Chapter 11: Residential Moves
Anchor: #BIHIGBFBSection 1: Eligibility
Anchor: #i1000783Overview
A residential displacee is entitled to reimbursement for those moving expenses determined by TxDOT to be reasonable and necessary. Methods for determining reimbursement include the following.
Anchor: #i1000793Actual Cost Commercial Move
Reimbursement documented by paid receipts from a professional mover.
Anchor: #i1000805Actual Cost Self-Move
Reimbursement for costs must be documented by paid receipts for labor, equipment rentals, fuel, etc., and inventory of moved personalty. Additionally, the displacee must provide an itemized certified accounting of the number of hours spent on the move and the claimed hourly wage rate. Hourly labor rates should not exceed the cost paid by a commercial mover for moving staff necessary for moving the personal property. Costs for moving personal property that requires special handling should not exceed the hourly market rate for a commercial specialist. Equipment rental fees should be based on the actual cost of renting the equipment but not exceed the cost paid by a commercial mover.
Anchor: #i1017791Negotiated Self-Move
If a displacee chooses to take full responsibility for all or part of moving the displaced personalty, payment may be approved for the moving expenses not to exceed the lowest acceptable estimate obtained or prepared by TxDOT. Additional documentation of expenses by displacee is not required. Payment shall include all eligible moving costs; however, removal and reinstallation expenses may be considered as separate claims. When possible, all claims related to a particular move should be submitted for payment simultaneously. A NSM must be handled in the following sequence:
TxDOT and the displacee must agree on work specifications and requirements of the move.
The displacee must provide a move plan and a signed and dated inventory of property to be moved, including identification of all items requiring removal and reinstallation, packing, crating, or individual handling. The displacee must also provide a list of other services, including utility and telephone connections. These functions must be completed before other actions are initiated for moving.
Upon finalization of the moving plan or agreed terms and conditions for the move, the displacee must submit an application to TxDOT, using form ROW-R-119 Negotiated Self-Move Request, before the move start date. Applications must be accompanied by the plans, inventories, and information outlined in the preceding paragraphs. NSM requests will not be accepted after the start of any move. Therefore, carefully consider the timing and handling of the submission. Before starting the move, the negotiated self-move request must have TxDOT’s approval.
After receiving the displacee’s executed ROW-R-119 Negotiated Self-Move Request, TxDOT shall secure two cost estimates from qualified commercial moving firms or individuals. These estimates shall be based on the moving plan or agreed upon terms and conditions. The displacee shall be informed that supporting estimates shall not include compensation for ineligible items or services, and that only reasonable and necessary expenses that can be fully supported will be allowed.
A displacee’s NSM request received for approval that does not exceed $50,000 shall be placed, with required supporting information and cost estimate, in ROW PD files.
If estimated moving expenses exceed $50,000, submit the displacee’s executed ROW-R-119 Negotiated Self-Move Request, supporting information, and ROW PD’s recommendation, to the ROW Program Office for approval before the displacee incurs any moving expenses.
The displacee shall be informed that approval of a NSM request is not guaranteed. At the discretion of TxDOT, a displacee may be deemed ineligible for the NSM option but would still be eligible for other moving expense options. Being deemed ineligible for a NSM, or disapproval of certain expenses in a NSM, is not appealable. The following are a few examples of when TxDOT may not approve a NSM:
- Anchor: #MLAITRTQ
- request submitted to TxDOT with insufficient time to review the move plan and expenses prior to starting the move; or Anchor: #GXWBVYHB
- projected expenses requested for approval cannot be deemed reasonable and necessary due to unknown facts about the replacement location; or Anchor: #ROAMAKDT
- a displacee has hired a move planner to coordinate the move.
If a requested self-move payment exceeds the low-cost estimate or is considered unacceptable for other reasons, open discussions with the displacee to arrive at a reasonable payment that is less than the low-cost estimate. If an amount can be agreed upon, submit the displacee’s application for self-move, with supporting information, for approval by the authorized person. If discussions prove unsuccessful, return the displacee’s application for self-move to the displacee and relocate the displaced property on an actual cost basis.
Each displacee should understand that if the self-move is not performed according to provisions under which the agreed amount was reached, the payment will either be denied or adjusted in proportion to the work performed.
Anchor: #i1000817Fixed Room Count Schedule
Make reimbursement as described in Fixed Moving Expense Payments and Use of Moving Expense Schedules.