Business Services

Decorative graphic

Purchasing Office

Relocation Compensation

Pursuant to Chapter 43.03.120 RCW, the College may opt to pay moving expenses of qualified new permanent employees. Payment of moving expenses is normally limited to executive, professional, administrative personnel in supervisory positions, or other personnel having both executive and professional status. (Refer to definitions in WAC 356-05-165 and WAC 356-05-315)

Allowable Costs

Moving up to 15,000 pounds of household goods via common carrier or costs using rental equipment not to exceed the cost of moving a maximum of 15,000 pounds by common carrier are allowed. Or, the College's president may authorize lump sum relocation compensation as addressed in WAC 251-19-180. The state provides for up to $75,000 worth of insurance coverage. Coverage in excess of $75,000 may be secured at the employee's expense from the employee's insurance company

Moving A Mobile Home

A maximum cost of no more than the cost of moving 15,000 pounds of household goods between the same origin and destination points by common carrier is allowed. Estimates of cost for moving household goods may be obtained from a local moving company. The state cannot provide Transit Insurance for moving mobile homes. Therefore the employee may secure and be reimbursed for the cost of insurance up to a maximum of $75,000 coverage.

Refer to the Department of General Administration (GA) Moving Expense Regulations and Guide ( A33 Relocation Authorization) and the Office of Financial Management (OFM) State Administrative & Accounting Manual (SAAM) Section 60.20.10/20 for more details on allowable and non-allowable moving costs.

If the employee estimates that the truck or trailer rental costs (or mobile home costs) for a move will be less than $8,000, the employee selects the rental unit, pays the rental, and submits all receipts directly to the College for reimbursement. In this situation, it is not necessary for the agency to submit receipts to GA's OSP.

If the employee estimates that the truck or trailer rental costs (or mobile home costs) will be $8,000 or more, the employee must first obtain three competitive bids. The College will reimburse the employee at the rate of the lowest bid. Prior to reimbursement, the College must forward copies of the bids and the receipt to the OSP for approval.

If the employee terminates or causes termination of his/her employment with the College within one year of the date of employment, the College is entitled to reimbursement for the moving costs that have been paid and may withhold such sum as necessary from any amounts due the employee

Non-allowable Cost

Living/perishable goods, vehicles, third party convenience services, stopping in transit (in excess of 34 miles from origin or destination), secondary shipments and articles of high intrinsic or sentimental value are not allowed

Self-Move Allowable Expenses

Per diem for new employee only (family members are not authorized to receive per diem), direct hire of a common carrier (if employee elects to contact a carrier and assign the household relocation directly as opposed to having the Office of State Procurement hire the carrier) are allowed. The employee may be reimbursed when using rental equipment for renting up to two vehicles (U-Haul type), fuel costs for up to two rental vehicles (submit fuel receipts), mileage for up to two personal owned vehicles in lieu of fuel receipt (fuel receipts are preferred), packing material, rental equipment such as furniture dolly, etc., toll bridge/road fees based on receipts, and hired labor fees for packing, loading and unloading household goods within set allotments (employee will not be reimbursed for his/her own labor)

The College's Responsibilities

The College president or authorized designee is responsible for:

  • Authorizing moves and approving expenses allowed by the College under rules described in the OFM SAAM, Chapter 60 - Moving Expenses.
  • Notifying the College's Purchasing Manager in writing of the amount authorized for the move.
  • Directing the new employee to the College's Purchasing Manager who discusses options the new employee has to completing his/her move.
  • Reviewing and signing the Relocation Authorization (form A33) and sending it, or submitting an automated move request on web site, to the State Traffic Manager securing the necessary transportation for a move. (Purchasing Manager's responsibility).

The New Employee's Responsibilities

  • Reading the GA Moving Expense Regulation and Guide ( A33 Relocation Authorization).
  • Completing and signing the A33 Relocation Authorization Form and submitting it to the College's Purchasing Manager.
  • Paying moving expenses not reimbursable within the OFM regulations. (A payroll deduction authorization is part of the A33 form).

The Guide and Authorization Form may be accessed at
http://www.ga.wa.gov/pca/moving.htm.

The State Traffic Manager at OSP is responsible for arranging for the transportation of household goods, when necessary, upon receipt of a properly approved Relocation Authorization ( Form A33), or receipt of an automated notifications request. He/She also approves carrier invoices prior to final approval and payment by the College

WAC 251-19-180 (3) - Relocation compensation, states that prior to the president authorizing lump sum relocation compensation, each college must develop written criteria which includes defining the circumstances in which relocation compensation will be granted; and the method used in determining the amount of compensation.