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Transfer Season 2016 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 119/16, which appears below this message!

R 281250Z MAR 16
FM COMDT COGARD WASHINGTON DC//CG-13//
TO ALCOAST
BT
UNCLAS //N04050//
ALCOAST 117/16
COMDNOTE 4050

Subj: 2016 HOUSEHOLD GOODS (HHG) AND MANDATORY CUSTOMER SATISFACTION SURVEY (CSS) INFORMATION

A. Joint Travel Regulations

1. The 2016 HHG transportation season will be upon us soon, and whether a member is performing a long distance permanent change of station (PCS) move or a funded local move, HHG counseling is mandatory. To ensure members are aware of their HHG transportation entitlements, commands should ensure that all members departing on PCS orders, or separating from the Coast Guard receive a printed copy of this ALCOAST, and are strongly encouraged to include HHG counseling on their PCS check out sheets. Requests for short distance HHG moves, including those to or from unusually arduous sea duty, may only be authorized by COMDT (CG- 1332).

2. HHG counseling may be received in person from a transportation officer (TO), or members may self counsel using the Defense Personal Property System (DPS). After receiving signed PCS orders, members must visit www.move.mil to register in DPS. DPS allows members and their spouses to self counsel, request HHG packing, pick-up, and delivery dates, or request authorization to conduct a Personally Procured HHG Movement (PPM) online. Members conducting both a PPM and a funded government HHG movement must enter both moves in DPS separately. DPS may also be used to file any needed damage claims.

3. After registering in DPS, it will take up to 72 hours for a member 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. Although most members generally transfer between 15 May and 15 July, if you have the flexibility, scheduling your move outside of this peak time is advised. 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 local TO and their Transportation Service Provider (TSP) that their requested dates are confirmed. If a TSP cannot be contracted, or if a member prefers, they may conduct a full or partial PPM of their HHGs. More guidance on PPMs will be published in a separate ALCOAST.

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 in port, or have difficulty scheduling a HHG movement underway they may see their legal assistance office or transportation office to grant a trusted agent a special power of attorney to schedule their HHG movements.

6. Exceeding HHG weight limits is the number one reason members pay excess costs. Members should be aware of their maximum HHG weight allowance found in 5200-B of REF (A). To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To help members estimate their 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 Allowance" link on the left hand side of the screen. The TSP will also estimate a members HHG weight during the pre-move survey. After a members HHG have been picked up, they may contact the origin Personal property shipping office (PPSO) that scheduled their HHG movement to get their actual HHG weight. If a member disputes their HHG weight, they may request a witnessed or un-witnessed reweigh by contacting their TSP, or origin or destination PPSO. However, a reweigh must be requested before HHGs are delivered. It is not possible to reweigh HHGs after delivery.

7. Members married to members may be able to combine their HHG weights and should ensure their HHG counselor is aware of their status as a member married to another member.

8. Professional books, papers, and equipment, more commonly known as pro gear is limited to a maximum of 2,000 pounds for members. Waivers to the 2,000 lb limit cannot be authorized. However, pro gear previously shipped outside the continental United States (OCONUS), will be grandfathered up to the weight of pro gear shipped OCONUS until returned to the CONUS. Once a member returns to the CONUS their maximum pro gear weight limit will be 2,000 lbs for all future PCS transfers. There has been a significant change to the description of 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. Items not meeting the description of pro gear, but still meets the description of HHG may be transported but will count towards a members maximum weight allowance. The description of what is and what is not pro gear is not grandfathered for members OCONUS.

9. Spousal pro gear is limited to 500 lbs. Members must provide an itemized inventory of spousal pro gear, signed by the member, 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). A member and spouse cannot combine their pro gear weights to avoid exceeding either the members or spouses pro gear weight limits.

10. Members are responsible for ensuring pro gear is separated from HHGs before packers arrive, and should remind their TSP that pro gear must be weighed separately during pick-up. All pro gear must be clearly described and identified 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 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 to prevent paying excess cost or to request payment for a PPM. 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 CSS. The mandatory CSS process is simple and its importance cannot be overstated. The CSS is used to document both positive and negative experiences and will have a positive or negative impact on 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 Center's (FINCEN) web site www.fincen.uscg.mil for guidance on HHG damage claim submissions.

13. Full replacement value (FRV) protection applies to all Government HHG shipments. Provided a member files their damage claim with the TSP through DPS within nine months of delivery, the TSP is liable for either repair or FRV of a damaged item, whichever is less, and for the FRV cost of any lost or destroyed items. However, the TSPs liability is limited to the greater of 5,000 dollars per shipment, or four dollars times the net weight of the HHG shipment in pounds, not to exceed 50,000 dollars. If a member files a claim directly with the TSP more than nine months after delivery, the TSP is only liable for the depreciated value of the items up to a maximum of one dollar and twenty-five cents times the net weight of the shipment in pounds. To find more information on FRV a member can visit the Army Surface Deployment and Distribution Command (SDDC) web site www.sddc.army.mil. If a member desires additional HHG damage insurance they may purchase it from a private insurance provider.

14. The pamphlet, Itís Your Move, contains guidance about shipping HHGs and can be found at www.move.mil. Other useful HHG information is also available at www.fincen.uscg.mil and SDDC's web site www.sddc.army.mil.

15. Members authorized to ship a privately owned vehicle (POV) to, from, or between OCONUS locations must ensure that all recalls for their POV have been resolved. Unresolved safety recalls could result in a POV being rejected for shipment by the contracted vehicle processing center (VPC). Members can check their POV for recalls at www.move.mil by selecting the Before You Move link on www.move.mil and then select the Privately Owned Vehicles link on the left hand side. The PCS My POV link is located in the middle of the screen. At this site members will be able to enter their POV vehicle identification number to locate any recalls for their POV.

16. In accordance with 5322-B of REF (A), 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 Governments expense is not authorized for the member or any dependents. The memberís 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 cost incurred to ship a second POV in CONUS will be borne by the member. Government contracted VPCs cannot be used for shipping a second POV in CONUS. Members must personally arrange for shipment of a second POV in CONUS with a private contractor and are not entitled to reimbursement for delivery to, or pick-up from the carrier. Members orders must reflect this entitlement and the maximum reimbursement computations. The entitlement to ship a POV in CONUS when a member is physically unable to drive or there is insufficient time in accordance with 5322-A.1.b. of REF (A) may only be authorized by COMDT (CG-1332).

17. COMDT (CG-1332) POC is CWO Randy Jeffery at 202-475-5393, james.r.jeffery@uscg.mil or Mr. Tony Pearson at 202-475-5368, anthony.h.pearson@uscg.mil.

18. RADM Kurt B. Hinrichs, Director of Reserve and Military Personnel, sends.

19. Internet release authorized.

Source: ALCOAST 117/16


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

R 291400Z MAR 16
FM COMDT COGARD WASHINGTON DC//CG-13//
TO ALCOAST
BT
UNCLAS //N04050//
ALCOAST 119/16
COMDNOTE 4050
SUBJ: PERSONALLY PROCURED MOVEMENTS (PPM) OF HOUSEHOLD GOODS (HHG)
A. Joint Travel Regulations
B. Government Travel Charge Card (GTCC) Program Policies and Procedures, COMDTINST M4600.18

1. Transfer season 2016 is just around the corner, and so is the HHG transportation peak season which runs from 15 May through 15 July. During the HHG peak season it may be difficult to secure a Government contracted transportation service provider (TSP) that meets everyoneís desired packing, pick-up, and delivery dates. If a TSP cannot be contracted, or if a member prefers, they may perform a full or partial PPM and receive an incentive payment of 95 percent of what it would have cost to transport the memberís HHG, not to exceed the memberís authorized permanent change of station (PCS) weight allowances in one lot.

2. Members wishing to conduct a full or partial PPM must contact their origin transportation officer (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 the origin TO and signed by the member, a PPM is considered to be an after- the-fact PPM, which is only authorized when circumstances beyond a memberís control prevent proper PPM counseling. Circumstances beyond a memberís control are considered to be severe weather conditions (e.g., hurricanes, flooding), medical emergencies, or very short fused PCS orders (report within days). Without the existence of circumstances beyond a memberís control after-the-fact PPM claims may only be reimbursed for any authorized actual cost expenditures.

3. To receive an incentive payment for conducting a full or partial PPM, members must provide certified unloaded and loaded weight tickets from the place of origin. Weight tickets must be annotated with the memberís name and employee identification number. Each weight ticket must also clearly indicate which vehicle is being weighed, and whether the weight ticket is for an unloaded or loaded vehicle or trailer. Vehicle registrations listing the vehicles weight are not acceptable as empty weight tickets for a PPM.

4. Members are responsible for understanding their HHG entitlements found in REF (A) and the proper PPM process contained in this ALCOAST. Waivers of the requirements in this ALCOAST may not be approved. To prevent delays or denial of PPM incentive payments, commands are highly encouraged to provide all members departing on PCS orders or separating from the Coast Guard a printed copy of this ALCOAST and include HHGs counseling on their PCS check out sheets. In accordance with Ch. 1, Par. D of REF (B) use of a GTCC for transporting HHG is prohibited, including a PPM. Unauthorized use of the GTCC to conduct a PPM may result in administrative and, or disciplinary action and closure of a members GTCC account.

5. The Defense Personal Property System (DPS) is the primary system used to arrange most HHG shipments and requires a user name and password. Members must go to www.move.mil to schedule their HHG movement. Members using DPS for the first time must select the "First Time Users Click Here" link on the top left hand side of the screen 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. Members conducting their first or last HHGs movement should see a TO, to arrange their HHG move. Members must provide a copy of their signed PCS orders to their origin TO before a Government funded or PPM movement may be approved.

6. Members have several options when conducting a PPM to include contracting their own TSP, contracting a you-load, they-drive service, use of their privately owned vehicle and, or trailer or use of a rental vehicle and, or rental trailer to transport their HHGs. 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 (PDS), home of record, or home of selection locations to determine if they may benefit financially by conducting a PPM.

7. Members contracting their own TSP should be aware that full replacement value insurance may not be included, and they must settle any damage claims themselves with their contracted TSP. If a member desires insurance beyond their contracted TSPs coverage they should contact a commercial insurance provider. 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 to receive an incentive based payment.

8. Locations not having HHG transportation rates on file are known as one-time only (OTO) locations. Members conducting a PPM to, from, or between OTO locations may only be reimbursed for authorized actual expenses and not the incentive payment listed in par. 1 of this ALCOAST. For a member to be reimbursed for conducting an OTO PPM they must request a memorandum from their local TO authorizing an actual cost PPM and submit the memorandum along with a completed Travel Voucher or Subvoucher, DD Form 1351-2 a copy of their orders, and receipts to the Coast Guard Finance Center. Members mailing HHG through the U.S. Postal Services (USPS) can only be reimbursed for any actual cost. PPMs conducted through the USPS must be entered in DPS as an actual cost PPM.

9. Boats and their associated trailers are HHG. Members conducting a PPM of a boat and trailer are only required to have one weight ticket for the boat and trailer. However, the weight ticket must clearly indicate that a boat and trailer are being weighed. If not, the boat and trailer will appear to be an empty trailer, which is not HHGs, and the weight of the trailer axle will be subtracted from the total weight used to calculate a memberís incentive payment. PPM claims for boats and trailers must also include a copy of the boatís registration.

10. Coast Guard members frequently receive PPM counseling from transportation offices operated by other services. To prevent confusion on service specific requirements, Coast Guard members conducting a full or partial PPM should visit the Coast Guard Finance Centers web site at www.fincen.uscg.mil to obtain a Coast Guard PPM check list and review the proper procedures for weighing boats, vehicles, and trailers to ensure accurate PPM weights are obtained.

11. Because HHG shipping rates differ from location to location, if a member owns HHGs at more than one location, a DD Form 2278 is required from all locations to the new PDS, home or record, or home of selection. The member must also have two weight tickets, one unloaded and one loaded from each origin. Provided the member has a DD Form 2278 and unloaded and loaded weight tickets from all origins, they may be paid an incentive payment for all PPMs not to exceed the Governments best value cost of transporting the members authorized PCS weight allowance in one lot between authorized locations.

12. Members must plan ahead to ensure that certified weight scales are available at the time and date they plan to begin their move. The importance of this requirement cannot be overstated. PPM claims without unloaded and loaded weight tickets from the place of origin may only be reimbursed for any authorized actual cost.

13. COMDT (CG-1332) POCs are CWO Randy Jeffery at 202-475-5393, james.r.jeffery@uscg.mil or Mr. Tony Pearson at 202-475-5368, anthony.h.pearson@uscg.mil.

14. RADM Kurt B. Hinrichs, Director of Reserve and Military Personnel, sends.

15. Internet release authorized

Source: ALCOAST 119/16

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Last Modified 3/30/2016