Permanent Change of Station Handbook

Permanent Change of Station Handbook

A Handbook on Travel and Transportation Benefits for Relocating Employees

2.0 Taking a Househunting Trip Before Your Move

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 the answer to the following questions:

ü Do you (and/or your spouse) wish to take a househunting trip?

ü Have you notified your Regional PCS Coordinator of your desire to take a househunting trip?

ü Do you require a cash advance to finance your househunting trip?

ü Do you want to be reimbursed under the fixed rate method or the locality rate method?

2.1 Determining Your Eligibility to Take a Househunting Trip

2.2 Determining Your Allowable Costs

2.2.1 Transportation

2.2.2 Lodging, Meals and Incidentals

2.2.2.1 Fixed Rate Method

2.2.2.2 Locality Rate Method

2.1 Determining Your Eligibility to Take a Househunting Trip

In order to find a permanent residence at your new official station, you (and/or your spouse) may be authorized to take one househunting trip in advance of your actual move. You must contact your new supervisor to determine whether you will be authorized to take a househunting trip, per FTR Part 302-5.5. If authorized, your new supervisor will determine the number of days allowed for your househunting trip. The maximum duration of your househunting trip, including travel time, may not exceed 10 calendar days round trip. If authorized, your Travel Authorization will include the approved length of your househunting trip and the maximum expenses for which you will be reimbursed.

Prior to making a decision on whether to take a househunting trip, you should consider the following items:

Reimbursement for househunting expenses is considered taxable income by the IRS and will be included as part of your gross income on your Leave and Earnings Statement.
Dependents and pets are not authorized to travel on a househunting trip at the Service's expense. Any child care and/or boarding fees are not reimbursable.
Time authorized in temporary quarters will be reduced by the number of days you choose to take for your househunting trip.

Example: John is authorized 30 calendar days of temporary quarters. John decides to take a househunting trip for 10 calendar days. John's authorized period in temporary quarters is reduced to 20 calendar days.

You will not be authorized to take a househunting trip under the following circumstances:

You are assigned to permanent Government quarters or another prearranged residence at your new official station.
The distance (via normally traveled routes) between your old and new official station is less than 75 miles.
You already reported to duty at your new official station.

You and your spouse are allowed to make separate househunting trips, however, the maximum amount you may be reimbursed is limited to the allowable costs you and your spouse would incur if you traveled together, per FTR Part 302-5.9. If you believe it is in you and your spouse's interest to make separate househunting trips, you should contact your Regional PCS Coordinator for additional details.

2.2 Determining Your Allowable Costs

If you are authorized to take a househunting trip, allowable expenses include round trip transportation costs, an allowance for lodging, meals and incidentals, and local transportation costs for you and your spouse.

Hint: If you believe a cash advance is needed to help cover the upfront costs of your househunting trip, review section 1.2.1 - Travel Advances for information on how to apply.

You should select a mode of transportation that maximizes your time at the new official station and minimizes travel time. Generally, you should use a common carrier (e.g., commercial airline service) if your new station is located more than 350 miles from your old station. If you choose to travel by air, you must make coach-class accommodations and purchase your ticket using your FWS government charge card. If your spouse is traveling with you, you must provide your Regional PCS Coordinator with the details of your travel arrangements. Your Regional PCS Coordinator will purchase your spouse's ticket on your new Region's corporate bankcard.

2.2.1 Transportation

In general, you should select the most cost effective form of transportation for traveling to the airport. You may claim reimbursement for up to 2 round trip taxi rides associated with your househunting trip. You should contact your Regional PCS Coordinator for additional detail if you intend to drive and park your privately owned vehicle at the airport during your househunting trip.

If you are authorized to drive to your new official station for your househunting trip using a privately owned vehicle, you will be reimbursed at a rate of 19¢ per mile.

Additionally, you may claim mileage for up to 50 miles per day while at the new official station for the purposes of househunting.

If you use a common carrier (e.g., commercial airline service, train) to travel to your new official station, you may be authorized to rent a car to facilitate your search for a new residence. If you wish to rent a car during your househunting trip, you must request approval from your new supervisor. If approved, you may use your FWS government charge card to rent a car and purchase fuel[1].

You should verify the mode(s) of transportation you and your Regional PCS Coordinator agree on is (are) documented on your Travel Authorization. If you believe there are discrepancies, you should contact your Regional PCS Coordinator prior to beginning your househunting trip.

[1] Reference 265 FW 4.11 for more detail on rental vehicles.

2.2.2 Lodging, Meals and Incidentals

The following two methods are available for reimbursement of lodging, meals, and incidental expenses incurred on your househunting trip:

è Method 1: Fixed Rate.

è Method 2: Locality Rate.

Hint: You should review your Travel Authorization to verify the method you selected for reimbursement is documented on your Travel Authorization. Once you have initiated your househunting trip, the method you selected may not be changed.

2.2.2.1 Fixed Rate Method

If you select the fixed rate method, you will be reimbursed a fixed amount regardless of the number of days you take for your househunting trip or the actual expenses incurred on your househunting trip. The fixed amount reimbursed is presented in Table 6.

Table 6 - Fixed rate method reimbursement calculations

Traveler(s)	Reimbursement Calculation
Employee or unaccompanied spouse	5 × locality rate
Accompanied spouse	1.25 × locality rate

The locality rate is determined by the location of your new official station. Current locality rates can be found on the GSA website (www.GSA.gov/perdiem).

Hint: Under the fixed rate method you do not need to itemize your lodging, meals, and incidental expenses on your Travel Voucher (SF-1012).

Example: John (a Service employee) and Jane (spouse) are moving from Atlanta, GA to Washington, DC and are authorized to take a 5 day househunting trip. The couple decides they would like to be reimbursed under the fixed rate method. John visits the GSA website and determines the per diem rate for Washington, DC is $265 ($201 for lodging, $64 for M&IE). Since Jane will travel with John to perform the househunting trip, John determines he will be reimbursed the following amount under the fixed rate method:

ð Reimbursement for John = 5 × $265 = $1325

ð Reimbursement for Jane = 1.25 × $265 = $331.25

à Total Reimbursement under Fixed Rate Method = $1325 + $331.25 = $1,656.25

To view the completed Travel Voucher (SF-1012) for this example, follow this link.

Hint: The calculation in the previous example could have been simplified as follows:

Since John and Jane are traveling together they are entitled to 6.25 (i.e., 5 plus 1.25) times the locality rate.

à Total Reimbursement under Fixed Rate Method = 6.25 × $198 = $1,237.50

2.2.2.2 Locality Rate Method

If you select the locality rate method, you will be reimbursed for your actual lodging expenses plus meals and incidental expenses, not to exceed the applicable locality rate.

You must submit your lodging receipt with your Travel Voucher (SF-1012) to demonstrate that the rate of your room (excluding room taxes) did not exceed the applicable locality rate. You are reimbursed at three-fourths of the current M&IE locality rate on the first and last day of your trip. Table 7 demonstrates the maximum amounts for which you will be reimbursed for you and your spouse's M&IE per day.

Table 7 - Locality rate method M&IE reimbursement calculations

Traveler	Lodging Per Day	M&IE Per Day
Employee or unaccompanied spouse	Locality lodging rate	Locality M&IE rate
Accompanied spouse	.75 × locality lodging rate	.75 × locality M&IE rate

Under this method, the applicable locality rate is the lesser of the following two rates:

Locality rate for the location in which you secure lodging.
Locality rate for the location of your new official station.

Current locality rates can be found on the GSA website (www.GSA.gov/perdiem).

Example: John (a Service employee) and Jane (spouse) are moving from Atlanta, GA to Washington, DC and are authorized to take a 5 day househunting trip. Since the couple is focusing their househunting efforts on the less expensive area of Loudoun County, VA outside of Washington, DC, the applicable per diem rate is based on the Loudoun County locality rate of $200 ($141 for lodging, $59 for M&IE). Since Jane will travel with John to perform the househunting trip John determines that the maximum he will be reimbursed under the locality rate method is calculated as follows:

ð John's first and last days of M&IE are reimbursed at .75 × $59 = $44.25

ð Jane's first and last days of M&IE are reimbursed at .75 × .75 × $59 = $33.19

ð John's second, third, and fourth days of M&IE are reimbursed at $59

ð Jane's second, third, and fourth days of M&IE are reimbursed at .75 × $59 = $44.25

ð Maximum lodging reimbursed per night = $141 + .75 × $141 = $141 + $105.75 = $246.75

à Total maximum reimbursed for 5 day househunting trip:

= 2 travel days M&IE × ($44.25 + $33.19) + 3 days M&IE × ($59 + $44.25) + 4 nights lodging × $246.75 = $1,451.63

To view the completed Travel Voucher (SF-1012) for this example, follow this link.

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