ROW Relocation Assistance Manual: Other Applicable Relocation Advisory Services

♦Manual Notice 2023-1
►1. Introduction
- ►1. Overview
  - ♦General
- ►2. Acronyms and Definitions
  - ♦Acronyms Used in This Manual
  - ♦Definitions Used in This Manual
►2. Laws, Regulations, and TxDOT Policy
- ►1. Federal Law and Regulations
- ►2. State Law
  - ♦Authority
- ►3. TxDOT Policy
  - ♦Commission Minute Orders
  - ♦Replacement Housing Policy
  - ♦Emergency Relocation
- ►4. Miscellaneous Provisions
  - ♦No Waiver of Relocation Assistance
  - ♦No Duplication of Payments
  - ♦Type of Interest Acquired
  - ♦Partial Acquisitions
  - ♦Acquisition of Remainder
  - ♦Eviction for Cause
  - ♦Date of Displacement
  - ♦Joint Residential and Business Use
  - ♦Refusal of Assistance
  - ♦Waivers
  - ♦Global Settlements
  - ♦Ineligible Payments
►3. Relocation Assistance Program Organization
- ►1. State Organization
  - ♦Overview
- ►2. Relocation Assistance Offices
  - ♦Overview
  - ♦Local Relocation Assistance office
  - ♦Monitoring
- ►3. Civil Rights
  - ♦Overview
►4. Program Administration
- ►1. Procedures
►5. Relocation Assistance and LPAs
- ►1. LPA Requirements
  - ♦Procedure
▼6. Relocation Assistance Advisory Services
- ►1. General Requirements
  - ♦Overview
- ►2. Eligibility for Relocation Assistance Advisory Services
  - ♦Requirements
- ►3. Minimum Relocation Assistance Advisory Services for Non-Residential Displacees
  - ♦Requirements
- ►4. Minimum Relocation Assistance Advisory Services for Residential Displacees
  - ♦Requirements Applicable to Residential Displacees Only
- ▼5. Other Applicable Relocation Advisory Services
  - ♦Requirements
►7. Public Information
- ►1. Types of Public Information
  - ♦Public Hearings
  - ♦Relocation Assistance Booklet
  - ♦Local News Media
►8. Relocation Program Planning & Construction
- ►1. Stage Requirements
  - ♦ROW Stage Requirements
  - ♦Construction Stage Requirements
►9. Presentation of Relocation Assistance Information
- ►1. Notices
- ►2. Notice Letters: Examples / Procedures
  - ♦Example Letters
  - ♦Manner of Notices
  - ♦Recipients of Notices
  - ♦Notice of Replacement Amounts
- ►3. Pre-Negotiation Contacts
  - ♦Procedure
  - ♦Notices and Contacts with Persons Who are Not Displaced
►10. General Provisions
- ►1. Procedures
  - ♦Eligibility
  - ♦Date of Displacement
  - ♦Distance of Move
  - ♦More Than One Move
  - ♦Moves to Multiple Locations
  - ♦Owner Retention
  - ♦Property
  - ♦Overtime Charges
  - ♦Notification and Inspection
  - ♦Moving Cost
  - ♦Ineligible Moving and Related Expenses
  - ♦Payment After Death
►11. Residential Moves
- ►1. Eligibility
  - ♦Overview
  - ♦Actual Cost Commercial Move
  - ♦Actual Cost Self-Move
  - ♦Fixed Room Count Schedule
- ►2. Allowable Moving Expenses - Residential
  - ♦Overview
  - ♦Personalty
  - ♦Personal Transportation
  - ♦Removal and Reinstallation
  - ♦Storage
  - ♦Temporary Lodgings and Meals
  - ♦Insurance
  - ♦Losses in Moving
  - ♦Utilities
  - ♦Mobile Homes
  - ♦Other Expenses
- ►3. Actual Reasonable Moving Expenses
  - ♦Displacee Requirements
  - ♦TxDOT Requirements
- ►4. Fixed Moving Expense Payments
►12. Personal Property Only Moves
- ►1. Eligibility
  - ♦Overview
- ►2. Types of Moving Options
  - ♦Actual Cost Commercial Move
  - ♦Actual Cost Self-Move
►13. Continued Occupancy Incentive Payment
- ►1. Eligibility
  - ♦Overview
  - ♦Eligibility Requirements
- ►2. Provisions
  - ♦Overview
  - ♦Amount of Payment
  - ♦Process
►14. Non-residential Moves
- ►1. Eligibility
  - ♦Overview
  - ♦Determining the Number of Businesses
- ►2. Allowable Moving Expenses - Non-residential
  - ♦Overview
  - ♦Personalty
  - ♦Transportation
  - ♦Labor and Materials
  - ♦Removal and Reinstallation
  - ♦Storage
  - ♦Professional Services - Studies Related to the Replacement Location
  - ♦Professional Services - Professional Move Planner Service
  - ♦Scope of Work Requirements
  - ♦Criteria for Move Planner Reimbursement Eligibility
  - ♦Move Planner Payments
  - ♦Insurance
  - ♦Losses in Moving
  - ♦Permits
  - ♦Signs
  - ♦Utilities
  - ♦Moving Estimates
  - ♦Property Disposal Costs
  - ♦Impact Fees
  - ♦Other Expenses
  - ♦Low Value/High Bulk
- ►3. Types of Eligible Moving Expenses - Non-residential
  - ♦Overview
  - ♦Commercial Move
  - ♦Actual Cost Self-Move
  - ♦Negotiated Self-Move
- ►4. Moving Expense Finding
  - ♦Cost Estimate
- ►5. Actual Direct Loss of Tangible Personal Property/Purchase of Substitute Personal Property
- ►6. Searching for Replacement Operating Site
  - ♦Overview
  - ♦Receipted Bills
  - ♦Time Spent in Search
- ►7. Reestablishment Expenses - Non-residential
  - ♦Overview
  - ♦Eligible Expenses:
  - ♦Ineligible Expenses
- ►8. Fixed Moving Payments - Businesses, Farms and Nonprofit Organizations
  - ♦Overview
  - ♦Business
  - ♦Farm Operation
  - ♦Nonprofit organization
- ►9. Non-residential Terms and Calculations
  - ♦Definitions
  - ♦Net Earnings
  - ♦Contributes Materially
  - ♦Out of Operation
  - ♦Fixed Payment
- ►10. Entitlement for Fixed Payment
  - ♦Requirements
- ►11. Commercial Signs
- ♦12. Relocation Procedures for TxDOT Leasebacks
►15. Replacement Housing
- ►1. Eligibility
  - ♦Overview
  - ♦Eligibility Requirements
  - ♦Time Period
  - ♦Owner of Displacement Dwelling
  - ♦Purchase of Replacement Dwelling
  - ♦Occupancy
  - ♦Delay in Occupancy After the Purchase of Replacement Dwelling
  - ♦Payment Eligibility in Special Circumstances
  - ♦Conversion of Payment
  - ♦Change in Occupancy
  - ♦Payment After Death
  - ♦Non-Occupancy
  - ♦DSS Dwelling
  - ♦Number of Units
  - ♦Statement to Lending Agencies
  - ♦Eminent Domain Action
  - ♦Supplement Revisions
  - ♦Ownership of Replacement Dwelling Before Displacement
  - ♦Multiple Occupancy of Same Dwelling
  - ♦Multiple Ownership of Subject Dwelling
►16. Entitlements for 90-Day Owner-Occupants
- ►1. Payment Options
  - ♦Overview
- ♦2. Determination of Eligibility
- ►3. Limitations
  - ♦Overview
- ►4. Amount of Total Payment
  - ♦Replacement Housing Payment
  - ♦Rental Assistance Payment
- ►5. Replacement Housing Payments
- ►6. Maximum Payment Calculations
  - ♦Procedure
- ►7. Incidental Expenses - 90-Day Owner-Occupants
- ►8. Mortgage Insurance Premium Payments and VA Loan Funding Fees
  - ♦Overview
- ►9. Increased Mortgage Interest Differential Payment (MIPD)
  - ♦Overview
  - ♦Notice of Mortgage Payment Limitations
- ►10. Computation of Mortgage Interest Differential Payments (MIDP)
  - ♦Overview
  - ♦Sample A
  - ♦Sample B
  - ♦Partial Acquisition: Multi-Use Properties, Other Highest and Best Use
  - ♦More Than One Mortgage
- ►11. Computation of Housing Supplement
►17. Entitlements for 90-Day Tenant-Occupants and Less than 90-Day Owner-Occupants
- ►1. Application of Entitlements
  - ♦Overview
- ♦2. Eligibility - 90-Day Tenant-Occupants and Less Than 90-Day Owner Occupants
- ►3. Rental Assistance Payment
  - ♦Criteria
  - ♦Eligibility
  - ♦Fair Market Rent
  - ♦Utility Expenses
  - ♦Subsidized Housing
  - ♦Housing Allowance
  - ♦Disbursement
  - ♦Manner of Disbursement
- ►4. Down Payment Assistance
  - ♦Down Payment
  - ♦Eligibility for payment
  - ♦Amount of payment
  - ♦Application of Payment
  - ♦Last Resort Housing
  - ♦Documentation
  - ♦Incidental Expenses
►18. Entitlements for Mobile Home Occupants
- ►1. General Provisions
  - ♦Overview
  - ♦Partial Acquisition of a Mobile Home Park
  - ♦Initiation of Negotiations
  - ♦Persons with Both an Ownership and Tenant Interest
  - ♦Amount of Payment
  - ♦Comparability
  - ♦Rent or Replacement
  - ♦Transporting Costs
  - ♦Configuration
- ►2. 90-Day Mobile Home Owner-Occupant
  - ♦Overview
- ►3. Replacement Housing Entitlements for 90-Day Mobile Home Owner-Occupants
- ►4. 90-Day Mobile Home Tenant-Occupant
  - ♦Overview
- ►5. Replacement Housing Entitlements for Less Than 90-Day Mobile Home Occupants
►19. Decent, Safe, and Sanitary (DSS) Standards
- ►1. Definition and Exceptions
  - ♦Definition
  - ♦Exceptions to DSS Standards
- ►2. Replacement Housing Inspection
  - ♦Procedures
►20. Last Resort Housing
- ►1. Overview
  - ♦Purpose
  - ♦Applicability
  - ♦Basic Rights of Persons Displaced
  - ♦Ownership or Tenancy Status
- ►2. Computation of Payments
  - ♦Overview
  - ♦Replacement Housing Payments
  - ♦Mortgage Interest Differential Payments
  - ♦Rental Assistance Supplement
  - ♦Late Residential Occupants
- ►3. Payments and Authorization
  - ♦Payments
  - ♦Authorization
►21. Residential Comparison Index (RCI)
- ►1. Overview
  - ♦Purpose
- ►2. Evaluation and Estimate Forms
  - ♦Residential Property Evaluation (Form ROW-R-106)
  - ♦Supplemental Payment Estimate, Replacement Housing (Form ROW-R-107)
- ►3. Development of Index Numbers
  - ♦Index Number Development Charts
  - ♦Factors for Quality Index
  - ♦Condition Index
  - ♦Yard Improvements Index
►22. Selection of Comparables
- ►1. Selection Criteria
  - ♦Procedure
- ►2. Alternatives
  - ♦Overview
  - ♦Alternative A
  - ♦Alternative B
  - ♦Alternative C
  - ♦Alternative D
  - ♦Alternative E
- ►3. Special Features
  - ♦Procedure
►23. Appeals Process
- ►1. Appeal Provisions
  - ♦Overview
- ►2. Review Procedure for Appeals
  - ♦Handling Reviews
- ►3. Relocation Assistance Review Committee
  - ♦Procedure
►24. Payment Policies and Procedures
- ►1. Payment Application
  - ♦General
- ►2. Claims
  - ♦Documentation
  - ♦Time for Filing
  - ♦Expeditious Payments
- ►3. Advance Payment Processing
  - ♦Procedure
- ►4. Payments in Condemnation Cases
  - ♦Payments in Advance of Final Judgment
  - ♦Payments after Final Judgment
- ►5. To Whom Payment Made
  - ♦Procedure
  - ♦Moving Expenses - Direct Payment to Vendor
  - ♦Replacement Housing Payments
  - ♦Increased Interest Payments
  - ♦Expense Verifications
►25. Payment Submissions
- ►1. Guidelines for Electronic Submissions
  - ♦Electronic Approval Submissions
  - ♦Electronic Payment Submissions
- ►2. Documentation for Claims
  - ♦Documentation
- ►3. Tax Identification Number (TIN) Setup
  - ♦Procedure
►26. Records
- ►1. Documentation Provisions
  - ♦General
  - ♦Replacement Housing Documentation
  - ♦Displacement Records
  - ♦Reports
►27. Evictions
- ►1. Provisions
  - ♦Overview
  - ♦Information to be Included
  - ♦Attorney Fees

Anchor: #CACICIEJ

Section 5: Other Applicable Relocation Advisory Services

Anchor: #i999201

Requirements

Anchor: #HQCIFRBD

Current and continuing information on the availability, purchase prices and rental costs of suitable commercial and farm properties and locations shall be provided to non-residential displacees. Assistance in obtaining, or becoming established in, a suitable replacement location shall be provided to any person displaced from a business, NPO, or farm operation.

Anchor: #BWCFUKBK

Counseling shall be provided to the displacee in order to minimize the adjustment period caused by the relocation.

Anchor: #YFGNRSJE

Appropriate information concerning Federal and State housing programs, disaster loan and other programs administered by the Small Business Administration, and other Federal and State programs offering assistance to displaced persons shall be provided to the displacee, as well as technical help when applying for such assistance.

Anchor: #QRJATYDI

Limited English Proficiency (LEP) encounters shall be tracked in TxC. These individuals need access to the same benefits, programs, information and services provided to everyone else. Tracking these encounters helps TxDOT stay in compliance with Title VI of the Civil Rights Act of 1964. Refer to the TxC Tracking LEP Encounters job aid.