1.1       Determining Your Entitlements

    1.1.1      New Appointee Entitlements

    1.1.2      Transferred Employees Entitlements

        1.1.2.1        Entitlements for Transferred Employees with a Spouse, who is Employed by the Service

1.2       Paying for Your Permanent Change of Station Move

    1.2.1      Travel Advances

This handbook is designed to guide you through the permanent change of station (PCS) process. It supplements, but does not replace, the regulations included in the Federal Travel Regulation (FTR). To apply this handbook to your move, you should be aware of three important definitions:

• The term 'Continental United States' (CONUS), refers to the 48 continuous states within the United States.

• The term 'Outside the Continental United States' (OCONUS), for the purposes of this handbook only, refers to the following non-foreign areas: Alaska, Guam, Hawaii, Pacific Islands, Puerto Rico, American Samoa, and the U.S. Virgin Islands.

• The terms 'family members' and 'immediate family' refer to any of the following members of your household at the time you report to your new official station:

  • Spouse.

  • Children (to include stepchildren; adopted children; grandchildren, legal minor wards, or other dependent children under your or your spouse's legal guardianship) of you or your spouse that meet one of the following two conditions:

    • Under the age of 21 and unmarried.

    • Physically or mentally incapable of self-support, regardless of age.

  • Dependent parents (including step- and legally adoptive parents) of you or your spouse.

  • Dependent brothers and sisters (including step- and legally adopted siblings) of you or your spouse that meet one of the following two conditions:

    • Under the age of 21 and unmarried.

    • Physically or mentally incapable of self-support, regardless of age.

The figures and tables included in this section of the handbook will help you identify the entitlements applicable to your move. Once you have identified your entitlements, the handbook will guide you to the sections you must read to ensure you follow the appropriate procedures to maximize your reimbursements.

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1.1       Determining Your Entitlements

Your entitlements and allowances for relocation are determined based on your type of PCS transfer. The FTR distinguishes between the following two transfer types:

• New Appointee.

• Transferred Employee.

Figure 1 is presented below to assist you in determining your transfer type. Answer each question as either "yes" or "no" until you arrive at an end point specifying your transfer type.

Figure 1 - Transfer Type Decision Tree

Based on your transfer type, you should reference either section 1.1.1 - New Appointee Entitlements or section 1.1.2 - Transferred Employee Entitlements to learn more about the specific entitlements applicable to your move.

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1.1.1      New Appointee Entitlements

A new appointee is an individual employed with the Federal Government for the very first time, an employee returning to the Federal Government after a break in service or a student trainee assigned to the Federal Government upon completion of college work. Table 2 outlines the relocation expenses to which you are entitled as a new appointee.

Table 2 - New Appointee Entitlements

Table 3 outlines relocation expenses you may be authorized to incur as a new appointee. Authorization of these additional entitlement(s) requires approval by your new supervisor. Depending on your new Region's approval process, you will be directed to seek authorization directly from your new supervisor or coordinate your request through your Regional PCS Coordinator. As part of your request for authorization, you must provide a justification of your need for the additional entitlement(s). If authorized, the additional entitlement(s) will be documented on your Travel Authorization or included as an amendment to your Travel Authorization.

Table 3 - New Appointee Discretionary Entitlements

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1.1.2      Transferred Employees Entitlements

The FTR distinguishes between the following three categories of transferred employees:

Category 1: Employees that are completing one of the following types of transfers:

• Transfer between official stations in the Continental United States (CONUS).

• Transfer from a CONUS official station to an official station OCONUS.

• Transfer from an OCONUS official station to a CONUS official station.

• Employees transferring between official stations OCONUS.

Category 2: Employees transferring from an OCONUS official station to place of actual residence for separation (e.g., retirement).

Category 3: SES career appointees making their last move home for separation (e.g., retirement).

Figure 2 is presented below to assist you in determining your transfer category. Answer each question as either "yes" or "no" until you arrive at an end point specifying your transfer category.

Figure 2- Transferred Employee Category Decision Tree

Now that you have identified your transfer category, use Table 4 below to determine your entitlements.

Table 4- Transferred Employee Entitlements

Table 5 outlines relocation expenses you may be authorized to incur as a transferred employee. Authorization of these additional entitlement(s) requires approval by your new supervisor. Depending on your new Region's approval process, you will be directed to seek authorization directly from your new supervisor or coordinate your request through your Regional PCS Coordinator.

As part of your request for authorization, you must provide a justification of your need for the additional entitlement(s). If authorized, the additional entitlement(s) will be documented on your Travel Authorization or included as an amendment to your Travel Authorization.

Table  5- Transferred Employees Discretionary Entitlements

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1.1.2.1        Entitlements for Transferred Employees with a Spouse, who is Employed by the Service

If your spouse is employed by the Service and is authorized to perform a PCS to the same official station, you must select one of the following two methods for reimbursement of your PCS expenses per FTR Part 302-3.204:

è Method 1: Each employee received separate allowances and may not be claimed as an immediate family member.

è Method 2: One of the employed family members is considered head of your household. The other employed family member may be claimed as an immediate family member on the "head of household" employees Travel Authorization.

The decision of which method to use should be discussed with your Regional PCS Coordinator. Once you decide on a method to use, you should document your decision via a memo from you to your Regional PCS Coordinator. The memo must be signed by you, as well as any immediate family employed by the Service.

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1.2       Paying for Your Permanent Change of Station Move

To be eligible for reimbursement of expenses incurred during your move, you must complete the following three forms:

Attachment 1:  Employee Agreement Form.

Attachment 2:  Employee Relocation Allowance Data Sheet (Form 3-139).

Attachment 3:  Request for Contractor Provided Relocation Services.

If you request an advance (reference section 1.2.1 - Travel Advances) as part of your move, you must also complete the following two forms:

Attachment 4:  Advance of Funds Application and Account (SF-1038).

Attachment 5:  Travel Advance Repayment Agreement[6].

[6]Regions have discretion over the use of this form. Contact your Regional PCS Coordinator to determine whether you must complete this form as part of your PCS paperwork.

You should also consult with your Regional PCS Coordinator about additional Region-specific forms you may need to complete as part of your move.

Once you have completed these forms, you must submit them to the Regional Budget and Finance Office for your new official station. The Regional Budget and Finance Office will issue a Document Control Number that will appear on your Travel Authorization as well as on other documents that are issued as part of your move (e.g., your travel advance). Your Regional Budget and Finance Office will review your forms and establish the funding for your move. Once your forms have been processed and approved, your Regional PCS Coordinator will provide you with your Travel Authorization, approved Employee Relocation Allowance Data Sheet (Form 3-139), and any other attachments that are applicable to your move.

In general it is your responsibility to cover the immediate expenses incurred by you and your family throughout your move. In order to be reimbursed you must complete and submit a Travel Voucher (SF-1012) within 5 business days after completing each part of your move (e.g., househunting trip, travel to your new official station).

If you have been issued a FWS government charge card, you are required to use it for the following items:

• Airline ticket(s) for you.

• Transaction fees (e.g., travel booking fees).

• Rental car and fuel (only if authorized as part of your househunting trip).

• Airport parking (only if authorized as part of your househunting trip).

• Lodging (effective approximately March 20, 2008).

You may not use your FWS government charge card for the following items:

• ATM withdrawals.

• Airline ticket(s) for your immediate family members.

• Meals.

• Incidental Expenses.

• Fuel or repairs to your privately owned vehicle.

You must request reimbursement for expenses that are not charged to your FWS government charge card through the Travel Voucher (SF-1012) process.

If you believe you may have difficulty offsetting some of your immediate moving expenses, you may request a travel advance.

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1.2.1      Travel Advances

Travel advances are incremental cash payments that may be advanced to you to cover the many costs associated with moving. Advances are loans that you must repay by check or through submission of your Travel Voucher (SF-1012) within 5 business days after completing each part of your move. Be aware that failure to repay your advances in a timely manner can result in deductions from your payroll.

To apply for an advance, you must complete and submit the Advance of Funds Application and Account (SF-1038) form and Travel Advance Repayment Agreement[7] form to your Regional PCS Coordinator. Your Regional PCS Coordinator will review your request for appropriateness and submit it to your Regional Budget and Finance Office for approval. If approved, your advance will be deposited via an Electronic Funds Transfer (EFT) by the National Business Center (NBC). Advances are limited to 80% of your authorized per diem (i.e., lodging, meals, and incidentals) over a maximum period of 30 days, and should be deposited no more than 5 days before travel begins.

Note: If you are not enrolled in direct deposit for travel reimbursements, you must complete, and submit to your Regional PCS Coordinator, the ACH Form (OMB Form 1510).

You may use your travel advance only for the specific purposes indicated on your Advance of Funds Application and Account (SF-1038).

Tip: A copy of an ACH Form (OMB Form 1510) is included as Attachment 7 of the "Employees on the Move" handbook. You should refer to your Notice of Action Taken to monitor your advance balances.  Attachment 11 of the "Employees on the Move" handbook includes several Notice of Action Taken examples and explains how these actions are represented on your Leave and Earnings Statement.

[7]Regions have discretion over the use of this form. Contact your Regional PCS Coordinator to determine whether you must complete this form as part of your PCS paperwork.

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