These rules apply to the reimbursement of expenses incurred for movement of household goods by new employees (including local hires), employees temporarily reassigned or transferred to another location, or personnel from other organizations on temporary assignment with the Laboratory when approved by the Associate Laboratory Director for Operations (ALDO) or designee, with written confirmation by the Human Resources Department to the traveler at the time of the original employment or transfer agreement for new work assignments or agreement concerning personnel from other organizations on temporary assignment with the Laboratory. Reimbursement is allowed only if no duplicate reimbursement for such costs has been or will be made by others. These relocation benefits are extended with the understanding that Berkeley Lab may require a refund of all or part of these benefits if the employee voluntarily terminates employment or is terminated with cause fewer than 12 months after beginning work at the Laboratory.
If housing is not available at the employee's headquarters, the moving of household goods into a house in the immediate vicinity is allowed in accordance with these rules. The immediate vicinity is considered to be an area from which the employee can commute daily. Should closer housing be obtained later, the cost of relocating is not reimbursable.
The maximum total weights for which allowable charges are reimbursed is 18,000 lbs.
When the total weight of authorized shipments exceeds the limitations noted above, reimbursement is computed as follows:
| Maximum weight allowed
________________ Actual weight shipped | = | Percentage of allowable weight |
| Percentage of allowable weight | x | Total allowable charges for items | = | Reimbursable amount |
Household goods should not include wine, liquor, animals (including birds), boats, trailers, motorcycles, automobiles, or airplanes. The Laboratory assumes no liability for losses incurred in shipments of household goods. This includes damage to or loss of perishable items, including plants. In addition, any extra expense necessary for shipment of perishable items, such as the cost of a separate controlled-temperature facility, is not allowable.
If supporting receipts are in order and complete, reimbursement is made in an amount not to exceed that which would have applied had the shipment been made by commercial carrier between the points concerned.
When specifically authorized, the actual cost of transportation by ocean freight or a combination of ocean and rail freight is allowed, subject to the limitations described in Paragraph (B), above.
In addition to other allowable items of expense, miscellaneous expenses associated with approved transoceanic shipments are allowed at actual cost. Miscellaneous expenses may include custom fees, dock dues, port rates, agency fees, wharfage charges, marine insurance, document fees, and other similar charges.
Shipment must be made by an American Flag vessel to the extent that service by such a vessel is available.
To determine the gross weight when the gross weight of the shipment is not shown, a constructive weight is based on 7 lbs per cubic foot.
If payment for a transoceanic shipment is made in foreign currency, conversion to United States dollars is made at the exchange rate in effect at the time of payment.
Follow-up shipments, extra pickups and deliveries, or shipments to or from various locations may be reimbursed as long as the cumulative price does not exceed the cost for 18,000 lbs.
All shipments allowable under these regulations must begin within six months of the effective date of hire or transfer. An extension of up to two years may be granted.
No expense is allowed for the transportation of property acquired after the date of hire.
The actual cost of normal packing, crating, unpacking, and uncrating is allowed, subject to the weight limitations specified in Paragraph (B), above.
If door-to-door commercial carrier rates do not apply, the actual cost of drayage to and from a commercial carrier terminal is allowed, subject to the weight limitations specified in Paragraph (B), above.
All charges for temporary storage for a total period not exceeding 90 days are allowed, subject to all the limitations listed in Paragraph (I), above.
Miscellaneous reasonable expenses necessary for transportation or relocation (e.g., servicing, disconnecting, connecting household appliances, furnishings) are reimbursable. Receipts are required. Maintenance costs or charges in excess of applicable tariff rates are not reimbursable.
Costs are reimbursed for insurance coverage up to the current rate accepted by industry standards, per the applicable tariff.
According to the rules of the Public Utilities Commission of the State of California:
When the method of computation is by the hour, the moving company is not required to weigh the goods. Because Laboratory rules are based on weight limitations, a weighmaster's certificate must be obtained. Therefore, the shipper must require the moving company to weigh the goods in all cases.
The Internal Revenue Service (IRS) has ruled that travel expense allowances paid to new employees and transferees may constitute income to the recipient and must be reported as Other Compensation on the W-2 Form. In some instances, withholding is required. In some cases, certain amounts are fully deductible by the employee. Current IRS rules should be consulted.