§4.01
Relocation Policy

Responsible Manager


  

    
Rev. 10/10 

    




 
  
    
    
  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 unallowable and therefore cannot be billed       to the federal government as a direct or indirect expense. 
    2. 



    
  
  1. 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. PCS relocation is for a period of 12       months or longer.
    2. 




    
  
      
    
    1. PCS relocation        reimbursement may be made available to career, term, faculty, visiting        researcher, postdoctoral fellow, or graduate student research assistant        (GSRA) employees. 
      2. 
  
    



    
  
  1. 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 (TCS)       basis for a period of between six months and a day and 12 months. Payment       of actual and reasonable costs associated with the TCS may be made.
    2. 




    
  
      
    
    1. TCS relocation        reimbursement may be made available to career, term, faculty, visiting        researcher, postdoctoral fellow, or GSRA employees. 
      2. 
  
    



    
  
  1. 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.

    2. 

  
  2. New or transferred employees–i.e., change-of-station (COS) employees–must sign a repayment agreement, which states that employees who 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, must refund LBNL the full amount of their relocation reimbursements. 
    3. 



    
  
  1. New or transferred employees (i.e., COS employees) must consult with and gain pre-approval from the  Relocation Office for their relocation expenditure plans prior to committing any relocation expenditures.
    2. 




    
  
  1. 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 COS date. 
    2. 



    
  
  1. Written requests for exceptions to the relocation policy require advance approval by the Chief Human Resources Officer and the Chief Operating Officer.
    2. 




B. DEFINITIONS


    
  
  1. Permanent change-of-station (PCS): PCS  relocation (also known as “Join the Staff” relocation) reimbursement may be  offered to a new employee who accepts a permanent assignment of 12 months or  longer at an LBNL work site. 
    2. 
  
    
  
  2. Change-of-station (COS): COS       applies to employees who expect to be assigned at an LBNL work site for       more than 12 months. COS employees are offered the same relocation       benefits as PCS employees.

    3. 

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

    4. 

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

    5. 




C. RESOURCES


    
  
  1. Reimbursable Relocation Costs

    2. 

  
  2. Relocation Expenses Planning Worksheet

    3. 

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

    4. 

  4. Point of contact: Relocation  Coordinator
    5. 


 

D. SOURCE DOCUMENTS


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

    2. 

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

    3. 


  3. Contract 31, Section J, Appendix A (J)(KV)(i)(2), Dislocation Allowance
    4. 




E. GUIDANCE DOCUMENTS 


    
  
  1. Federal Travel Regulations       (FTR) 302, Relocation Allowances

    2. 


  2. Federal Travel Regulations (FTR) 301, Temporary Duty (TDY) Travel 
    3. 



Printed 
. The official or current version is located in the online LBNL Regulations and Procedures Manual. 

Printed or electronically transmitted copies are not official. Users are responsible for working with the latest approved revision.




  
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