• ♦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
    • ♦Authority for Relocation Assistance
    • ♦Relocation Payments Non-Income Status
    • ♦Fair Housing
    • ♦Fair Housing Exceptions
    • ♦Eligibility - Individuals Unlawfully Present
  • ►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
    • ♦Material Maintained
    • ♦Delivery of Payment
    • ♦Coordination of Relocation Assistance Activities
• ►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
    • ♦General Information Notice
    • ♦Notice of Relocation Eligibility
    • ♦Notices to Vacate
    • ♦Notice of Intent to Acquire
    • ♦Notice of Advance Relocation Assistance Eligibility
    • ♦Notice to Late Occupants
    • ♦Notice of Denial of Claim
  • ►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
    • ♦Determination of Payment
    • ♦Use of Moving Expense Schedules
    • ♦Counted Rooms
    • ♦Multiple Occupancy of Same Dwelling
    • ♦Owner-Occupant Multi-Family Units
• ►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
    • ♦Overview
    • ♦Actual Direct Loss of Tangible Personal Property
    • ♦Purchase of Substitute Personal Property
    • ♦Requirements
  • ►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
    • ♦Eligibility
    • ♦Special Provisions for Two-Phase Negotiated Self-Move of Advertising Signs
    • ♦Value of Displaced Sign
  • ♦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
    • ♦Overview
    • ♦Eminent Domain/Administrative Settlement
    • ♦Mixed-Use and Multi-Family Properties Acquired
    • ♦Insurance Proceeds
    • ♦Owner Retention of Displacement Dwelling
  • ►6. Maximum Payment Calculations
    • ♦Procedure
  • ►7. Incidental Expenses - 90-Day Owner-Occupants
    • ♦Overview
    • ♦Cash Purchase, No Mortgage on Displacement Property
    • ♦Purchases with Mortgage Financing
  • ►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
    • ♦Overview
    • ♦Establishing Subject’s Value
    • ♦Carve-outs of Excess Land and Improvements
    • ♦Subject is a Duplex or Triplex
    • ♦Portion of Subject Rented Out
    • ♦Subject’s Value Established by LPA
• ►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
    • ♦State Acquires Mobile Home and Site
    • ♦State Acquires Mobile Home Only, Owner-Occupant Rents Site
    • ♦State Acquires Site Only from Owner-Occupant of Mobile Home
    • ♦State Acquires Rental Site but Owner-Occupied Mobile Home Not Acquired.
  • ►4. 90-Day Mobile Home Tenant-Occupant
    • ♦Overview
  • ►5. Replacement Housing Entitlements for Less Than 90-Day Mobile Home Occupants
    • ♦State Acquires Less Than 90-Day Owner-Occupied Mobile Home and Site
    • ♦State Acquires Mobile Home Only, Owner-Occupant Rents Site
    • ♦State Acquires Site Only From Owner-Occupant of Mobile Home
    • ♦State Acquires Rental Site but Owner-Occupied Mobile Home Not Acquired.
    • ♦State Acquires Tenant-Occupied Mobile Home and Site
    • ♦State Acquires Rental Site but Tenant-Occupied Mobile Home Not Acquired.
• ►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

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Section 3: Tax Identification Number (TIN) Setup

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Procedure

State payees will need a Texas Identification Number (TIN). ROW PD can refer to the OnBase TINS Portal Instructions provided by TxDOT’s Financial Management Division for TIN setup.