REIMBURSEABLE RELOCATION EXPENSES WORKSHEET (DOC)

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REIMBURSEABLE RELOCATION EXPENSES WORKSHEET (DOC) Powered By Docstoc
					                                RELOCATION PLANNING WORKSHEET
         For Employees in Career, Faculty, Term, Visiting Researcher, Postdoctoral, and GSRA Employee Classifications
                             Supplement to RPM 4.01 Relocation Policy and Relocation Guideline

    DISCLAIMER: Costs listed below are not automatically approved for payment by the division. The division determines the
                                        appropriate dollar limit for reimbursement.

                                                                                                    Estimated  Actual
    Reimbursable                 Maximum Allowable
                                                                      Reimbursement Notes           Employee Employee
  Relocation Expense              Reimbursement
                                                                                                     Expense  Expense
Travel Reimbursement (in accordance with RPM 11.08 Travel Policy)
 En Route Travel by Air for  Coach Airfare                If tickets are not purchased
 employee and immediate      Fly America Act: use US        through LBNL’s contracted
 family members               carriers                       travel agency, reimbursement
                                                             is up to the amount the ticket
                                                             would have cost LBNL had it
                                                             been purchased through the
                                                             contract agency (Carlson
                                                             Wagonlit Travel Agency or
                                                             by calling 1-888-243-1125).

En Route Travel by Auto        One round trip, including            Expenses are required to
for employee and                parking for the duration of           conform to public policy
immediate family members        the trip; or                          regarding financial
                               Two round trips, including            responsibility. [RPM 11.08
                                short-term parking expenses,          Travel Policy]
                                when an employee is driven
                                to a common transportation
                                carrier.
                               Reasonable charges for:
                                necessary parking, ferries,
                                bridges, tunnels or toll roads

En Route Travel by Bus,                                              Expenses are required to
Railroad, or Ship for                                                 conform to public policy
employee and immediate                                                regarding financial
family members                                                        responsibility. [RPM 11.08
                                                                      Travel Policy]
Temporary Quarters
Subsistence Expenses
                                       Total 60 days for all sub-categories listed below
(TQSE) and House
Hunting Trip
Per diem (lodging and         Day 1 – Day 30 (including travel       For temporary living
meals & incidental            en route to new location)               expenses greater than 1 day
expenses (M&IE)) en route      Per diem (lodging plus                to a maximum of 30 days
at new work location and          M&IE (meals and incidental         Temporary quarters
temporary lodging at new          expenses))                          subsistence expenses is
work location up to 30 days        75% reimbursement for             allowed if relocation is 50
                                     first and last day of travel     miles or more.
Reimbursement rate for               for the employee
M&IE are determined by             100% reimbursement for
the new work location.               travel in-between the first
                                     and last day of travel for
                                     the employee
                                    50% of the applicable
                                     M&IE is reimbursed for
                                     the first and last day of
                                     travel for immediate
                                                                                                                  Version: 3
                                                      1                                                     Date: 12.21.2009
                                  RELOCATION PLANNING WORKSHEET
         For Employees in Career, Faculty, Term, Visiting Researcher, Postdoctoral, and GSRA Employee Classifications
                             Supplement to RPM 4.01 Relocation Policy and Relocation Guideline

    DISCLAIMER: Costs listed below are not automatically approved for payment by the division. The division determines the
                                        appropriate dollar limit for reimbursement.

                                                                                                     Estimated  Actual
   Reimbursable                   Maximum Allowable
                                                                        Reimbursement Notes          Employee Employee
 Relocation Expense                Reimbursement
                                                                                                      Expense  Expense
                                     family members age 12 or
                                     older
                                    75% of the applicable
                                     M&IE for in-between the
                                     first and last day of travel
                                     for immediate family
                                     members age 12 or older.
                                    37.5% of the applicable
                                     M&IE is reimbursed for
                                     the first and last day of
                                     travel for children under
                                     age 12
                                   50% of the applicable
                                     M&IE for in-between the
                                     first and last day of travel
                                     for children under age 12.

Temporary Lodging at new      Day 31 – Day 60 (including             For temporary living
work location exceeding 30    travel en route to new location)        expenses greater than day 30
days.                          Per diem (lodging plus                to a maximum of 60 days.
                                  M&IE (meals and incidental
Reimbursement rate for            expenses))
M&IE are determined by             75% reimbursement for
the new work location.               the employee
                                    50% of the applicable
                                     M&IE for immediate
                                     family members age 12 or
                                     older.
                                  25% of the applicable
                                    M&IE for all other days for
                                    children under age 12.

House Hunting Trip             1 house hunting trip for
                                employee and/or spouse
                                (domestic partner) is allowed
                                if relocation is 75 miles or
                                more.
                               House hunting trip not to
                                exceed 10 calendar days

Shipment of Personal
Effects and Household               Total 18,000 pounds for all sub-categories listed below
Goods
Shipment of personal              May reimburse up to 500              If delivered to temporary
effects (including clothing        pounds (of the total 18,000           residence, employee is
and luggage)                       pounds)                               responsible for move to
                                                                         permanent residence.
                                                                        Distance limited from
                                                                                                                  Version: 3
                                                      2                                                     Date: 12.21.2009
                                 RELOCATION PLANNING WORKSHEET
         For Employees in Career, Faculty, Term, Visiting Researcher, Postdoctoral, and GSRA Employee Classifications
                             Supplement to RPM 4.01 Relocation Policy and Relocation Guideline

    DISCLAIMER: Costs listed below are not automatically approved for payment by the division. The division determines the
                                        appropriate dollar limit for reimbursement.

                                                                                                    Estimated  Actual
    Reimbursable                 Maximum Allowable
                                                                    Reimbursement Notes             Employee Employee
  Relocation Expense              Reimbursement
                                                                                                     Expense  Expense
                                                                     current location to new
                                                                     work location
                                                                    Distance must be a
                                                                     minimum of 50 miles

Shipment of Household            Maximum reimbursement             Distance limited from
Goods (Property, unless           is 18,000 pounds (minus            current location to new
specifically excluded,            Shipment of personal               work location
associated with the home          effects).                         Distance must be a
and all personal effects         Reimburse for 1 major              minimum of 50 miles
belonging to an employee          household move
and immediate family
members)
Vehicle Shipping                 2 vehicles (minus vehicles        Vehicles must be in good
                                  driven to new work site)           condition and operable
                                                                    Weight of vehicles are not
                                                                     included in the 18,000
                                                                     pounds limitation
                                                                    Requires advance approval
Temporary Use of Car             14 days or when the               If vehicle shipping for all
Rental                            employee’s personally              personally owned vehicles
                                  owned vehicle is delivered,        is approved.
                                  whichever comes first             Insurance is not
                                                                     reimbursable.
Shipment of Mobile Home          In lieu of shipping                Mobile home must be the
                                  household goods; cost               employee’s primary
                                  cannot exceed the cost of           residence
                                  shipping household goods           Only for moves within the
                                                                      continental U.S. and within
                                                                      Alaska or through Canada
                                                                      to or from Alaska
Storage of Household Goods
 Temporary Storage of           90 days                            Maximum storage is 180
 Household Goods                May be extended for                 days
                                 another 90 days upon
                                 request.
Miscellaneous Relocation Expenses
Associated Miscellaneous        $1,000 with documentation
Relocation Costs                 Automobile registration
                                 Drivers license and use
                                    taxes
                                 Cutting and fitting of
                                    rugs, draperies and
                                    curtains
                                 Forfeited utility fees
                                    and deposits
                            Purchase of insurance against
                            damage to or loss of personal
                                                                                                                  Version: 3
                                                   3                                                        Date: 12.21.2009
                                 RELOCATION PLANNING WORKSHEET
         For Employees in Career, Faculty, Term, Visiting Researcher, Postdoctoral, and GSRA Employee Classifications
                             Supplement to RPM 4.01 Relocation Policy and Relocation Guideline

    DISCLAIMER: Costs listed below are not automatically approved for payment by the division. The division determines the
                                        appropriate dollar limit for reimbursement.

                                                                                                    Estimated  Actual
    Reimbursable                 Maximum Allowable
                                                                      Reimbursement Notes           Employee Employee
  Relocation Expense              Reimbursement
                                                                                                     Expense  Expense
                             property while in transit
Sale of Former Residence
                             Maximum of 14% of purchase price for all sub-categories listed
and Continuing
                                                     below
Ownership Costs
Sale of former residence         14% of purchase price                Sale must be of primary
                                  (combined with continuing             residence
                                  ownership costs)

Continuing Ownership             14% of purchase price                Must be of primary
Costs                             (combined with sale of                residence and on the
                                  former residence)                     market to be sold

Purchase of New Residence
 Purchase of New                 5% of purchase price            Must have been a homeowner
 Residence                                                        prior to relocation
 Other Housing Expenses
 Mortgage Interest               Limited to the difference            Must have been a
 Differential                     between the mortgage                  homeowner prior to
                                  interest rates of the old and         relocation
                                  new residences multiplied
                                  by the most current balance
                                  of the old mortgage.
                                 Limited to 3 years
Rental Differential              Rental quarters are                  Retains ownership of
Payments                          comparable to the vacated             vacated primary residence
                                  primary residence in                  in former location
                                  former location;
                                  documentation required
                                 Differential payments may
                                  not exceed the actual rental
                                  costs, less the fair marker
                                  rent
                                 Limited to 3 years
Cost of Canceling an             Limited to 3 months                  Lease documentation
Unexpired Lease                                                         required
Other Relocation Expenses
Employment Assistance to
Spouse (Domestic Partner)
                                                                           Subtotal
                                              Maximum Total Approved Reimbursement:
                                                                         Difference




                                                                                                                  Version: 3
                                                    4                                                       Date: 12.21.2009

				
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