Part 302-7—TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS, PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT, (PBP&E) AND BAGGAGE ALLOWANCE
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 3 CFR, 1971-1973 Comp., p. 586.
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.
§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;
(e) An employee authorized a temporary change of station (TCS).
§302-7.2 What is the maximum weight of HHG that may be transported or stored at Government expense?
(a) The maximum weight allowance of HHG that may be shipped or stored at Government expense is 18,000 pounds net weight. 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. In no case may a shipment weigh over 20,000 gross pounds (the 18,000 pounds net weight of the uncrated HHG plus the 2,000 pound allowance for packing materials). The relocating employee is responsible for reimbursing the Government for all costs incurred if the shipment is overweight. For determining the weight of crated shipments, containerized shipments, and constructive weight for other types of household good shipments, please see the chart in §302-7.13.
(b) 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.
§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.
§302-7.4 Who pays for shipping professional books, papers, and equipment (PBP&E)?
The agency may pay for shipping PBP&E as a discretionary item. When authorized, shipping PBP&E is considered an administrative cost to the agency. However, for ease of administration in calculating this allowance, PBP&E should be included as part of the HHG shipment, if possible. That is, if the net weight of the HHG plus the PBP&E is less than 18,000 pounds, the agency should ship the items together and pay for the HHG shipment in one payment.
§302-7.5 What happens if the HHG shipment includes PBP&E, and it might exceed, or did exceed, the 18,000 pounds net weight allowance?
(a) Separate the PBP&E and have the HHG carrier estimate the weight of the PBP&E before the HHG shipment is picked up. Subtract 110 percent of the estimated PBP&E weight (to adjust for packing materials) from the estimated gross weight as shown on the shipping documents (i.e., net weight minus the PBP&E minus 10 percent of the PBP&E). If the result is more than the 18,000 pounds net weight allowance, then the shipment exceeds the net weight allowance.
(b) If you did not discover that the HHG shipment exceeded the net weight allowance in advance, and if you did not weigh or estimate the PBP&E before shipping it, then weigh the PBP&E before it is delivered. Determine if the shipment exceeds the net weight allowance by applying the formula in paragraph (a) of this section.
(c) If the calculation in paragraph (a) of this section shows that the shipment does not exceed the net weight allowance, then the agency may transport and pay for shipping the PBP&E plus packing materials with the household goods.
(d) However, if the calculation in paragraph (a) of this section shows that the shipment may exceed the net weight allowance, and if the employee was authorized PBP&E, then the employee must pay for shipping all weight that exceeds the net weight allowance for their HHG, minus the PBP&E and packing materials for both. The agency may then pay for shipping the PBP&E as an administrative expense.
(e) The agency may require reasonable documentation of the items requesting to be shipped as PBP&E and the weight of the PBP&E.
§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 vary by category of employee and are listed in the following table:
§302-7.7 May the origin and destination points be other than that prescribed in §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.
§302-7.8 At what location can CONUS-to-CONUS or OCONUS-to-CONUS HHG shipments be temporarily stored?
Your HHG may be placed in temporary storage at origin, in transit, at destination, or any combination thereof upon agency approval.
§302-7.9 What are the time limits for the temporary storage of authorized HHG shipments?
(a) For CONUS to CONUS shipments. The initial period of temporary storage at Government expense may not exceed 60 days. You may request additional time, up to a maximum of 90 days, and you must make such a request 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.
(b) For shipments that include an OCONUS origin or destination. The initial period of temporary storage at Government expense may not exceed 90 days. You may request additional time, up to a maximum of 90 days, and you must make such a request 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.
§302-7.10 What are the reasons that would justify the additional storage beyond the initial 60 days CONUS and 90 days OCONUS limits?
Reasons for justifying temporary storage beyond the initial 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; or
(e) Strikes, acts of God, or other circumstances beyond the control of the employee.
§302-7.11 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.
§302-7.12 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.
§302-7.13 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:
§302-7.14 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.
§302-7.15 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.
§302-7.16 Must I use the methods selected by my agency for transportation and temporary storage of my HHG and PBP&E?
No, you do not have to use the method selected (see§302-7.401) by your agency for transportation and temporary storage of your HHG and PBP&E. 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 method selected by your agency.
§302-7.17 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.
§302-7.18 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.
§302-7.19 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 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.
§302-7.20 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 immediate family member(s) transport such items personally.
§302-7.21 If my HHG shipment includes an item for which a weight additive is assessed by the HHG carrier (e.g., boat, trailer, ultralight vehicle), am I responsible for payment?
(a) No, you will not be responsible for the shipping charges that result from a weight additive so long as the actual weight of your HHG without the additive does not exceed the 18,000 pound net weight allowance for relocation. However you are responsible for any amount your HHG exceeds the 18,000 pound net weight allowance prior to the addition of the weight additive (e.g., when a weight additive of 700 pounds is imposed by a HHG carrier for a 65-pound canoe and the total net weight of the HHG, including the weight additive, is 18,765 pounds, you are only responsible for the 65 pounds actually added by the canoe).
(b) You are also responsible for the cost of special packing, crating, and handling of the weight additive items, if any. See §302-7.200 on how charges are paid and who makes the shipping arrangements.
Subpart B—Commuted Rate
§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, 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.
§302-7.101 Where can the commuted rate schedules for the transportation of HHG, and temporary storage be found?
The commuted rate table is published at www.gsa.gov/relocationpolicy.
§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, you may use the tariffs filed with GSA travel management centers, or any other mileage guide authorized by your agency.
§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.
§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
(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.
§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.
§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.
§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.
§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.
§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.
§302-7.110 Is there a reimbursement limit?
Yes, reimbursement must not exceed the limits in the commuted rate table published by GSA and found at www.gsa.gov/relocationpolicy.
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?
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. If the shipment exceeds the maximum weight prescribed in §302-7.2, the Government will pay the total charges and the employee will reimburse the Government for the cost of transportation and other charges applicable to the excess weight.
§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—Baggage Allowance
§302-7.300 When may I be authorized an unaccompanied air baggage (UAB) shipment?
UAB is used in connection with permanent change of station OCONUS, renewal agreement travel, and temporary change of station. You may be authorized a UAB shipment prior to transferring from a CONUS location to an OCONUS location, between OCONUS locations, or from an OCONUS location to a CONUS location. UAB for CONUS to CONUS shipments is not allowed under the FTR.
§302-7.301 Is my UAB shipment in addition to the 18,000 pounds net weight of the HHG weight allowance?
No, for all shipments made under the authority of the FTR, the UAB shipment is part of, not in addition to, the 18,000 pounds net weight allowance for HHG.
§302-7.302 What is the maximum weight allowance for a UAB shipment?
The maximum weight allowance your agency may grant for a UAB shipment is—
(a) Up to 350 pounds actual weight (including the weight of the luggage or packing material) for the employee and each immediate family member 12 years of age and over; or
(b) Up to 175 pounds actual weight (including the weight of the luggage or packing material) for each immediate family member under 12 years of age.
§302-7.303 When may my agency authorize the shipment of UAB by expedited means?
Your agency may authorize the shipment of UAB by expedited means when:
(a) Shipment by a lower cost mode cannot deliver the items being shipped by the time they will be needed by the employee and/or the employee’s immediate family; or
(b) You certify that expedited shipment of your UAB is necessary to carry out your assigned duties; or
(c) Your agency determines that an expedited shipment is necessary to prevent undue hardship to you and members of your immediate family.
§302-7.304 Who makes arrangements for transporting my UAB?
Your agency or your agency’s designee should arrange for the transport of your UAB. In limited situations, the agency may ask the employee to make the arrangements for a UAB shipment.
§302-7.305 When must my agency ship my UAB?
Your agency must ship your UAB in time to ensure that your shipment arrives by the time you (and/or your family) report to your new official station. Arrangements should begin prior to your and/or your family’s departure to your new official station.
Subpart E—Agency Responsibilities
Note to Subpart E: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
§302-7.400 What policies and procedures must we establish for this subpart?
You must establish policies and procedures as required for this Subpart, including who will:
(a) Administer your household goods program;
(b) Authorize commuted rate or actual expense for transportation and payment for HHG, PBP&E, and temporary storage;
(c) Authorize PBP&E to be transported as an agency administrative expense in accordance with FTR guidelines (usually the authorizing official for PBP&E will be at the employee's new official station);
(d) Authorize an employee to ship UAB;
(e) Collect any excess costs or charges;
(f) Advise the employee on the Government’s liability for any personal property damage or loss claims (See 31 U.S.C. 3721, et seq.);
(g) 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. 55302));
(h) Authorize temporary storage in excess of the initial 60-day limit for CONUS shipments or 90-day limit for OCONUS shipments; and
(i) Ensure pre-payment audits are completed.
§302-7.401 What method of transportation and payment should we authorize for shipment and temporary storage of HHG?
There are two methods of arranging and paying for shipment of HHG and providing for temporary storage: actual expense and commuted rate. You must authorize actual expense or commuted rate, depending on which is less costly to the Government. You must then specify the selected method on the relocation travel authorization.
(a) Actual expense method. Under the actual expense method, the Government assumes the responsibility for arranging and paying for the actual expenses of all aspects of shipping the employe’s HHG, including PBP&E, if any. These expenses may include but are not limited to: Packing/unpacking, crating/uncrating, pickup/delivery, weighing, line-haul, drayage, and temporary storage. This method is used for all shipments to/from/between OCONUS, and within CONUS where deemed economical to the Government.
(b) Commuted rate system.
(1) Under the commuted rate system, the employee assumes total responsibility for arranging and paying for the expenses of all aspects of shipping the employee’s HHG, including PBP&E, if any. These expenses may include but are not limited to:Packing/unpacking, crating/uncrating, pickup/delivery, weighing, line-haul, drayage, and temporary storage. This method is used only for shipments within CONUS, and only where it is less costly to the Government than actual expense. The employee may arrange for shipment with a commercial HHG carrier or may rent self-drive equipment for a do-it-yourself move.
(3) If a PBP&E shipment causes the weight of a shipment under the commuted rate method to exceed the 18,000 pounds net weight allowance for HHG, then the actual cost of shipping that excess weight attributed to the PBP&E may be paid as an administrative expense of the agency. In this case, all related transportation arrangements (e.g., packing/unpacking, crating/uncrating, pickup/delivery, weighing, temporary storage, etc.) associated with shipping this excess weight will be handled and paid for by the agency (see §302-7.5 for the process of determining what will paid for by the agency).
§302-7.402 What method of transportation and payment should we authorize for shipment of PBP&E and UAB?
(a) You should authorize the actual expense method for shipping an employee’s PBP&E only when the weight of the PBP&E causes the employee’s shipment to exceed the maximum 18,000 pounds net HHG weight limitation and in accordance with §302-7.403. Preferably, PBP&E should be identified and weighed prior to shipment, so the weight can easily be deducted from the 18,000 pounds net weight allowance. In cases where the weight of the PBP&E causes the shipment to exceed the 18,000 pounds net weight allowance for HHG, the PBP&E shipment may be paid for as an administrative expense by you, provided you authorized PBP&E.
(b) You should authorize the actual expense method for shipping an employee’s UAB. UAB should be identified, weighed, and shipped prior to shipment of HHG. In cases where the weight of the UAB causes the shipment to exceed the 18,000 pounds net weight allowance for HHG, the cost of the excess weight is the responsibility of the employee. Under the actual expense method of shipment, you are responsible for paying the bill of lading in full and then collecting any excess cost from the employee.
§302-7.403 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 as an administrative expense and may do so provided that:
(a) The authorizing official has certified that the PBP&E is necessary for performance of the employee’s duties at the new duty station;
(b) The authorizing official has certified that, 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;
(c) You have acquired evidence that transporting the PBP&E would cause the employees’ HHG to exceed the 18,000 pounds net weight allowance; and
(d) If you have requested it, the employee has provided reasonable documentation of the items requesting to be shipped as PBP&E and the weight of the PBP&E for review by the authorizing official (who is usually an official at the employee’s new official station).
Note to §302-7.403: 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 or returning to the actual place of residence and continuing in Government service.
§302-7.404 Are separate weight certificates required when HHG are shipped under the actual expense method and PBP&E are shipped as an administrative expense in the same lot?
Yes, separate weight certificates are required when the PBP&E and its packing allowance pushes the shipment over the net weight allowance. Otherwise, for administrative efficiency, the HHG shipment should be billed and paid for as a single shipment. If separate weight certificates are required, then the weight of PBP&E and the administrative appropriation chargeable must be listed as separate items on the bill of lading or other shipping document.
§302-7.405 How must we arrange and pay for transportation of HHG and UAB, if we have authorized actual expense for transportation?
When arranging transportation of HHG and UAB under the actual expense method, you should:
(a) Determine the constructive cost of transporting the HHG plus the UAB, as follows:
(1) Compute the cost of transporting the HHG (not including the UAB) in one lot, by the most economical means; be sure to include the cost of packing and unpacking.
(2) Compute the cost of transporting the UAB.
(3) If the HHG, including the UAB, exceeds the 18,000 pounds net weight allowance, then compute the cost of transporting only the net weight allowance as one shipment; again, be sure to include the cost of packing and unpacking.
(4) The constructive cost is either that described in paragraph (a)(3) of this section or the sum of paragraphs (a)(1) and (a)(2) of this section depending on whether the weight of the HHG, including the UAB, exceeds the net weight allowance.
(b) Limit the employee’s HHG plus UAB transportation payment to the constructive cost as described in paragraph(a) (4) of this section so long as it is equal to or less than the 18,000 pound net limit of this Chapter;
(c) Make arrangements for transporting the employee’s HHG and UAB under two separate bills of lading, with direct payment by the agency for both; and
(d) Advise employees of this relocation entitlement limitation and its potential to result in out-of-pocket expenses to the employee. That is, advise employees that they will have to use their personal funds to pay for transporting HHG (including UAB) in excess of 18,000 pounds net weight allowance.