(a) Determinations. A State agency shall promptly make and record
determinations necessary to assure an individual's entitlement to a
relocation allowance at any time, before or after a certification
covering the individual is made. No relocation allowance may be paid or
advanced to an individual until the State agency determines that the
individual is covered under a certification. A State agency shall make
payment as promptly as possible upon determining that the individual is
covered under a certification and is otherwise eligible.
(b) Travel and moving allowances. Allowances computed under
Secs. 617.46 and 617.47 shall be paid as follows:
(1) Travel--(i) Transportation and subsistence. The amounts
estimated under Sec. 617.46 at 90 percent of the lowest allowable costs
shall be paid in advance at the time an individual departs from the
individual's residence to begin relocation or within 10 days prior
thereto. An amount payable for a family member approved for separate
travel shall be paid to the individual at the time of such family
member's departure or within 10 days prior thereto.
(ii) Worker evidence. On completion of a relocation, the individual
shall certify on forms furnished by the State agency as to the amount
expended daily for lodging and meals. Receipts shall be required for all
lodging and purchased transportation expenses incurred by the individual
and family, if any, pursuant to the relocation. An adjustment shall be
made if the amount of an advance is less or more than the amount to
which the individual is entitled under Sec. 617.46.
(2) Moving. The amount estimated under Sec. 617.47 at 90 percent of
the lowest allowable costs shall be paid:
(i) Commercial carrier. (A) If household goods and personal effects
are moved by commercial carrier, 90 percent of the amount of the
estimate submitted by the individual under Sec. 617.47(a)(1) and
approved by the State agency for covering the cost of such move, and 90
percent of the other charges approved by the State agency under
Sec. 617.47(a)(1) shall be advanced by check or checks payable to the
carrier and insurer, and delivered to the individual at the time
of the scheduled shipment or within 10 days prior thereto. On completion
of the move, the individual shall promptly submit to the State agency a
copy of the bill of lading prepared by the carrier, including a receipt
evidencing payment of moving costs. The individual shall with such
submittal reimburse the State agency the amount, if any, by which the
advance made under this paragraph (b)(2)(i) exceeds 90 percent of the
actual moving costs approved by the State agency. The individual shall
be paid the difference if the amount advanced was less than 90 percent
of the actual moving costs approved by the State agency.
(B) If more economical, a State agency may make direct arrangements
for moving and insuring an individual's household goods and personal
effects with a carrier and insurer selected by the individual and may
make payment of 90 percent of moving and insurance costs directly to the
carrier and insurer. No such arrangement shall release a carrier from
liability otherwise provided by law or contract for loss or damage to
the individual's goods and effects. The United States shall not be or
become liable to either party for personal injury or property loss
damage under any circumstances.
(ii) Trailer or rental truck--(A) Private vehicle with trailer. If
the move is by private vehicle and trailer, the allowable cost for the
use of the private vehicle shall be made at the time payment is made
under paragraph (b)(1) of this section.
(B) Rental trailer or rental truck. If the move is by rental trailer
or rental truck:
(1) The individual shall submit an estimate of the rental cost from
the rental agency; and
(2) 90 percent of such estimated rental cost may be advanced by
check payable to the order of the individual and the rental agency at
the time payment is made under paragraph (b)(1) of this section; and
(3) On completion of the move the individual shall submit promptly
to the State agency a receipted bill itemizing and evidencing payment of
the rental charges for the trailer or truck and fuel costs, and shall
reimburse the State agency for the amount, if any, by which the advance
made for the trailer or truck exceeds 90 percent of the rental charges
approved by the State agency. If the amount of the advance was less than
90 percent of the rental charges, the individual shall be paid the
difference.
(iii) House trailer. If a house trailer or mobile home is moved by
commercial carrier, the individual shall submit to the State agency an
estimate of the cost of the move by the commercial carrier. A check for
90 percent of the amount of the estimate, if approved, payable to the
individual and the carrier, may be delivered to the individual at the
time of the scheduled move or within 10 days prior thereto.
(c) Lump sum allowance. The lump sum allowance provided in
Sec. 617.45(a)(3) shall be paid when arrangements are completed for
relocation of the individual and family, if any, but not more than 10
days before the earlier of the individual's anticipated departure from
the individual's residence to begin relocation or the anticipated date
of shipment of the individual's household goods and personal effects.
(d) Relocation completed. A relocation is completed when an
individual and family, if any, and their household goods and personal
effects arrive at the individual's residence in the area of relocation.
If no household goods and personal effects are moved, a relocation is
completed when the individual and family, if any, arrive in the area of
relocation and establish a residence in the new area. The later arrival
of a family member approved for separate travel shall not alter the date
a relocation was completed.
