SUBSECTION 4.2.4.2
GENERAL

4.2.4.2.1

Purpose

Effective Date:

Sept. 1, 1998

4.2.4.2.1.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).

4.2.4.2.1.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 by that office.

4.2.4.2.2

Allowable Moving Costs

Effective Date:

Sept. 1, 1998

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

4.2.4.2.2.a

Household goods include all household goods, personal effects, and property used in a dwelling, and normal equipment and supplies used to maintain the dwelling. The following items, however, are to be specifically excluded from allowable moving costs:

• 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.

• Excessive hobby material and equipment, farming equipment, automobiles, motorcycles, boats, airplanes, camping vehicles, and mobile homes which are not the 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 non-household articles.

• 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 incurred to bring the mobile home up to safety requirements for over-the-road movement.

• Penalties imposed by a carrier, rental agency, or mover as a result of negligence by the employee.

• Maid service or other third party convenience or services of a similar nature.

4.2.4.2.2.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 Mileage Expenses

Effective Date:

Jan. 1, 1999

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

4.2.4.2.3.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, SCHEDULE B, or SCHEDULE C (Subsection 4.2.7.2). Taxes on lodging may be added to SCHEDULES A and B rates, however SCHEDULE C rates already include an allowance for taxes on lodging. Agencies should consult Internal Revenue Service regulations regarding the taxability of relocation allowances paid to new or transferred employees.

4.2.4.2.3.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 reimbursement shall be for the distance the motor vehicles were transported or driven using the POV mileage reimbursement rate displayed in SCHEDULE A of Subsection 4.2.7.2. The employee is responsible for arranging the transportation of his/her personal motor vehicle.

4.2.4.2.3.c

An agency may purchase common carrier transportation for a new or transferred employee, his/her spouse, and their dependents from the employee’s former residence to their new official station/residence.

4.2.4.2.4

Payment of Moving Expenses

Effective Date:

Sept. 1, 1998

4.2.4.2.4.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.

4.2.4.2.4.b

The State Traffic Manager of the Office of State Procurement will advise state agencies of the proportionate share of the 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 weight and will include all allowable costs essential to the physical move of goods as a single unit.

4.2.4.2.4.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 specified 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.

4.2.4.2.4.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.

4.2.4.2.4.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 moving services. The payroll deduction authorizes the employing 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 by the agency. The deduction from the employee's pay is to be made after withholding of mandatory deductions but prior to withholding any voluntary deductions. Mandatory deductions are defined as:

• Federal Income Tax.

• Employee's Share of OASI Contributions.

• Medical Aid Contributions.

• Mandatory Retirement Contributions.

• Court Ordered Payments served on the agency.

• Employee’s share of medical insurance.

4.2.4.2.4.f

This 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.

4.2.4.2.4.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.

4.2.4.2.4.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

Effective Date:

Sept. 1, 1998

The employee should understand that any claim for loss or damage must be negotiated directly between the employee and the mover and/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 in resolving any dispute.