3 FAM 3190
PRE-EMPLOYMENT INTERVIEW EXPENSES AND RELOCATION EXPENSES
FOR NEW APPOINTEES AND TRANSFEREES
(CT:PER-915; 08-17-2018)
(Office of Origin: HR/CSHRM)
3 FAM 3191 PURPOSE
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
The purpose of this subchapter is to outline the criteria
and procedures for determining and authorizing Civil Service travel and
relocation expenses for pre-employment interviews, new appointees, Federal
employees transferring to the Department, and employees relocating between
domestic Department locations.
3 FAM 3192 POLICY
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only
It is the policy of the Department to pay expenses for
pre-employment interviews and relocation costs of new appointees and
transferees when it is determined to be in the U. S. governments interest and
not for the sole benefit of an individual.
3 FAM 3193 AUTHORITY, ELIGIBILITY,
APPROVAL AND CRITERIA
3 FAM 3193.1 Authority
(CT:PER-694; 05-29-2013)
(State Only)
(Applies to the Civil Service Only)
The following authorities are applicable when paying
travel and relocation costs for pre-employment interviews; new appointees and
transferees:
(1) 5 U.S.C. Section 5514;
(2) 5 U.S.C. Section 5706(b);
(3) 5 U.S.C. Section 5723;
(4) 5 U.S.C. 5724;
(5) 41 Code of Federal Regulations (CFR), Chapter 301,
Part 301-75 (Pre-Employment Interview Travel);
(6) 41 CFR, Chapter 302, Subpart A (Relocation
AllowancesNew Appointees);
(7) 5 CFR 572 (Travel and Transportation ExpensesNew
Appointees and Interviews);
(8) 5 CFR 550, Subpart K (Collection by Offset From
Indebted Government Employees);
(9) 22 CFR Part 34 (Collection of Debts); and
(10) GSA Federal Travel (FTR) Overview.
3 FAM 3193.2 Eligibility
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
This subchapter sets forth the laws, regulations,
policies, and procedures applicable for the payment of travel and/or relocation
costs for the following:
(1) Candidates invited for pre-employment interviews
for Civil Service positions;
(2) New Civil Service appointees as defined in 41 CFR,
Chapter 302, Part 302-3.1;
(3) Civil Service employees transferring from other
U.S. Government agencies or transferring between Department domestic
locations. This may also include employees separated as a result of reduction
in force or transfer of functions who are re-employed within one year after
such separation; and
(4) This section does not apply to Civil Service
employees who are entering the Foreign Service.
3 FAM 3193.3 Approval
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
a. The Bureau Assistant Secretary, equivalent (e.g.,
Inspector General, Legal Adviser), or designee serves as the approving official
for travel and/or relocation costs covered by this subchapter.
b. Additionally, as the approving official he or she
ensures that:
(1) The payment of expenses for pre-employment
interviewees, travel and/or relocation expenses for new appointees, and
transferees is in the governments interest and not primarily for the
convenience or benefit of the individual; and
(2) Procedures are established within the Bureau for
approving and authorizing expenses for pre-employment interview travel and/or
relocation expenses for new appointees and transferees based on the criteria
and procedures contained in this subchapter.
c. In rare circumstances there may be a need to
authorize payment of allowable travel and/or relocation costs for transferees
without regard to the criteria and procedures set forth in this subchapter.
Since travel and relocation costs for transferees are centrally funded, an
exception can only be authorized by the Director General of the Foreign Service
and Director of Human Resources (M/DGHR) or designee.
d. In such instances, the bureau Assistant Secretary or
equivalent, (e.g., Inspector General, Legal Adviser) must submit to M/DGHR
through the Bureau of Human Resources Executive Director a memorandum documenting
the basis for the exception. HR/EX will then recommend to M/DGHR whether an
exception should be approved.
3 FAM 3193.4 CRITERIA
(CT:PER-879; 09-08-2017)
(State Only)
(Applies to the Civil Service Only)
a. There are two decision stages in the hiring process
during which the selecting official must determine the need to pay the travel
and per diem for pre-employment interview expenses; and/or relocation costs for
new appointees or transferees:
(1) Prior to taking steps to recruit; and
(2) After the announcement closes and/or the pool of
highly qualified candidates is identified.
b. The first decision must be made before announcing
the job or before considering candidates outside of the vacancy announcement
process (e.g., non-competitive eligible). Refer to 3 FAM 3194,
3195 and 3196 for additional information. The Assistant Secretary or
equivalent or designee must consider the following factors in making the
tentative determination on whether it is in the U.S. government interests to
pay travel and relocation expenses:
(1) The availability of funds;
(2) The availability of qualified candidates in the
local labor market;
(3) The necessity of conducting personal interviews to
fill the position;
(4) Whether the Department is experiencing difficulty
in recruiting qualified individuals in this particular occupation;
(5) Whether this is an occupation that has been
determined to be hard-to-fill or in a designated employment category (e.g., as
defined in 3
FAM 3181.3 (3) or the student loan repayment program); and
(6) Expected duration of employment, (e.g., temporary
change in duty station for a long-term assignment).
c. The second decision must be made once the actual
pool of candidates is identified (e.g., after the vacancy announcement or
public notice closes). Refer to 3 FAM 3194.3,
3 FAM 3195.3 and 3 FAM 3196.2 for additional information. The Assistant
Secretary, equivalent, or designee must consider such factors as the following:
(1) The costs of travel and per diem;
(2) The number, quality, and qualifications of locally
available candidates who applied or are being considered for the position;
(3) The extent to which the non-local candidate(s)
possesses special or unique qualifications for the position; and
(4) Expected duration of employment, (e.g., temporary
change in duty station for a long-term assignment).
3 FAM 3194 Pre-Employment Interview
Expenses DETERMINATION AND AUTHORIZATION
3 FAM 3194.1 Making the
Determination to Pay Expenses
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to the Civil Service Only)
a. Before advertising a particular vacancy and/or
considering candidates for employment outside of the vacancy announcement
process (e.g., non competitive eligible), the hiring official of the position,
in consultation with the Bureau Executive Director, must tentatively determine
whether it will be necessary for the Bureau to pay travel related expenses
for pre-employment interviews.
b. This determination must be based on the criteria at 3 FAM 3193.4(b),
documented in writing, and submitted to the Assistant Secretary or equivalent
(e.g., Inspector General, Legal Adviser) or designee for approval.
c. Upon such determination, the job announcement or
public notice must specifically state that pre-employment interview expenses
may be paid for the particular position.
d. When a bureau determines there are no circumstances
for which the Department will pay pre-employment interview expenses, then the
non-availability of funds for these purposes should be expressly stated in the
vacancy announcement.
e. A copy of the determination must be transmitted
along with the request to recruit or fill the job and is maintained with the
employment case file (e.g., vacancy announcement) in the Office of Civil
Service Human Resource Management (HR/CSHRM) or by the Bureau or Office with
delegated hiring authority.
3 FAM 3194.2 Allowable Expenses
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
a. Allowable expenses for pre-employment interviews
include travel and per diem only.
b. Expenses for travel and per diem are not centrally
funded; however Bureaus may elect to pay these expenses based on the criteria
at 3 FAM
3193.4 (b) and in accordance with procedures set forth in this subchapter.
3 FAM 3194.3 Authorizing Expenses
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
a. In addition to the criteria previously considered at
3 FAM 3193.4
(b), before interviews begin the hiring official, in consultation with the
Bureau Executive Office, must determine the need to pay travel and per diem for
pre-employment interviews. This determination must reflect consideration of
the criteria at 3
FAM 3193.4 (c) and be approved by the Bureau Assistant Secretary or the
designated authorizing official.
b. The signature of the Assistant Secretary or
designated authorizing official on the Form DS-1872, Request for Travel
Authorization, certifies that the factors at 3 FAM 3193.4
(b) and (c) have been considered and it is in the U.S. Governments interest to
pay the travel and per diem for pre-employment interviews.
3 FAM 3195 RELOCATION EXPENSES FOR NEW
CIVIL SERVICE APPOINTEES
3 FAM 3195.1 Making the
Determination to Pay Relocation Costs
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to the Civil Service Only)
a. Before advertising a particular vacancy and/or
considering candidates for employment outside of the vacancy announcement
process (e.g., non competitive eligible), the hiring official, in consultation
with the Bureau Executive Director, must tentatively determine whether the
Bureau will pay the travel and relocation costs of a candidate who is outside
of the local commuting area and is not a Federal employee, i.e. a potential
new civil service appointee.
b. The above determination must be based on the criteria
at 3 FAM
3193.4 (b), documented in writing, and submitted to the Bureau Assistant
Secretary or equivalent (e.g., Inspector General, Legal Adviser) or designee
for approval.
c. Upon such determination, the job announcement or
public notice must specifically state that travel and relocation expenses may
be paid for the particular position.
d. When a bureau determines that there are no
circumstances for which the Department will pay travel and relocation expenses
to new appointees, then the non-availability of funds for these purposes should
be expressly stated in the vacancy announcement.
e. A copy of the determination must be transmitted to
the servicing human resource office along with the request to recruit or fill
the job. This information is maintained with the employment vacancy file in
the Office of Civil Service Human Resource Management (HR/CSHRM) or by the
Bureau or Office with delegated hiring authority.
3 FAM 3195.2 Allowable Relocation
Expenses
3 FAM 3195.2-1 Allowable
Expenses
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
a. The allowable expenses specified at 3 FAM 3195.2-1
(b) for new appointees (generally individuals who are not Federal employees)
are not centrally funded; however, Bureaus may elect to fund specific travel
and relocation expenses.
b. When a bureau makes the determination to pay
relocation costs, it must pay all of the allowable expenses that follow when
relocating eligible new appointees to their first official duty station such
as:
(1) Travel (between the individuals current place of
residence and the new official duty station) and per diem;
(2) Travel for the immediate family;
(3) Mileage if a privately owned vehicle (POV) is
used;
(4) Transportation and temporary storage of household
goods;
(5) Long term storage of household goods if appointed
to an isolated location; and
(6) Transportation of a mobile home in lieu of
household effects.
3 FAM 3195.2-2 Expenses Not
Allowable
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
Expenses not allowable for new appointees include the
following:
(1) Per Diem for family members;
(2) The cost of a house-hunting trip;
(3) Subsistence while occupying temporary quarters;
(4) A miscellaneous expense allowance;
(5) Residence sale and purchase expenses; lease
breaking expenses; and
(6) Relocation services.
3 FAM 3195.3 Travel and Relocation
Expenses Authorization
(CT:PER-915; 08-17-2018)
(State Only)
(Applies to the Civil Service Only)
In addition to the criteria previously considered at 3 FAM 3193.4, paragraph b, after the announcement or notice
closes and/or the pool of highly qualified candidates is identified, the hiring
official, in consultation with the Bureau Executive Office, must determine
whether it is necessary for the Bureau to pay the travel and relocation costs
of a non-Federal candidate, i.e., new appointee based on the criteria at 3 FAM 3193.4, paragraph c.
3 FAM 3196 TRAVEL AND RELOCATION
EXPENSES FOR CIVIL SERVICE TRANSFEREES DETERMINATION AND AUTHORIZATION
3 FAM 3196.1 Determination
(CT:PER-643; 06-23-2011)
(State Only)
(Applies to the Civil Service Only)
a. Before advertising a particular vacancy and/or
considering candidates for employment outside of the vacancy announcement
process (e.g., noncompetitive eligible), the hiring official, in consultation
with the Bureau Executive Director, must tentatively determine whether the
Department will pay the travel and relocation costs of a candidate who is
outside of the local commuting area and is a Federal employee, i.e. a
transferee).
b. The above determination must be based on the criteria
at 3 FAM
3193.4 (b), documented in writing, and submitted to the Bureau Assistant
Secretary or equivalent (e.g., Inspector General, Legal Adviser) or designee
for approval.
c. Upon such determination, the job announcement or
public notice must specifically state that travel and relocation expenses may
be paid for the particular position.
d. When a bureau determines that there are no
circumstances for which the Department will pay travel and relocation expenses
to transferees
e. A copy of the determination must be transmitted along
with the request to recruit or fill the job and is maintained with the
employment vacancy file in the Office of Civil Service Human Resource Management
(HR/CSHRM) or by the Bureau or Office with delegated hiring authority.
3 FAM 3196.2 Authorization
(CT:PER-915; 08-17-2018)
(State Only)
(Applies to the Civil Service Only)
a. In addition to the criteria previously considered at
3 FAM 3193.4
(b), after the announcement or notice closes and/or the pool of highly
qualified candidates is identified, the hiring official, in consultation with
the Bureau Executive Office, must determine, based on the criteria at 3 FAM 3193.4
(c), whether it is necessary for the Department to pay the travel and
relocation costs of an eligible transferee, i.e. Federal employee.
b. Once the
determination is made that a transferee is eligible for payment of relocation
expenses (because the transfer is in the interest of the government and not
primarily for the convenience or benefit of an employee), payment must be
authorized for all the mandatory expenses set forth in 3 FAM 3196.3-1.
In addition, it is Department policy to authorize the discretionary expenses
set forth in 3
FAM 3196.3-2.
3 FAM 3196.3 Allowable Expenses
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
a. Allowable expenses specified in 3 FAM 3196.3-1
and 3 FAM
3196.3-2 are centrally funded.
b. Relocation expenses for federal government employees
transferring to the Department or between Department domestic locations will be
paid only if there is no break in service (one full workday) and the Department
determines that the transfer is in the U.S. Governments interest.
3 FAM 3196.3-1 Mandatory Travel
and Per Diem Expenses
(CT:PER-694; 05-29-2013)
(State Only)
(Applies to the Civil Service Only)
The Department is required to pay the following expenses,
as set forth in 41 CFR Parts 300 and CFR 302, for Civil Service employees whose
transfer is in the governments interest:
(1) Transportation and per diem for employee and
eligible family members (use of POV is considered advantageous to the U.S.
Government; see 14
FAM 566.3);
(2) Miscellaneous moving expense;
(3) Residence transaction expenses;
(4) Transportation and temporary storage of household
goods;
(5) Extended storage of household goods;
(6) Transportation of a mobile home or boat used as a
primary residence in lieu of transportation of household goods; and
(7) Relocation income tax allowance.
3 FAM 3196.3-2 Authorization of
Additional Relocation Expenses
(CT:PER-879; 09-08-2017)
(State Only)
(Applies to the Civil Service Only)
It is Department policy to provide, in addition to those
expenses set forth in 3 FAM 3196.3-1,
the following allowances, for Civil Service employees whose transfer is in the
governments interest;
(1) House hunting per diem and transportation
(employee and spouse only);
(2) Temporary quarters subsistence expenses (TQSE);
and
(3) Shipment of one POV when employee can demonstrate
that it is advantageous and cost effective to the federal government.
3 FAM 3197 CONTINUED SERVICE AGREEMENT
AND REPAYMENT OF TRAVEL AND RELOCATION EXPENSES
3 FAM 3197.1 Continued Service
Agreement
(CT:PER-879; 09-08-2017)
(State Only)
(Applies to the Civil Service Only)
Payment for any of the allowable expenses may not be
authorized unless the new appointee or transferee has signed a service
agreement guaranteeing 12-months of U.S. Government service from the date of
appointment. See Form DS-5052, Continued Service Agreement Relocation Expenses
for New Civil Service Appointees and Transferees.
3 FAM 3197.2 Repayment of Travel
and Relocation Expenses
(CT:PER-879; 09-08-2017)
(State Only)
(Applies to the Civil Service Only)
Except as provided in paragraph (b) below, a new appointee
who fails to complete the 12-month term of employment in a position covered by
the Continued Service Agreement will be indebted to the federal government and
required to repay the relocation expenses on a pro rata basis. The amount to
be repaid will be determined by providing credit for each full month of
employment completed by the new appointee under the service agreement.
(1) If an employee fails to complete the 12-month term
of employment, the Bureau executive director notifies the employee in writing
that relocation expenses must be repaid. The Bureau forwards a copy of the
written notification to the Bureau of the Comptroller and Global Financial
Services (CGFS), Office of American Pay and Pension Operations. Upon receipt
of a copy of the written notification, CGFS will work with the bureau to take
the necessary steps to recover the repayment of relocation expenses granted to
the employee.
(2) The requirement to repay relocation expenses upon
failure to complete a 12-month term of employment does not apply if the
employee is:
(a) Involuntarily separated, (e.g.,
reduction-in-force); or
(b) Relocated to a position in a different commuting
area after receiving a written determination by the appropriate management
official, stating that it is necessary to relocate the new appointee; or
(c) Granted a waiver under 5 U.S.C. 5514 and 5 CFR
Part 550, Subpart K by Bureau of the Comptroller and Global Financial Services
(CGFS) that recovery of this debt (in whole or in part) would be against equity
and good conscience or against the public interest. Refer to 4 FAM 490 for the Departments debt collection
procedures.
3 FAM 3198 TRAVEL ORDERS FOR
PRE-EMPLOYMENT INTERVIEWEES, NEW APPOINTEES AND TRANSFERREES
3 FAM 3198.1 General Information
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
a. Travel orders must be issued before commencing
travel. The per diem will be provided in accordance with rates established by
the Federal Travel Regulations (FTR), Chapter 301, Appendix A.
b. The Department will determine a new appointees
residency based on the actual dwelling place of the appointee at the time of
his or her appointment or selection, i.e., where the individual physically
resides at the time of selection for appointment or transfer, regardless of
intent. The actual dwelling place of dependent students is presumed to be the
same as their parent(s).
3 FAM 3198.2 Pre-employment
Interviews
(CT:PER-529; 04-14-2005)
(State Only)
(Applies to the Civil Service Only)
Once the authorizing official approves the Form DS-1872,
Request for Travel Authorization, each bureau is responsible for issuing the
travel orders for interviewees. In the event that pre-employment interview
travel is authorized, the bureau must inform the interviewee of the regulations
and procedures related to interviewee travel set forth in 41 CFR Part 301-75.
3 FAM
3198.3 Advance of Funds
(CT:PER-915; 08-17-2018)
(State Only)
(Applies to the Civil Service Only)
An advancement of funds for allowable travel and
transportation expenses (see 3 FAM 3195.2-1,
3 FAM 3196.3-1,
and 3 FAM 3196.3-2)
may be paid to a new appointee or transferee. There is no advancement of funds
for interviewees.
3 FAM 3199 UNASSIGNED