March 4, 2021 —
The Household Goods (HHG) transportation peak season, which runs from 15 May through 31 Aug, is fast approaching. During peak season it may be difficult to secure a Government-contracted transportation service provider (TSP) that meets the member’s 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 the incentive payment of 100% of the government’s constructed expense, not to exceed the authorized weight allowance.
Members are responsible for understanding their HHG entitlements found in REFs (A) and (B) 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 claims, 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 HHG counseling on their PCS check-out sheets.
Use of a GTCC for transporting HHG is prohibited, to include expenses incurred from a PPM, and may result in administrative and/or disciplinary action, and closure of a member’s GTCC account.
Coast Guard members frequently receive PPM counseling from transportation officers (TOs) operated by other military service branches. To avoid confusion and ensure PPM claims are in compliance with current Coast Guard requirements, members should visit https://www.uscg.mil/fincen/dity/ for the PPM Checklist and further guidance on obtaining accurate weight tickets, especially if towing a privately owned vehicle (POV).
PPM authorization is made with an Application for Personally Procured Move and Counseling Checklist, DD Form 2278 from their point of origin TO, generated by the Defense personal Property System (DPS) at: www.move.mil. Members must register for a username and password with a valid civilian email account. Once the member’s HHG move has been requested in DPS, a copy of the signed PCS orders must be provided to the origin TO for approval.
PPM claims that do not include an authorized DD Form 2278 or approved authorization for self-procured storage from origin are not eligible for the incentive payment, unless the origin TO approves via memorandum an “after-the-fact” PPM based on circumstances beyond the member’s control (e.g., severe weather conditions, medical emergencies, or short-fused PCS orders) that prevented proper PPM counseling.
PPMs may be conducted in a variety of ways, including privately-contracted TSPs, self-service moving companies, use of a privately owned or rental vehicle or trailer, or any combination thereof.
Members should seek the guidance of their origin TO to best estimate potential financial impacts of performing a PPM based on their individual allowance and circumstance.
Members must provide certified unloaded and loaded weight tickets from the weight scale nearest to the origin, destination, or any combination thereof. Both the loaded and unloaded tickets must notate the member’s name and employee identification number, clearly indicate which vehicle is being weighed, and whether the weight ticket is for an unloaded/loaded vehicle or trailer. Vehicle registrations may not substitute for an unloaded weight ticket for a PPM claim. PPM claims submitted without proper weight tickets will be reimbursed only for actual costs as shown with itemized receipts.
PPMs performed before the date of this ALCOAST that were paid actual costs because the weight tickets were not obtained at origin, may not be resubmitted for incentive payment.
Boats with their associated trailers are considered HHG. Members performing a PPM of a boat and trailer are only required to have one weight ticket, clearly indicating the boat and trailer’s combined weight. A trailer alone is not considered HHG, and if the weight ticket does not clearly indicate the included boat, the weight of the trailer axle will be subtracted from the total weight used to calculate the PPM incentive payment. PPM claims for boat and trailer moves must also include a copy of the registration for the boat and/or trailer, as noted on the PPM checklist.
Members contracting their own TSP should be aware that full replacement value insurance may not be included, and any damage claims must be handled privately with their contracted TSP. Also, members contracting a self-serve moving company must remind the contractor that unloaded and loaded weight tickets for portable containers are required to receive an incentive payment.
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 signed orders, and receipts to the Coast Guard Finance Center. Members mailing HHG through the U.S. Postal Service (USPS) can only be reimbursed for actual costs. PPMs conducted through the USPS must be entered in DPS as an actual cost PPM. When there are no OTO rates on file the TO will need to request the rates from TRANSCOM and include a written request from the member pertaining to the move. The TO will need to calculate the farthest distance in the US and if the rate that TRANSCOM provides exceeds the cost calculated by the TO they will need to advise the member of any excess cost they may incur for the move.
For questions, contact CWO Petrice Blanco and YNC Jonathan Newsom at: HQS-DG-lst-CGfirstname.lastname@example.org.