1. Transfer season will be upon us soon and whether a member is performing a long distance permanent change of station (PCS) or funded local move, HHG counseling is necessary. To ensure members fully understand their HHG shipping and storage entitlements they should schedule HHG counseling as soon as possible upon receipt of orders. IAW the Joint Federal Travel Regulations (JFTR) U5355.b.2.a, requests for short distance HHG moves must be forwarded to COMDT (CG-1222) for consideration.
2. It is the member's responsibility to review their orders and to be aware of and understand the requirements contained in ALCOAST 070/12. To prevent delayed HHG shipments or denial of personally procured move (PPM) claims, commands are to ensure that all members departing PCS receive a printed copy of ALCOAST 070/12. Members are responsible for strictly following the requirements in ALCOAST 070/12. Of particular note are the past changes that require both unloaded and loaded weight tickets for PPMs to be obtained at origin.
3. Members should submit their requests for a HHG move as soon as possible. The earlier a HHG shipment request is submitted the more likely the requested packing, pick-up, and delivery dates can be met. Please remind members that requested dates are not guaranteed. Members should not cancel or enter into a rental agreement, lease, or buy or sell a home until they have verified with their transportation office and the Transportation Service Provider (TSP) that their requested HHG packing, pick-up, and delivery dates are confirmed.
4. Most HHG shipments require the use of the Defense Personal Property System (DPS). With the exception of accession and RELAD/retirement moves DPS allows members and spouses to self counsel, request HHG packing, pick-up, and delivery dates, and file any necessary damage claims directly with the TSP. Please direct members to http://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 schedule their move. 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 with limited authority 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. The time period between 15 June and 31 July is the peak of the HHG moving season. If at all possible, members should avoid moving their HHG during this period. In past years HHG moves scheduled during this time frame which have been confirmed by both the transportation office and the TSP are routinely canceled or rescheduled on short or no notice due to lack of TSP personnel or equipment to actually conduct the move. These changes often put members in an untenable situation with other activities scheduled around their HHG movement. Because of these unpredictable changes, it is highly recommended members avoid requesting their HHG shipment between 15 June and 31 July.
6. 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 authorized HHG weight allowances found in the JFTR, U5310.b.2, and are encouraged to dispose of any unwanted items. To help estimate HHG weights, a weight estimating tool is available at http://www.move.mil. In addition, the TSP will estimate the weight of member's HHG during the pre move survey. If members are near their maximum allowable weight (MAW) or feel the TSP has overestimated their HHG weight they should request a witnessed reweigh at the time of their pre move survey. After their HHG have been picked up, they can contact the origin transportation office for their actual certified HHG weight. Reweighs must occur before HHGs are delivered; HHGs cannot be reweighed after delivery.
7. Professional books, papers, and equipment, also known as pro gear does not count towards a member's HHG weight allowance. See JFTR U5310.c and JFTR Appendix A, for a definition of pro gear. All pro gear must be identified at origin and the estimated weight must be entered on the Application for Shipment and or Storage, DD Form 1299. Members are responsible to ensure pro gear is separated from HHG during packing and pick-up and that pro gear is properly separated and identified as either the members pro gear or the spouses pro gear on the TSP inventory sheet. Members pro gear cannot be combined with spousal pro gear, it must be identified separately. These requirements cannot be overemphasized because pro gear weight may not be claimed after the fact.
8. Counseling is mandatory for members wishing to conduct a PPM of their HHG. The Application for Do It Yourself Move and Counseling Checklist, DD Form 2278 must be completed and signed by the local TO before departure. If a member conducts a PPM without counseling from their local Transportation Office, they will only be reimbursed any authorized actual cost. The counselor will calculate incentive estimates based on the member's estimated HHG weight and inform them of reimbursement requirements.
9. PPM claims must include unloaded and loaded weight tickets from the place of origin. Vehicle registrations are not acceptable as unloaded weight tickets. Members must plan ahead to ensure that certified scales are available at the time and date they plan to begin their move. Without unloaded and loaded weight tickets from origin, members will not be paid the incentive portion for their PPM moves. Reimbursement will only be paid for authorized actual costs that are directly related to the PPM. POVs including recreational vehicles and camper trailers are not considered HHG and may not be transported as such for either a PPM or a government funded HHG move. Costs to rent an auto transport are not reimbursable for actual cost PPM claims, or for operating expenses advancements. Fuel and toll reimbursement is not authorized for members solely using their POV to conduct a PPM.
10. Advanced operating allowances are authorized 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 received from rental truck companies along with written operating expense estimates must be presented to the Transportation Office. 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 at http://www.move.mil. Overestimations of HHG weights have resulted in overpayments which were recouped by Payment Adjustment Authorization (PAA). Advances will not be authorized for members solely using their POV to conduct a PPM.
11. As a precaution, members are responsible for keeping copies of their weight tickets should their original claim be lost in the mail. Do not request a constructed weight authorization from COMDT (CG-1222) for claims denied by FINCEN due to missing weight tickets. A complete PPM check list can be found at http://www.fincen.uscg.mil/pdf/PPMchecklist092310.pdf.
12. When loading your rental truck you 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.
13. In accordance with JFTR, par. U5417 members with dependents who own more than one POV may be authorized shipment of their 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. It is imperative the member's orders reflect this entitlement to include the maximum reimbursement computation. The governments transportation cost for the second POV will be limited to the remainder of 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. Any excess costs incurred to ship a second POV will be borne by the member. The entitlement to ship a POV within 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-1222).
14. Another important feature of DPS is the ability to grade TSPs by submitting a Customer Satisfaction Survey (CSS). The CSS process is simple and is used to document positive and negative performances that will affect the best value scores (BVS) of the company that moved a member's HHG. CSS have a significant impact on the TSP and is used to determine whether the TSP will receive future military HHG shipments. During outbound counseling, members must provide their work email address and a reliable phone number to the counselor. The member will receive an email with information on how to access the CSS, and a computer generated password. A member's EMPLID number will be their CSS login ID number. If a dependable email address cannot be provided during outbound counseling, members can provide an email address to the destination to for access to the CSS. With a member's log on ID and password, the CSS can be accessed through the Coast Guard Finance Center's (FINCEN) web site http://www.fincen.uscg.mil/HHG.htm. Because the CSS can only be completed after delivery of HHG members should make note of anything positive or negative they would like to include in their CSS. Members' participation in the CSS helps ensure only quality moving companies are used to move military members and their families.
15. Damage claim submission is the responsibility of the member. If a TSP offers to submit a claim on a member's behalf the member should respectfully refuse the TSP offer and request all documentation associated with their move to submit the claim themselves. Completion and submission of the Joint Statement of Loss or Damage at Delivery, DD Form 1840 and Notice of Loss or Damage, DD Form 1840r does not constitute filing a claim. These forms are only used for proper notification of loss and damage to a shipment. A claim is separate and distinct from these forms and still must be filed. See http://www.move.mil and the Coast Guard Finance Center's web site http://www.fincen.uscg.mil/HHG.htm for guidance on claim submissions.
16. Full Replacement Value (FRV) protection now applies to all HHG shipments. It is important however, that service members understand the term Full Replacement Value. This does not necessarily mean that a member would receive the full replacement cost for every item destroyed, damaged or lost. The limitations for personal property lost, damaged, or destroyed while in the care of the TSP are at least $5,000 per shipment or $4.00 times the net weight of the shipment, whichever is greater, up to a maximum of $50,000. If additional coverage is necessary, it is highly recommended that the member purchase it from a private insurance company. Additional information on full replacement value can be found on the CG Finance Center web site http://www.fincen.uscg.mil/HHG.htm or at SDDC web site http://www.sddc.army.mil/pp/default.aspx.
17. The pamphlet "It's Your Move" contains guidance about shipping HHG. This pamphlet and other useful HHG information is available at http://www.fincen.uscg.mil/HHG.htm. Additional HHG transportation information can also be found at the Army Surface Deployment and Distribution Command (SDDC) web site http://www.sddc.army.mil/pp/default.aspx.
18. Commands are to ensure all members departing PCS receive a printed copy of ALCOAST 070/12, and that all arriving members complete the CSS. Please place these requirements on the units check in/out sheet. No waivers to any of these requirements will be given.
19. COMDT (CG-1222) POC is CWO James Jeffery at 202-475-5393, firstname.lastname@example.org or Mr. Tony Pearson at 202-475-5368, email@example.com.
20. RDML David R. Callahan, Director Reserve and Military Personnel sends.
21. Internet release authorized.
Source: ALCOAST 070/12
ALCOAST 172/12 COMDTNOTE 4050
1. This ALCOAST is to reiterate the requirements of Ref (A) and to provide additional HHG transportation guidance. To avoid delays when filing personally procured move (PPM) claims commands are to ensure that all members departing on permanent change of station (PCS) orders receive a printed copy of Ref (A) and this ALCOAST. To avoid delays or denials when filing HHG damage claims commands are also to ensure that all members reporting PCS complete the mandatory customer satisfaction survey (CSS) outlined in Ref (A). SPOs are requested to place these requirements on the unit check in/out worksheet.
2. PPM claims must include unloaded and loaded weight tickets from the place of origin. Without unloaded and loaded weight tickets from origin, members will not be paid the incentive portion of their PPM move. Reimbursement will only be paid for any authorized actual allowable costs that are directly related to the PPM. Members must plan ahead to ensure that certified scales are available at the time and date they plan to begin their move.
3. Members anticipating PCS orders are not entitled to transport HHGs or relocate their dependent(s) until their orders have actually been issued. Without a statement from a members assignment officer (AO) members cannot be reimbursed for transporting their HHGs or relocating their dependent(s) before PCS orders are issued, see JFTR U5330-G.1.A.
4. To prevent delays when shipping a personally owned vehicle (POV) to or from OCONUS members should have their POV measured by the vehicle processing center (VPC) or contractor no later than 7-10 days prior to the actual POV drop off date. The VPC must advise members that the governments maximum obligation cannot exceed the cost to ship a vehicle equal in size to 20 measurement tons unless approved through the secretarial process for medical reasons. The VPC will recommend ways for the member to downsize the vehicle and explain how excess costs are determined. The VPC or contractor will refer the member to the government representative when payment of excess cost is warranted. To pay excess cost for oversized POVs a member may pay for the excess cost and complete the cash collection voucher, form DD1131, or a pay adjustment authorization, form DD139 will be completed.
5. In accordance with JFTR, par. U5417 members with dependents who own more than one POV may be authorized shipment of their second POV within CONUS. Members must personally procure all POV transportation when shipping a second POV within CONUS, government transportation is not authorized. To be eligible the member and their dependent(s) must travel together in one POV, commercial travel at government expense is not authorized for the member or any dependents. Members must request their orders indicate this entitlement and reflect the maximum reimbursement computations. The governments transportation cost for the second POV will be limited to the remainder of 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. Any excess costs incurred to ship a second POV will be borne by the member. The entitlement to ship a POV within 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-1222).
6. POVs including recreational vehicles (RV), and camper trailers are not considered HHG and may not be transported as such for either a PPM or a government funded HHG move. Costs to rent an auto transport are not reimbursable for actual cost PPM claims, or for operating expenses advancements.
7. Because fuel and toll reimbursement is not authorized for POVs used to conduct a PPM, all fuel and toll receipts must be annotated to indicate which vehicle the fuel or toll cost was for (e.g. fuel or toll for rental truck). If receipts are not annotated, no reimbursement will be authorized for fuel or toll costs. Members are not authorized to use personally owned boats to conduct a PPM.
8. The requirements of Ref (A) and this ALCOAST cannot be over emphasized. Request for waivers to the requirements outlined in Ref (A), or this ALCOAST will not be approved.
9. COMDT (CG-1222) POC is CWO James 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.
10. RDML David R. Callahan, Director Reserve and Military Personnel sends.
11. Internet release authorized.
Source: ALCOAST 172/12