New York Codes, Rules and Regulations
Title 9 - EXECUTIVE DEPARTMENT
Subtitle C - Division of the Budget
Part 138 - Reimbursement Of Moving And Travel Expenses
Section 138.5 - Moving and travel expenses eligible for reimbursement
Universal Citation: 9 NY Comp Codes Rules and Regs ยง 138.5
Current through Register Vol. 46, No. 12, March 20, 2024
(a) Employees eligible for reimbursement shall be reimbursed for actual and necessary moving and travel expenses in an aggregate amount not in excess of $600 for a move commenced prior to June 1, 1969, and in an aggregate amount not in excess of $800 for a move commenced on or after June 1, 1969, and in the case of an officer or a member of the New York State police, in an aggregate amount not in excess of $850 for a move commenced on or after April 1, 1972, in accordance with the provisions of this section, provided that claim for such payment is made within one year of the transfer, reassignment or promotion. Subject to the aforesaid dollar limits, an eligible employee shall be reimbursed for:
(1)
(i) The basic cost of moving household goods
and personal effects from the employee's residence at the time of the transfer,
reassignment or promotion to the residence located near the new place of
employment, provided that the mover used is a carrier authorized by the New
York State Public Service Commission or the Interstate Commerce Commission to
perform the service. The basic cost of moving shall mean the cost of loading,
transporting and unloading household goods and personal effects, including
necessary expenditures for handling such household goods as pianos,
refrigerators and deep freezers. Household goods shall not be deemed to
include: automobiles; other motor vehicles; trailers other than house trailers
used as employees' residences; farm tractors, implements and equipment;
livestock; boats; animals raised for profit by the employee; belongings which
are not the property of the employee's immediate family; belongings related to
commercial enterprises engaged in by the employee or his family; and building
materials.
(ii) Reimbursement for
approved expenditures shall be not more than that applicable under the tariff
schedule filed with the regulatory agency by the carrier chosen by the
employee, or under the joint movers tariff filed with the Public Service
Commission, whichever is less, released in all cases to the lowest valuation.
If insurance above the lowest released valuation is carried, the cost of such
insurance shall be borne by the employee, provided, however, that in the case
of an officer of the New York State police, reimbursement for up to $25 worth
of additional insurance above the lowest released valuation will be provided,
within the overall dollar ceiling, effective April 1, 1971, and in the case of
a member of the New York State police, reimbursement for up to $25 worth of
additional insurance above the lowest released valuation will be provided,
within the overall dollar ceiling, effective July 1, 1971.
(iii) For a move commenced prior to June 1,
1969, no reimbursement shall be provided for household goods and personal
effects in excess of 8,000 pounds; for a move commenced on or after June 1,
1969, no reimbursement shall be provided for household goods and personal
effects in excess of 10,000 pounds; in the case of an officer of the New York
State police, for a move commenced on or after April 1, 1971, no reimbursement
shall be provided for household goods and personal effects in excess of 12,000
pounds.
(iv) If an employee does
not use a commercial household goods carrier, he shall be reimbursed for the
basic cost of moving household goods and personal effects by rental of trailers
or trucks from commercial establishments provided the claim is accompanied by
three competitive bids. Reimbursement shall be made at the rates proposed in
the lowest bid.
(2) The
cost of packing and/or unpacking of household goods and personal effects if
such services provided by the carrier are used, provided, however, that in the
case of an officer of the New York State police, effective April 1, 1971,
reimbursement for packing and/or unpacking shall not exceed $100.
(3) The cost of storage of goods in-transit
for actual storage up to 30 days, and for required warehouse handling, provided
such services are required. For a move commenced prior to June 1, 1969,
reimbursement shall not be provided for storage or handling of goods in excess
of 8,000 pounds; for a move commenced on or after June 1, 1969, reimbursement
shall not be provided for storage or handling of goods in excess of 10,000
pounds; in the case of an officer of the New York State police, for a move
commenced on or after April 1, 1971, no reimbursement shall be provided for
household goods and personal effects in excess of 12,000 pounds.
(4) Notwithstanding the provisions of
paragraph (2) of this subdivision to the contrary, in the case of an officer of
the New York State police, for a move commenced on or after April 1, 1973,
reimbursement for packing and/or unpacking, at the officer's election, may
exceed $100 but in such event the provisions of subparagraph (iii) of paragraph
(1) and paragraph (3) of this subdivision which permit the reimbursement of
such officer for the basic cost of moving household goods and personal effects
in excess of 10,000 pounds and the cost of storage of goods in excess of 10,000
pounds shall not be applicable.
(5)
The cost of transportation of the employee and his family to the new location,
at the rate paid by the State for the use of personally owned automobiles on
official business, the mileage to be measured by the shortest highway route
between the two places of residence. Payment shall be made at such rate for one
automobile regardless of the number owned, or actual method of transportation
used.
(6) The cost of meals and
expenses other than transportation in a flat amount of five dollars for the
employee only.
(b) Expenses other than those enumerated above incurred by the employee as the result of relocation occasioned by transfer, reassignment or promotion shall not be subject to the reimbursement.
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