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This policy is being revised. Go here to review the proposed changes.
Title: |
Change-of-Station Policy |
Publication date: |
6/20/2013 |
Effective date: |
6/24/2013 |
BRIEF
Policy Summary
Berkeley Lab allows new or current eligible employees to be reimbursed for reasonable and actual costs when they move to their temporary work locations.
NOTE: This policy is under review for revision. Employees assigned to a temporary work location (between six months and three years) should read this policy. Employees assigned to a permanent work location (at minimum one year) should read the Relocation Assistance policy.
Who Should Read This Policy
New and current employees in the following appointments: Career, Term, Faculty, Visiting Researcher, Postdoctoral Fellow, or Graduate Student Research Assistant (GSRA).
To Read the Full Policy, Go To:
The POLICY tab on this wiki page
For more information, contact your division's Human Resources Center.
Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.
Title: |
Change-of-Station Policy |
Publication date: |
6/20/2013 |
Effective date: |
6/24/2013 |
POLICY
A. Purpose
Lawrence Berkeley National Laboratory (Berkeley Lab) may reimburse the expenses of eligible new or current employees who move to their temporary work locations. This policy defines the types of expenses that are reimbursable.
NOTE: This policy is under review for revision. Employees assigned to a temporary work location (between six months and three years) should read this policy. Employees assigned to a permanent work location (at minimum one year) should read the Relocation Assistance policy.
B. Persons Affected
- At the discretion of Berkeley Lab management, Berkeley Lab may reimburse eligible employees for reasonable and actual permanent change-of-station (PCS) expenses. PCS is a period of 12 months or longer. Reimbursement for PCS may be made available to the following employee classifications: Career, Term, Faculty, Visiting Researcher, Postdoctoral Fellow, or Graduate Student Research Assistant (GSRA).
- With the approval of the Laboratory Director or designee, Berkeley Lab employees may be assigned to temporary duty at other locations on a temporary change-of-station (TCS) basis for periods of between 6 months and a day, and 12 months. Payment of actual and reasonable costs associated with the TCS may be made. Reimbursement for TCS costs may be made available to the following employee classifications: Career, Term, Faculty, Visiting Researcher, Postdoctoral Fellow, or GSRA employees.
- This policy applies to nonrepresented employees. Represented employees should consult their collective bargaining agreement.
- The following employee classifications are not eligible for relocation reimbursement: Limited employees, Rehired Retiree, and Student Assistant.
C. Exceptions
Requests for change-of-station reimbursements 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 to policy requires, at minimum, approval by the Chief Human Resources Officer (CHRO) and the Chief Operating Officer (COO).
D. Policy Statement
- Reimbursement Limits. The maximum dollar amount Berkeley Lab will reimburse for TCS expenses will be determined by the division director or Operations department head (or designee) and will be within the specified guidelines.
- Reimbursement Preapproval Requirement. New or transferred employees (i.e., change-of-station [COS] employees) must consult with and gain preapproval from the third-party relocation vendor for their expenditure plans prior to committing any expenditures.
- Repayment Agreement. New or transferred employees (i.e., COS 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 data transfer for transferred staff, must refund Berkeley Lab the full amount of the reimbursements.
- Claims for Reimbursement. Claims for reimbursement should be submitted to Berkeley Lab as soon as possible after the transactions have occurred. Benefits are valid for 12 months from the employee's effective start of employment date or COS date.
E. Roles and Responsibilities
Role |
Responsibility |
Chief Human Resources Officer (CHRO) |
Has the functional responsibility for this policy |
Office of the Chief Financial Officer (OCFO) |
Has the functional responsibility for implementing and managing the reimbursement process |
Employees |
Have the responsibility to adhere to the provisions of this policy and its procedures |
HR Department |
Has the responsibility to advise management and employees on how to comply with this policy |
Managers and supervisors |
Have the responsibility to adhere to the provisions of this policy |
Relocation Office |
Has the responsibility to advise management and employees on how to comply with this policy and its procedures |
F. Definitions/Acronyms
Term |
Definition |
Permanent change-of-station (PCS) |
Permanent change-of-station (also known as "Join the Staff") reimbursement may be offered to a new employee who accepts a permanent assignment of 12 months or longer at a Berkeley Lab work site. |
Change-of-station (COS) |
Change-of-station (COS) applies to employees who expect to be assigned at a Berkeley Lab site for more than 12 months. COS employees are offered the same benefits as permanent change-of-station employees. |
Temporary change-of-station (TCS) |
Temporary change-of-station relocation reimbursement may be offered to an employee who accepts a temporary assignment for a period of between six months and a day, and 12 months. |
Third-party relocation vendor |
- Provides general advice to prospective employees of eligible relocation expenses during the offer process
- Assists and counsels relocating employees on relocation program benefits
- Processes requests for relocation payments and reimbursements
- Advises Berkeley Lab on allowable reimbursable relocation costs
|
G. Recordkeeping Requirements
Role |
Responsibility |
HR Department |
Maintains information regarding offers for change-of-station (either permanent or temporary) |
Relocation Office |
Maintains information for the approvals and reimbursements of expenses |
H. Implementing Documents
For more information, contact your division's Human Resources Center.
Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.
J. Revision History
Date |
Revision |
By whom |
Revision Description |
Section(s) affected |
Change Type |
1/2/2012 |
1 |
M. Bello |
Rewrite for wiki |
All |
Minor |
6/24/2013 |
2 |
M. Bello |
Divided Relocation and Change-of-Station policies into two separate policies and renamed them Relocation Assistance and Change-of- Station.
Change-of-Station assigned its own policy number, 02.04.005.00. Added this note: "This policy is under review for revision. New employees should read the Relocation Assistance policy. Current employees should read this policy." |
All |
Minor |
Title: |
Change-of-Station Policy |
Document number |
02.04.005.000 |
Revision number |
2 |
Publication date: |
6/20/2013 |
Effective date: |
6/24/2013 |
Next review date: |
6/24/2016 |
Policy Area: |
Recruitment |
RPM Section (home) |
Human Resources |
RPM Section (cross-reference) |
Section 4.01 |
Functional Division |
Human Resources |
Prior reference information (optional) |
RPM Section 4.01 |
Source Requirements Documents
Other Driving Requirements
Document number |
Document Title |
Type |
11.06.001.000 |
Travel Policy |
Policy |
Implementing Documents
Other References
