41 C.F.R. Subpart D—Agency Responsibilities
Title 41 - Public Contracts and Property Management
Note to subpart D: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency. Temporary quarters should be used only if, and only for as long as, necessary until the employee and/or his/her immediate family can move into permanent residence quarters. You must administer the TQSE allowance to minimize or avoid other relocation expenses. You must establish policies and procedures governing: (a) When you will authorize temporary quarters for employees; (b) Who will determine if temporary quarters is appropriate in each situation; (c) If and when you will authorize the fixed amount option for TQSE reimbursement; (d) Who will determine the appropriate period of time for which TQSE reimbursement will be authorized, including approval of extensions and interruptions of temporary quarters occupancy; and (e) Who will determine whether quarters were indeed temporary, if there is any doubt. You may authorize a TQSE allowance on an individual-case basis when use of temporary quarters is justified in connection with an employee's transfer to a new official station. You may not authorize a TQSE allowance for vacation purposes or other reasons unrelated to the transfer. The factors you should consider include: (a) The length of time the employee should reasonably be expected to occupy his/her residence at the old official station prior to reporting for duty at the new official station. An employee and his/her immediate family should continue to occupy the residence at the old official station for as long as practicable to avoid the necessity for temporary quarters. (b) The existence of less expensive alternatives. If a less expensive alternative to the TQSE allowance exists that will enable the employee to find permanent quarters at the new official station, you should consider such an alternative. For example, authorize a househunting trip instead of temporary quarters if it would cost less overall. (c) The existence of other opportunities to arrange for permanent quarters. Consider whether the employee had other adequate opportunity to arrange for permanent quarters. For example, you should not authorize temporary quarters if the employee had adequate opportunity during an extended temporary duty assignment to arrange for permanent quarters. The factors you should consider include: (a) Ease of administration. Actual TQSE reimbursement requires an agency to review claims for the validity, accuracy, and reasonableness of each expense amount. Fixed amount TQSE reimbursement does not require review of expense amounts and is therefore easier to administer. (b) Cost considerations. You must weigh the cost of each alternative. Actual TQSE reimbursement may extend up to 120 consecutive days, while fixed amount TQSE reimbursement is limited to 30 days. Actual TQSE reimbursement may be less expensive, since its ceiling is based on the standard CONUS rate, while fixed amount TQSE reimbursement is based on the locality per diem rate. However, fixed amount TQSE reimbursement may be less expensive because the maximum daily rate under actual TQSE reimbursement is a higher percentage of the applicable per diem rate than fixed amount TQSE reimbursement. (c) Treatment of employee. The employee is allowed to choose between actual TQSE reimbursement and fixed amount TQSE reimbursement when you offer the fixed amount TQSE reimbursement method. You therefore should weigh employee morale and productivity considerations against actual cost considerations in determining which method to offer. In determining whether quarters are “temporary”, you should consider factors such as the duration of the lease, movement of household effects into the quarters, the type of quarters, the employee's expressions of intent, attempts to secure a permanent dwelling, and the length of time the employee occupies the quarters.
Title 41: Public Contracts and Property Management
PART 302–6—ALLOWANCE FOR TEMPORARY QUARTERS SUBSISTENCE EXPENSES
Subpart D—Agency Responsibilities
§ 302-6.300 How should we administer the TQSE allowance?
§ 302-6.301 What governing policies must we establish for the TQSE allowance?
§ 302-6.302 Under what circumstances may we authorize the TQSE allowance?
§ 302-6.303 What factors should we consider in determining whether the TQSE allowance is actually necessary?
§ 302-6.304 What factors should we consider in determining whether to offer an employee the fixed amount TQSE reimbursement option?
§ 302-6.305 What factors should we consider in determining whether quarters are temporary?
