RESPONSIBILITIES
A good move depends largely on how much you get involved and how well prepared you are when the TSPs arrive. The following is a guide to assist you and may be used as your record of tasks accomplished.
1. Your Responsibilities (at Origin):
a. Keep your TO/TSP informed of any change in your orders or other changes, such as a current telephone number or e-mail address where you are available until you leave your old duty station.
b. If shipping any engine power driven equipment (e.g., motorcycle, dirt bike, lawnmower, snowmobile, moped, boat), ensure they are free of dirt or grease. Disconnect the battery cables and tape the leads so they do not make contact with the battery terminals. Batteries with acid or alkali are prohibited from shipment; only nonspillable gel-type batteries are authorized. Disconnect lead from spark-plug and also tape the wire lead so it does not make contact with spark-plug. With the motorcycle/dirt bike running, completely run it out of gas until it stalls. No fuel can be in the tank when shipping a motorcycle/dirt bike as a HHG shipment.
c. Do not change your shipping dates unless necessary. Changing moving dates, especially during the summer months, can mean a lengthy delay in getting your move rescheduled. Contact the TO and/or TSP, immediately if rescheduling the shipping dates is necessary. Notify the TO/TSP if you or your designated representative is not available during the scheduled pack and or pickup dates. If the TSP arrives to pack/pickup your personal property and either you or your designated representative is not available, you may be financially responsible for an “Attempted” pickup charge. This fee must be paid in full prior to re-scheduling new pack and pickup dates.
d. Contact the origin TO if the TSP, or the TSP’s representative has not contacted you a few days prior to your scheduled pickup date.
e. You or your representative designated in writing must be home between the hours of 8:00 a.m. and 5:00 p.m. when the TSP arrives to pack and remove your belongings. If the pack, pickup, or delivery hours exceed 5:00 p.m., the TSP must ask prior approval and be completed by 9:00 p.m.
f. Thirty days in advance is not too early to begin preparation for your move.
g. If you want to request confidentiality of your PII, complete the confidentiality request form located on http://www.move.mil/; under the “Moving Guide” section, click on “Overseas Moves (OCONUS)”.
h. Ensure any untidiness of your residence or pickup location does not hinder the job performance of the crew that packs your property.
i. Remove your TV antenna; disconnect your satellite dish.
j. Empty, defrost, and thoroughly wash the inside of your refrigerator and/or freezer to keep mildew at a minimum during transit and storage, these appliances need at least 2 days to dry out. Leave doors open after cleaning.
k. Drain water from hot tubs and waterbeds.
l. Remove window air conditioners.
m. Disconnect and prepare all components such as stereos, compact disc players, videodisc players, computers, printers, televisions, and VCRs for the move.
n. Disconnect all appliances, such as washer, dryer, and stove. Charges associated with disconnecting these appliances are your responsibility so you should complete disconnections prior to the HHG pack and pickup dates. If you are shipping or storing a front-load washer, please provide necessary hardware (e.g., shipping bolts) when available.
o. Disconnect TVs (Plasma/LCD/DLP); un-mount them from the wall.
p. Dispose of foods that could spill or spoil in transit or in storage.
q. Dispose of worn out and unneeded items before the move to avoid wasteful packing, moving, or storage expenses and excess weight to you.
r. Remove hanging objects scheduled for shipping from the walls, ceilings, and cabinet. This includes curtain rods, kitchenware (kitchen utensil, food racks), mirrors, and pictures.
s. Dismantle outdoor play equipment and outdoor structures (e.g., utility sheds, playhouses, swing or gym sets).
t. Ensure personal property items are free of soil/pest infestation (e.g., gypsy moths, brown tree snakes). Remember: Complying with requirements of the USDA and state laws is your responsibility.
u. Remove personal property from an attic, crawl space, or similar storage area within the residence. The TSP is not required to go into areas that:
(1) Are not accessible by a permanent stairway (ladders are not considered a permanent stairway),
(2) Are not adequately lighted,
(3) Do not have a finished floor, and
(4) Do not allow a person to stand erect.
v. Have your property separated by shipment and distinctly marked. Put items that are to go in the UB shipment in one room. Distinctly mark items for storage, items not to be packed, etc. This reduces the chance of items getting into the wrong shipment or preventing shipment of items. When possible, dispose of all trash and items to be discarded prior to the TSP’s arrival.
w. Remove all old TSP markings and stickers from furniture and boxes.
x. Identify contents left in drawers. Be sure the inventory reflects the contents.
y. Safeguard all cash, jewelry, or other expensive items. Hand-Carry them.
z. Airline tickets and passports are important documents. It is a good idea to keep these items locked in your car, or ask a friend or neighbor to keep them until your HHG shipment is picked up.
aa. Ensure each carton and loose item (e.g., ladder, rake) has an inventory tag and all tag numbers appear on the inventory.
bb. Monitor the wrapping and packing of your items. Make sure everything is wrapped individually and adequately. Make sure heavy items are not packed on top of light items. Do not allow your property to be taken to the warehouse to be packed without first consulting the TO.
cc. Drain all gasoline, oil, and water from power-equipment (e.g., lawn mowers, snow blowers) prior to pick up.
dd. Have any pre-packed boxes, cartons or totes available for the TSP to check. TSPs may repack items in pre-packed containers to ensure safe transport of your property.
ee. Carefully read the inventory prepared by the TSP’s personnel before you sign. Look at it from time to time while the items are packed. Ensure all boxes and loose items are listed correctly on the inventory. If a box contains crystal or ceramic figurines, make sure the inventory says “crystal” or “Hummels” or “Lladros,” etc., instead of a generic description such as “kitchen items” or “glass.”
ff. Make sure major items (e.g., pieces of stereo equipment) are individually noted on the inventory with complete and accurate descriptions.
gg. If the packers list “color television,” have them add the size, make, model, and serial number (when readily accessible). This procedure also applies to stereo and video components. Closely check the string of symbols showing pre-existing damage. These symbols are explained in the top, right-hand corner of the inventory. For example, “BR 2-4-5-3” means “broken, bottom, front-left corner.”
hh. A good inventory shows what you shipped and what condition the item was in at the time of pickup. If your inventory is inaccurate, tell the TSP’s representative, and write down why you disagree at the bottom of the inventory in the space marked for exceptions.
ii. Do not argue with the TSP’s representative. If you have a problem, call your TO at once.
jj. Do not sign anything until you read, understand, and agree with it. You must be provided a legible copy of everything you sign. Never sign a blank, incomplete, or illegible form, or a form you cannot clearly understand.
2. Your Responsibilities (at Destination):
a. Contact the destination TO and or the TSP delivering your personal property as soon as possible after your arrival even though you may not know the delivery address for your personal property. The TO/TSP needs a telephone number and/or address where you can be reached on short notice.
b. As soon as you have a delivery address for your personal property, call the TO again and provide this information.
c. If possible, be prepared to accept delivery of your property as soon as it arrives. This will prevent additional handling, reduce the chance of loss or damage, and reduce or eliminate storage expenses.
d. You or your designated representative in writing must be home on the day of delivery.
e. Know in advance where you want each piece of furniture placed in your new residence. You are allowed a “one time placement of goods” by the TSP upon your request.
f. Check each carton or item off the inventory. Make sure everything that was picked up is delivered.
g. If you discover any loss and/or damage at the time of delivery, list all missing and or damaged items by appropriate inventory number on the DD Form 1840, Joint Statement of Loss or Damage at Delivery/Defense Personal Property Program Notification of Loss or Damage AT Delivery Form. Do not sign for services if the TSP did not perform them.
h. Do not argue with the TSP. Contact the destination TO if problems arise.
3. TSP’s Responsibilities (at Origin):
a. Conduct Pre-Move Survey (physical or telephonic) depending on the type of shipment and estimated weight. When required, it should be conducted prior to the first day of packing.
(1) Purpose of Pre-Move Survey: TSP or TSPs representative determines weight/volume of property to be packed/loaded, quantity and type of packing materials required, whether or not items require special crating (e.g., marble tops, artwork, grandfather clock), whether a third party should be involved to disassemble certain objects (e.g., German Wall Unit, other specialized furniture/equipment). If a TSP/TSP representative feels special services are required that were not identified at the time of counseling, the TSP/TSP representative submits a request to the TO for review/approval. (The TO makes the final determination. If denied, you can request the TSP to provide specialized services, however, at your own expense).
(2) TSP/TSP representative determines the number of days required to pack/pick up shipment.
(3) TSP/TSP representative and you can negotiate pack, pickup, and delivery dates during the Pre-Move Survey. Keep both your origin TO and your destination TO informed of any changes, to include pickup/delivery address, telephone number, or e-mail address changes.
(4) For domestic HHG (dHHG) and international HHG (iHHG) shipments, the member receives a toll free number prior to pickup for direct communication between the member and the TSP. The toll free number may be used for customer inquiries and problem resolution during any phase of the move. The TSP must respond to the member’s concerns within 24 hours from the member’s initial call if received Monday through Friday and by close of business the following workday for calls/inquiries received by the TSP on Saturdays, Sundays, or legal (officially declared national) holidays. The member should be counseled that the toll free number is not to be used for shipment changes (pickup date or delivery date changes). The member must contact the local TO for any changes after shipment award to a TSP.
b. Begin packing/pickup between 8:00 a.m. and 5:00 p.m.
c. Protect appliances against damage while in transit. The TSP secures moving parts that, if allowed to move in transit, could damage the appliance.
d. Use new, clean packing materials for linen, clothing, and bedding.
e. Use new or like-new packing materials for all other items. Excelsior or newspaper is not allowed. Items packed in boxes should be padded and insulated from carton walls.
f. Pack mirrors, pictures, and glass tabletops in specially designed cartons.
g. Wrap and protect all finished surfaces from marring or scratching; use furniture pads.
h. Properly roll and protect rug and rug pads at residence. Only small throw rugs may be folded.
i. Pack all designated PBP&E in separate boxes. These cartons must be marked “PBP&E/PRO-Gear”, weighed separately, and listed on the inventory form.
j. Put all nuts, bolts, and screws from a disassembled item in a bag and attach securely to the item.
k. Mark each carton to show general contents.
l. Prepare an accurate and legible inventory, to include high-value items and high-risk inventories if applicable.
m. Obtain approval from the TO prior to loading on the tailgate of the moving van.
n. Remove all excess packing material from your residence.
4. TSP’s Responsibilities (at Destination):
a. Begin delivery between 8:00 a.m. and 5:00 p.m.
b. Perform a one-time placement of rugs prior to placement of your HHG.
c. Unpack and unwrap all cartons, boxes, and crates.
d. Place each item or carton in the room you indicate. This one-time placement includes placing unpacked articles in cabinets, cupboards, or on kitchen shelves when convenient, safe, and it is your desired location. Have placement planned out before the TSP arrives. TSPs are required to place each item only once.
e. Assemble all furniture and equipment if disassembled at origin.
f. Remove packing and blocking from appliances. The TSP is not required to connect appliances to electric, gas, or water outlets.
g. Provide a “Joint” written record of any loss and or damage at delivery on DD Form 1840 or on the “Defense Personal Property Program Notification of Loss or Damage AT Delivery” Form. You and or your designated representative along with the delivery TSP sign this form. The TSP’s representative must provide a copy of this form.
h. As stated earlier, TSPs are not required to go into an attic, crawl space, or similar storage area for the purpose of delivering and placing personal property. This includes areas that:
(1) Are not accessible by a permanent stairway (ladders are not permanent stairways)
(2) Are not adequately lighted
(3) Do not have a finished floor
(4) Do not allow a person to stand erect.
i. Once the shipment has been delivered, the TSP is not required to deliver property to a self-storage facility.
NOTE: It is not advisable to waive unpacking at any time during the delivery. However, if unpacking is waived, the TSP is not required to return later to unpack or remove debris.