The Ultimate Overview of Personal Procurement Moves
A moving option for certain military personnel allows you to have control over the moving process. This is called a personal procurement move, or PPM. This option is available to retiring or active-duty service members upon approval by the relevant transportation authority. By assuming full responsibility for conducting the move, you can receive reimbursement payments. However, you must be prepared to follow all the relevant protocols, fill out the appropriate forms, and contact the authorizing agencies in order to qualify.
Benefits of Personal Procurement Moves
Personal procurement moves are not designed for everyone. Only some service members will prefer to have total control over their own moving process. In addition to providing direct control over the details of the move, it also allows the service member to pocket the difference in cash. When budgets are tight, the PPM option can be the perfect way to save money while staying in control over household supplies, personal property and other valuables. The reimbursement rate for PPMs is very high. You can receive up to 95 percent of the amount that would normally be paid to a commercial mover. After deducting the costs involved in the move, there might be a surplus amount of money, which you are entitled to keep. However, it is important to observe these responsibilities with a great deal of attention because mistakes can be costly, and certain expenses are not covered under this voluntary plan.
How to Perform a Personal Procurement Move
1. Estimate Total Weight
Once you obtain approval from the transportation office representative, you will receive detailed information on the benefits of performing a PPM. To maximize efficiency, you should bring an accurate weight estimate to your appointment at the transportation office. All PPMs must remain within the allowed weight limits to avoid additional costs, which are called overruns. You can use a weight estimator to help you achieve an accurate projection. Keep in mind that the government will not pay for overweight costs when estimating your move. Do not discard any paperwork associated with the move, even if it is not technically required. File all paperwork carefully in order to avoid any reimbursement errors.
2. Obtain Approval from the Transportation Office
Always begin the PPM process by contacting your transportation office with a request for counseling and approval. Failure to obtain the authorization of the transportation office could result in denial or limitation of payments. Always ask for approval for any expense authorizations, which must remain within the cost defined by the government's calculations. If the cost of your move exceeds this allotted amount, you must be prepared to cover the difference. Request an advance allowance whenever permitted, for this amount can offset many of the upfront expenses. Ask if temporary storage units are available for individuals engaging in a PPM.
3. Create a Detailed Moving Plan
Assume total responsibility for every detail of the move. The PPM can be a rewarding process financially and personally, but you must stay organized in order to obtain these benefits. First, prepare a detailed list of all necessary moving supplies, packing supplies, bubble wrap, boxes, moving dollies and hand trucks. Consider using furniture sliders, which allow you to avoid lifting heavy items altogether. Ultimately, you must decide which packing and moving items to use. Remember to obtain bungee cords with hooks made from dichromate steel to secure your items on the moving truck. You might also need ratchet straps or nylon rope to secure these items.
You can employ a moving company or rent a moving vehicle to perform your PPM. You will be deciding on your own role in the process at this point. The PPM requires you to make decisions about the various details involved, and this includes how to pack, what supplies to use, whether to hire packers and other details. Always request a military discount when you are interviewing moving or rental companies. Next, review your rental agreements. Read all documentation carefully to ensure that you understand all the terms and conditions from your moving company.
4. Create a Filing System for Paperwork
During the PPM, you may start to receive various types of documentation, so you need to create a safe and efficient filing system right away. Keep all of your receipts, records, documents and certified weight tickets. Once you are in the process of moving, it can be difficult to keep track of every payment unless you create a filing system that has a place for all related expenses. These receipts will be used later to calculate the deductible expenses incurred during the move. Examples include fuel receipts, packing boxes, moving supplies, rental receipts, toll booths and payments for obtaining the required certified weight tickets. Because meals and personal travel expenses do not qualify for reimbursement under the PPM, you should keep all these receipts in a separate place. You can find out if they qualify for reimbursement under a separate travel claim. Do not discard any paperwork even if you think it does not qualify for reimbursement. Just file it in a separate location and make sure that you can find it easily later.
5. Schedule the Move
You must allocate enough time for packing before the move. Create enough space and time in the schedule to avoid rushing at the last minute. Before you move, make sure to obtain certified weight tickets for both full and empty shipments, and find the location of the necessary weight scales well in advance. Once you have a moving date, you must prepare all your household items for safe transport.
Packing is a physical activity, and you need to be aware of the best practices for injury prevention. Follow these steps to ensure that your items are packed properly and safely:
• Allow time for breaks and rests in your packing schedule.
• Obtain the necessary supplies for all your helpers. This may include water, first-aid kits, ice packs, snacks, energy drinks and other treats. If you have children, make sure that they are occupied in a safe place away from the main activity.
• First, organize all of your heavy items. Place them in one location, and tackle this part of the move while everyone has plenty of energy.
• Take precautions to ensure the personal safety of everyone involved in the move. Make sure that everyone is wearing protective footwear with proper arch supports. Use personal safety equipment like work gloves and dust masks whenever needed.
• Practice proper lifting techniques to protect your back. Avoid bending, lifting and twisting. Leverage the strength of your legs instead of using your back and arms. Take your time, and always avoid rushing the process whenever possible in order to minimize carelessness that can result in injury.
• Always use dollies or hand trucks when moving heavy items. Think ahead of each step. Discuss your options with your moving helpers.
• Load all your heavy items in the moving truck first and place them near the chassis. Use your ratchet straps or bungee cords to completely secure every item in the truck. Failure to tightly secure any items could result in damaged property, and you will be liable for these costs. If you stack your belongings, always place the heaviest items on the bottom row.
• Carefully manage all flammable or hazardous items according to the appropriate shipping procedures for such items. Do not take any chances with chemicals or combustible materials. Consult your moving company or transportation authority for appropriate details.
6. Carefully Review All Documents for Accuracy
In order to successfully conduct a PPM, the DD Form 2278 must be filled out carefully, and all instructions must be followed. Any changes to the destination must be accompanied by a notification to the appropriate shipping office. All weight tickets must be submitted at least 45 days before the moving process begins. Failure to submit the weight tickets within this time period could result in a collection notice.
7. Submit the Settlement Claim with DD Form 2278 and the DD 1351-2 Travel Voucher
The DD Form 2278 functions as a checklist for service members who elect to use the PPM program. Filling out the form is a helpful way to ensure that every procedure is correctly followed, and this ensures proper payment of the incentives. The form will be submitted to the appropriate financing authorities who use it to calculate the proper payment expenses incurred by the mover. It is also used in auditing reports by the relevant federal agencies to ensure compliance with all applicable laws. Gross tickets and acceptable tare copies must be attached.
Fill out the DD Form 1351-2 Travel Voucher correctly, and read all instructions carefully. You will need to attach your travel orders and related documents to this voucher. Any travel expenses that exceed $75 must be attached to this document