R 081559Z MAR 13 ALCOAST 094/13 COMDTNOTE 4500 SUBJ: PERSONALLY PROCURED HOUSEHOLD GOODS MOVEMENT (PPM) GUIDANCE 1. Transfer season will soon be upon us, with 15 May to 31 July the peak of the household goods (HHG) transportation season. During peak HHG season, it may be difficult to secure a government contracted transportation service provider (TSP) that meets everyones desired packing, pick-up, and delivery dates. 2. If a TSP cannot be contracted that meets a members desired dates, members have the option to conduct a personally procured move (PPM), formerly known as do-it-yourself moves (DITY). If a member properly conducts a PPM they will receive an incentive payment up to 95 percent of what it would have cost the government to move their HHG based on certified weight tickets, at the governments best value rate in one shipment. More information on government contracted TSPs will be published in a separate ALCOAST. 3. To prevent denial or delay of PPM claims, it is the members responsibility to review their orders and understand the requirements contained in this ALCOAST, particularly the requirement that both unloaded and loaded weight tickets must be obtained at origin. Commands are to ensure that all members departing on permanent change of station (PCS) orders receive a printed copy of this ALCOAST, and receive HHG counseling on their entitlements and the requirements of this ALCOAST. HHG counseling should be placed on each units PCS check in/out sheet. No waivers to any of these requirements will be approved. 4. Most HHG shipments require the use of the Defense Personal Property System (DPS). Members must go to www.move.mil to register for DPS. After registration it will take up to 72 hours for members to receive a DPS user name and password to arrange their HHG movement. Because a Common Access Card (CAC) is required to register in DPS, members conducting their first or last move should see a Transportation Officer (TO), to set up their HHG shipment. DPS is not available underway. If members assigned afloat cannot schedule their HHG movements while in port they may see their legal assistance office or transportation office to grant another person a special power of attorney to schedule their HHG movements. Also, members may use any available transportation office during port calls away from homeport to arrange their HHG movements. 5. Even if a member uses DPS to arrange their PPM, they must also contact their local transportation office for PPM counseling and issuance of the Application for Do-It-Yourself Move and Counseling Checklist, DD Form 2278. After the fact, PPMs are only authorized when urgent conditions require a hasty departure which prevents a member from receiving PPM counseling. Urgent conditions are considered to be natural disasters (hurricanes, flooding) or very short fused PCS orders (report within days), and must be documented. Members conducting a PPM without seeking proper counseling may only receive authorized actual cost reimbursement (ACR). 6. Members have several options when conducting a PPM which include contracting their own TSP, using a you load-they drive service, or a member can conduct their own HHGs movement. Members may see their local HHG transportation office to determine their maximum incentive payment based on their estimated weight and current and new permanent duty station (PDS) locations. 7. If a member contracts a TSP that charges less than the government would have to have the same amount of HHGs transported, the member benefits financially by retaining the difference as an incentive payment for conducting a PPM. Members contracting their own TSP should be aware that full replacement value insurance may not be included. If a member desires insurance beyond the TSPs coverage they should contact a commercial insurance provider to purchase additional insurance. 8. In the past, members have experienced difficulties obtaining weight tickets from you load-they drive moving service providers. If a member contracts a you load-they drive service, they should remind the contractor that unloaded and loaded weight tickets are required. Without unloaded and loaded weight tickets members may only be reimbursed for actual authorized expenses. 9. Members conducting a PPM must provide certified unloaded and loaded weight tickets from the place of origin. Weight tickets must be annotated with the members rank/rate, name, and EMPLID. Each weight ticket must also indicate which vehicle is being weighed, and whether the weight ticket is for an unloaded or loaded vehicle and/or trailer. 10. Vehicle registrations are not acceptable as empty weight tickets. Handwritten weight tickets are only acceptable if accompanied by a statement from the weigh master explaining why the weight tickets are hand written. As a precaution, members are responsible for keeping copies of their weight tickets should their original claim be lost in the mail. Requests for constructed weight determinations due to missing weight tickets will not be approved. A complete PPM check list can be found at http://www.fincen.uscg.mil. 11. Because shipping rates differ from location to location, if a member owns HHGs at two different locations, an Application for Do-It-Yourself Move and Counseling Checklist, DD Form 2278 is required from both locations to the new PDS. The member must also have four weight tickets, two unloaded, one from each origin, and two loaded, one from each origin. Provided the member has all documentation they may be paid an incentive payment for both PPMs, not to exceed the governments best value cost of transporting the members maximum HHG weight allowance in one lot between authorized locations. 12. Advanced operating allowances are authorized to conduct a PPM, but only to pay for rental trucks, packing materials, and other misc operating expenses directly related to the PPM. Copies of rental truck agreements or estimates along with written operating expense estimates must be presented to the TO. In any case advanced operating allowances may not exceed 60 percent of the estimated incentive payment. Members should be conservative when estimating their HHG weight for advances and should use the weight estimating tool available on www.move.mil for accurate weight estimates. To find the weight estimating tool on www.move.mil, members should select the DOD service member and civilians tab, then select weight allowance on the left hand side of the screen. Members will then see the weight estimator link. Overestimations of HHG weights may result in overpayments which must be recouped. Advances will not be authorized for members solely using their personally owned vehicle (POV) to conduct a PPM. 13. To obtain an accurate HHG weight when using a POV, or rental truck with no trailer members must ensure all fuel tanks are full and weigh the POV, or rental truck without HHGs for an accurate unloaded weight ticket. After loading the POV, or rental truck members must ensure all fuel tanks are full and weigh the POV, or rental truck again for an accurate loaded weight ticket. 14. To obtain an accurate HHG weight when using a POV, or rental truck with a trailer attached, members must ensure all fuel tanks are full, attach the empty trailer and weigh both for an accurate unloaded weight ticket. Then load the POV, or rental truck and trailer, ensure all fuel tanks are full, and weigh both again for an accurate loaded weight ticket. 15. To obtain an accurate HHG weight when using a POV, or rental truck while towing a second POV on an auto trailer or tow dolly members must ensure all fuel tanks are full, attach the unloaded auto trailer or tow dolly to the POV, or rental truck then load the POV being towed on the auto trailer or tow dolly and weigh all together for an accurate unloaded weight ticket. Then load HHGs into the POV, or rental truck and the POV being towed (if needed), ensure the fuel tanks are full and weigh the POV, or rental truck and auto trailer or tow dolly again for an accurate loaded weight ticket. 16. POVs including recreational vehicles and camper trailers are not considered HHG and may not be transported as such when conducting a PPM or a government funded HHG move. Costs to rent an auto trailer or tow dolly are not authorized expenses and are not reimbursable for actual cost PPM claims or when determining advancements for operating expenses advancements. 17. Members must plan ahead to ensure that certified weight scales are available at the time and date they plan to begin their move. PPM claims without unloaded and loaded weight tickets from the place of origin may only be reimbursed for any authorized actual cost. 18. When loading trucks, members should load the heaviest items first in front and on the floor. Load lightest items last on the top and to the rear. Pack all items closely and firmly. Secure partial loads as close to the front of the cargo area as possible. Never load cargo on the outside of the truck or overload the truck. Lastly, be sure the cargo door is closed and latched securely. 19. COMDT (CG-1222) POCs are CWO Randy Jeffery at 202-475-5393, James.R.Jeffery(at)uscg.mil or Mr. Tony Pearson at 202-475-5368, Anthony.H.Pearson(at)uscg.mil. 20. RADM Steven E. Day, Acting Director of Reserve and Military Personnel, sends. 21. Internet release authorized.