g8 managerial accounting division household goods (hhg
TRANSCRIPT
G8 Managerial Accounting DivisionHousehold Goods (HHG) SectionPersonally Procured Move (PPM)
Logistics Solutions for the Warfighter
How to correctly assemble & submit your PPM Claim
April 2021
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INTRODUCTIONThe following information will provide you with:
Required documents
Important information
Do’s & Don'ts
Correct order of PPM claim
How to submit your claim
PPM claims received without requireddocuments/information WILL result in your
payment being delayed
REQUIRED DOCUMENTS
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Direct Deposit form (Optional) DD form2278 Paid rental contract(s)/Privately Owned Vehicle/Trailer (POV/POT)
registration(s) DD form1351-2 Voucher for advance payment (if received) Full weight ticket Personally Procured Move (PPM) checklist and certification of expenses Separation or Web Orders (with HHG's S DN) Power of Attorney (POA) – if applicable Miscellaneous documents Storage claim – if applicable
(SUBMIT IN THIS ORDER)
ONLY if you are retiring/separating can you change your bank account information with this formincluded with your PPM claim
All others must contact your IPAC to change your banking information
If you change your banking information through IPAC, your claim cannot be processed for payment until the new banking information has been updated
https://www.gsa.gov/cdnstatic/SF1199A-12a.pdf?forceDownload=1
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DIRECT DEPOSIT FORMOPTIONAL
DD FORM 2278
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Obtained via https://www.move.mil/ Official DPS Portal
Be sure highlighted fields are completed
Block 5 – needs to be your current mailing addressin case we need to contact you; your payment willbe direct deposit, no checks are issued
Block 9 – these cost computations are ESTIMATESONLY based on the ESTIMATED WEIGHT and theorigin & destination listed in Block 7.b.
Block 10 – MUST have your wet or electronicsignature and the wet or electronicsignature of the DMO CounselorEXCEPTION- someone without a CAC, suchas a spouse with a POA in claim
DO NOT PEN CHANGE THIS FORM
POV REGISTRATION
SAMPLE STATEMENT OF PERMISSION
I, , give permission to use myto move their household goods from
to .
Owner Signature
• Must submit POV registration• If POV/trailer is borrowed, include
signed statement of permission fromthe owner
• If in spouse's name, write ‘spouse’ on registration
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Note: You MUST submit registrations when moving a boat, motorcycle, etc., and it/they are included in the HHG weight!
Did you use a POV to move your HHG?
PRIVATELY OWNED TRAILER (POT) REGISTRATION
Note: You can utilize an enclosed trailer but weight of the trailerWILL NOT be counted towards your weight allowance. Empty weightticket MUST include trailer
MEMBER CAN RECEIVE THE WEIGHT OF THE UTILITY TRAILER USED IN A PPM AS DEFINED BY THEJTR: utility trailers, with or without tilt beds, with a single axel, and an overall length of nomore than 12 feet (from rear to trailer hitch), and no wider than 8 feet (outside tire to outside tire).Side rails/body no higher than 28 inches (unless detachable) and ramp/gate for the utility trailer no higher than 4 feet (unless detachable).
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Your claim must include a copy of the trailerregistration/title/bill of sale to showownership
If trailer is borrowed, include signed statement from the owner giving you permission to use to move your HHG
If state does not require trailers to be registered, include a signed written statement to that effect
DO NOT GET WEIGHT
Can use to move
Did you use a POT to move your HHG?
RENTAL CONTRACTSMake sure that all pertinent information is legible:
Your name
Date of rental period
Description of rental
Amount billed/paid
Pick up/Drop off locations
POV registration if towing rental trailer OR in tow
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NOTEReservations are not accepted in lieu of rental contract
Contract must show paid or include paid receipt!
Did you use rental truck/trailer/moving co. to move your HHG?
RENTAL TRUCK W/ AUTO TRANSPORT
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MAKE SURE LEGIBLE
Example
RENTAL TRUCK
Some rental contracts are more than one page – be sure to include all pagesof the contract that list the description of what
was rented, amount billed/paidetc.
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MAKE SURE ALL PAGES SUBMITTED
Example
YOU PACK THEY HAUL
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moving co, you load
they drive, etc., be sure all pages are
included.
Example
DD FORM 1351-2
All of the highlighted fields are required
Block 15a-list date leaving origin and date arrived at destination
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Be sure you sign block20a with either a wet or electronic signature!
City, ST(Origin)City, ST (Dest.)
DD Form 1351-2http://www.logcom.marines.mil/Portals/184/Docs/Sites/tvcd/files/dd1351-2-form-20160712.pdf
RECEIPT OF ADVANCE PAYMENT
If advance was listed on DD Form 2278 [9(a)(4)], whetherit was received or not, the Advance Voucher Sheet, or analternative confirmation/denial of receipt of the AdvanceOperation Allowance is required.
If an advance was neither received nor noted on DD Form2278, this form is notrequired.
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If you received an advance, you must submit your PPM claim within 45 days of receiving the advance. Include in your claim:• Receipt of Advance Payment• Copy of Voucher for Advance Payment
(examples next slide)
NOTE: If you receive an Advance Operating Allowance (AOA), to assist with the upfront costs associated with a PPM, and fail to submit a claim within 45 days to liquidate the advance, you will be checked for the amount of the advance.
Checkages are forwarded to DFAS for final processing Active duty will see a note in your LES in regards to when
the checkage will start Retirees/separtees will receive a letter from DFAS
http://www.logcom.marines.mil/Portals/184/Docs/Sites/tvcd/files/Advance-pay-receipt.pdf
If you did not receive an advance, the 45 day submission requirement does not apply to you
VOUCHER FOR ADVANCE PAYMENT
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EXAMPLE
EXAMPLE
Submit copy if you received an advance
WEIGHT TICKETS
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SPECIFIC REQUIREMENTS FOR WEIGHT TICKETS:*Full weight ticket for each vehicle/trailer/moving company truck/etc., used totransport HHG.
*List what is being weighed at the time the ticket is printed to include anything in tow:trailers, auto trailer with/without POV
*If weight ticket is not legible, have the weighmaster/DMO Counselor write the weights,date, ticket number, to the side of the stamped weight and initial- DO NOT WRITE/TYPEOVER STAMPED WEIGHT -please write legibly
SF Marine1234
Example
WEIGHT TICKETS
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Example of correctly identified weight ticketsPOV with trailer
WHY WEIGHT TICKETS MUST BE LABELED
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=Rental truck and auto transport with POV FULL
Rental truck and auto transport without POV EMPTY
=
POV EMPTY
=
17,080 LBS Full weight
2,500 LBS
10,860 LBSEmpty weight
In this case, the POV is included in the full and not the empty weight. Therefore, the weight of the POV must be subtracted from the full weight
**The POV registration and an empty weight ticket for the POV in tow, must be included in PPM claim – POV NOT CONSIDERED HHG
The rental truck and auto trailer are included in both the full and empty – so their weight is zero. You’re left with the weight of HHG and POV. POV has to be subtracted from full
Weight tickets MUST be labeled in order for us to know what was weighed – if weight tickets arenot adequately descriptive, claim WILL be rejected, resulting in a delay of payment
CORRECT METHOD TO WEIGH HHG
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Rental truck emptyRental truck full
= HHG WT-
- = HHG WTRental truck and auto transport with POV full
Rental truck and auto transport with POV empty
POV with rental trailer full POV with rental trailer empty
- = HHG WT
EXAMPLES
MUST BE APPLES TO APPLES COMPARISON!
CONVEYANCE & WEIGHT TICKETS
POV with rental trailer & motorcycle FULL
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POV with rental trailer EMPTY
In this case, the POV is towing a rental trailer with a motorcycle
The full weight ticket should reflect:POV, rental trailer, motorcycle***included in claim should be the POV and motorcycle registration and the paid rental contract for trailerThe empty weight ticket should reflect:POV and rental trailer
MOTORCYCLES ARE NORMALLY CONSIDERED HHG FOR PPM PURPOSES!
BOTTOM LINE: in order to get the weight of your HHGs, the conveyance must be weighed empty andfull *if there is anything in tow when you weigh the rental truck/POV full – be sure rental truck/POValong with what is in tow is weighed empty for a true “apples to apples” comparison!!
EXAMPLE
PPM CHECKLIST/EXPENSE CERTIFICATIONThe PPM Checklist is:> a reminder of documents/information required> to consolidate authorized expenses
Receipts/Invoices for authorized expenses must be included in claim:
~ rental truck, trailer,etc.~ rental equipment (hand dolly, furniture pads, (etc.)~ boxes, wrapping paper, tape, etc.~ weight tickets fees
~ fuel (label receipt to identify vehicle(s) for which the fuel was purchased) *pre-paid dollar amount does NOT qualify
~ tolls (label receipt to identifyvehicle(s)
~ oil/additives (for rental truck)If receipts are not legible or descriptive – write to the side the amount/description of item purchased.
http://www.logcom.marines.mil/Portals/184/Docs/Sites/tvcd/files/forms/PPM-Checklist-032818-1.pdf
DO NOT WRITE OVER OR HIGHLIGHT ANY INFORMATION IN THE CLAIMTO INCLUDE RECEIPTS, WEIGHT TICKETS, & CONTRACTS
AUTHORIZED EXPENSES ARE NOT REIMBURSED ALL AUTHORIZED EXPENSES REDUCE THE AMOUNT OF TAXES
PAID ON INCENTIVE PAYMENTCURRENTLY 22% FEDERAL TAX
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ORDERS
NAVMC11060ORIGINAL ORDERS USMC WEB ORDERS
Travel Line of Accounting (LOA)/Standard Document Number (SDN) must be in Orders in order to process claim.
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EXAMPLES
Submit a POA with your claimonly if someone other than youwill be contacting HHG PPMSection for information regardingyour PPM settlement.
We will ONLY speak to you orthe person that is designated bya POA concerning the amountof your PPM payment, bankaccount information, or anypersonal information. The POAmust be included in claim.
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POWER OF ATTORNEYOPTIONAL
MISCELLANEOUS DOCSOPTIONAL
Insert any documents not listed above, that is pertinent to the move, at the end of the claim.
This “additional information” sheet is a tool to help us figure out what you are doing during your move, whether it is: making multiple trips taking leave in route to your next duty station car broke down, had to purchase another in
route other
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This form can be found on our website:http://www.logcom.marines.mil/Portals/184/Docs/Sites/tvcd/files/additional%20info.pdf
ADDITIONAL INFORMATION
STORAGE IN CONJUNCTION WITH A PPM
Required documents & order of assembly:o Copy of signed DD 1351-2o Paid storage receiptso Storage facility contracto Copy of weight tickets from PPMo Extension letter – if applicable (over 90 days)o Copy of DD From 2278 from PPMo Copy of Orders
If you are submitting your storage claim after your PPM has been submitted, you can mail to our office or submit via email to: [email protected] in subject line: last name, last 4 of SSN, STORAGE
Storage POC phone numbers:229-639-8567229-639-8666
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After PPM claim has been submitted:
REASON CLAIMS ARE REJECTED & INFORMATION
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DOCUMENTS NOT IN ORDER: Claims are processed using a process thatensures claims are verified and submitted for payment in a timely mannerso it is VERY IMPORTANT that all PPM Claims be in the correct order
Weight tickets & receipts are not legible and/or not adequately descriptive Claims are not legible
PPM incentive payments are EFT to your bank account-NO CHECKS AREISSUED
All PPM incentive payments are taxed, currently 22% Federal Tax You are NOT reimbursed for expenses-expenses reduce the amount of
taxes paid on incentive payment If your full weight ticket includes your POV, then the empty weight ticket
must include your POV – if not, weigh POV empty and submit the emptyweight ticket of the POV along with registration
If you are requesting an advance, be sure to visit www.move.mil and fillout the weight estimator to make sure you do not over estimate yourweight and end up being a pay checkage (owing the government money)
HOW TO SUBMIT CLAIM: PART 1
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Local USMC DMO via DTMS when located at a Marine Corps installation
Retiring/separating or not located at a Marine Corps installation: scan and email your claim to [email protected] in pdf file format not to exceed 5MB. If more than 5MB, submit claim in multiple emails: ensure your last name and the last 4 of the SSN is listed in the subject line, then add the number of the emails sent (i.e., Marine 0123 -1, Marine 0123-2, etc.)
Thoroughly review the claim before and after it is scanned in pdf file format to ENSURE THE CLAIM IS LEGIBLE
We cannot access documents using GOOGLE DRIVE or ICLOUD
When your claim is received and reviewed by our customer service, you will receive an email letting you know your claim is either being forwarded for review or we need additional documents/information
If you do not receive an email from customer service within 5 business days, before calling customer service, 229-639-6575, please double check: Email address is correct - [email protected] Size of attachment is 5MB or less; if file size is larger, we do not receive any notification letting
us know you are trying to submit a claim
HOW TO SUBMIT CLAIM: PART 2
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For supplemental documents: scan and email to the address above inpdf file format not to exceed 5MB per email or Fax to (229) 639-5704ATTN: HHG Customer Service
Mail (USPS)**, FedEx, or UPS to:ASSISTANT CHIEF OF STAFF/G8MANAGERIAL ACCOUNTING DIVISION HHG SECTION PPMBLDG 3700 RM 315814 RADFORD BLVD SUITE 20262ALBANY GA 31704-0262
**NOTE: It is recommended to send Return Receipt Requested with regular USPS mail
HHG PPM Customer Service: (229) 639-6575 M – F 0800-1600 EDTNote: Please allow at least 14 calendar days from submission date before inquiring on status - when leaving a message we need your name, EDIPI, contact number, and a brief message. Please speak slowly and clearly. All calls are returned within one government business day!
HOW TO SUBMIT NAVY CLAIMS
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For Navy members: [email protected]
Mail option: Via regular mail (USPS), FedEx, or UPS to:COMMANDING OFFICER NAVSUP FLEET LOGISTICS CENTER NORFOLK BUSINESS SUPPORT DEPARTMENT HHG AUDIT DIVISION CODE 302 1968 GILBERT STREET SUITE 600 NORFOLK VA 23511-3392
1-888-742-44671-855-444-6683 (Option 5)
For questions concerning a specific audit on a government arranged or a personally procured move, you may email [email protected], or call 1-888-742-4467 between the hours of 0730-1600 Eastern Standard Time.
Please allow at least 10 business days for the claim to be received before contacting [email protected] to check the status. To check on the status of your claim, after the 10 business days have passed, you can log on to NAVSUP Fleet Logistics website at: https://applications.navsup.navy.mil/pptcs.
FYI
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PPM incentive payments are paid on a first come first serve basis. Our website home pageis updated weekly with processing date of claims and received date of claims being processed.o If you send your claim via USPS, FEDEX, UPS, etc., you usually receive a tracking numbero If you submit your claim to the USMC DMO for them to scan and send to us, ask when they plan to
send to Albany – claims are not always sent to Albany the same dayo If you scan and email your claim to our office [email protected] once your claim has
been received and forwarded for review, you will receive an email confirmation, so you will know the date your claim was received
Knowing the date your claim was received, you will know an approximate date when your claim will be processed for payment.
Once we are working on claims on the date your claim was received in our office, please allow 7-10 business days before contacting our office for a status – send us an email [email protected] include your name and last 4 of your SSN in the subject line of email.
Advance Operating Allowance (AOA): if you are renting a truck or trailer or using a commercial carrier to move your HHG, you can request an advance up to 50% of the estimated cost. Be sure to complete the weight estimator before requesting an advance Do not overestimate your weight when requesting an advance Submit complete claim, to include all weight tickets, 45 days after receiving the advance The AOA is part of your estimated incentive payment and will be deducted from your final payment.
FYIcontinued
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Professional Books, Papers, and Equipment (PBP&E)-MCO 4600.39, Chapter 4, paragraph 1m: When a Marine ships authorized PBP&E, the weight of PBP&E is deducted from the net weight. Once that weight is compared to the member’s maximum PCS weight allowance, the PBP&E authorized weight (NTE JTR maximum) is added back before computing the PPM allowance. The member is paid for the transportation of authorized PBP&E in addition to up to the Marine’s maximum authorized weight allowance when performing a PPM. For example, a Marine has 2,000 pounds of authorized PBP&E and is authorized to ship up to 9,000 pounds as the maximum authorized weight allowance. The Marine ships 12,000 pounds under the PPM program. The Marine may be reimbursed for shipping 11,000 pounds; maximum authorized weight allowance is 9,000 pounds + 2,000 pounds of PBP&E = 11,000 pounds.
Combined Weight Allowances-MCO 4600.39, Chapter 4, paragraph 1n: A Marine married to another Marine/uniformed service member may ship their combined authorized weight allowances as a PPM. Married couples must furnish one copy of each Marine’s orders, one DD 2278 with both Marines’ names, and all certified, legible weight tickets* required to execute the HHG PPM Section (formally TVCB) for final settlement.*must be a complete PPM claim with ALL required documents in addition to the weight tickets.