Reimbursement shall be allowed for the cost of moving an
employee's effects either via commercial household goods carrier or by the
employee. Reimbursements under this regulation shall not exceed the cost of
moving the employee's household goods from the old residence to the new
headquarters plus 50 miles unless the appointing authority determines that a
longer move is in the best interest of the state. Any additional expense
associated with an interstate or inter-country move shall be approved in
advance by the appointing power. No reimbursement will be allowed for the
hiring of casual labor.
(a) When the
employee retains a commercial mover, reimbursement for actual and necessary
expenses incurred by a commercial mover under this article for the packing,
insurance, one pickup, transportation, storage-in-transit (not including
warehouse handling charges except when required by interstate tariffs), one
delivery, unpacking, and installation at the new location of an employee's
household effects shall be allowed subject to the following:
(1) Weight of household effects for which
expenses may be reimbursed shall not exceed 5,000 kilograms (11,000
pounds).
(2) Duration of
storage-in-transit for which charges may be reimbursed shall not exceed 60
calendar days unless a longer period of storage is approved in advance by the
appointing authority based on hardship to the employee.
(3) Rates at which reimbursement is allowed
shall not exceed the minimum rates, at the minimum declared valuation,
established by the California Public Utilities Commission for household goods
carriers, unless a higher rate is approved by the Department of General
Services.
(4) Cost of insurance for
which reimbursement is allowed shall not exceed the cost of insurance coverage
at $2 valuation for each pound of household effects shipped by household goods
carrier.
(5) Claims for exceptions
to the 11,000 pounds statutory limit will be considered by the appointing
authority, up to a maximum of 23,000 pounds, only when it has been determined
that every reasonable effort had been made to conform to the limit. Exceptions
to the number of pickups and deliveries may be made by the appointing authority
when it is reasonably necessary and in the best interest of the
state.
(b) When the
employee does not retain a commercial mover, reimbursement shall be allowed as
follows for expenses related to the movement by the employee of his/her
household effects in a truck or trailer.
(1)
Rental of a truck or trailer from a commercial establishment. When not included
in the truck rental rate, the cost of gasoline, rental of a furniture dolly,
packing cartons and protective pads will be reimbursed. If the total costs
exceed $1,000 the claim must be accompanied by at least one written commercial
rate quote. Reimbursement will be made at the rate (including gasoline) which
results in the lowest cost; or
(2)
Mileage reimbursement at the rates provided in section
599.631(a) or
599.631(b) of
these regulations for noncommercial privately-owned motor vehicles used in
transporting the employee's household effects.
(3) Reimbursement for more than one trip by
the method described in subsection (b)(1) or (2) above may be allowed if the
employee's agency has determined that the total cost would be less than the
cost of movement by a commercial household goods carrier.
(c) If household goods are moved exclusively
in the employee's personal vehicle, reimbursement for mileage may be claimed at
the state mileage rate. No other mileage or moving expense shall be
allowed.
(d) All claims for the
reimbursement of the movement of household goods require receipts. Unless an
exception is granted by the appointing authority, claims shall be submitted no
later than 2 years and 60 days from the effective date of appointment or 15
days prior to voluntary separation, whichever is first.