RELOCATION VOUCHER ASSEMBLY FOR RESIDENTIAL AND NON-RESIDENTIAL

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:


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


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.

5 Revised Jan 2010

MORTGAGE INTEREST DIFFERENTIAL PAYMENT #009 CODE: PARCEL:




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:


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:




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)


* 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:


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:




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



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



NOTE:


8 Revised Jan 2010

DOWNPAYMENT ASSISTANCE PAYMENT #012 / LRH #024

CODE: PARCEL:




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



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



NOTE:


9 Revised Jan 2010

INCIDENTAL EXPENSE REIMBURSEMENT #017

CODE: PARCEL:




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




Invoices must include the companies name and phone number that completed the work.

10 Revised Jan 2010

RESIDENTIAL SCHEDULED MOVE #007

CODE: PARCEL:





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



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:





Middle portion completed with displacee’s signature Invoice Bill, Invoice, or a paid receipt if you are reimbursing the displacee


(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








12 Revised Jan 2010

MISCELLANEOUS RESIDENTIAL MOVE BY ACTUAL COST #021

(One-time Utility hookup fees, BMV fees, Cable TV, etc.)

CODE: PARCEL:




#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




All determinations must have central office approval prior to the claim submittal.

13 Revised Jan 2010

BUSINESS - INITIAL RELOCATION MEETING SUBMISSION

CODE: PARCEL:


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 # 9 Fully completed with landlord’s signature (rental & landlord only)


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:


14 Revised Jan 2010

SEARCHING EXPENSE REIMBURSEMENT #013

CODE: PARCEL:




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)




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:





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




All Business Reestablishment work must be pre-approved.

16 Revised Jan 2010

PAYMENT IN LIEU OF MOVING EXPENSES #015

CODE: PARCEL:





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)




Do not submit PIL moving vouchers until the actual move date is less than 30-45 days.


17 Revised Jan 2010

DIRECT LOSS OF PERSONAL PROPERTY #016

SUBSTITUTE PERSONAL PROPERTY #016

CODE: PARCEL:





Middle portion completed with displacee’s signature


(photos must clearly identify the personal property being inventoried) Move Bid LOW professional mover’s bid




Receipt from the sale of the replaced or abandoned business equipment (if applicable)

Proof of in-place FMV of business equipment replaced or abandoned


* 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:


18 Revised Jan 2010

BUSINESS MOVE BY PROFESSIONAL MOVER #022

BUSINESS SELF-MOVE BASED ON 100% OF THE LOW BID #027

CODE: PARCEL:





Middle portion completed with displacee’s signature Invoice Bill, Invoice, or a paid receipt if you are reimbursing the displacee


(photos must clearly identify the personal property being inventoried) Move Bid LOW professional mover’s bid










19 Revised Jan 2010

BUSINESS MISCELLANEOUS MOVE BY ACTUAL COST #022

(Stationery, Business Cards, etc.)

CODE: PARCEL:





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


(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


Bid HIGH professional bid


NA Obsolete Item Obtain obsolete items being replaced


* 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 determinations must have central office approval prior to the claim submittal.

20 Revised Jan 2010

PPMO - INITIAL RELOCATION MEETING SUBMISSION

CODE: PARCEL:




NA #30A 90 Day Notice signed by the agent and 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:


21 Revised Jan 2010

PERSONAL PROPERTY MOVE ONLY (PPMO) #029

CODE: PARCEL:




#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


NOTE:


Do not submit move vouchers until the actual move date is less than 30-45 days.


22 Revised Jan 2010

BID FEE #018, 019, AND 020

CODE: PARCEL:




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


* R8 does not need to be lengthy, but it must be specific and complete * R8 must be signed by the agent only NOTE:


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 #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 #9 Fully completed with landlord’s signature (renters and landlords only)


NA RQ or BQ Residential or Business Questionnaire fully completed

NA Business Letters Reestablishment Guidelines, and Business Eligible and Ineligible Moving

Expenses (businesses only)


(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:


24 Revised Jan 2010

RELOCATION INCENTIVE #038

CODE: PARCEL:




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)


* 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:





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

RELOCATION VOUCHER ASSEMBLY FOR RESIDENTIAL AND NON-RESIDENTIAL

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Transcript of RELOCATION VOUCHER ASSEMBLY FOR RESIDENTIAL AND NON-RESIDENTIAL