Federal Transportation Officer Training Program: Basic (Level 1)

Transcription

1 Page 1 of 19 Federal Transportation Officer Training Program: Basic (Level 1) Freight, Cargo, and Household Goods Session 12: Household Goods Transportation Page 1 of 19

2 Page 2 of 19 What You Will Learn In this session, you will learn about the Federal Travel Regulation (FTR) general rules regarding the transportation and temporary storage of household goods when relocating an employee. Page 2 of 19

3 Page 3 of 19 Session Outline Who is Eligible for Transportation and Temporary Storage of Household Goods? What is the Maximum Weight of Household Goods that may be Transported? What are the Various Methods of Shipping HHG, and How is the Weight Determination Made for Each Type of Shipment? How are the Authorized Origin and Destination Points Determined for the Transportation of HHG? What Time Limits Apply for the Temporary Storage of Authorized HHG Shipments? How are Authorized Costs Determined for Shipments and Temporary Storage of HHG? What Policies and Procedures Must an Agency Establish? Page 3 of 19

4 Page 4 of 19 Who is Eligible for Transportation and Temporary Storage of Household Goods? When relocation is in the interest of the Government, the following individuals are eligible for transportation and temporary storage of household goods at Government expense (FTR ): An employee transferred between official duty stations, within or outside the continental United States (CONUS) A new appointee to his/her first official duty station within or outside the CONUS An employee being returned to CONUS for separation from an outside the CONUS assignment, after completion of an agreed upon period of services A Senior Executive Service (SES) employee authorized a last move home benefits under FTR, Chapter 302, through , and An employee authorized a temporary change of station (TCS). Page 4 of 19

5 Page 5 of 19 What items are considered as household goods? Property, unless specifically excluded, associated with the home and all personal effects belonging to an employee and immediate family members on the effective date of the employee's change of official station orders (the day the employee reports for duty at the new official station) that legally may be accepted and transported by a commercial HHG carrier. (FTR ) HHG also includes: Professional books, papers and equipment (PBP&E) Spare parts of a privately owned vehicle (POV) and a pickup truck tailgate when removed Integral or attached vehicle parts that must be removed due to high vulnerability to pilferage or damage, (e.g., seats, tops, wench, spare tire, portable auxiliary gasoline can(s) and miscellaneous associated hardware) Consumable goods for employees assigned to locations where the Department of State has determined that such goods are necessary Vehicles other than POVs (such as motorcycles, mopeds, jet skies, snowmobiles, golf carts, boats (e.g., boat, sailboat, canoe, skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on trailers)) of reasonable size Ultralight Vehicles (defined in 14 CFR part 103 as being single occupant, for recreation or sport purposes, weighing less than 155 pounds if unpowered or less than 254 pounds if powered, having a fuel capacity NTE 5 gallons, airspeed NTE 55 knots, and power-off stall speed NTE 24 knots), and Unaccompanied Air Baggage (UAB) includes personal items and equipment (e.g., pots, pans, light housekeeping items, collapsible items such as cribs, playpens, and baby carriages, and other articles required for the care of the family) that may be shipped by air in accordance with Chapter 302 of this Subtitle. Household items (i.e., refrigerators, washing machines, and other major appliances or furniture) are not eligible as UAB. Page 5 of 19

6 Page 6 of 19 What items are not included as household goods? The definition of household goods in FTR indicates the following items are NOT considered household goods: Personal baggage when carried by the employee or family members when traveling to the new location as a ticketed passenger Automobiles, trucks, vans and similar motor vehicles, mobile homes, camper trailers, and farming vehicles Live animals including birds, fish, reptiles Cordwood and building materials HHG for resale, disposal or commercial use rather than for use by employee and immediate family members Privately owned live ammunition, and Propane gas tanks. Shipment of privately owned vehicles (POV) may be authorized by the agency but this is not discussed in this session. Page 6 of 19

7 Page 7 of 19 What items are not included as household goods? (continued) Federal, State and local laws or carrier regulations may prohibit commercial shipment of certain articles. These articles frequently include: Property liable to impregnate or otherwise damage equipment or other property (e.g., hazardous articles including explosives, flammable and corrosive material, poisons) Articles that cannot be taken from the premises without damage to the article or premises, and Perishable articles (including frozen foods), articles requiring refrigeration, or perishable plants unless Shipment is to be transported not more than 150 miles and/or delivery accomplished within 24 hours from the time of loading No storage is required, and No preliminary or en route services (e.g., watering or other preservative method) is required of the carrier. Page 7 of 19

8 Page 8 of 19 What is the Maximum Weight of Household Goods That May be Transported? The maximum weight allowance of Household Goods that may be shipped or stored at Government expense is 18,000 pounds net weight (FTR ). For uncrated or van line shipments, a 2,000 pound allowance is added to the 18,000 pounds net weight allowance to cover packing materials for the shipment. The maximum Governmentsponsored shipment weight is 20,000 gross pounds (the 18,000 pounds net weight of the uncrated HHG plus the 2,000 pound allowance for packing materials). The shipment may weigh over 20,000 pounds, but the government's maximum weight expense liability is 20,000 pounds. An agency may establish a lower net weight allowance and a lower allowance for packing materials in special circumstances, such as transferring an employee into government-furnished quarters. The relocating employee is responsible for reimbursing the Government for all costs incurred if the actual shipment is overweight. Page 8 of 19

9 Page 9 of 19 What are the Various Methods of Shipping HHG, and How is the Weight Determination Made for Each Type of Shipment? HHG should be shipped by the most economical method available (FTR ). The various methods of shipment and weight calculations include the following: Uncrated shipment (shipped in HHG movers van or similar conveyance): An allowance of up to 2,000 pounds, exclusive of the 18,000 pounds net weight of HHG shipment, covers the weight of barrels, boxes, cartons, and similar packing material; but it does not include pads, chains, dollies and other equipment to load and secure the shipment on the van. Crated shipments: When whole shipments are crated for movement, the net weight will be calculated and will not include the weight of the crating material. The net weight will be computed as being 60 percent of the gross weight. However, if the computed net weight exceeds the applicable weight limitation and it is determined that, for reasons beyond the employee's control, unusually heavy crating and packing materials were necessarily used, the net weight may be re-computed at less than 60 percent of the gross weight. Containerized shipments (moved in special containers designed for repeated use, e.g., lift vans, CONEX transporters, HHG shipping boxes): Calculating net weight for containerized shipments requires knowing the tare weight of the shipment. The basic tare weight is the weight of the empty container itself. However, in some cases, additional material may be required to block and brace the contents within the container. The weight of this material may be added to the tare weight. The net weight of the shipment is determined by subtracting the tare weight from the gross weight of the loaded container. If only the empty weight of the container is known, the net weight is calculated as 85 percent of the gross weight. Either way, the maximum authorized net weight should not be exceeded. Page 9 of 19

10 Page 10 of 19 What is Constructive Weight and How Is it Used? HHG shipments are normally weighed at origin, and destination, and sometimes en-route. Constructive weight is an estimated weight method used if adequate scales are not available and Actual weights cannot be determined for partial loads, which are already on the conveyance and cannot be easily offloaded for weighing, or When local area or metropolitan area move charges are calculated on factors other than weight. Examples are hourly rates and the distance involved. In these cases, the carrier must provide evidence or a statement of the van space used so that the constructive net shipment weight can be calculated. A factor of 7 pounds per cubic foot of properly loaded van space may be used (FTR ). Page 10 of 19

11 Page 11 of 19 How are the Authorized Origin and Destination Points Determined for the Transportation of HHG? The authorized origin and destination points for the transportation of HHG vary by category of employee and type of move (FTR ). In some cases, there may be more than one authorized origin and/or destination. If the employee was authorized extended storage of HHG for the prior move, shipment from the storage location may also be authorized as an origin. If the employee is authorized to place HHG into extended storage, the site may also be an approved destination for the move. The following are types of employee moves, origin/destination combinations, and extended storage factors: Employee category Origin & destination Extended storage option Employee transferred between official work locations New appointee Retiring employee returning to CONUS from OCONUS work location Employee authorized separation travel at Government expense to actual residence but retiring at the OCONUS official station or an alternate location SES move to "last home" Temporary change of official station Origin work location to new work locations Origin residence to destination work location Origin is last official work location, destination is place of residence From any location, including actual residence to any other location (including the OCONUS official station). Note that the government cost limit is the constructive transportation cost* from the official station Origin is last work station to place selected by SES Origin work location to TCS location, and return. May be authorized based on circumstances N/A Origin from extended storage site to place of residence Origin from extended storage site to place of residence. (Note that the cost of the move from storage must be included in the constructive cost calculation.) Origin from extended storage site to selected location May involve placing HHG in storage at either or both locations. *Constructive transportation cost is based on the constructive weight estimate. Page 11 of 19

12 Page 12 of 19 What Time Limits Apply for the Temporary Storage of Authorized HHG Shipments? For various reasons, employees' HHG shipments may need to be placed in storage at origin, at destination, or at both. The time limits depend on the type of shipment (FTR ). For CONUS to CONUS shipments: The initial period of temporary storage at Government expense may not exceed 60 days. Employees can request additional time, up to a maximum of 90 days. The request must be made prior to the expiration of the original 60 days. This extension must be approved by the agency official designated for such requests. Under no circumstances may temporary storage at Government expense for CONUS to CONUS shipments exceed a total of 150 days. For shipments that include an OCONUS origin or destination: The initial period of temporary storage at Government expense may not exceed 90 days. Employees can request additional time, up to a maximum of 90 days. The request must be made prior to the expiration of the original 90 days. This extension must be approved by the agency official designated for such requests. Under no circumstances may temporary storage for shipments at Government expense that include an OCONUS origin or destination exceed a total of 180 days. Page 12 of 19

13 Page 13 of 19 How are Authorized Costs Determined for Shipments and Temporary Storage of HHG? There are two methods for determining the authorized costs for shipment of HHG and providing for temporary storage (FTR ). The method used depends on who arranges the move and pays the transportation service providers (TSPs). Actual expense method used if the government assumes the responsibility for arranging and paying for the employee's move directly. The actual expense method is used for all shipments to, from, or between OCONUS locations, and within CONUS when it is deemed economical to the Government. (FTR 302.7, Subpart C) Commuted rate method used if the employee arranges his/her move (including PBP&E, if any), pays for it, and submits for authorized reimbursement. The employee may arrange for shipment with a commercial HHG carrier or may rent self-drive equipment for a do-ityourself move. (FTR 302.7, Subpart B).The commuted rate method is used only for shipments within CONUS, and only when it is less costly to the Government than actual expense. The commuted rate is calculated based on published HHG tariffs applied to the actual weight of the goods being shipped (subject also to the weight limitation in FTR through ). Page 13 of 19

14 Page 14 of 19 How are Authorized Costs Determined for Shipments and Temporary Storage of HHG? (continued) Agencies must authorize either the actual expense or commuted rate, depending on which is less costly to the Government. Agencies must specify the selected method on the relocation travel authorization. If the actual amount submitted by the employee is less than the commuted rate, the lower amount will be paid. The amount paid to the employee cannot exceed the commuted rate cost. Under both methods, authorized expenses may include but are not limited to: packing/unpacking, crating/uncrating, pickup/delivery, weighing, line-haul, drayage, and temporary storage. Page 14 of 19

15 Page 15 of 19 What Policies and Procedures Must an Agency Establish? Agencies must establish policies and procedures to identify who will: Administer the household goods program Authorize commuted rate or actual expense for transportation and payment for HHG and temporary storage Collect any excess costs or charges Advise the employee on the Government's liability for any personal property damage or loss claims (See 31 U.S.C. 3721, et seq.) Ensure that international HHG shipments by water are made on ships registered under the laws of the United States whenever such ships are available (see the Cargo Preference Act of 1904 (10 U.S.C. 2631) and the Cargo Preference Act of 1954 (46 U.S.C )) Authorize temporary storage in excess of the initial 60-day limit for CONUS shipments or 90-day limit for OCONUS shipments, and Ensure pre-payment audits are completed. Reference: FTR Page 15 of 19

16 Page 16 of 19 Glossary of Terms The following terms are those frequently used in federal transportation; however, this is not an inclusive list of terms. You may want to refer to and for additional transportation definitions. Commuted rate is a price rate used to calculate a set amount to be paid to an employee for the transportation and temporary storage of his/her household goods. It includes cost of line-haul transportation, packing/unpacking, crating/uncrating, drayage incident to transportation and other accessorial charges and costs of temporary storage within applicable weight limit for storage including handling in/out charges and necessary drayage. Extended storage is the storage of household goods while an employee is assigned to an official station or post of duty to which he/she is not authorized to take or unable to use the household goods or is authorized in the public interest. Also referred to as nontemporary storage. Household Goods (HHG) is property, unless specifically excluded, associated with the home and all personal effects belonging to an employee and immediate family members on the effective date of the employee's change of official station orders (the day the employee reports for duty at the new official station) that legally may be accepted and transported by a commercial HHG carrier. Temporary storage is the storage of HHG for a limited period of time at origin, destination or en route in connection with transportation to, from, or between official station or post of duty or authorized alternate points. Also referred to as storage-in-transit (SIT). Page 16 of 19

17 Page 17 of 19 Knowledge Review Agencies must establish policies and procedures for shipping household goods that identify who will: Administer the household goods program Authorize commuted rate or actual expense for transportation and payment for HHG and temporary storage Collect any excess costs or charges Advise the employee on the Government's liability for any personal property damage or loss claims (See 31 U.S.C. 3721, et seq.) Answer: Administer the household goods program, Authorize commuted rate or actual expense for transportation and payment for HHG and temporary storage, Collect any excess costs or charges, and Advise the employee on the Government's liability for any personal property damage or loss claims (See 31 U.S.C. 3721, et seq.) All responses are correct. FTR outlines all the areas your agency must establish for shipping household goods. Agencies must establish policies and procedures for shipping household goods which identify all of these Incorrect: Sorry, that's not quite right, all responses are correct. FTR outlines all the areas your agency must establish for shipping household goods. Agencies must establish policies and procedures for shipping household goods which identify all of these. Page 17 of 19

18 Page 18 of 19 Knowledge Review HHG does not include: Live animals including birds, fish, reptiles. Ultralight Vehicles. HHG for resale, disposal or commercial use rather than for use by employee and immediate family members. Answer: Live animals including birds, fish, reptiles and HHG for resale, disposal or commercial use rather than for use by employee and immediate family members Yes, that's correct. The definition of household goods in FTR states live animals including birds, fish, reptiles and HHG for resale, disposal or commercial use rather than for use by employee and immediate family members are not considered household goods Incorrect: Sorry, that's not correct. The definition of household goods in FTR states live animals including birds, fish, reptiles and HHG for resale, disposal or commercial use rather than for use by employee and immediate family members are not considered household goods Page 18 of 19

19 Page 19 of 19 Where to Go for More Information In addition to the sites identified in this session, you can find more information from the following: Federal Travel Regulations, FTR Chapter 302 Relocation Allowances Agency Relocation Guidance Page 19 of 19