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Subchapter D - Transportation and Storage of Property


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, 1971-1975 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;

      (d) An SES employee authorized last move home benefits under §§302-3.304 through 302-3.315 of this chapter;

      (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:

Transportation of HHG and PBP&E
Category of employee Authorized origin/destination

(a) Employee transferred between official stations.

Between the old and new official stations (including to/from extended storage location when authorized).

(b) New appointee.

From place of actual residence to new official station (including to location of extended storage when authorized).

(c) Employee returning from outside CONUS assignment for separation from Government service.

Last official station and extended storage location, when authorized, to place of actual residence.

(d) Employee authorized separation travel at Government expense to actual residence but retiring at the OCONUS official station or an alternate location.

From any location, including actual residence and extended storage location to any other location (including the OCONUS official station), not to exceed the constructive transportation cost from the official station and extended storage location (respectively) to the actual residence.

(e) SES last move home benefits.

From the last official station and extended storage location, when authorized, to the place of selection.

(f) Temporary change of official station (TCS).

From the current official station to the TCS location and return (includes to and from extended storage location when authorized).

§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:

Method of Shipment How weight of shipment is determined

(a) Uncrated (shipped in HHG movers van or similar conveyance)

An allowance of up to 2,000 pounds, exclusive of the 18,000 pounds net weight of HHG shipment, is used for the packing weight covering barrels, boxes, cartons, and similar material 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 (Special containers designed, e.g., lift vans, CONEX transporters, HHG shipping boxes, for repeated use)

When the known tare weight does not include the weight of interior bracing and padding materials but only the weight of the container, 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.

§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.

Note to §§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.

§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.

           (2) The commuted rate is calculated based on published HHG tariffs applied to the actual weight of the goods being shipped (subject also to the weight limitation in §§302-7.2 through 302-7.5).

           (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.

Part 302-8 - Allowances for Extended Storage of Household Goods (HHG)

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 3 CFR, 1971–1975 Comp., p. 586.

Subpart A - General

Note to subpart  A: Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee, unless otherwise noted.

§302-8.1 - When may extended storage of HHG be authorized?

Your agency may authorize extended storage of HHG under the following circumstances:

      (a) Extended storage of HHG may be authorized in lieu of shipment when:

           (1) You are assigned to an isolated duty station within CONUS (see subpart  B of this part);

           (2) You are assigned to an overseas official station where your agency limits the amount of HHG you may transport to that location;

           (3) You are assigned to an OCONUS official station and your agency determines extended storage is in the public interest or cost effective to do so; or

           (4) It is necessary for a temporary change of station (TCS).

      (b) Extended storage of HHG is not permitted for a career SES employee eligible for last move home benefits.

§302-8.2 - What is the purpose of extended storage?

The purpose of extended storage is to assist in protecting personal items when you are:

      (a) Authorized a temporary change of station (TCS) under §302-3.400 of this chapter;

      (b) Assigned to isolated locations in CONUS to which the employee cannot take or at which the employee is unable to use his/her HHG and personal effects because of the absence of residence quarters at that location,

      (c) Assigned OCONUS when:

           (1) The official station is one to which you cannot take or at which you are unable to use your HHG and your personal effects; or

           (2) The head of your agency authorizes storage of your HHG is in the public interest or is more economical than transporting; or

      (d) Storage is necessary during school recess for DoDDS teachers.

§302-8.3 - How will I know when my agency has made a decision to authorize extended storage of my HHG?

Your agency will indicate on your travel authorization the specific allowances you are authorized as provided in this chapter.

§302-8.4 - May I receive an advance of funds for storage allowances covered by this part?

No, an advance of funds is not allowed for storage allowances of HHG.

Subpart B - Extended Storage During Assignment to Isolated Locations in the Continental United States (CONUS)

§302-8.100 - What is the policy for extended storage of HHG during assignment to isolated locations in CONUS?

Extended storage of HHG belonging to an employee transferred or a new appointee assigned to an official station at an isolated location in CONUS may be allowed only when it is clearly justified under the conditions in this part and is not primarily for the convenience, or at the request of, the employee or the new appointee.

§302-8.101 - What are the criteria for determining whether an official station is an isolated official station for purposes of this part?

      (a) As determined by your agency, an official station at an isolated location is a place of permanent duty assignment in CONUS at which you have no alternative except to live where you are unable to use your HHG because:

           (1) The type of quarters you are required to occupy at the isolated official station will not accommodate your HHG; or

           (2) Residence quarters which would accommodate your HHG are not available within reasonable daily commuting distance of the official station.

      (b) The designation of an official station as isolated in accordance with paragraph  (a) of this section shall not preclude a determination in individual instances that adequate housing is available for some employees stationed there based on housing which may be available within daily commuting distance and the size and other characteristics of each employee’s immediate family. In such instances the station shall not be considered isolated with regard to you if your agency determines adequate family housing is available for you.

Note to §302-8.101: Heads of agencies concerned are responsible for designating the isolated official station at which conditions exist for allowing extended storage of HHG at Government expense for some or all employees.

§302-8.102 - Am I eligible for extended storage of HHG and personal effects?

Yes, you are eligible for extended storage of HHG and personal effects if:

      (a) You are stationed at an isolated official station which your agency determines meets the criteria in §302-8.101;

      (b) You performed relocation travel or travel as a new appointee; and

      (c) Your agency authorizes payment for extended storage of your HHG.

§302-8.103 - Where may my HHG be stored?

Your HHGmay be stored either in:

      (a) Available Government-owned storage space; or

      (b) Suitable commercial storage space obtained by the Government if:

           (1) Government-owned space is not available, or

           (2) Commercial storage space is more economical or suitable because of location, transportation costs, or for other reasons.

§302-8.104 - What are the allowable costs for storage?

Allowable costs for storage include the cost of:

      (a) Necessary packing;

      (b) Crating;

      (c) Unpacking;

      (d) Uncrating;

      (e) Transportation to and from place of storage;

      (f) Charges while in storage; and

      (g) Other necessary charges directly relating to the storage as approved by your agency.

§302-8.105 - May I transport a portion of my HHG to the official station and store the remainder at Government expense?

Yes, you may transport a portion of your HHG to the official station and store the remainder at Government expense, if authorized by your agency. The combined weight, however, of the HHG stored and transported must not exceed the maximum 18,000 pounds net weight.

§302-8.106 - May I change from temporary to extended storage?

Yes, you may change from temporary to extended storage, if authorized by your agency.

§302-8.107 - May I change from storage at personal expense to extended storage at Government expense?

Yes, you may change from storage at personal expense to extended storage at Government expense, if authorized by your agency.

§302-8.108 - What is the authorized time period for extended storage of my HHG?

The authorized time period for extended storage of your HHG is for the duration of the assignment not to exceed 3-years. However:

      (a) Your agency will conduct periodic reviews to determine whether current housing conditions at your isolated official station warrant continuation of storage;

      (b) Eligibility for extended storage at Government expense will terminate on your last day of active duty at the isolated official station. However your HHG may remain in temporary storage for an additional period of time not to exceed 90 days, if approved by your agency.

      (c) When eligibility ceases, storage at Government expense may continue until the beginning of the second month after the month in which your tour at the official station OCONUS terminates, unless to avoid inequity your agency extends the period.

Subpart C - Extended Storage During Assignment Outside the Continental United States (OCONUS)

§302-8.200 - Am I eligible for extended storage during assignment OCONUS?

Yes, you are eligible for extended storage during assignment OCONUS if your agency authorizes it, and if:

      (a) The official station is one to which you are not authorized to take, or at which you are unable to use, your HHG; or

      (b) Your agency authorizes it as being in the public interest; or

      (c) Your agency determines the estimated cost of storage would be less than the cost of round-trip transportation (including temporary storage) of the HHG to your new official station.

§302-8.201 - Am I entitled to reimbursement for extended storage of HHG?

No, your agency will determine when it is in the Government’s interest to reimburse you for extended storage of HHG OCONUS.

§302-8.202 - Do provisions for the place, choice, or type of storage, allowable costs, or partial storage during assignment OCONUS differ from those prescribed for storage during assignment to isolated locations in CONUS?

No; the same allowable extended storage expenses provided in §§302-8.103 through 302-8.108 apply to extended storage OCONUS.

§302-8.203 - What is the authorized time period for extended storage of my HHG?

Time limitations for extended storage of your HHG will be determined by your agency as follows:

      (a) For the duration of the OCONUS assignment plus 30 days prior to the time the tour begins and plus 60 days after the tour is completed;

      (b) Extensions may be allowed for subsequent service or tours of duty at the same or other overseas stations if you continue to be eligible as set forth in §302-8.200; and

      (c) When eligibility ceases, storage at Government expense may continue until the beginning of the second month after the month in which your tour at the official station OCONUS terminates, unless to avoid inequity your agency extends the period.

Subpart D - Storage During School Recess for Department of Defense Overseas Dependents School (DoDDS) Teachers

§302-8.300 - Under what authority am I provided storage during school recess?

      (a) Description. The Department of Defense Overseas Teachers Pay and Personnel Practices Act (20 U.S.C. 905) provides authority for the storage of the HHG of DoDDS teachers during the recess period between 2 consecutive school years.

      (b) Regulations. See the DoD Joint Travel Regulations (JTR), Volume 2, published by the Per Diem, Travel and Transportation Allowance Committee and available on the world wide web at http://www.dtic.mil/perdiem.

§302-8.301 - What obligations do I have if I do not report for service at the beginning of the next school year?

If you do not report for service at the beginning of the next school year, you must repay the Government for the cost of the extended storage of your HHG during the recess. Except for reasons beyond your control and acceptable to DoD, you shall be obligated to reimburse DoD the amount paid for the commercial storage, including related services. If, however, the property was stored in a Government facility, you shall pay DoD an amount equal to the reasonable value of the storage furnished, including related services.

Subpart E - Agency Responsibilities

Note to subpart  E: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§302-8.400 - What policies must we establish for the allowance for extended storage of HHG?

You must establish policies and procedures governing this part including:

      (a) When you will authorize payment;

      (b) Who will determine whether payment is appropriate;

      (c) How and when reimbursements will be paid;

      (d) Which locations meet the criteria of this part for isolated official station at which conditions exist for allowing extended storage at Government expense for some or all employees;

      (e) Who will determine the duration and place of extended storage.

§302-8.401 - How should we administer the authorization and payment of extended storage of HHG?

You should limit payment of extended storage of HHG to only those expenses that are necessary and in the interest of the Government.

§302-8.402 - May we allow the employee to determine options in the preference of his/her storage?

Yes, the employee may determine options in the preference of his/her storage. You may authorize the employee to:

      (a) Transport a portion of his/her HHG to the official station and store the remainder at Government expense;

      (b) Change from temporary to extended storage; and

      (c) Change from storage at personal expense to extended storage at Government expense.

Part 302-9 - Allowances for Transportation and Emergency or Temporary Storage of a Privately Owned Vehicle

Authority: 5 U.S.C. 5737 a; 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 3 CFR, 1971-1975 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.

§302-9.1 - What is a “privately owned vehicle (POV)”?

A “privately owned vehicle (POV)” is a motor vehicle not owned by the Government and used by the employee or his/her immediate family for the primary purpose of providing personal transportation.

§302-9.2 - What is an “official station” for purposes of this part?

An “official station” is defined in part  300-3 of this title. For purposes of this part, an “official station” may be within or outside the continental United States (OCONUS).

§302-9.3 - What is a “post of duty” for purposes of this part?

For purposes of this part, a “post of duty” is an official station outside CONUS.

§302-9.4 - What are the purposes of the allowance for transportation of a POV?

To reduce the Government’s overall relocation costs by allowing transportation of a POV to your official station within CONUS when it is advantageous and cost effective to the Government, and to improve our overall effectiveness if you are transferred or otherwise reassigned to a post of duty at which it is in the interest of the Government for you to have use of a POV for personal transportation.

§302-9.5 - What expenses may I be allowed for storage of a POV when on a permanent or temporary assignment?

There is no authority for non-emergency storage of a POV when on a permanent or temporary assignment; however, an agency may approve storage for a POV when an employee is assigned a temporary change of station in support of a contingency operation as defined in 10 U.S.C. 1482 a(c)(2).

§302-9.6 - What is the purpose of the allowance for emergency or temporary storage of a POV?

The purpose of the allowance for emergency or temporary storage of a POV is to protect a POV transported at Government expense to your post of duty when the head of your agency determines that the post of duty is within a zone from which your immediate family and/or household goods should be evacuated, or when the employee is not authorized to have a POV at the TCS location under subpart F of this part.

§302-9.7 - What POV transportation and emergency or temporary storage may my agency authorize at Government expense?

Your agency may authorize the following POV transportation and emergency or temporary storage at Government expense:

      (a) Transportation of a POV to a post of duty as provided in subpart  B of this part.

      (b) Transportation of a POV from a post of duty as provided in subpart  C of this part.

      (c) Transportation of a POV within CONUS as provided in subpart  D of this part.

      (d) Emergency storage of a POV as provided in subpart  E of this part.

      (e) Storage of a POV during a TCS in support of a contingency operation.

§302-9.8 - Must my agency authorize transportation or emergency or temporary storage of my POV?

No; however, if your agency does authorize transportation of a POV to your post of duty and you complete your service agreement, your agency must pay for the cost of returning the POV. Your agency determines the conditions under which it will pay for transportation and emergency or temporary storage and the procedures a employee must follow.

§302-9.9 - What type of POV may I be authorized to transport, and if necessary, store under emergency or temporary circumstances?

Only a passenger automobile, station wagon, light truck, or other similar vehicle that will be used primarily for personal transportation may be authorized to transport, and if necessary store under emergency or temporary circumstances. You may not transport or store a trailer, airplane, or any vehicle intended for commercial use.

§302-9.10 - For what transportation expenses will my agency pay?

When your agency authorizes transportation of your POV, it will pay for all necessary and customary expenses directly related to the transportation of the POV, including crating and packing expenses, shipping charges, and port charges for readying the POV for shipment at the port of embarkation, and for use at the port of debarkation.

§302-9.11 - For what POV emergency or temporary storage expenses will my agency pay?

Your agency will pay all necessary storage expenses, including but not limited to readying the POV for storage, transportation to point of storage, storage, readying the POV for use after storage, and transportation from the point of storage. Insurance on the POV is at your expense, unless it is included in the expenses allowed by this paragraph.

§302-9.12 - May I receive an advance of funds for transportation and emergency or temporary storage of my POV?

Yes, you may receive advance funds in accordance with §302-2.23 of this chapter and not to exceed the estimated amount of the expenses authorized under this part for transportation and emergency or temporary storage of your POV.

§302-9.13 - May my agency determine that driving my POV is more advantageous and limit my reimbursement to what it would cost to drive my POV?

Yes, your agency decides whether it is more advantageous for you and/or a member of your immediate family to drive your POV for all or part of the distance or to have it transported. If your agency decides that driving the POV is more advantageous, your reimbursement will be limited to the allowances provided in part  302-4 of this chapter for the travel and transportation expenses you and/or your immediate family incur en route.

Subpart B - Transportation

- General

§302-9.100 - Who is eligible for transportation of a POV to a post of duty?

An employee who is authorized to transfer to the post of duty, or a new appointee or student trainee assigned to the post of duty.

§302-9.101 - In what situations may my agency authorize transportation of a POV to my post of duty?

Your agency may authorize transportation when:

      (a) At the time of your assignment, conditions warrant such authorization under §302-9.140;

      (b) Conditions that once precluded prior authorization have changed to warrant such authorization under §302-9.170; or

      (c) Subsequent to the time of your assignment, conditions warrant authorization under §302-9.172 of a replacement POV.

§302-9.102 - How many POV's may I transport to a post of duty?

You may transport one POV to a post of duty. However, this does not, however, limit the transportation of a replacement POV when authorized under §302-9.172.

§302-9.103 - Do I have to ship my POV to my actual post of duty?

Yes, you must ship your POV to your actual post of duty. You may not transport the POV to an alternate location.

§302-9.104 - What may I do if there is no port or terminal at the point of origin and/or destination?

If there is no port or terminal at the point of origin and/or destination, your agency will pay the entire cost of transporting the POV from your point of origin to your destination. If you prefer, however, you may choose to drive your POV from your point of origin at time of assignment to the nearest embarkation port or terminal, and/or from the debarkation port or terminal nearest your destination to your post of duty at any time. If you choose to drive, you will be reimbursed your one-way mileage cost, at the rate specified in part  302-4 of this title, for driving the POV from your authorized origin to deliver it to the port of embarkation, or from the port of debarkation to the authorized destination. For the segment of travel from the port of embarkation back to your authorized origin after delivering the POV to the port or from your authorized destination to the port of debarkation to pick up the POV, you will be reimbursed your one-way transportation cost. The total cost of round-trip travel, to deliver the POV to the port at the origin or to pickup the POV at the port at your destination, may not exceed the cost of transporting the POV to or from the port involved. You may not be reimbursed a per diem allowance for round-trip travel to and from the port involved.

- POV Transportation at Time of Assignment

§302-9.140 - Under what specific conditions may my agency authorize transportation of a POV to my post of duty upon my assignment to that post of duty?

Your agency may authorize transportation of a POV to your post of duty when:

      (a) It has determined in accordance with §302-9.604 that it is in the interest of the Government for you to have use of your POV at the post of duty;

      (b) You have signed a service agreement; and

      (c) You meet any specific conditions your agency has established.

§302-9.141 - What is the “authorized point of origin” when I transport a POV to my post of duty?

Your “authorized point of origin” is as follows:

If you are a Your “authorized point of origin” is your

(a) Transferee

Old official station.

(b) New appointee or student trainee

Place of actual residence.

§302-9.142 - What will I be reimbursed if I transport a POV from a point of origin that is different from the authorized point of origin?

If you transport a POV from a point of origin that is different from the authorized point of origin, you will be reimbursed the transportation costs you incur, not to exceed the cost of transporting your POV from your authorized point of origin to your post of duty.

§302-9.143 - When I am authorized to transport a POV, may I have the manufacturer or the manufacturer's agent transport a new POV from the factory or other shipping point directly to my post of duty?

Yes, when you are authorized to transport a POV, you may have the manufacture or the manufacturer’s agent transport a new POV from the factory or other shipping point directly to your post of duty provided:

      (a) You purchased the POV new from the manufacturer or manufacturer’s agent;

      (b) The POV is transported Free on Board (FOB)-shipping point, consigned to you and/or a member of your immediate family, or your agent; and

      (c) Ownership of the POV is not vested in the manufacturer or the manufacturer’s agent during transportation. In this circumstance, you will be reimbursed for the POV transportation costs, not to exceed the cost of transporting the POV from your authorized point of origin to your post of duty.

- POV Transportation Subsequent to the Time of Assignment

§302-9.170 - Under what specific conditions may my agency authorize transportation of a POV to my post of duty subsequent to the time of my assignment to that post?

Your agency may authorize transportation of a POV to your post of duty subsequent to the time of your assignment to that post when:

      (a) You do not have a POV at your post of duty;

      (b) You have not previously been authorized to transport a POV to that post of duty;

      (c) You have not previously transported a POV outside CONUS during your assignment to that post of duty;

      (d) Your agency has determined in accordance with §302-9.604 that it is in the interest of the Government for you to have use of your POV at the post of duty; and

      (e) You signed a service agreement at the time you were transferred in the interest of the Government, or assigned if you were a new appointee or student trainee, to your post of duty; and

      (f) You meet any specific conditions your agency has established.

§302-9.171 - If circumstances warrant an authorization to transport a POV to my post of duty after my assignment to the post of duty, must I sign a new service agreement?

No, if circumstances changed after arrival at your new post of duty to warrant authorization to transport a POV, you are not required to sign a new service agreement, provided a service agreement was signed at the time of your assignment to the post of duty. Violation of that service agreement, however, will result in your personal liability for the cost of transporting the POV.

§302-9.172 - Under what conditions may my agency authorize transportation of a replacement POV to my post of duty?

Your agency may authorize transportation of a replacement POV to your post of duty when:

      (a) You require an emergency replacement POV and you meet the following conditions:

           (1) You had a POV which was transported to your post of duty at Government expense; and

           (2) You require a replacement POV for reasons beyond your control and acceptable to your agency, such as the POV is stolen, or seriously damaged or destroyed, or has deteriorated due to conditions at the post of duty; and

           (3) Your agency determines in advance of authorization that a replacement POV is necessary and in the interest of the Government; or

      (b) You require a non-emergency replacement POV and you meet the following conditions:

           (1) You have a POV which was transported to a post of duty at Government expense;

           (2) You have been stationed continuously during a 4-year period at one or more posts of duty; and

           (3) Your agency has determined that it is in the Government’s interest for you to continue to have a POV at your post of duty.

§302-9.173 - How many replacement POV's may my agency authorize me to transport to my post of duty at Government expense?

Your agency may authorize one emergency replacement POV within any 4-year period of continuous service. It may authorize one non-emergency replacement POV after every four years of continuous service beginning on the date you first have use of the POV being replaced.

§302-9.174 - What is the “authorized point of origin” when I transport a POV, including a replacement POV, to my post of duty subsequent to the time of my assignment to that post of duty?

Your agency determines the authorized point of origin within the United States when you transport a POV, including a replacement POV, to your post of duty subsequent to the time of your assignment to that post of duty.

§302-9.175 - When I am authorized to transport a POV, including a replacement POV, to my post of duty subsequent to the time of my assignment to that post of duty, may I have the manufacturer or the manufacturer's agent transport a new POV from the factory or other shipping point directly to my post of duty?

Yes, you may have the manufacture or manufacture’s agent transport a new POV from the factory or other shipping point to your post of duty under the same conditions specified in §302-9.143.

Subpart C - Return Transportation of a POV From a Post of Duty

§302-9.200 - When am I eligible for return transportation of a POV from my post of duty?

You are eligible for POV transportation from your post of duty when:

      (a) You were transferred to a post of duty in the interest of the Government; and

      (b) You have a POV at the post of duty.

§302-9.201 - In what situations will my agency pay to transport a POV from my post of duty?

Your agency will pay to transport a POV from your post of duty when:

      (a) You are transferred back to the official station (including post of duty) from which you transferred to your current post of duty;

      (b) You are transferred to a new official station within CONUS;

      (c) You are transferred to a new post of duty, where your agency determines that use of a POV at that location is not in the interest of the Government;

      (d) You separate from Government service after completion of an agreed period of service at the post of duty where your agency determined the use of a the POV to be in the interest of the Government;

      (e) You separate from Government service prior to completion of an agreed period of service at the post of duty where your agency determined the use of a POV to be in the interest of the Government, and the separation is for reasons beyond your control and acceptable to your agency; or

      (f) Conditions change at your post of duty such that use of the POV no longer is in the best interest of the Government.

§302-9.202 - When do I become entitled to return transportation of my POV from my post of duty to an authorized destination?

You become entitled to return transportation of your POV from your post of duty to an authorized destination when:

      (a) Your agency determined the use of a POV at your post of duty was in the interest of the Government;

      (b) You have the POV at your post of duty; and

      (c) You have completed your service agreement.

§302-9.203 - Is there any circumstance under which I may be authorized to transport my POV from a post of duty before completing my service agreement?

Yes, if conditions change at your post of duty such that use of your POV no longer is in the interest of the Government, or if you separate from Government service prior to completion of your service agreement for reasons beyond your control and acceptable to your agency, your agency may authorize return transportation to your authorized destination. When the return transportation is based on changed conditions, you are still required to complete your service agreement. If you do not, you will be required to repay the transportation costs.

§302-9.204 - What is the “authorized point of origin” when I transport my POV from my post of duty?

The “authorized point of origin” when you transport your POV from your post of duty is the last post of duty to which you were authorized to transport your POV at Government expense.

§302-9.205 - What is the “authorized destination” of a POV transported under this subpart?

The “authorized destination” of a POV transported under this subpart is illustrated in the following table:

If The authorized destination of the POV you transport at Government expense is

(a) You are transferred to an Official station within CONUS.

Your official station.

(b)(1) You are transferred to another post of duty and use of a POV at the new post is not in the interest of the Government;

Your place of actual residence.

(2) You separate from Government service and are eligible for transportation of your POV from your post of duty; or

Your place of actual residence.

(3)Conditions change at your post of duty such that use of your POV no longer is in the interest of the Government at that post of duty.

Your place of actual residence.

§302-9.206 - What should I do if there is no port or terminal at my authorized point of origin or authorized destination when I transport a POV from my post of duty?

If there is no port or terminal at your authorized point of origin or authorized destination, your agency will pay the entire cost of transporting the POV from your authorized origin to your authorized destination. If you prefer, however, you may choose to drive your POV to the port of embarkation and/or from the port of debarkation. If you choose to drive, you will be reimbursed in the same manner as an employee under §302-9.104.

§302-9.207 - What will I be reimbursed if I transport my POV from a point of origin or to a destination that is different from my authorized origin or destination?

You will be reimbursed the transportation costs you actually incur, not to exceed what it would have cost to transport your POV from your authorized origin to the authorized destination.

§302-9.208 - If I retain my POV at my post of duty after conditions change to make use of the POV no longer in the best interest of the Government, may I transport it at Government expense from the post of duty at a later date?

Yes, your agency will pay the transportation costs not to exceed the cost of transporting it to the authorized destination, provided you otherwise meet all conditions for transporting a POV.

§302-9.209 - Under what conditions may my agency authorize me to transport from my post of duty a replacement POV purchased at that post of duty?

Your agency may authorize transportation of a replacement POV purchased at a post of duty from the same post of duty only if:

      (a) At the time you purchased the replacement POV, you met the conditions in §302-9.172; and

      (b) Prior to purchase of the replacement POV, your agency authorized you to purchase a replacement POV at the post of duty.

Subpart D - Transportation of a POV Within the Continental United States (CONUS)

§302-9.300 - When am I eligible for transportation of my POV within CONUS at Government expense?

You are eligible for transportation of your POV within CONUS at Government expenses when:

      (a) You are an employee who transfers within CONUS in the interest of the Government; or

      (b) You are a new appointee or student trainee relocating to your first official station within CONUS.

§302-9.301 - Under what conditions may my agency authorize transportation of my POV within CONUS?

Your agency will authorize transportation of your POV within CONUS only when:

      (a) It has determined that use of your POV to transport you and/or your immediate family from your old official station (or place of actual residence, if you are a new appointee or student trainee) to your new official station would be advantageous to the Government;

      (b) Both your old official station (or place of actual residence, if you are a new appointee or student trainee) and your new official station are located within CONUS;

      (c) Your agency further determines that it would be more advantageous and cost effective to the Government to transport your POV to the new official station at Government expense and to pay for transportation of you and/or your immediate family by commercial means than to have you or an immediate family member drive the POV to the new official station;

      (d) Your agency determines that the POV is in operating order and legally titled and tagged for driving; and

      (e) The distance that the POV is to be shipped is 600 miles or more.

§304-9.302 - How many POV’s may I be authorized to transport within CONUS?

You may be authorized to transport only the number of POVs equal to the number of people on the relocation travel orders, who are licensed drivers, not to exceed two, while relocating within CONUS at Government expense under this Chapter. Your agency must determine that such transportation is advantageous and cost effective to the Government in accordance with §302-9.301. A vehicle may not be shipped as PBP&E.

§302-9.303 - If I am authorized to transport my POV within CONUS, where must the transportation originate?

If you are authorized to transport your POV within CONUS, the transportation must originate as illustrated in the following table:

If you are a Your transportation must originate at your

(a) Transferee,

Old official station.

(b) New appointee or Student trainee,

Place of actual residence.

§302-9.304 - If I am authorized to transport my POV within CONUS, what must the destination be?

If you are authorized to transport your POV within CONUS your destination must be your new official station.

Subpart E - Emergency Storage of a POV

§302-9.400 - When am I eligible for emergency storage of my POV?

You are eligible for emergency storage of your POV when:

      (a) Your POV was transported to your post of duty at Government expense; and

      (b) The head of your agency determines that your post of duty is within a zone from which your immediate family and/or household goods should be evacuated.

§302-9.401 - Where may I store my POV if I receive notice to evacuate my immediate family and/or household goods from my post of duty?

If you receive notice to evacuate your immediate family and/or HHG for your post of duty, you may store your POV at a place determined to be reasonable by your agency whether the POV is already located at, or being transported to, your post of duty.

Subpart F - Temporary Storage of a POV

§302-9.500 - When am I eligible for temporary storage of a POV?

You may be eligible for temporary storage of your POV when:

      (a) You are assigned a TCS in support of a contingency operation (humanitarian operations, peacekeeping operations, and similar operations) as defined in 10 U.S.C 1482 a(c)(2);

      (b) You are eligible for expenses as authorized in subpart  E; and

      (c) The head of your agency determines it would be more advantageous, cost and other factors considered, to authorize a temporary storage of a POV.

§302-9.501 - How many POVs will be eligible for storage and for how long will my agency authorize the storage?

You may be authorized to store not more than one POV at any given time during the period of the TCS assignment, subject to this subpart. A POV may be stored for the duration of the TCS.

§302-9.502 - What expenses may my agency authorize for temporary storage of my POV?

Your agency may provide for storage, without charge, or for the reimbursement of the cost of storage, of one POV that is owned or leased by an employee of that agency (or by a dependent of such an employee) and that is for the personal use of the employee.

Subpart G - Agency Responsibilities

Note to subpart  G: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§302-9.600 - What means of transportation may we authorize for POV's?

You may authorize:

      (a) Commercial means of transportation for POV’s if available at reasonable rates and under reasonable conditions; or

      (b) Government means of transportation for POV’s on a space-available basis.

§302-9.601 - How many POV's may we authorize for transportation at Government expense?

Within CONUS, you may authorize transportation of up to two POVs at Government expense, as prescribed in §304-9.302. For shipments from CONUS to OCONUS, OCONUS to OCONUS, and OCONUS to CONUS, only one POV may be transported at Government expense.

§302-9.602 - How should we administer the allowances for transportation and emergency storage of a POV?

To minimize costs and promote an efficient workforce, you should provide an employee use of his/her POV when it mutually benefits the Government and the employee.

§302-9.603 - What governing policies must we establish for the allowances for transportation and emergency storage of a POV?

You must establish policies governing:

      (a) When you will authorize transportation and emergency storage of a POV;

      (b) When you will authorize transportation of a replacement POV;

      (c) Who will determine if transportation of a POV to or from a post of duty is in the interest of the Government;

      (d) Who will determine if conditions have changed at an employee’s post of duty to warrant transportation of a POV in the interest of the Government;

      (e) Who will determine if transportation of a POV wholly within CONUS is more advantageous and cost effective than having the employee drive the POV to the new official station; and

      (f) Who will determine whether to allow emergency storage of an employee’ s POV, including where to store the POV.

§302-9.604 - Under what condition may we authorize transportation of a POV to a post of duty?

You may authorize transportation of a POV to a post of duty only when you determine, after consideration of the factors in §302-9.605, that it is in the interest of the Government for the employee to have use of a POV at the post of duty.

§302-9.605 - What factors must we consider in deciding whether to authorize transportation of a POV to a post of duty?

When deciding whether to authorize transportation of a POV to a post of duty, you must consider if:

      (a) Local conditions at the employee’s post of duty warrant use of a POV;

      (b) Use of the POV will contribute to the employee’s effectiveness on the job;

      (c) Use of a POV of the type involved will be suitable under local conditions at the post of duty;

      (d) The cost of transporting the POV to and from the post of duty will be excessive, considering the time the employee has agreed to serve;

      (e) The POV is in operating order and legally titled and tagged for driving.

§302-9.606 - What must we consider in determining whether transportation of a POV within CONUS is cost effective?

When determining whether transportation of a POV within CONUS is cost effective, you must consider the:

      (a) Cost of traveling by POV;

      (b) Cost of transporting the POV;

      (c) Cost of travel if the POV is transported;

      (d) Productivity benefit you derive from the employee’s accelerated arrival at the new official station;

      (e) The POV is in operating order and legally titled and tagged for driving; and

      (f) The distance that the POV is to be shipped is greater than 600 miles.

Part 302-10 - Allowances for Transportation of Mobile Homes and Boats Used as a Primary Residence

Authority: 5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 13747, 3 CFR, 1971–1975 Comp., p. 586.

Subpart A - Eligibility and Limitations

Note to subpart  A: Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.

§302-10.1 - May I be reimbursed for transporting my mobile home instead of an HHG shipment?

Yes, if you are eligible for the transportation of HHG, you will be reimbursed for transporting a mobile home instead of an HHG shipment, not to exceed what the Government would incur for the transportation of your HHG and 90-days temporary storage.

§302-10.2 - Are there any eligibility requirements?

Yes, to have a mobile home transported at Government expense, you must certify that the mobile home will be used at the new official station as your primary residence and/or the primary residence of your immediate family.

§302-10.3 - What is the maximum amount my agency may authorize me to receive for transporting a mobile home?

The maximum amount your agency may authorize you to receive for transporting a mobile home shall not exceed the cost of transporting 18,000 pounds of HHG and 90 days of temporary storage.

§302-10.4 - Are there any geographic limitations for transportation of a mobile home?

Yes, allowances for overland transportation of a mobile home may be made only for transportation within CONUS, within Alaska, and through Canada en route between Alaska and CONUS or through Canada between one CONUS point and another (e.g., between Buffalo, NY and Detroit, MI). Allowances for transportation within limits prescribed may be paid even though the transportation involved originates, terminates, or passes through locations not covered, provided the amount of the allowance shall be computed on the basis of that part of the transportation which is within CONUS, within Alaska, or through Canada en route between Alaska and CONUS or between one CONUS point and another. The cost to transport a mobile home may not exceed the cost of shipping 18,000 pounds of HHG and 90 days of temporary storage.

§302-10.5 - May I transport a mobile home over water?

Yes, you may transport a mobile home over water when both the points of origin and destination are within CONUS or Alaska.

§302-10.6 - Are the allowances for transporting a mobile home in addition to the allowances for per diem, mileage, and transportation expenses, for me and my immediate family member(s)?

Yes, allowances for transporting a mobile home (including mileage when towed by you) are in addition to the reimbursement of per diem, mileage, and transportation expenses for you and your immediate family member(s). However, you must consider the fact that the mobile home may be moved at Government expense only if it will be used as your residence at the new official station, and allowances under parts 302-5, 302-6, and 302-11 of this chapter will be paid accordingly.

Subpart B - Computation of Distance

§302-10.100 - What distance will my agency allow for points of origin and destination within CONUS and Alaska?

Your agency will allow for the distance shown in standard highway mileage guides or agency designated official table of distances or actual miles driven as determined from your odometer readings, between the authorized origin and destination.

§302-10.101 - Must I furnish actual odometer readings on the travel claim?

No, you do not need to furnish odometer readings on the travel claim but you must indicate the total miles traveled. Any deviation from the distances indicated in standard highway mileage guides or agency official table of distances must be fully explained and acceptable to your agency.

Subpart C - Computation of Allowances

§302-10.200 - What costs are allowable when a commercial carrier transports my mobile home overland or over water?

Your agency will allow the following costs for use of a commercial carrier transporting your mobile home:

      (a) When transporting overland;

           (1) The carrier’s charge for actual transportation of the mobile home (not to exceed the applicable tariff for such movements approved by an appropriate regulatory body), provided any substantial deviation from standard highway mileage guides or agency official table of distances is explained;

           (2) Ferry fares, bridge, road, and tunnel tolls;

           (3) Taxes, charges or fees fixed by a State or other government authority for permits to transport mobile homes in or through its jurisdiction;

           (4) Carrier’s service charges for obtaining necessary permits; and

           (5) Charges for a pilot (flag) car or escort services, when required by State or local law.

      (b) When transporting over water cost must include, but not limited to the cost of:

           (1) Fuel and oil used for propulsion of the boat;

           (2) Pilots or navigators in the open water;

           (3) A crew;

           (4) Charges for harbor pilots;

           (5) Docking fees incurred in transit;

           (6) Harbor or port fees and similar charges related to entry in and navigation through ports; and

           (7) Towing, whether in tow or towing by pushing from behind.

§302-10.201 - What is the mileage allowance when you transport a mobile home overland by a POV?

The mileage allowance when you transport a mobile home overland by other than commercial means (e.g., towed by a POV) is eleven cents per mile. This is in addition to the mileage allowance prescribed for driving the POV under part  302-4 of this chapter.

§302-10.202 - Am I entitled to any other allowances when I transport my mobile home by POV?

Yes, you are also entitled to the following allowances when you transport your mobile home by POV:

      (a) Payment of mileage for use of a POV to transport yourself and /or immediate family member(s) as provided in §302-4.300 of this chapter; and

      (b) Preparation costs as provided in §302-10.205.

§302-10.203 - What are my allowances when a mobile home is transported partly by commercial carrier and partly by POV?

The allowances in §§302-10.200 through 302-10.202 apply to the respective portions of transportation by commercial carrier and POV when a mobile home is transported by both.

§302-10.204 - What costs are allowed for preparing a mobile home for shipment?

Allowable costs for preparing a mobile home for shipment include but are not limited to:

      (a) Blocking and unblocking (including anchoring and unanchoring);

      (b) Labor costs of removing and installing skirting;

      (c) Separating, preparing, and sealing each section for movement;

      (d) Reassembling the two halves of a double-wide mobile home;

      (e) Travel lift fees;

      (f) Rental, installation, removal and transportation of hitches and extra axles with wheels and tires;

      (g) Purchasing blocks in lieu of transporting blocks from old official station and cost of replacement blocks broken while mobile home was being transported;

      (h) Packing and unpacking of HHG associated with the mobile home;

      (i) Disconnecting and connecting utilities;

      (j) Installation and removal of towing lights on trailer;

      (k) Charges for reasonable extension of existing water and sewer lines; and

      (l) Dismantling and assembling a portable room appended to a mobile home.

§302-10.205 - Are there any costs for preparation that are not allowed?

Yes, costs for preparing a mobile home located outside Alaska or CONUS for movement or the costs for resettling outside Alaska or CONUS are not allowed.

§302-10.206 - May my agency assume direct responsibility for the costs of preparing and transporting my mobile home?

Yes, your agency may assume direct responsibility for the costs of preparing and transporting your mobile home if it is determined to be in the Government’s interest.

§302-10.207 - Am I responsible for excess or non-allowable charges?

Yes, you are responsible for any excess preparation or transportation or non-allowable charges, such as:

      (a) Costs for replacement parts, tires purchases, structural repairs, brake repairs or any other repairs or maintenance performed;

      (b) Costs of insurance for valuation of mobile homes above carriers’ maximum liabilities, or charges designated in the tariffs as “Special Service;”

      (c) Cost of storage; and

      (d) Costs of connecting/disconnecting appliances, equipment, and utilities involved in relocation and costs of converting appliances for operation on available utilities.

Subpart D - Advance of Funds

§302-10.300 - May I receive an advance of funds when a commercial carrier transports the mobile home?

Yes, you may receive an advance of funds when you are responsible for arranging and paying a commercial carrier to transport your mobile home. However, the advance may not exceed the estimated amount allowable.

§302-10.301 - May I receive an advance of funds when payment is made directly to the carrier by my agency?

No, your agency will not authorize you an advance of funds when it pays the carrier directly.

Subpart E - Agency Responsibilities

Note to subpart  E: Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.

§302-10.400 - What policies must we establish for authorizing transportation of a mobile home?

You must establish policies for authorizing transportation of a mobile home that implements this part including when:

      (a) It is considered in the best interest of the Government to assume direct responsibility for preparing and transporting an employee’s mobile home;

      (b) To authorize an advance of funds for a commercial carrier transporting an employee’s mobile home based on constructive or estimated cost when the employee assumes direct responsibility for payment.

§302-10.401 - Are the allowances for transporting a mobile home in addition to the allowances for per diem, mileage, and transportation expenses, for an employee and immediate family member(s)?

Yes, allowances for transporting a mobile home (including mileage when towed by the employee) are in addition to the allowances for per diem, mileage, and transportation expenses. However, you must consider the fact that the mobile home will be used as the employee’s and/or immediate family member(s) primary residence at the new official station, and reduce the allowances under parts 302-5, 302-6, and 302-11 of this chapter.

§302-10.402 - What costs must we pay a commercial carrier for transporting a mobile home?

The costs you must pay a commercial carrier for transporting a mobile home are prescribed in §302-10.200.

§302-10.403 - What costs must we allow for preparing a mobile home for shipment?

The costs you must allow for preparing a mobile home for shipment are prescribed in §302-10.205.

Last Reviewed: 2020-07-02