Transcription
G8 Managerial Accounting DivisionHousehold Goods (HHG) SectionPersonally Procured Move (PPM)How to correctly assemble & submit your PPM ClaimApril 2018Logistics Solutions for the Warfighter
INTRODUCTIONThe following information will provide you with: Required documents Important information Do’s & Don'ts Correct order of PPM claim How to submit your claimPPM claims received without requireddocuments/information WILL result in yourpayment being delayedLogistics Solutions for the Warfighter2
REQUIRED DOCUMENTS(SUBMIT IN THIS ORDER) Direct Deposit form (Optional) DD form 2278 Paid rental contract(s)/Privately Owned Vehicle/Trailer (POV/POT) registration(s) DD form 1351-2 Voucher for advance payment (if received) Weight tickets Personally Procured Move (PPM) checklist and certificationof expenses Separation or Web Orders (with travel SDN) Receipts (fuel, tolls, weight tickets, packing supplies, etc. LABELED) Power of Attorney (POA) – if applicable Miscellaneous documents Storage claim – if applicableLogistics Solutions for the Warfighter3
DIRECT DEPOSIT FORMOPTIONALONLY if you are retiring/separating can you changeyour bank account information with this formincluded with your PPM claimAll others must contact your IPAC to change yourbanking informationIf you change your banking information throughIPAC, your claim cannot be processed for paymentuntil the new banking information has 2a.pdf?forceDownload 1Logistics Solutions for the Warfighter4
DD FORM 2278Obtained 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 FORMLogistics Solutions for the Warfighter5
POVREGISTRATIONDid you use a POV to move your HHG? Must submit POV registration If POV/trailer is borrowed, includesigned statement of permission fromthe owner If in spouse's name, write ‘spouse’ onregistrationNote: You MUST submitregistrations when moving a boat,motorcycle, etc., and it/they areincluded in the HHG weight!SAMPLE STATEMENT OF PERMISSIONI,to, givepermission to use myto move their household goods from.Owner SignatureLogistics Solutions for the Warfighter6
PRIVATELY OWNED TRAILER (POT) REGISTRATIONDid you use a POT to move your HHG?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 nomorethan 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 trailerno higher than 4 feet (unless detachable).Your claim must include a copy of the trailerregistration/title/bill of sale to showownershipIf trailer is borrowed, include signedstatement from the owner giving youpermission to use to move your HHGCan use to moveNote: You can utilize an enclosed trailer but weight of the trailerWILL NOT be counted towards your weight allowance. Empty weightticket MUST include trailerIf state does not require trailers to be registered, include a signed writtenstatement to that effectDO NOT GET WEIGHTLogistics Solutions for the Warfighter7
RENTAL CONTRACTSDid you use rental truck/trailer/moving co. to move your HHG?Make 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 towNOTEReservations are not accepted in lieu of rental contractContract must show paid or include paid receipt!Logistics Solutions for the Warfighter8
RENTAL TRUCK W/ AUTO TRANSPORTExampleMAKE SURE LEGIBLELogistics Solutions for the Warfighter9
RENTALTRUCKExampleSome rental contracts aremore than one page – besure to include all pagesof the contract that listthe description of whatwas rented, amountbilled/paidetc.MAKE SURE ALL PAGES SUBMITTEDLogistics Solutions for the Warfighter10
YOU PACK THEY HAULExamplemoving co,you loadthey drive,etc., be sureall pages areincluded.Logistics Solutions for the Warfighter11
DD FORM 1351-2All of the highlighted fieldsare required)City, ST(OriginCity, ST (Dest.)Block 15a-list date leavingorigin and date arrived atdestinationBe sure you sign block20a with either a wet orelectronic signature!DD Form stics Solutions for the Warfighter12
RECEIPT OF ADVANCE PAYMENTIf you received an advance, you must submityour PPM claim within 45 days of receiving theadvance. 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, andfail to submit a claim within 45 days to liquidate the advance,you will be checked for the amount of the advance. 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.Checkages are forwarded to DFAS for final processing Active duty will see a note in your LES in regards to whenthe checkage will start Retirees/separtees will receive a letter from /Sites/tvcd/files/Advance-pay-receipt.pdfIf you did not receive an advance, the 45 daysubmission requirement does not apply to youLogistics Solutions for the Warfighter13
VOUCHER FOR ADVANCE PAYMENTSubmit copy if you received an advanceEXAMPLEEXAMPLELogistics Solutions for the Warfighter14
WEIGHT TICKETSExampleSF Marine1234SPECIFIC REQUIREMENTS FOR WEIGHT TICKETS:*Empty AND Full weight tickets for each vehicle/trailer/moving company truck/etc.,used to transport HHG at origin plus a full weight ticket at destination (total of 3 tickets)TDY-new full and empty for each leg*List what is being weighed at the time the ticket is printed to include anythingin 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 legiblyLogistics Solutions for the Warfighter15
WEIGHT TICKETSException to 3 weight tickets when using you pack they haul or commercial carriersMarine is responsible for obtaining certified empty and full weight tickets of eachcontainer used to transport their HHG. MCO 4600.39, Chapter 4, paragraph 1f(3):Some companies use other methods besides weight to determine cost for movingHHG, such as per running foot, per cubic foot, etc.; however, these methods are notacceptable to determine the weight of the HHG for the purposes of paying theincentive. Marines are cautioned to determine the method used before contractingwith the carrier!!Logistics Solutions for the Warfighter16
WEIGHT TICKETSExample of correctly identified weight ticketsPOV with trailerLogistics Solutions for the Warfighter17
WHY WEIGHT TICKETS MUST BE LABELED 17,080 LBSFull weightRental truck and auto transport with POV FULL In this case, the POV is included in the fulland not the empty weight. Therefore, theweight of the POV must be subtracted fromthe full weight2,500 LBS**The POV registration and an empty weightticket for the POV in tow, must be included inPPM claim – POV NOT CONSIDERED HHG10,860 LBSEmpty weightThe rental truck and auto trailer are includedin both the full and empty – so their weight iszero. You’re left with the weight of HHG andPOV. POV has to be subtracted from fullPOV EMPTY Rental truck and auto transport without POV EMPTYWeight 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 paymentLogistics Solutions for the Warfighter18
CORRECT METHOD TO WEIGH HHGEXAMPLESRental truck emptyRental truck fullRental truck and auto transport with POV full HHG WT-Rental truck and auto transport with POV emptyPOV with rental trailer full HHG WT HHG WTPOV with rental trailer emptyMUST BE APPLES TO APPLES COMPARISON!Logistics Solutions for the Warfighter19
CONVEYANCE & WEIGHT TICKETSEXAMPLEIn this case, the POV is towing a rental trailerwith a motorcyclePOV with rental trailer & motorcycle FULLPOV with rental trailer EMPTYThe full weight ticket should reflect:POV, rental trailer, motorcycle***included in claim should be the POV andmotorcycle registration and the paid rentalcontract for trailerThe empty weight ticket should reflect:POV and rental trailerMOTORCYCLES ARE NORMALLY CONSIDEREDHHG 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!!Logistics Solutions for the Warfighter20
PPM CHECKLIST/EXPENSE CERTIFICATIONThe PPM Checklist is: a reminder of documents/information required to consolidate authorized expensesReceipts/Invoices for authorized expenses must beincluded 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 sidethe amount/description of item -1.pdfDO NOT WRITE OVER OR HIGHLIGHT ANY INFORMATION IN THE CLAIMTO INCLUDE RECEIPTS, WEIGHT TICKETS, & CONTRACTSAUTHORIZED EXPENSES ARE NOT REIMBURSED ALLAUTHORIZED EXPENSES REDUCE THE AMOUNT OF TAXESPAID ON INCENTIVE PAYMENTCURRENTLY 22% FEDERAL TAXLogistics Solutions for the Warfighter21
ORDERSEXAMPLESTravel Line of Accounting (LOA)/Standard Document Number (SDN) must be in Orders in order to process claim.ORIGINAL ORDERSUSMC WEB ORDERSLogistics Solutions for the WarfighterNAVMC 1106022
RECEIPTS-FUELEXAMPLESPrepay not acceptedlabeledFuel receipts must be labeled and list: gallons purchased price per gallon amount billed amount paidNOT labeledNOTE: if only POV used to move HHG, fuel is not eligible expense, you will receive compensation on your travel claimLogistics Solutions for the Warfighter23
RECEIPTS-CONSUMABLESEXAMPLESitems must be labeledin order for them tobe considered anauthorized expensepreferred method tomark expenses:item not descriptive-member identifiedDO NOT USEHIGHLIGHTERitems descriptive-NOT ELIGBLE EXPENSEall documents,receipts, forms arescanned – whenhighlighted, the textbecomes hard todecipheritems descriptiveitems descriptiveLogistics Solutions for the Warfighter24
ELIGIBLE EXPENSES Rental hand/appliance dollies & furniture padsWeight feesAuthorized moving company servicesFuel/tolls/parking fees that will NOT be reimbursed as mileage MALT (PCS/PDT)Oil & additives required for rental trucksPacking materialsAll expenses listed on the checklist must be supported by paid receipts and/or contractsAll non-descriptive items must be labeledLogistics Solutions for the Warfighter25
NOT ELIGIBLE EXPENSESNot eligible, and are not limited to the following: auto tow dollies, auto tow bars/hitches, auto transportsany type of insurancesales taxgeneral repairs, general maintenancemeals & lodgingPOV gas and/or tolls that will be reimbursed in conjunctionwith travel (i.e., mileage allowance for travel)Logistics Solutions for the Warfighter26
POWER OFATTORNEYOPTIONAL 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.Logistics Solutions for the Warfighter27
MISCELLANEOUS DOCSADDITIONAL INFORMATIONOPTIONALInsert any documents not listed above, that ispertinent to the move, at the end of the claim.This “additional information” sheet is a tool tohelp us figure out what you are doing duringyour move, whether it is: making multiple trips taking leave in route to your next duty station car broke down, had to purchase another inroute otherThis form can be found on our cs Solutions for the Warfighter28
STORAGE IN CONJUNCTION WITH A PPMAfter PPM claim has been submitted: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 OrdersIf you are submitting your storage claim after your PPMhas been submitted, you can mail to our office orsubmit via email to: logcom.tvcbclaims@usmc.millist in subject line: last name, last 4 of SSN, STORAGEStorage POC phone numbers:229-639-8567229-639-8666Logistics Solutions for the Warfighter29
REASON CLAIMS ARE REJECTED & INFORMATION 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 oftaxes paid on incentive payment If your full weight ticket includes your POV, then the empty weight ticketmust 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)Logistics Solutions for the Warfighter30
HOW TO SUBMIT CLAIM: PART 1 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 tologcom.tvcbclaims@usmc.mil in pdf file format not to exceed 5MB. If more than 5MB, submit claimin multiple emails: ensure your last name and the last 4 of the SSN is listed in the subject line, thenadd 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 ISLEGIBLE 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 lettingyou 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 customerservice, 229-639-6575, please double check: Email address is correct - logcom.tvcbclaims@usmc.mil Size of attachment is 5MB or less; if file size is larger, we do not receive any notification letting usknow you are trying to submit a claimLogistics Solutions for the Warfighter31
HOW TO SUBMIT CLAIM: PART 2 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 datebefore inquiring on status - when leaving a message we need yourname, last 4 of SSN, contact number, and a brief message. Please speakslowly and clearly. All calls are returned within one government businessday!Logistics Solutions for the Warfighter32
HOW TO SUBMIT NAVY CLAIMS For Navy members: hhg audit ppm claims.fct@navy.mil Mail option: Via regular mail (USPS), FedEx, or UPS to:COMMANDING OFFICERNAVSUP FLEET LOGISTICS CENTER NORFOLKBUSINESS SUPPORT DEPARTMENTHHG AUDIT DIVISION CODE 3021968 GILBERT STREET SUITE 600NORFOLK VA 23511-33921-888-742-44671-855-444-6683 (Option 5)For questions concerning a specific audit on a government arranged or a personally procured move, you may emailpptas.fiscn@navy.mil, 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 hhg audit ppm status.fct@navy.mil tocheck the status. To check on the status of your claim, after the 10 business days have passed, you can log on to NAVSUPFleet Logistics website at: cs Solutions for the Warfighter33
FYI PPM incentive payments are paid on a first come first serve basis. Our website home pageis updated weekly with the date, of the claims we are processing, were received.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 tosend to Albany – claims are not always sent to Albany the same dayo If you scan and email your claim to our office logcom.tvcbclaims@usmc.mil once your claim has beenreceived and forwarded for review, you will receive an email confirmation, so you will know the dateyour claim was received Knowing the date your claim was received, you will know an approximate date when your claim will beprocessed for payment. Once we are working on claims on the date your claim was received in our office, please allow 7-10business days before contacting our office for a status – send us an email logcom.tvcbclaims@usmc.milinclude 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 tomove 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.Logistics Solutions for the Warfighter34
FYIcontinuedProfessional 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&Eauthorized weight (NTE JTR maximum) is added back before computing the PPM allowance. Themember is paid for the transportation of authorized PBP&E in addition to up to the Marine’smaximum authorized weight allowance when performing a PPM. For example, a Marine has2,000 pounds of authorized PBP&E and is authorized to ship up to 9,000 pounds as themaximum authorized weight allowance. The Marine ships 12,000 pounds under the PPMprogram. The Marine may be reimbursed for shipping 11,000 pounds; maximum authorizedweight 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 toanother Marine/uniformed service member may ship their combined authorized weightallowances as a PPM. Married couples must furnish one copy of each Marine’s orders, oneDD 2278 with both Marines’ names, and all certified, legible weight tickets* required to executethe HHG PPM Section (formally TVCB) for final settlement.*must be a complete PPM claim with ALL required documents in addition to the weight tickets.Logistics Solutions for the Warfighter35
G8 Managerial Accounting DivisionHousehold Goods (HHG) Section Personally Procured MoveThank you for helping usserve you and your familyduring this stressful timeOur goal is to pay yourclaim accurately and in atimely manner!Logistics Solutions for the Warfighter36
POV with rental trailer & motorcycle FULL. Logistics Solutions for theWarfighter. 20. 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
