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TRANSCRIPT
INDIANA DEPARTMENT OF TRANSPORTATION
OFFICE OF REAL ESTATE
RELOCATION
VOUCHER ASSEMBLY
FOR RESIDENTIAL AND NON-RESIDENTIAL
RELOCATION PAYMENTS
Revised JAN 2010
TABLE OF CONTENTS
RESIDENTIAL
Page #
1. Residential Fixed Schedule as of Oct 09
2. Residential Initial Meeting submittal
3. Residential 90 Day Notice Pre-Approval Requirements
4. RHP #008 / LRH #023
5. Increased Interest (MIDP) #009
6. Closing Cost #010
7. RAP #011 / LRH #024
8. DAP #012 / LRH #024
9. Incidental Expenses #017
10. Residential Scheduled Move #007
11. Residential Actual Cost Move #021
12. Residential Miscellaneous Actual Cost Move (utility hookups, etc.) #021
BUSINESS
13. Business Initial Meeting submittal
14. Searching Expense #013
15. Reestablishment Expense #014
16. Payment-In-Lieu (PIL) #015
17. Direct Loss of Personal Property #016 / Substitute Personal Property #016
18. Business Professional Mover #022 / Self-Move 100% of Low Bid #027
19. Business Miscellaneous Expenses such as stationary, business cards, etc. #022
PERSONAL PROPERTY MOVE ONLY (PPMO)
20. PPMO Initial Meeting submittal
21. PPMO #029
MISCELLANEOUS
22. Bid Fee(s) 1st #018 / 2nd #019 / 3rd #020
23. Relocation Incentive Initial Meeting
24. Relocation Incentive #038
25. PARC Format Requirements for RAAP 8 (R8)
26. Closed Parcel (requirements prior to closing the Relocation Folder)
90 DAY NOTICES
Residential Owner – Raap 16 Mobile Home – Raap 17A Personal Residential Tenant – Raap 17 Business – Raap 30 Property – Raap 30A
RESIDENTIAL FIXED SCHEDULED MOVE Rooms 1 2 3 4 5 6 7 8 extra
$ $475 $675 $875 $1,000 $1,125 $1,250 $1,400 $1,500 $200
Furnished dwellings or sleeping rooms: 1st room is $375.00, additional rooms $100.00
Personal Property: Identifiable portable and tangible objects that are considered by the general public to be “personal”; all property that is not classified as real estate. Personal property includes moveable items that are not permanently affixed to, and part of, the real estate.
Possible Extra Rooms:
ROOM - One standard room with typical furnishings (living room, dining room, kitchen, family room, bedroom(s), laundry, etc.).
EXTRA -“heavy” pieces of furniture such as in a basement or enclosed porch (couch, chairs, tables, etc.).
EXTRA - large safe, pool table, large freezer, piano, etc.
EXTRA - garage with tools and equipment.
EXTRA - patio furniture.
EXTRA - storage shed or attic with personal property.
EXTRA - swing set, trampoline, etc.
A copious amount of photos is required for the personal property inventory; additional photos will also be required to justify an extra room or half room. A photo of an individual item (safe, pool table, piano, shed, swing set, freezer, etc.) is a must as well as a detailed explanation of the reason for the extra room to include location and other pertinent information. These items should also be listed on the RAAP 26 (inventory list).
Before a final room count and amount is issued to the displacee, approval by the Central Office must be obtained if the total room count is in excess of the total number of rooms in the dwelling.
The Scheduled Move Agent’s Report (Raap 8) must include all PARC requirements including information regarding utility disconnects/reconnects as being an ineligible reimbursement and the report must be signed by the displacee.
* Credit for a half room is acceptable.
Schedule Move chart as of Jan 2010
1 Revised Jan 2010
2 Revised Jan 2010
RESIDENTIAL - INITIAL RELOCATION MEETING SUBMISSION
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Item
NA W-9 Fully completed and signed by the displacee + 1 copy
NA #10 Fully completed and signed by the displacee and agent
NA #12 Top portion completed with agent’s signature
NA #38 Self certifying form that must be signed by the displacee
NA PN Payment Notice signed by the displacee
NA RQ Residential Questionnaire fully completed
NA # 8 Agent’s Report detailing the general relocation items discussed
* R8 does not need to be lengthy, but it must be specific and complete * R8 should be signed by both the agent and displacee Items not required but can be submitted at this time NA Personal photo(s) of the subject dwelling and outbuildings
(Front view photo and adjacent property photos are required) NA # 9 Fully completed with landlord’s signature (renters only)
NA HUD Utility Chart for subject property (renters only)
NA Income Verification [tax return, W-2, multiple pay stubs (renters only)]
(if the displacee does not qualify for the 30% rule or refuses to provide income information, it must be documented in an R8 and signed by the displacee)
NA #26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers. The documents listed above must be submitted within 2 working days of the date of the initial meeting. The Region Team Leader will review and approve the submittal. Relocation consultants may electronically submit the required documentation.
3 Revised Jan 2010
RESIDENTIAL 90 DAY NOTICE PRE-APPROVAL
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA # 16, 17, or 17A 90 Day Notice entitlement letter
(Last Resort Housing should be written in red at the top of the letter when the PDP or RAP exceeds the maximums)
NA #15 or 15A Top half fully completed
Appraisal Relocation Breakout form (owners only)
# 9 Fully completed with landlord’s signature (renters only)
Photo Personal photo(s) of the subject dwelling and all outbuildings
(Front view photo and adjacent property photos are required) NA # 14 or #14T Fully completed and signed (3 comps are required when available)
NA Data Sheets MLS and/or data sheets for each comparable listed on the R14 with photos of the dwelling and outbuildings
NA HUD Utility HUD Utility Chart for the subject (renters only)
NA HUD Utility HUD Utility Charts for all comparables listed on the R14 (renters only)
Income Income Verification [tax return, W-2, multiple pay stubs (renters only)]
(if the displacee does not qualify for the 30% rule or refuses to provide income information, it must be documented in an R8 and signed by the displacee)
NA Data Sheets
Additional data sheets (newspaper ads, real estate magazine ads, MLS data sheets, realtor property sheets) for searched comparables with comments listed on them as to why they were not considered and dates of when they were searched
NA # 8 Agent’s Report detailing the search efforts and reason for the selection
* R8 must include specific details as it relates to any used breakouts * R8 does not need to be lengthy, but it must be specific and complete.
* R8 must include; dates searched, method(s) of search, and names & phone numbers of RE Agents and landlords contacted.
* R8 must include the mathematical calculation for the PDP/RAP amount.
* Last Resort Housing requires additional information which is listed on pages 133 & 134 of the Relocation Manual.
NOTE: All 90 Day submittals must be approved by Central Office before they are issued to the displacee. Approval will NOT be granted without appropriate documentation of the comparable search or the above listed requirements. All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
4 Jan 2010
REPLACEMENT HOUSING PAYMENT #008 / LRH #023
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
#16 90 Day Notice signed by the agent and displacee
NA #15 Replacement Housing Computation (top & middle completed)
Appraisal Relocation Breakout form (owner only)
Photo Personal photo(s) of the subject dwelling and all outbuildings (Front view photo and adjacent property photos are required)
#14 or 14T Fully completed and signed (3 comps are required when available)
Photo Photos of comparables
Data Sheets MLS and/or data sheets for each comparable listed on the R14 with photos of the dwelling and outbuildings
#18 Decent, Safe, & Sanitary Inspection
Photo Photo of replacement
Agreement Purchase Agreement, Land Contract, or Construction Contract (indicating purchase price and signed by both buyer & seller)
#22, 22A, 23 Agreement for Advanced RHP
HUD / Deed Copy of the replacement HUD signed by seller & buyer and new Deed
Data Sheets
Additional data sheets (newspaper ads, real estate magazine ads, MLS data sheets, realtor property sheets) for searched comparables with comments listed on them as to why they were not considered and dates of when they were searched
NA # 8 “PARC” Agent’s Report detailing the claim * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee
* Last Resort Housing requires additional information which is listed on pages 133 & 134 of the Relocation Manual.
NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
5 Revised Jan 2010
MORTGAGE INTEREST DIFFERENTIAL PAYMENT #009 CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
Increased Interest data sheet
Subject mortgage/note showing interest rate and terms
Replacement mortgage/note showing interest rate and terms
Subject mortgage payoff statement
NA Mortgage Interest Differential Calculation form
Deed Owner’s deed
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
The calculation for Increased Interest must be based on the unpaid mortgage balance at the displacement location.
6 Revised Jan 2010
CLOSING COST REIMBURSEMENT #010
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #20 Fully completed form with itemized eligible expenses
signed by the agent and displacee
HUD1 Closing statement signed by the dispalcee and seller with highlighted expenses
Deed Owner’s deed
Old Mortgage Subject mortgage(s) / Note showing interest rate and terms
New Mortgage Replacement Mortgage(s) / Note showing interest rate and terms
Payoff Statement
Subject payoff statement (for MIP, points, origination, funding, and assumption fees)
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee
* R8 must indicate if the displacee had a mortgage or lien at the subject at the time of the ION.
NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
Discount points, loan origination fees, VA funding fees, assumption fees, and MIP costs that are charged as a percentage will be based on the unpaid mortgage balance on the displacement property mortgage.
HUD 800 series charges will only be paid if the displacee had a personal lien on the subject property.
POC items reimbursed may require additional documentation; copy of inspections or report.
7 Revised Jan 2010
RENTAL ASSISTANCE PAYMENT #011 / LRH #024
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #17 / 17A 90 Day Notice signed by the agent and displacee
Economic or Market Rent Assessment (if applicable)
HUD Low Income chart
Income Verification (tenant 30% rule) (tax return and current pay stubs)
#15A Replacement Housing Computation
PHOTO / HUD Photo of subject property and HUD utility chart
#14T Comparable Properties for Replacement Housing
PHOTO / UTILITY Photos of comparables and HUD utility chart
Additional data sheets (newspaper ads, real estate magazine ads, MLS data sheets, realtor property sheets) for searched comparables with comments listed on them as to why they were not considered and dates of when they were searched
#18 Decent, Safe, & Sanitary Inspection
PHOTO / UTILITY Photo of replacement and HUD utility chart
Replacement Lease signed by the displacee and landlord (indicating all terms)
#9 Tenant List signed by the landlord and Subject Lease
NA # 8 “PARC” Agent’s Report detailing the claim * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee
* Last Resort Housing requires additional information which is listed on pages 133 & 134 of the Relocation Manual.
NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
8 Revised Jan 2010
DOWNPAYMENT ASSISTANCE PAYMENT #012 / LRH #024
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #17 90 Day Notice signed by the agent and displacee
Economic or Market Rent Assessment (if applicable)
HUD Low Income chart
Income Verification (tenant 30% rule) (tax return and current pay stubs)
#15A Replacement Housing Computation
PHOTO / HUD Photo of subject property and HUD utility chart
#14T Comparable Properties for Replacement Housing
PHOTO / UTILITY Photos of comparables and HUD utility chart
Additional data sheets (newspaper ads, real estate magazine ads, MLS data sheets, realtor property sheets) for searched comparables with comments listed on them as to why they were not considered and dates of when they were searched
#18 Decent, Safe, & Sanitary Inspection
PHOTO / UTILITY Photo of replacement and HUD utility chart
Purchase Agreement, Land Contract, or Construction Contract (indicating purchase price and signed by both buyer & seller)
#9 Tenant List signed by the landlord
#22 or #22A Agreement for Advanced RHP
HUD / DEED Copy of the replacement HUD signed by seller & buyer / DEED
NA # 8 “PARC” Agent’s Report detailing the claim * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee
* Last Resort Housing requires additional information which is listed on pages 133 & 134 of the Relocation Manual.
NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
9 Revised Jan 2010
INCIDENTAL EXPENSE REIMBURSEMENT #017
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #20 Fully completed form with itemized eligible expenses
Signed by the agent and displacee
NA Receipts Paid in full receipts for completed work such as surveys or property inspections
NA Inspections Copy of the inspection or inspection summary
NA Form of Pmt Canceled checks (front & back) or other evidence of payment in full
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
Invoices must include the companies name and phone number that completed the work.
10 Revised Jan 2010
RESIDENTIAL SCHEDULED MOVE #007
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #12 Top portion completed with agent’s signature
Middle portion completed with displacee’s signature
#26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All moving determinations must have central office approval prior to the claim submittal.
Do not submit moving vouchers until the actual move date is less than 30-45 days.
A copy of the district 48 Hour email notification must be in the relocation file before the file is closed.
11 Revised Jan 2010
RESIDENTIAL PROFESSIONAL MOVER #021
RESIDENTIAL ACTUAL COST SELF MOVE #021
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #12 Top portion completed with agent’s signature
Middle portion completed with displacee’s signature Invoice Bill, Invoice, or a paid receipt if you are reimbursing the displacee
#26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried)
Worksheet Worksheet indicating numbers of hours worked and type of work. Paid receipts for all equipment used during the move. (self move only)
Move Bid LOW professional mover’s bid
#27 Bid Specifications - must be signed by the bidder
Move Bid HIGH professional mover’s bid
#27 Bid Specifications - must be signed by the bidder
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All moving determinations must have central office approval prior to the claim submittal.
Do not submit moving vouchers until the actual move date is less than 30-45 days.
A copy of the district 48 Hour email notification must be in the relocation file before the file is closed.
12 Revised Jan 2010
MISCELLANEOUS RESIDENTIAL MOVE BY ACTUAL COST #021
(One-time Utility hookup fees, BMV fees, Cable TV, etc.)
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
#12 Fully completed with agent’s signature & displacee’s signature
Invoice Bill or Invoice
Form of Pmt Canceled checks (front & back) or other evidence of payment in full
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All determinations must have central office approval prior to the claim submittal.
13 Revised Jan 2010
BUSINESS - INITIAL RELOCATION MEETING SUBMISSION
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA W-9 Fully completed and signed by the displacee + 1 copy NA #10 Fully completed and signed by the displacee and agent
NA #30 90 Day Notice signed by the agent and displacee
NA #25 Top portion completed with agent’s signature
NA #38 Self certifying form that must be signed by the displacee
NA # 9 Fully completed with landlord’s signature (rental & landlord only)
NA PN Payment Notice signed by the displacee
NA BQ Business Questionnaire fully completed
NA RG Reestablishment Guidelines advisory letter signed by displacee
NA EM Business Eligible Moving Expenses letter signed by displacee
NA IM Business Ineligible Moving Expenses letter signed by displacee
NA Photo Personal exterior photo of the subject building(s)
NA # 8 Agent’s Report detailing the general relocation items discussed
* R8 does not need to be lengthy, but it must be specific and complete * R8 should be signed by both the agent and displacee Items not required but can be submitted at this time
NA #26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers. The documents listed above must be submitted within 2 working days of the date of the initial meeting. The Region Team Leader will review and approve the submittal. Relocation consultants may electronically submit the required documentation.
14 Revised Jan 2010
SEARCHING EXPENSE REIMBURSEMENT #013
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #31 Searching Expense Report
NA Receipts Paid in full receipts for any lodging and meals if overnight travel was necessary (overnight reimbursement must be pre-approved)
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
The amount used for mileage reimbursement will be based on the IRS mileage rate for businesses at the time the Searching claim is filed by the displacee.
Hourly Rate - $10.00 per hour unless a higher rate is supported with current income documentation.
Mileage Rate - can be obtained from the IRS website.
15 Revised Jan 2010
BUSINESS REESTABLISHMENT EXPENSES CLAIM #014
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
#30 90 Day Notice signed by the agent and displacee
NA #32 Reestablishment Expenses Determination form
DEED / LEASE Owner’s replacement Deed or lease to replacement property
LEASE Tenants new lease for landlord reestablishment claims
PHOTOS Before and after photos of all work claimed for reimbursement
RECEIPTS Paid receipts / contracts / canceled checks / evidence of payment
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All Business Reestablishment work must be pre-approved.
16 Revised Jan 2010
PAYMENT IN LIEU OF MOVING EXPENSES #015
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
#30 90 Day Notice signed by the agent and displacee
NA #33 Payment In Lieu Certification
NA #35 Payment In Lieu Determination
NA Accountant’s or IRS Certification letter – signed by tax preparer
NA Tax Returns Federal Tax returns for the last two taxable years prior to displacement – signed by the displacee and preparer
#26/Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) #9 Tenant List (Renters Only)
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
Do not submit PIL moving vouchers until the actual move date is less than 30-45 days.
A copy of the district 48 Hour email notification must be in the relocation file before the file is closed.
17 Revised Jan 2010
DIRECT LOSS OF PERSONAL PROPERTY #016
SUBSTITUTE PERSONAL PROPERTY #016
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #25 Top portion completed with agent’s signature
Middle portion completed with displacee’s signature
#26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) Move Bid LOW professional mover’s bid
#27 Bid Specifications - must be signed by the bidder
Move Bid HIGH professional mover’s bid
#27 Bid Specifications - must be signed by the bidder
Receipt from the sale of the replaced or abandoned business equipment (if applicable)
Proof of in-place FMV of business equipment replaced or abandoned
NA # 8 “PARC” Agent’s Report detailing the claim
* Include appraised in-place FMV of business equipment * Include cost of substitute item (SPP Only) * Include proceeds from the sale or trade-in value of business eqp. * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
18 Revised Jan 2010
BUSINESS MOVE BY PROFESSIONAL MOVER #022
BUSINESS SELF-MOVE BASED ON 100% OF THE LOW BID #027
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #25 Top portion completed with agent’s signature
Middle portion completed with displacee’s signature Invoice Bill, Invoice, or a paid receipt if you are reimbursing the displacee
#26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) Move Bid LOW professional mover’s bid
#27 Bid Specifications - must be signed by the bidder
Move Bid HIGH professional mover’s bid
#27 Bid Specifications - must be signed by the bidder
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All moving determinations must have central office approval prior to the claim submittal.
Do not submit moving vouchers until the actual move date is less than 30-45 days.
A copy of the district 48 Hour email notification must be in the relocation file before the file is closed.
19 Revised Jan 2010
BUSINESS MISCELLANEOUS MOVE BY ACTUAL COST #022
(Stationery, Business Cards, etc.)
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA #25 Top portion completed with agent’s signature
Middle portion completed with displacee’s signature Invoice Bill or Invoice
Form of Pmt Canceled check (front & back) or other evidence of payment in full
#26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) Old Order form Copy of last order for item(s) being replaced Bid LOW professional bid
#27 Bid Specifications - must be signed by the bidder
Bid HIGH professional bid
#27 Bid Specifications - must be signed by the bidder
NA Obsolete Item Obtain obsolete items being replaced
NA # 8 “PARC” Agent’s Report detailing the claim
* Indicate number of items on hand being replaced * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All determinations must have central office approval prior to the claim submittal.
20 Revised Jan 2010
PPMO - INITIAL RELOCATION MEETING SUBMISSION
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA W-9 Fully completed and signed by the displacee + 1 copy
NA #10 Fully completed and signed by the displacee and agent
NA #30A 90 Day Notice signed by the agent and displacee
NA #25 Top portion completed with agent’s signature
NA #38 Self certifying form that must be signed by the displacee
NA PN Payment Notice signed by the displacee
NA Photo Personal exterior photo of the subject building(s)
NA #26 / Photos Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) NA # 8 Agent’s Report detailing the general relocation items discussed
* R8 does not need to be lengthy, but it must be specific and complete * R8 should be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers. The documents listed above must be submitted within 2 working days of the date of the initial meeting. The Region Team Leader will review and approve the submittal. Relocation consultants may electronically submit the required documentation.
21 Revised Jan 2010
PERSONAL PROPERTY MOVE ONLY (PPMO) #029
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
#30A 90 Day Notice signed by the agent and displacee
#25 Top and middle portion completed
#26/Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventories)
Moving cost may be determined using the following options 1,2, or 3:
NA 1) Professional/Commercial Mover based on low bid OR NA 2) Self move based on the low professional/commercial bid
NA Bill/Invoice professional/commercial mover’s bill (if Mover completed the move)
Bid Low professional/commercial mover’s bid
#27 Bid Specifications signed by the agent and bidder
Bid High professional/commercial mover’s bid
#27 Bid Specifications signed by the agent and bidder
OR
NA 3) Agents Estimate or PPMO Brochure for moves less than $4,000.00
NA #29 Specialist Estimate and/or copy of INDOT’s PPMO brochure
NA # 8 “PARC” Agent’s Report detailing the claim * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee
NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
Do not submit move vouchers until the actual move date is less than 30-45 days.
A copy of the district 48 Hour email notification must be in the relocation file before the file is closed.
22 Revised Jan 2010
BID FEE #018, 019, AND 020
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA Invoice Invoice or Bill not to exceed the approved bid fee
Bid Original bid on company letterhead
#27 Bid Specifications signed by the bidder
NA # 8 “PARC” Agent’s Report detailing the claim
* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by the agent only NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
Movers that are paid a bid fee and are later awarded the move must deduct the full amount of the bid fee from the final moving bill.
# 018 1st bid fee claimed, # 019 2nd bid fee claimed, and # 020 3rd bid fee claimed.
23 Revised Jan 2010
INCENTIVE - INITIAL RELOCATION MEETING SUBMISSION
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Item
NA W-9 Fully completed and signed by the displacee + 1 copy
NA #10 Fully completed and signed by the displacee and agent
NA #12 or #25 Top & Middle portions completed – signed by agent and displacee
#16, 17, or 17A All items required for a Residential 90 Day Notice found on page # 3
NA #30 or 30A 90 Day Notice for Business or PPMO - signed by agent and displacee
NA #38 Self certifying form that must be signed by the displacee
NA #9 Fully completed with landlord’s signature (renters and landlords only)
NA PN Payment Notice signed by the displacee
NA RQ or BQ Residential or Business Questionnaire fully completed
NA Business Letters Reestablishment Guidelines, and Business Eligible and Ineligible Moving
Expenses (businesses only)
#26 / Photo Form should indicate – “photo inventory” and be signed by the displacee and agent. Large or unique items should be itemized on the form
(photos must clearly identify the personal property being inventoried) NA Inc. Agreement Relocation Incentive Agreement fully completed
NA #8 Agent’s Report detailing the general relocation items discussed
* R8 does not need to be lengthy, but it must be specific and complete * R8 should be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers. The documents listed above must be submitted within 2 working days of the date of the initial meeting. The Region Team Leader will review and approve the submittal. Relocation consultants may electronically submit the required documentation.
24 Revised Jan 2010
RELOCATION INCENTIVE #038
CODE: PARCEL:
AttachedPreviously Submitted Form # Required Items
NA Voucher Original signed claim voucher + 1 copy
W-9 Original + 1 copy (if not previously submitted)
NA Inc. Agreement Relocation Incentive agreement signed by the displacee (fully completed indicated exp dates and move amount)
Accepted Assigned Buyer’s proof of offer acceptance
Acq. Offer (email from the assigned buyer indicating the owner met the terms of the Buying Incentive agreement)
NA # 8 “PARC” Agent’s Report detailing the claim
* The date the move inspection was completed * R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by both the agent and displacee NOTE:
All submitted documents and forms should be complete and include the code, parcel, & suffix numbers.
All moving determinations must have central office approval prior to the claim submittal.
Do not submit moving vouchers until the actual move date is less than 30-45 days.
A copy of the district 48 Hour email notification must be in the relocation file before the file is closed.
INDIANA DEPARTMENT OF TRANSPORTATION, OFFICE OF REAL ESTATE, RELOCATION UNIT
RELOCATION SPECIALIST REPORT
Name: **Displacee’s Name(s)** Project: **Project or DES #** Address: **Displacement Address** Parcel: * # * Code: * #* Type of Contact: Personal Visit Telephone Call # **Current Contact Ph #**
Person Name: ** Person Contacted ** Date: ** Date of Meeting **
Address ** Address of Meeting ** Time: ** Time of Meeting **
Type of Relocation: **Business or Residential or PPMO**
“P A R C” REQUIREMENTS Purpose of the claim voucher Amount and calculation of entitlement Requirements for full eligibility for the release of the funds and check delivery instructions Closing statement to indicate that all matters discussed are subject to final approval from INDOT’s Office of Real Estate
**Must be signed by the displacee** by **Relo Agent’s signature**
Displacee Relocation Specialist State Form 4130 RAAP Form # 8 Revised 8/2008
25 Revised Jan 2010
CLOSED PARCELS
REQUIRED ITEMS Copy of the claim voucher Signed check receipt or copy showing check was mailed All relocation RAAP forms and supporting documentation that was required when the original claim was submitted (in correct Voucher Assembly order) District 48 hour email notification for RW move inspection All Agent’s Reports that pertain to this claim (last date first) An Agent’s Report indicating that all relocation entitlements were offered, all payments were accepted, and that the parcel can now be CLOSED The closed file must be submitted to the region for review and then submitted to the Training Unit for final audit and closure within 30 days of the final claim
26 Revised Jan 2010