(a) Whenever an officer or employee is required, as defined by section 599.714 of these regulations, to change his/her officially designated headquarters and such change requires the settlement of a lease on the employee's old residence, the officer or employee shall receive the actual and necessary cost of settlement of the unexpired lease to a maximum of one year.

(b) Reimbursement shall not be allowed if it is determined that the officer or employee knew or reasonably should have known that a transfer according to section 599.714 of these regulations was imminent before entering into a lease agreement.

(c) Claims for settlement of a lease shall be documented and itemized and submitted within six months following the new reporting date except that the Department may grant an extension of not more than three months upon receipt of evidence warranting such extension prior to the expiration of the six-month period.