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Subchapter C - Permanent Change of Station (PCS) Allowances for Subsistence and Transportation Expenses


Part 302-4 - Allowances for Subsistence and Transportation

Authority: 5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 13747, 3 CFR, 1971–1973 Comp., p. 586.

Subpart A - Eligibility

Note to subpart  A: Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.

§302-4.1 - What is a permanent change of station (PCS)?

A permanent change of station (PCS) is an assignment of a new appointee to an official station or the transfer of an employee from one official station to another on a permanent basis.

§302-4.2 - Am I eligible for subsistence and transportation allowances for PCS travel under this part?

Yes, you are eligible for subsistence and transportation allowances for PCS travel if your agency specifically authorizes relocation expenses under this part and are:

      (a) Transferred employees (within or outside CONUS);

      (b) New appointees (within or outside CONUS); and

      (c) An employees assigned to posts of duty outside CONUS in connection with either overseas tour renewal agreement travel or return travel to places of residence for separation.

Note to §302-4.2: Also see tables at §§302-3.2 and §302-3.101.

Subpart B - Travel Expenses

§302-4.100 - What PCS travel expenses will my immediate family members receive?

Except as specifically provided in Chapter  301 of this title will be used for payment of the travel expenses of your immediate family members.

§302-4.101 - Must my immediate family member(s) and I begin PCS travel at the old official station and end at the new official station?

No, if an alternate location is used, reimbursement is limited to the allowable cost by the usually traveled route between your old and new official stations.

Subpart C - Per Diem

§302-4.200 - What per diem rate will I receive for en route relocation travel within CONUS?

Your per diem for en route relocation travel between your old and new official stations will be at the standard CONUS rate (see applicable FTR Per Diem Bulletins available on the Internet at http://www.gsa.gov/perdiem. You will be reimbursed in accordance with §§301-11.100 through 301-11.102 of this title.

§302-4.201 - How are my authorized en route travel days and per diem determined for relocation travel?

Your authorized en route travel days and per diem are determined as follows: The number of authorized travel days is the actual number of days used to complete the trip, but not to exceed an amount based on a minimum driving distance per day determined to be reasonable by your agency. The minimum driving distance shall be not less than an average of 300 miles per calendar day. An exception to the daily minimum driving distance may be made when delay is beyond control of the employee, such as when it results from acts of God or restrictions by Government officials; when the employee is physically handicapped; or for other reasons acceptable to the agency.

§302-4.202 - Are there any circumstances in which a per diem allowance for my immediate family members is not allowed?

Yes, per diem for your immediate family members cannot be authorized if you are:

      (a) A new appointee;

      (b) Assigned to posts of duty outside CONUS returning to place of actual residence for separation; or

      (c) Being relocated under the Government Employees Training Act (5 U.S.C. 4109).

- Transferred Employees Only

§302-4.203 - How much per diem will my spouse or domestic partner receive if he/she accompanies me while I am performing PCS travel?

The maximum amount your spouse or domestic partner may receive if he/she accompanies you while you are performing PCS travel is three-fourths of your daily per diem rate.

§302-4.204 - If my spouse or domestic partner does not accompany me but travels unaccompanied at a different time, what per diem rate will he/she receive?

If your spouse or domestic partner does not accompany you but travels unaccompanied at a different time, he/she will receive the same per diem rate to which you are entitled.

§302-4.205 - If my spouse or domestic partner and I travel on the same days along the same general route by using more than one POV, is my spouse or domestic partner considered unaccompanied?

No; for per diem purposes, you and your spouse or domestic partner are considered to be traveling together if you travel on the same days along the same general route by using more than one POV.

§302-4.206 - How much per diem will my immediate family receive?

Immediate family members age 12 or older receive three-fourths of your per diem rate, and children under 12 receive one-half of your per diem rate.

Subpart D - Mileage Rates for Use of POV

§302-4.300 - What is the POV mileage rate for PCS travel?

For approved/authorized PCS travel by POV, the mileage reimbursement rate is the same as the moving expense mileage rate established by the Internal Revenue Service (IRS) for moving expense deductions. See IRS guidance available on the Internet at http://www.irs.gov. GSA publishes the rate for mileage reimbursement in an FTR Bulletin on an intermittent basis. You may find the FTR Bulletins at http://www.gsa.gov/relo.

§302-4.301 - Do the rates in §302-4.300 apply if I am performing overseas tour renewal agreement travel?

No, POV mileage must not be authorized for overseas tour renewal agreement travel.

§302-4.302 - Are there circumstances that would allow me to receive a higher mileage rate OCONUS?

Yes, your agency may authorize a higher mileage rate at a rate not to exceed the maximum rate prescribed in §301-11.303 of this title when:

      (a) You are expected to use the POV on official business at the new official station;

      (b) The common carrier rates for the facilities provided between the old and new official stations, the related constructive taxi or TNC fares, or the cost of utilizing an innovative mobility technology company, to and from terminals, and the per diem allowances prescribed under this part justify a higher mileage rate as advantageous to the Government as determined by your agency; or

      (c) The costs of driving the POV to, from, or between official stations located outside CONUS justify a higher mileage rate as advantageous to the Government.

§302-4.303 - For relocation within the continental United States (CONUS), may I use the actual expense method of reimbursement instead of the POV mileage rate specified in §302-4.300 ?

No, for a PCS relocation within CONUS involving POV usage, your agency will reimburse you at the standard mileage rate specified in §302-4.300.

§302-4.304 - For relocation outside the continental United States (OCONUS), may my agency allow actual expense reimbursement instead of the POV mileage rate for PCS travel?

Yes, for an OCONUS relocation involving POV usage, your agency may allow reimbursement of certain actual expenses of using the POV (i.e., fuel plus the additional expenses listed in §301-10.304).

Subpart E - Daily Driving Distance Requirements

§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.

§302-4.401 - Are there exceptions to this daily minimum?

Yes, your agency may authorize exceptions to the daily minimum driving distance when there is a delay beyond your control such as acts of God, restrictions by Governmental authorities, or other acceptable reasons; e.g., a physical handicap or special needs. Your agency must have a designated approving official authorize the exception.

§302-4.402 - Will I be required to document the circumstances causing the delay?

Yes, you must provide a statement on your travel claim explaining the circumstances that caused the delay.

§302-4.403 - Does this exception require authorization by my approving official?

Yes, authorization by your approving official is required for any exception to the daily minimum driving distance.

Subpart F - Use of More Than One POV

§302-4.500 - If I am authorized to use more than one POV, what are the allowances?

When you are authorized to use more than one POV, the allowances under §§302-4.300 and 302-4.302 apply for each POV.

§302-4.501 - If I use an additional POV that was not authorized for PCS travel, will I be reimbursed for the additional POV?

No, your agency must authorize you reimbursement of the use of more than one POV before you are entitled to reimbursement.

Subpart G - Advance of Funds

§302-4.600 - May I request an advance of funds for per diem and mileage allowances for PCS travel?

You may request advance of funds for per diem and mileage allowances for PCS travel, except for overseas tour renewal agreement travel.

Subpart H - Agency Responsibilities

Note to subpart  H: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency, unless otherwise noted.

§302-4.700 - What governing policies must we establish for payment of allowances for subsistence and transportation expenses?

For payment of allowances for subsistence and transportation expenses, you must establish policy and procedures governing:

      (a) How you will implement the regulations throughout this part;

      (b) A reasonable minimum driving distance per day that may be more than, but not less than a average of 300 miles per calendar day when use of a POV is used for PCS travel and when you will authorize an exception;

      (c) Designation of an agency approving official who will authorize an exception to the daily minimum driving distance; and

      (d) When you will authorize the use of more than one POV for PCS travel.

§302-4.701 - What PCS travel expenses must we pay?

Except as specifically provided in this chapter, PCS travel expenses you must pay are:

      (a) Per diem;

      (b) Transportation costs; and

      (c) Other travel expenses in accordance with 5 U.S.C. 5701-5709 and Chapter  301 of this title.

§302-4.702 - What PCS travel expenses must we pay for the employee’s immediate family members?

Except as specifically provided in this chapter, the reimbursement limits in Chapter  301 of this title govern payment of travel expenses you must pay for the employee’s immediate family members.

§302-4.703 - How do we compute the per diem for an established minimum driving distance per day?

Per diem for an established minimum driving distance per day is computed based on the lodgings-plus per diem system as described in §§301-11.100 through 301-11.102 of this title.

§302-4.704 - Must we require a minimum driving distance per day?

Yes, you must establish a minimum driving distance not less than an average of 300 miles per day. However, an exception to the daily minimum driving distance may be made when the delay is:

      (a) Beyond control of the employee, e.g., results from acts of God or restrictions by Government officials;

      (b) Due to a physical handicap; or

      (c) For other reasons acceptable to you.

§302-4.705 - What are the allowances if the employee uses more POVs than authorized?

If the employee uses more POVs than authorized, reimbursement will be made as if all persons traveled in the number of POVs that you authorized.

Part 302-5 - Allowance for Househunting Trip Expenses

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 3 CFR, 1971-1975 Comp., p. 586.

Subpart A - Employee’s Allowance for Househunting Trip Expenses

Note to subpart  A: Use of pronouns “I”, “you” throughout this subpart refers to the employee.

§302-5.1 - What is a “househunting trip”?

The term “househunting trip” refers to a trip made by the employee and/or spouse to your new official station locality to find permanent living quarters to rent or purchase. The term “living quarters” in this part includes apartments, condominiums, and cooperatives in addition to townhouses and single family homes.

§302-5.2 - What is the purpose of the househunting trip expenses allowance?

The allowance for househunting trip expenses is intended to facilitate and expedite the employee’s move from your old official station to your new official station and to lower the Government’s overall cost for the employee’s relocation by reducing the amount of time an employee must occupy temporary quarters. The allowance for househunting trip expenses provides the employee and/or spouse a period of time to concentrate on finding a suitable permanent residence at the new official station and thereby expedites the employee’s relocation.

§302-5.3 - Am I eligible for a househunting trip expenses allowance?

You are eligible for a househunting trip expenses allowance if you are an employee who is authorized to transfer, and in addition:

      (a) Both your old and new official stations are located within the United States;

      (b) You are not assigned to Government or other prearranged housing at your new official station; and

      (c) Your old and new official stations are 75 or more miles apart (as measured by map distance) via a usually traveled surface route.

§302-5.4 - Who is not eligible for a househunting trip expenses allowance?

New appointees and employees assigned under the Government Employees Training Act (5 U.S.C. 4109) are not eligible for a househunting trip expenses allowance.

§302-5.5 - Must my agency authorize payment of a househunting trip expenses allowance?

No, your agency determines when it is in the Government’s interest to authorize you a househunting trip and the procedures you must follow if it is authorized.

§302-5.6 - Under what circumstances will I receive a househunting trip expenses allowance?

You will receive a househunting trip expenses allowance if:

      (a) Your agency authorized you to perform a househunting trip in advance of the travel (the agency authorization must specify the mode of transportation and the period of time allowed for the trip);

      (b) You have signed a service agreement;

      (c) Your agency has established, and informed you of, the date you are to report to your new official station; and

      (d) You meet any additional conditions your agency has established.

§302-5.7 - Who may travel on a househunting trip at Government expense?

Only you and/or your spouse may travel on a househunting trip at Government expense.

§302-5.8 - How many househunting trips may my agency authorize in connection with a particular transfer?

Your agency may authorize only one round trip for you and/or your spouse in connection with a particular transfer.

§302-5.9 - May my spouse and I perform separate househunting trips at Government expense?

Yes, however, your reimbursement will be limited to the cost that would have been incurred if you and your spouse had traveled together on one round trip.

§302-5.10 - How soon may I and/or my spouse begin a househunting trip?

You may begin your househunting trip as soon as your agency has notified you of your transfer and issued a travel authorization for a househunting trip. To take maximum advantage of your trip, however, it is very important that you become familiar as quickly as you can with your new official station area (e.g., housing market conditions, school locations, etc.). If you are selling your residence at your old official station, you should not begin your househunting trip until you have a current appraisal of the value of the residence so that you can more accurately determine the appropriate price range of residences to consider during your househunting trip.

§302-5.11 - Is there a time limit on the duration of a househunting trip?

A househunting trip should be for a reasonable period, not to exceed 10 calendar days, as authorized by your agency under §302-5.101(d).

§302-5.12 - When must my househunting trip be completed?

You and/or your spouse must complete your househunting trip as indicated in the following table:

For Your househunting trip must be completed by
You. The day before you report to your new official station.
Your spouse. The earlier of:

(a) The day before your family relocates to your new official station; or

(b) The day before the maximum time for beginning allowable travel expires (see §302-2.100 of this chapter).

§302-5.13 - What methods may my agency use to reimburse me for househunting trip expenses?

Your agency will reimburse your househunting trip expenses as indicated in the following table:

For You are reimbursed
You and/or your spouse’s transportation expenses. Your actual transportation costs.
You and/or your spouse’s subsistence expenses. One of the following two:

(a) A per diem allowance at the standard CONUS rate (see http://www.gsa.gov/perdiem), for you and/or your spouse if you travel separately, or if you both travel together, the standard CONUS rate multiplied by 1.75), for the 10 days or less that your agency authorizes for you; or

(b) Only if offered by your agency and chosen by you, a lump sum, as follows:

(1) If you perform a househunting trip and your spouse does not, or if your spouse performs a househunting trip and you do not, multiply the applicable locality per diem rate by 5.00 (see http://www.gsa.gov/perdiem).

(2) If you and your spouse both perform a househunting trip, together or separately, multiply the applicable locality per diem rate by 6.25 (see http://www.gsa.gov/perdiem).

§302-5.14 - What transportation expenses will my agency pay?

      (a) Your agency will authorize you to travel by any transportation mode(s) (e.g., common carrier or POV) that it determines to be advantageous to the Government. Your agency will pay for your transportation expenses by the authorized mode(s). If you travel by one or more mode(s) other than the one(s) authorized by your agency, your agency will pay your transportation expenses up to the constructive cost of transportation by the authorized mode(s). For trips of less than 250 miles, your agency will authorize travel by POV, unless there are reasons for not using a POV that are acceptable to the agency (e.g., traveler is physically impaired, does not own or lease a POV, has only one POV that is used for family transportation, or the POV is not roadworthy for such a trip). POV mileage reimbursement will be in accordance with §302-4.300 of this chapter.

      (b) Unless the agency performs a written cost comparison that demonstrates cost savings, only common carrier may be authorized for trips with a distance of 250 miles or more.

§302-5.15 - Must I document my househunting trip expenses to receive reimbursement?

To receive reimbursement for househunting trip transportation expenses you must itemize your transportation expenses and provide receipts as required by Chapter  301.

§302-5.16 - May I receive an advance of funds for househunting trip expenses?

Your agency may authorize an advance of funds, in accordance with part  302-4 of this chapter for the location and duration of your househunting trip or your lump sum househunting trip subsistence expenses payment, whichever applies.

§302-5.17 - Am I in a duty status when I perform a househunting trip?

Yes, you are in a duty status when you perform a househunting trip.

§302-5.18 - May I retain any balance left over from my househunting reimbursement if my lump sum is more than adequate to cover my househunting trip?

Yes, if your lump sum househunting amount is more than adequate to cover your househunting expenses any balance belongs to you.

Subpart B - Agency Responsibilities

Note to subpart  B: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§302-5.100 - How should we administer the househunting trip expenses allowance?

You should administer the househunting trip expenses allowance to minimize or avoid its use when other satisfactory and more economical arrangements are available.

§302-5.101 - What governing policies must we establish for the househunting trip expenses allowance?

You must establish policies and procedures governing:

      (a) When you will authorize a househunting trip for an employee;

      (b) Who will determine if a househunting trip is appropriate in each situation;

      (c) If and when you will authorize the lump sum option for househunting trip subsistence expenses reimbursement;

      (d) Who will determine the appropriate duration of a househunting trip for an employee who selects a per diem allowance under part  302-4 of this chapter to reimburse househunting trip subsistence expenses; and

      (e) Who will determine the mode(s) of transportation to be used.

§302-5.102 - Under what circumstances may we authorize a househunting trip?

You may authorize a househunting trip on an individual-case basis when the employee has accepted the transfer and his/her circumstances indicate that a househunting trip actually is needed. You may not authorize a househunting trip when the purpose of the trip is to assist the employee in deciding whether he or she will accept the transfer.

§302-5.103 - What modes of transportation may we authorize for a househunting trip?

      (a) When the new official station is less than 250 miles from the old official station, the required mode of transportation is POV, unless there are reasons for not using a POV that are acceptable to the you (e.g., traveler is physically impaired, does not own or lease a POV, has only one POV which is used for family transportation, or the POV is not roadworthy for such a trip). Reimbursement for POV mileage is at the rate prescribed in §302-4.300 of this subchapter.

      (b) When the new official station is 250 miles or more from the old official station, the preferred mode of transportation is common carrier. However, you may authorize the use of POV for a househunting trip longer than 250 miles, provided you complete a written cost comparison in accordance with §302-5.14(b).

§302-5.104 - What factors must we consider in determining whether to offer an employee the lump sum househunting trip subsistence expense reimbursement option?

You must consider the following factors:

      (a) Ease of administration. Payment of a per diem allowance under part  302-4 of this chapter requires you to review claims for the validity, accuracy, and reasonableness of each expense amount, except for meals and incidental expenses. Lump sum househunting trip subsistence expenses reimbursement is easier to administer because you do not have to review expense amounts.

      (b) Cost considerations. You must weigh the cost of each reimbursement option on a case-by-case basis.

      (c) Treatment of employees. The employee is allowed to choose between a per diem allowance under part  302-4 of this chapter and lump sum househunting trip subsistence expenses reimbursement when you offer the lump sum reimbursement method. You therefore should weigh employee morale and productivity considerations against actual cost considerations in determining which method to offer.

Part 302-6 - Allowance for Temporary Quarters Subsistence Expenses

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 3 CFR, 1971-1975 Comp., p. 586.

Subpart A - General Rules

Note to subpart  A: Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.

§302-6.1 - What are “temporary quarters?”

The term “temporary quarters” refers to lodging obtained for the purpose of temporary occupancy from a private or commercial source.

§302-6.2 - What are “temporary quarters subsistence expenses (TQSE)”?

“Temporary quarters subsistence expenses” or “TQSE” are subsistence expenses incurred by an employee and/or his/her immediate family while occupying temporary quarters. TQSE does not include transportation expenses incurred during occupancy of temporary quarters (see §302-6.18 for details).

§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 it is necessary to occupy temporary quarters.

§302-6.4 - Am I eligible for a TQSE allowance?

You are eligible for a TQSE allowance if you are an employee who is authorized to transfer; and

      (a) Your new official station is located within the United States; and

      (b) Your old and new official stations are 50 miles or more apart (as measured by map distance) via a usually traveled surface route.

§302-6.5 - Who is not eligible for a TQSE allowance?

New appointees, employees assigned under the Government Employees Training Act (5 U.S.C. 4109), and employees returning from an overseas assignment for the purpose of separation are not eligible for a TQSE allowance.

§302-6.6 - Must my agency authorize payment of a TQSE allowance?

No, your agency determines whether it is in the Government’s interest to pay TQSE.

§302-6.7 - Under what circumstances will I receive a TQSE allowance?

You will receive a TQSE allowance if:

      (a) Your agency authorizes it before you occupy the temporary quarters (the agency authorization must specify the period of time allowed for you to occupy temporary quarters);

      (b) You have signed a service agreement; and

      (c) You meet any additional conditions your agency has established.

§302-6.8 - Who may occupy temporary quarters at Government expense?

Only you and/or your immediate family may occupy temporary quarters at Government expense.

§302-6.9 - Where may I/we occupy temporary quarters at Government expense?

You and/or your immediate family may occupy temporary quarters at Government expense within reasonable proximity of your old and/or new official stations. Neither you nor your immediate family may be reimbursed for occupying temporary quarters at any other location, unless justified by special circumstances that are reasonably related to your transfer.

§302-6.10 - May my immediate family and I occupy temporary quarters at different locations?

Yes. For example, if you must vacate your home at the old official station and report to the new official station and your family remains behind until the end of the school year, you may need to occupy temporary quarters at the new official station while your family occupies temporary quarters at the old official station.

§302-6.11 - What methods may my agency use to reimburse me for TQSE?

Your agency will reimburse you for TQSE under the actual expense method unless it permits the “lump sum” reimbursement method as an alternative. If your agency makes both methods available to you, you may select the one you prefer.

§302-6.12 - Must I document my TQSE to receive reimbursement?

For lump sum TQSE reimbursement, you do not document your TQSE. For actual TQSE reimbursement, you must document your TQSE by itemizing each expense and providing receipts as required by §301-52.4 (1) of this title.

§302-6.13 - How soon may I/we begin occupying temporary quarters at Government expense?

As soon as your agency has authorized you to receive a TQSE allowance and you have signed a service agreement.

§302-6.14 - How is my TQSE allowance affected if my temporary quarters become my permanent residence quarters?

If your temporary quarters become your permanent residence quarters, you may receive a TQSE allowance only if you show in a manner satisfactory to your agency that you initially intended to occupy the quarters temporarily.

§302-6.15 - May I receive an advance of funds for TQSE?

Yes, if authorized in accordance with §§302-2.23, 302-2.24, and 302-2.25 of this chapter, your agency may advance the amount of funds necessary to cover your estimated TQSE expenses for up to 30 days. Your agency subsequently may advance additional funds for periods up to 30 days.

§302-6.16 - May I receive a TQSE allowance if I am receiving another subsistence expenses allowance?

No, with one exception. You may receive a cost-of-living allowance payable under 5 U.S.C. 5941 in addition to a TQSE allowance.

§302-6.17 - Am I eligible for a TQSE allowance if I transfer to a foreign area?

No, you may not receive a TQSE allowance under this part when you transfer to an area outside the United States. However, you may qualify for a comparable allowance under the Standardized Regulations (Government Civilians, Foreign Areas) prescribed by the Department of State.

§302-6.18 - May I be reimbursed for transportation expenses incurred while I am occupying temporary quarters?

Transportation expenses incurred in the vicinity of the temporary quarters are not TQSE, and therefore, there is no authority to pay such expenses under TQSE.

Subpart B - Actual TQSE Method of Reimbursement

§302-6.100 - What am I paid under the actual TQSE reimbursement method?

Your agency will pay your actual TQSE incurred, provided the expenses are reasonable and do not exceed the maximum allowable amount. The “maximum allowable amount” is the “maximum daily amount” multiplied by the number of days you actually incur TQSE not to exceed the number of days authorized, taking into account that the rates change after 30 days in temporary quarters. The “maximum daily amount” is determined by adding the rates in the following table for you and each member of your immediate family authorized to occupy temporary quarters:

The “maximum daily amount” of TQSE under the actual expense method that
For: You and/or your unaccompanied spouse or domestic partner1 may receive is Your accompanied spouse, domestic partner or a member of your immediate family who is age 12 or older may receive is A member of your immediate family who is under age 12 may receive is
The first 30 days of temporary quarters. The applicable per diem rate. .75 times the applicable per diem rate. .5 times the applicable per diem rate.
Any additional days of temporary quarters. .75 times the applicable per diem rate. .5 times the applicable per diem rate. .4 times the applicable per diem rate.

§302-6.101 - May my agency reduce my TQSE allowance below the “maximum allowable amount”?

Yes, if the estimated daily amount of your TQSE is determined in advance to be lower than the maximum daily amount, your agency may reduce the maximum allowable amount to your expected expenses.

§302-6.102 - What is the “applicable per diem rate” under the actual TQSE reimbursement method?

The “applicable per diem rate” under the actual TQSE reimbursement method is as follows:

For temporary quarters located in The applicable per diem rate is
The continental United States (CONUS). The standard CONUS rate.
Outside the Continental United States (OCONUS) The locality rate established by the Secretary of Defense or the Secretary of State under §301-11.6 of this title.

§302-6.103 - What is the latest period for which actual TQSE reimbursement may begin?

The period must begin before the maximum time for beginning allowable travel and transportation under §302-2.9.

§302-6.104 - How long may I be authorized to claim actual TQSE reimbursement?

Your agency may authorize you to claim actual TQSE in increments of 30-days or less, not to exceed 60 consecutive days. However, if your agency determines that there is a compelling reason for you to continue occupying temporary quarters after 60 consecutive days, it may authorize an extension of up to 60 additional consecutive days. Under no circumstances may you be authorized reimbursement for actual TQSE for more than a total of 120 consecutive days.

§302-6.105 - What is a “compelling reason” warranting extension of my authorized period for claiming an actual TQSE reimbursement?

A “compelling reason” is an event that is beyond your control and is acceptable to your agency. Examples include, but are not limited to when:

      (a) Delivery of your household goods to your new residence is delayed due to strikes, customs clearance, hazardous weather, fires, floods or other acts of God, or similar events.

      (b) You cannot occupy your new permanent residence because of unanticipated problems (e.g., delay in settlement on the new residence, or short-term delay in construction of the residence).

      (c) You are unable to locate a permanent residence which is adequate for your family’s needs because of housing conditions at your new official station.

      (d) Sudden illness, injury, your death or the death of your immediate family member; or

      (e) Similar reasons.

§302-6.106 - May I interrupt occupancy of temporary quarters?

Yes, your authorized period for claiming actual TQSE reimbursement is measured on consecutive days, and once begun, normally continues to run whether or not you occupy temporary quarters. You may, however, interrupt your authorized period for claiming actual TQSE reimbursement in the following instances:

      (a) For the time allowed for en route travel between the old and new official stations;

      (b) For circumstances attributable to official necessity such as an intervening temporary duty assignment or military duty; or

      (c) For a non-official necessary interruption such as hospitalization, approved sick leave, or other reason beyond your control and acceptable to your agency.

§302-6.107 - What effect do partial days of temporary quarters occupancy have on my authorized period for claiming actual TQSE reimbursement?

Occupancy of temporary quarters for less than a whole day constitutes one full day of your authorized period. (However, see §302-6.110 regarding en route travel.)

§302-6.108 - When does my authorized period for claiming actual TQSE reimbursement end?

The period ends at midnight on the earlier of:

      (a) The day preceding the day you and/or any member of your immediate family occupies permanent residence quarters.

      (b) The day your authorized period for claiming actual TQSE reimbursement expires.

§302-6.109 - May the period for which I am authorized to claim actual TQSE reimbursement for myself be different from that of my immediate family?

No, the eligibility period for which you are authorized to claim actual TQSE reimbursement for yourself and for each member of your immediate family must run concurrently.

§302-6.110 - What effect do partial days have on my actual TQSE reimbursement?

You may not receive reimbursement under both the actual TQSE allowance and another subsistence expenses allowance within the same day, with one exception. If you claim TQSE reimbursement on the same day that en route travel per diem ends, your en route travel per diem will be computed under applicable partial day rules and you also may be reimbursed for actual TQSE you incur after 6:00 p.m. of that day.

§302-6.111 - May I and/or my immediate family occupy temporary quarters longer than the period for which I am authorized to claim actual TQSE reimbursement?

Yes, but you will not be reimbursed for any of the expenses you incur during the unauthorized period.

Subpart C - Lump Sum Payment

§302-6.200 - What am I paid under the TQSE lump sum payment method?

If your agency offers, and you select the lump sum TQSE payment, you are paid a lump sum for each day authorized up to 30 days. The maximum number of days that may be used for the TQSE lump sum calculation is 30; no extensions are allowed under the lump sum payment method.

§302-6.201 - How do I determine the amount of my TQSE lump sum payment?

      (a) For yourself, multiply the number of days your agency authorizes TQSE by .75 times the maximum per diem rate (that is, lodging plus meals and incidental expenses) prescribed by §301-11.6 of this subtitle for the locality at the old or new official station or combination thereof, wherever TQ will be occupied. Please note that for non-foreign OCONUS, the Department of Defense Per Diem, Travel and Transportation Allowances Committee establishes the per diem rate, and for foreign OCONUS, the Department of State establishes the per diem rates.

      (b) For each member of your immediate family, multiply the same number of days by .25 times the same per diem rate, as described in paragraph (a) of this section.

      (c) Your lump sum payment will be the sum of the calculations in paragraphs (a) and (b) of this section.

§302-6.202 - Will I receive additional TQSE reimbursement if my TQSE lump sum payment is not adequate to cover my actual TQSE?

No, you will not receive additional TQSE reimbursement if the lump sum payment is not adequate to cover your actual TQSE.

§302-6.203 - May I retain any balance left over from my TQSE lump sum payment if such payment is more than adequate?

Yes, if your lump sum TQSE payment is more than adequate to cover your actual TQSE expenses, any balance belongs to you. (e.g., if your agency authorizes and you accept a lump sum payment for 15 days of TQSE and you vacate TQ after 10 days for any reason, you would retain the remaining balance for the 5 days of TQSE not incurred).

§302-6.204 - Am I required to file a voucher after occupying temporary quarters if I selected the TQSE lump sum payment?

No, you are not required to file a voucher after occupying temporary quarters if you have selected the lump sum payment. The intent of the lump sum payment is to simplify the process and eliminate the need for filing a voucher. However, your agency may require that you sign a voucher or other document before they pay your lump sum TQSE to you, and your agency may at any time request proof that you actually occupied TQ, even if not for the full length of time on which the lump sum calculation was based. In the absence of sufficient proof of TQSE occupancy, your agency may demand repayment of the TQSE lump sum payment in accordance with §302-6.305.

Subpart D - Agency Responsibilities

Note to subpart  D: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§302-6.300 - How should we administer the TQSE allowance?

Temporary quarters should be used only if, and only for as long as, necessary until the employee and/or his/her immediate family can move into permanent residence quarters. You must administer the TQSE allowance to minimize or avoid other relocation expenses.

§302-6.301 - What governing policies must we establish for the TQSE allowance?

You must establish policies and procedures governing:

      (a) When you will authorize temporary quarters for employees;

      (b) Who will determine if temporary quarters is appropriate in each situation;

      (c) If and when you will authorize the lump sum option for TQSE reimbursement;

      (d) Who will determine the appropriate period of time for which TQSE reimbursement will be authorized, including approval of extensions and interruptions of temporary quarters occupancy; and

      (e) Who will determine whether quarters were indeed temporary, if there is any doubt.

§302-6.302 - Under what circumstances may we authorize the TQSE allowance?

You may authorize a TQSE allowance on an individual-case basis when use of temporary quarters is justified in connection with an employee’s transfer to a new official station. You may not authorize a TQSE allowance for vacation purposes or other reasons unrelated to the transfer.

§302-6.303 - What factors should we consider in determining whether the TQSE allowance is actually necessary?

The factors you should consider include:

      (a) The length of time the employee should reasonably be expected to occupy his/her residence at the old official station prior to reporting for duty at the new official station. An employee and his/her immediate family should continue to occupy the residence at the old official station for as long as practicable to avoid the necessity for temporary quarters.

      (b) The existence of less expensive alternatives. If a less expensive alternative to the TQSE allowance exists that will enable the employee to find permanent quarters at the new official station, you should consider such an alternative. For example, authorize a househunting trip instead of temporary quarters if it would cost less overall.

      (c) The existence of other opportunities to arrange for permanent quarters. Consider whether the employee had other adequate opportunity to arrange for permanent quarters. For example, you should not authorize temporary quarters if the employee had adequate opportunity during an extended temporary duty assignment to arrange for permanent quarters.

§302-6.304 - What factors should we consider in determining whether to offer an employee a lump sum payment option for TQSE?

When determining whether to offer an employee the lump sum payment option for TQSE the following factors should be considered:

      (a) Ease of administration. A lump sum for TQSE is paid to the employee prior to the occupancy of TQ, and the after the fact voucher process is eliminated under this method. Actual TQSE reimbursement requires an agency to review claims for the validity, accuracy, and reasonableness of each expense amount.

      (b) Cost consideration. You should weigh the cost of each alternative. Actual TQSE reimbursement may extend up to 120 days, while the lump sum payment is limited to a maximum of 30 days.

      (c) Treatment of employee. The employee is allowed to choose between actual TQSE reimbursement and the lump sum TQSE payment when you offer the lump sum payment method. You therefore should weigh employee morale and productivity considerations against actual cost considerations in determining which method to offer.

§302-6.305 - Must we require transferees to sign a statement that TQSE will be incurred?

Yes, transferees electing the TQSE lump sum payment option must sign a statement, which should be included as part of the service agreement, asserting that they will occupy TQ and will incur TQSE. If no TQSE are incurred, the transferee must return all monies advanced for the lump sum TQSE payment to the agency.

§302-6.306 - When must we make the lump sum TQSE payment to the transferee?

You must pay the transferee the lump sum TQSE payment prior to the occupancy of TQ. You should make the lump sum TQSE payment as close as is reasonably possible to the time that the transferee will begin occupancy of TQ.

§302-6.307 - What factors should we consider in determining whether quarters are temporary?

In determining whether quarters are “temporary”, you should consider factors such as the duration of the lease, movement of household effects into the quarters, the type of quarters, the employee’s expressions of intent, attempts to secure a permanent dwelling, and the length of time the employee occupies the quarters.

1 That is, when the spouse or domestic partner necessarily occupies temporary quarters in lieu of the employee or in a location separate from the employee.
Last Reviewed: 2020-04-01