Change of Station Forms

The term “househunting trip — actual” refers to a trip made by the employee and/or spouse to their new official station locality to find permanent living quarters to rent or purchase. Authorized transportation costs and per diem allowances will be paid for employee and/or spouse for a maximum of ten days.

Ref
41 CFR Part 302-5
Domestic Per Diem Rates
Rand McNally
SATO Travel
Allegiance Relocation
RELO Direct

Required Forms
All forms require signature to be processed.
OF 1012

Sample Form(s)
OF 1012 (House Hunting Actual)

Supporting Documentation
Paid Lodging Receipts
Receipts for items over $75
Mileage*

* if traveled by POV

The term “househunting trip — lump sum” refers to a trip made by the employee and/or spouse to their new official station locality to find permanent living quarters to rent or purchase. Authorized transportation costs and a lump sum amount will be paid to the employee.

Ref
41 CFR Part 302-5
Domestic Per Diem Rates
Rand McNally
SATO Travel
Allegiance Relocation
RELO Direct

Required Forms
All forms require signature to be processed.
OF 1012

Sample Form(s)
OF 1012 (House Hunting Lump Sum)

Supporting Documentation
Mileage*
Airline Ticket**
Receipts for items over $75

* if traveled by POV
** for employee and spouse that shows amount paid

En route travel is travel from the old duty station to the new duty station. Authorized transportation costs and per diem allowances will be paid for employee and covered dependents.

Ref
41 CFR Part 302-4
Domestic Per Diem Rates
Rand McNally
SATO Travel
Allegiance Relocation
RELO Direct

Required Forms
All forms require signature to be processed.
OF 1012

Sample Form(s)
OF 1012 (Employee EnRoute)
OF 1012 (Employee Dependent)
Note:
If family traveled with employee, state in block 12 of OF 1012
If separate travel authorized, submit a completed OF 1012 for employee and a separate one for dependents

Supporting Documentation
Provide tickets for employee and/or spouse showing amounts paid
Paid Lodging Receipts
Receipts for items over $75

Description
The term “temporary quarters – lodgings-plus” refers to lodging obtained for the purpose of temporary occupancy from a private or commercial source. Authorized per diem allowances will be paid for employee and covered dependents.

Ref:
41 CFR Part 302-6
Domestic Per Diem Rates
NPR 9760.1 Relocation Allowances
Allegiance Relocation
RELO Direct

Required Forms
All forms require signature to be processed.
OF 1012

Sample Form(s):
OF 1012 (Lodgings-Plus Temporary Quarters)
NF 1500 (Lodgings-Plus Temporary Quarters)

Supporting Documentation
Paid Lodging Receipts*
Receipts for items over $75
Paid TDY Voucher with receipts**
Daily Itemization of Expenses Paid (NF 1500C) ***
Submit voucher for 30-day period.
* showing actual dates of lodging
** if on TDY during Temporary Quarters period
*** must be actual costs, no estimates

Description
The term “temporary quarters — lump sum” refers to lodging obtained for the purpose of temporary occupancy from a private or commercial source. An authorized lump sum amount will be paid to the employee if the employee has chosen the Lump Sum TQ method.

Ref:
41 CFR Part 302-6
Domestic Per Diem Rates
NPR 9760.1 Relocation Allowances
Allegiance Relocation
RELO Direct

Required Forms
All forms require signature to be processed.
OF-1012

Sample Form(s):
All forms require signature to be processed.
OF-1012
OF 1012 (Temporary Quarters Lump Sum)

Supporting Documentation
Paid Lodging Receipt(s)* (Proof temporary quarters were occupied) * showing actual date(s) of lodging

Description
The miscellaneous expenses allowance (MEA) is to help defray some of the costs incurred due to relocating. Miscellaneous expenses are costs associated with relocating that are not covered by other relocation benefits. A fixed amount will be paid to the employee.

• Reimbursement $1810 with family
• Reimbursement $905 without family

*GSA publishes the lump sum amounts in an FTR bulletin on an intermittent basis at https://gsa.gov/ftrbulletins

Ref:
41 CFR Part 302-16
Allegiance Relocation
RELO Direct
FTR and related files

Required Forms
All forms require signature to be processed.
OF-1012

Sample Form(s):
All forms require signature to be processed.
OF-1012
OF 1012 (Miscellaneous Expenses)

Supporting Documentation
None

Description
Under the actual expense method (GBL authorized), your agency assumes the responsibility for arranging and paying for all aspects (e.g., packing/unpacking, pickup/delivery, weighing, line-haul, drayage, temporary storage, etc.,) of transporting your household goods (HHG) and professional books, papers and equipment (PBP&E) with a commercial HHG carrier.


Ref:
41 CFR Part 302-7
Allegiance Relocation
RELO Direct

Supporting Documentation
None

Description
Under the commuted rate system the employee assumes total responsibility for arranging and paying for, at least the following services: packing/unpacking, crating/uncrating, pickup/deliver, weighing, line-haul, drayage, and temporary storage of your household goods (HHG) and professional books, papers and equipment (PBP&E) with a commercial HHG carrier or by renting self drive equipment for a do-it-yourself move.

Required Forms
All forms require signature to be processed.
OF-1012

Ref:
41 CFR Part 302-7
Allegiance Relocation
RELO Direct

Supporting Documentation
Receipts for items over $75 (Rental Truck, gas for rental truck, packing materials, equipment for moving, movers (labor), and weight tickets; shipment of professional books, papers, & equipment).

Description
The real estate expense allowance is to help defray expenses incurred in connection with residence transactions when you transfer from an old official station to a new official station. This includes the sale of one residence at your old official duty station, and/or the purchase of a residence at your new official duty station.


Ref:
41 CFR Part 302-11
Allegiance Relocation
RELO Direct

Required Forms:
All forms require signature to be processed.
OF 1012
NF1338

Sample Form(s):
OF 1012 (Real Estate Sale)
NF1338 (Real Estate Sale)

Supporting Documentation
Copy of the Closing Disclosure (must be SIGNED)
Receipts for all Paid Outside of Closing (POC) expenses
Statement from realtor or the title company that courier (fees) was required
Copy of Sales Agreement

Description
The real estate expense allowance is to help defray expenses incurred in connection with residence transactions when you transfer from an old official station to a new official station. This includes the sale of one residence at your old official duty station, and/or the purchase of a residence at your new official duty station.


Ref:
41 CFR Part 302-11
Allegiance Relocation
RELO Direct

Required Forms:
All forms require signature to be processed.
OF 1012
NF1338

Sample Form(s):
OF 1012 (Real Estate Sale)
NF1338 (Real Estate Sale)

Supporting Documentation
Copy of the Closing Disclosure (must be SIGNED)
Receipts for all Paid Outside of Closing (POC) expenses
Statement from realtor or the title company that courier (fees) was required
Copy of Sales Agreement

Description
The real estate expense allowance is to help defray expenses incurred in connection with residence transactions when you transfer from an old official station to a new official station. This includes the sale of one residence at your old official duty station, and/or the purchase of a residence at your new official duty station.


Ref:
41 CFR Part 302-11
Allegiance Relocation
RELO Direct

Required Forms:
All forms require signature to be processed.
OF 1012

Sample Form(s):
OF 1012 (Real Estate Lease Break)

Supporting Documentation
Lease Agreement
Paid receipt for Lease Break Cost

Description
“Property management services” are programs provided by private companies for a fee, which help an employee to manage his/her residence at the old official station as a rental property. These services typically include, but are not limited to, obtaining a tenant, negotiating the lease, inspecting the property regularly, managing repairs and maintenance, enforcing lease terms, collecting the rent, paying the mortgage and other carrying expenses from rental proceeds and/or funds of the employee, and accounting for the transactions and providing periodic reports to the employee.


Ref:
41 CFR Part 302-15
Allegiance Relocation
RELO Direct

Required Forms:
All forms require signature to be processed.
OF 1012

Sample Form(s):
OF 1012 (Real Estate Property Management)

Supporting Documentation
Property Management Agreement (must be SIGNED)
Summary Statement with breakdown of fees charged

Description
Relocation Income Tax Allowance (RITA)
Payment of a RITA is authorized to reimburse eligible transferred employees for substantially all of the additional Federal, State, and local income taxes incurred by the employee, or by the employee and spouse, as a result of certain relocation allowances and reimbursements as provided by the Government. On each relocation reimbursement voucher processed by the NSSC Travel Office, a Withholding Tax Allowance (WTA) was calculated. The WTA was paid to you to offset the 22% federal tax withholding. The WTA is an estimated payment of the RITA. In a few cases, where one’s marginal tax rate is less than 22%, this estimated payment may exceed the RITA and the excess must be repaid by claimant upon notification by the NSSC Travel Office.

Extended TDY Tax Reimbursement Allowance (ETTRA)
ETTRA are allowances designed to reimburse Federal, State and local income taxes incurred incident to an Extended TDY (ETDY) assignment at one location. Taxes were deducted from your ETDY expense reimbursements as well as any home trips and/or official travel to your Permanent Duty Station. Withholding Tax Allowance (WTA) was paid to you to offset the 22% federal tax withholding. WTA is an estimated payment of the ETTRA. In a few cases, where one’s marginal tax rate is less than 22%, this estimated payment may exceed the ETTRA and the excess must be repaid by claimant upon notification by the NSSC Travel Office.

Ref:
41 CFR Part 302-17
41 CFR Part 301-11 Subpart F
Allegiance Relocation
RELO Direct

Required Forms:
All forms require signature to be processed.
OF 1012
NF 1632 – Enter on Duty date before 01/01/15
NF 1842 – Enter on Duty date after 01/01/15

Sample Form(s):
OF 1012 (RITA)

Supporting Documentation
Copies of all W2’s