G8 Managerial Accounting Division Household Goods (HHG) Section Personally Procured Move (PPM)

Transcription

1 G8 Managerial Accounting Division Household Goods (HHG) Section Personally Procured Move (PPM) How to correctly assemble & submit your PPM Claim April 2018 Logistics Solutions for the Warfighter

2 INTRODUCTION The following information will provide you with: Required documents Important information Do s & Don'ts Correct order of PPM claim How to submit your claim PPM claims received without required documents/information WILL result in your payment being delayed Logistics Solutions for the Warfighter 2

3 REQUIRED DOCUMENTS (SUBMIT IN THIS ORDER) Direct Deposit form (Optional) DD form 2278 Paid rental contract(s)/privately Owned Vehicle/Trailer (POV/POT) registration(s) DD form Voucher for advance payment (if received) Weight tickets Personally Procured Move (PPM) checklist and certificationof expenses Separation or Web Orders (with travels DN) Receipts (fuel, tolls, weight tickets, packing supplies, etc. LABELED) Power of Attorney (POA) ifapplicable Miscellaneous documents Storage claim if applicable Logistics Solutions for the Warfighter 3

4 DIRECT DEPOSIT FORM OPTIONAL ONLY if you are retiring/separating can you change your bank account information with this form included with your PPM claim All others must contact your IPAC to change your banking information If you change your banking information through IPAC, your claim cannot be processed for payment until the new banking information has been updated Logistics Solutions for the Warfighter 4

5 DD FORM 2278 Obtained via Official DPS Portal Be sure highlighted fields are completed Block 5 needs to be your current mailing address in case we need to contact you; your payment will be direct deposit, no checks are issued Block 9 these cost computations are ESTIMATES ONLY based on the ESTIMATED WEIGHT and the origin & destination listed in Block 7.b. Block 10 MUST have your wet or electronic signature and the wet or electronic signature of the DMO Counselor EXCEPTION- someone without a CAC, such as a spouse with a POA in claim DO NOT PEN CHANGE THIS FORM Logistics Solutions for the Warfighter 5

6 POV REGISTRATION Did you use a POV to move your HHG? Note: You MUST submit registrations when moving a boat, motorcycle, etc., and it/they are included in the HHG weight! Must submit POV registration If POV/trailer is borrowed, include signed statement of permission from the owner If in spouse's name, write spouse on registration SAMPLE STATEMENT OF PERMISSION I,, give permission to use my to move their household goods from to. Owner Signature Logistics Solutions for the Warfighter 6

7 PRIVATELY OWNED TRAILER (POT) REGISTRATION MEMBER CAN RECEIVE THE WEIGHT OF THE UTILITY TRAILER USED IN A PPM AS DEFINED BY THE JTR: utility trailers, with or without tilt beds, with a single axel, and an overall length of nomore than 12 feet (from rear to trailer hitch), and no wider than 8 feet (outside tire to outside tire). Side rails/body no higher than 28 inches (unless detachable) and ramp/gate for the utility trailer no higher than 4 feet (unless detachable). Your claim must include a copy of the trailer registration/title/bill of sale to showownership If trailer is borrowed, include signed statement from the owner giving you permission to use to move your HHG Can use to move DO NOT GET WEIGHT Did you use a POT to move your HHG? Note: You can utilize an enclosed trailer but weight of the trailer WILL NOT be counted towards your weight allowance. Empty weight ticket MUST include trailer If state does not require trailers to be registered, include a signed written statement to that effect Logistics Solutions for the Warfighter 7

8 RENTAL CONTRACTS Did you use rental truck/trailer/moving co. to move your HHG? Make sure that all pertinent information is legible: Your name Date of rental period Description of rental Amount billed/paid Pick up/drop off locations POV registration if towing rental trailer OR in tow NOTE Reservations are not accepted in lieu of rental contract Contract must show paid or include paid receipt! Logistics Solutions for the Warfighter 8

9 RENTAL TRUCK W/ AUTO TRANSPORT Example MAKE SURE LEGIBLE Logistics Solutions for the Warfighter 9

10 RENTAL TRUCK Example Some rental contracts are more than one page be sure to include all pages of the contract that list the description of what was rented, amount billed/paidetc. MAKE SURE ALL PAGES SUBMITTED Logistics Solutions for the Warfighter 10

11 YOU PACK THEY HAUL Example moving co, you load they drive, etc., be sure all pages are included. Logistics Solutions for the Warfighter 11

12 DD FORM All of the highlighted fields are required City, ST(Origin) City, ST (Dest.) Block 15a-list date leaving origin and date arrived at destination Be sure you sign block 20a with either a wet or electronic signature! DD Form Logistics Solutions for the Warfighter 12

13 RECEIPT OF ADVANCE PAYMENT If you received an advance, you must submit your PPM claim within 45 days of receiving the advance. Include in your claim: Receipt of Advance Payment Copy of Voucher for Advance Payment (examples next slide) NOTE: If you receive an Advance Operating Allowance (AOA), to assist with the upfront costs associated with a PPM, and fail to submit a claim within 45 days to liquidate the advance, you will be checked for the amount of the advance. If advance was listed on DD Form 2278 [9(a)(4)], whether it was received or not, the Advance Voucher Sheet, or an alternative confirmation/denial of receipt of the Advance OperationAllowance is required. If an advance was neither received nor noted on DD Form 2278, this form is notrequired. Checkages are forwarded to DFAS for final processing Active duty will see a note in your LES in regards to when the checkage will start Retirees/separtees will receive a letter from DFAS If you did not receive an advance, the 45 day submission requirement does not apply to you Logistics Solutions for the Warfighter 13

14 VOUCHER FOR ADVANCE PAYMENT Submit copy if you received an advance EXAMPLE EXAMPLE Logistics Solutions for the Warfighter 14

15 WEIGHT TICKETS Example SF Marine 1234 SPECIFIC REQUIREMENTS FOR WEIGHT TICKETS: *Empty AND Full weight tickets for each vehicle/trailer/moving company truck/etc., used to transport HHG at origin plus a full weight ticket at destination (total of 3 tickets) TDY-new full and empty for each leg *List what is being weighed at the time the ticket is printed to include anythingin tow: trailers, auto trailerwith/withoutpov *If weight ticket is not legible, have the weighmaster/dmo Counselor write the weights, date, ticket number, to the side of the stamped weight and initial- DO NOT WRITE/TYPE OVER STAMPED WEIGHT -please write legibly Logistics Solutions for the Warfighter 15

16 WEIGHT TICKETS Exception to 3 weight tickets when using you pack they haul or commercial carriers Marine is responsible for obtaining certified empty and full weight tickets of each container used to transport their HHG. MCO , Chapter 4, paragraph 1f(3): Some companies use other methods besides weight to determine cost for moving HHG, such as per running foot, per cubic foot, etc.; however, these methods are not acceptable to determine the weight of the HHG for the purposes of paying the incentive. Marines are cautioned to determine the method used before contracting with the carrier!! Logistics Solutions for the Warfighter 16

17 WEIGHT TICKETS Example of correctly identified weight tickets POV with trailer Logistics Solutions for the Warfighter 17

18 WHY WEIGHT TICKETS MUST BE LABELED Rental truck and auto transport with POV FULL = = 17,080 LBS Full weight 2,500 LBS In this case, the POV is included in the full and not the empty weight. Therefore, the weight of the POV must be subtracted from the full weight **The POV registration and an empty weight ticket for the POV in tow, must be included in PPM claim POV NOT CONSIDERED HHG POV EMPTY = Rental truck and auto transport without POV EMPTY 10,860 LBS Empty weight The rental truck and auto trailer are included in both the full and empty so their weight is zero. You re left with the weight of HHG and POV. POV has to be subtracted from full Weight tickets MUST be labeled in order for us to know what was weighed if weight tickets are not adequately descriptive, claim WILL be rejected, resulting in a delay of payment Logistics Solutions for the Warfighter 18

19 CORRECT METHOD TO WEIGH HHG EXAMPLES - = HHG WT Rental truck full Rental truck empty - = HHG WT Rental truck and auto transport with POV full Rental truck and auto transport with POV empty - = HHG WT POV with rental trailer full POV with rental trailer empty MUST BE APPLES TO APPLES COMPARISON! Logistics Solutions for the Warfighter 19

20 CONVEYANCE & WEIGHT TICKETS EXAMPLE POV with rental trailer & motorcycle FULL POV with rental trailer EMPTY In this case, the POV is towing a rental trailer with a motorcycle The full weight ticket should reflect: POV, rental trailer, motorcycle ***included in claim should be the POV and motorcycle registration and the paid rental contract for trailer The empty weight ticket should reflect: POV and rental trailer MOTORCYCLES ARE NORMALLY CONSIDERED HHG FOR PPM PURPOSES! BOTTOM LINE: in order to get the weight of your HHGs, the conveyance must be weighed empty and full *if there is anything in tow when you weigh the rental truck/pov full be sure rental truck/pov along with what is in tow is weighed empty for a true apples to apples comparison!! Logistics Solutions for the Warfighter 20

21 PPM CHECKLIST/EXPENSE CERTIFICATION The PPM Checklist is: > a reminder of documents/information required > to consolidate authorized expenses Receipts/Invoices for authorized expenses must be included in claim: ~ rental truck, trailer,etc. ~ rental equipment (hand dolly, furniture pads, (etc.) ~ boxes, wrapping paper, tape, etc. ~ weight ticketsfees ~ fuel (label receipt to identify vehicle(s) for which the fuel was purchased) *pre-paid dollar amount does NOT qualify ~ tolls (label receipt to identifyvehicle(s) ~ oil/additives (for rental truck) If receipts are not legible or descriptive write to the side the amount/description of item purchased. DO NOT WRITE OVER OR HIGHLIGHT ANY INFORMATION IN THE CLAIM TO INCLUDE RECEIPTS, WEIGHT TICKETS, & CONTRACTS AUTHORIZED EXPENSES ARE NOT REIMBURSED ALL AUTHORIZED EXPENSES REDUCE THE AMOUNT OF TAXES PAID ON INCENTIVE PAYMENT CURRENTLY 22% FEDERAL TAX Logistics Solutions for the Warfighter 21

22 ORDERS EXAMPLES Travel Line of Accounting (LOA)/Standard Document Number (SDN) must be in Orders in order to process claim. ORIGINAL ORDERS USMC WEB ORDERS NAVMC Logistics Solutions for the Warfighter 22

23 RECEIPTS-FUEL EXAMPLES Prepay not accepted labeled Fuel receipts must be labeled and list: gallons purchased price per gallon amount billed amount paid NOT labeled NOTE: if only POV used to move HHG, fuel is not eligible expense, you will receive compensation on your travel claim Logistics Solutions for the Warfighter 23

24 RECEIPTS-CONSUMABLES EXAMPLES items must be labeled in order for them to be considered an authorized expense preferred method to mark expenses: item not descriptive-member identified DO NOT USE HIGHLIGHTER items descriptive-not ELIGBLE EXPENSE all documents, receipts, forms are scanned when highlighted, the text becomes hard to decipher items descriptive items descriptive Logistics Solutions for the Warfighter 24

25 ELIGIBLE EXPENSES Rental hand/appliance dollies & furniture pads Weight fees Authorized moving company services Fuel/tolls/parking fees that will NOT be reimbursed as mileage MALT (PCS/PDT) Oil & additives required for rental trucks Packing materials All expenses listed on the checklist must be supported by paid receipts and/or contracts All non-descriptive items must be labeled Logistics Solutions for the Warfighter 25

26 NOT ELIGIBLE EXPENSES Not eligible, and are not limited to the following: auto tow dollies, auto tow bars/hitches, auto transports any type of insurance sales tax general repairs, general maintenance meals & lodging POV gas and/or tolls that will be reimbursed in conjunction with travel (i.e., mileage allowance for travel) Logistics Solutions for the Warfighter 26

27 POWER OF ATTORNEY OPTIONAL Submit a POA with your claim only if someone other than you will be contacting HHG PPM Section for information regarding your PPM settlement. We will ONLY speak to you or the person that is designated by a POA concerning the amount of your PPM payment, bank account information, or any personal information. The POA must be included in claim. Logistics Solutions for the Warfighter 27

28 MISCELLANEOUS DOCS ADDITIONAL INFORMATION OPTIONAL Insert any documents not listed above, that is pertinent to the move, at the end of the claim. This additional information sheet is a tool to help us figure out what you are doing during your move, whether it is: making multiple trips taking leave in route to your next duty station car broke down, had to purchase another in route other This form can be found on our website: Logistics Solutions for the Warfighter 28

29 STORAGE IN CONJUNCTION WITH A PPM Required documents & order of assembly: o Copy of signed DD o Paid storage receipts o Storage facility contract o Copy of weight tickets from PPM o Extension letter if applicable (over 90 days) o Copy of DD From 2278 from PPM o Copy of Orders If you are submitting your storage claim after your PPM has been submitted, you can mail to our office or submit via to: logcom.tvcbclaims@usmc.mil list in subject line: last name, last 4 of SSN, STORAGE Storage POC phone numbers: After PPM claim has been submitted: Logistics Solutions for the Warfighter 29

30 REASON CLAIMS ARE REJECTED & INFORMATION DOCUMENTS NOT IN ORDER: Claims are processed using a process that ensures claims are verified and submitted for payment in a timely manner so it is VERY IMPORTANT that all PPM Claims be in the correct order Weight tickets & receipts are not legible and/or not adequately descriptive Claims are not legible PPM incentive payments are EFT to your bank account-no CHECKS ARE ISSUED All PPM incentive payments are taxed, currently 22% Federal Tax You are NOT reimbursed for expenses-expenses reduce the amount of taxes paid on incentive payment If your full weight ticket includes your POV, then the empty weight ticket must include your POV if not, weigh POV empty and submit the empty weight ticket of the POV along with registration If you are requesting an advance, be sure to visit and fill out the weight estimator to make sure you do not over estimate your weight and end up being a pay checkage (owing the government money) Logistics Solutions for the Warfighter 30

31 HOW TO SUBMIT CLAIM: PART 1 Local USMC DMO via DTMS when located at a Marine Corps installation Retiring/separating or not located at a Marine Corps installation: scan and your claim to logcom.tvcbclaims@usmc.mil in pdf file format not to exceed 5MB. If more than 5MB, submit claim in multiple s: ensure your last name and the last 4 of the SSN is listed in the subject line, then add the number of the s sent (i.e., Marine , Marine , etc.) Thoroughly review the claim before and after it is scanned in pdf file format to ENSURE THE CLAIM IS LEGIBLE We cannot access documents using GOOGLE DRIVE or ICLOUD When your claim is received and reviewed by our customer service, you will receive an letting you know your claim is either being forwarded for review or we need additional documents/ information If you do not receive an from customer service within 5 business days, before calling customer service, , please double check: address is correct - logcom.tvcbclaims@usmc.mil Size of attachment is 5MB or less; if file size is larger, we do not receive any notification letting us know you are trying to submit a claim Logistics Solutions for the Warfighter 31

32 HOW TO SUBMIT CLAIM: PART 2 For supplemental documents: scan and to the address above in pdf file format not to exceed 5MB per or Fax to (229) ATTN: HHG Customer Service Mail (USPS)**, FedEx, or UPS to: ASSISTANT CHIEF OF STAFF/G8 MANAGERIAL ACCOUNTING DIVISION HHG SECTION PPM BLDG 3700 RM RADFORD BLVD SUITE ALBANY GA **NOTE: It is recommended to send Return Receipt Requested with regular USPS mail HHG PPM Customer Service: (229) M F EDT Note: Please allow at least 14 calendar days from submission date before inquiring on status - when leaving a message we need your name, last 4 of SSN, contact number, and a brief message. Please speak slowly and clearly. All calls are returned within one government business day! Logistics Solutions for the Warfighter 32

33 HOW TO SUBMIT NAVY CLAIMS For Navy members: Mail option: Via regular mail (USPS), FedEx, or UPS to: COMMANDING OFFICER NAVSUP FLEET LOGISTICS CENTER NORFOLK BUSINESS SUPPORT DEPARTMENT HHG AUDIT DIVISION CODE GILBERT STREET SUITE 600 NORFOLK VA (Option 5) For questions concerning a specific audit on a government arranged or a personally procured move, you may pptas.fiscn@navy.mil, or call between the hours of Eastern Standard Time. Please allow at least 10 business days for the claim to be received before contacting hhg_audit_ppm_status.fct@navy.mil to check the status. To check on the status of your claim, after the 10 business days have passed, you can log on to NAVSUP Fleet Logistics website at: Logistics Solutions for the Warfighter 33

34 FYI PPM incentive payments are paid on a first come first serve basis. Our website home page is updated weekly with the date, of the claims we are processing, were received. o If you send your claim via USPS, FEDEX, UPS, etc., you usually receive a tracking number o If you submit your claim to the USMC DMO for them to scan and send to us, ask when they plan to send to Albany claims are not always sent to Albany the same day o If you scan and your claim to our office logcom.tvcbclaims@usmc.mil once your claim has been received and forwarded for review, you will receive an confirmation, so you will know the date your claim was received Knowing the date your claim was received, you will know an approximate date when your claim will be processed for payment. Once we are working on claims on the date your claim was received in our office, please allow 7-10 business days before contacting our office for a status send us an logcom.tvcbclaims@usmc.mil include your name and last 4 of your SSN in the subject line of . Advance Operating Allowance (AOA): if you are renting a truck or trailer or using a commercial carrier to move your HHG, you can request an advance up to 50% of the estimated cost. Be sure to complete the weight estimator before requesting an advance Do not overestimate your weight when requesting an advance Submit complete claim, to include all weight tickets, 45 days after receiving the advance The AOA is part of your estimated incentive payment and will be deducted from your final payment. Logistics Solutions for the Warfighter 34

35 FYI continued Professional Books, Papers, and Equipment (PBP&E)-MCO , Chapter 4, paragraph 1m: When a Marine ships authorized PBP&E, the weight of PBP&E is deducted from the net weight. Once that weight is compared to the member s maximum PCS weight allowance, the PBP&E authorized weight (NTE JTR maximum) is added back before computing the PPM allowance. The member is paid for the transportation of authorized PBP&E in addition to up to the Marine s maximum authorized weight allowance when performing a PPM. For example, a Marine has 2,000 pounds of authorized PBP&E and is authorized to ship up to 9,000 pounds as the maximum authorized weight allowance. The Marine ships 12,000 pounds under the PPM program. The Marine may be reimbursed for shipping 11,000 pounds; maximum authorized weight allowance is 9,000 pounds + 2,000 pounds of PBP&E = 11,000 pounds. Combined Weight Allowances-MCO , Chapter 4, paragraph 1n: A Marine married to another Marine/uniformed service member may ship their combined authorized weight allowances as a PPM. Married couples must furnish one copy of each Marine s orders, one DD 2278 with both Marines names, and all certified, legible weight tickets* required to execute the HHG PPM Section (formally TVCB) for final settlement. *must be a complete PPM claim with ALL required documents in addition to the weight tickets. Logistics Solutions for the Warfighter 35

36 G8 Managerial Accounting Division Household Goods (HHG) Section Personally Procured Move Thank you for helping us serve you and your family during this stressful time Our goal is to pay your claim accurately and in a timely manner! Logistics Solutions for the Warfighter 36