OHIO DEPARTMENT OF TRANSPORTATION OFFICE OF REAL ESTATE DATE: March 10, 2017 TO: FROM: RE: Users of the Real Estate Manual James J. Viau, Manager, Relocation Section Changes and Updates to the Real Estate Manual The only current and accurate source of ODOT s Real Estate Manual is on the Office of Real Estate s website. This site is located at: www.dot.state.oh.us/divisions/engineering/realestate/. Desired information can be accessed by scrolling down the left hand column and selecting Manuals. Specific information can be selected by clicking on the desired manual section. The Real Estate Manual is ever evolving, as procedures are subject to revision and change. Individuals or firms providing relocation services on federal or state funded projects must perform these services in compliance with the most current policies and procedures. Individuals utilizing a hard copy version of the manual, without accessing the website for updates, risk providing non-compliant services to our displacees. Therefore, all users must only use those manual sections contained on our website. ODOT will provide notice of manual changes on the Design Reference Resource Center (DRRC) web page. Users of the manual can access this page and subscribe to be made aware of manual changes via e-mail notification. Then, when changes to the manual occur, ODOT will provide direct notice to the subscriber. This page can be accessed at http://www.dot.state.oh.us/drrc. Scroll down to Real Estate Policies and Procedures Manual and select the desired section for updates, or enter your e-mail address to subscribe for changes. It is the user s responsibility to maintain their most current e-mail address on the DRRC notification system. The DRRC web site is updated four times annually. The Office of Real Estate may also provide additional guidance to its procedures by Inter-Office Communications (IOC s). These communications will be made a part of the Real Estate Manual and will be found in the Addenda of each section of the manual.
Table of Contents 6400 Moving Payments - Residential... 64-1 6401 GENERAL... 64-1 6401.01 Actual, Reasonable and Necessary... 64-1 6401.02 Classification of Relocation Moves... 64-1 6401.03 Eligible Residential Moving Expenses... 64-2 6401.04 Ineligible Moving and Related Expenses - Residential Moves... 64-3 6401.05 Types of Moves - Residential... 64-4 6402 Residential Self Move - Fixed Payment Move Schedule... 64-4 6402.01 Dislocation Allowance - Fixed Payment Self Move... 64-5 6402.02 Pay Rooms - Fixed Payment Self Move... 64-5 6402.03 Responsibilities of the Relocation Agent - Fixed Payment Self Move... 64-5 6402.04 Residential Move Record (RE-613) - Fixed Payment Self Move... 64-6 6402.05 Move Authorization Letter - Fixed Payment Self Move... 64-6 6402.06 Billing Package - Fixed Payment Self Move... 64-7 6402.07 Post-move Inspection - Fixed Payment Self Move... 64-7 6402.08 Delivery of the Warrant - Fixed Payment Self Move... 64-8 6403 Residential Contract Move... 64-8 6403.01 Responsibilities of the Relocation Agent - Residential Contract Move... 64-8 6403.02 Move Bids - Residential Contract Move... 64-9 6403.03 Move Authorization Letter - Residential Contract Move... 64-10 6403.04 Monitoring the Move - Residential Contract Move... 64-10 6403.05 Billing Package - Residential Contract Move... 64-11 6403.06 Post-move Inspection - Residential Contract Move... 64-11 REV-MAR 17 64-i
6403.07 Move Reimbursement - Residential Contract Move... 64-12 6403.08 Delivery of the Warrant - Residential Contract Move... 64-12 6404 Residential Actual Cost Self Move... 64-12 6404.01 Responsibilities of the Relocation Agent - Residential Actual Cost Self Moves... 64-13 6404.02 Statement of Estimated Move Costs - Residential Actual Cost Self Move... 64-14 6404.03 Reviewing the Statement of Estimated Move Costs... 64-14 6404.04 Move Authorization Letter - Residential Actual Cost Self Move... 64-14 6404.05 Monitoring the Move Residential Actual Cost Self Move... 64-15 6404.06 Actual Move Cost Statement Residential Actual Cost Self Move... 64-15 6404.07 Billing Package - Residential Actual Cost Self Move... 64-15 6404.08 Post-move Inspection - Residential Actual Cost Self Move... 64-16 6404.09 Delivery of the Warrant - Residential Actual Cost Self Move... 64-16 6405 Combination of Move Options... 64-16 64-ii REV-MAR 17
6400 Moving Payments - Residential 6401 GENERAL This section discusses moving payments for persons and families displaced from residential dwellings. Moves for businesses, non-profit organizations, farms and moves of personal property are discussed in Section 6500. 6401.01 Actual, Reasonable and Necessary A. 49 CFR 24.301(a)(1) states: (a) General. (1) Any owner-occupant or tenant who qualifies as a displaced person (defined at 24.2(a)(9)) and who moves from a dwelling (including a mobile home) or who moves from a business, farm or nonprofit organization is entitled to payment of his or her actual moving and related expenses, as the Agency determines to be reasonable and necessary. B. All moving expenses must be actual, reasonable and necessary. 1. Actual Costs - These costs exist in fact or reality. These are costs which are truly incurred. They are not potential costs. These costs can be proven with a receipt, canceled check or other documentation. 2. Reasonable Costs - These costs are not extreme or excessive. They are usual and customary for the work to be performed. 3. Necessary Costs - These costs are caused by the highway project. They are of an inevitable nature and logically unavoidable. If the Displaced Person would have incurred the costs in the absence of the highway project, those costs would not be considered necessary for relocation purposes. 6401.02 Classification of Relocation Moves All moves can be classified in one of three ways. Each one of these moves has its own policies and procedures which must be followed. It is important to understand which type of move is involved in each displacement. A. Residential Moves - A residential move is one where the Displaced Person must move from their primary dwelling. In this type of move the Displaced Person will receive reimbursement for the move of their personal property. The Displaced Person is also eligible to receive additional benefits, including, but not limited to, a replacement housing payment and advisory services. This type of move is discussed in this section. REV-MAR 17 64-1
B. Non-Residential Move - A non-residential move is one where a business, farm or non-profit organization is displaced from their location of operation. In this type of move the displaced entity will receive reimbursement for the move of their personal property. They are also eligible to receive additional benefits, including, but not limited to, up to $25,000.00 to reestablish their operation in a new location and advisory services. They may also elect to receive a fixed payment of up to $40,000.00 in lieu of receiving move and reestablishment expenses. This type of move is discussed in Section 6500. C. Personal Property Moves - A personal property move is one where the Displaced Person must move personal property from the proposed right of way take area. On a personal property move a person is not being displaced from their home, farm or business. In this type of move the Displaced Person receives reimbursement for the move of their personal property and advisory services. This type of move is also discussed in Section 6500. 6401.03 Eligible Residential Moving Expenses Eligible expenses are listed in 49 CFR 24.301(g) and OAC 5501:2-5-03(A)(5). The following expenses are eligible for reimbursement for moving personal property owned by persons displaced from a residential dwelling. A. Transportation of the Displaced Person and personal property. Transportation costs for a distance beyond 50 miles are not eligible, unless it is determined that relocation beyond 50 miles is justified. Any costs for transportation beyond 50 miles must be approved by the ODOT Central Office Relocation Section Manager. When a Displaced Person does move beyond 50 miles, the first 50 miles of transportation is reimbursed and the Displaced Person must pay for any additional miles. The move bids and the invoice must break out the cost for the first 50 miles vs. any distance greater than 50 miles. B. Packing, crating, unpacking and un-crating of the personal property. In addition, all trash and rubbish shall be disposed of in a proper manner (see Section 6402.07). C. Disconnecting, dismantling, removing, reassembling and reinstalling relocated household appliances and other personal property. This would include reimbursement of costs to reconnect telephones and cable TV (if such services were present at displacement site). It may also include costs to connect gas dryers to nearby gas lines and also connections of refrigerator ice makers to water lines. It would not include major plumbing alterations to the house to accommodate appliances. 64-2 REV-MAR 17
D. Storage of the personal property for a period not to exceed 12 months, unless it is determined that a longer period is necessary. All storage costs must be approved in advance by the District Real Estate Administrator. The written request should explain why storage is necessary and ensure that costs being charged for storage are reasonable. In addition, all requests should specify the duration for which storage is needed. The Agency will establish the maximum amount of storage a Displaced Person will be eligible to receive. E. Insurance for the replacement value of the property in connection with the move and storage of personal property. F. The replacement value of property lost, stolen or damaged in the process of moving, not through the fault or negligence of the Displaced Person, their Agents or employees, where insurance covering such loss, theft or damage is not reasonably available. G. Residential rental application fees are reimbursable. Each Displacee is entitled to one rental application fee reimbursement. Only actual, reasonable and necessary application fees for DS&S replacement dwellings are eligible for reimbursement. Refundable deposits are not reimbursable [see 6401.04(G)]. 1. The Agent will use form RE-611-2 to document rental application fees under Miscellaneous Incidental Expense Not Listed, and process the reimbursement via the standard RE-617 residential claim form. The Agent must secure a copy of the rental application and proof of application fee payment to support any claim. H. Other moving related expenses that are not listed as ineligible under Section 6401.04 of this manual, as determined to be actual, reasonable and necessary. Any move reimbursement under this provision must have prior approval from the Central Office Relocation Section Manager. 6401.04 Ineligible Moving and Related Expenses - Residential Moves A Displaced Person is not entitled to be reimbursed for any expense listed in this section: 49 CFR 24.301(h) and OAC 5501:2-5-03(A)(6) list ineligible moving expenses as: A. The cost of moving any structure or other real property improvement in which the Displaced Person reserved ownership (all salvaged items). B. Interest on a loan to cover moving expenses. C. Personal Injury. REV-MAR 17 64-3
D. Any legal fee or other cost for preparing a claim for a relocation payment or for representing the claimant before the Agency. E. Expenses incurred searching for a replacement dwelling. F. Costs for storage of personal property on real property already owned or leased by the Displaced Person. G. Refundable utility and security deposits. 6401.05 Types of Moves - Residential A residential Displaced Person has the option of selecting the Fixed Rate Move Schedule, a Contract Move or an Actual Cost Self Move. The move options should be completely explained by the Relocation Agent at the Pre-Acquisition Survey and again at the time of the relocation offer. It should also be explained that the Displaced Person may choose the method by which their personal property will be moved and such choice is to be made in advance of the move. In unusual circumstances a combination of moving options may be employed on an individual parcel. 6402 Residential Self Move - Fixed Payment Move Schedule Any person displaced from a dwelling or seasonal residence is entitled to receive a fixed payment based the number of rooms of personal property. The fixed payment is calculated to include all moving costs listed in 6401.03, including the reconnection of appliances and utilities such as phone or cable. The fixed payment schedule is established and published by the Federal Highway Administration. You can view the current move schedule at: www.fhwa.dot.gov/real_estate/uniform_act/policy_and_guidance/fixsch96.cfm There are currently two schedules in Ohio: A. Schedule A is the most commonly used schedule and addresses unfurnished residences where the Displaced Person owns the furniture. Schedule A Pay Rooms 1 2 3 4 5 6 7 8 move cost 600 800 1,000 1,150 1,300 1,450 1,600 1,750 Each additional room - 150 64-4 REV-MAR 17
B. Schedule B is rarely used and addresses furnished residences where the furniture is owned by the landlord. Schedule B Pay Rooms 1 2 3 4 5 6 7 8 move cost 400 500 600 700 800 900 1,000 1,100 Each additional room 100 6402.01 Dislocation Allowance - Fixed Payment Self Move The fixed payment schedule is based on a standard reimbursement for each room. The first three rooms of Schedule A and the first room of schedule B are reimbursed at a higher rate. This is to cover costs other than moving typical personal property, such as, but not limited to, reconnecting phone and cable TV and appliances. This also includes the cost of moving personal property from areas which are not considered pay rooms such as hallways and utility rooms. The extra dollar amounts in the first rooms on the schedules are commonly referred to as a dislocation allowance. This information must be clearly communicated to the Displaced Person by the Relocation Agent. 6402.02 Pay Rooms - Fixed Payment Self Move The fixed payment scheduled is based on the number of rooms of furniture in the dwelling. These are referred to as pay rooms. Hallways, foyers, closets, bathrooms, utility rooms, etc., are not considered pay rooms, unless they contain an inordinate amount of personalty. Additional rooms may also be added to cover the cost of moving personalty from storage rooms, workshops, garages, basements, etc., within the dwelling. Additional pay rooms may also be added if there is personalty outside the dwelling or in outbuildings. These extra pay rooms may only be added if a large amount of personalty is involved. Additional pay rooms may also be added if there is an item of personal property which is difficult to move or requires special handling (e.g., pool table or piano). When additional pay rooms are added, an explanation must be documented on the Residential Move Record (RE-613). Additional pay rooms must be approved by the Reviewer and District Real Estate Administrator prior to the move authorization. 6402.03 Responsibilities of the Relocation Agent - Fixed Payment Self Move Once the Displaced Person s eligibility has been established (see Section 6303), the Relocation Agent is responsible for the following actions relative to the Fixed Payment Self Move. A. Reviewing the current move cost schedule at: www.fhwa.dot.gov/real_estate/uniform_act/policy_and_guidance/fixsch96.cfm B. Explaining all the move options available to the Displaced Person and ensuring they fully understand them before they choose the fixed payment self-move. REV-MAR 17 64-5
C. Explaining the dislocation allowance and that when they choose the fixed payment self-move they will not receive any additional reimbursement for reconnecting such things as phone, cable TV or appliances, etc. D. Explaining that before a move reimbursement check may be released to the Displaced Person, a successful post-move inspection (Section 6402.07) must be completed. It must be explained that the acquired property must be broom clean, meaning free of all personal property, trash and debris. E. Completing the RE-613 (Section 6402.04) and documenting the need for any additional pay rooms. The Agent must provide the RE-613 to the Relocation Reviewer for approval. F. Upon receiving the Reviewer s approval, the Agent will send a Move Authorization Letter to the Displaced Person. G. After sending the Move Authorization Letter, the Agent will complete the moving claim for reimbursement. H. After the move is complete, the Agent will perform the post-move inspection (Section 6402.07). I. Upon a successful post-move inspection, the Agent will personally deliver the move reimbursement check and document the Displaced Person s receipt of the check, or the Agent will mail the check certified mail/return receipt requested. 6402.04 Residential Move Record (RE-613) - Fixed Payment Self Move The RE-613 should be completed by the Relocation Agent. It should reflect the number of pay rooms being used to calculate the Fixed Payment Schedule Move. As applicable, it should also document any additional pay rooms that are being included. Pictures shall be attached if more than one pay room is added. The RE-613 should be completed as soon as the Displaced Person decides which type of move to employ on their relocation. The RE-613 must be approved by the Relocation Reviewer prior to a Move Authorization letter being sent to the Displaced Person. 6402.05 Move Authorization Letter - Fixed Payment Self Move A Move Authorization Letter must be issued to the Displaced Person prior to every move. The letter shall clearly state the following: A. The type of move selected and the approved amount of the move. B. The agreed upon date by which the Displaced Person will complete the move. C. That it is the responsibility of the Displaced Person to notify the Agent when the move is completed. 64-6 REV-MAR 17
D. That the Agent will perform a post-move inspection to ensure all items are moved. E. That if all items are not moved, and if the displacement site is not "broom clean," then the agreed upon amount of the move may be adjusted. 6402.06 Billing Package - Fixed Payment Self Move Once the Move Authorization Letter has been sent, the Relocation Agent shall immediately prepare the billing package for move reimbursement. The complete billing package must be approved by the Relocation Reviewer prior to the Moving Claim Form (RE-617) being presented to the Displaced Person for signature. The contents of the billing package for fixed payment selfmove are: A. One copy of W-9 & Vendor Information Form, as applicable. B. Original Moving Claim (RE-617). C. One copy of the Site Occupant Qualification Record (RE-610). D. One copy of the Residential Move Record (RE-613). E. One copy of the Move Authorization Letter. F. One copy of the Inventory Classification Form (RE-95). G. One copy of the Agent s Notes starting on the date of the last billing package submission to the current date (must be typed). If this is the first billing package, the notes from the preacquisition survey forward are required. H. One copy of any miscellaneous documentation or memos to file in support of the payment, as applicable. 6402.07 Post-Move Inspection - Fixed Payment Self Move A post-move inspection is required on all moves. It is required that all items of personal property must be moved. In addition, all trash and rubbish should be removed and disposed of in a proper manner. In other words, the displacement site shall be "broom clean." It is the Agent s responsibility to communicate these requirements to the Displaced Person. A move reimbursement check shall not be released to the Displaced Person until after a successful post-move inspection. In very unique situations, a portion of the fixed payment self move funds may be released prior to completion of the move if the move would cause a financial hardship on the Displaced Person. Every determination of financial hardship will be made by the District Real Estate Administrator and their written approval must be secured prior to releasing any funds in advance of a post-move inspection. For example, you may need to advance bill a portion of the approved move amount to cover the cost of renting a moving truck and gas if the Displaced Person cannot pay for these expenses prior to reimbursement. REV-MAR 17 64-7
6402.08 Delivery of the Warrant - Fixed Payment Self Move The delivery of warrants shall be properly documented. This may be accomplished by either of the following methods: A. Hand delivering the warrant personally to the Displaced Person. The warrant shall be photocopied and the Displaced Person shall sign and date the photocopy noting the date the warrant was received. B. A warrant may be mailed to a Displaced Person, along with a letter explaining the purpose of the warrant. This shall be sent by certified mail, return receipt requested. The return receipt shall be placed in the relocation file as proof of payment. 6403 Residential Contract Move A Contract Move is one where the move is accomplished by a commercial moving company under contract with the Displaced Person. 6403.01 Responsibilities of the Relocation Agent - Residential Contract Move Once the Displaced Person s eligibility has been established by issuance of the Relocation Offer Letter (see section 6303), the Relocation Agent is responsible for the following actions relative to the Residential Contract Move: A. Explain all the move options available to the Displaced Person and ensure they fully understand them before they choose the Residential Contract Move. In addition, explain that all commercial move contracts are agreements between the mover and the Displaced Person, and the Agency is not party to any move contract. B. Explain to the Displaced Person that before they move, an approved move amount must be agreed to and a Move Authorization Letter must be issued. C. Explain to the Displaced Person that two move bids from reputable move companies must be secured by either the Agency or the Displaced Person. Move bids are required to be signed and dated by a representative of the moving company and all bid amounts must be not to exceed. It is the Relocation Agent s responsibility to ensure that all bidders understand the billing process, the requirements for a successful post-move inspection and the contact information for the Relocation Agent for any and all questions related to the move. D. Explain that the move bids will be reviewed for reasonableness. If the bid(s) are found to be unreasonable, additional bids will be secured until two acceptable bids are obtained. E. After acquiring two acceptable bids, the lower of the two bids will set the maximum amount that the Agency will reimburse the Displaced Person for the move. The Relocation Agent 64-8 REV-MAR 17
must fill out and submit the RE-613, the move bids and the RE-95 (as applicable) to the Reviewer for approval of the move amount. F. Upon receiving approval from the Reviewer, prepare and issue a Move Authorization letter to the Displaced Person. G. Once the move is complete, request a final invoice from the Displaced Person and/or mover. The Relocation Agent must explain to the Displaced Person that there are two methods for move reimbursement. The Displaced Person may pay the mover directly and submit the invoice and proof of payment to the Agent for claim reimbursement. Or, upon prior agreement, the Agency may pay the mover directly with a letter of assignment. Both the moving company and the Displaced Person must understand the length of time required to process a moving claim. H. The Relocation Agent must perform the post-move inspection, and upon a successful postmove inspection, complete a move claim and submit it for review. After the claim is approved, secure the Displaced Person s signature and expeditiously prepare and submit the billing package. I. Personally deliver or mail the move reimbursement check and document its receipt by the Displaced Person or move company. 6403.02 Move Bids - Residential Contract Move Two move bids are required on all residential moves. It is the Relocation Agent s responsibility to ensure that two acceptable bids from reputable moving companies are obtained. If they choose, the Displaced Person may obtain a move bid or bids and present them to the Agency for review and approval. If the Displaced Person is providing the move bids, the Relocation Agent must exercise caution and perform a careful review to ensure the bids are reasonable for the work to be performed. If the bids are found to be complete and satisfactory, they may be utilized as the two required bids. Given that the movers are competitively bidding on performing the move, the Agency should not pay for these bids. It is the Relocation Agent s responsibility to ensure that all bidders understand the billing process, the requirements for a successful post-move inspection and the contact information for the Relocation Agent for any and all questions related to the move. Normally, move specifications and an inventory are not necessary for a residential Contract Move. However, if there are any special or extenuating circumstances surrounding the move, specifications must be prepared and presented to the move bidders. For example, if the move of antiques or especially large or expensive items is required, special handling, packing and insurance REV-MAR 17 64-9
may be necessary. If the move includes these items the Agent must prepare move specifications. The approved move bid sets the maximum amount the Agency will reimburse for the move. The Displaced Person may select any mover of their choice. However, if the Displaced Person selects a mover other than the mover with the low bid, the Agency will only reimburse up to the amount of the low bid or the amount of the actual move invoice, whichever is less. If the actual move invoice is more than the approved bid amount because of unforeseen circumstances or changes in the terms or conditions of the move that were not readily apparent, nor the fault of the Displaced Person or the mover, the Agency may reimburse the higher amount upon approval from the District Real Estate Administrator. The conditions which caused the higher costs must be well documented in the file. Additional move expenses, which are not the result of unforeseen circumstances, will be the responsibility of the mover or Displaced Person at no additional charge to the Agency. On low cost moves (defined as one being under $2,500.00) only one moving bid is required. Even though the move bid is under $2,500.00, it still must be approved by the Relocation Reviewer. If the one bid is not considered reasonable, additional bids shall be secured until a reasonable bid is obtained. 6403.03 Move Authorization Letter - Residential Contract Move A Move Authorization Letter must be issued to the Displaced Person by the Relocation Agent prior to every move. The letter shall clearly state the following: A. The type of move selected and the approved amount of the move. B. The agreed upon date by which the move will be complete. C. That it is the responsibility of the Displaced Person to notify the Agent when the move is completed. D. That the Agent will perform a post-move inspection to ensure all items are moved. E. That if all items are not moved, and if the displacement site is not "broom clean," then the agreed upon amount of the move may be adjusted. 6403.04 Monitoring the Move - Residential Contract Move It is the Relocation Agent s responsibility to monitor the progress of the move. The Agent should know when the contractor is scheduled to begin the move and when the move is to be completed. A site visit may be necessary to verify the move was properly completed and/or to investigate any unforeseen circumstances. 64-10 REV-MAR 17
6403.05 Billing Package - Residential Contract Move Once the move invoice has been received, the Relocation Agent shall immediately prepare the billing package. The complete billing package must be approved by the Relocation Reviewer prior to the RE-617 being presented to the Displaced Person for signature. The contents of the billing package for a residential Contract Move are: A. One copy of the W-9 & Vendor Information Form (VIF), as applicable. B. Original and one copy of the Move Claim (RE-617). C. One copy of the Site Occupant Qualification Record (RE-610). D. One copy of the Inventory Classification Form (RE-95). E. One copy of the Relocation Offer letter. F. One copy of mover s invoice and proof of payment, where applicable. G. One copy of the approved bid(s) obtained by the Agency or Displaced Person. H. One copy of the Letter of Assignment if the payment is going to a party other than the Displaced Person. The assignment letter must be signed and dated by both the Displaced Person and the assignee. The assignee s Tax ID number or social security number must appear on the form. In addition, a W-9/VIF must be obtained from the assignee and be included in this billing package. I. One copy of the Move Authorization Letter. J. One copy of the Agent s Notes (must be typed). K. One copy of any miscellaneous documentation or memos to file in support of the payment, as applicable. 6403.06 Post-move Inspection - Residential Contract Move A post-move inspection is required on all moves. It is required that all items of personal property are moved. In addition, all trash and rubbish should be removed and disposed of in a proper manner. The displacement site shall be "broom clean," It is the Agent s responsibility to communicate these requirements to the Displaced Person and mover. A move reimbursement check shall not be released to the Displaced Person or mover until after a successful post-move inspection. REV-MAR 17 64-11
6403.07 Move Reimbursement - Residential Contract Move On a Residential Contract Move, the Displaced Person has two options for being reimbursed: The Displaced Person may be reimbursed directly or may assign payment to the mover. It is important for the Agent to explain, and for the Displaced Person to understand, that on all moves the move contract is between the mover and the Displaced Person. The Agency does not contract directly with the mover. The two payment methods are as follows: A. Displaced Person is reimbursed directly - Upon completion of the move and after the postmove inspection, the Displaced Person may pay the mover and then present proof of payment to the Agency for reimbursement. Proof of payment would be the invoice marked paid in full and signed by the mover. In absence of the invoice, a canceled check will suffice. B. Displaced Person assigns payment - Upon prior agreement, the Agency may pay the mover directly. To use this method, a letter of assignment must be submitted with the billing package. The letter of assignment must be signed by the Displaced Person and the mover. The Displaced Person still must sign the RE-617. In addition, the mover must sign and submit a W-9 and VIF in order to be issued a warrant. The warrant will then be issued in the mover s name and be sent directly to the mover. 6403.08 Delivery of the Warrant - Residential Contract Move The delivery of warrants must be properly documented. This may be accomplished by one of the two following methods: A. Hand delivering the warrant personally to the Displaced Person or mover. The warrant shall be photocopied and the Displaced Person or mover shall sign and date the photocopy indicating the warrant was received. B. A warrant may be mailed to a Displaced Person or mover, along with a letter explaining the purpose of the warrant. This shall be sent by certified mail, return receipt requested. The return receipt shall be placed in the relocation file as proof of payment. 6404 Residential Actual Cost Self Move A displaced residential occupant may make an actual cost self-move. The actual cost self-move is supported by a written statement from the Displaced Person estimating their move costs. This must include costs for time, labor, materials, equipment, and all other move related expenses. Reimbursement is based upon actual costs incurred completing the move, not to exceed the approved maximum amount established by the Agency. 64-12 REV-MAR 17
6404.01 Responsibilities of the Relocation Agent - Residential Actual Cost Self Moves Once the Displaced Person s eligibility has been established by issuance of the Relocation Offer Letter, the Relocation Agent is responsible for the following actions relative to the Residential Actual Cost Self Move. A. Explain all the move options available to the Displaced Person and ensure that they understand them before they choose the Actual Cost Self Move. B. Explain that the Displaced Person should not move until they receive a move authorization letter or they may jeopardize their relocation benefits. C. Explain to the Displaced Person that they must draft a written statement estimating their move costs. This shall include estimated costs for time, labor, materials and equipment, etc. This estimate must be reviewed by the Agent for reasonableness prior to seeking approval from the Relocation Reviewer. D. Upon receiving approval on the estimate from the Relocation Reviewer, the Agent will send a Move Authorization Letter to the Displaced Person. E. Explain to the Displaced Person that they must track and document the actual costs incurred in the move. This shall include receipts for rented equipment as well as costs for time, labor and materials. This shall be submitted to the Agency once the move is complete and the actual costs are determined. F. Explain that it is the Displaced Person s responsibility to contact the Agency when the move is complete. G. Perform the post-move inspection. H. Upon completing a successful post-move inspection and having received a written statement itemizing the actual move expenses the Agent must complete and submit the move claim to the Reviewer. I. Upon receiving the Reviewer s approval, secure the Displaced Persons signature on the claim form and prepare and submit the billing package for processing. J. Deliver the move reimbursement check and document the receipt of the check by the Displaced Person. REV-MAR 17 64-13
6404.02 Statement of Estimated Move Costs - Residential Actual Cost Self Move The Actual Cost Self Move is supported by the Displaced Person s written statement of their estimated move costs. This shall be compiled by the Displaced Person and presented to the Relocation Agent prior to the move. This must include estimated costs for time, labor, materials, equipment and all other move related expenses. The statement must be signed and dated by the Displaced Person. Hourly labor rates may not exceed the cost paid by a commercial mover for a beginning laborer. Equipment rental fees should be based on applicable local rental fees paid by movers. To further illustrate this, 49 CFR 24.301(b)(2) states: (2) Self-move moves that may be performed by the displaced person in one or a combination of the following methods: (i) Fixed Residential Moving Cost Schedule. (Described in 24.302.) (ii) Actual cost move. Supported by receipted bills for labor and equipment. Hourly labor rates should not exceed the cost paid by a commercial mover. Equipment rental fees should be based on the actual cost of renting the equipment but not exceed the cost paid by a commercial mover. Similar language is contained in OAC 5501-2-5-03(A)(2)(b). Self-moves based on the lower of two bids or estimates are not eligible for reimbursement under this section. However, when a question exists as to the reasonableness of an estimated expense, the Agency may obtain a move estimate for a specific item or items of work for comparison purposes. 6404.03 Reviewing the Statement of Estimated Move Costs The Relocation Agent must review the Displaced Person s actual move cost statement prior to the move. If the Agent deems the request reasonable, the request is forwarded to the Relocation Reviewer for approval. If approved, a Move Authorization Letter is given to the Displaced Person. If unacceptable, the Displaced Person is notified in writing of the reason(s) the move cost statement cannot be approved. The Displaced Person may then revise and re-submit the move cost statement. 6404.04 Move Authorization Letter - Residential Actual Cost Self Move A Move Authorization Letter must be issued to the Displaced Person prior to every move. The letter shall clearly state the following: A. The type of move selected and the approved amount of the move. B. The agreed upon date by which the Displaced Person will complete the move. 64-14 REV-MAR 17
C. That it is the responsibility of the Displaced Person to notify the Agent when the move is completed. D. That the Agent will perform a post-move inspection to ensure all items are moved. E. That if all items are not moved, and if the displacement site is not "broom clean," then the agreed upon amount of the move may be adjusted. 6404.05 Monitoring the Move Residential Actual Cost Self Move It is the Relocation Agent s responsibility to monitor the progress of the move. The Agent should know when the Displaced Person is scheduled to begin the move and when the move is to be completed. A site visit may be necessary to verify the move or any unforeseen circumstances. 6404.06 Actual Cost Move Statement Residential Actual Cost Self Move Once the move is complete the Displaced Person must prepare a written statement that itemizes the actual costs incurred in the move. This shall include costs for time, labor, materials and equipment, etc. This statement must be compared to the estimated statement [or, as applicable, specific work item(s) estimates] for consistency. Once the actual cost move statement has been reviewed and approved, the Relocation Agent will immediately prepare the billing package. 6404.07 Billing Package - Residential Actual Cost Self Move The complete billing package must be approved by the Relocation Reviewer prior to the RE-617 being presented to the Displaced Person for signature. The contents of the billing package for a residential Actual Cost Self Move are: A. One copy of W-9. B. Original and One Copy of the Move Claim (RE-617). C. One copy of the Site Occupant Qualification Record (RE-610). D. One copy of the Inventory Classification Form (RE-95). E. One copy of the Displaced Person s approved estimated statement of move costs. F. One copy of the Displaced Person s actual cost move statement. G. One copy of any supplemental bids obtained by the Agency, as applicable. H. One copy of the Move Authorization Letter. I. One copy of the Agent s Notes (must be typed). J. One copy of any miscellaneous documentation or memos to file in support of the payment, as applicable. REV-MAR 17 64-15
6404.08 Post-move Inspection - Residential Actual Cost Self Move A post-move inspection is required on all moves. All items of personal property must be moved. In addition, all trash and rubbish should be removed and disposed of in a proper manner. The displacement site shall be broom clean. It is the Agent s responsibility to communicate these requirements to the Displaced Person. Billing for reimbursement of move costs shall not commence until after a successful post-move inspection has been completed. The post-move inspection also helps verify that the statement of actual move costs accurately reflects all of the time and labor expenses incurred in the move. 6404.09 Delivery of the Warrant - Residential Actual Cost Self Move The delivery of all warrants shall be properly documented. This may be accomplished by one of two methods. A. Hand delivering the warrant personally to the Displaced Person. The warrant shall be photocopied and the Displaced Person shall sign and date the photocopy noting the date the warrant was received. B. A warrant may be mailed to a Displaced Person, along with a letter explaining the purpose of the warrant. This shall be sent by certified mail, return receipt requested. The return receipt shall be placed in the relocation file as proof of payment. 6405 Combination of Move Options On certain parcels there may be unique circumstances that would be best addressed by using a combination of move options. An example would be if a Displaced Person has a large set of fragile collectibles that they would prefer to pack and move themselves, and the Displaced Person has selected the Contract Move for the rest of their personal property. In this situation, a combination of the Actual Cost Self Move and the Contract Move may be the best solution. This provision allows for flexibility to the Agency in meeting the specific needs of the Displaced Person. More than one move option may only be used on a parcel to address unusual situations and with prior written approval from the District Real Estate Administrator. 64-16 REV-MAR 17