POLICY

A. Purpose

Lawrence Berkeley National Laboratory (Berkeley Lab) may provide relocation assistance by reimbursing the relocation expenses of eligible employees for their permanent relocation to a new work location. A permanent relocation is when an employee is assigned to a new work location for a minimum of 12 months. The policy defines the types of domestic and international relocation expenses that are reimbursable.

Employees assigned to a temporary work location (for a period between 12 months and three years) should read the Temporary Change-of-Station.

B. Exceptions

Requests  that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. Any request for an exception policy requires, at a minimum, approval of the Chief Human Resources Officer.

C. Persons Affected

• At the discretion of Berkeley Lab management, Berkeley Lab may provide relocation assistance by reimbursing eligible employees for reasonable relocation expenses. Permanent relocation is a period of 12 months or longer. Permanent relocation reimbursement may be made available to the following employee classifications: Career, Term, Faculty, or Visiting Researcher.
• This policy applies to non-represented employees. Employees who are represented by an exclusive bargaining agent should refer to their collective bargaining agreement (CBA).
• The following employee classifications are not eligible for relocation reimbursement: Limited and Student Assistant.

D. Policy Statement

1. General. At the discretion of Berkeley Lab management, Berkeley Lab may provide relocation assistance to eligible employees. Relocations must be for a period of 12 months or longer. The employee must reside outside reasonable commuting distance of the Berkeley Lab work location to which he or she has been assigned. A reasonable commuting distance is 50 miles or less from the new employee’s current home to their new work location.

2. Relocation Program. Berkeley Lab offers a tiered relocation program with both program counseling and reimbursement auditing services provided by a third-party vendor. The current program allows flexibility for managers to determine costs within each tier; however, the program is not a cafeteria-style program, so selections are limited to the benefits outlined in each tier.

3. Eligibility
   
   1. To be eligible for relocation assistance, the employee must establish residence in the destination location, and the move must be completed within 12 months of the effective date of the relocation. The effective date is defined as the official start date for new hire employees or assignment to the new work location.
   2. When family members are relocating with the employee, the following definition of family will apply: "The employee's spouse/domestic partner and dependent(s) who reside with the employee at the time of acceptance of a job offer or reassignment to a new work location, and who will reside with the employee at the destination location." 
   3. If Berkeley Lab employs both the employee and spouse/domestic partner, only one set of coordinated relocation assistance will apply. 
4. Relocation Reimbursement Limits. The maximum dollar amount Berkeley Lab will reimburse for relocation expenses is enumerated in the program tiers. Divisions have the ability to set certain maximum thresholds below the tier-element limits.
5. Reimbursement Authorization Requirements. Relocation benefits are approved by the division and authorized by an appropriate HR contact. Authorization is given to a third-party relocation vendor to provide program counseling and reimbursement auditing services. Once the third-party relocation vendor has received authorization, employees work directly with the third-party relocation vendor on the specific benefits of the relocation.
6. Reimbursement Preapproval Requirement. Employees must consult with the third-party relocation vendor regarding reimbursable costs prior to committing any relocation expenditures.
7. Repayment Agreement. Relocating employees must sign a repayment agreement, which states that employees who voluntarily terminate employment prior to completing one year of credited service from the start of employment for new hires, or date of transfer for transferred staff, must refund Berkeley Lab the full amount of all relocation benefits previously reimbursed or paid on the employee's behalf by Berkeley Lab.
   
   1. Time spent in an unpaid leave of absence does not count toward the one year of credited service.

8. Claims for Reimbursement. Claims for reimbursement should be submitted to Berkeley Lab via the third-party relocation vendor as soon as possible after the transactions have occurred. Relocation assistance is valid for 12 months from the employee's effective date of the relocation. The effective date is defined as the official start date for new hire employees.

9. Receipts. Original receipts must be in the name of the employee or the employee’s spouse/domestic partner. Receipts in the name of anyone else are not reimbursable.
   1. Berkeley Lab will process payments related to appropriate relocation expenses using the following methods:
      1. Pay service providers directly for the relocation assistance that an employee receives.
      2. Reimburse employees for acceptable expenses that they have previously paid.
      3. Provide a lump sum allowance for certain categories of relocation expenses.
   2. Eligible expense reimbursements must be submitted through the third-party vendor's Web site. Original receipts should be provided to the third-party vendor within a reasonable time of incurring the expense. It is important to remember:
      1. Relocation expenses must be separate and distinct from business expenses. During the period in which relocation expenses are incurred, regular business (travel and entertainment) must not be reported with relocation expenses.
      2. The employee cannot use the Berkeley Lab credit card or other Berkeley Lab funds for relocation expenses.
      3. Credit card statements cannot be used in lieu of receipts.
      4. The employee should keep records and receipts of all their expenses, whether or not they are reimbursable under this policy, as this will assist in the completion of federal and state tax returns at year-end.
10. Separation of Employment. If an employee voluntarily terminates employment, eligibility for relocation benefits will cease immediately and all relocation benefits that are under way will be concluded. Any eligible relocation benefits, which have not been utilized or received by the employee as of the termination date, will be forfeited, including tax gross-up.
11. Tax Implications. Most relocation payments made to an employee or on the employee's behalf that are directly related to relocation are considered taxable income.

E. Roles and Responsibilities

F. Definitions/Acronyms

G. Recordkeeping Requirements

H. Implementing Documents

None

I. Contact Information

For more information, contact your division's HR Field team.
Feedback on HR policies and procedures is welcomed. Send comments to hrpolicies@lbl.gov.

J. Revision History

DOCUMENT INFORMATION

Source Requirements Documents

• DOE Contract No. DE-AC02-05CH11231, Federal Acquisition Regulation (FAR) 31.205-35, Relocation Costs
• DOE Contract No. DE-AC02-05CH11231, Federal Acquisition Regulation (FAR) 31.205-46, Travel Costs
• DOE Contract No. DE-AC02-05CH11231, Mod No. M046, Section J, Appendix A, Advanced Understandings on Human Resources
• DEAR 970.3102-05-46, Travel Costs

Other Driving Requirements

Implementing Documents

None

Other References