1. General
2. Definitions
3. Resources
4. Source Documents
5. Guidance Documents

A. GENERAL

1. This policy is in accordance with Federal Acquisition Regulation (FAR) 31.205-35 and Contract 31, Section J, Appendix A.  Relocation reimbursement beyond the limits of this policy may be considered to be unallowable and therefore cannot be billed to the federal government as direct or indirect expenses.


2. At the discretion of Lawrence Berkeley National Laboratory (LBNL) management, LBNL may reimburse new or current employees for reasonable and actual permanent change-of-station (PCS) relocation expenses.  Permanent change-of-station relocation is for a period of 12 months or longer.


1. Permanent change-of-station relocation reimbursement may be made available to career, term, faculty, visiting researcher, postdoctoral fellow, or graduate student research assistant (GSRA) employees.


3. With the approval of the Laboratory Director, or designee, Laboratory employees may be assigned to temporary duty at other locations on a temporary change-of-station basis for a period between six months and a day, and 12 months. Payment of actual and reasonable costs associated with the temporary change of station may be made.


1. Temporary change-of-station relocation reimbursement may be made available to career, term, faculty, visiting researcher, postdoctoral fellow, or GSRA employees.


4. The maximum dollar amount LBNL will reimburse for relocation expenses will be determined by the division director or Operations department head (or designee) and will be within specified guidelines.


5. New or transferred employees (i.e., change-of-station employees) must sign a repayment agreement which states that if the employees voluntarily terminate employment prior to completing one year of credited service from the start of employment for new hires or date of transfer for transferred staff, they must refund LBNL the full amount of their relocation reimbursements.


6. New or transferred employees (i.e., change-of-station employees) must consult with and gain pre-approval from the Relocation Office regarding their relocation expenditure plans prior to committing any relocation expenditures.


7. Claims for reimbursement should be submitted to LBNL as soon as possible after the transactions have occurred. Relocation benefits are valid for 12 months from the employee’s effective start-of-employment date or change-of-station date.  


8. Written requests for exceptions to the relocation policy require advanced approval by the Chief Human Resources Officer (CHRO) and the Chief Operating Officer (COO).

B. DEFINITIONS

1. Permanent change-of-station (PCS): Permanent change-of-station relocation reimbursement may be offered to a new or current employee who accepts a permanent assignment of 12 months or longer at an LBNL work site.


2. Temporary change of station (TCS): Temporary change-of-station relocation reimbursement may be offered to an employee who accepts a temporary assignment for a period between six months and a day, and 12 months.


3. Exception to policy: Action that exceeds what is allowable under current policy or that is not expressly provided for under this policy. Any such action must be treated as an exception.

C. RESOURCES

1. Reimbursable Relocation Costs


2. Relocation Expenses Planning Worksheet


3. LBNL Travel and Change-of-Station (COS) Reimbursable Expenses


4. Point-of-Contact: Relocation Coordinator

D. SOURCE DOCUMENTS

1. Federal Acquisition Regulation (FAR) 31.205-35, Relocation Costs


2. Federal Acquisition Regulation (FAR) 31.205-46, Travel Costs


3. Contract 31, Section J, Appendix A (J)(KV)(i)(2), Dislocation Allowance

E. GUIDANCE DOCUMENTS

1. Federal Travel Regulations (FTR) 302 Relocation Allowances


2. Federal Travel Regulations (FTR) 301Temporary Duty (TDY) Travel Allowances