Permanent Change of Station Handbook

Permanent Change of Station Handbook

A Handbook on Travel and Transportation Benefits for Relocating Employees

10.0 Obtaining Your Miscellaneous Expense Payment

As defined in section 1.1 - Determining Your Entitlements, the entitlements of this section do not apply to the following transfer types:

New appointees.
Employees transferring from an OCONUS official station to place of actual residence for separation (e.g., retirement).
SES career appointees making their last move home for separation (e.g., retirement).

This section will help you determine answers to the following questions:

ü What expenses are reimbursable?

ü Under which method will you receive your payment?

ü What amount are you eligible to receive?

10.1 Non-reimbursable Expenses

10.2 Reimbursement Methods

10.2.1 Flat Amount Method

10.2.2 Itemized Method

The miscellaneous expense payment is authorized to help you offset the various inherent costs associated with moving out of your old residence at your old official station and into your new residence at your new official station.

Reimbursable expenses include, but are not limited to, the items presented in Table 12.

Table 12 - Reimbursable expenses under the miscellaneous expense payment

Item	Reimbursable Expenses
Appliances	Connecting and disconnecting appliances and equipment (e.g., washers, antenna system, ice maker, refrigerator). Converting appliances so they are operable under available utilities at the new station. Adjustments to old appliances (e.g., washer cycle check, adjustment to refrigerator).
Rugs, draperies, and curtains	Cutting and fitting rugs, draperies, and curtains moved from one permanent residence to another.
Furniture	Adjustments to old furnishings (e.g., grandfather clock tuning, piano tuning).
Utilities	Fees, deposits, and relocation expenses that will not be offset by eventual refunds. Connecting and disconnecting utilities.
Privately owned vehicles	Registration, driver's license, and use tax imposed for bringing automobiles and mobile homes into a new jurisdiction, if applicable.
Medical and/or dental contracts	Forfeiture losses on contracts that are not transferable.
Food locker contracts	Forfeiture losses on contracts that are not transferable.
Private institutional care contracts (such as those provided for invalid or handicapped dependents only)	Forfeiture losses on contracts that are not transferable.
Telephone	Calls and telegrams concerning otherwise allowable expenses, such a long distance telephone calls made in connection with the sale of your residence at your old official station.
Transportation of Pets	Costs associated with transportation and handling of dogs, cats, and other house pets only. Costs incurred to meet the more stringent rules of air carriers that are not reimbursable, include inoculations, examinations, boarding quarantine or other costs in the moving process. Other animals (e.g., horses, fish, birds, various rodents) are excluded because of their size, exotic nature, restrictions on shipping, host country restrictions, and special handling difficulties.
Contracts	Forfeited purchase deposit when PCS prevented employee from completing a planned purchase of property at the old official station.

10.1 Non-Reimbursable Expenses

The miscellaneous expense payment will not reimburse you for costs or expenses exceeding maximums provided by statute or regulations, costs reimbursed under other laws or regulations, costs incurred because of personal reasons or preferences and not required because of the move, losses covered by insurance, fines or other penalties, judgments, court costs and similar expenses from civil actions, or any other expenses caused by circumstances, factors, or actions, in which the move to the new official station was not the proximate cause. The following items are examples of such expenses:

Losses from selling or buying real and personal property, and costs of items related to such transactions.
Cost of additional insurance on household goods while in transit to the new official station, or cost of loss or damage to such property.
Cost of moving household goods caused by exceeding the maximum weight limitation for which you are eligible.
Cost of newly acquired items, such as purchase or installation cost of new rugs or draperies.
Higher income, real estate, sales, or other taxes as the result of establishing residence in the new locality.
Fines imposed for traffic infractions while en route to the new official station.
Losses on the sale or disposal of items of personal property not considered convenient or practicable to move.
Expenses associated with the damage or loss of clothing, luggage, or other personal effects while traveling to the new official station.
Medical expenses due to illness or injury of you or your family members while en route to the new official station, or while living in temporary quarters at the Government's expense.
Costs incurred in connection with structure alterations, remodeling or modernizing of living quarters, garages or other buildings to accommodate privately owned vehicles, appliances, or equipment.
Costs of replacing or repairing worn-out or defective appliances, or equipment shipped to your new official station.
Costs incurred to meet the more stringent rules of air carriers when moving pets (e.g., inoculations, examinations, boarding quarantine).

10.2 Reimbursement Methods

You are entitled to reimbursement of your miscellaneous expenses under one of the following two methods:

è Method 1: Flat Amount.

è Method 2: Itemized.

10.2.1 Flat Amount Method

Under this method you are reimbursed via a lump sum payment and are not required to provide any supporting documentation (e.g., receipts). If you are moving without any immediate family members, you are entitled to the lesser of either $500 or one week's basic pay. If you are moving with your immediate family, you are entitled to the lesser of either $1,000 or two week's basic pay.

10.2.2 Itemized Method

If you feel your miscellaneous expenses will exceed the amount applicable to you under the flat amount method, you may claim your expenses under the itemized method. Under this method, all of your claims must be itemized and supported by receipts justifying your expenses. The maximum you will be reimbursed, regardless of your actual miscellaneous expenses, is one week's basic pay if you are moving without immediate family or two week's basic pay if you are moving with immediate family.

This allowance may never exceed the maximum two week basic pay (i.e., gross pay) rate for Grade 13 Step 10, as provided in 5 U.S.C. 5332.

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