Please refer to the Financial Management Circluar 2016-2, Sections 25-26 for assistance: FMC 2016-2

A. Coverage
This noted section is for claiming reimbursement for travel expenses incurred by any person who is required to move a household as a requirement of being employed by and/or continuing employment for the State. A State Traveler is entitled to payment of moving or relocation while in compliance under the following terms and conditions as provided for by this Policy:

1. This Policy applies to all moving of households conducted on behalf of the State by current and/or prospective employees.
2. Expenses are reimbursed for both current State employees and for prospective State employees.
3. The required qualifications for the position must be submitted with the request.
4. Reimbursement of expenses is limited to ESM SAM/PAT I, II & III positions and PAT or SAM/PAT Positions with Recruitment Differentials.
5. Prior approval is required by both the Department and the State Budget Agency before the Agency can give the authorization for any more or relocation.

E. Reimbursement of Relocation Expenses for New Hires

1. The commitment for reimbursement is at the discretion of the Agency Head, but reimbursement may not be promised to any person unless it is a necessary condition of employment and only after it has had Administrative Approval as defined in this Policy.
2. The Agency Head must certify in writing that the hiring of the person is in the best interests of the State.
3. Administrative approval is required, in writing, prior to incurring the obligation, in the following sequence:
   1. i. The Department, and
   2. ii. The Budget Agency.
4. The required qualifications for the position must be submitted with the request.
5. Reimbursement of expenses is limited to ESM SAM/PAT I, II & III positions and PAT or SAM/PAT positions with Recruitment Differentials.
6. Request for Administrative Approval for relocation shall be accompanies by, at least, three (3) written estimates from either moving companies or equipment rental companies if it is a self-move.
7. Prospective employees, who have never before been reimbursed for moving as a new hire by the State, residing outside the State may be reimbursed for these expenses.
8. Prospective employees, who have never before been reimbursed for moving as a new hire by the State, residing inside the State seeking employee in excess of one hundred fifty (150) miles from the current home or station may be reimbursed for these expenses.
9. Travel expenses for current and prospective employees will be reimbursed in accordance with this Policy and the rates in effect at the time of the travel.
10. If lodging for over-night travel is approved, compliance with this Policy shall be explained to the prospective employee.
11. The proper expense classification is 595121 and is to be paid from the account from which the person's salary will be paid.
12. Relocation expenses are limited to the usual travel expenses actually and necessarily incurred for house hunting trips (including expenses of a spouse or equivalent) and transportation of household items and family at the time of the move.
1. House hunting trips may include airfare for up to two (2) persons, or round trip mileage, lodging for the family and subsistence for up to two (2) persons, subject to the prior approval.
2. Arrangements for airfare must be secured through the Department's Travel Division.
3. Transportation expense may include one-way mileage for one (1) personal vehicle.
4. All Reimbursements, except food and mileage, shall be supported by original receipts.
13. Based on the actual circumstances, the person may be approved for no more than three (3) nights of lodging, including the corresponding days of subsistence, for the combination of house hunting and moving.
14. Payment of all necessary relocation expenses actually incurred may not exceed the lesser of Moving Rate D times the starting salary authorized for the position or Moving Rate E, less any payments for interviews or pre-employment travel to the same person.
15. Moving Rate D is 10%
16. Moving Rate E is $5,000.
17. Reimbursement for relocation expenses will only be made after the employee has completed the move and paid all expenses. An original paid receipt, which either includes an itemized bill, or together with an itemized bill from the moving company, shall be attached to the claim for reimbursement.
18. Agencies should strive to expediently process properly completed claims within two weeks or less.

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