Permanent Change of Station Handbook

The maximum weight allowance you are authorized for household effects and personal goods is 18,000 pounds. You must pay for any shipping and temporary storage charges in excess of the 18,000 pound limit.

If both you and your spouse are employed by the Service and are transferring to the same official station on separate Travel Authorizations, you are authorized up to 36,000 pounds. Prior to shipping your goods, you should contact your Regional PCS Coordinator to verify your situation conforms to these requirements.

5.2 Determining How to Ship Your Household Goods

Your household goods must be shipped using one of the following two methods:

è Method 1: Shipment by Commercial Carrier.

è Method 2: Self Shipment.

Note: Transfers to, from, and within OCONUS areas are required to use the Shipment by Commercial Carrier method.

5.2.1 Shipment by Commercial Carrier

Under this method, your Regional PCS Coordinator will initiate a Bill of Lading with the Service's contracted commercial carrier, who will contact you once the Bill of Lading is received and processed. The commercial carrier will pack, ship, store, deliver, and unpack your goods. Under this method, FWS pays the commercial carrier directly and you incur no associated upfront costs.

If you live in a remote location that the commercial carrier is unable to access by truck, the Service will pay the commercial carrier for additional costs incurred in order to reach your residence.

5.2.2 Self Shipment Method

Under this method, you must itemize the costs associated with moving your household goods on a Travel Voucher (SF-1012). If you wish to move your goods using this method, you must obtain approval from your supervisor and the authorization must be documented on your Travel Authorization.

Reimbursable costs under the self shipment method include the following items:

Truck rental.
Fuel.
Packaging materials.
Toll charges.
Insurance of your household goods.

You may not charge any expenses associated with moving your household goods under the self shipment method to your FWS government charge card. Instead, you must claim reimbursement for all expenses using a Travel Voucher (SF-1012).

When you submit your Travel Voucher (SF-1012), you must include the following documents:

The weight certificates from the nearest weigh station before and after loading the vehicle. If you are hauling goods in multiple trips, weight certificates must be provided for each trip.
A copy of your Travel Authorization stating you may use the self shipment method.
All associated receipts for which you are requesting reimbursement.

5.3 Shipping Professional Books, Papers and Equipment

If you believe you exceed the maximum weight of 18,000 pounds due to professional books, papers, and equipment you may be authorized to make an extra shipment containing these goods. Professional books, papers, and equipment, include professional or specialized items that you own, but use to perform your job (e.g., periodicals, magazines).

To obtain approval for a shipment of these professional items, you must notify your Regional PCS Coordinator and submit a written inventory of the goods for review by your new supervisor along with the Approval Form for PBP&E. Your new supervisor will decide whether the shipment may be authorized^[1]. The goods listed on the inventory should be separated into the following three categories:

Professional books.
Papers.
Equipment.

Generally, items should be listed individually, but may be grouped if appropriate (e.g., encyclopedia set). For goods listed as a group, you must provide an estimate of the number of items contained in the group (e.g., encyclopedia set - 10 books). You must also provide a justification of your need for the goods included under each category. Your new supervisor will review your inventory and determine whether the items listed are necessary for the successful completion of your duties at your new official station. If items are deemed necessary and your supervisor authorizes the shipment, the commercial carrier will pack the professional items listed on your approved inventory separately from your household goods. Your Bill of Lading must contain separate weight and costs associated with your professional items in order for you to be fully reimbursed.

Hint: The Approval Form for PBP&E is included as Attachment 9 of the "Employees on the Move" handbook.

[1] Per FTR Part 302-7.4 and memorandum FWS/DFM/028766.

5.4 Determining What Types of Items You May Ship

5.4.1 Mobile Homes

The term 'mobile home' refers to traditional trailer homes as well as boats. You are permitted to transport your mobile home, if you certify it is used as your current residence and will be used as your permanent residence at your new official station.

If you wish to move your mobile home to your new official station, you must contact your Regional PCS Coordinator and obtain a GSA cost comparison. The GSA cost comparison will be calculated based on the estimated cost of moving 18,000 pounds of household goods and temporarily storing the goods for 90 calendar days. You will not be reimbursed for any costs associated with moving your mobile home that exceed the amount calculated on the GSA cost comparison.

If you select a commercial carrier to move your mobile home, you will be reimbursed the actual expense for the following items, not to exceed the GSA cost comparison amount:

Carrier's charge for actually transporting your mobile home.
Ferry fares, bridge, road, and tunnel tolls.
Taxes, charges, and fees charged by the State or another government authority for transporting the mobile home in or through its jurisdiction.
Charges for flag car or escort service (when required by State or local law).
Carrier's service charge for obtaining permits.
Costs of preparing your mobile home for movement.

You will not be reimbursed for any of the following expenses[2]:

Maintenance.
Repairs.
Storage.
Insurance for homes above carrier's maximum liability.
Charges designated in the tariffs as "Special Service".

If you tow or drive your mobile home on your own, you will be reimbursed 11¢ per mile in addition to the privately owned vehicle reimbursement rate of 20¢ per mile, plus any ferry fares and bridge, road, and tunnel tolls.

[2] Per FTR Part 302-10.207

5.4.2 Household Goods and Personal Effects

You are permitted to transport household goods, which includes furniture, appliances, clothing, books, equipment, snowmobiles, and vehicles with two or three wheels (e.g., motorcycle, moped) that belong to you and your immediate family.

Hint: The following items may be included in your shipment of household goods, unless prohibited by your commercial carrier:

All-terrain vehicles (ATVs)
Riding lawn mowers.
Jet skis.
Snowmobiles.
Golf carts.
Boats that easily fit into the commercial carrier's moving van.
Pianos.

If you include any of these items in your shipment of household goods, the weight will count against your 18,000 pound limit. You should indicate your intention to ship any of the items listed above on your pre-inventory so your commercial carrier can plan accordingly.

5.4.3 Property Not Transportable at Government Expense

You may not include the following items in the shipment of your household goods:

Automobiles, trucks, vans, and similar motor vehicles.
Boats that do not easily fit into the commercial carrier's moving van.
Airplanes or gliders.
Farm vehicles.
Major vehicle parts (e.g., engines).
Live animals (e.g., birds, fowls, insects, reptiles).
Cord wood and building materials.
Property for resale or commercial use.
Flammable and/or explosive materials (e.g., fireworks).

You must also familiarize yourself with your commercial carrier's policy that may include additional prohibited items. You should contact your commercial carrier regarding any items you own and are unsure about shipping as part of your household goods.

5.5 Preparing Your Household Goods for Shipment

You are authorized for the expenses associated with a commercial carrier performing one pick-up of your household goods (maximum weight of 18,000 pounds). While the commercial carrier may allow you to arrange extra pick-ups for your personal convenience, the Service will not pay for any of the associated costs^[3]. You will be billed separately for the additional costs incurred by the Service's commercial carrier.

Hint: If you decide to ship your household goods using a commercial carrier, you should not pack your household goods yourself. You should wait and pack all household goods with the assistance of your commercial carrier to ensure items are packed properly. Packing goods on your own, without the assistance of your commercial carrier, creates the risk that the commercial carrier will have to unpack each box to check that contents were packed properly. This process will slow down the packing of your household goods and incurs unnecessary expenses to the Service.

[3] Per FTR Part 302-7.3.

5.5.1 Disassembling and Reassembling Your Household Goods

At a minimum, you are responsible for the disassembly and reassembly of the following items prior to pick-up and following delivery of your household goods:

Ice maker.
Refrigerator.
Outdoor playground equipment.
Television, radio antennas, and satellite dishes.
Storage shed.
Desk.
Pool table.
Hot tub.
Water bed.
Dog kennel.

If you are unable to disassemble or reassemble any of these items, you may hire a qualified technician and claim the cost as part of your miscellaneous expenses. For more information reference section 10.0 - Miscellaneous Expense Payment.

5.5.2 Carrier Packing, Inventory and Loading of Your Household Goods

Under the shipment by commercial carrier method, the commercial carrier will pack your goods. You should watch the commercial carrier pack, inventory, and load your household goods and obtain a copy of the carrier's inventory form. You must review the inventory form to verify you agree with the carrier's evaluation of the condition of your household goods. If you disagree with an item's evaluation, note your comments on the inventory prior to signing the form.

5.6 Insuring Your Household Goods

Insurance coverage begins at the time of pick-up of your household goods and covers your items during temporary storage until delivery. You must choose one of two methods by which to insure your household goods against loss or damage:

è Method 1: Full Value Protection.

è Method 2: Excess Full Value Protection.

5.6.1 Full Value Protection Method

If you ship your household goods using the Service's contracted commercial carrier, this method of protection is automatically provided to you at no additional cost. Full value protection insures your household goods at the full replacement value for individual items or covers the loss of your entire shipment at $5.00 per pound.

Example: John ships 10,000 pounds of household goods to his new official station. The moving truck transporting his goods is involved in an accident that results in the loss of all of John's household goods. At a maximum, John will receive $50,000 to replace his belongings.

5.6.2 Excess Full Value Protection Method

Excess full value protection insures your household goods based on your dollar valuation of the belongings being shipped. You should select this method if you wish to ensure full coverage of your goods in the event of damage or loss of your shipment. If you select this method of protection, you will be billed for the additional cost to the Service.

5.7 Unpacking Your Household Goods

You will be reimbursed for the expenses associated with a commercial carrier performing one delivery of your household goods. While the commercial carrier may allow you to arrange extra deliveries for your personal convenience, you will be billed any of the associated costs beyond the initial delivery.

5.7.1 Carrier Delivery and Unpacking of Your Household Goods

Your commercial carrier will unpack your household goods upon request at your new residence. Unpacking refers to removing your goods from the shipping boxes and placing them on counters, tabletops, and the floor. You may direct your commercial carrier to place your furniture one time in your new residence. Your commercial carrier is not responsible for helping you position furniture multiple times while you decide how to arrange a room. You should watch carefully as the commercial carrier unpacks your goods to verify their condition and note any damage or loss on the delivery receipt prior to signing. Your commercial carrier's driver must co-sign the receipt. You may request the carrier remove all trash associated with your unpacked items.

5.7.2 Loss or Damage of Household Goods

Loss or damage of household goods should be noted on the delivery receipt and signed by you and the delivery truck driver. If the driver refuses to sign the receipt, or you notice the loss or damage after the delivery truck has left, you must contact your carrier's representative and your Regional PCS Coordinator immediately. For each lost or damaged article, document the following items:

Number on carrier's inventory form.
Description.
Description of damage or statement of loss.
Estimated purchase date.
Estimate purchase cost.
Repair or replacement costs.

You must submit your claim to the commercial carrier in writing, with the information outlined above, and a copy of the carrier's inventory form within 30 calendar days of identifying the loss or damage. The carrier has 120 calendar days to respond to your claim. If you do not receive a response from your carrier within 120 calendar days, you should contact your Regional PCS Coordinator for assistance.

5.8 Temporary Storage of Your Household Goods

You are entitled to store your household goods in temporary storage for up to 90 calendar days. However, storage of goods in excess of 30 calendar days is treated as taxable income to you and will be included as gross income on your Leave and Earnings Statement.

You may request to extend temporary storage of your goods in 30 day increments for an additional period of no more than 90 calendar days by submitting a memo to your new supervisor and Regional PCS Coordinator^[4]. If the extension is approved by your new supervisor, the authorization must be documented as an amendment to your Travel Authorization. The additional storage days are treated as taxable income to you and will be included as gross income on your Leave and Earnings Statement. Circumstances beyond your immediate control, which could justify additional storage time, include the following:

An intervening temporary duty or long-term training assignment.
The unavailability of suitable housing or delays in new residence construction.
The serious illness of an employee or illness/death of a dependent.

Under no circumstances may your goods be stored in temporary storage for a period of more than 180 days.

[4] Per FTR Part 302-7.9.

5.9 Extended Storage of Your Household Goods

You are authorized to store your household goods for an extended period of time, if one of the following two circumstances applies to your transfer:

You are assigned to an isolated duty station within CONUS.
You are assigned to an OCONUS official station and the Service determines extended storage is cost effective.

If either of these circumstances applies to your transfer and you would like to store your goods for an extended period of time, you must contact your Regional PCS Coordinator and obtain authorization from your Regional Director. If approved, your authorization for extended storage must be documented on your Travel Authorization.

An official station must meet one of the following two criteria to be classified as an isolated station:

The quarters you are required to occupy at your new official station will not accommodate your household goods.
Quarters that would accommodate your household goods are not available within 50 miles of your new official station.

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