shipment must be approved by the employee's group-level management, with written approval to the Travel office, prior to shipping. The employee must make the necessary arrangements with the carrier concerning vehicle pickup or delivery at the new duty station. Any costs associated with vehicle storage at the new duty station will not be reimbursed. Reimbursement for a vehicle shipped without the required group-level approval will be based on the current UC mileage rate. Shipping is not reimbursable if 2 vehicles will be driven.. C. RENTAL CAR TRAVEL 1. Reimbursement Rental cars may be used between the authorized point of hire/transfer and the new duty station. Mid-size cars are to be used when available (receipts are required); any special rates obtained for personal use also apply to official use for reimbursement purposes. 2. Collision Insurance The Laboratory ordinarily covers the cost of damage to rental cars used on official business in the United States, so long as the vehicle is operated according to the terms and conditions of the rental agreement. Consequently, Laboratory employees are not reimbursed for collision insurance such as collision damage waiver (CDW), personal effects insurance, or other forms of insurances offered by rental car companies at additional cost. D. RENTAL CAR AT NEW DUTY STATION 1. Reimbursement In certain circumstances, rental cars may be used for up to 14 days at the new duty station. This applies to employees who have received group-level management approval to ship a private vehicle, or to overseas new hires who must purchase a private vehicle at the new duty station. E. LOCAL TRANSPORTATION 1. Reimbursement Reimbursement is provided for bus, streetcar, subway,
taxi, and airport limousine fares. Receipts are required as outlined
in the Travel
Reimbursement Allowance table. F. MOTORCYCLES 1. Reimbursement The Laboratory does not reimburse the costs of driving or transporting motorcycles. III. LIVING
EXPENSES EN ROUTE A. MEALS & INCIDENTAL EXPENSES/LODGING 1. Reimbursement A daily subsistence allowance is paid while the new or relocating employee and dependents are en route between the point of hire/transfer and the new duty station to help offset commercial lodging, meals, and incidental expenses. Incidental expenses include laundry, dry cleaning, and tips and fees for personal services, etc. Receipts are not required. 2. Travel Time Persons traveling by commercial air are reimbursed the daily subsistence allowance for the actual time in transit. Persons traveling by private vehicle or rental vehicle are reimbursed the daily subsistence allowance for the actual time in transit or on the basis of 400 miles per day, whichever is less. Reimbursement for the daily subsistence allowance is computed on a half-day basis. Travelers will be reimbursed an allowance of one day for departures before 12:00 pm. and one-half day for departures after 12:00 pm. Reimbursement is one-half day for arrivals before 12:00 pm. and one day for arrivals after 12:00 pm. Daily en-route subsistence allowance 3. Separate Travel by Family If the dependents do not accompany the employee, their en-route travel expenses will be reimbursed at the time of travel. Dependent travel must begin within six months of the employee’s effective hire/transfer date. Extensions may be granted with group-level approval not to exceed two years from the effective date. Daily en-route subsistence allowance - separate travel
by family Examples of circumstances that would justify separate travel are as follows:
An employee who makes a trip back to the point of hire/transfer to return with dependents or to complete the shipping of household goods is not reimbursed for travel expenses for the second trip. The New Hire Relocation Travel Regulations will apply to the employee’s dependents. IV. OTHER EXPENSES 1. Reimbursement Reimbursement is also provided for the following:
2. Receipts Required Except as noted, receipts are required for individual miscellaneous expenses over $75.00. V. ARRIVAL AT
NEW DUTY STATION A. TEMPORARY LIVING ALLOWANCE 1. Reimbursement A temporary living allowance for commercial lodging, meals, and incidental expenses is paid to the employee and dependents to help offset charges incurred at the point of hire/transfer and new duty station for up to 30 calendar days, less any days reimbursed for a househunting trip. Commercial lodging should be used only for as long as necessary until the employee and dependents can move into suitable residence quarters. Commercial lodging is defined as standard accommodation in hotels, motels, or commercially operated bed and breakfasts. Furnished or unfurnished apartments do not constitute commercial lodging. Receipts are required. The 30-day temporary living allowance period begins with the first day of commercial lodging incurred by the employee or the date of hire, whichever is first. Extensions of the 30 day limit can only be granted for official travel. Expenses incurred after accepting an offer of employment prior to the employee’s start date are reimbursable, although no payment will be made until the hiring process is completed. Temporary living allowance The employee and dependents may receive the temporary living allowance while occupying commercial lodging at different locations. For example, if the employee and dependents must vacate their home at the point of hire/transfer and the employee reports to the new duty station while the dependents remain behind until the end of the school year, the employee may receive the allowance at the new duty station while the dependents receive the allowance at the point of hire/transfer. Commercial lodging receipts are required. Dependents arriving at the new duty station after the expiration of the 30-day temporary living allowance period will not be reimbursed the temporary living allowance. B. SHIPMENT OF PERSONAL EFFECTS 1. Reimbursement Shipments of articles required for immediate use at the new duty station are allowed, not to exceed a 500 lbs. cumulative limit. Personal effects include certain items such as professional books, clothing, bedding, cooking utensils, and other items considered necessary by the individual at the new duty station. Shipment must be by a parcel service. Personal effects shipped by a household goods carrier will not be reimbursed. Original receipts indicating weight must be submitted for reimbursement. VI. SHIPMENT OF HOUSEHOLD GOODS Information Packet 1. General Employees should make arrangements for the shipment and direct billing of household goods through a Laboratory-approved carrier in coordination with the Travel Team (CFO-1). LANL will only authorize the weight and services that are within policy guidelines for direct billing. Any additional weight or service charges will be the financial responsibility of the employee. Household goods are all furniture, clothing, or other personal effects. For the shipment of private vehicles, refer to section II.B Private Vehicle Travel/Shipment. 2. Time Limitation All shipments of household goods from the prior residence must begin within six months of the employee’s effective hire/transfer date. Extensions may be granted with group-level approval not to exceed two years from the effective hire/transfer date. Examples of circumstances that would justify an extension include the completion of a school term or the sale of a home at the point of hire/transfer. 3. Weight Allowance Transportation of household goods from the authorized point of hire/transfer to the new duty station as indicated in the employment or assignment agreement should be a single shipment not weighing more than 18,000 lbs. Extensions of the time limit do not apply to split shipments. If more than one shipment is required, the reimbursement amount will not exceed the single shipment price quote. This quote is determined by the total weight of the combined shipments from the authorized point of hire/transfer, not to exceed 18,000 lbs. 4. Temporary Storage Temporary storage of household goods at the authorized point of hire/transfer and/or the new duty station will be paid up to 90 days, with a single delivery out of storage within six months of the initial storage date. This allowance is intended to cover delays en route and storage while seeking housing. Storage incurred for vacation or personal choice such as building a house is not covered. 5. Other Charges Paid by Laboratory The Laboratory will pay the carrier for costs incurred for the following items:
6. International Shipments Employees should make arrangements for the international shipment of household goods through a Laboratory-approved carrier in coordination with the Travel Team (CFO-1). International shipments are subject to the 18,000 lb. weight allowance and must be transported by ocean or rail freight. Autos are not authorized on international shipments. 7. Shipments by Other Than Common Carrier For the personal convenience of the employee, a U-Haul type vehicle from a licensed carrier may be used to transport household goods. Reimbursement may not exceed the costs that would have been incurred had the shipment been made by a household goods carrier from the authorized point of hire/transfer to the new duty station as indicated in the employment or assignment agreement. For reimbursement of actual expenses, employees must:
VII. MOBILE
HOMES 1. General Reimbursement is allowed for the costs of transporting a mobile home by a licensed mobile home carrier in lieu of costs normally incurred for transportation of household goods and personal effects. For more information, contact the Travel Team (CFO-1). VIII. MISCELLANEOUS EXPENSE ALLOWANCE 1. General A $1,000 expense allowance will be paid to the employee to defray various contingent costs associated with discontinuing residence at the old location and establishing residence at the new location.
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