Prior to the adoption of 3-4 on 01/12/2010, Policy 3-4 read as follows.

Policy 3-4 REIMBURSEMENT OF MOVING EXPENSES

ADMINISTRATIVE POLICY NO. 3-4

Distribution: All Departments

Date: June 7, 1993

Subject: Reimbursement of Moving Expenses for New Employees

Purpose: To formalize the policy and establish procedures for the City of Lawton paying moving expenses of new employees.

Background: From time to time, it is appropriate for the City of Lawton to pay a portion of the moving expenses new employees may incur when relocating to Lawton. This can be a useful recruiting tool in attracting Professional and supervisory employees.

Procedure: A. Statement of Policy. In circumstances where the City of Lawton is unable to fill key positions locally, the city may reimburse a portion of the expense of moving new employees from their residence to Lawton. This authorization shall be extended to new department directors and other key positions as recommended by department directors and approved by the City Manager. The city shall reimburse the new employee up to a maximum of $3,000.00 for authorized shipping expenses of personal belongings.

B. Expenses Eligible for Reimbursement. Authorized shipping expenses shall be limited to the following

1. Containers, packing, crating at origin and unloading at destination.

2. Transportation of household goods and personal effects from previous residence to new location.

3. Insurance of transit protection authorized to $1.25 per pound based on actual shipping weight.

4. Normal servicing of household appliances at tariff rates, i.e., preparation for shipment of stereos, refrigerators, or other appliances.

C. Expenses which Are Not Reimbursable.

1. Overtime moving charges, waiting time charges, or extra pickups and deliveries, unless authorized in advance.

2. Cost of mail service, cleaning and painting at old and new residence, to include cleaning of clothes, rugs or draperies.

3. Shipping or storage of perishable or frozen foods, pets, cars, boats, campers, or other bulky articles as described in Interstate Tariff Rules, and firewood, bricks, or other building materials.

4. Removal of draperies, rugs or fixtures, removal and installation of television or FM radio antenna, television adjustment, piano tuning, utility deposits, telephone installation charges.

5. Assembly or disassembly of yard equipment such as swing sets, jungle gyms, etc.

6. Purchase of furniture or appliances needed in the new residence, and replacement of furnishings left behind in the old residence, such as wall-to-wall carpeting, draperies, or venetian blinds.

7. Losses on such items as unexpired school tuition, club fees, registration fees, etc.

8. State or local personal property or use taxes.

D. Determination of Expenses Eligible for Reimbursement. All possible moving expenses cannot be listed in an administrative policy. With this in mind, should a new employee incur an expense which is not covered by the preceeding paragraphs the decision or. eligibility for reimbursement will be made by the Finance Director.

E. Damage. Claims for damages sustained in transit are to be filed by the employee directly with the carrier as soon as possible. The City of Lawton is not responsible or liable for damage. The employee is responsible for signing inventory lists at the points of loading and unloading.

F. Administration.

1. The appointing authority shall send the new employee a letter of firm offer of hire, salary, and fringe benefits with a promise of a flat offer, not to exceed $3,000.00, of moving expense reimbursement. A copy of this administrative policy shall be attached to the letter. The employee shall be asked to complete the Moving Information Form (enclosure 1) and return it to the Purchasing and Contracting office, and to sign the Statement of Understanding (enclosure 2) and return it to the personnel office. A copy of the letter to the new employee will be provided to the personnel office, which shall place a copy of all documents in the employee's permanent file.

2. Employees who relocate at city's expense and resign from employment within one year shall be required to repay the.city 50% of the relocation expenses provided by the city. _

3. The reimbursement procedure will begin when the Purchasing and Contracting division receives an itemized statement of expenses.

4. Moving expenses will be paid from the departmental budget of the department hiring the new employee.

References: Policies of the cities of Tulsa, Oklahoma City, Norman, Midwest City and Wichita Falls, and Public Service Company, Arkla, Goodyear and Northrop.

Rescission: This policy supercedes policy dated January 18, 1984 and will remain in effect until rescinded.

Robert M. Hopkins City Manager

rmh/jrf Enclosures (2)