ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES

• Citation: 41 CFR Part 302-5
• Sections: 10

§ 302-5.1 Eligibility for a househunting trip expenses allowance.

Employees are eligible for a househunting trip expenses allowance if they are an employee who is authorized to transfer. Only one round trip may be authorized by the agency for the employee and their spouse in connection with a particular transfer. In addition:

(a) Both the old and new official stations must be located within the United States;

(b) The employee is not or will not be assigned to Government or other prearranged housing at the new official station;

(c) The employee's old and new official stations are 75 or more miles apart (as measured by map distance) via a usually traveled surface route; and

(d) The agency determines it is in the Government's interest to authorize a househunting trip.

§ 302-5.2 Requirements to receive a househunting trip expenses allowance and timeframe to begin the trip.

Employees will receive a househunting trip expenses allowance and may begin the househunting trip when:

(a) The agency authorized 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) The employee has signed a service agreement;

(c) The agency has established and informed the employee of the date they are to report to their new official station;

(d) The employee is in a duty status when they perform a househunting trip; and

(e) Any additional conditions established by the agency have been met.

§ 302-5.3 Persons authorized to travel on a househunting trip at Government expense.

Only the employee and their spouse or domestic partner may travel on a househunting trip at Government expense. If traveling separately, the reimbursement will be limited to the cost that would have been incurred if the employee and their spouse or domestic partner had travelled together on one round trip.

§ 302-5.4 Time limit on the duration of a househunting trip.

A househunting trip should be for a reasonable period as authorized by the agency, but not to exceed 10 calendar days.

§ 302-5.5 Timeframe for completion of the househunting trip.

The househunting trip must be completed as follows:

(a) For the employee—the day before reporting to the new Official station.

(b) For the spouse or domestic partner—the earlier of:

(1) The day before the family relocates to the new Official station; or

(2) The day before the maximum time for beginning allowable travel expires.

§ 302-5.6 Methods for reimbursing househunting trip expenses.

Agencies will reimburse househunting trip expenses as follows:

(a) Transportation expenses—the employee and their spouse's actual transportation costs.

(b) Subsistence expenses—one of the following three:

(1) For a CONUS househunting trip, a lodgings-plus per diem allowance at the standard CONUS rate, for the employee and/or their spouse or domestic partner if they travel separately, or if both travel together, a lodgings-plus per diem allowance at the standard CONUS rate for the 10 days or less that the agency authorizes. The employee receives 100% of the rate and the spouse or domestic partner receives 75%;

(2) For an OCONUS househunting trip, a lodgings-plus per diem allowance at the locality rate, for the employee and/or their spouse or domestic partner if they travel separately, or if both travel together, a lodgings-plus per diem allowance at the locality rate for the 10 days or less that the agency authorizes. The employee receives 100% of the rate and the spouse or domestic partner receives 75%; or

(3) Only if offered by the agency and chosen by the employee, a lump sum, as follows:

(i) If the employee performs a househunting trip and the spouse or domestic partner does not, or if the spouse or domestic partner performs a househunting trip and the employee does not, multiply the applicable locality rate by 5.00.

(ii) If the employee and their spouse or domestic partner both perform a househunting trip, together or separately, multiply the applicable locality rate by 6.25.

§ 302-5.7 Agency authorized mode of transportation.

(a) Agencies will authorize travel by any transportation mode(s) that it determines to be advantageous to the Government except as noted in paragraphs (b) and (c) of this section.

(b) For trips of less than 250 miles, agencies may only authorize travel by POV, unless there are reasons for not using a POV that are acceptable to the agency. POV mileage reimbursement will be in accordance with § 302-4.300 of this subchapter.

(c) For trips that are 250 miles or more, agencies may only authorize travel by common carrier, unless the agency performs a written cost comparison that demonstrates cost savings.

§ 302-5.8 Requirement to document househunting trip expenses.

Employees must itemize their transportation expenses and provide receipts for any other claimed expenses except for meals. For lump sum househunting trip subsistence reimbursement, subsistence expenses do not need to be documented. If the lump sum househunting amount is more than adequate to cover the househunting expenses, any balance belongs to the employee. For lodgings-plus per diem househunting trip subsistence expense reimbursement, the employee must itemize their lodging expenses and must provide receipts as stated in this section.

§ 302-5.9 Advance of funds for househunting trip expenses.

Agencies may authorize an advance of funds, in accordance with § 302-2.8 of this chapter, for the househunting trip expenses. The agency may not advance funds in excess of the sum of the anticipated transportation costs and either the maximum amount allowable under part 302-4 of this subchapter for the location and duration of the househunting trip or the lump sum househunting trip subsistence expenses payment, whichever applies.

§ 302-5.100 Governing policies the agency must establish for househunting trips.

Agencies must establish policies and procedures governing:

(a) When the agency 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 the agency 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 lodgings-plus per diem allowance under part 302-4 of this subchapter to reimburse househunting trip subsistence expenses; and

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