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Federal Travel Regulation (FTR) for Non-Defense Agencies – Relocation Allowances . Rick Miller Program Analyst Travel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2009. FEDERAL TRAVEL REGULATION (FTR).

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Federal Travel Regulation (FTR) for Non-Defense Agencies – Relocation Allowances

Rick MillerProgram AnalystTravel and Transportation Management Policy (MTT) Office of Travel, Transportation and Asset Management GSA EXPO 2009

federal travel regulation ftr
FEDERAL TRAVEL REGULATION (FTR)
  • Issued by GSA to implement Title 5 United States Code (U.S.C.) Chapter 57 regarding travel, transportation, and subsistence expenses of federal civilian employees
  • FTR is promulgated under direction from Congress – it is a “legislative rule” which is entitled to special weight & binding on all agencies (41 Code of Federal Regulation)
  • Agency policy/regulation are “interpretive rules” since they are typically issued without statutory imprimatur and generally used to implement and supplement the FTR for civilian employees
relocation eligiblity
RELOCATION ELIGIBLITY

FTR 302-1.1

  • Who is eligible for relocation expense allowance under this chapter?
  • A new appointee appointed to the first official duty station
  • An employee transferring in the interest of the Government from one agency or duty station to another
  • An employee performing travel in accordance with overseas tour travel renewal agreement
  • An employee separating from a overseas assignment
  • An employee that is being assigned to a temporary duty station in connection with long term assignment
travel authorization
TRAVEL AUTHORIZATION

FTR 302-2.1

  • When may I begin my transfer or reassignment?
  • You may begin your transfer or reassignment only after your agency has approved your travel authorization (TA) in writing (paper or electronic)
  • Sign a Service Agreement to remain in service for a specific timeframe
time limit
TIME LIMIT

FTR 302-2.8

  • When must I complete all aspects of my relocation?
  • You and your immediate family members must complete all aspects of your relocation within two years from the effective date of your transfer or appointment date - There are exceptions
service agreement
SERVICE AGREEMENT

FTR 302-2.12

  • What is a service agreement?
  • A service agreement is a written agreement between you and your agency, signed by you and an agency representative, stating that you will remain in the service of the Government for a period of time as specified in §302-2.13 after you have relocated
types of transfers
FTR 302.3

Types of relocation transfers:

TYPES OF TRANSFERS
  • Overseas Tour Renewal Agreement
  • Prior return of Immediate family members
  • Relocation Separation (overseas/SES)
  • Temporary Change of Station (TCS)
  • New Appointee
  • Transferred Employees
  • Relocation of two or more employed immediate family members
  • Reduction in Force
  • Overseas Assignment and Returns
types of allowances
FTR 302.3.101

As a transferred employee what relocation allowances must my agency pay or reimburse me for incident to a permanent change of station (PCS)?

As a transferred employee there are mandatory and discretionary relocation expenses. Once an agency decision is made to pay or reimburse relocation expenses indicated for the type of transfer, all the mandatory allowance must be paid or reimbursed, unless otherwise stated in the applicable parts

TYPES OF ALLOWANCES
types of allowances11
FTR 302 – Types of Allowances

Per Diem for employee/family members

Transportation for employee/family members

Househunting per diem/transportation

Temporary Quarters Subsistence expense (TQSE)

Transportation and Storage of Household goods (HHG)

Shipment of Privately Owned Vehicle (POV)

Real Estate expense – sell/purchase

Miscellaneous Expense

Relocation Income Tax Allowance (RITA)

TYPES OF ALLOWANCES
per diem expenses
PER DIEM EXPENSES

FTR 302-4.200

  • What per diem rate will I receive for en route relocation travel within CONUS?
  • Your per diem (lodging/meals/incidentals) rate for en route relocation travel between your old and new permanent duty station (PDS) will be at the standard CONUS rate (currently $109) and will be reimbursed accordance with §§301-11.100 through 301-11.102 (TDY percentage)
per diem expenses15
PER DIEM EXPENSES

FTR 302-4.200 (cont)

  • Percentage rate – Employee

Day of departure from old PDS - 75%

Full travel day – 100%

Day of arrival at new PDS – 75%

  • Percentage rate – Family

Spouse/child 12 and older – 75% of employees rate

Child under 12 – 50% of employees rate

transportation
TRANSPORTATION

FTR 302-4.300

  • What is the POV mileage rate for PCS travel?
  • For approved/authorized PCS travel by POV(s), the mileage reimbursement rate is the same as the moving expense mileage rate established by Internal Revenue Service (IRS) for moving expenses deductions
  • Current rate is 24 cents per mile per POV(s)
transportation17
TRANSPORTATION

FTR 302-4.400

  • Will I be required to drive a minimum distance per day?
  • Yes, your agency may establish a reasonable minimum driving distance that may be more than, but not less than an average of 300 miles per calendar day
house hunting trip
HOUSE HUNTING TRIP

FTR 302-5.2

  • What is the purpose of the househunting trip expenses allowance?
  • Is intended to facilitate and expedite the employee’s move from old to new official duty station and to lower overall Government’s cost and reducing the amount of time an employee must occupy temporary quarters
house hunting trip19
HOUSE HUNTING TRIP

FTR 302-5.3

  • Am I eligible for a househunting trip expense allowance?
  • Both your old and new official stations are located within the U.S.
  • You are not assigned to Government or other prearranged housing at the new official station
  • Your old and new official stations are 75 or more miles apart via traveled surface route
house hunting trip20
HOUSE HUNTING TRIP

FTR 302-5.13

  • What methods may my agency use to reimburse me for househunting trip expenses?
  • Your actual transportation cost
  • Employee and spouse subsistence expenses
    • A per diem allowance using the locality rate at the new official station and reimbursed under the prescribed TDY process §301-11.100 through 301-11.102
    • A fixed amount at the applicable locality rate x 6.25 for employee/spouse or 5. for employee only
temporary quarters subsistence expenses tqse
TEMPORARY QUARTERS SUBSISTENCE EXPENSES (TQSE)

FTR 302-6.3

  • What is the purpose of the TQSE allowance?
  • The TQSE allowance is intended to reimburse an employee reasonably and equitably for subsistence expenses incurred when necessary to occupy temporary quarters (when the official duty stations are 50 miles or more apart)
temporary quarters subsistence expenses tqse22
TEMPORARY QUARTERS SUBSISTENCE EXPENSES (TQSE)

FTR 302-6.9

  • Where may I/we occupy temporary quarters at Government expenses?
  • You and/or your immediate family may occupy temporary quarters at Government expense within reasonable proximity of your old and/or new official station
temporary quarters subsistence expenses tqse23
TEMPORARY QUARTERS SUBSISTENCE EXPENSES (TQSE)

FTR 302-6.11

  • What method may my agency use to reimburse me for TQSE?
  • Your agency will reimburse you for TQSE under the “actual expense method” unless the agency permits the “fixed method”
tqse actual expense
TQSE – ACTUAL EXPENSE

FTR 302-6.100

  • What am I paid under the actual expense TQSE reimbursement method?
    • Actual cost NTE the maximum Standard CONUS rate (currently $109)
      • 100% for employee, 75% for spouse/children 12 and over, 50% for children under 12 for 1st 30 days
      • After 30 days amount decreases to 75%,50%,40% respectively (max 120 days)
tqse fixed
TQSE - FIXED

FTR 302-6.200

  • What am I paid under the fixed amount reimbursement method?
  • If your agency offers and you select the fixed amount TQSE reimbursement method, you are paid a fixed amount for up to 30 days
  • Multiply the number of days your agency authorizes TQSE by 75% of the maximum per diem rate for the locality of the new official duty station for the employee and 25% for each family member
households goods hhg transportation
HOUSEHOLDS GOODS (HHG) TRANSPORTATION

FTR 302-7

  • What is the maximum weight of HHG that may be transported or stored at Government expense?
  • The maximum weight allowance of HHG that may be shipped or stored at Government expense is 18,000 pounds
households goods storage
HOUSEHOLDS GOODS - STORAGE

FTR 302-7.8

  • Is there a time limit for the temporary storage of an authorized HHG shipment?
  • The initial period of temporary storage at Government expense shall not exceed 90 days. In no case may the maximum time limit for temporary storage exceed 180 days
privately owned vehicle pov transportation
PRIVATELY OWNED VEHICLE (POV) TRANSPORTATION

FTR 302-9.300

  • When am I eligible for transportation of my POV within CONUS at Government expenses?
  • You are an employee who transfers within CONUS in the interest of the Government; or
  • You are a new appointee or student trainee relocating to your first official station in CONUS
residence transaction allowances
RESIDENCE TRANSACTION ALLOWANCES

FTR 302-11.1

  • What is the purpose of an allowance for expenses incurred in connection with residence transactions?
  • The purpose is to reimburse you when you transfer from and old to a new official duty station for expenses that you incur due to the sale of one residence at the old duty station, and/or the purchase of a residence at the new official station
residence transaction time frame
RESIDENCE TRANSACTION TIME FRAME

FTR 302-11.21

  • How long do I have to submit my claim for reimbursement of expenses incurred in connection with my residence transactions?
  • You claim should be submitted to your agency as soon as possible after the transactions occurred and the settlements dates for sale/purchase must occur not later than 2 years after the day of reporting to the new duty station
residence transaction expenses
RESIDENCE TRANSACTION EXPENSES

FTR 302-11.200

  • What residence transactions expenses will my agency pay?
  • Provided that they are customarily paid by the seller or purchaser, the agency may pay the following expenses:

Broker’s Fee FHA / VA fee for loan application

Real estate commission Loan origination fee NTE 1%

Appraisal Preparing credit reports

Advertising Mortgage and transfer taxes

Title Insurance State revenue stamps

Title search Mortgage Title insurance policy

residence transaction expense limit
RESIDENCE TRANSACTION EXPENSE LIMIT

FTR 302-11.300

  • Is there a limit on how much a agency will reimburse me for residence transactions?
  • You agency will reimburse you no more than:
    • 10% of the actual sales price for the sale of the residence at the old duty station
    • 5% of the actual purchase price of the residence for the purchase of a residence at the new official station
  • Residences must be the one in which the employee commutes daily to the duty station
relocation services company
RELOCATION SERVICES COMPANY

FTR 302-12.4

  • For what relocation services expenses will my agency pay?
  • Your agency will pay the relocation services company’s fee/expenses for the services you are authorized to use in selling your residence
relocation services company34
RELOCATION SERVICES COMPANY

FTR 302-12.8

  • If my agency authorizes me to enter a homesale program, must I accept a buyout offer from the relocation services company?
  • No, If your agency authorizes you to enter a homesale program, your agency must give you the option to accept or reject an offer from the relocation services company
miscellaneous allowances
MISCELLANEOUS ALLOWANCES

FTR 302-16.2

  • What is the purpose of the miscellaneous expenses allowance (MEA)?
  • The MEA is to help defray some of the costs incurred due to relocating and is related to expenses that are common to living quarters, furnishings, household appliances, and to other general types of costs inherent in relocation of a place of residence
miscellaneous allowances36
MISCELLANEOUS ALLOWANCES

FTR 302-16.102

  • What amount may my agency reimburse me for miscellaneous expenses allowance?
  • Single - Either $500 or the equivalent of one week’s basic gross pay, whichever is lesser
  • Family – Either $1000 or the equivalent of two week’s basic gross pay, whichever is lesser
relocation income tax rit allowance
RELOCATION INCOME TAX (RIT) ALLOWANCE

FTR 302-17.1

  • Payment of a relocation income tax (RIT) allowance is authorized to reimburse eligible transferred employees for substantially all of the additional Federal, State, and local income taxes incurred by the employee, or by the employee and spouse if a joint tax return is filed, as a result of certain travel and transportation expense and relocation allowances which are furnished in kind, or for which reimbursement or an allowance is provided by the Government
relocation income tax rit allowance38
RELOCATION INCOME TAX (RIT) ALLOWANCE

FTR 302-17.3

  • Types of moving expenses or allowances covered and general limitations
  • RIT allowance is limited by law as to the types of moving expenses that can be covered
  • The law authorizes reimbursement of additional income taxes resulting from certain moving expenses furnished in kind or for which reimbursement or an allowance is provided to the transferred employee by the Government
  • Moving expenses are covered by the RIT allowance only to the extent that they are actually paid or incurred, and are not allowable as a moving expense deduction for tax purposes
training
TRAINING
  • GSA Travel Training Branch offers a wide range of courses throughout the calendar year in locations around the country www.gsa.gov/traveltransportationtraining
  • Conference Planning
  • Relocation Allowances
  • Relocation Income Tax Allowances
  • Temporary Duty Travel – Joint Travel Regulation (JTR Vol.2)
  • Temporary Duty Travel – Federal Travel Regulation (FTR)
  • Advanced Temporary Duty Travel: FTR
thank you
THANK YOU

It has been my pleasure speaking to you today!

Rick Miller, OGP, MTT

(202) 501-3822 (voice)

(202) 501-0349 (fax)

e-mail – Rodney.Miller@gsa.gov