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Transfer Season 2015 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 090/15, which appears below this message!

ALCOAST 089/15
COMDTNOTE 4050

SUBJ: 2015 HOUSEHOLD GOODS (HHG) INFORMATION

A. Joint Travel Regulations

  1. The 2015 household goods (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 short distance 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 in assignment year (AY) 2015 receive a printed copy of this ALCOAST. To ensure members receive proper HHG counseling, commands are strongly encouraged to include HHG counseling on their PCS check in/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 a member receives their signed PCS orders, they must visit the www.move.mil web site 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). DPS may also be used to file any needed damage claims. After a member registers in DPS, it will take up to 72 hours for them 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.
  3. The time period between 15 May and 15 July is the peak of the HHG moving season. If possible, members should avoid requesting a HHG shipment during this period. 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.
  4. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements 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 while underway.
  5. During HHG peak season it may be difficult to secure a Government contracted TSP that meets everyone's 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.
  6. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To avoid paying excess weight costs members must be aware of their maximum HHG weight allowance found in 5200-B of REF (A). 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 Allowances" link on the left hand side of the screen. The TSP will also estimate a member's HHG weight during the pre-move survey. After a member's 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. 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.
  7. 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, pro gear is limited to a maximum of 2,000 lbs. Waivers to the 2,000 lb limit cannot be 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.
  8. Pro gear does not count towards a member's HHG weight allowance. However, all items must meet the definition of pro gear found in Appendix A, of REF (A). All pro gear must be verified by a TO, and items not meeting the description of pro gear will count towards a member's 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 member's signature.
  9. 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 member's 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.
  10. 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.
  11. 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.
  12. 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/pp/default.aspx. If a member desires additional HHG damage insurance they may purchase it from a private insurance provider.
  13. The pamphlet, It's Your Move (3.1MB, PDF file format), 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.
  14. 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 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. member's orders must reflect this entitlement and display 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).
  15. 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.
  16. RDML James M. Heinz, Director of Reserve and Military Personnel, sends. Internet release authorized.

Source: ALCOAST 089/15


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

UNCLAS //N04050//
ALCOAST 090/15
COMDTNOTE 4050

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

A. Joint Travel Regulations

  1. Transfer season 2015 is just around the corner, and so is the household goods (HHG) transportation peak season. The period 15 May through 15 July is the peak of the 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, members may receive an incentive payment of 95 percent of what it would have cost the government to transport the member's HHG in one lot between authorized locations. Incentive payments will be based on the actual HHG weight moved, not to exceed the member's maximum allowable weight.
  3. To prevent delays or denial of PPM incentive payments, commands should ensure that all members departing on permanent change of station (PCS) orders, or separating from the Coast Guard receive a printed copy of this ALCOAST. It is the member's responsibility to understand their entitlements and the requirements contained in this ALCOAST. To ensure members receive proper HHG counseling, commands are strongly encouraged to include HHGs counseling on their PCS check in/out sheets. No waivers to the requirements in this ALCOAST may be approved.
  4. 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 using DPS for the first time 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 will 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 set up their move.
  5. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. Members conducting both a PPM and a government funded HHG move must 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 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. 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.
  6. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements 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 while underway.
  7. Members wishing to conduct 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 member's control prevents them from receiving proper PPM counseling. Circumstances beyond a member's 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 member's control after-the-fact PPM claims may only receive actual cost reimbursement (ACR) for any authorized expenditures.
  8. 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 use a personally owned or rental vehicle, and/or a personally owned or rental trailer to transport their own 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.
  9. 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 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.
  10. 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 member's 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. Vehicle registrations are not acceptable as empty weight tickets for a PPM.
  11. Boats and their associated trailers are considered to be HHG. Members conducting a PPM of a boat and trailer are only required to have one weight ticket for the boat and trailer. However, because weight tickets reflect three axles (steer, drive, and trailer) the weight ticket must indicate that a boat and trailer was 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 member's incentive payment. Claims for boats and trailers must also include a copy of the boats registration, which must be registered in the member's or their dependents name.
  12. Coast Guard members frequently receive PPM counseling from transportation offices operated by other services. To prevent any confusion on service specific requirements, all Coast Guard members conducting a full or partial PPM must visit the Coast Guard Finance Centers (FINCEN) web site at http://www.fincen.uscg.mil/dity.htm, 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 are obtained.
  13. Because 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 member's maximum HHG weight allowance in one lot between all authorized locations.
  14. 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 authorized actual cost.
  15. 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.
  16. RDML James M. Heinz, Director of Reserve and Military Personnel, sends.
  17. Internet release authorized.

Source: ALCOAST 090/15

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Last Modified 6/12/2015