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Title: |
Relocation or Change-of-Station |
Publication date: |
1/2/2012 |
Effective date: |
11/2/2010 |
BRIEF
Policy Summary
Berkeley Lab allows new or current eligible employees to be reimbursed for reasonable and actual relocation costs to their new work locations.
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
Contact Information
For more information, contact your division's Human Resources Center or the [Relocation Office (mailto:%20relocation@lbl.gov)].
Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov
.
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Title: |
Relocation or Change-of-Station |
Publication date: |
1/2/2012 |
Effective date: |
11/2/2010 |
POLICY
A. Purpose
Lawrence Berkeley National Laboratory (Berkeley Lab) may reimburse the relocation expenses of eligible new or current employees. The policy defines the types of relocation expenses that are reimbursable.
B. Persons Affected
- At the discretion of Berkeley Lab management, Berkeley Lab may reimburse new or current eligible employees for reasonable and actual permanent change-of-station (PCS) relocation expenses. PCS relocation is a period of 12 months or longer. PCS relocation reimbursement 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. PCS relocation reimbursement 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 relocation reimbursement that exceeds what is allowed under current policy or that is not expressly addressed by current policy are considered exceptions to policy. Any request for an exception policy requires, at minimum, the Chief Human Resources Officer (CHRO) and the Chief Operating Officer (COO) approval.
D. Policy Statement
- Relocation Reimbursement Limits: The maximum dollar amount Berkeley Lab will reimburse for relocation 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 relocation office for their relocation expenditure plans prior to committing any relocation 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 relocation reimbursements.
- Claims for Reimbursement: Claims for reimbursement should be submitted to Berkeley Lab as soon as possible after the transactions have occurred. Relocation 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 relocation 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 relocation (also known as "Join the Staff" relocation) 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 relocation 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 6 months and a day, and 12 months. |
G. Recordkeeping Requirements
Role |
Responsibility |
HR Department |
Is responsible for maintaining information regarding offers for relocation (either PCS or TCS) |
Relocation Office |
Is responsible for maintaining information for the approvals of and reimbursements of relocation expenses |
H. Implementing Documents
Audience |
Document Number |
Document title |
All Laboratory Staff |
02.04.004.001--01 |
Reimbursable Relocation Costs |
All Laboratory Staff |
02.04.004.002--01 |
Relocation Expenses Planning Worksheet |
All Laboratory Staff |
02.04.004.003--01 |
LBNL Travel and Change-of-Station (COS) Reimbursable Expenses |
For HR Staff |
02.04.004.004--01 |
Introduction to Relocation Policy and Process |
For HR Staff |
02.04.004.005--01 |
Relocation Agreement |
For HR Staff |
02.04.004.006--01 |
Relocation Authorization Form (Bristol) |
For HR Staff |
02.04.004.007--01 |
Relocation Guidelines |
I. Contact Information
For more information, contact your division's Human Resources Center or the [Relocation Office (mailto:%20relocation@lbl.gov)].
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 |
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DOCUMENT INFORMATION
Title: |
Relocation or Change-of-Station |
Document number |
02.04.004.000 |
Revision number |
1 |
Publication date: |
1/2/2012 |
Effective date: |
11/2/2010 |
Next review date: |
11/2/2013 |
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
Source |
Document number & effective date |
Document title |
Department of Energy (DOE) |
Federal Acquisition Regulation (FAR) 31.205--35 |
|
DOE |
Federal Acquisition Regulation (FAR) 31.205--46 |
|
DOE |
DE_AC02-05CH11231, Mod No. M046, Sec. J, App. A |
Guidance Documents
Source |
Document number & effective date |
Document title |
Federal Regulations |
Federal Travel Regulations (FTR) 302 |
|
Federal Regulations |
Federal Travel Regulations (FTR) 302 |
Implementing Documents
Audience |
Document Number |
Document title |
Type |
All Laboratory Staff |
02.04.004.001--01 |
Reimbursable Relocation Costs |
Process |
All Laboratory Staff |
02.04.004.002--01 |
Relocation Expenses Planning Worksheet |
Form |
All Laboratory Staff |
02.04.004.003--01 |
LBNL Travel and Change-of-Station (COS) Reimbursable Expenses |
Process |
For HR Staff |
02.04.004.004--01 |
Introduction to Relocation Policy and Process |
Training |
For HR Staff |
02.04.004.005--01 |
Relocation Agreement |
Form |
For HR Staff |
02.04.004.006--01 |
Relocation Authorization Form (Bristol) |
Form |
For HR Staff |
02.04.004.007--01 |
Relocation Guidelines |
Process |
Overview
Community Forums
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