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Moving Expense Regulations

State of Washington

	Moving Expenses Overview Allowable/Non-allowable Expenses Contacts for Employee Moves Request for Moving Expenses (A33) Frequently Asked Questions Moving Yourself to the UW Resources for Employee Moves State Contracted Move Moving Expense Regulations (WA) Terminology

4.2.4.1.1 Agency Head

The agency head or authorized designee is responsible for:
  a.  Authorizing the move and approving the expenses to be allowed by 
      the agency under the rules described in this section.
  b.  Signing the Relocation Authorization (form A33).
  c.  Sending a copy of the Relocation Authorization (form A33) to the 
      State Traffic Manager of the Department of General Administration, 
      Office of State Procurement.

4.2.4.1.2  State Traffic Manager of the Department 
of General Administration, Office of State Procurement.

The State Traffic Manager is responsible for:
   a.  Arranging for the transportation of the household goods, when 
       necessary, upon receipt of a properly approved Relocation 
       Authorization (form A33).
   b.  Receiving and approving carrier invoices prior to final 
       approval and payment by the agency.
   c.  Receiving and reviewing carrier invoices prior to payment by the 
       employee and reimbursement by the agency for an employee not 
       yet a member of a classified service.

4.2.4.2.1 Purpose

   a.  State law makes provision for each office, commission, or 
       department to move a newly hired or transferred employee's 
       household goods and effects to the employee's new station within the 
       state at the expense of the state; or in the alternative, to 
       defray the costs of such a move by common carrier or otherwise
       at the expense of the state, subject to regulations issued by the 
       Director of the Office of Financial Management (RCW 43.03.110 and 
       RCW 43.03.120).
   b.  Chapter 43.19 RCW, the state purchasing statute, requires that 
       unless specifically excluded by statute, all agency requests 
       for the purchase of material, equipment, and supplies are to be 
       processed through the Department of General Administration, 
       Office of State Procurement. Service contracts determined to be 
       best purchased under the provisions of Chapter 43.19 RCW must 
       also be processed by the Office of State Procurement, unless 
       authority has been specifically delegated to that office.

4.2.4.2.2 Allowable Moving Costs

Allowable moving costs include moving costs which may be paid for such 
household goods as defined below.

   a.  Household goods include all houshold goods, 
       personal effects, and property used in a dwelling, and normal 
       equipment and supplies used in maintaining the dwelling.  The 
       following items, however, are to be specifically excluded 
       from allowable moving costs.  
       (1)   Movement of animals and articles of sentimental or high 
             intrinsic value.  The employee is to personally arrange for 
             and pay the cost of transportation of items such as jewelry, 
             firearms, negotiable, and collectors items.
       (2)   Excesive hobby material and equipment, farming equipment, 
	     automobiles, motorcycles, boats, airplanes, camping vehicles, 
             and mobile homes which are not primary residence of the 
             employee, explosives, and other dangerous goods, property 
             liable to damage the mover's equipment or other property, 
             perishable foodstuffs subject to spoilage, building 
             materials, fuel or other similar nonhousehold articles.
       (3)   Wrecker services necessary to place a mobile home in 
             position for over-the-road movement, tire failure, temporary 
             carriage or the installation of a removable undercarriage; 
             movement or replacement of outside fuel tanks; and any 
             costs incured to bring the mobile home up to safety 
             requirements for over-the-road movement. 
       (4)   Penalities imposed by a carrier, rental agency, or mover  as a 
             result of negligence by the employee.
       (5)   Maid service or other third party convenience or services of a 
             similar nature.
    b. The Relocation Authorization (A33) when properly filled out, 
       constitutes the agency's authorization for a given move and 
       also provides the basis for the State Traffic Manager of the 
       Office of State Procurement to secure the necessary 
       transportation.  Any move for which payment or reimbursement is 
       to be made, is to be recorded on a Relocation Authorization (A33) 
       and transmitted to the State Traffic Manager.  The Relocation 
       Authorization (A33) is to be used for moves by new employees and 
       transferred employees.  This form is available from Central Stores.

4.2.4.2.3  Per Diem and Moving Expenses

Payment of per diem and personal transportation expenses 
authorized for new and transferred employees may be made in accordance 
with the following procedures:

   a.   When a new or transferred employee is eligible to be moved at 
        state expense, the agency may authorize a relocation 
        allowance for a temporary period while the employee is moving and 
        looking for a new home.  The allowance cannot exceed the Maximum 
        Per Diem Rate for one person at the rates stated in SCHEDULE A 
        (Subsection 4.2.7.2.2) or SCHEDULE S 
        (Subsection 4.2.7.2.3), or contained in OFM maintained SCHEDULE C.  
        Agencies should consult Internal Revenue Service regulations regarding
        the taxability of relocation allowances paid to new or transferred 
        employees.
    b.  In connection with a single move, agencies may reimburse a new 
        or transferred employee for the expenses related to driving or 
        transporting up to two personal motor vehicles from the employee's 
        old residence to the new residence.  Maximum reimburement shall be 
        for the distance the motor vehicles were moved or driven using POV 
        mileage reimbursment rate in SCHEDULE A (Subsection 4.2.7.2).

4.2.4.2.4 Payment of Moving Expenses

    a.  The employee is to be responsible for payment of moving 
        expenses in excess of the allowable costs set forth in Subsection 
        4.2.4.4 of this manual.
    b.  The State Traffic  Manager of the Office of State Procurement 
        will advise state agencies of the proportionate share of costs 
        to be borne by the state and by the employee, when the total 
        charges exceed the allowable costs.  Charges are to be prorated on 
        the basis of a ratio of the maximum weight allowed in Subsection 
        4.2.4.4.1 of this manual to the total wight and will include 
        allowable costs essential to the physical move of goods as a 
        single unit.
    c.  Prior to payment of the carrier invoice, the employee and the 
        agency are to review the invoice and indicate agreement or 
        disagreement with the specific charges.  In the event that either 
        the employee or the agency feel that the charges are in 
        error, a written notice of the dispute is to be filed with the 
        State Traffic Manager for resolution.  The State Traffic Manager 
        is to notify the carrier upon receipt of a notice of dispute.
    d.  Agencies are to pay the entire amount of the uncontested 
        carrier invoice and separately recover the employee's 
        proportionate share of the cost of the move.
    e.  New or transferred employees, when requesting moving services, 
        are to execute a payroll deduction, prior to the State Traffic 
        Manager of the Office of State Procurement securing the moving 
        services.  The payroll deduction authorizes the employeeing 
        agency to withhold the total amount of the employee's 
        share of the cost of the move commencing the first pay date after 
        payment of the uncontested carrier's invoice to the 
        agency.  The deduction from the employee's pay is to be 
        made after withholding any voluntary deductions.  Mandatory 
        deductions are defined as:
        (1)  Federal Income Tax
        (2)  Employee's Share of OASI Contributions
        (3)  Medical Aid Contrinutions
        (4)  Mandatory Retirement contributions
        (5)  Court Ordered payments served on the agency       
        (6)  Employee's share of medical insurance

    f.  The payroll deduction authorization is to remain in force until 
        the total amount of the employee's share of the cost of the move 
        has been recovered.
    g.  New or transferred employees who do not execute a payroll 
        deduction authorization prior to the authorization of the move 
        will be responsible for arranging their own move and making full 
        payment directly to the carrier.  The state will reimburse the 
        employee under this circumstance for either the amount the state 
        would have paid if the move had been arranged through the State 
        Traffic Manager of the Office of State Procurement or the actual 
        cost incurred by the employee, whichever is less.
    h.  The premium for the state household goods blanket insurance 
        policy will be paid to the insurance company by the state 
        agency.

4.2.4.2.5 Damage Claim Procedure

The employee should understand that any claim for loss or damage must 
be negotiated directly between the employee and the mover/or insurance 
carrier.  The State Traffic Manager of the Office of State Procurement 
will provide claim forms to the employee for goods moved by common 
carrier, and will assist the employee and the carrier inresolving 
any dispute.

4.2.4.3.1 Transferred Employees

Relocation expenses may be paid to current employees who are 
transferred at the request of the agency.  However, the 
agency is responsible for ensuring that the transfer of a new 
employee is not used as a means to avoid other aspects of the moving 
expense regulations.

4.2.4.3.2 New Employees

Any agency may pay the moving of new permanent employees (i.e., 
classified exempt, faculty) who must move to accept state employment, 
pursuant to mutual agreement with the employee in advance of such 
employment.  If such employee is in a classified service as defined in 
Chapter 41.06 RCW, no offer or agreement for payment of moving expenses 
is to be made prior to certification from an eligible register, except 
through appropriate public announcement by the Department of Persnnel 
or other personnel agency as provided by Chapter 41.06 RCW.


   a.  The payment of relocation expenses for new employees is normally 
       limited to executive, professional, administrative personnel in 
       supervisory positions, or other personnel having both executive and 
       professional status (refer to definitions contained in WAC 
       356-05-165 and WAC 356-05-315).

       However, when there is an inability to fill a lower level 
       position, and the filling of the position is essential to carrying 
       out the critical the critical work of an agency, the 
       agency can pay moving expenses as an aid to filling the 
       position.  The requesting agency director is accountable for 
       the action and required to have appropriated documentation.
  
       The documentation should iclude:
       (1)  Prior recruiting efforts made to fill the position
       (2)  The number of candidates available
       (3)  Salary differences between the state position and 
            comparable positions in industry or other state
       (4)  The distance the applicant needs to move in order to accept 
            state employment
       (5)  Other related evidence which supports the need to pay 
            moving expenses
       (6)  The critical nature of the work, and
       (7)  The financial ability of the agency  to pay the 
            moving expenses.
  b.   If an employee terminates or causes termination of his/her 
       employment with the state within one year of the date of 
       employment, the state shall be entitles to reimbursement for the 
       moving costs which have been paid and may withhold such sum as 
       necessary therefor from any amounts due the employee. (RCW 
       43.03.120)

4.2.4.4.1 Common Carrier

Allowable moving costs are:

   a.  The cost of moving up to 16,000 pounds of household goods, 
       including a reasonable allowance for packing, unpacking, 
       insuance, and if authorized by the agency, up to 60 days 
       storage in transit.  Storage may be paid at point of origin, 
       destination point of the move, or both, but shall not exceed a 
       total of 60 days.
   b.  Insurance or transit protection costs.  The maximum amount of 
       state provided insurance is $75,000 per move while intransit, 
       storage, and delivery to or from the storage place.  All 
       adjustments of losses are to be based upon the replacement value of 
       the items claimed.  Coverage in excess of $75,000 may be secured at 
       the employee's expense from the employee's insurance company.
   c.  Charges by common carrier for appliance disconnections 
       and hookups.


4.2.4.4.2 Rental Equipment

Allowable moving costs and required procedures are:

   a.  If the employee estimates that the truck or trailer rental costs 
       for a move will be less than $800, competitive bids are not 
       required.  The employee is to select the rental unit, pay the 
       rental, and submit the receipt directly to the agency for 
       reimbursement.  It is not necessary for the agency to submit 
       the receipt to the Department of General Administration (GA), 
       Office of State Procurement.
   b.  If the employee estimates that the truck or trailer rental costs 
       will be $800 or more, the employee is to obtain three competitive 
       bids.  Reimbursement to the employee is to be at the rate of the 
       lowest bid.  Prior to reimbursement, copies of the bids and the 
       receipt are to be submitted to the Office of State Procurement for 
       approval.
   c.  Allowable moving costs may include a mileage allowance for towing 
       a trailer by personal automobile and is to be paid at the standard 
       mileage rate.
   d.  Transit insurance cannot be provided by the Office of State 
       Procurement for household goods moved by the employee in a rental 
       truck or trailer.  The employee may secure and be reimbursed for 
       transit insurance up to a maximum of $75,000 coverage on such 
       household goods.
   e.  The maximum allowable moving coss may not exceed the cost of 
       moving a maximum of 15,000 pounds of household goods between the 
       same origin and destination points by common carrier.

4.2.4.4.4 State-Owned Motor Vehicles

   a.  It is the responsibility of the agency to provide an 
       experienced truck driver when the employee does not have adequate 
       truck driving experience.  The driver of the state-owned vehicle 
       is to possess a valid driver's license.
   b.  Reimbursement for containers, time spent packing, moving the 
       household goods to the new location, and unpacking is to be at the 
       discretion of the agency.
   c.  Transit insurance cannot be provided by the Office of State 
       Procurement for goods moved by employees in state-owned vehicles. 
       The employee may secure and be reimbursed for transit insurance up 
       to a maximum of $75,000 coverage on the employee's household goods.

4.2.4.4.4 Mobile Home Moves
 
   a.  Allowable moving expenses may be paid for a mobile home which is 
       the primary residence of the employee, provided the move is not 
       within the metropolitan area.  Allowable moving costs are:
       (1)  The cost of having the mobile moved by a professional mover 
            and set up at the new location.  This may include a 
            combination of costs resulting from moving household goods by 
            common or other carrier and moving the mobile home by a 
            professional mover.
       (2)  Packing of contents of the mobile home and normal preparation 
            of the mobile home for the over-the-road movement.
   b.  Transit insurance cannot be provided by the Office of State 
       Procurement for mobile home moves.  The employee may secure and be 
       reimbursed for transit insurance up to a maximum of $75,000 
       coverage.
   c.  The maximum allowable moving coss may not exceed the cost of 
       moving a maximum of 15,000 pounds of household goods between the 
       same origin and destination points by common carrier.
   d.  Refer to Subsection 4.2.4.2.2a for 
       specific mobile home movement costs which are not allowable.