SECTION 19.15  MAKING ARRANGEMENTS

Last Update:  07/09

In all situations, the employee is responsible for making relocation arrangements, but must first have the approval of the appointing authority before finalizing the arrangements.  Neither the agency nor the State of Iowa shall be responsible for loss or damage to an employee’s personal property.

An employee who is approved for reimbursement of relocation expenses shall obtain original or fax copies of “binding, not to exceed” written bids from at least two (2) licensed carriers that have operating authority to serve the area from which the employee is moving (Moving Company Bid Sheet).  Verification of operating authority may be obtained from the Iowa Department of Transportation at (515) 237-3224.  The bid with the lowest dollar amount will be the bid accepted.  The employee may, however, make an alternate selection, but the amount that will be reimbursed shall not exceed the dollar amount of the lowest bid, and the employee must receive prior approval from the appointing authority before contracting with or utilizing an alternate carrier.

An employee approved for reimbursement of relocation expenses who is moving his or her mobile home shall obtain at least two (2) “binding, not to exceed” written bids on the cost of moving the mobile home and the disassembly and reassembly of any components.  The bid with the lowest dollar amount will be the bid accepted.  The employee may, however, make an alternate selection, but the amount that will be reimbursed shall not exceed the dollar amount of the lowest bid, and the employee must receive prior approval from the appointing authority before contracting with or utilizing an alternate transporter and installer.

After the relocation is complete, the employee will furnish the agency with the proper documentation needed to prepare and process the claim for payment.

In case the employee wishes to pay the carrier, transporter, or installer immediately after the move or is required to do so, the employee may claim reimbursement from the State by using the Relocation Expense Claim form (TP(RELO-EXP)).  All supporting documents that are required by the State (original invoice) must be furnished by the carrier, transporter, or installer to the employee, who must attach them to his or her claim.  The invoice must be marked clearly and signed by the mover “Paid in Full.”

Employees who wish to move themselves shall not be reimbursed an amount that exceeds the lowest bid for the move.  The expense reimbursement voucher must be accompanied by the two carrier bids and any applicable receipts.  Neither the employee nor family members will be reimbursed for time spent assisting with or doing their own move.