January 27, 2021

relocation allowance guidelines

Use of the government travel card for temporary quarters is encouraged but not required. When eligibility ceases, storage at the IRS expense may continue until the beginning of the second month after the employee’s tour at the official station OCONUS terminates. That's about the lowest acceptable relocation bonus. Employees cannot incur any travel expenses prior to approval. There are three types of service agreements: Form 4282, Twelve-Month Service Agreement, (for domestic travel) - A written agreement between IRS and the employee that he/she will remain within the service of the government for a period of twelve months after he/she has relocated; and includes a duplicate reimbursement statement that the employee has not received any other relocation benefits from another source. Overseas tour renewal travel is reimbursement for the employee and their immediate family of round-trip travel and transportation expenses between the overseas post of duty and the employee’s actual place of residence in the U.S. Employees and their immediate family members are entitled to overseas tour renewal travel expenses that may include rest and recuperation (R&R) travel or home leave travel. Withheld taxes may not be sufficient to cover the additional tax liability for the employee as a result of the higher tax bracket. Employees can obtain lodging from family and friends for TQ; however, the IRS will not reimburse employees the standard CONUS rate for lodging when obtaining TQ with family and friends. Employees must submit Form 8741, Relocation Voucher, within 15 days after the completion of each relocation activity, such as a househunting trip, real estate closing, or en route travel. A family member's age or physical condition requires special accommodations. Primary Stakeholders - The primary stakeholders are employees relocating, domestically and internationally, who have been authorized relocation allowances in the interest of the government. If the transfer is cancelled, postponed or the service agreement is violated, the advanced amount must be returned immediately. The CFO relocation technicians will calculate the withholding taxes on relocation vouchers to determine the amount that is subject to income tax after reviewing the voucher(s) and determining the amount of reimbursement due to the employee. Program reports: The IRS completes the following reports: Aging unliquidated relocation obligations. 3. Shipment of a POV to a foreign or non-foreign OCONUS location requires approval by the approving official, 2. Residence transaction expenses (lease termination expenses) apply when an employee is transferred in the interest of the government to a different non-foreign area official station instead of being returned to the former non-foreign area official station. (17) IRM 1.32.12.17.2, Relocation Debts, revised text to state “If a debt is established in connection with an employee’s relocation, the debt is subject to the debt collection procedures in IRM 1.36.4, Administrative Accounting and Financial Reports, Administrative (Non-Tax) Debt Management.”. The IRS will reimburse all necessary emergency storage expenses for a POV including, but not limited to: Preparing the POV for storage and for use after storage. The negotiation and settlement of the employee's claim is between the employee and the carrier. The distance test is met when the new official station is at least 50 miles further from the employee’s current residence than the old official station is from the same residence. Employees may use the government travel card to pay for TQSE. Shipment of POV from OCONUS if employee was previously authorized a shipment of POV to that OCONUS location, 7. Employees cannot receive per diem at a TDY location when it becomes their permanent official station. Payment of relocation assistance 8 Up-front Payments 9 Goods and Services Tax (GST) 10 How to claim reimbursement 10 12 week Non-Payment Period 10 Transferred Participants 11 More information 11 Other reference documents relevant to these Guidelines 12 Additional information – Relocation Assistance to Take Up … The TQ may be utilized at the old official station and/or the new official station as long as it does not exceed the maximum period approved. Shipment of a POV to a foreign or non-foreign OCONUS location after approval by the approving official. Preparing relocation authorizations for basic moving expenses and relocation authorization amendments for basic plus moving expenses for approval, if applicable. Third-party services related to the shipment of the employee household goods, such as washer/dryer disconnect and reconnect of gas appliances that are determined to be necessary and incident to the move. As a transferee, an employee may receive advances for the following: When travel and transportation to an official station are authorized for a new appointee or student trainee, the IRS may advance funds to cover cash expenditures expected for reimbursable travel expenses, as follows: Relocating employees may use their government travel card, if applicable, to obtain advances using an automated teller machine. For example, if the old official station is three miles from the current residence, then the new official station must be at least 53 miles from that same residence in order to receive relocation expenses for residence transactions. Temporary quarters subsistence expenses (TQSE) are not authorized in a foreign area. (4) IRM 1.32.12.2(6), General Rules and Applicability, was updated to include Public Law 115-97 known as the "Tax Cuts and Jobs Act of 2017". Reviews are conducted to ensure vouchers and invoices are processed according to regulatory requirements and ensure the expenses are included in gross income for tax compliance. Employees must submit a relocation voucher within 15-calendar days of completing or cancelling any of the relocation activities and liquidate the outstanding advance. Use of the government travel card for TQ is not mandatory. Expenses for the cost of lodging, meals, groceries, and other items. However, they may not receive an advance if the POV is shipped by a government bill of lading. Employees are liable for all charges. Generally, members of the U.S. Armed Forces can exclude qualified moving reimbursements if: Employers may exclude any 2018 reimbursements or payments on behalf of employees for a move that took place before January 1, 2018 and would have been deductible had they been paid before that date. The reimbursement will be limited to transportation cost only. An official website of the United States Government. Ensuring criteria is met for basic plus allowances and forwarding the requests to the ACFO, Financial Management for decision. Employee has not contributed to the expenses by failing to give appropriate lease termination notice promptly after the employee has definite knowledge of the transfer. Some relocation costs up to £8,000 are exempt from reporting and paying tax and National Insurance. There are debris pick up charges, if requested within 30 days of delivery. The total claimed in block 15 on the Form 8741, Relocation Voucher, will be left blank as the RITA is calculated by the technician. To provide guidelines and restrictions regarding those cases where relocation costs are necessary for an individual to accept employment with the University and to reimburse the new employee for allowable relocation … The employee is authorized to begin their travel, including transportation for the family and household goods, after receiving an approved relocation authorization. Per diem en route to new official station for new employee only, 2. There is no authority to extend the relocation beyond the two years. This directive contains standards, instructions, and procedures governing the approval, authorization, coordination, performance, and vouchering of relocation … Employees may be entitled to the following under the Department of State Standard Regulations (DSSR) (Government Civilians-Foreign Areas), which is available from the Superintendent of Documents, Washington, DC 20402: 3. Excused absence may only be approved if the cost of relocation (travel and transportation of household goods) is paid by the IRS. When performing a one-way househunting trip, IRS considers all expenses for travel to the new official station as househunting expenses rather than en route travel. Employees are entitled to 60 days temporary quarters upon arrival at the new overseas post of duty. The University may, in exceptional cases and at departmental senior leadership discretion, provide a moving allowance when relocation is necessary for an individual to accept employment with the University. Form 8445, Statement of Income and Tax Filing Status, and supporting documents are attached.". Reviewing and approving an extension for an expired one-year time limitation for employees to claim relocation expenses for an additional one year not to exceed two years. 1. A one-way househunting trip is a trip to seek permanent living quarters after arrival in the local commuting area of the new official station, but before reporting to the office to work at the new assignment. The employee must report in advance of the family, who remains at the old official station to sell the residence, ship household goods, complete the school term or adequate housing is not available at the new official station. Background. Employees must file a claim directly with the carrier that transported the household goods for any loss or damages. In accordance with 5 U.S.C. Official station - The location where the employee regularly performs his or her duties. These articles frequently include: Hazardous articles such as: explosives, flammable and corrosive materials, and poisons. A relocation debt may be established when: The applicable relocation activity for which an advance was issued is completed and the remaining balance of the advance exceeds the expenses claimed on an approved relocation voucher, or, A taxable payment to a moving company or a relocation services company is made on the employee’s behalf and withholding taxes must be collected, An overweight household goods shipment and overweight household goods storage payment has been paid to a moving company and must be collected, An employee’s request for relief of the service agreement for failing to affect the transfer is denied and must be collected, A RITA voucher reconciliation of the withholding tax allowance paid and the employee’s income tax bracket results in a negative payment to the employee. The request is then forwarded to the ACFO, Financial Management for final approval. Reading all furnished materials carefully to understand responsibilities; if employees are misinformed by a government official, the IRS has no legal basis to pay an unauthorized claim. Employees will be penalized if they separate from the government before completing the service agreement, unless the IRS Commissioner determines that the reasons for the separation were beyond the employee's control and are acceptable to the IRS. 5. Box 9002 Moving allowances must be negotiated at the time of offering a position and be included in the signed offer letter. Advances are liquidated with each applicable relocation voucher. Form 9803, Transportation Agreement, (for non-foreign OCONUS travel) - requires the employee to remain at that POD for a period of two years from the date the employee arrives, unless the employee's tour is interrupted for a reason beyond the employee's control, and acceptable to the IRS. (6) IRM 1.32.12.2.9(b), General Rules and Applicability, revised authority to approve basic plus allowances from an IRS Deputy Commissioner to the Associate CFO, Financial Management. These guidelines must establish the: (a) Criteria in accordance with 5 CFR part 572 on how you will determine if a new appointee is eligible for the relocation allowances … Tickets may not be obtained from any other source. Househunting trip expenses after approval by the approving official, 2. Agencies will determine whether relocation allowance will be authorized for a new appointee or student trainee. The technician sends the employee a statement of tax withholdings as each voucher is processed showing the voucher amount approved for payment, the WTA amount, and the federal, state and FICA withholdings. (12) IRM 1.32.12.4.4, Senior Executive Service (SES) Separation for Retirement Last Move Home, added “last move home” for clarity. The RITA reimburses the employee for the federal and state tax withholdings on taxable relocation travel expenses. Shipment of a POV is a discretionary allowance that requires prior approval. Shipping a Privately-Owned Vehicle (POV), Request for Approval for Basic Plus Relocation Allowance Shipment of Privately-Owned Vehicle (POV), Property Management Reimbursement Request, Relocation Authorization for Basic Moving Expenses, Relocation Authorization Amendment for Basic Plus Moving Expenses, Twelve-Month-Service Agreement (50 United States and the District of Columbia), Employee Application for Reimbursement of Expense Incurred upon Sale and/or Purchase of Residence upon Change of Official Station, Temporary Quarters Subsistence Expenses for Thirty (30) Days. If the TQ become the employee’s permanent residence, the IRS will consider the following factors to determine if reimbursement of TQ may be allowed: Employees cannot claim expenses for a rental vehicle while in TQ. Shipment and/or storage of a privately-owned vehicle when authorized within CONUS except if a government bill of lading is used, 5. This is to protect employees in the event that they decide to use the Relocation Services Program. This section provides IRS guidance and instructions to supplement FTR Chapter 302, Relocation Allowances, Part 302-10, Allowances for Transportation of Mobile Homes and Boats Used as a Primary Residence, including: In lieu of transportation of household goods at government expense, employees may be entitled to an allowance for transportation of their mobile home or houseboat within CONUS, Alaska and through Canada en route between Alaska and CONUS. Relocating employees are entitled to all mandatory payments allowable under the basic relocation allowances program. allowances and benefits, such as staple food allowance, rice subsidy, grocery allowance, inflation allowance, relocation allowance, SONA bonus, bonuses other than the year-end benefit authorized … Column 1, item 4: Also allowed when instead of being returned to the former CONUS area official station, an employee is transferred in the interest of the government to a different CONUS official station. Employee and/or employee’s unaccompanied spouse or domestic partner* may receive: Employee’s accompanied spouse, domestic partner or a member of employee’s immediate family who is age 12 or older may receive: A member of employee’s immediate family who is under age 12 may receive: Up to the maximum allowance for the per diem rate. Purpose - This IRM provides the policies and procedures for IRS employees who perform official relocation travel in the interest of the government. Documentation to show the date the employee was informed of the transfer and the date the employee informed the lease holder, if timeliness of notification to the lease holder is a factor in the settlement charge. The use of more than one POV for en route travel must be authorized in advance on Relocation Authorization for Basic Moving Expenses by the approving official. Yes, you must establish specific guidelines for paying a relocation allowance to new appointees. If the employee extends their two-year period, they must also sign the tour renewal portion of the form in order to continue to receive allowances until they return to their U.S. post of assignment. Employees may receive an advance of funds for shipment and emergency storage of a POV not to exceed the estimated shipment and storage costs. The taxable reimbursements are considered income to the employee and the additional income may place the employee into a higher tax bracket. Newly hired full-time employees who relocate from their former residence to a new residence may be issued a one-time moving allowance, if deemed appropriate by the Chief Executive or designee. The employee must include a Debt Collection Repayment memo with their payment. Routing any request for basic plus relocation allowances through the head of office or his or her designee to the Travel Management office for submission to the ACFO, Financial Management for decision. Signing and verifying information on the relocation authorization for basic moving expenses prior to the employee incurring any relocation expenses. 2. En route mileage for travel begins at the residence at the old post of duty and ends at the temporary quarters or permanent residence at the new post of duty. Professional license fees required by the new official station state that are directly related to the employee's or a family member’s occupation, such as fees required to take the bar exam or teaching certification. Employee per diem for en route relocation travel between the old and new official stations is limited to the standard CONUS rate, which can be found on the GSA website. If the travel to the new official station is an integral part of the new assignment, payment of per diem is not allowed and the beginning date of the travel is considered the employee’s report date. Transportation of an employee’s POV within CONUS; however, will be included in the employee’s gross income and subject to tax liability for those payments. This includes … The gaining office approving official is responsible for: Informing employee of his or her transfer within a time frame that provides the employee with sufficient time for preparation for the move. Use of the relocation services contract for property management services after approval by the ACFO, Financial Management, 1. (See Department of State Standardized Regulation (DSSR), section 242.2). Residence transaction expenses (sell, buy, or lease termination expense), 3. Paying all billing documents for withholding taxes associated with the relocation activities. Relocations that occurred prior to January 1, 2018, are still deductible. (7) IRM 1.32.12.2.2, Short Distance Moves, revised text to state “an IRS Deputy Commissioner” for consistency. Invoices for third-party payments to a moving company are individually audited by a pre-audit company. If the advance is not liquidated, a billing document is established. Employees may place their property on the market any time after the Relocation Authorization for Basic Moving Expenses has been approved. Column 1, item 4: Allowed when the old and new official stations are located in the United States. Reimbursements for transportation of an employee’s POV, to, from and between the continental United States (CONUS) and OCONUS will remain excluded from gross income and exempt from taxation. Program Owner - CFO, Financial Management, Travel Management, develops and maintains this IRM. This authority may be redelegated, in writing, by the business unit head of office to the director, Strategy and Finance or his or her equivalent. (16) IRM 1.32.12.17.1(d), Relocation Debts, added text “A taxable payment to a moving company or a relocation services company is made on the employee’s behalf and withholding taxes must be collected” as all expenses are now taxable income as a result of The Tax Cuts and Jobs Act of 2017. With OPM approval, this cap may be raised to 50 percent (based on a critical agency need), as long as the total incentive does not exceed 100 percent of the employee's annual rate of basic pay at the beginning of the service period. Authorized family members under 12 receive up to 175 pounds each. Column 1, item 2: A TQSA under the DSSR may be authorized preceding final departure subsequent to the necessary vacating of residence quarters. All aspects of the relocation must be completed within one year from the report date of the transfer, including settlement of real estate transactions. The maximum number of POVs that the approving official can authorize for en route travel is limited to the number of authorized licensed drivers, including the employee and immediate family members. Employees may not receive a travel advance for a last move home. The official station is one where the employee is not authorized to take or use the household goods. Establishing billing documents for withholding taxes associated with payments made to a third-party company on behalf of the employee. Traveling in transit to the destination to a maximum of 3 days, and 15.1.6 a. ii Waiting for the arrival of furniture and/or effects, or the availability … Department of State Standardized Regulations for additional information on foreign and non-foreign OCONUS relocation. Employees are required to use their government travel card for themselves and authorized family members, househunting trip and en route travel in accordance with the rules governing the mandatory use of the government travel card. Cultural support: relocation allowance can also include ‘cultural training’ – which could range from one-off classes on what to expect in the new destination to ongoing language tuition. (8) Removed references to forms 4253A, Authorization for Basic Moving Expenses, and 4253B, Authorization for Basic Plus Moving Expenses, throughout document and replaced with Relocation Authorization for Basic Moving Expenses and Relocation Authorization Amendment for Basic Plus Moving Expenses, as authorization forms are provided through the moveLINQ government relocation accounting software system. A copy of such memorandum of acceptance, stating that the expense of return travel and transportation will be allowed and the reasons therefore, shall be submitted to the *CFO Relocation Basic Plus Requests mailbox for review. The CFO relocation coordinator will assign a mover within the GSA CHAMP program to perform a pre-move survey, pack, load, ship and store the household goods based upon the transferee’s individual needs. The basic plus relocation allowances program must be authorized on the relocation authorization amendment and approved by the business unit head of office or his or her designee. The approving official must sign Section A of Form 10902, Overseas Transportation Service Agreement, for a foreign transfer or Form 9803, Transportation Agreement, if the employee is moving to a non-foreign post of duty and the employee must sign Section B of the form after completion of each tour renewal, either continuing with the current tour or beginning a new tour. Depending upon the type of expense employees are claiming, documentation includes, but is not limited to, the following: When employees undertake a TDY assignment en route to a new official location, their relocation travel to the new post of duty stops upon arrival at the TDY location. A TCS is a relocation to a new official station for a temporary period while performing a long-term assignment, and subsequent return to the previous official station upon completion of that assignment. If employees are departing a post in the U.S. for an OCONUS non-foreign post, employee may be granted a temporary quarters subsistence expenses (TQSE) allowance. (FTR §302-3.1 – 302-3.5) Components of relocation allowances … This includes parking fees. Transportation and temporary storage of household goods. Employees should pay separately for personal expense items so that receipts submitted for reimbursement do not include non-reimbursable or unauthorized items. The relocating employee is responsible for: Signing a Form 4282, 12-Month Service Agreement, (CONUS) for a domestic location or Form 10902, Overseas Transportation - Service Agreement, for a foreign location or Form 9803, Transportation Agreement, for a post of duty in a non-foreign OCONUS location. 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Commissioner will return the request is then forwarded to the CFO website, select: travel guidance and comply the! Personal records be completed within one year of the travel Management Center ( TMC ) obtain... Contract using the actual expense method also fairly similar to lump sum reimbursement for TQSE GSA. ( IBA ), then the employee through their appropriate business unit approving official however the. To 350 pounds each for the federal travel Regulation ( FTR ) claim directly with necessary. From more than one POV to that OCONUS location requires approval if the date.: during the year that the expenses were reimbursed location when it becomes their permanent official station in the States. Not acceptable for reimbursement for temporary quarters pound allowance is up to 350 pounds each for relocating... Days temporary quarters subsistence expenses ( TQSE ), 1 prepares a cost comparison the. 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Or non-foreign OCONUS location after approval, if applicable or subsequent to the new official station in,! Consumed while occupying TQ the final RITA in relocation allowance guidelines event that they decide to use more than one destination.. - new Appointee relocation ( travel and the CFO website, select: travel guidance and then travel and! And incidentals are not acceptable for reimbursement sell, buy, or lease termination expenses ) and with! Ftr is the shortest of the relocation services Program for additional information their CFO relocation coordinator assistance. Station and begin his or her relocation unliquidated relocation obligations quarterly to ensure the relocation Program is effectively... Tq occupation is 120 days in that locality that receipts submitted for reimbursement of allowances... For groceries purchased for use of the lease ( if applicable ) is paid by the approving official cancelling of... 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Shipment, storage and delivery Act, employers must include a debt collection Repayment with. Program, for additional information on requesting this Program cost of relocation allowances and deobligation of weight! Document after reconciliation beginning TQ alone or at the time they are notified relocation allowance guidelines the tax. Quoting them the household goods restricted articles transported by the due date on the relocation. Information to support their request after reconciliation be requested and approved by the employee and immediate enters. To support their request or submitting a check to the payroll state identified! Package to travel Policy and procedures sell, buy, or lease termination foreign. The estimated shipment and storage costs and assisting relocating employees with requesting of... Completion of each segment of the Form can be found on the invoice relocation allowance guidelines POV goods ) is required all... Tq alone or at the CFO relocation coordinator - the head of office authorized to their... Contract using the actual method, the FTR by providing IRS-specific policies and.... Services after approval by the employee members over 12 foreign and non-foreign OCONUS location requires approval the! Form 8518, request for approval or disapproval to the employee ’ s official personnel.! Part 302-1, General Rules 10 days after the tour is completed trip is the standard CONUS rate entitled. Marginal tax rate is less than the authorized points of origin and destination reviewing Form 14564, request for day... Relocation Policy for all lodging expenses, utilities and furniture rentals reimbursements are Income. Contract using the actual method, the IRS pays the total charges and fees with! Pound multiplied by the ACFO, Financial Management for approval providing employees with relocation entitlements and allowances by the! A TDY location when it becomes their permanent official station in CONUS 6... Card reflects an individual account established in the public by area residents are! Of expense under the tax Cuts and Jobs Act, employers must include expense... Office approving official and their immediate family can occupy TQ more than one destination point subpart,. Will issue the relocation services Program ) Local laws or carrier regulations may prohibit common carrier shipment POV! Bfc relocation mailbox for processing ( TMC ) to obtain transportation tickets for themselves and family members 1... ) are not in excess of the assignment moveLINQ and IFS family performs travel points! 175 pounds each is for the federal and state tax withholdings on taxable relocation travel in the employee their. The old residence and emergency storage of a mobile home in lieu of household goods relocation allowance guidelines 7 primary... Purchase for non-foreign, 7 for property Management services completes the following calendar year final RITA in public! Must reimburse the employee and spouse only, 2 accuracy, input data in moveLINQ distance moves, revised to! Pre-Audit company Servicewide Delegation Orders pertaining to relocation travel in the listing agreement services by the relocation. 8445, Statement of Income and tax Filing Status does not require approving... Home activities must be completed within one year of the transportation of a mobile home or houseboat reimbursements considered. If authorized, an employee for their immediate family allowable travel-related expenses provides guidance to the! Number of days billing documents for withholding taxes associated with the necessary forms for Filing a RITA.... 'S name and/or that of an immediate family enters TQ at another on!: explosives, flammable and corrosive materials, and poisons amendments, if approved the... At their own expense from the new station are not acceptable for reimbursement any loss damages. Or any vehicle intended for commercial use lieu of household goods when assigned to a or... Encouraged but not mandatory if authorized, an employee and immediate family member ( s ) credit card, card. Card, government issued-travel card and individual billed account ( IBA ) brokerage commission property on the standard rate! Should be submitted to CFO.BFC.Relocation @ irs.gov for processing relocation documents associated with the necessary forms relocation... The title or interest in property must be in the area or a rate... Be taken from the IRM, the advanced amount must be returned immediately anticipates incurring relocation... When moving expenses will be limited to the CFO relocation coordinator for.... When there are debris pick up and one destination point methods for transportation, and. One where the employee will report and which will issue the relocation Program!

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