EPA PCS Guide— New Appointees
United States Environmental Protection Agency
Federal Employee Relocation Center (FERC)
EPA PCS Guide— New Appointees
Pub. #190K08001
28 West Martin Luther King Drive
(NWD)
Cincinnati, OH 45268
Phone: 513-487-2346
Fax: 513-487-2561
E-mail: CINWD_Relocation@epa.gov
EPA's Federal Employee
Relocation Center (FERC)
EPA PCS Guide— New
Appointees
January 2009
Pub. #190K08001
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EPA PCS Guide— New Appointees
Table of Contents
Introduction 3
Overview of the Relocation Process 4
FAQs for New/Political Appointees 5
12-Month Service Agreement 8
Allowance for En Route Travel 9
Allowance for En Route Per Diem 10
Central Billed Accounts (CBA) 11
Shipment of Private Owned Vehicle (POV) 12
Definition of Household Goods/Personal Effects 13
Shipment and Storage of Household Goods 14
When Preparing for Your Move 15
Program Office Requirements 18
Acronyms 19
Relocation Team Contact Information
TOLL FREE:
LOCAL:
FAX:
E-MAIL:
1-800-887-2067
513-487-2346 #2
513-487-2561
CINWD_Relocati on@epa. gov
MAILING ADDRESS:
USEPA Facilities
26 W. Martin Luther King Dr., (NWD)
Cincinnati, OH 45268
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EPA PCS Guide— New Appointees
Acronyms
CBA Central Billed Account
CDW Collision Damage Waiver
CFC Cincinnati Finance Center
CFR Code of Federal Regulations
CONUS Conterminous United States
DCN Document Control Number
FERC Federal Employee Relocation
Center
FMD Financial Management Division
FMO Financial Management Officer
FTR Federal Travel Regulation
FY Fiscal Year
GAO General Accounting Office
GBL Government Bill of Lading
GS General Schedule
GSA General Services Administration
GTA Government Transportation
Account
GTR Government Transportation
Request
GTS Government Transportation
Service
HHE Household Effects
HHG Household Goods
M&IE Meals and Incidental Expenses
OARM Office of Administration and
Resources Management
OCONUS Outside of the Conterminous
United States
OGC Office of General Counsel
OHRD Office of Human Resources
Development
OHOIA Office of International Activities
OPM Office of Personnel Management
PBP&E Professional Books, Paper, and
Equipment
PCS Permanent Change of Station
PDS Permanent Duty Station
POC Point of Contact
POV Privately-owned Vehicle
RA Regional Administrator
RC Relocation Counselor
RITA Relocation Income Tax
Allowance
SFO Servicing Finance Office
TA Travel Authorization
TMC Travel Management Center
TQSE Temporary Quarters Subsistence
Expense
TMSS Transportation Management
Support System
TV Travel Voucher
USC United States Code
WTA Withholding Tax Allowance
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EPA PCS Guide— New Appointees
Program Office Requirements
Program offices have a duty to consider each request for extensions or deviations
individually instead of granting blanket solutions to every request. The program
offices are an important part of the EPA's relocation effort. They are uniquely
positioned to assure relocation quality and protect the taxpayer at the same time.
Much of the FTR allows for program office discretion. This allows the program
office an opportunity to properly handle cases individually as well as basing them
on agency needs.
There are three issues which need to be examined as each program office makes
its relocation decisions:
(1) planning for the hiring as far in advance as possible,
(2) understanding that certain relocation elements are benefits not entitlements,
and
(3) managing the process at the relevant steps.
The decision to grant individual discretionary parts of a relocation to a new em-
ployee must be made only after considering the overall plan. A properly managed
relocation will benefit both the new employee and the EPA.
Starting the process with rational lead times is the single best way to save money
and ensure that employee relocation works smoothly. Too often, the Government
moves people with little or no notice. An immediate move is difficult for anyone,
especially when entering a new job.
Succession planning is a key part of any agency and it allows for gradual transi-
tions. While not all relocations can be planned far in advance, it is clear that an
improvement can be made in this area. This requires a program office to coordi-
nate between FERC, human resources and any other offices involved in the relo-
cation. Too often the relocation process is viewed as an employee's entitlement
because many of the initial items of a relocation are specified by law and must be
followed.
The simple fact that the FTR grants program offices the ability to modify or ex-
tend a benefit of the regulations does not mean that all program offices should do
so automatically without appropriate consideration.
This latitude is a recognition of the fact that the General Services Administration
(GSA) cannot and will not dictate to agencies or program offices exactly how
they should accomplish their varied missions, which do require varied ap-
proaches. Simply because an item in the FTR is left to program office discretion
does not mean that it should be granted to everyone who requests it. Freedom to
manage is part of the way the FTR works.
EPA PCS Guide— New Appointees
Introduction
We are Here to Help!
The U.S. EPA Federal Employee Relocation Center (FERC) wants to make your
move as easy as possible. This Guide was developed to help you understand your
entitlements when you make a permanent change of station (PCS).
Please take time to become familiar with this Guide before you move. This infor-
mation will help you plan your move and prepare the necessary paperwork to
ensure that you receive all expense advances and reimbursements for which you
are entitled, with minimal delays.
KEY THINGS TO REMEMBER:
• Relocation is a discretionary process in which EPA may or may not pay
for certain expenses—no one is automatically entitled to expenses.
• Travel Advances are not available to new or Political Appointees.
• Time Limits: The maximum time for completing travel and transportation
entitlements shall not exceed 2 years from the effective date. The effective
date is defined as the date on which the employee reports for duty at his/her
new duty station. Two additional years (in 1-year increments) may be
granted with prior approval.
Beginning the relocation process with
EPA's Relocation Team at FERC as
soon as you know you will be moving is
the
single best way to save money and en-
sure that the employee relocation works
IMPORTANT NOTICE:
This Guide addresses the issues related to the relocation of a new employee that
are found in Chapter 302 - Relocation Allowances of the Federal Travel Regula-
tion (FTR). This Guide does not address any human resource policies, proce-
dures, or personnel issues because they are out of the sphere of this office. The
General Service Administration manages government-wide travel rules, and con-
tinues to review relocation issues as a part of an ongoing effort to keep the reloca-
tion policy current and efficient. Federal Travel Regulations are available at
http: //www. gsa. go v/travelpolicy.
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EPA PCS Guide— New Appointees
Overview of the Relocation Process
1. FERC is notified via email from EPA's human resources office (or a contact
from your home EPA office) of a new approved Permanent Change of Sta-
tion (PCS) move. The e-mail to FERC includes a PDF of the personnel
form (also known as an SF52) and Agreement to Remain in Government
Service (also known as a 3100).
2. FERC sends a questionnaire to you (with a copy to human resources) to be
filled out and returned to FERC.
— The questionnaire will provide the FERC with an estimated
weight of household goods and advise them about necessary stor-
age (e.g., 30, 60, or 90 days). FERC will also research any one
way airfare or privately owned vehicle (POV) mileage from the
old duty station to the new duty station.
3. FERC will schedule a conference call with you regarding entitlements accord-
ing to the Federal Travel Regulations based on your questionnaire responses.
4. All official EPA travel must be documented with a Travel Authorization (TA).
FERC will fill out your official TA in preparation for your relocation.
FERC will e-mail the completed TA to your contact to be approved by the
hiring official and funded. Please note that FERC cannot continue the proc-
ess until the TA is funded.
— If you elect to travel via air to the new duty station you or your
new program office contact will call the EPA travel agency con-
tractor for airline tickets for you and your family.
5. After the TA is approved and funded, FERC will review the shipping and stor-
age of your household goods with you, as well as other en-route or miscella-
neous expenses you may have. Please keep all your receipts.
6. Once you have completed your move you will need to be reimbursed through
an EPA travel document called a travel voucher. Please contact FERC when
you are ready to begin the travel voucher process. FERC will generate your
travel voucher and e-mail it to you as a PDF or send it via postal mail to you
for signature with a copy to your program office contact.
7. After you sign your travel voucher please send it to your human resources
contact so it can be approved. The final signed voucher and any accompany-
ing original receipts should then be mailed to FERC. You may either e-mail
your voucher and documentation as a PDF to CTNWDjrelocation@epa.gov,
or send it via postal mail to: USEPA Facilities, 26 W. Martin Luther King
Dr., (NWD), Cincinnati, OH 45268.
8. Once FERC receives the travel voucher, your reimbursement payment will be
processed and your relocation will be complete.
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EPA PCS Guide— New Appointees
7. Pack your items properly. You are encouraged to personally transport
small valuables and important papers.
• Pack items such as out-of-season clothing in sealed boxes for storage.
Pack drapes by hanging in wardrobe boxes (usually provided by the
mover). Light articles, such as blankets or pillows, may be placed in
furniture drawers (heavy items and liquids should be removed). Linen
not packed in furniture drawers should be put in strong cartons or
trunks. Line the containers with tissue or other clean paper (not news-
print, which can stain).
• Take care of the little things. Roll up connecting cords. Tape any furni-
ture keys to the inside of drawers.
• Seal partly full containers of liquids. If possible, discard half used con-
tainers of liquids, especially those which might cause damage if they
were to leak. Containers of liquids that must be moved should be care-
fully tape-sealed and placed in individual waterproof packages.
• Disassemble outdoor gym sets and other apparatus, as appropriate.
• Drain the fuel and oil from your power and other combustion-engine-
powered machinery.
8. When you leave your home, make certain that the furnace is off; lights are
off; windows are closed; the water heater is drained and off; there is nothing
left on the shelves, in closets, attic, garage, or basement; all necessary docu-
ments are available; and the door is locked and the keys are surrendered.
Someone, preferably a relative or close friend, should know where you ex-
pect to be at various times during the trip and have a copy of your itinerary.
9. Make every effort to be at the new location when your items arrive.
• You may designate someone in writing to act as an agent to receive
your shipment at the new location. However, you should be in a posi-
tion to make a note of any immediate noticeable en route loss or dam-
age to the goods. If you must choose between being there when the
goods are loaded and being there when they are unloaded, you should
be there for the unloading and designate, in writing, someone to act as
your agent at the time of loading
• When the shipment is delivered and unloaded, you should look for loss
or damage. You should check the delivered goods against a copy of the
pre-move inventory, and note on the driver's copy of the inventory any
losses or damages that are observed.
• If within 30 days any additional loss or damage to the shipment is dis-
covered, you should immediately notify the carrier.
• When the shipment is unloaded, you should obtain another copy of the
combination bill of lading and freight bill. Also, you should have the
copy marked paid, and then signed by the carrier's representative.
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EPA PCS Guide — New Appointees
4. Make sure you have a clear paper trail:
• Send change of address notification cards to friends and relatives and to
the following places, as appropriate: Magazines and newspapers, insur-
ance agencies, office at the old duty station, church, schools, bank,
business firms, personal accounts or credit cards, Government agencies,
auto and driver's licensing office, doctors, dentists, attorneys, clubs,
and other organizations.
• Arrange for transfer, as appropriate, of records from schools, church,
doctors and dentists, and attorneys.
• Visit your bank and make arrangements for removing or transferring
funds. Also, empty the contents of your safety deposit box.
5. Give your movers everything they need - they will probably be doing most
of the packing. According to the Interstate Commerce Commission regulations,
a professional carrier cannot be held responsible for damaged goods that may
have resulted from the employee's faulty packing; therefore, carriers should pack
valuable, fragile items.
• Provide the carrier with an address and/or
phone number to communicate when neces-
sary.
• Assemble small items for packing. Get a ball
of heavy twine and tie your garden tools to-
gether in a secure bundle. Remove bulbs from
portable lamps.
• Point out to the mover any articles that will not be packed.
• Provide a floor plan of the new home to your movers. It should show
the placement and arrangement of furniture inside each room. Label
packed cartons as to contents and as to where the contents should be
placed in the new home.
• Instruct the movers to dismantle children's rooms last, so that these
rooms will be the first to be set up in the new home.
• There are some items that will be needed immediately upon arriving at
the new home. Such items include bathroom articles, linen, small tools,
utensils, cleaning cloths, a flashlight, a light bulb, etc. Pack these items
in a carton and label it "For Immediate Use". Ask to have it loaded on
the van last so that it will be unloaded first.
6. Go through your items:
• Discard old clothes, magazines, and books. Consider donating them to
a local hospital, youth group, or charitable organization and ask for
signed receipts to have as a record for tax deductions.
• Dispose of all empty bottles and jars. Dispose of all paints, oils, clean-
ing fluids, or similar inflammables and explosives. Also, it is unwise to
pack items such as candles that might be affected by high temperatures.
EPA PCS Guide — New Appointees
FAQs for New/Political Appointees
A new appointee is:
(a) An individual who is employed with the Federal Government for the very first
time (including an individual who has performed transition activities under sec-
tion 3 of the Presidential Transition Act of 1963 (3 U.S.C. 102 note), and is ap-
pointed in the same fiscal year as the Presidential inauguration);
(b) An employee who is returning to the Government after a break in service
(except an employee separated as a result of reduction in force or transfer of
functions and is re-employed within one year after such action); or
(c) A student trainee assigned to the Government upon completion of his/her
college work.
1. As a new or political appointee or student trainee what relocation ex-
penses may EPA pay?
As a new or political appointee or student trainee being assigned to a first official
station there are mandatory and discretionary relocation expenses. Once your
program office decides to pay or reimburse relocation expenses, all the manda-
tory allowances in Column 1 must be paid or reimbursed. The discretionary relo-
cation allowances in Column 2 may or may not be paid by the program office.
2. As a new appointee, are there any expenses that EPA will not pay?
Yes, as a new employee, the EPA will not pay for expenses that are listed in §302
-3.2 of the Federal Travel Regulations. This includes per diem for family, cost
of house hunting trip, selling your home, temporary quarters, miscellaneous ex-
pense allowance, use of a relocation services company, Relocation Income Tax
Allowance (RITA). Please contact EPA's Federal
Employee Relocation Center at 1-800-887-2067 for more details.
3. If I travel to my first official station before I have been appointed, will I be
reimbursed for my relocation expenses?
Generally, you may not be reimbursed for relocation expenses incurred before
you have been appointed to a Federal position and signed an agreement to remain
in Government service for 12 months after appointment. There is an exception for
appointees who have performed Presidential transition activities. Such appointees
may be reimbursed allowable travel and transportation expenses incurred at any
time following the most recent Presidential election once they have signed a ser-
vice agreement. However, appointment must occur in the same fiscal year as the
Presidential transition activities.
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EPA PCS Guide— New Appointees
4. If I am approved for relocation expenses, when should I start making my
arrangements?
Please contact EPA's Federal Employee Relocation Center at 1-800-887 2067
and start making your relocation arrangements as soon as possible.
5. May I choose my own moving company?
You may choose your own moving company to ship your household goods and
be reimbursed by the Agency. However, the EPA's Federal Employee Reloca-
tion Center has shipping providers within the relocation program that can handle
all your shipping and storage needs.
6. Can my agency pay my travel and transportation expenses when I leave
Government service?
Unfortunately, the Government is not authorized to pay relocation expenses for
separating Presidential appointees, non-career SES appointees, or Sched-
ule C appointees to return to private industry or to their place of resi-
dence.
New appointees assigned to First Official Station
in the Continental United States (CONUS)
Column 1—
Relocation allowances that EPA must pay
or reimburse
Column 2—
Relocation allowances that EPA has dis-
cretionary authority to pay or reimburse
(1) Transportation of employee & immedi-
ate family member(s) (Part 302-4 of the
FTR).
(2) Per diem for employee only (Part 302-4
of the FTR).
(3) Transportation & temporary storage of
household goods (Part 302-7 of the FTR).
(4) Extended storage of household goods
(Part 302-8 of the FTR).
(5) Transportation of a mobile home or boat
used as a primary residence in lieu of the
transportation of household goods (Part 302
-10 of the FTR).
(1) Shipment of privately owned vehicle
(POV) (Subpart B of Part 302-9 of the
FTR).
Your Agency may choose to authorize your
privately owned vehicle (POV) to be shipped at
the Government's expense. Enroute transpor-
tation costs (i.e. plane, train, bus, etc...) to your
new location for the employee and immediate
family members are authorized. If you choose
to drive your POV versus having it shipped you
will be reimbursed for mileage. Rental car
expenses are not authorized. A 2nd POV can be
authorized if deemed necessary and in the best
interest of the government.
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EPA PCS Guide— New Appointees
When Preparing for Your Move
.DO NOT:
1. Do NOT pack frozen foods - you cannot ship them.
2. Do NOT pack your own dishes, glassware, china, antiques, or other fragile
and valuable articles. Leave this to the professional packers. Carriers may
refuse to accept responsibility for damage to such items unless they pack
them.
3. Do NOT pack cartons in excess of 50 Ibs.
4. Do NOT pack any inflammables or explosives.
5. Remember that movers are generally NOT allowed to transport plants. You
should arrange to have the plants
shipped, given away, or trans-
ported in a privately owned vehi-
cle to the new location.
Remember to have your cell
phone on or keep the telephone
connected through moving day.
There will probably be a need
for a telephone on the day of
the move.
DO:
1. Keep detailed and accurate
travel records. You should include departure and arrival dates and times.
Be sure to keep track of mileage when making the trip by a privately owned
vehicle. An accurate record of actual out-of-pocket expenditures should be
kept for income tax purposes. You also may want to consider purchasing
additional insurance coverage on your household goods when you make
shipping arrangements. However, please note that the cost of the additional
coverage in NOT reimbursable.
2. Contact the following places, as appropriate, to arrange a date for the
discontinuation of services and to settle accounts: electric company, gas
company, fuel company (obtain estimate for value of remaining fuel), tele-
phone company, water company, dairy, bakery, diaper service, laundry and
dry cleaner, business accounts, library, and club memberships (don't forget
to empty club lockers).
3. Arrange a date to have major appliances serviced. Contact a reputable
appliance serviceman to arrange a date (preferably 1 or 2 days before the
move) to prepare the appliances for shipment. The refrigerator, freezer, air
conditioner, gas incinerator, automatic washer and dryer, television and
antenna, kitchen and attic fans, and stereo system are among the appliances
that may need servicing.
• About two days before the move, you should dispose of all perishable
foods and defrost and clean the freezer and refrigerator. Plan to leave
the refrigerator and freezer doors open 24-48 hours before loading on
the van. If the refrigerator and freezer are not completely dry when
loaded, the interiors may become moldy or mildewed inn the course of
the move.
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EPA PCS Guide— New Appointees
Shipment & Storage of Household Goods (HHG)
Federal Travel Regulations (FTR) allow an initial period of up to 90 days of
temporary storage ofHHG at Government expense. However, upon written re-
quest from the employee you may authorize an additional 90 days of storage for
HHG at Government expense provided the employees' request is justified as
stipulated in the FTR.
Program Office Responsibilities:
• The number of days allowed for storage of HHG by indus-
try is 30 - 60 days. The number of days for storage of
HHG should be commensurate with the number of days j |'i
authorized for TQSE.
• Temporary storage of HHG should end within a reasonable
time based upon the carrier's ability to deliver the Household Goods, not the
employee's personal preference such as cleaning of carpets and painting.
• Authorize Professional Books, Paper and Equipment (PBP&E) to be trans-
ported as an program office administrative expense.
Important Information:
The maximum weight of household goods which may be transported or stored is
limited to 18,000 pounds net for personal belongings. If the weight exceeds the
18,000 weight limitation due to shipment of professional books, the professional
books should be shipped separately. Household goods may be transported and
stored in multiple lots; however, the maximum HHG weight allowance is based
upon shipping and storing all HHG as one lot. Excess weight may be shipped
with the allowed weight on a Government Bill of Lading. However, the em-
ployee must reimburse the EPA for the cost of transportation and other charges
applicable to the excess weight, computed by applying the percentage the excess
weight represents to the total cost of the shipment.
The weight on any PBP&E is generally part of and
not in addition to the 18,000 pound HHG weight
limitation. However, if the weight of any PBP&E
causes the lot to exceed 18,000 pounds, the PBP&E
may be transported to the new duty station as an ad-
ministrative expense of the agency. Authorization for
such shipment is granted solely at the discretion of
the program office and subject to its policies govern-
ing such shipment.
FERC is responsible for making all the necessary arrangements for transporting
HHG, PBP&E, and temporary storage, including but not limited to packing/
unpacking, crating/uncrating, pickup/delivery, weighing, line-haul, etc., under
the actual expense method.
Collect things that were loaned to neighbors and return things borrowed.
EPA PCS Guide— New Appointees
New appointees Assigned to First Official Station
Outside the Continental United States (OCONUS)
Column 1 —
Relocation allowances that EPA must
pay or reimburse
Column 2 —
Relocation allowances that EPA has discre-
tionary authority to pay or reimburse
(1) Transportation of employee &
immediate family member(s) (Part 302-
4 of the FTR).
(2) Per diem employee only (Part 302-
4)-
(1) Shipment of privately owned vehicle (POV)
(Part 302-9 of the FTR).
(2) Temporary quarters subsistence expense
(TQSE) is not authorized in a foreign area;
however, you may be entitled to the following
under the Department of State Standardized
Regulations (Government Civilians-Foreign
Areas) which is available from the Superinten-
dent of Documents, Washington, DC 20402.
(a) Foreign Transfer Allowance (FTA)
(Subsistence Expense) for quarters occupied
temporarily before departure from the 50 states
or the District of Columbia for a official station
in a foreign area incident to a permanent change
of station and travel to first official station
(b) Temporary quarters subsistence allowance
(TQSA) when a transfer is authorized to a
foreign area.
(c) The miscellaneous expense portion of the
FTA is authorized incident to first official
station travel to a foreign area.
(3) Transportation & temporary storage
of household goods (Part 302-7 of the
FTR).
(3) Use of relocation service companies only
when transfer is to Alaska or Hawaii (Part_302^
12 of the FTR).
(4) Extended storage of household
goods (Part 302-8 of the FTR).
(4) Home marketing incentives only when
transfer is to a non-foreign OCONUS area
(Part 302-15 of the FTR).
Arrange for transfer, as appropriate, of records from schools, church,
doctors and dentists, and attorneys.
Visit your bank and make arrangements for removing or transferring
funds. Also, empty the contents of your safety deposit box.
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EPA PCS Guide— New Appointees
Twelve Month Service Agreement
Form 3100 (Agreement to Remain in Government Service)
As a new employee, you must sign an
agreement to remain in Government ser-
vice for 12 months following the effective
date of your hire date. If you violate the
agreement, you will be liable for repaying
all of the money you received for travel
expenses to your permanent change of
station. The liability can be waived if
you must leave EPA for reasons beyond
your control and acceptable to EPA.
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
AGREEMENT TO REMAIN IN THE GOVERNMENT SERVICE
In consideration of the payment by the Government of my expenses of travel, and/or
expenses of transportation of my immediate family, and/or my household goods and
personal effects, and/or any other relocation allowance or benefit authorized in
accordance with regulations prescribed by the Federal Travel
Regulations, in conjunction with transfer of official duty station to, (or initial
appointment for permanent duty at I/,
I hereby agree to remain in the employment of the Government for a period of
twelve months after reporting for duty at my new permanent duty station.
If I fail to remain in the Government service for the agreed twelve months, I
will reimburse the Government for any monies expended from Federal funds on
account of any travel, transportation, and allowances authorized under the above
cited regulations, unless I am separated for reasons beyond my control and
acceptable to the Environmental Protection Agency.
A copy of this agreement has been furnished me.
(SIGNATURE OF EMPLOYEE)
PATE)
I/ Show location of new duty station.
EPA Form 3100-1 (Rev. 3-75) EXISTING STOCKS OF EPA FORM 3100-1 (9-71) WILL NOT BE USED. REPLACES
EPA FORM 3110-16 (4-73) WHICH IS OBSOLETE.
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EPA PCS Guide— New Appointees
Definition of Household Goods and
Personal Effects
It does include:
• household furnishings;
• equipment, appliances, furniture;
• clothing, books, and similar property;
• snowmobiles and vehicles with two or three wheels - e.g., motorcycles,
mopeds, and golf carts.
It does not include:
• automobiles, trucks, vans, and similar motor vehicles, boats, airplanes, mo-
bile homes, camper trailers, and farming vehicles;
• live animals, birds, fowl, and reptiles;
• cordwood and building material;
• property for resale, disposal, or commercial use
Instruct the movers
to dismantle chil-
dren's rooms last,
so that these rooms
will be the first to
be set up in the new
home.
Pack personal suitcases.
Property acquired en-route will not be eligible for
transportation at Government expense. The EPA's
liability for loss or damage to household goods is
determined under title 31 U.S.C. 3721-3723 and any
EPA implementing rules and regulations issued
pursuant to the law.
Items that are irreplaceable or of extremely high
monetary and have sentimental value should not be
included in the employee's household goods ship-
ment. Additional insurance may be purchased, at the
employee's expense, to cover any loss or damage;
however, such items are not necessarily provided
special security. Accordingly, it is advisable that the
employee or immediate family member(s) transport
such items personally.
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EPA PCS Guide — New Appointees
Shipment of a Privately Owned Vehicle (POV)
A "privately owned vehicle (POV)" is a motor vehicle not owned by the EPA and
used by the employee or his/her immediate family for the primary purpose of
providing personal transportation. Only a passenger automobile, station wagon,
light truck, or other similar vehicle that will be used primarily for personal trans-
portation may be authorized to transport, and if necessary store under emergency
The employee will be eligible for transportation of their POV
within CONUS at Government expenses when:
The employee is an employee who transfers within CONUS in the interest of the
EPA; or the employee is a new appointee or student
trainee relocating to their first official station within
CONUS.
Under the following conditions, the program will
authorize transportation of the employee's POV
within CONUS only when:
• It has determined that use of the employee's POV to transport them and/or
their immediate family from their old official station (or place of actual resi-
dence, if they are a new appointee or student trainee) to their new official
station would be advantageous to the EPA;
• Both the employee's old official station (or place of actual residence, if they
are a new appointee or student trainee) and their new official station are
located within CONUS; and
• The program office further determines that it would be more advantageous
and cost effective to the EPA to transport the employee's POV to the new
official station at EPA expense and to pay for transportation of their and/or
their immediate family by commercial means than to have them or an imme-
diate family member drive the POV to the new official station.
When determining whether transportation of a POV within
CONUS is cost effective, the program office must consider the:
• Cost of traveling by POV;
• Cost of transporting the POV;
• Cost of travel if the POV is transported; ™
• Productivity benefit the program office derives from
the employee's accelerated arrival at the new offi-
cial station.
DON'T FORGET
THE PETS!!!
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9
EPA PCS Guide — New Appointees
En Route Travel
Privately-Owned Vehicle (POV):
When a privately owned vehicle is determined by the traveling official to be ad-
vantageous to the EPA, the new employee will be reimbursed for mileage. The
program office must authorize the reimbursement of the use of more than one
POV before the employee is entitled to reimbursement. When the employee is
authorized to use more than one POV, the allowances under FTR §302-4.300 and
§302-4.302 apply for each POV.
According to the Interstate Commerce (ICC)
regulations, a professional carrier cannot be
held responsible for damaged goods that may
have resulted from the employee's faulty pack-
ing; therefore, carriers should pack valuable,
A new employee may use a POV
for travel to the new official station. (Mileage rates are listed below). Bridge,
road, and tunnel tolls are reimbursable in addition to mileage. Employees should
record odometer readings and keep track of any tolls paid. Reimbursement will
be limited to direct travel from the old to the new station. Mileage in excess of
the Standard Highway Mileage Guide figures must be justified. The employee
may request advance of funds for per diem and mileage allowances for PCS
travel, except for overseas tour renewal agreement travel.
More than one POV can be authorized under the following circumstances:
• If there are more members of the immediate family than can reasonably be
transported (with luggage) in one vehicle.
• If a second vehicle is required to accommodate the special needs (due to age
or physical condition), of an immediate family member.
If PCS transportation is by common carrier, the EPA may not pay the cost of
shipping a POV or mobile home.
EPA established a reasonable minimum driving distance that may be more than,
but not less than an average of 300 miles per calendar day. The employee must
travel according to the authorized itinerary and by the usually traveled route.
Deviations from the authorized itinerary
may be allowed if EPA's mission dictates
use of an alternate route.
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10
EPA PCS Guide— New Appointees
En Route Per Diem
MAXIMUM ALLOWABLE
Primary Destination
Standard CON US Rate
Lodging
$70
M&IE
$39
Total
$109
Per diem for the employees immediate family members cannot be authorized if
you are: A new or Presidential appointee; assigned to posts of duty outside
CONUS returning to place of actual residence for separation; or Being relocated
under the Government Employees Training Act (5 U.S.C. 4109).
Reimbursement will be in accordance with §301-11.100 through §301-11.102 of
theFTR.
Per diem is not allowed for travel of 12 hours or less. When the travel period is
more than 12 hours, the per diem (M&IE) rates will be prorated.
When travel is
The employee allowance is
More than 12 but less than 24 hours
24 hours or more, on
The day of departure
Full days of travel
The last day of travel
75 percent of the applica-
75 percent of the applica-
100 percent of the applica-
75 percent of the applica-
Take along a copy of the
local telephone directory.
EPA PCS Guide— New Appointees
Central Billed Account (CBA)
Definition: A centrally billed transportation services account with the Govern-
ment charge card contractor referred to as the Centrally Billed Account (CBA).
The account is used to purchase transportation services for new or infrequent
travelers and employees not designated to receive individual charge cards. The
primary purpose is to provide an alternative to the individual charge card as the
sole means of purchasing transportation tickets for EPA employees. CBAs are the
primary means used to purchase passenger transportation or other common car-
rier accommodations required for official business (i.e., railroad, steamship, or
airline companies).
• CBAs are now used only by employees who receive a waiver from partici-
pation in the charge card program, infrequent travelers, new (appointees)
employees who have not yet received their charge card, invitational travel-
ers, or under other unusual circumstances.
Travelers should not use CBAs in the following situations:
• For transportation services costing $10 or less, excluding Federal transporta-
tion tax or excess baggage charges costing $15 or less for each leg of a trip,
within the U.S., unless special circumstances justify otherwise.
• For taxis; airport limousines; intra-city buses; rental vehicles; or toll, road,
or bridge charges.
Employee's Responsibility: An employee who has received a CBA is person-
ally accountable for its proper use and disposition and will be required to reim-
burse the Government for any amount paid by reason of misuse resulting from
negligence.
Purpose of CBA: A CBA is to be used only for official travel. At the time the
employee or program office submits a CBA to the Cincinnati Finance Center, the
employee must pay cash for any additional services desired for personal reasons.
Where appropriate, a CBA may be used to purchase tickets and/or transportation
services for individuals and excess baggage service when costing more than $15
per leg of the trip.
Preparation/Issuance of the CBA: Only the Cincinnati Finance Center's Travel
Team can issue CBAs. In preparing the CBA, entries must be made on each line
pertaining to the travel. This form is available at: http://intranet.epa.gov/ocfo/
finservices/travel.htm. CBAs must be completely and properly filled out and
funded by the funding officer as carrier agents will not honor CBAs which are
incomplete. CBAs are only accepted via e-mail through: CINWD
Travelfajepa.gov. Once funded and received at the Cincinnati Finance Center, a
Travel Specialist will send the CBA request to the TMC for issuance.
Unused CBAs: All unused tickets must be returned to the TMC or directly to the
airline from which the ticket was purchased. EPA is liable only for authorized
charges incurred in conjunction with official travel on CBAs.
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