Transfer Season 2014 Household Goods (HHG) Shipping Information and Mandatory Customer Satisfaction Survey

Note: There's also a message with additional information for those planning to use the Personall Procured Movements (PPM) of Household Goods program. Please read ALCOAST 131/14, which appears below this message!

ALCOAST 028/14
COMDTNOTE 4050

1. Transfer season 2014 will be in full swing soon and whether a member is performing a long distance permanent change of station (PCS) move or a funded short distance move, household goods (HHG) counseling is required. HHG counseling may be received in person from a Transportation Officer (TO), or members may self counsel using the Defense Personal Property System (DPS). Requests for short distance HHG moves, including those to or from unusually arduous sea duty, must be forwarded to COMDT (CG-1332) for consideration.

2. To ensure members are aware of their HHG transportation entitlements commands should ensure that all members departing on PCS orders receive a printed copy of this ALCOAST. Commands should also include HHGs counseling on their PCS check in/out sheets.

3. After a member receives their PCS orders, they must go to www.move.mil to register in DPS. DPS allows members and their spouses to self counsel, request HHG packing, pick-up and delivery dates, and file any necessary damage claims. After a member registers in DPS, it will take up to 72 hours to receive a user name and password to schedule their move, so members should plan ahead. Members conducting their first or last move should visit a transportation office to set up their HHGs shipment.

4. The time period between 15 May and 15 July is the peak of the HHG moving season. If at all possible members should avoid requesting a HHG shipment during this period. As soon as possible after receipt of authenticated PCS orders, members should contact their HHG transportation office to request a HHG movement, or self counsel in DPS. It is important to note that requested dates are not guaranteed, so members should not cancel or enter into a rental agreement, lease, or buy or sell a home until they have verified with their TO and their Transportation Service Provider (TSP) that their requested dates are confirmed.

5. DPS may not be available underway, or if available it may be very slow. If members assigned afloat cannot schedule their HHG movements while underway or during an in port period, they may see their legal assistance office or TO, to grant another person a special power of attorney to schedule their HHG shipment while underway.

6. During HHG peak season it may be difficult to secure a Government contracted TSP that meets everyones desired packing, pick-up, and delivery dates. If a TSP cannot be contracted, or if a member prefers, they may conduct a Personally Procured Move (PPM) of their HHGs. More guidance on PPMs will be published in a separate ALCOAST.

7. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. To avoid paying excess costs members must be aware of their maximum HHG weight allowance found in the Joint Federal Travel Regulations (JFTR), par. U5310-B.2. To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To help estimate HHG weights, a weight estimating tool is available at www.move.mil. To find the weight estimating tool a member should select the "Before You Move" link and then select the "Weight Allowances" link on the left hand side of the screen. Also, the TSP will estimate a members HHG weight during the pre-move survey. After a members actual HHGs weight has been established, if a member desires a witnessed reweigh it must be requested before HHGs are delivered. It is not possible to reweigh HHGs after delivery.

8. There has been a significant change to professional books, papers, and equipment (PBP and E) entitlements, more commonly known as pro gear. Effective 1 May 2014, PBP and E will be limited to a maximum of 2000 lbs. Waivers to the 2000 lb limit are not authorized. Pro gear previously shipped outside the continental United States (OCONUS), will be grandfathered up to the weight shipped OCONUS until they are returned to the continental United States (CONUS). Also effective on 1 May 2014, many items previously considered pro gear will no longer be considered pro gear. Most notably, personal computer equipment and memorabilia such as awards, plaques, or other objects presented for past performances are no longer considered pro gear.

9. Pro gear does not count against a members HHG weight allowance. However, all items must meet the definition of pro gear in JFTR par. U5310-C and Appendix A. All pro gear must be verified by a TO, and items not meeting the description of pro gear will count towards a members maximum HHG weight allowance. Because spousal pro gear is limited to 500 lbs, a member cannot combine their pro gear with spousal pro gear. An itemized inventory of spousal pro gear must be provided to the TO for verification at the time of counseling and must indicate the profession which the items are used for (e.g., lawyer, doctor, teacher). The itemized inventory of spousal pro gear must be certified by the members signature.

10. Members are responsible for ensuring pro gear is separated from HHG during packing and weighed separately during pick-up. All pro gear must be identified as such on the TSP inventory sheet at origin and the estimated weight must be entered on the Application for Shipment and/or Storage of Personal Property, DD Form 1299. Ensure the term M-PRO is used to identify the military members pro gear and S-PRO is used to identify spousal pro gear. Each line item for pro gear must indicate M-PRO/S-PRO, cubic ft, and pounds. Pro gear cannot be claimed after the fact. There are no exceptions or waivers to this policy.

11. Another important feature of DPS is the ability to grade a TSPs performance by submitting a Customer Satisfaction Survey (CSS). The mandatory CSS process is simple and its importance cannot be overstated. The CSS is used to document positive and negative experiences and helps determine the number of military HHG shipments a TSP will receive in the future.

12. Damage claim submission is the responsibility of the member. Completion and submission of the Joint Statement of Loss or Damage at Delivery, DD Form 1840 by the member and TSP, and the Notice of Loss or Damage, DD Form 1840R by the member after the TSP departs does not constitute filing a claim. These forms are only used for proper notification of loss or damage to a TSP. A claim is separate and distinct, and must be submitted in a timely manner. See www.move.mil and the Coast Guard Finance Centers (FINCEN) web site www.fincen.uscg.mil/hhg.htm for guidance on HHG damage claim submissions.

13. Full replacement value (FRV) protection now applies to all HHG shipments. It is important for service members to understand that FRV does not mean that a member will receive the full replacement cost for every item lost, damaged, or destroyed. To find more information on FRV a member can visit the Army Surface Deployment and Distribution Command (SDDC) web site www.sddc.army.mil/pp/default.aspx. If a member desires additional HHG damage insurance they may purchase it from a private insurance provider.

14. The pamphlet "Its Your Move" contains guidance about shipping HHGs. This pamphlet and other useful HHG information are available at www.fincen.uscg.mil/hhg.htm. Additional HHG transportation information can also be found at the SDDC web site www.sddc.army.mil/pp/default.aspx.

15. In accordance with JFTR, par. U5417, members with dependents who own more than one POV may ship a second POV within CONUS. However, the member and their dependents must travel together in one POV, and commercial travel at government expense is not authorized for the member or any dependents. The Governments reimbursement for transporting a second POV will be limited to the monetary allowance in lieu of transportation (MALT) plus per diem a member or dependent would have been entitled to for non-concurrent travel by two POVs to the new PDS, or the actual cost to ship a second POV whichever is less. Any excess costs incurred to ship a second POV in CONUS will be borne by the member. Members must personally arrange for shipment of a second POV in CONUS and are not entitled to reimbursement for delivery to, or pick-up from the carrier. Members orders must reflect this entitlement and display the maximum reimbursement computations. The entitlement to ship a POV in CONUS when the member is physically unable to drive or there is insufficient time in accordance with JFTR, par. U5415 may only be authorized by COMDT (CG-1332).

16. COMDT (CG-1332) POC is 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.

17. CAPT Stephen B. Nye, Acting Director of Reserve and Military Personnel, sends.

18. Internet release authorized.

Source: ALCOAST 128/14


Personally Procured Movements (PPM) of Household Goods (HHG)

UNCLAS //N04050//
ALCOAST 131/14

Note: Paragraph 9, below, updated per ALCOAST 147/14.
COMDTNOTE 4050

SUBJ: PERSONALLY PROCURED MOVEMENTS (PPM) OF HOUSEHOLD GOODS (HHG)

1. Transfer season 2014 will be here soon and so will the household goods (HHG) transportation peak season. The period 15 May through 15 July is the peak of HHG transportation season. During this time period it may be difficult to secure government contracted transportation service providers (TSP) that meet everyones desired packing, pick-up, and delivery dates.

2. If a TSP cannot be contracted, or if a member prefers, they may conduct a full or partial personally procured move (PPM) of their HHGs. By properly conducting a PPM, a member will receive an incentive payment up to 95 percent of what it would have cost the Government to move the members HHGs not to exceed the Governments best value cost of transporting the members maximum HHG weight allowance in one lot between authorized locations.

3. To prevent delays or denial of PPM incentive payments commands should ensure that all members departing on permanent change of station orders receive a printed copy of this ALCOAST and include HHGs counseling on their PCS check in/out sheets. It is the members responsibility to understand their entitlements and the requirements contained in this ALCOAST. No waivers to the requirements in this ALCOAST may be approved.

4. Beginning in February 2009, the Defense Personal Property System (DPS) became the primary system used to arrange most HHG shipments and requires a user name and password. Members must go to http://www.move.mil/ and select the "First Time Users Click Here" link to register for a DPS user name and password. After registration it may take up to 72 hours for members to receive their DPS user name and password, so members should plan ahead.

5. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements while underway or during an in port period, they may see their legal assistance office or transportation office (TO), to grant another person a special power of attorney to schedule their HHG movements while underway. Members conducting their first or last HHGs move should see a TO, to set up their move.

6. In addition to arranging HHG shipments in DPS, members conducting a full or partial PPM must contact their origin TO for PPM counseling and issuance of an "Application for Do-It-Yourself Move" and Counseling Checklist, DD Form 2278. Without a DD Form 2278 approved by a TO and signed by the member at origin, a PPM is considered to be an after-the-fact PPM. After-the-fact PPMs are only authorized when circumstances beyond a members control prevents them from receiving proper PPM counseling. Circumstances beyond a members control are considered to be severe weather conditions (e.g., hurricanes, flooding), automobile accidents, medical emergencies, or very short fused PCS orders (report within days). Without the existence of circumstances beyond a members control after-the-fact PPM claims may only receive actual cost reimbursement (ACR) for any authorized expenditures.

7. Members have several options when conducting a PPM which includes contracting their own TSP, contracting a you-load, they-drive service, or a member may rent a truck and/or trailer and conduct their own HHGs movement. Members may see their local HHG transportation office to determine their estimated incentive payment, based on their estimated HHG weight, and current and new permanent duty station locations to determine if they would benefit financially from conducting a PPM.

8. Members contracting their own TSP should be aware that full replacement value insurance may not be included. If a member desires insurance beyond their contracted TSPs coverage they should contact a commercial insurance provider to purchase additional insurance. Also, members contracting a you-load, they-drive service must remind the contractor this is a military PPM and unloaded and loaded weight tickets are required.

Note: Paragraph 9, below, updated per ALCOAST 147/14.

9. To receive an incentive payment for conducting a PPM, members 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. Boats and their associated trailers are HHGs and members conducting a PPM of a boat and trailer are only required to have one weight ticket. However, the weight ticket must indicate that it is for a boat and trailer. Otherwise the boat and trailer will appear to be an empty trailer and the Coast Guard Finance Center (FINCEN) will deduct the weight of the third axle when calculating a members incentive payment. Claims must also include a copy of the boats registration, and must be registered in the members or their dependents name. Vehicle registrations are not acceptable as empty weight tickets.

11. Coast Guard members frequently receive PPM counseling from transportation offices staffed by other services. To prevent any confusion on service specific requirements, all Coast Guard members conducing a full or partial PPM must visit the FINCEN web site to obtain a Coast Guard PPM check list and review the procedures to be used when weighing vehicles and or trailers to ensure accurate PPM weights. The FINCEN web site can be found at http://www.fincen.uscg.mil/dity.htm.

12. Because shipping rates differ from location to location, if a member owns HHGs at two different origins, a 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 a DD Form 2278 and unloaded and loaded weight tickets from both origins 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.

13. 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 paid ACR for authorized expenses.

14. COMDT (CG-1332) 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.

15. CAPT Stephen B. Nye, Acting Director of Reserve and Military Personnel, sends.

16. Internet release authorized.

Source: ALCOAST 131/14

Top of page

Download Plug-Ins
Download Plug-Ins: Some of the links on this page require a plug-in to view them. Links to the plug-ins are available below.
Click Here to Download Adobe Acrobat Reader Adobe Acrobat Reader (PDF)
Last Modified 4/8/2014