[Title 41 CFR 302]
[Code of Federal Regulations (annual edition) - July 1, 2002 Edition]
[Title 41 - PUBLIC CONTRACTS AND PROPERTY MANAGEMENT]
[Subtitle F - Federal Travel Regulation System]
[Chapter 302 - RELOCATION ALLOWANCES]
[Subchapter D - TRANSPORTATION AND STORAGE OF PROPERTY]
[Part 302 - 7--TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)]
[From the U.S. Government Printing Office]
41PUBLIC CONTRACTS AND PROPERTY MANAGEMENT42002-07-012002-07-01false7--TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)302PART 302PUBLIC CONTRACTS AND PROPERTY MANAGEMENTFederal Travel Regulation SystemRELOCATION ALLOWANCESTRANSPORTATION AND STORAGE OF PROPERTY
PART 302-7--TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)--Table of Contents
Subpart A--General Rules
Sec.
302-7.1 Who is eligible for the transportation and temporary storage of
household goods (HHG) at Government expense?
302-7.2 What is the maximum weight of HHG that may be transported or
stored at Government expense?
302-7.3 May HHG be transported or stored in more than one lot?
302-7.4 Does the weight of any professional books, papers and equipment
(PBP&E) count against the 18,000 pound HHG weight limitation?
302-7.5 May the 18,000 pound HHG weight limitation be increased if
PBP&E are transported as an administrative expense to the
agency?
302-7.6 What are the authorized origin and destination points for the
transportation of HHG and PBP&E?
302-7.7 May the origin and destination points be other than that
prescribed in Sec. 302-7.6?
302-7.8 Is there a time limit for the temporary storage of an
authorized HHG shipment?
302-7.9 What are some reasons that would justify the additional storage
beyond the initial 90-day limit?
302-7.10 Is property acquired en route eligible for transportation at
Government expense?
302-7.11 What is the Government's liability for loss or damage to HHG?
302-7.12 What are the various methods of shipping HHG and how is the
weight determined for each type of shipment?
302-7.13 What methods of transporting and paying for the movement of
HHG, PBP&E and temporary storage are authorized?
302-7.14 Are there any disadvantages to using the commuted rate method
for transporting HHG, PBP&E and temporary storage?
302-7.15 Must I use the method selected by my agency for transporting
my HHG, PBP&E and temporary storage?
302-7.16 Is the maximum weight allowance for HHG and temporary storage
limited when quarters are furnished or partly furnished by the
Government OCONUS or upon return to CONUS?
302-7.17 May PBP&E be transported at Government expense upon returning
to CONUS for separation from Government service, after
completion of an OCONUS assignment?
302-7.18 Who is liable for any loss or damage to HHG incident to a
authorized relocation?
302-7.19 Should I include items that are irreplaceable or of extremely
high monetary or sentimental value in my HHG shipment?
Subpart B--Commuted Rate
302-7.100 How are the charges of transporting HHG, and temporary
storage calculated?
302-7.101 Where can the commuted rate schedules for the transportation
of HHG, and temporary storage be found?
302-7.102 How is the mileage distance determined under the commuted
rate method?
302-7.103 How are the charges calculated when a carrier charges a
minimum weight, but the actual weight of HHG, PBP&E and
temporary storage is less than the minimum weight charged?
302-7.104 What documentation must be provided for reimbursement?
302-7.105 May an advance of funds be authorized for transporting HHG
and temporary storage?
302-7.106 What documentation is required to receive an advance under
the commuted rate method?
302-7.107 May my HHG be temporarily stored at Government expense?
302-7.108 What temporary storage expenses will be reimbursed?
302-7.109 Are receipts required?
302-7.110 Is there a reimbursement limit?
Subpart C--Actual Expense Method
302-7.200 How are charges paid and who makes the arrangements for
transporting HHG, PBP&E and temporary storage under the actual
expense method?
302-7.201 Is temporary storage in excess of authorized limits and
excess valuation of goods and services payable at Government
expense?
Subpart D--Agency Responsibilities
302-7.300 What policies and procedures must we establish for this part?
302-7.301 What method of transporting HHG should we authorize?
[[Page 160]]
302-7.302 What method of transporting should we authorize for PBP&E?
302-7.303 What guidelines must we follow when authorizing
transportation of PBP&E as an administrative expense?
302-7.304 When HHG are shipped under the actual expense method, and
PBP&E as an administrative expense, in the same lot, are
separate weight certificates required?
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747,
3 CFR, 1971-1973 Comp., p. 586.
Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise
noted.
Subpart A--General Rules
Note to subpart A: Use of pronouns ``I'', ``you'', and their
variants throughout this subpart refers to the employee, unless
otherwise noted.
Sec. 302-7.1 Who is eligible for the transportation and temporary storage of household goods (HHG) at Government expense?
The following are eligible for the transportation and temporary
storage of household goods (HHG) at Government expense when a relocation
has been determined to be in the interest of the Government:
(a) An employee transferred between official duty stations, within
or outside the continental United States (CONUS);
(b) A new appointee to his/her first official duty station within or
outside the CONUS;
(c) An employee being returned to CONUS for separation from an
outside CONUS assignment, after completion of an agreed upon period of
services;
(d) An SES employee authorized last move home benefits under
Sec. 302-3.304 of this chapter;
(e) An employee authorized a temporary change of station (TCS).
Sec. 302-7.2 What is the maximum weight of HHG that may be transported or stored at Government expense?
The maximum weight allowance of HHG that may be shipped or stored at
Government expense is 18,000 pounds net weight.
Sec. 302-7.3 May HHG be transported or stored in more than one lot?
Household goods may be transported and stored in multiple lots,
however, your maximum HHG weight allowance is based upon shipping and
storing all HHG as one lot.
Sec. 302-7.4 Does the weight of any professional books, papers and equipment (PBP&E) count against the 18,000 pound HHG weight limitation?
Yes, the weight on any PBP&E is generally part of and not in
addition to the 18,000 pound HHG weight limitation. However, if the
weight of any PBP&E causes the lot to exceed 18,000 pounds, the PBP&E
may be transported to the new duty station as an administrative expense
of the agency. Authorization for such shipment is granted solely at the
discretion of the agency and subject to its policies governing such
shipment.
Sec. 302-7.5 May the 18,000 pound HHG weight limitation be increased if PBP&E are transported as an administrative expense to the agency?
No, the 18,000 pound HHG weight limitation is mandated by statute
and cannot be exceeded. Shipments of PBP&E as an administrative expense
to the agency are not subject to the HHG maximum weight allowance.
Sec. 302-7.6 What are the authorized origin and destination points for the transportation of HHG and PBP&E?
The authorized origin and destination points for the transportation
of HHG and PBP&E varies by category of employee and are as follows:
Transportation of HHG and PBP&E
------------------------------------------------------------------------
Authorized origin/
Category of employee destination
------------------------------------------------------------------------
(a) Employee transferred between official Between the old and new
stations. official station.
(b) New appointee......................... From place of actual
residence to New official
station.
(c) Employee returning from outside CONUS Last official station to
assignment for separation from Government place of actual residence.
service.
(d) SES last move home benefits........... From last official station
to place of Selection.
Temporary change of official station (TCS) From current official
station to TCS location and
return.
------------------------------------------------------------------------
[[Page 161]]
Sec. 302-7.7 May the origin and destination points be other than that prescribed in Sec. 302-7.6?
Yes, shipments may originate or terminate at any location; however,
your reimbursement is limited to the cost of transporting the property
in one lot from the authorized origin to the authorized destination.
Sec. 302-7.8 Is there a time limit for the temporary storage of an authorized HHG shipment?
The initial period of temporary storage at Government expense shall
not exceed 90 days in connection with any authorized HHG shipment. The
HHG may be placed in temporary storage at origin, in transit, at
destination, or any combination thereof. However, upon your written
request, an additional 90 days may be authorized by the designated
agency official. In no case may the maximum time limit for temporary
storage exceed 180 days.
Sec. 302-7.9 What are some reasons that would justify the additional storage beyond the initial 90-day limit?
Reasons for justifying temporary storage beyond the initial 90-day
limit include, but are not limited to:
(a) An intervening temporary duty or long-term training assignment;
(b) Non-availability of suitable housing;
(c) Completion of residence under construction;
(d) Serious illness of employee or illness or death of a dependent;
(e) Strikes, acts of God, or other circumstances beyond the control
of the employee; or
(f) Similar reasons.
Sec. 302-7.10 Is property acquired en route eligible for transportation at Government expense?
No, property acquired en route will not be eligible for
transportation at Government expense.
Sec. 302-7.11 What is the Government's liability for loss or damage to HHG?
The Government's liability for loss or damage to HHG is determined
by your agency under title 31 U.S.C. 3721-3723 and agency implementing
rules and regulations issued pursuant to the law.
Sec. 302-7.12 What are the various methods of shipping HHG and how is the weight determined for each type of shipment?
HHG should be shipped by the most economical method available. The
various methods of shipment and weight calculations include the
following:
------------------------------------------------------------------------
Method of shipment How weight of shipment is determined
------------------------------------------------------------------------
(a) Uncrated (shipped in HHG The net weight will be shown on the
movers van or similar conveyance). bill of lading or weight
certificate attached and includes
the weight of barrels, boxes,
cartons, and similar material used
in packing, but does not include
pads, chains, dollies and other
equipment to load and secure the
shipment.
(b) Crated shipments.............. When crated the net weight 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 net
weight computed in this manner
exceeds the applicable weight
limitation and if 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 computed at less than 60
percent of the gross weight.
(c) Containerized shipments When the known tare weight does not
(Special containers designed, include the weight of interior
e.g., lift vans, CONEX bracing and padding materials but
transporters, HHG shipping boxes, only the weight of the container,
for repeated use). the net weight will be 85 percent
of the gross weight less the weight
of the container. If the known tare
weight includes such material, so
that the net weight is the same as
it would be for uncrated shipments
in interstate commerce, the net
weight will not be subject to
reduction.
(d) Constructive weight........... If adequate scales are not available
at origin, en route or at
destination, a constructive weight
based on 7 pounds per cubic foot of
properly loaded van space may be
used. Such weight may be used for a
part-load when its weight could not
be obtained, without first
unloading it or other part-loads
being carried in the same vehicle
or when the HHG are not weighed
because the carrier's charges for
local or metropolitan area moves
are properly computed on the basis
other than weight or volume of the
shipment (as when payment is based
on an hourly rate and distance
involved). In such instances a
statement from the carrier showing
the properly loaded van space
required for the shipment should be
obtained with respect to proof of
entitlement to a commuted rate
payment when net weight cannot be
shown.
------------------------------------------------------------------------
[[Page 162]]
Sec. 302-7.13 What methods of transporting and paying for the movement of HHG, PBP&E and temporary storage are authorized?
There are two authorized methods of transporting and paying for the
movement of HHG, PBP&E and temporary storage. Your agency will determine
which of the following methods will be authorized.
(a) Commuted Rate System. Under the commuted rate system you assume
total responsibility for arranging and paying for, at least the
following services: packing/unpacking, crating/uncrating, pickup/
deliver, weighing, line-haul, drayage, and temporary storage of your HHG
and PBP&E with a commercial HHG carrier or by renting self drive
equipment for a do-it-yourself move. When any PBP&E is transported as an
administrative expense of your agency, all arrangements (e.g., packing/
unpacking, pickup/delivery, weighing, temporary storage, etc.) will be
handled and paid for by your agency.
(b) Actual Expense Method. Under the actual expense method, your
agency assumes the responsibility for arranging and paying for all
aspects (e.g., packing/unpacking, pickup/delivery, weighing, line-haul,
drayage, temporary storage, etc.), of transporting your HHG and PBP&E
with a commercial HHG carrier.
Sec. 302-7.14 Are there any disadvantages to using the commuted rate method for transporting HHG, PBP&E and temporary storage?
Yes. The disadvantages to using the commuted rate method for
transporting HHG, PBP&E and temporary storage are that the:
(a) Government cannot take advantage of any special rates that may
be offered only to Government shipments;
(b) Commuted rate method does not apply to intrastate moves; and
(c) Commuted rate method may not fully reimburse your out-of-pocket
expenses.
Sec. 302-7.15 Must I use the method selected by my agency for transporting my HHG, PBP&E and temporary storage?
No, you do not have to use the method selected (Sec. 302-7.301) by
your agency, and you may pursue other methods, however, your
reimbursement is limited to the actual cost incurred, not to exceed what
the Government would have incurred under the commuted rate system within
CONUS and the actual expense method OCONUS.
Sec. 302-7.16 Is the maximum weight allowance for HHG and temporary storage limited when quarters are furnished or partly furnished by the Government OCONUS or
upon return to CONUS?
When quarters are furnished or partly furnished by the Government
OCONUS, your agency may limit the weight of HHG and temporary storage
that can be transported to that location. Only the authorized weight
allowance that was shipped to the OCONUS location may be returned to
CONUS upon completion of the tour of duty, unless the agency makes an
exception under conditions specified in agency internal regulations.
Sec. 302-7.17 May PBP&E be transported at Government expense upon returning to CONUS for separation from Government service, after completion of an OCONUS
assignment?
Any PBP&E that was transported as an administrative expense of the
Government to the OCONUS assignment will be returned as an
administrative expense of the Government to the place of actual
residence or any other location, not to exceed the cost to the
authorized destination.
Sec. 302-7.18 Who is liable for any loss or damage to HHG incident to an authorized relocation?
When transporting HHG under the commuted rate or actual expense
method and a commercial HHG carrier
[[Page 163]]
is used, the carrier accepts limited liability for any loss or damage in
accordance with HHG carrier tariffs. For transporting HHG by self drive
equipment for a do-it-yourself-move and for any loss or damage not
covered by the HHG carrier, see part 302-11 of this chapter.
Sec. 302-7.19 Should I include items that are irreplaceable or of extremely high monetary or sentimental value in my HHG shipment?
Generally no; items that are irreplaceable or of extremely high
monetary or sentimental value should not be included in your HHG
shipment. Additional insurance may be purchased, at your expense, to
cover any loss or damage, however, such items are not necessarily
provided special security. Accordingly, it is advisable that you or an
immediate family member(s) transport such items personally.
Subpart B--Commuted Rate
Sec. 302-7.100 How are the charges of transporting HHG, and temporary storage calculated?
The charges for transporting HHG, and temporary storage are computed
by multiplying the number of pounds shipped divided by 100 (within the
18,000 maximum limitation) by the applicable rate per one-hundred pounds
for the distance transported. This includes, but is not limited to
packing/unpacking, crating/uncrating, drayage, weighing, pickup/
delivery, line-haul, accessorial charges, and temporary storage charges,
including but not limited to handling in/out, etc. However, your
reimbursement may not fully cover your total out-of-pocket expenses. In
determining the distance shipped you may use the Household Goods
Carriers Mileage Guide (issued by the Household Goods Carriers' Bureau,
1611 Duke Street, Alexandria, VA 22314-3482), tariffs filed with GSA
travel management centers, or any other mileage guide authorized by your
agency. If the exact mileage is not shown, the next higher mileage
distance applies. If there is a minimum weight charge above the actual
weight under applicable tariffs, reimbursement will be based on the
minimum weight charge instead of the actual weight.
Sec. 302-7.101 Where can the commuted rate schedules for the transportation of HHG, and temporary storage be found?
The charges for the line-haul transportation, packing, crating,
unpacking, drayage incident to transportation, and other accessorial
charges for HHG, and temporary storage can be found in the Household
Goods Carrier Bureau tariff (issued by the Household Goods Carriers'
Bureau, 1611 Duke Street, Alexandria, VA 22314-3482) or by contacting
the GSA travel management center or the appropriate office designated in
your agency.
Sec. 302-7.102 How is the mileage distance determined under the commuted rate method?
To determine the distance from the authorized origin to the
authorized destination, the Household Goods Carriers Standard Mileage
Guide, or a standard road atlas issued by The Household Goods Carrier's
Bureau, or any other mileage guide authorized by your agency.
Note to Secs. 302-7.100 and 302-7.102. Any substantial deviation
from the distances shown in the authorized mileage guides must be
explained on the travel claim.
Sec. 302-7.103 How are the charges calculated when a carrier charges a minimum weight, but the actual weight of HHG, PBP&E and temporary storage is less than
the minimum weight charged?
Charges for HHG, PBP&E and temporary storage are calculated based on
the minimum weight charged by the carrier, but not to exceed 18,000
pounds.
Sec. 302-7.104 What documentation must be provided for reimbursement?
When claiming reimbursement under the commuted rate, you must
provide:
(a) A receipted copy of the bill of lading (reproduced copies are
acceptable) including any attached weight certificate copies if issued;
or
(b) Other evidence showing points of origin and destination and the
weight of your HHG, if no bill of lading was issued, or
[[Page 164]]
(c) If a commercial HHG carrier is not used, you are responsible for
establishing the weight of the HHG, and temporary storage by obtaining
proper certified weight certificates. Certified weight certificates
include the gross and tare weights. This is required because payment at
commuted rates on the basis of constructive weight usually is not
possible.
Sec. 302-7.105 May an advance of funds be authorized for transporting HHG and temporary storage?
An advance of funds may be authorized when the transportation of HHG
and temporary storage is authorized under the commuted rate method.
Sec. 302-7.106 What documentation is required to receive an advance under the commuted rate method?
To receive an advance under the commuted rate method, you must
provide a copy of an estimate of costs from a commercial HHG carrier or
a written statement that includes:
(a) Origin and destination;
(b) A signed copy of a commercial bill of lading annotated with
actual weight (or other evidence of actual weight) or a reasonable
estimate acceptable to your agency; and
(c) Anticipated temporary storage period (not to exceed 90 days) at
Government expense.
Sec. 302-7.107 May my HHG be temporarily stored at Government expense?
Yes, HHG may be stored at Government expense incident to the
transporting of such goods either at the HHG carrier storage facility or
a self storage facility. Storage may be at any combination of origin, en
route locations or destination.
Sec. 302-7.108 What temporary storage expenses will be reimbursed?
The following will be reimbursed:
(a) Reimbursable temporary storage cost incident to storage at the
HHG carriers facility are:
(1) Handling in;
(2) Daily storage;
(3) Handling out; and
(4) Drayage to residence.
(b) Reimbursable cost of storage at a self storage facility. This is
the cost of the storage space that will reasonably accommodate the HHG
transported.
Sec. 302-7.109 Are receipts required?
Yes, under the commuted rate system, a receipted copy of the
warehouse or other bill for storage is required to support
reimbursement.
Sec. 302-7.110 Is there a reimbursement limit?
Yes, reimbursement must not exceed the rates published in the
Nationwide Household Goods Commercial Relocation Tariff (issued by the
Household Goods Carriers' Bureau, 1611 Duke Street, Alexandria, VA
22314-3482), supplements thereto and reissues thereof.
Subpart C--Actual Expense Method
Sec. 302-7.200 How are charges paid and who makes the arrangements for transporting HHG, PBP&E and temporary storage under the actual expense method?
Your agency is responsible for making all the necessary arrangements
for transporting HHG, PBP&E, and temporary storage, including but not
limited to packing/unpacking, crating/uncrating, pickup/delivery,
weighing, line-haul, etc., under the actual expense method. Your agency
will issue a Bill of Lading or any other shipping document with all
charges billed directly to the agency. Any cost or weight in excess of
18,000 pounds will be at your expense.
Sec. 302-7.201 Is temporary storage in excess of authorized limits and excess valuation of goods and services payable at Government expense?
No, charges for excess weight, valuation above the minimum amount,
and services obtained at higher costs must be borne by the employee in
the same manner as he/she is responsible for excess transportation
costs.
Subpart D--Agency Responsibilities
Note to subpart D: Use of pronouns ``we'', ``you'', and their
variants throughout this subpart refers to the agency.
[[Page 165]]
Sec. 302-7.300 What policies and procedures must we establish for this part?
You must establish policies and procedures as required for this
part, including who will:
(a) Administer your household goods program;
(b) Authorize PBP&E to be transported as an agency administrative
expense;
(c) Authorize temporary storage in excess of the initial 90-day
limit;
(d) Collect any excess cost or charges;
(e) Advise the employee on the Government's liability for any loss
and damage claims under 31 U.S.C. 3721-3723; and
(f) Ensure that international HHG shipments by water are made on
ships registered under the laws of the United States whenever such ships
are available.
Sec. 302-7.301 What method of transporting HHG should we authorize?
You should authorize one of the following methods, of transporting
an employee's HHG, PBP&E and temporary storage. The selected method
should be stated on the relocation travel authorization.
(a) Commuted Rate System. For relocation or first duty station
assignment within CONUS. This method will be used without regard to the
actual expense method, unless that method is more economical to the
Government and results in a savings of $100 or more. Under this system
the employee assumes total responsibility for arranging and paying for,
at least the following services: Packing/unpacking, crating/uncrating,
pickup/deliver, weighing, line-haul, drayage, and temporary storage of
your HHG and PBP&E with a commercial HHG carrier or by renting self
drive equipment for a do-it-yourself move. When any PBP&E is transported
as an administrative expense of the agency, all arrangements (e.g.,
packing/unpacking, pickup/delivery, weighing, temporary storage, etc.)
will be handled and paid for by you the agency.
(b) Actual Expense Method. For all shipments OCONUS and where deemed
economical to the Government within CONUS. Under the actual expense
method, the Government assumes the responsibility for arranging and
paying for all aspects (e.g., packing/unpacking, pickup/delivery,
weighing, line-haul, drayage, temporary storage, etc.,) of transporting
the employee's HHG, PBP&E.
Sec. 302-7.302 What method of transporting should we authorize for PBP&E?
You should authorize the actual expense method for transporting an
employee's PBP&E only when the weight of the PBP&E causes the employee's
shipment to exceed the maximum 18,000 pound HHG weight limitation. PBP&E
should be weighed prior to shipment, if necessary, so the weight can
easily be deducted from the 18,000 pound weight allowance. The PBP&E
shipment should then be made separately from the HHG shipment and is an
administrative expense to your agency.
Sec. 302-7.303 What guidelines must we follow when authorizing transportation of PBP&E as an administrative expense?
You have the sole discretion to authorize transportation of PBP&E
provided that:
(a) An itemized inventory of PBP&E is provided for review by the
authorizing official at the new official station;
(b) The authorizing official has certified that the PBP&E are
necessary for performance of the employee's duties at the new duty
station, and if these items were not transported, the same or similar
items would have to be obtained at Government expense for the employee's
use at the new official station; and
(c) You have acquired evidence that transporting the PBP&E would
cause the employee's HHG to exceed 18,000 pound maximum weight
allowances.
Note to Sec. 302-7.303: PBP&E transported as an agency
administrative expense to an OCONUS location may be returned to CONUS as
an agency administrative expense for an employee separating from
Government service.
[[Page 166]]
Sec. 302-7.304 When HHG are shipped under the actual expense method, and PBP&E as an administrative expense, in the same lot, are separate weight certificates
required?
Yes, the weight of the PBP&E and the administrative appropriation
chargeable must be listed as separate items on the bill of lading or
other shipping document.