Printing - FECA-PT2 - National Association of Letter Carriers

e. Payment/Reimbursement of Relocation Expenses. Detailed information concerning
processing of bills and receipts for relocation expenses may be found in FECA PM Chapter 5-604,
Financial Reports (Relocation Expenses).
(1) An agency which can advance funds to the claimant may be authorized to do so on a
transaction-by-transaction basis. For example, the amount required for temporary lodging
should be forwarded first, followed by a separate advance for transportation of household
goods (see Exhibit 3 for a sample letter).
(2) If the claimant or the agency requests reimbursement, the SCE should approve the
relocation expenses (see Exhibit 3) and advise the parties of the procedures to obtain
reimbursement.
Once the move is completed, the agency should examine the expenditures and certify that
they are in accordance with GSA travel regulations. If so, the agency will send copies of the
bills and travel vouchers to the district office for payment.
(3) A claimant who has paid for relocation expenses from his or her own funds will be
directed to submit copies of the bills and travel vouchers to the employing agency for
examination to ensure that the amounts claimed are in accordance with GSA travel
regulations. The bills and vouchers should then be forwarded to OWCP for reimbursement to
the claimant.
(4) Where the agency cannot pay the costs of relocation from its own funds, and the
claimant has not already paid for the move, the CE (or RS) should forward to the National
Office a copy of the job offer and the claimant's acceptance of it. (The case file should
remain in the district office.)
National Office staff will contact the employing agency to determine the best method of
transferring funds and send a letter outlining the procedures to be followed to the agency,
with a copy to the district office. The letter will ask the agency to sign a written agreement
to abide by GSA regulations in approving expenditures.
The agency will be authorized to withdraw from the compensation fund the amount of
estimated or actual expenses. The agency will be required to submit copies of bills and
travel vouchers to support its payments and the withdrawals from the compensation fund.
Any difference between the amount of the advance and actual expenses will be recovered
by the agency from the employee and refunded to OWCP.
FECA-PT2 Printed: 06/08/2010 439