§ 302-11.400 Policies, procedures, and controls.

(a) Agencies must establish internal policies and procedures to implement this part. The policies must define what documentation is acceptable from an employee when requesting reimbursement of residence transaction expenses. (b) When paying allowances for expenses incurred in connection with residence transactions, agencies must: (1) Determine who will authorize and approve residence transactions expenses on the employee's travel authorization; (2) Determine who will review applications for reimbursement of residence transaction expenses; (3) Determine who will authorize extensions beyond the 1-year limitation for completing sales and purchase or lease termination transactions; and (4) Require employees to submit a travel claim with appropriate documentation to support the payment of claimed expenses, which must include as a minimum: (i) The sales agreement; (ii) The purchase agreement; (iii) Property settlement documents; (iv) Loan closing statements; and (v) Invoices or receipts for other bills paid.