Ohio Administrative Code
Title 126 - Office of Budget and Management
Chapter 126-1 - General Provisions
Section 126-1-03 - Reimbursement of interviewing and relocation expenses
Universal Citation: OH Admin Code 126-1-03
Current through all regulations passed and filed through September 16, 2024
(A) Interviewing travel expenses
A state agency may reimburse within the reimbursement rates and terms allowed by this rule the interviewing travel expenses of a person who is interviewing for a position identified in division (A) of section 126.32 of the Revised Code.
(1)
Reimbursable expenses
The following interviewing travel expenses may be reimbursed:
(a)
Transportation expenses for the same expenses and at
the same rates and terms as those authorized for reimbursement to state agents
in accordance with rule
126-1-02
of the Administrative Code.
(b)
Meal and
incidental expenses at the same rates and terms as those authorized for
reimbursement to state agents in accordance with rule
126-1-02
of the Administrative Code.
(c)
Lodging expenses
if the residence of the person interviewing is more than forty-five miles from
the interview site at the same rates and terms as those authorized for
reimbursement to state agents in accordance with rule
126-1-02
of the Administrative Code.
(2)
Obtaining
reimbursement of interviewing expenses
To reimburse interviewing expenses, the agency conducting the interview must:
(a)
Obtain from the
person being interviewed a statement itemizing expenses for travel, meals, and
lodging;
(b)
Obtain from the person being interviewed receipts for
every expense that reimbursement is sought under this rule; and
(c)
Within sixty days
of the interview, submit to the office of budget and management a voucher with
the statement itemizing interviewing expenses, all required receipts, and a
position description, personnel action, or job posting indicating that the
position for which the person is interviewing is a position identified in
division (A) of section
126.32 of the Revised Code. This
time frame may be extended by the head of the interviewing state agency or
his/her designee if mitigating circumstances exist, but in no case may this
time frame exceed one hundred twenty days from the date of the last expense
incurred.
(3)
Interviewing expenses may not be directly billed to the
state agency.
(4)
The approval of the voucher for the interviewing
expenses constitutes the agency's certification of the propriety and
reasonableness of the reimbursement of the interviewing
expenses.
(5)
At no time shall a person claim or be reimbursed more
than his/her actual expenses.
(B) Relocation expenses
(1)
A
state agency may reimburse within the reimbursement rates and terms allowed by
this rule the moving, temporary living, and travel expenses of a person who is
appointed to a position identified in division (B) of section
126.32 of the Revised Code if
the appointment requires a permanent change of residence.
(2)
Reimbursable
expenses
The following moving, temporary living, and travel expenses may be reimbursed:
(a)
The actual and
necessary expenses of moving the appointee and the members of the appointee's
immediate family residing in the appointee's household to the new location,
including:
(i)
The expenses of moving the household goods and personal
effects of the appointee and of the appointee's immediate family residing in
the appointee's household from the former residence to the new residence.
"Household goods and personal effects" include but are not limited to household furnishings, appliances, clothing, household pets, and/or personal automobiles. Any items for use in the operation of a business are not considered to be "household goods and personal effects" and shall not be moved at state expense.
(ii)
The actual cost
of in-transit storage if the expense is necessary and
reasonable.
(iii)
Expenses incurred to move the appointee and the
appointee's immediate family residing in the appointee's household from the
former residence to the new residence. All expenses shall be at the same rate
and terms as transportation expenses authorized for reimbursement to state
agents in accordance with rule
126-1-02
of the Administrative Code.
(iv)
Meal and
incidental expenses incurred during the move for the appointee and the
appointee's immediate family residing in the appointee's household, including
the day that the appointee's furniture is removed from the former residence and
the day that the furniture arrives at the new location at the same rate and
terms as those established for reimbursement to state agents in accordance with
rule
126-1-02
of the Administrative Code.
(v)
Lodging expenses
for the appointee and the appointee's immediate family residing in the
appointee's household if an overnight stay is required during the move,
including the day that the appointee's furniture is removed from the former
residence until the day that the furniture arrives at the new location at the
same rate and terms as those established for reimbursement to state agents in
accordance with rule
126-1-02
of the Administrative Code.
(vi)
If the appointee
is appointed to a position in a foreign office under section
122.05 of the Revised Code, the
actual and necessary expenses of storing the appointee's household goods and
personal effects and those of the appointee's immediate family residing in the
appointee's household for all or part of the time the new job location remains
the appointee's main job location and upon completion of the assignment, the
actual and necessary expenses of moving the appointee and the appointee's
immediate family residing in the appointee's household, back to the United
States.
(b)
Temporary living expenses incurred by the appointee and
the appointee's immediate family residing in the appointee's household until
the appointee moves his/her permanent residence to the new location but not for
a period that exceeds thirty consecutive days. Temporary living expenses that
may be reimbursed are:
(i)
Lodging expenses at the same reimbursement rates and
terms authorized for state agents in accordance with rule
126-1-02
of the Administrative Code.
(ii)
Meals and
incidental expenses at the same reimbursement rates and terms authorized for
state agents in accordance with rule
126-1-02
of the Administrative Code.
(iii)
Reasonable
miscellaneous living expenses at the same reimbursement rates and terms
authorized for state agents in accordance with rule
126-1-02
of the Administrative Code.
(iv)
Except for those
appointees appointed to a position in a foreign office under section
122.05 of the Revised Code,
transportation expenses at the same reimbursement rates authorized for state
agents in accordance with rule
126-1-02
of the Administrative Code for the appointee between the new location and the
former residence limited to the rate of one trip for each seven days that the
appointee receives temporary living expenses. Members of the appointee's family
are not eligible for reimbursement of transportation expenses during this
period.
(v)
With prior written approval of the director budget and
management, a state agency may extend the period of time for temporary living
expenses under this paragraph for a person appointed to a position under
section 122.05 of the Revised Code for a
reasonable amount of time as determined by the director.
(3)
Obtaining reimbursement of moving and temporary living
and related travel expenses
(a)
For an appointee to be reimbursed for moving
expenses:
(i)
The appointee must obtain three written price quotations of
actual and necessary moving and storage expenses;
(ii)
The appointee
must submit the three written price quotations, the invoice for moving and
storage, and all receipts for every expense that reimbursement is sought to the
appointing state agency; and
(iii)
Within sixty
days of the date that the household goods and personal effects of the appointee
and the appointee's immediate family residing in the appointee's household
arrived at the appointee's new residence the appointing agency must submit to
the office of budget and management a voucher with the three written price
quotations, the invoice for moving and storage, all required receipts, and a
position description, personnel action, or job posting indicating that the
appointee was appointed to a position identified in division (B) of section
126.32 of the Revised Code. This
time frame may be extended by the head of the state agency or his/her designee
if mitigating circumstances exist, but in no case may this time frame exceed
one hundred twenty days from the date that the household goods and personal
effects arrived at the appointee's new residence.
(iv)
Moving and
storage of household goods and personal effects shall be reimbursed at actual
cost but not more than the lowest responsive and responsible written price
quotation.
(b)
For an appointee to be reimbursed for meal, lodging,
travel or temporary living expenses, the appointing agency must:
(i)
Obtain from the
appointee a statement itemizing expenses for meals, lodging, and transportation
or temporary living expenses;
(ii)
Obtain from the
appointee receipts for every expense that reimbursement is sought under this
rule; and
(iii)
Within sixty days of the last expense incurred under
this paragraph, submit to the office of budget and management a voucher with
the statement itemizing expenses, all required receipts, and a position
description, personnel action, or job posting indicating that the appointee was
appointed to a position identified in division (B) of section
126.32 of the Revised Code. This
time frame may be extended by the head of the state agency or his/her designee
if mitigating circumstances exist, but in no case may this time frame exceed
one hundred twenty days from the date of the last expense
incurred.
(c)
With prior approval of the office of budget and
management, moving and temporary living expenses may be directly billed to the
appointing agency pursuant to this paragraph. Arrangements for direct billing
must be made by the appointee with the appointing state agency prior to the
appointee incurring any expense. Any reimbursable moving and temporary living
expenses that are not directly billed are eligible for reimbursement as
described in this rule. With the agreement of the appointing state agency, the
following expenses may be billed by the service provider directly to the
appointing state agency:
(i)
Charges for moving and storage of household goods and
personal effects of the appointee and the appointee's immediate family residing
in the appointee's household.
(ii)
Air fare for
travel from the former residence to the new residence for the appointee and the
appointee's immediate family residing in the appointee's
household.
(iii)
Other expenses for which the appointing state agency
obtains prior permission from the state accounting section of the office of
budget and management to directly bill the expense to the state
agency.
(d)
The approval of the voucher for the expenses
constitutes the appointing agency's certification of the propriety and
reasonableness of the reimbursement of the moving, temporary living, and travel
expenses.
(C) Non-reimbursable expenses
A state agency shall not reimburse a person being interviewed or appointed under this rule for those expenses defined as "non-reimbursable travel expense" pursuant to rule 126-1-02 of the Administrative Code.
(D) Within the limitations of section 126.32 of the Revised Code, exceptions may be requested by submitting a written request to the director of budget and management by the head of a state agency or his/her designee prior to the expense being incurred. Other exceptions may be granted upon a written request submitted to the director of budget and management by the head of a state agency or his/her designee prior to the expense being incurred or, at the director's discretion, after the expense has been incurred. No exception shall remain in effect for more than one fiscal year.
(E) Amendment to this rule
An amendment to this rule applies to an interview or relocation that occurs on or after the effective date of the amendment.
Replaces: 126-1-03
Effective: 7/27/2017
Five Year Review
(FYR) Dates: 05/11/2022
Promulgated Under:
111.15
Statutory
Authority: 126.32
Rule
Amplifies: 126.32
Prior
Effective Dates: 7/1/2000, 3/1/06 (Emer),
5/26/2006
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