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Federal Travel Regulation (FTR) for Non-Defense Agencies – Relocation Allowances

Federal Travel Regulation (FTR) for Non-Defense Agencies – Relocation Allowances. Rick Miller Program Analyst Travel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2009. FEDERAL TRAVEL REGULATION (FTR).

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Federal Travel Regulation (FTR) for Non-Defense Agencies – Relocation Allowances

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  1. Federal Travel Regulation (FTR) for Non-Defense Agencies – Relocation Allowances Rick MillerProgram AnalystTravel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2009

  2. FEDERAL TRAVEL REGULATION (FTR) • Issued by GSA to implement Title 5 United States Code (U.S.C.) Chapter 57 regarding travel, transportation, and subsistence expenses of federal civilian employees • FTR is promulgated under direction from Congress – it is a “legislative rule” which is entitled to special weight & binding on all agencies (41 Code of Federal Regulation) • Agency policy/regulation are “interpretive rules” since they are typically issued without statutory imprimatur and generally used to implement and supplement the FTR for civilian employees

  3. WHERE TO LOOK …www.gsa.gov/ftr

  4. FTR – CHAPTER 302

  5. RELOCATION ELIGIBLITY FTR 302-1.1 • Who is eligible for relocation expense allowance under this chapter? • A new appointee appointed to the first official duty station • An employee transferring in the interest of the Government from one agency or duty station to another • An employee performing travel in accordance with overseas tour travel renewal agreement • An employee separating from a overseas assignment • An employee that is being assigned to a temporary duty station in connection with long term assignment

  6. TRAVEL AUTHORIZATION FTR 302-2.1 • When may I begin my transfer or reassignment? • You may begin your transfer or reassignment only after your agency has approved your travel authorization (TA) in writing (paper or electronic) • Sign a Service Agreement to remain in service for a specific timeframe

  7. TIME LIMIT FTR 302-2.8 • When must I complete all aspects of my relocation? • You and your immediate family members must complete all aspects of your relocation within two years from the effective date of your transfer or appointment date - There are exceptions

  8. SERVICE AGREEMENT FTR 302-2.12 • What is a service agreement? • A service agreement is a written agreement between you and your agency, signed by you and an agency representative, stating that you will remain in the service of the Government for a period of time as specified in §302-2.13 after you have relocated

  9. FTR 302.3 Types of relocation transfers: TYPES OF TRANSFERS • Overseas Tour Renewal Agreement • Prior return of Immediate family members • Relocation Separation (overseas/SES) • Temporary Change of Station (TCS) • New Appointee • Transferred Employees • Relocation of two or more employed immediate family members • Reduction in Force • Overseas Assignment and Returns

  10. FTR 302.3.101 As a transferred employee what relocation allowances must my agency pay or reimburse me for incident to a permanent change of station (PCS)? As a transferred employee there are mandatory and discretionary relocation expenses. Once an agency decision is made to pay or reimburse relocation expenses indicated for the type of transfer, all the mandatory allowance must be paid or reimbursed, unless otherwise stated in the applicable parts TYPES OF ALLOWANCES

  11. FTR 302 – Types of Allowances Per Diem for employee/family members Transportation for employee/family members Househunting per diem/transportation Temporary Quarters Subsistence expense (TQSE) Transportation and Storage of Household goods (HHG) Shipment of Privately Owned Vehicle (POV) Real Estate expense – sell/purchase Miscellaneous Expense Relocation Income Tax Allowance (RITA) TYPES OF ALLOWANCES

  12. TYPES OF ALLOWANCES Table A

  13. TYPES OF ALLOWANCES Table B

  14. PER DIEM EXPENSES FTR 302-4.200 • What per diem rate will I receive for en route relocation travel within CONUS? • Your per diem (lodging/meals/incidentals) rate for en route relocation travel between your old and new permanent duty station (PDS) will be at the standard CONUS rate (currently $109) and will be reimbursed accordance with §§301-11.100 through 301-11.102 (TDY percentage)

  15. PER DIEM EXPENSES FTR 302-4.200 (cont) • Percentage rate – Employee Day of departure from old PDS - 75% Full travel day – 100% Day of arrival at new PDS – 75% • Percentage rate – Family Spouse/child 12 and older – 75% of employees rate Child under 12 – 50% of employees rate

  16. TRANSPORTATION FTR 302-4.300 • What is the POV mileage rate for PCS travel? • For approved/authorized PCS travel by POV(s), the mileage reimbursement rate is the same as the moving expense mileage rate established by Internal Revenue Service (IRS) for moving expenses deductions • Current rate is 24 cents per mile per POV(s)

  17. TRANSPORTATION FTR 302-4.400 • Will I be required to drive a minimum distance per day? • Yes, your agency may establish a reasonable minimum driving distance that may be more than, but not less than an average of 300 miles per calendar day

  18. HOUSE HUNTING TRIP FTR 302-5.2 • What is the purpose of the househunting trip expenses allowance? • Is intended to facilitate and expedite the employee’s move from old to new official duty station and to lower overall Government’s cost and reducing the amount of time an employee must occupy temporary quarters

  19. HOUSE HUNTING TRIP FTR 302-5.3 • Am I eligible for a househunting trip expense allowance? • Both your old and new official stations are located within the U.S. • You are not assigned to Government or other prearranged housing at the new official station • Your old and new official stations are 75 or more miles apart via traveled surface route

  20. HOUSE HUNTING TRIP FTR 302-5.13 • What methods may my agency use to reimburse me for househunting trip expenses? • Your actual transportation cost • Employee and spouse subsistence expenses • A per diem allowance using the locality rate at the new official station and reimbursed under the prescribed TDY process §301-11.100 through 301-11.102 • A fixed amount at the applicable locality rate x 6.25 for employee/spouse or 5. for employee only

  21. TEMPORARY QUARTERS SUBSISTENCE EXPENSES (TQSE) FTR 302-6.3 • What is the purpose of the TQSE allowance? • The TQSE allowance is intended to reimburse an employee reasonably and equitably for subsistence expenses incurred when necessary to occupy temporary quarters (when the official duty stations are 50 miles or more apart)

  22. TEMPORARY QUARTERS SUBSISTENCE EXPENSES (TQSE) FTR 302-6.9 • Where may I/we occupy temporary quarters at Government expenses? • You and/or your immediate family may occupy temporary quarters at Government expense within reasonable proximity of your old and/or new official station

  23. TEMPORARY QUARTERS SUBSISTENCE EXPENSES (TQSE) FTR 302-6.11 • What method may my agency use to reimburse me for TQSE? • Your agency will reimburse you for TQSE under the “actual expense method” unless the agency permits the “fixed method”

  24. TQSE – ACTUAL EXPENSE FTR 302-6.100 • What am I paid under the actual expense TQSE reimbursement method? • Actual cost NTE the maximum Standard CONUS rate (currently $109) • 100% for employee, 75% for spouse/children 12 and over, 50% for children under 12 for 1st 30 days • After 30 days amount decreases to 75%,50%,40% respectively (max 120 days)

  25. TQSE - FIXED FTR 302-6.200 • What am I paid under the fixed amount reimbursement method? • If your agency offers and you select the fixed amount TQSE reimbursement method, you are paid a fixed amount for up to 30 days • Multiply the number of days your agency authorizes TQSE by 75% of the maximum per diem rate for the locality of the new official duty station for the employee and 25% for each family member

  26. HOUSEHOLDS GOODS (HHG) TRANSPORTATION FTR 302-7 • What is the maximum weight of HHG that may be transported or stored at Government expense? • The maximum weight allowance of HHG that may be shipped or stored at Government expense is 18,000 pounds

  27. HOUSEHOLDS GOODS - STORAGE FTR 302-7.8 • Is there a time limit for the temporary storage of an authorized HHG shipment? • The initial period of temporary storage at Government expense shall not exceed 90 days. In no case may the maximum time limit for temporary storage exceed 180 days

  28. PRIVATELY OWNED VEHICLE (POV) TRANSPORTATION FTR 302-9.300 • When am I eligible for transportation of my POV within CONUS at Government expenses? • You are an employee who transfers within CONUS in the interest of the Government; or • You are a new appointee or student trainee relocating to your first official station in CONUS

  29. RESIDENCE TRANSACTION ALLOWANCES FTR 302-11.1 • What is the purpose of an allowance for expenses incurred in connection with residence transactions? • The purpose is to reimburse you when you transfer from and old to a new official duty station for expenses that you incur due to the sale of one residence at the old duty station, and/or the purchase of a residence at the new official station

  30. RESIDENCE TRANSACTION TIME FRAME FTR 302-11.21 • How long do I have to submit my claim for reimbursement of expenses incurred in connection with my residence transactions? • You claim should be submitted to your agency as soon as possible after the transactions occurred and the settlements dates for sale/purchase must occur not later than 2 years after the day of reporting to the new duty station

  31. RESIDENCE TRANSACTION EXPENSES FTR 302-11.200 • What residence transactions expenses will my agency pay? • Provided that they are customarily paid by the seller or purchaser, the agency may pay the following expenses: Broker’s Fee FHA / VA fee for loan application Real estate commission Loan origination fee NTE 1% Appraisal Preparing credit reports Advertising Mortgage and transfer taxes Title Insurance State revenue stamps Title search Mortgage Title insurance policy

  32. RESIDENCE TRANSACTION EXPENSE LIMIT FTR 302-11.300 • Is there a limit on how much a agency will reimburse me for residence transactions? • You agency will reimburse you no more than: • 10% of the actual sales price for the sale of the residence at the old duty station • 5% of the actual purchase price of the residence for the purchase of a residence at the new official station • Residences must be the one in which the employee commutes daily to the duty station

  33. RELOCATION SERVICES COMPANY FTR 302-12.4 • For what relocation services expenses will my agency pay? • Your agency will pay the relocation services company’s fee/expenses for the services you are authorized to use in selling your residence

  34. RELOCATION SERVICES COMPANY FTR 302-12.8 • If my agency authorizes me to enter a homesale program, must I accept a buyout offer from the relocation services company? • No, If your agency authorizes you to enter a homesale program, your agency must give you the option to accept or reject an offer from the relocation services company

  35. MISCELLANEOUS ALLOWANCES FTR 302-16.2 • What is the purpose of the miscellaneous expenses allowance (MEA)? • The MEA is to help defray some of the costs incurred due to relocating and is related to expenses that are common to living quarters, furnishings, household appliances, and to other general types of costs inherent in relocation of a place of residence

  36. MISCELLANEOUS ALLOWANCES FTR 302-16.102 • What amount may my agency reimburse me for miscellaneous expenses allowance? • Single - Either $500 or the equivalent of one week’s basic gross pay, whichever is lesser • Family – Either $1000 or the equivalent of two week’s basic gross pay, whichever is lesser

  37. RELOCATION INCOME TAX (RIT) ALLOWANCE FTR 302-17.1 • Payment of a relocation income tax (RIT) allowance is authorized to reimburse eligible transferred employees for substantially all of the additional Federal, State, and local income taxes incurred by the employee, or by the employee and spouse if a joint tax return is filed, as a result of certain travel and transportation expense and relocation allowances which are furnished in kind, or for which reimbursement or an allowance is provided by the Government

  38. RELOCATION INCOME TAX (RIT) ALLOWANCE FTR 302-17.3 • Types of moving expenses or allowances covered and general limitations • RIT allowance is limited by law as to the types of moving expenses that can be covered • The law authorizes reimbursement of additional income taxes resulting from certain moving expenses furnished in kind or for which reimbursement or an allowance is provided to the transferred employee by the Government • Moving expenses are covered by the RIT allowance only to the extent that they are actually paid or incurred, and are not allowable as a moving expense deduction for tax purposes

  39. TRAINING • GSA Travel Training Branch offers a wide range of courses throughout the calendar year in locations around the country www.gsa.gov/traveltransportationtraining • Conference Planning • Relocation Allowances • Relocation Income Tax Allowances • Temporary Duty Travel – Joint Travel Regulation (JTR Vol.2) • Temporary Duty Travel – Federal Travel Regulation (FTR) • Advanced Temporary Duty Travel: FTR

  40. THANK YOU It has been my pleasure speaking to you today! Rick Miller, OGP, MTT (202) 501-3822 (voice) (202) 501-0349 (fax) e-mail – Rodney.Miller@gsa.gov

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