Relocating a government agency, contractor office, or federally funded project out of Washington, DC brings with it a long list of regulations, logistical hurdles, and deadlines.
As teams finalize contracts, consolidate activities, or transition to new regions, adopting a well-organized approach to relocating offices is fundamental to maintaining compliance while also minimizing risk.
Begin with Authorization and Set the Groundwork Early
Government-related relocations require formal authorization before any logistical steps can begin. Firms, agencies, and contractors should start planning at least 90 days ahead of their move.
Agencies, contractors, and federally affiliated offices moving out of Washington, DC, should begin by requesting written relocation or travel orders from their internal relocation coordinator or contracting officer. These orders may also determine eligibility for a relocation incentive, which can reach up to 25% of annual base pay. With an OPM waiver, that percentage can increase to 50%.
Security-related planning must also begin at this early stage, especially for cleared personnel. Review requirements for returning credentials, changing combinations on classified safes, and submitting clearance termination forms.
Secure Movers and Manage Location Logistics
Securing a moving company should occur roughly 60 days in advance, and federal contractors and agencies must use CHAMP-approved movers to meet compliance standards and reimbursement rules. The busiest period for commercial movers is between April and August, which often calls for earlier booking to reserve preferred dates.
It’s also the right time to review potential tax impacts in the new location since some states treat TSP distributions as taxable income, which could affect financial planning. Agencies moving across state lines should research business taxes, state filings, and relocation expenses that may not be deductible at the state level.
Keep Benefits and Account Changes on Track
About 30 to 45 days before departure, benefits management becomes a priority. Employees who need to change or end their Federal Employees Health Benefits (FEHB), Dental and Vision Insurance (FEDVIP), or FSAFEDS participation must submit SF-2809 within 31 days before or 60 days after the relocation date.
OPM Retirement Services accounts should be updated with new addresses through the Retirement Services Online portal. To make adjustments to your TSP account, use either TSP.gov or the Defense Finance and Accounting Service’s myPay portal.
Don’t Skip Transit, Licensing, or Property Wrap-Ups
Transportation-related tasks can be overlooked in office moves but carry specific timelines and penalties if skipped.
DC’s DMV mandates a change of address within 60 days of moving, and online submission will simultaneously update driver’s licenses and vehicle registrations. Agencies or contractors moving to states that do not accept DC’s electronic lien format should request paper titles early to avoid complications.
Returning DC plates and canceling Residential Parking Permits is necessary to prevent future automated citations. WMATA parking passes, Metro SmartBenefits, and any EZ-Pass accounts connected to Virginia or Maryland should also be closed out or reassigned.
Tightly Managed Security Steps Prevent Delays
Security procedures accelerate in the final month before the move. Roughly 30 days prior to departure, security briefings should be scheduled and badge recovery prepared. Special clearances, including NATO, SCI, SAP, COMSEC, and temporary visitor authorizations, must be formally ended during the final 10-day window.
On departure day, forms like DOE F 5631.29 should be submitted along with any physical credentials or badges. Once the employee or contractor departs, the clearance status shifts from active to current. It remains valid for up to 24 months and may be reactivated during that window without a new investigation, which is useful for future contracts or assignments.
Final Week Focus Avoids Last-Minute Disruptions
During the last seven days, the focus begins to shift to logistics and documentation. Any classified safes should be cleared, records purged, and combinations changed. IT teams should back up any government-furnished laptops and prepare them for secure data wiping at turn-in.
All hard-copy records should be collected during this period, as they may be needed quickly at the new location. Try to coordinate utility disconnection and schedule walk-throughs with building management or real estate agents to confirm proper hand-off of the space.
Departure Day Is All About Documentation
On moving day, employees or representatives must sign and submit travel vouchers, including detailed records of any reimbursable costs. This includes receipts from lodging and other travel expenses as these may be reviewed later during voucher processing.
Any exit checklists should be completed and signed by supervisors, verifying that all government property and equipment have been returned. Notify all relevant agencies like the IRS, Social Security Administration, and any banks of the new address to prevent mail disruptions.
Take photos of the vacated property and record utility meter readings, as this can help resolve disputes over deposits or unpaid usage. Also, maintain a physical folder with signed forms, receipts, and shipping paperwork until the final PCS voucher is processed and the W-2 reflects any relocation payments.
Making a Clean Exit with Moving Masters
If your team is preparing to move sensitive assets, vacate a cleared facility, or wrap up a government contract, expert support can make the difference between a smooth handoff and a prolonged disruption. Moving Masters specializes in government, commercial, and laboratory relocations within 50 miles of the Washington, DC region.
Call us at 1-(301)-278-8988 or email info@movingmasters.com to schedule a consultation with a relocation project manager. You can also find out what our secure and contract-ready services can do for your move by submitting a free estimate request on our site.
