14 FAM 600
employee logistics - household effects

14 FAM 610

TRANSPORTING EFFECTS

(CT:LOG-257;   03-29-2019)
(Office of Origin:  A/LM)

14 FAM 611  POLICY AND AUTHORITY

14 FAM 611.1  Applicability

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

These policies and procedures apply to Foreign Service employees of the participating agencies.

14 FAM 611.2  Authorities

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Authorities include:

(1)  22 U.S.C. 4081 authorizes the Secretary to pay the transportation expenses of members of the Service and their families, including certain costs or expenses incurred for:

(a)  Transporting the furniture and household and personal effects of a member of the Service (and of his or her family) to successive posts of duty;

(b)  Packing and unpacking, transporting to and from a place of storage, and storing the furniture and household effects of a member of the Service (and of his or her family); and

(c)  Transporting for or on behalf of a member of the Service a privately owned motor vehicle (POV);

(2)  22 U.S.C. 4081(13) - The authorization for the shipment of a privately owned motor vehicle is based upon authorities including section 901(13) of the Foreign Service Act of 1980;

(3)  22 U.S.C. 3927 - Duties and responsibilities of the chief of mission to a foreign country;

(4)  Use of U.S.-flag vessels for transporting household goods and/or personal effects of U.S. Government employees:

(a)  46 U.S.C. 55302 - Section 901(a) of the Merchant Marine Act of 1936 - Transportation in American Vessels of Government Personnel and Certain Cargoes; and

(b)  41 CFR 102-118.95 – What forms can my agency use to pay transportation bills?

(5)  19 CFR Part 142 – Customs Duty/Entry Process;

(6)  31 U.S.C. 3721 and implementing regulations 20 CFR 429.201 et seq. - Military Personnel and Civilian Employees Claims Act of 1964, as amended;

(7)  18 U.S.C. 921 - Gun Control Act of 1968, Chapter II sections B (Ownership Prohibitions) and C (Limitation of Imports);

(8)  27 CFR Part 478 - Commerce in Firearms and Ammunition;

(9)  41 CFR 302 – Federal Travel Regulation – Relocation Allowances;

(10) 7 CFR Part 319 – Foreign Quarantine Notices;

(11) Federal Acquisition Regulation (FAR) 48 CFR; and

(12) The Bioterrorism Act of 2002, Public Law 107-188.

14 FAM 611.3 Definitions

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Construction materials:  Items of a nature and in volumes that would normally be used to construct or renovate a portion of a dwelling, or to construct a product exceeding the size of an ordinary item of furniture for personal use.  Examples of construction materials include:  wooden planks, boards, ceiling tiles, floor tiles or flooring, roofing materials, windows or doors or framing thereof, masonry, bricks, blocks, cement, sand, paneling, drywall boards, or hardware (e.g., nails) in volumes greater than would normally be used in an ordinary household workshop.  Those materials that are part of artwork or crafts in total weight of less than 200 pounds may be regarded as household effects as determined by inspection as required.  Construction materials are not authorized for transport or storage as part of an employee’s household effects (HHE) shipment; see 14 FAM 611.6.  Employees or GSOs who are in doubt whether items qualify as HHE should contact the Transportation and Travel Management Division (A/LM/OPS/TTM) at TransportationQuery@state.gov.

Continuous storage:  See definition of nontemporary storage in this section.

Consumables:  Limited to foodstuffs for human consumption (with the exception of pet food or kitty litter) or items used for personal or household maintenance such as toiletries and nonhazardous cleaning supplies.  Consumable shipments may not include household effects (HHE) or items used for the care and maintenance of vehicles; however, HHE shipments may include consumable items.

Eligible family members (EFM):  See definition of eligible family member in 14 FAM 511.3.

Effects:  See definition of household effects in this section.

ELSO (European Logistical Support Office)—Antwerp:  Located in Antwerp, Belgium, ELSO provides for the handling of household effects (HHE) to specified posts abroad.

Foreign-flag vessel:  Vessel registered under the laws of a foreign country.

Gross weight:  Obtained by adding to the net weight the weight of lift vans, outside shipping containers, and the weight of dunnage or bracing material used to secure articles in such vans or containers.

Head of an executive department or agency:  Means the Secretary of State, Secretary of Commerce, Secretary of Agriculture, or USAID Administrator, or a person exercising authority delegated by the agency or executive department head.

Household effects (HHE):  Property, unless specifically excluded, associated with the home and all personal effects belonging to an employee and immediate family members that legally may be accepted and transported by a commercial carrier.  (See 14 FAM 611.5 for a representative list of what is included in and excluded from HHE.)

Inherited personal effects:  Personal effects that come into an employee’s possession upon the death of a family member of the employee or the employee’s spouse or domestic partner as defined in 3 FAM 7121 or when the family member is placed into a custodial care or assisted living facility.

Layette:  A separate and distinct air freight weight allowance may be authorized for a newborn infant or adopted child less than 5 years of age who is a family member of an employee assigned to an overseas post where suitable layettes are unavailable locally.  The shipment consists of items related to the direct care and feeding of the infant or adopted child and may include such items such as clothing, blankets, equipment and furnishings directly related to the care and feeding of a newborn child or adopted child under five years of age (i.e. crib, baby chair, car seat, etc.).  Foodstuffs with the exception of milk, formula, and commercial baby food may not be shipped under this allowance.  (See 14 FAM 613.4).

Newly acquired family member:  Employees assigned to a duty station in a foreign area.  Shipment and storage of additional effects may be authorized in accordance with 14 FAM 613.2.

Nontemporary storage:  The permanent storage of household effects while an employee is assigned to or is at an official station or duty post to which the employee is not authorized to take a portion of the regulatory HHE weight entitlement due to post specific weight or other post specific restrictions, or which is authorized in the public interest.  (This term is interchangeable and has the same meaning as continuous storage, nontemporary storage, and permanent storage.)

Net weight:  Consists of actual effects plus cartons, barrels, fiber drums, crates and boxes, as well the necessary wrapping and cushioning material, used to pack small or fragile articles for shipment or storage.  Such articles include clothing, linens, books, pictures, mirrors, lampshades and bases, bric-a-brac, glassware, chinaware, and other small articles that normally require preliminary packing before removal from the residence.

Permanent storage:  See definition of nontemporary storage definition in this section.

14 FAM 611.4  Use of U.S.-Flag Vessels

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service and Civil Service)

a. In accordance with Section 901(a) of the Merchant Marine Act of 1936 (46 U.S.C. 55302) any officer or employee of the United States traveling on official business abroad or to or from any of the possessions of the United States must travel and transport his or her personal effects on ships registered under the laws of the United States where such ships are available unless the necessity of the employee’s mission requires the use of a ship under a foreign flag.  Provided, that the Comptroller General of the United States must not credit any allowance for travel or shipping expenses incurred on a foreign ship in the absence of satisfactory proof of the necessity therefore.

b. USAID only:  Although Executive Order 11223 exempts USAID from the requirements of section 901 of the Merchant Marine Act of 1936 (46 U.S.C. 55302), which requires U.S. Government employees to use ships of U.S. registry when such ships are available, USAID's policy is that U.S.-flag vessels are to be used for transporting effects unless such ships are not available or their use is not feasible (see 14 FAM 616.3).

14 FAM 611.5  Privately Owned Vehicles (POVs)

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. It is the Department's policy that a travel authorization which includes authority for the transportation of effects constitutes authority for the transportation (i.e., water, rail, air, or driven), of one motor vehicle owned by the employee or an eligible family member when such transportation has been determined to be necessary or expedient, unless prohibited by regulation or administrative action.  Not more than one motor vehicle may be transported to a post of assignment, except as provided by 14 FAM 615.3, 14 FAM 615.4, and 14 FAM 615.5.

b. It is hereby determined that transportation of a privately owned vehicle (POV) by water, rail, or air is necessary or expedient when:

(1)  Neither the authorized nor the actual points of origin and destination are connected by a hard-surfaced, all-weather highway or by vehicular ferry, or both, except that employees posted to the following Mexican posts may be authorized to have their POVs shipped at U.S. Government expense (interior posts only):

(a)  Mexico City;

(b)  Merida;

(c)  Hermosillo;

(d)  Guadalajara; and

(e)  Monterrey;

(2)  An employee is absent from post under orders (including combined home leave and transfer orders) and is therefore unable to drive the vehicle from the old post to the new post; and

(3)  In cases other than those specified above in this section, an authorizing officer may determine that transportation of a privately owned vehicle is necessary or expedient.  Such cases frequently occur when danger or undue hardship would be involved if the employee or an eligible family member drove the vehicle between the authorized points of origin and destination.  A copy of this determination should be furnished by the traveler for submission with the travel voucher.

c.  Degradation of mechanical condition while in storage or shipping is the employee's responsibility (i.e., dead battery, oil leaks, etc.).

14 FAM 611.6  Household Effects (HHE)

(CT:LOG-259;   04-10-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Property, unless specifically excluded, associated with the home and all personal effects belonging to an employee and eligible family members that legally may be accepted and transported by a commercial carrier, may include furniture, household goods, and personal items for the use of an employee and authorized eligible family members:

(1)  HHE also includes:

(a)  Professional books, papers, and equipment (see 14 FAM 514.4, subparagraph a (7), regarding request for approval of shipment of professional materials and the NOTE regarding professional materials for medical specialists);

(b)  Replacement parts or maintenance items for a POV such as tires, motor oil, windshield wipers, windshield wiper fluid, spark plugs, belts, filters and any other similar items.  Nonspillable (UN 2800) automotive batteries may be shipped if allowed by host-country import rules and they are properly marked and documented;

(c)  Integral or attached POV parts that must be removed in preparation for shipping due to high vulnerability to pilferage or damage, such as hubcaps or wheel covers, pickup truck tailgate, side mirrors, cigarette lighters, antennas, sound systems, GPS units, and other removable electronic items;

(d)  Consumable items may be included in household effects shipment, utilizing a portion of the HHE shipping weight entitlement, or shipped under the separate consumables allowance, if employee is assigned to a consumables post and wishes to save the HHE allowance for more household articles (see the A/OPR/ALS website for the list of consumables posts);

(e)  Snowmobiles and trailer, jet skis and trailer, ATVs and trailer, motorcycles, mopeds, and golf carts;

(f)   Inherited personal effects that come into an employee’s possession upon the death of an immediate family member of the employee or the employee’s spouse, or when the immediate family member is placed into an assisted living facility.  Request for shipment and storage of inherited personal effects must be made to the Executive Director, HR/EX, within 1 year of the death of the family member or placement of the family member into an assisted living facility (see 14 FAM 611.3 for a definition of inherited personal effects).  Shipment of inherited effects are authorized only from within the United States or U.S. territory.  Inherited personal effects are not authorized for shipment to the employee’s post or any other location outside of the United States.  If approved, the HR technician will revise the travel authorization to authorize placement into a U.S. Government storage facility.  Domestically assigned employees are not eligible for shipment of inherited effects;

(g)  Taxidermied or stuffed animals:  The employee is responsible for reviewing and understanding all requirements before initiating a request to transport taxidermy or stuffed animal trophies (see 50 CFR Part 13).  The employee must verify that the transit points, storage location and destination location will allow animal trophies to be imported, must have all necessary certificates for clearance, and is responsible for all customs and duty fees incurred for animal trophies even if the animal trophies are disallowed at any transit, storage or destination point after shipment commences;

(2)  HHE does not include:

(a)  Personal baggage when carried free on tickets in connection with travel by common carrier transportation;

(b)  Automobiles, trucks, vans, and similar motor vehicles, mobile homes, camper trailers, utility trailers, motorcycle trailers, boats (including canoes, kayaks, rowboats, or any small open watercraft), aircraft, and farming vehicles;

(c)  Live animals including birds, fish, reptiles, and live plants;

(d)  Cordwood and building or construction materials (see 14 FAM 611.3 for definition of construction materials);

(e)  Items for resale, disposal, or commercial use rather than for use by employee and immediate family members, or any items in commercial quantities;

(f)   Privately owned live ammunition (see 14 FAM 611.6-2 regarding shipment of a personally owned firearm and ammunition); and

(g)  Propane gas tanks; and

(3)  Federal, State, and local laws or carrier regulations may prohibit commercial shipment of certain articles not included in subparagraph (2) of this section.  These articles may include:

(a)  Property that may damage equipment or other property (e.g., hazardous articles including explosives, flammable and corrosive material, poisons);

(b)  Articles that cannot be taken from the premises without damage to the article or premises; and

(c)  Perishable articles (including frozen foods) articles requiring refrigeration, or perishable plants.

14 FAM 611.7  Limitations

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The Director, Transportation and Travel Management Division (A/LM/OPS/TTM), and/or HR/EX as the Department’s authority for appeal are authorized to deny the use of U.S. Government services and facilities in circumstances involving unusual boxing, crating, shipping, storage, and handling costs associated with personal effects and requested by the employee; or in cases when an item cannot be shipped in any normal way, such as when it does not fit in standard approved shipping containers.

b. This provision includes, but is not limited to, requests to ship items of unusual size, or with special characteristics or qualities, or which are perishable, fragile, or contain hazardous material as established by international agreement; requests for more than two supplemental shipments; taxidermy or stuffed animal trophies prohibited by destination; any access and removal of effects from permanent storage or any HHE surface shipment weighing less than 200 net pounds; or multiple requests for pick-ups of personal effects from locations other than the primary residence.

c.  Special crating should be used only when it is deemed absolutely necessary by the packing company as the only way to safely transport an item.  This requirement must be documented (see 14 FAM Exhibit 611.9); and approved by the U.S. Government bill-of-lading (GBL) issuing officer.  Any and all requests for special crating that are not approved for payment by the U.S. Government must be paid by the employee, or the crating request will be cancelled.  Any request for special crating that exceeds a total of $500.00 must be approved by HR/EX or the designated representative.  (See 14 FAM Exhibit 611.6 for a list of items that may be crated.)

d. The Director, Transportation and Travel Management Division (A/LM/OPS/TTM) for State; Human Resources Manager, USFCS/OIO/OFHR for Commerce; or Chief, FA/AS/TT for USAID, will determine the extent to which these services can be denied.  In such cases, employees retain the right to normal legal and administrative appeals.

e. The shipment of battery-powered portable electronic smoking devices (e.g., e-cigarettes, e-cigs, e-cigars, e-pipes, personal vaporizers, electronic nicotine delivery systems) and hover-boards are prohibited in all personal-property shipments moved by air mode, e.g., unaccompanied air baggage and household effects shipments shipped by air mode.  The shipment of battery-powered hover-boards is also prohibited in all other personal-property shipments and storage lots unless the item is marked with an Underwriters Laboratories (UL) certification.

14 FAM 611.7-1  Weight Allowance for Shipment and Storage

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The combined shipment and storage of effects allowance has been established at the statutory limit of 8,165 kilograms or 18,000 pounds, net weight, for each employee, regardless of family status.

b. A limited shipment allowance is set at 3,265 kilograms or 7,200 pounds, net weight, for each employee, regardless of family status, and will be authorized in lieu of full shipment when post provides adequate furnishings.  (For further information, see 14 FAM 613.1.)

c.  A special shipment allowance of less than 7,200 pounds, net weight, applies for certain posts with limited facilities, 1-year tours, unaccompanied status, or other special circumstances.  See the periodic memorandum entitled "Posts with Special Shipment Allowances for Post Assignment Travel" maintained by the Department of State’s HR Assignments Division.

d. Should the actual weight in continuous storage and the estimated weight of all shipments exceed the 18,000 pound statutory limit (14 FAM 611.6-1), the weight already in continuous storage prior to the new travel authorization is the first weight credited the 18,000 pounds.  The weight already in continuous storage will be calculated against the new travel authorization and the 18,000 pound statutory limit at the point any service is provided under the new travel authorization.

e. Employees are encouraged to review their Travel Message 3 (TM3) for any specific recommendations or cautions on what furniture to ship to their onward post.  Employees assigned to a furnished post are provided basic furniture items by the government under the Furniture and Appliance Pool (FAP) program.  Given limited warehouse space, post policies may prohibit assigned FAP furniture to be removed from a residence and stored at U.S. Government expense.  Employees should review the post housing policy and communicate with the general services office and community liaison office regarding shipping personal furniture to post (see 6 FAH-5 H-512.3-1 for further information).

f.  Storage is covered under 14 FAM 620.

14 FAM 611.7-2  Personally Owned Firearms and Ammunition

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service and Civil Service)

a. It is the responsibility of each employee to consult with the post report and/or the post management officer to determine the restrictions and limitations, if any, that are placed upon the shipment of personally owned firearms or ammunition into the country of assignment.  The post report will include the prescribed procedures that must be complied with under host-country regulations when firearms and ammunition may be imported (see 2 FAM 170).  When post reports are not available, the employee, before initiating shipment of firearms or ammunition, must secure in writing authorization and approval from the chief of the diplomatic mission, or designated representative.

b. The Department of State will not ship ammunition as part of an employee’s effects.  Ammunition, a hazardous cargo, requires special handling and labeling.  The employee should directly ship ammunition separately and consign it to an import handler.

c.  When an employee transfers directly without a Washington, DC assignment from one post to another post where fewer, or no, firearms are authorized, the employee must send the excess, or all, firearms back to the United States in accordance with regulations governing the importation of firearms and ammunition.  (See 14 FAM 618.5 for more information on shipping firearms and ammunition.)

14 FAM 612  AUTHORIZED EXPENSES

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Authorized expenses in connection with shipment of effects include the following (see 14 FAM 618):

(1)  Packing, crating, unpacking, and necessary incidental cartage, including construction or purchase of necessary wooden containers;

(2)  Hire of lift vans (but not transportation of, or import or export duties on, empty lift vans);

(3)  Transportation of empty lift vans or shipping containers to or from the facilities of the owner or owner's agent, when such lift vans or containers are furnished without charge by steamship lines, railroads, airlines, military installations, etc., for the movement of effects;

(4)  Freight by any type of carrier, including air if specifically authorized or more economical or advantageous to the U.S. Government;

(5)  Transshipment and handling charges, tonnage fees, cartage and storage en route, unavoidable demurrage charges (compensation paid for detention of freight or other cargo during loading and unloading beyond the scheduled time of departure), and all similar expenses incidental to direct shipment, but not import or export duties;

(6)  Services of customs brokers when the foreign establishment or U.S. Despatch Agency cannot make the customs entry;

(7)  Cartage at destination from the shipping terminal to the residence or place of unpacking and thence to the residence; or, when the effects are stored at U.S. Government expense, from the shipping terminal to the place of storage and thence to the residence;

(8)  General average contributions in connection with losses at sea (see 5 U.S.C. 5732); and

(9)  Other miscellaneous expenses, not enumerated here, may be allowed when necessarily incurred in connection with the shipment of effects.

14 FAM 612.1  Unpacking and Hauling Services

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Receiving posts pay for local costs incurred for receiving, handling, and unpacking pack-and-crate shipments.  Through bill-of-lading shipments specify that all arrangements and payments with respect to customs documentation, packing, unpacking, local drayage (transport), and other related services will be handled by the carrier.  Therefore, posts should merely inspect such shipments closely to determine that the carrier provided the services agreed upon.  Posts should exercise particular care to make certain that when receiving through bill-of-lading shipments they make no payments for services rendered in connection with these shipments.

14 FAM 612.2  Shipment Terminating Abroad

14 FAM 612.2-1  Shipment Arrangement and Payment

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Normally, the post will arrange for the unpacking and hauling of effects for delivery to the employee's residence, and will arrange for the payment of costs by the fiscal office for the post.

14 FAM 612.2-2  Reweighing Inbound Shipments

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. If the post has reason to believe that the stated weight of an inbound shipment of household effects or unaccompanied air baggage is too high, a contractor should re-weigh the shipment upon its arrival at the post.  In such cases, re-weighing provides an excellent opportunity to protect the Department or Agency from paying overcharges for packing and transportation services based on net and gross weights that prove to be incorrect.  When the shipment exceeds the employee's allowance, correct re-weighing procedures are especially beneficial to the employee, who would otherwise be required to pay excess charges.

b. At the time of receipt, each lift van should be weighed separately on the most accurate scale available to establish its gross weight.  Following delivery and unpacking of the household effects, the lift van and any blocking and bracing material should be reweighed on the same scale to obtain the tare (empty) weight of the lift van.  The gross weight less the tare weight will establish the actual net weight of the household effects as defined in 14 FAM 611.3.  Cartons and wrapping or padding material should not be included as part of the tare weight of the lift van.  As stated in 14 FAM 611.3, the weight of these items is part of the net weight of the household effects shipment.  A weight ticket should be stamped by the weighing machine or completed by the contractor showing the gross, tare, and net weights.

c.  When inbound household effects or unaccompanied air baggage (UAB) shipments are re-weighed and the ticketed vice actual gross or net weight is found to be significantly higher, the shipping post must be notified of all details (including the re-weighing tickets) in order to undertake corrective measures with the contractor or carrier.  If the shipment originated in the United States, the receiving post should notify the particular department or agency transportation office.

d. When a UAB shipment in excess of the employee's allowance arrives at post, the contractor should reweigh it at the air carrier's terminal at time of pick-up.  The air carrier's scale will probably be the most accurate and accessible for reweighing the baggage shipment.  If the weight of the UAB shipment differs from the weight shown on the air waybill, the delivering airline should note the correct weight before the receiving post takes possession of the baggage.  The receiving post can then notify the origin transportation office regarding the discrepancy for follow up.

14 FAM 612.3  Employee Responsibilities for Excess Transportation Costs

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Employees relocating under official travel authorizations are responsible for any transportation, demurrage, storage, customs cartage, or other costs incurred by them, their eligible family members, or agents which are not authorized by laws and regulations governing the shipment and/or storage at U.S. Government expense of personal effects (household effects - HHE unaccompanied air baggage (UAB), privately owned vehicles (POV), and consumables (CNS)).

b. When transferring between posts (post to post; post to U.S.; U.S. to U.S.), employees are responsible to:

(1)  Ensure that personal effects do not exceed the shipping and/or storage entitlements prescribed in the FAM and stated within their applicable official travel authorization; and

(2)  Accept their personal and sole responsibility to pay the excess costs from personal funds of any excess charges incurred for overweight or cost construct shipments (see 14 FAM 612.3-2).

14 FAM 612.3-1  Estimating Weights

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Employees must know their personal effects shipping weight entitlements and limitations.  As a guide for estimating weight in future shipments, they should maintain personal records of each shipment's previous weight, including the weight(s) of any shipments in storage.  Historical shipment weights and the weight(s) of any shipments currently in permanent storage may be obtained from the GSO office at post, by accessing Transportation Lite/Plan My Move, or from the Washington Transportation Office.

b. The 14 FAM Exhibit 612.3-1 is a guide to assist employees in estimating the net weight of their effects prior to packing.  This exhibit lists the household effects that generally comprise the majority of articles used to furnish a residence.  An estimated net weight for fragile articles, which normally requires preliminary packing before removal from the residence, includes packing and crating materials (see 14 FAM 611.3).

c.  Furniture is variable in size and weight.  Employees should exercise care in utilizing the list in 14 FAM Exhibit 612.3-1 to estimate the net weight of their effects.  The figures furnished represent average weights and serve as a guide.  Regardless of the estimated net weight arrived at by the use of this list, the actual net weight of the effects shipped or stored will be charged against an employee's authorized weight allowance.

d. The average cubic feet per piece is furnished as an indication of the size of the article for which the weight is shown.  As a general rule, 112 kilograms per cubic meter or 7 pounds per cubic foot may be used to estimate the net weight of the articles not listed.  The net weight of effects shipped or stored is determined by weighing the effects on scales at the point of origin or destination, if possible.

e. An additional tool available to estimate personal effects weights is the pre-move survey weight estimate performed by the transportation service provider (TSP) prior to shipment pack-out.  While the main purpose of the pre-move survey is for the TSP to determine the TSP's packing and servicing requirements, the TSP representative will also provide his pre-move survey estimated weight of each shipment to the employee.  Employees must note, however, that this is an estimate only, and must not assume that the estimate will be the actual, or final, packed shipment weight.  The employee should utilize a combination of the TSP survey weight estimate, historical shipment weights, and knowledge of what items have been added or removed to the household since the last pack-out.  In any case when a combination of these tools indicates the possibility of meeting or exceeding the authorized shipping and storage weight entitlements, employees should take action prior to pack-out to reduce the weight of their personal effects, or be prepared to pay for all excess costs due to excess shipment weight.

f.  Official weights for HHE, consumables and nontemporary storage shipments are recorded at the warehouse on a certified scale and are not weighed at pack-out or delivery residence.  The transportation service provider (TSP) is not required to provide weighing services at pack-out residence or at the delivery address, and has the right to deny such request.

14 FAM 612.3-2  Overweight and Cost-Constructive Household Effects (HHE), Consumables (CNS), and Unaccompanied Air Baggage (UAB) Shipments

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Cost-construct shipments:

(1)  HHE may be shipped at U.S. Government expense to and from points listed on the employee's travel authorization, from authorized points of storage to onward post, and from post to authorized point of storage.  CNS may be shipped at U.S. Government expense from the employee's losing post, authorized home leave location, the Washington, DC area, and/or from the European Logistics Support Office (ELSO).  UAB may be shipped at U.S. Government expense following the official routing of the travel itinerary contained in the applicable travel authorization.  Any other shipments to alternate destinations, or from alternate origins, will be made on a cost-constructive basis, with the employee paying any excess cost.  The GSO/transportation office should advise the employee of excess transportation charges due to cost-constructing before effects are shipped.  The employee should pay any such excess transportation charges to the post cashier, or in Washington, DC to the Comptroller and Global Financial Services (CGFS) cashier, HST, Room 1258, prior to shipment of effects.  In any case, the employee remains responsible for payment of excess costs even if excess cost information is not provided until after shipment of effects;

(2)  Shipments to/from/between alternate international destinations not on the travel authorization may be subject to customs and duty fees to be paid directly to the broker or clearing firm.  The employee is responsible for verifying clearance requirements in advance, processing all necessary clearance documentation, and paying all associated fees for shipments to alternate destinations not on the travel authorization; and

(3)  State and Commerce only:  The cost of shipping household effects for storage to an authorized storage point (see 14 FAM 624) may not be used as the basis for a cost construct shipment of the effects to an alternate destination.  In certain circumstances, exceptions to this regulation may be granted in accordance with 14 FAM 514.

b. Overweight shipments:

(1)  All HHE, CNS, and UAB shipments are accomplished based on authorized weight allowance for each employee.  If a shipment is known to be in excess of the authorized shipping weight entitlement, the originating post or the Washington Transportation Office, will make all possible effort not to forward the shipment until the employee is notified of the excess weight situation, is informed of the excess cost due and payable for the excess weight, and is advised of the options available to correct the excess weight situation.  Employees are encouraged to be proactive during the relocation process and validate their shipments' weights by contacting the GSO office at post or the Washington Transportation Office as soon as possible after pack-out, and prior to their departure from their duty station. If a shipment is overweight, it may be forwarded once the employee has either:

(a)  Paid the excess cost for the excess weight to the post cashier, or in Washington, DC to the CGFS Cashier (HST, Room 1258), and provide a receipt for payment to the GSO office at post or Washington transportation counselor; or

(b)  Elected to identify items by inventory number and description for removal from the shipment and disposal in order to reduce the weight to the authorized entitlement weight; or

(c)  Elected to identify items by inventory number for removal from the shipment and placement into permanent storage, provided there is sufficient weight entitlement remaining, and provided the employee pays for shipment of the excess weight when the authorized storage location is not the same as the overweight shipment’s origin location.  This does not apply if the employee is being transferred to Washington, DC where permanent storage is not authorized;

(2)  HHE shipment excess transportation costs are computed on the basis of the ratio of the excess net weight to the total net weight allowed for the specific post.  Appropriate excess cost to be paid by the employee will include excess packing/trucking charges at origin, excess delivery/unpacking charges at destination, and ocean/port charges as applicable.  (See 14 FAM Exhibit 614.5 for a cost example.)  Contact your GSO or Washington transportation counselor for specific costs;

(3)  The net weight of any effects which become a total loss in transit due to military action, theft, fire, shipwreck, or other causes is not charged against the employee's weight allowance.  Subsequent shipment may be made, equal to the weight of the lost or totally damaged effects, without excess transportation costs being charged to the employee;

(4)  Excess weight cannot be placed into another employee's HHE or UAB shipment to avoid overweight charges; and

(5)  HHE and UAB, either within or over the employee’s weight allowance, may not be sent through the diplomatic pouch (classified or unclassified), military postal service (APO/FPO), or diplomatic post office (DPO); see 14 FAM 742.4-1; and

(6)  For domestic van line shipments, any shipments that exceed the 18,000 pounds net weight limitation must be paid by the employee with no exception.  Due to the nature of this transportation service, once the shipment has departed the residence, there will be no opportunity to remove items as the shipment is en route directly to next destination.

14 FAM 613  SHIPMENT AND STORAGE WEIGHT ALLOWANCE

14 FAM 613.1  Shipment and Storage Weight Allowance

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Initial allowance:

(1)  The combined shipment and storage of effects allowance has been established at the statutory limit of 8,156 kilograms or 18,000 pounds, net weight, for each employee, regardless of family status;

(2)  The limited shipment allowance is set at 3,265 kilograms or 7,200 pounds net weight, for each employee, regardless of family status, and will be authorized in lieu of full shipment (8,156 kilograms or 18,000 pounds) when post provides adequate furnishings.  An employee assigned from one limited shipment post to another limited shipment post may ship up to 7,200 pounds in any combination that does not exceed the 7,200 net pounds from the old post to the new post, from the old post to the authorized storage location, or from the authorized storage location to the new post;

(3)  A special shipment allowance of less than 7,200 pounds, net weight, applies for certain posts with limited facilities, 1-year tours, unaccompanied status, or other special circumstances.  See the periodic memorandum entitled "Posts with Special Shipment Allowances for Post Assignment Travel" maintained by the Department of State’s HR Assignments Division;

(4)  The limited shipment allowance for a chief of mission (COM) is set at 5443 kilograms or 12,000 pounds, net weight.  Up to 1,000 pounds of the 12,000 pound HHE allowance may be shipped to post via air in order to accommodate representational items required immediately upon arrival at post; the remaining 11,000 pounds of HHE is shipped via the normal transportation method for the post.  Upon departure from post, the entire 12,000 pound entitlement will be shipped via the normal shipping method.  If the COM’s HHE shipping weight entitlement to the onward assignment is less than 12,000 net pounds, the HHE weight balance (not in excess of the regulatory 18,000 pound limitation) may be placed into permanent storage (see 14 FAM Exhibit 621); and

(5)  These weight allowances are not reduced when an employee ships excess luggage, unaccompanied air baggage, and/or a motor vehicle pursuant to 14 FAM 613.3 and 14 FAM 615.  However, the weight of automotive replacement spare parts or supplies such as tires, motor oil, windshield wiper fluid, batteries, and any other accessories is chargeable against the total weight allowance (see 14 FAM 612.3-2, subparagraph b(3), regarding loss of effects).

b. Change in allowance:

(1)  If an employee's household effects weight allowance is reduced through revision of shipping weight allowances while the employee is abroad, the employee's next authorization for shipment of effects will provide for shipment of the difference between the previously authorized and present weight allowance to the authorized storage point as designated in 14 FAM 622.  When a U.S. assignment immediately follows an assignment to a limited shipment post, the weight of effects that were authorized to be shipped to that post may be returned to the United States;

(2)  If the employee wishes to ship the former higher weight allowance to the next post, prompt application should be made to the appropriate agency's Committee on Exceptions.  Such requests will be reviewed on an expeditious basis;

(3)  The weight that may be shipped from the current post to the next foreign assignment is determined by the weight entitlement at the gaining post:

(a)  If an employee is assigned from a limited post or special post to an unlimited post, the weight entitlement at the gaining post, including amounts held in storage, is 18,000 pounds to the new post; or

(b)  If an employee is assigned from an unlimited post to a limited post, the shipping weight entitlement post to post is 7,200 pounds; and remaining allowances from post to storage; the combined shipping and storage from the unlimited post cannot exceed 18,000 pounds; or

(c)  If an employee is assigned from an unlimited post or a limited post to a special post (e.g., Iraq, Afghanistan, etc.), the shipping weight entitlement is the weight listed in the periodic memorandum entitled "Posts with Special Shipment Allowances for Post Assignment Travel," maintained by HR's Assignments Division.  EXCEPTION:  When the next assignment is to the United States either for retirement or a tour of duty, in which case, the weight entitlement is always determined by the weight entitlement at the current post, as of the date of the employee's transfer orders; and

(4)  An employee retiring or separating from the Foreign Service is authorized to ship from their current assignment and from storage locations where they possess property stored at U.S. Government expense.  However, the employee may cost-construct any remaining weight not shipped from post up to the authorized weight amount from post, e.g., 7,200 pounds from a limited shipment post.  The employee is not authorized to ship personal effects from other locations, even if the employee has unused weight allowances under the 18,000 pound statutory limit.

14 FAM 613.2  Change in Family Status

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When a change in family status occurs which would authorize the shipment of household effects, the effects may be shipped either from the employee's former post or the United States to employee's current foreign duty station.

b. State and Commerce only:  Officers assigned to domestic tours do not qualify for shipment of effects for an eligible family member (EFM) acquired during the domestic tours.

c.  Employees assigned to a duty station in a foreign area who acquire a family member (see 14 FAM 611.3 for the definition of "eligible family member") subsequent to the issuance of assignment travel orders may be authorized travel expenses for the family member notwithstanding the time limitation specified in 14 FAM 584.2.  Shipment of effects of the newly acquired family member will be authorized from either place of acquisition or residence.  (Proof in either case is required.)  Shipment and storage of additional effects may be authorized.

14 FAM 613.3  Unaccompanied Air Baggage (UAB)

14 FAM 613.3-1  Unaccompanied Air Baggage (UAB) Authorization and Weight Allowance

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. An unaccompanied air baggage weight allowance for employees and their eligible family members authorized to travel is granted according to the following schedule unless otherwise prohibited by regulations:

Gross Weight

Kilograms

Pounds

First person traveling

113

250

Second person traveling

  91

200

Third person traveling

  68

150

Fourth or more persons traveling

  45

100

b. The unaccompanied air baggage weight allowance is in addition to the household effects weight allowance shown in 14 FAM 613.1.  Unaccompanied air baggage is shipped as airfreight by the most direct route between authorized points of origin and destination, regardless of the modes of travel of the employee and EFMs.

c.  Unaccompanied air baggage is considered to be personal belongings needed immediately by the traveler upon arrival at his or her destination.  Therefore, the transportation of unaccompanied baggage must be initiated promptly, preferably in advance of the traveler's departure.  Shipment of UAB must be initiated within 30 days of the last traveler's arrival at the final destination.  Unaccompanied baggage shipped from the losing post is limited to the traveler's unaccompanied baggage weight authorization.  Unaccompanied baggage shipped to the gaining post is limited to the traveler's unaccompanied baggage weight authorization.

d. Unaccompanied air baggage is not authorized for TDY travel unless specifically authorized in the travel authorization or when such TDY travel is in conjunction with travel on direct transfer, home leave, or home leave and transfer, in which case unaccompanied baggage may be shipped between points specified in such authorization.

e. The UAB weight allowance is not applicable for a newborn child when an employee is granted a layette weight allowance in accordance with 14 FAM 613.4.  In such cases, the normal increase in the unaccompanied baggage allowance will be effective when the next travel authorization is issued and authorizes travel of the family.

f.  Unaccompanied air baggage is authorized for travel against the involuntary or voluntary separate maintenance allowance (SMA) travel authorization.

g. Tri-wall cartons containing airfreight shall not exceed 15 cubic feet (0.424 cubic meters), 200 pounds (90.90 kilograms) per carton, and dimensions of 37 inches by 30 inches by 23 inches (0.9398 meters by 0.762 meters by 0.5842 meters).

h. For shipment of UAB on a cost-constructive basis, (see 14 FAM 612.3-2 and 14 FAM Exhibit 613.3).

i.  For shipment/storage of UAB in conjunction with educational travel see 4 FAM 469.1.

14 FAM 613.3-2  Recommended Unaccompanied Air Baggage (UAB)

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. For the unaccompanied air baggage (UAB) shipment, the employee should consider only those items that will be required immediately upon arrival, such as clothing, toiletries, pots, pans, unbreakable dishes, sheets, blankets, and essential light housekeeping articles.  Airfreight is not meant to include large household items such as furniture, room-sized rugs, TV sets, major appliances, or any item that exceed the standard measurements and weights of 15 cubic feet (0.424 cubic meters), 200 pounds (90.90 kilograms), and dimensions of 37 inches by 30 inches by 23 inches (0.9398 meters by 0.762 meters by 0.5842 meters).  Fragile items that may be damaged by rough loading and unloading should not be sent by airfreight.  Liquids, including alcoholic beverages, are prohibited in UAB shipments.

b. UAB shipments are measured by gross weight.  Gross weight is the net weight of the shipment plus any outside containers and bracing required by the packers or airlines.  It is recommended that 5-10 pounds per box in the UAB be allowed for this purpose.  If the weight limit is exceeded, the employee must resolve the overweight problem or pay for the excess before the shipment will be moved.

c.  Unaccompanied air baggage is a separate allowance from HHE shipping and storage.  Any unused airfreight weight cannot be added to the household effects (HHE) shipment and storage allowance.

14 FAM 613.4  Shipment of a Layette

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. A separate and distinct air freight weight allowance for the shipment of a layette may be authorized in an amount not to exceed 113 kgs. or 250 lbs. gross weight for a newborn infant or adopted child less than 5 years of age who is an eligible family member of an employee assigned to a post (and who has arrived at the post) where suitable layettes are unavailable locally and must be obtained in the United States or its territories (Puerto Rico, U.S. Virgin Islands, Guam, American Samoa, and The Commonwealth of the Northern Mariana Islands).

b. See definition of layette in 14 FAM 611.3 for allowable layette items.

c.  An air shipment may commence 120 days before the expected birth, but no later than 60 days after the birth of a child.  For an adopted child, an air shipment should commence no later than 60 days after the adoption.  The time limitations specified in 14 FAM 584.2 are not applicable to this allowance.  On subsequent travel involving authorization for transportation of air freight, the family and new child will receive weight allowances as set forth in 14 FAM 613.3.

d. Items shipped in the layette may not exceed the dimensions of a standard tri-wall carton of 37 inches by 30 inches by 23 inches (0.938 meters by 0.762 meters by 0.5842 meters).  Exceptions (e.g., baby cribs) that exceed these dimensions may be approved by the Director, Transportation and Travel Management Division (A/LM/OPS/TTM), and/or HR/EX.

e. Travel authorizations for State Department personnel may be amended to include authorization for the layette shipment.  The request for amendment should be cabled to the attention of HR/EX/ASU certifying that the post has determined suitable layettes are not available locally (see 14 FAM 523.2-1, subparagraph f(2)(e)).

f.  Layette shipments for Commerce should be sent to USFCS/OIO/OFSHR.

g. Layette shipments for USAGM should be sent by the traveler to his or her Washington, DC headquarters office.

14 FAM 613.5  Alcoholic Beverages

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Alcoholic beverages within the free entry import limitations prescribed by the Treasury Department must accompany the traveler and may not be shipped as unaccompanied baggage (see 14 FAM 618.3).

14 FAM 613.6  Shipping Consumables

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When the Office of Allowances (A/OPR/ALS) designates a post as one at which conditions make it difficult to obtain locally the consumables required by employees and their eligible family members, an authorizing officer must authorize a separate weight allowance for the shipment of consumables, in addition to the HHE weight allowance.  Posts with consumables shipments authorized are listed in the Consumables List Alphabetically by Post on the A/OPR/ALS website:  Office of Allowances.

b. Consumables are limited to foodstuffs for human consumption (with the exception of pet food or kitty litter) or items used for personal or household maintenance such as toiletries and nonhazardous cleaning supplies.  Consumable shipments may not include household effects (HHE) or items used for the care and maintenance of vehicles; however HHE shipments may include consumable items.  A summary of HHE items can be found in 14 FAM 611.5.

c.  The weight allowance for shipment of consumables has been established at 1,134 kilograms or 2,500 net pounds for a 2-year tour and 1,701 kilograms or 3,750 net pounds for a 3-year tour for each employee, regardless of family status.  Some posts with 1-year tours have a lower weight allowance for shipment of consumables:  See the periodic memorandum entitled "Posts with Special Shipment Allowances for Post Assignment Travel" maintained by the Department of State’s HR Assignments Division.

d. The employee will have one of the following consumable weight allowances on the initial orders and time limitations:

(1)  Weight allowance for a 2-year tour will be 1,134 kilograms or 2,500 net pounds and there will be a 1-year time limitation from the date of arrival at post within which to initiate shipment against this weight allowance;

(2)  Weight allowance or a 3-year tour will be 1,701 kilograms or 3,750 net pounds with a 2-year time limitation from the date of arrival at post within which to initiate shipment against this allowance; or

(3)  The above 1- and 2-year time limitations may be extended with full justification.  Request for extension and amendment to the assignment orders must be approved by the appropriate authorizing official in advance of any shipment.

(4)  An employee with a 2-year tour is allowed up to three consumable shipments, i.e. an initial plus two supplemental shipments.  An employee with a 3-year tour is allowed up to four consumable shipments, i.e. an initial plus three supplemental shipments.

e. Perishable or frozen foods may not be contained in a consumables shipment.

f.  The minimum consumables shipment weight is 200 net pounds.

g. An additional weight allowance must be provided under the following conditions:

 

With each 6-month extension

With a 1-year extension

With a second 2- or 3-year tour at post

An employee will be authorized:

An additional shipment of 284 kilograms or 625 net pounds

An additional 568 kilograms or 1,250 net pounds

A full second consumables weight allowance

Shipment is to be initiated:

Within 30 days of the beginning of the extension (the request for an extension will also serve as the request that the original travel orders be amended to increase original weight allowance)

Within 60 days of the beginning of the extension

Within 1 or 2 years respectively, of the beginning of the new tour of duty

NOTE:  For additional consumables weight allowances at selected special shipment posts, see the periodic memorandum entitled "Posts with Special Shipment Allowances for Post Assignment Travel," maintained by the Department of State’s HR Assignments Division.

14 FAM 613.6-1  Criteria for Consumables

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The intent of the consumables weight allowance is to recognize the extreme conditions at specific posts and to provide employees with adequate consumables.

b. In order for a post to be designated as a “consumables post,” a post must have limited availability of consumables with items being extremely difficult to obtain locally; cannot be obtained from the closest source of supply such as a neighboring country; locally available goods are of substandard quality; host-government importation policies severely restrict or prohibit import of consumables; or there is no means of establishing group orders or the size of the mission is too small to support a commissary or group order; e.g., goods cannot be shipped in sufficient quantity to meet minimum shipping requirements.

c.  The Office of Allowances (A/OPR/ALS) review and decision will be based on the most recent Post Consumables Survey (Form DS-267-A) which posts submit to A/OPR/ALS.  Surveys must be certified as accurate, complete, and current by the person primarily responsible for coordination and preparation of the report.

14 FAM 613.6-2  Justification

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. All consumables weight allowance posts are required to submit a new justification every 2 years.  For justification renewals, Post Consumables Surveys (Form DS-267-A) are to be forwarded to the Office of Allowances, A/OPR/ALS, based on the Post Differential Questionnaire reporting schedule found in the Department of State Standardized Regulations (DSSR) Section 920.  A/OPR/ALS will send a courtesy reminder to post.

b. A post may submit a new justification for review at any time that conditions at the post change.

c.  An employee assigned to a consumables post is not affected if the post is deleted from the list of designated posts (see A/OPR/ALS).  When a post is added to that list, all employees with more than 1 year remaining in the tour of duty will qualify for a consumables weight allowance.

NOTE:  An employee is considered assigned to a consumables post for purposes of 14 FAM 611.5 and 14 FAM 613.6 once that employee has been paneled and an official assignment has been made.

14 FAM 613.7  Unaccompanied Air Baggage (UAB)/Household Effects (HHE) under a Separate Maintenance Allowance (SMA)

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Transportation of household effects/unaccompanied air baggage (HHE/UAB) is authorized when family members are eligible to receive a Separate Maintenance Allowance (SMA) grant under the Standardized Regulations (SR), Section 260, subject to the rules below.

b. U.S. origin point HHE/UAB:  Upon the approval of an employee's initial election of SMA when transferring from the United States to a foreign post of assignment, HHE/UAB may only be shipped if the authorized SMA location is different from the employee's point of origin.  Shipping weight to the SMA point combined with the weight of employee's shipment to a new assignment and the amount in storage may not exceed the combined, authorized shipping and storage allowance(s) permitted in the employee's travel authorization.

c.  HHE/UAB transfers between foreign locations.  Upon approval of the initial election of SMA when an employee is transferring between foreign posts, HHE/UAB may be shipped from the losing post to the authorized SMA location in the United States.  If the initial election is for the family members to travel to the new post from an authorized SMA location, HHE/UAB may be shipped from the location in the United States to the gaining post.  The total shipping weights must not exceed the employee's authorized HHE/UAB weight allowance.  When an alternate SMA location is selected in a foreign location for family member(s) the employee is responsible for paying any excess transportation of HHE/UAB charges on a cost-constructive basis from the authorized SMA point.  When the SMA grant of the family member(s) terminates in a foreign country due to an employee's subsequent foreign assignment, the employee will be responsible for paying any additional costs to the onward location.

d. HHE during tour of duty at post:

(1)  When SMA is approved during a tour of duty at a foreign post, HHE may be shipped from post to the authorized SMA location.  Weight of effects shipped to the SMA location and at the end of the tour may not exceed the employee's shipment allowance for that post of assignment; and

(2)  When the SMA grant terminates during a tour of duty at a foreign post, HHE may be shipped from the authorized SMA location in the United States to post up to the employee's remaining shipment allowance.

e. If the employee elects SMA at the time of transfer to a limited shipment (furnished quarters) post from a full shipment (unfurnished quarters) post, shipment of HHE to the authorized SMA point is not restricted to the limited shipment allowance.  All shipments combined, including any amounts in continuing storage, must not exceed the limits established in 14 FAM 613.1.  Employees' liabilities are established in 14 FAM 612.3.

14 FAM 614  PROCESSING SHIPMENTS OF HOUSEHOLD AND PERSONAL EFFECTS

14 FAM 614.1  Through Shipments

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Whenever money can be saved by doing so, ship effects on a through-bill of lading rather than to an intermediate point for transshipment.

14 FAM 614.2  Shipments of Effects from United States

14 FAM 614.2-1  Surface Shipments

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Non-through-bill of lading HHE shipped by surface and originating from the United States is forwarded by U.S. Despatch Agencies to posts.  Transportation offices of the State Department and USAID issue packer authorizations (PAs) to transportation service providers to perform packing services.  These PAs allow service providers in the United States to pack and pick up HHE shipments from the employee's residence or vendors, and load the HHE into wooden lift vans that meet Department specifications.  These lift vans become the property of the U.S. Government.  Transportation offices are responsible for ensuring that export HHE shipments are made available in a timely manner, and that the appropriate U.S. Despatch Agent is advised to move the shipment to post.  The various agency transportation offices monitor and control the shipment until it is pulled by the appropriate Despatch Agency.  The U.S. Despatch Agency receives and books the HHE shipment onto a vessel for forwarding to the post.

b. The mission or post can obtain shipment status by accessing the Transportation Lite (T-Lite) module in ILMS.  Additional assistance is available from the responsible transportation office or servicing U.S. Despatch Agency.

c.  When status is required for the shipment of a privately owned vehicle (POV), posts and missions abroad should inquire directly of the U.S. Despatch Agency to which the employee submitted the automobile shipping form.

14 FAM 614.2-2  Outside Washington, DC Area

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

For employee shipments originating in localities more than 50 miles from Washington, DC, the Department will select a firm to export-pack, store, and provide related services in the locality.

14 FAM 614.2-3  In Washington, DC Area

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The employee should notify the Department or respective Agency each time service is required in connection with the transportation or storage of personal or household effects located in the Washington, DC area.  This includes effects or purchases made subsequent to the initial shipment (see 14 FAM 611.6 on supplemental shipments).  Employees should not make arrangements with commercial firms for performance of services in connection with such effects until they have obtained instructions from their agency's transportation office:

(1)  Departments of State and Commerce:  Travel and Transportation Management Division (A/LM/OPS/TTM); and

(2)  USAID:  Travel and Transportation Management Division (M/SER/MO/TTM).

b. When the Department has contracts or price arrangements with designated packers, forwarders, carriers, or other firms, payment for authorized services performed by those firms is an allowable expense.  If other firms are used at the request of employees and pre-approved by the Chief, A/LM/OPS/TTM, they are responsible for all excess costs involved, and must make personal arrangements with the firm or firms selected (14 FAM 618.2).  Allowable expenses are limited to actual expenses incurred, not exceeding the amount that the U.S. Government would have paid under its contract or other price arrangements.  When two or more firms have been approved to perform a particular service, reimbursable expenses are limited to the average price of the approved firms.

14 FAM 614.2-4  Authorization to Pack and Ship

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

The Department or the Agency will issue the necessary documents to the firm or firms that will perform the required services.  Letters of authorization will not be issued to cover preparation for export shipment of newly purchased items that include a markup to cover export packing.  Employees must personally pay these charges and submit a reimbursement voucher supported by receipted invoices.

14 FAM 614.2-5  Unaccompanied Air Baggage (UAB) Shipments

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

UAB shipments from the United States are controlled by the transportation office of the employee's agency or State (A/LM/OPS/TTM).  If State prepares the documentation for an employee of another agency, an En Route Notification is forwarded by State or the agency's transportation office, to the employee's post of assignment, citing the air waybill number, weight and cube, number of pieces, and UAB airline shipping date (based on information from the packer).  If the UAB does not arrive within a time frame determined normal, the GSO at post can initiate tracer action.  Requests for status or tracer action should be sent to the transportation office of the employee's agency and not the U.S. Despatch Agency.

14 FAM 614.3  Shipments to Post Handled by European Logistical Support Office (ELSO)

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Shipments originating at one of the U.S. Despatch Agencies and bound for ELSO-serviced posts utilize U.S.-flag steamship companies that normally discharge at the Ports of Rotterdam and Bremerhaven.  The U.S.-flag steamship companies then deliver the cargo and containers by truck to their terminals located in Antwerp and Bremen at which point ELSO takes receipt of the shipments.  The U.S. Despatch Agent provides ELSO and the destination post with advance shipping information in the form of the En Route Notification.  Packing lists and other shipping documentation should be available in the ILMS record.  The average transit time from the U.S. east coast to receipt of the shipment at ELSO's facilities ranges from 17 to 20 days.

b. Once a shipment is in its possession, ELSO arranges for the onward movement of the shipment to the consignee.  ELSO inspects arriving shipments against the shipping documents to ensure the total number of pieces shipped have actually arrived.  When necessary, ELSO repairs and/or repacks shipments.  If applicable, claims are filed with the parties responsible for damages.  As soon as shipments are booked, ELSO advises the destination post by an En Route Notification with shipping details.  Posts should immediately notify ELSO of a shipment's arrival or nonarrival to allow ELSO to begin tracing action on missing shipments, make payment of shipping charges, and update and close ELSO shipping files.

c.  Destination posts should take into consideration unavoidable delays, (i.e., delayed arrival of carrier, bad weather, inaccessible road transportation, customs problems, etc.), before requesting the status of household and personal effects shipments transiting ELSO.  Posts should allow at least 20 days from the actual departure date of the shipment from the United States before asking ELSO about transshipment information.

NOTE:  When requesting information for any shipment, posts should refer to either the U.S. Despatch Agent or ELSO shipment number, if known.

14 FAM 614.4  Surface Shipments between Posts

14 FAM 614.4-1  Obtaining Information

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

When preparing a surface shipment between posts, the losing post, before initiating shipment, should get specific instructions from the gaining post regarding the following factors:

(1)  Limitations of size and weight of shipping containers;

(2)  Port of discharge (if destination post is not a port of call);

(3)  Marking instruction to be placed on containers;

(4)  Suggested routing;

(5)  Consignee to be designated on ocean bill of lading; and

(6)  Import restrictions, if any, on certain commodities; e.g., alcoholic beverages, firearms, automobiles.

14 FAM 614.4-2  Arranging for Shipment

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

When arranging for packing effects, the post should make every effort to protect the employee and the U.S. Government from excess charges by taking the following actions:

(1)  Obtain economical and efficient packing services;

(2)  Assist the employee in obtaining an accurate estimate of the net weight of employee's effects;

(3)  Ascertain that the effects are properly packed in suitable containers of the minimum size, weight, and cubic measurements necessary to ensure their safe arrival at destination;

(4)  Determine that the shipment is correctly marked, routed, and forwarded without delay; and

(5)  Ensure that a complete and proper inventory is prepared that describes the shipped articles and their condition, and does not include any articles described as “packed by owner (PBO)” or “contents unknown,” which will cause delays in customs clearance and may also result in excess costs.

14 FAM 614.4-3  En Route Notification

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When an employee's effects and/or privately owned vehicle (POV) are consigned to a U.S. Despatch Agent or to a post, the officer arranging the shipment must send an En Route Notification to the gaining post via ILMS with the following documents attached to the shipment record:

(1)  The original bill of lading;

(2)  Packing list; and

(3)  Any other documents necessary for clearance and forwarding of the shipment.

b. When effects are consigned to a U.S. Despatch Agent for onward shipment to another post, an En Route Notification should be sent by the losing post to the gaining post with an information copy to the U.S. Despatch Agency and to the employee's agency transportation office.

14 FAM 614.5  Arranging for Export Packing and Transportation Services

14 FAM 614.5-1  Shipment Originating Abroad

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The appropriate administrative personnel of each establishment are responsible for the packing, crating, and shipment of personal and household effects, and for their transportation to storage or to other destinations from posts abroad.  When sufficient U.S. Government personnel are not available to perform these services, the services may be obtained by:

(1)  The use of small purchase and other simplified purchase procedures under the authority of Federal Acquisition Regulation (FAR) 48 CFR Part 13, Simplified Acquisition Procedures;

(2)  Sealed bidding under the authority of FAR 48 CFR Part 14; or

(3)  By negotiation under the authority of FAR 48 CFR Part 15.

b. Posts should establish reasonable service standards for the proper protection of effects to ensure high quality service.  Post should contact the Office of the Procurement Executive (OPE) Evaluation and Assistance Division for contract templates.

14 FAM 614.5-2  Establishing Requirements

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The arrangements made for packing and shipping household effects would be influenced by the size of the post, the type of quarters provided, and the presence of other foreign affairs agencies’ programs, which increase the number of persons the post assumes responsibility for servicing.

b. Posts should estimate their packing, crating, and shipping requirements based upon anticipated normal transfer of personnel that will occur during a 12-month period.  If the estimated volume of services is expected to exceed $25,000 each year, give consideration to the establishment of a contract in accordance with FAR 48 CFR 16.503, requirements contracts or 48 CFR 16.504, indefinite quantity contracts.  If the estimated volume of services is expected to be $25,000 or less each year, it may be more appropriate to obtain the services (case-by-case) in accordance with one of the small purchase or other simplified purchase procedures set forth in FAR 48 CFR Part 13.

14 FAM 614.5-3  Competitive Solicitations for Packing, Crating, and Shipping Services

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Solicitation for services:  Competitive solicitations shall be used to the maximum extent practicable consistent with the requirements of FAR 48 CFR 13.106-1 (b) for small purchases, and FAR 48 CFR 6.100 for procurements estimated to exceed $25,000.  Once a post establishes its requirements, it must develop specifications that promote full and open competition, and must prepare a solicitation document that sets forth the responsibilities of the bidders or offerors as well as the resultant contractor.  FAR 48 CFR 13.101, 48 CFR 14.201, and 48 CFR 15.406 provide requirements for the preparation of solicitations and documentation.

b. Ownership of containers:  In the pack-and-crate method, the shipping container and the packing materials furnished by the contractor become the property of the U.S. Government.  The destination post takes title and control over the shipping containers, cartons, and packing materials after the shipment is delivered and unpacked.  All posts should try to salvage incoming containers received in good condition.  The vans originating from Washington, DC, are well-made and designed with removable doors to facilitate their reuse, allowing posts to obtain an appropriate reduction in packing charges by furnishing vans to their contractors.  Shipping containers and packing materials used for shipment of effects by the through bill-of-lading method will remain the property of the carrier or its agent.

14 FAM 614.5-4  Determining Cost of Shipping Household Effects by Pack-and-Crate Method

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Pack-and-crate method means that the U.S. Government arranges for the export packing, local transportation, ocean shipment, and other services necessary to deliver effects to the employee's residence at destination.

b. Comparison of a quoted rate and the actual total cost for pack-and-crate shipments to a point will determine which is most advantageous to the U.S. Government.  A post must know how to compute the costs of various segments of a movement to determine charges.  Posts must consider the following separate service charges when using the pack-and-crate method:

(1)  Packing and preparing effects for shipment;

(2)  Inland freight to loading port;

(3)  Pier handling charges;

(4)  Ocean transportation charges to destination port;

(5)  Charges from discharge post to inland destination; and

(6)  Delivery and unpacking at residence.

c.  To properly evaluate costs, the receiving post should obtain current destination charges at Washington, DC or other posts to which through bill-of-lading rates are being considered.

d. 14 FAM Exhibit 614.5 illustrates the method a post should employ in computing its pack-and-crate costs.  The basic information on packing factors and tare ratios should be developed from the post's own records, using the exhibit as a step-by-step instruction.  The origin and transportation costs can be easily and accurately determined for comparison with rate quotations of through bill-of-lading carriers.

14 FAM 614.5-5  Through Bill-of-Lading Services

14 FAM 614.5-5(A)  Nature of Service

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The International Through U.S. Government Bill-of-Lading (ITGBL) Program is the preferred personal property shipment method and will be used for shipments between posts and the United States and for post to post shipments, except for posts with unique circumstances , such as nonavailability of ITGBL rates, ITGBL rates that are not cost-effective, or reduced or restricted shipping allowances.  A/LM and HR/EX, with post input, will document and justify exclusion from ITGBL participation.

b. The program provides all-inclusive shipping services for personal property during a transfer, based on a negotiated price and delivery date under the control and responsibility of a single transportation service provider.  It entails only one bill-of-lading and the processing of a single voucher.  The ITGBL forwarder or his agent will work directly with the employee for information required on customs documentation for shipments returning to the United States.

c.  The charges for this type of shipment are based upon a single factor rate per 100 pounds net weight, subject to a minimum charge for 1000 net pounds for household effects (HHE) and 100 gross pounds for unaccompanied air baggage (UAB).  The rates stipulated include the following services:

(1)  Conducting a pre-move survey;

(2)  Packing at residence, using new International Standards for Phytosanitary Measures No. 15 (ISPM-15) certified lift vans and new packing materials. Loose load directly into ocean containers is not authorized;

(3)  Stowing effects into shipping containers;

(4)  Transportation of shipment to port of embarkation;

(5)  Port clearance, loading, and ocean transportation;

(6)  Unloading and customs clearance arrangements at port of debarkation;

(7)  Temporary storage;

(8)  Hauling to residence at destination; and

(9)  Unpacking of effects and placement in residence.

NOTE:  Charges for any additional accessorial charges (Storage-in-transit (SIT), specialty crating, special lifting, etc.) will be billed as a separate charge and must be pre-approved by the responsible transportation office or servicing U.S. Despatch Agency.  The Transportation and Travel Management Division (A/LM/OPS/TTM) is the supporting office for most Canadian posts.

14 FAM 614.5-5(B)  Limitations of Service

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. There are posts where the ITGBL shipment method cannot be used due to post’s unique local circumstances, or due to nonavailability of ITGBL rates, ineffective ITGBL rates, or reduced or restricted personal effects shipping allowances.  Exclusion from the program requires posts to provide a justification to the Transportation and Travel Management Division (A/LM/OPS/TTM) detailing the service and cost obstacles.  The division will then work with commercial industry to overcome the obstacles, excluding the post from participation until the issue(s) are resolved.

b. ITGBL service is limited to household effects (HHE), consumables (CNS), unaccompanied air baggage (UAB), and privately owned vehicles (POV).

c.  The required minimum weight for an ITGBL shipment is 1000 net pounds. This can be HHE only, consumables only, or a combination of HHE and consumables. The minimum UAB shipment weight is 100 gross pounds.

14 FAM 614.5-5(C)  Advantages of Through Bill of Lading

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Claims are filed directly with the forwarder.  ITGBL service provides full replacement liability for loss or damage up to the maximum liability of $8.50 times the net weight of the shipment or the blue book value of privately owned vehicles (POVs).  ITGBL claims are generally settled within 30 days from date of filing with the freight forwarder.

b. Documents are issued by the servicing Despatch Agency.  Posts are not required to issue any shipping documents.

c.  Lower cost is generally achieved with the ITGBL for household effects (HHE), and ITGBL is generally the best value when compared to cost of the direct procurement method.  This does not mean that it is always the best or most economic method of transporting a particular shipment.  The Despatch Agency servicing a post will carefully compare ITGBL and direct-procurement method rates to determine best value to the U.S. Government.  In addition, A/LM/OPS/TTM/TM will monitor transportation lanes to ensure use of cost effective shipping methods and will recommend changes accordingly.

d. Overseas local agents are solicited annually in February by the Transportation and Travel Management Division of the Office of Logistics Management (A/LM/OPS/TTM).  TTM will ask posts to provide a minimum of three (if available) preferred local transportation service providers or agents that can provide packing/ and unpacking services on behalf of a forwarder.  Local destination agents selected by post need not be under contract to be used under the ITGBL program.  All ITGBL forwarders must submit their tender offers based on using post’s list of recommended local transportation service providers or agents.  Posts should send their list of preferred local transportation providers or agents in order of preference to A/LM/OPS/TTM/TM via cable, or by email to TransportationQuery@state.gov or by fax at (202) 663-0981 attn:  ITGBL Coordinator.  More information on selecting local agents can be found in 14 FAM 614.5-7.

e. Quality control oversight of the quality of packing and unpacking services is managed by post through involvement in selecting the local transportation service providers or agents.  Local transportation service providers or agents who provide poor service can be removed from the local pool as necessary.  Removals must be coordinated prior to removal with the ITGBL coordinator in A/LM/OPS/TTM/TM.

f.  Website tracking of shipments is available through ILMS status tracking, or by using “Where's my shipment?” available at or using the forwarder’s tracking website (password controlled) that is provided by the forwarder to each relocating employee.

g. En Route Notices via email to post are issued by both the forwarder and the Department.

h. Payments to local transportation providers or agents are handled by the forwarder, reducing paperwork at post.

14 FAM 614.5-5(D)  Mechanics of the Through Bill-of-Lading Program

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Post or the employee must enter the shipment request pack-out into Transportation Lite for review by their servicing Despatch Agency listed in 14 FAM 614.5 to request booking for an ITGBL shipment.

b. Employee must coordinate with the ITGBL forwarder to provide data for U.S. Customs forms or supplemental shipment forms for household effects or UAB shipments.  POV shipments will require the employee to complete a Form JF-49, Vehicle Shipment, for the forwarder and provide a front-and-back copy of the title or other document to prove ownership.

c.  The servicing Despatch Agency will:

(1)  Book shipment with forwarder;

(2)  Provide post with shipping details;

(3)  Provide origin agent’s name;

(4)  Provide destination agent’s name;

(5)  Provide in-transit agent’s name;

(6)  Enter information in the Integrated Logistics Management System (ILMS);

(7)  Produce and audit the U.S. Government bill-of-lading (GBL);

(8)  Track shipment; and

(9)  Approve/disapprove accessorial services requests.  (See 14 FAM 611.6 for limitations on such requests.)

d. For pack outs from the United States to post, the forwarder’s selection is fully automated based on best rates and performance.  The employee’s Washington, DC based transportation counselor issues the U.S. Government bill-of-lading (GBL) and performs the same functions as the Despatch Agency in paragraph c of this section.

14 FAM 614.5-5(E)  Through Bill-of-Lading Despatch Agency Support

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

For assistance with any questions concerning the International Through U.S. Government bill-of-lading (ITGBL) program, please contact the Despatch Agency office supporting your geographic region.  Consult the table below.

Despatch Agency Contacts

Despatch European Logistical Support Office (ELSO) handles ITGBL shipments from Europe (EUR), Africa (AF), Near East (NEA), and the following posts in South and Central Asia ((SCA):  Tajikistan, Turkmenistan, Uzbekistan, Kyrgyzstan, Kazakhstan) and from post-to-post in these regions.

Office

Phone

Email

European Logistical Support Office (ELSO)

32-3-540-2011

Despatch_Agency_ELSO@state.gov

Fax

32-3-540-2040

 

DA Seattle handles ITGBL shipments from the following posts in South and Central Asia ((SCA):  Afghanistan, Pakistan, Bangladesh, Bhutan, India, Maldives, Nepal and Sri Lanka), East Asia and Pacific (EAP), and Vladivostok.

Office

Phone

Email

Despatch Agency, Seattle

(206) 764-3805

Despatch_Agency_Seattle@state.gov

Fax

(206) 764-6660

 

Despatch Miami:  Supporting Caribbean, Central and South America (not Mexico)

Office

Phone

Email

Despatch Agency, Miami

(305) 640-4574

Despatch_Agency_Miami@state.gov

Fax

(305) 715-3502

 

DA Brownsville:  Supporting Mexico posts

Office

Phone

Email

U.S. Logistics Center, Brownsville

(956) 982-3916

DespatchAgencyUSLCBrownsville@state.gov

Fax

(956) 982-6832

 

DA DC handles all outbound ITGBL shipments from the United States as well as shipments from the United States to Canada and Mexico and all domestic U.S. shipments.

All other ITGBL questions to Transportation Management Branch

Office

Phone

Email

ITGBL Coordinators

(202) 472-8480

TransportationQuery@state.gov

Fax

(202) 472-8451

 

14 FAM 614.5-6  Inspect Packing at Post

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The general services officer (GSO) should arrange to inspect the packing performance of all local agents designated by the post, whether the through bill-of-lading service or the pack-and-crate method is used.  The GSO should examine all work to be certain that it is performed in accordance with the standards prescribed by the post.  The GSO should pay particular attention to the following:

(1)  Packing:  Check to be sure that good quality packing materials and protection are used in the packing of the effects;

(2)  Inventory:  Ensure that a complete and proper inventory is prepared for ITGBL and Direct Procurement Shipment (DPS) HHE, UAB and consumables shipments.  The inventory must describe the shipped articles and their condition, and cannot include any articles described as “packed by owner (PBO) or “contents unknown.”  Such descriptions flag shipments for close inspection by U.S. Customs, TSA officials, Department of Agriculture inspectors, or foreign government customs officials who all have the authority to delay a shipment pending determination of the shipment contents.  Contracts and tenders initiated by posts should also include a prohibition against “packed by owner (PBO)” and “contents unknown” descriptions for all ITGBL and DPM HHE, UAB and consumables shipments;

(3)  Shipping container:  Determine that the ISPM certified shipping container is well made, properly lined with a waterproof barrier, and sturdy enough to provide adequate protection to the shipment.  Do not use a container too large for the effects; and

(4)  Loading:  Be certain that effects are properly stowed and distributed within the container.

b. All space between cartons and pieces in the shipment should be filled by the insertion of cushioning material or dunnage to keep the load tight and to prevent it from shifting within the container.  Heavy items should be placed on or near the floor of the lift van, not placed on top of lightweight and/or easily crushed items.

14 FAM 614.5-7  Selecting a Local Agent at Post

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Post's GSO should inspect all potential Local Agents to ensure there is adequate equipment, facilities and support staff.  14 FAM Exhibit 614.5-7 is an example of an inspection checklist that may be used.

a. Post does not need to have a contract with the company to designate them on the Local Agent list mentioned in 14 FAM 614.5-5.

b. The service agreement will be between the contracted ITGBL service provider and the local agent.

c.  The GSO should verify the following before submitting a company as a local agent:

(1)  Facilities:  Ensure the facilities are of sound construction that can properly protect shipments from inclement weather.  Facilities should be secure with proper safety measures in case of fire.  Review the condition of the warehouse for organization, cleanliness and proper rodent prevention.

(2)  Equipment and supplies:  The company should demonstrate the capability to provide adequate amount of new supplies to cover the volume of personal property or POV shipments arriving to and departing post.  Supplies must meet all FAM and customs requirements.  The company must have triwalls measuring 5, 10 and 15 cuft for UAB shipments (14 FAM 613.3-1) and new ISPM certified liftvans for HHE shipments.  The company should have adequate amount of trucks, portable scales for UAB shipments and a certified scale to weigh shipments at their warehouse.  The scale must be calibrated and certified every 12 months at a minimum.

(3)  Support staff: The company should demonstrate capabilities to support post and the ITGBL service providers with regular status updates, coordination of movements and customs clearances.

14 FAM 614.6  Shipping Effects to United States

14 FAM 614.6-1  Surface Shipments Other than Residence-to-Residence Movements

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The U.S. Despatch Agent must arrange for clearance through U.S. Customs for HHE shipments.  Clearance will only be made for those shipments which conform to regulations.  After clearance processes are completed, shipments will be forwarded to an approved inbound contractor for Washington, DC or a firm selected by the transportation office of the employee's agency.  It is the employee's responsibility to contact his or her agency's transportation office to determine the name, address, and phone number of the packing firm receiving the inbound HHE shipment, and to contact the firm for arranging a date and time to deliver and unpack the HHE shipment.

b. The GSO at the originating post should ensure that the following actions are taken:

(1)  The consignee shown on the ocean bills-of-lading should be the appropriate U.S. Despatch Agent as determined from the consignment markings, examples of which are given in 14 FAM Exhibit 614.6-1;

(2)  Posts in Canada will have HHE shipments loose loaded and shipped utilizing a van line carrier.  The shipments will then be sent to the Department's inbound contractor if designated for permanent storage, or packed and shipped as a residence-to-residence van line move to the employee's CONUS address (if known and available for occupancy upon arrival), or for temporary storage if the address is unknown or is unavailable for occupancy upon arrival;

(3)  Posts in Mexico will have HHE shipments export packed in approved wooden lift vans and sent by motor freight via the applicable border consulates Tijuana, Nogales, Cuidad Juarez, Nuevo Laredo or Matamoros (U.S. Logistics Center Brownsville, TX).  The USLC will then coordinate with the consulate to transport the HHE to the appropriate CONUS location by motor freight;

(4)  Shipping containers should be stenciled or otherwise legibly marked:

U.S. Despatch Agent (include city, State, and zip code)
For Forwarding to:  John Jones (Agency)
c/o Department's Inbound Contractor
Washington, DC

Via:  Baltimore (or other U.S. Despatch Agent as appropriate)

PS or TS (permanent or temporary storage awaiting
delivery/unpacking);

      Gross Weight (Lbs)

      Net Weight (Lbs)

(5)  When the HHE shipment originates at a Mexican post, the U.S. border gateway (i.e., Laredo or San Diego) should be placed in the remarks following "Via:";

(6)  If the ultimate destination is a U.S. port of call, the HHE shipment should be routed to that U.S. port of call if service exists.  If the destination is other than the metropolitan Washington, DC area, and is not a port of call, the HHE should be routed for discharge to the U.S. port closest to the inland destination.  The shipping containers (wooden lift vans) should be stenciled or otherwise legibly marked with the name and address of the consignee and the port of discharge as follows:

U.S. Despatch Agent (include appropriate city, State,
and zip code)
For Forwarding To:
John Jones (Agency)
123 Main Street
Waco, Texas Via:  Houston

TS (for temporary storage awaiting delivery/unpacking); and

(7)  If the ultimate destination is the West Coast of the United States, the Department maintains packing firms under contract in Seattle to which all HHE shipments should be consigned.  Shipping containers (wooden lift vans) should be stenciled or otherwise legibly marked with the name of the employee in care of the unpacking contractor as follows:

U.S. Despatch Agent (include city, State, and zip code)
For Forwarding To:
John Jones (Agency)
c/o U.S. DESPATCH AGENCY
SEATTLE, WASHINGTON

PS or TS (permanent or temporary storage awaiting delivery/unpacking).

14 FAM 614.6-2  U.S. Customs Documentation

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When HHE shipments are destined for the United States by a through bill-of-lading carrier, the employee must in all cases complete a U.S. Customs Form 3299, Declaration for Free Entry of Unaccompanied Articles (Form CBP-3299).  The GSO will give the completed form to the local agent of the through bill-of-lading carrier for transmission to the carrier's customs broker at the U.S. port of entry.  Completion of this form is essential to avoid delays when the shipment arrives in the United States (see 14 FAM 614.5-5).

b. In some cases, as requested by the clearing U.S. Customs officials, employees will be required to provide a copy of their official passport.

c.  When shipments destined for the United States are made by the pack-and-crate method, a Form CBP-3299 is not necessary as the shipments are consigned directly to the U.S. Despatch Agent for clearance.

14 FAM 614.6-3  Within 50-Mile Radius of Washington, DC

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Direct payment for cost of local cartage, delivery, and unpacking on behalf of employees will be made by the Department or Agency for employees who are assigned to the Washington, DC, area, who plan to reside and who have shipments terminating within a 50-mile radius of Washington, DC.  This procedure, however, is not applicable to effects held in the Washington, DC area in loose storage, nor does it affect incoming motor van movements.

b. Authorizing services:  The Department or agency will issue an order to the contractor allowing for performance of in-transit storage, local cartage, and unpacking services.  At the time of delivery to residence, the contractor will unpack and place all effects in the employee's residence as directed by the owner or the owner's representative.  Packing materials and shipping containers, except metal or special type vans that are the property of another firm, become the property of the contractor.

c.  Employees who have any doubt whether or not the destination of their HHE shipment lies within a 50-mile radius of Washington, DC should contact the Department's Travel and Transportation Management Division (A/LM/OPS/TTM).

14 FAM 614.6-4  Beyond 50-Mile Radius of Washington, DC

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

The U.S. Despatch Agency responsible for clearing HHE shipments terminating in the United States (see definition in 14 FAM 511.3) beyond a 50-mile radius of Washington, DC (in conjunction with the employee's agency's transportation office) will select an appropriate local moving firm near the employee's ultimate destination.  The firm will receive the HHE shipment from the motor freight carrier bringing it from the U.S. port of entry and will be temporarily held until the employee calls to arrange for a delivery date and time.  The Department or agency will make direct payments to the local moving firm for delivery, unpacking, and removal of all debris for items that the firm unpacked.

14 FAM 614.6-5  Unaccompanied Air Baggage (UAB) Shipments of Personal Effects

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Shipments of unaccompanied air baggage (UAB) destined for the Washington, DC metropolitan area on direct flights to Washington's Dulles International Airport only, are to be marked, consigned, and prepaid directly to the Department's Travel and Transportation Management Division (A/LM/OPS/TTM).  Air shipments of UAB destined for areas of the United States other than the Washington, DC metropolitan area should be marked, consigned, and prepaid to the appropriate U.S. Despatch Agent based on the U.S. gateway designated in 14 FAM Exhibit 614.6-5.

NOTE:  The air shipment is to terminate at the U.S. gateway designated in 14 FAM Exhibit 614.6-5.  The U.S. Despatch Agent will arrange for customs clearance and issue a new GBL to forward the air freight to the ultimate destination.  The employee's name (and agency), destination address, telephone number, and appropriate fiscal data must be typed in the "Nature and Quality of Goods" section of the air waybill.  A complete and legible inventory of the UAB or HHE shipment must accompany the shipment in a waterproof pouch on the number one piece or box.  The inventory must be in English, or have an accurate translation attached.

b. The U.S. air gateway (i.e., point at which the shipment enters the United States) should be determined in advance and one of the following instructions should be endorsed on the air waybill:

(1)  Either on arrival at Washington, DC (Washington Dulles International Airport only), notify the Travel and Transportation Management Division (A/LM/OPS/TTM), Department of State, Washington, DC  20520, to arrange for customs clearance; or

(2)  On arrival, notify the U.S. Despatch Agent (place address and telephone number of appropriate U.S. Despatch Agent here from list found in 14 FAM Exhibit 614.6-5) to arrange customs clearance.

    EXCEPTION:  If there are nonstop (i.e., direct) flights from employee's area to one of the approved U.S. gateways other than the one listed for employee's area and this U.S. gateway is closer to the employee's ultimate destination, the GSO should route the air shipment to the alternate U.S. gateway.  There the U.S. Despatch Agent will issue a new U.S. Government bill of lading (GBL) and forward the shipment to the ultimate destination. UAB arriving at Dulles International Airport for the Washington, DC metropolitan area and will be collected by one of the Department's inbound delivery contractors for delivery to the employee's residence.

c.  If the employee has a bona fide delivery address and telephone number before departing from post, they should be typed on the air waybill and a cable notification to State (A/LM/OPS/TTM) and to the appropriate U.S. Despatch Agency.  If the destination is outside the airline delivery area or the airline cannot telephone the employee or employee’s agent to arrange for a delivery, the UAB shipment will be turned over to the inbound delivery contractor in Washington, DC or a local moving firm at the final destination for delivery to the employee's residence.

d. To ensure the clearance of effects through U.S. Customs with minimal delay, the En Route Notification for air freight en route must be sent when the losing post initiates the shipment.  Copies of the notice should go to the U.S. Despatch Agent or the Department's Travel and Transportation Management Division (A/LM/OPS/TTM) with an information copy to the employee's agency, if other than State.

e. Posts forwarding shipments by air to a U.S. Despatch Agent must attach legible copies of the packing list and an inventory (HHE or UAB) to the air waybill as well as the En Route Notification).  The packing list/inventory, with the air waybill, must be sent to the U.S. Despatch Agent by the fastest means possible (i.e., APO air mail, international air mail, or courier service).  The packing list must be legible and in English (or a bona fide English translation must accompany the original) and must provide the following information:

(1)  Name of employee, Agency, and whether HHE or UAB;

(2)  Type of shipping container (e.g., box, crate, carton, etc.);

(3)  Detailed listing of inventory numbers for each shipping container:

      NOTE:  Posts must instruct their packers to mark the shipping containers with "1 of 1," "1 of 4," "3 of 5," etc., to identify each container on the packing list;

(4)  Gross cubic (in cubic meters and feet) and outside dimensions (length by width by height in centimeters and inches) of each shipping container;

(5)  Net and gross weight (in kilos and pounds) of each shipping container;

(6)  Ultimate destination with address and telephone number (if known); and

(7)  Fiscal data.

f.  U.S. Customs regulations require that the U.S. Despatch Agent submit a detailed packing list and inventory with the U.S. Customs Form CBP-3299.

g. Failure to provide the packing list and inventory may delay the shipment from being cleared (in some instances, for 2 to 3 weeks), inconvenience the employee, and result in increased cable traffic, storage charges, and unpacking and examination charges.  If the shipment transits ELSO, the post should forward the packing list and inventory to ELSO-Antwerp.  ELSO will forward the documents to the appropriate U.S. Despatch Agent at the time the shipment is forwarded to the United States.

14 FAM 614.6-6  Prohibited Shipments

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Alcoholic beverages, international through U.S. Government bill-of-lading (ITGBL) shipments and nonconforming personal vehicles for all U.S. Government employees may not be sent through the U.S. Despatch Agent.

b. Shipments of household effects and personal vehicles for military service members and Department of Defense (DoD) civilian employees may not be sent through a U.S. Despatch Agent unless permission to do so is specified in a current memorandum of agreement or memorandum of understanding between the Department and DoD regarding shipment of personal vehicles or household effects.

c.  See 14 FAM 618.3-1(C) regarding shipments of alcoholic beverages and foodstuffs.

14 FAM 614.7  Shipments Handled by European Logistical Support Office (ELSO)

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Overview:  ELSO is part of the State Department Office of Logistics and has been designated as a Regional Logistics Center (A/LM/OPS/RLC).  ELSO is both an origin point for shipments from overseas missions and a through point for those shipments that are received from the U.S. Despatch Agencies for on forwarding to their final destination in Europe, Africa, the Middle East and other places worldwide.  ELSO also returns shipments to the United States and destinations worldwide and is an authorized point for long term storage of personal effects as well as emergency storage for personally owned vehicles.

b. ELSO is located at the port of Antwerp and also receives cargo coming in via the ports of Rotterdam and Bremen.  This cargo goes to the Consolidated Receiving Point (CRP) which is a commercial, contractor’s facility for receipt and handling of personal effects and supplies for the account of the U.S. Government.

c.  Forwarding:  To improve forwarding of shipments of household and personal effects to/from/via ELSO, to reduce transit times and to avoid storage charges, note the following:

(1)  Normally, route only household effects and personally owned vehicles via ELSO for transshipment;

(2)  Follow procedures outlined in 14 FAM 614.6 for shipments to the United States;

(3)  Use a through air waybill whenever possible from the origin post to destination post for unaccompanied air baggage (UAB) shipments; and

(4)  Unless no other routing is available to the post, do not consign UAB shipments to ELSO for transshipment.

d. Surface shipments (ocean/truck/rail) from posts forwarded via Antwerp for transshipment must be consigned:

      American Embassy Office (ELSO)
Atlantic House
Noorderlaan 147 - 10A
2030 Antwerp, Belgium
Phone:  +32-3-540-2011
Fax:  +32-3-540-2040
Email:  Despatch_Agency_ELSO@state.gov

NOTE:  ELSO is the consignment address and not the delivery address.

e. CRP warehouse location (cargo delivery address):


GOVLOG N.V.
Belcrownlaan 23,
B-2100 Antwerp, Belgium
Phone:  +32-3-360-5602

f.  Surface shipment (ocean/truck/rail) from posts forwarded via ELSO’s agent in Bremen for transshipment must be consigned:

      American Embassy Office (ELSO)
c/o Carl Hartman
Oelmuehlenstrasse 11/13
28195 Bremen, Germany
Phone:  +49 (421) 30.29.326

NOTE:  All shipping documentation should be forwarded directly to ELSO Antwerp.

g. Air shipments forwarded to ELSO should be routed to Brussels, Zaventem airport and must be consigned:

      American Embassy Office (ELSO)
c/o Gosselin Airfreight Division
Brucargo Building 739-1st floor
1931 Zaventem, Belgium
Phone:  +32-2-613-33.30

NOTE:  All shipping documentation should be forwarded directly to ELSO Antwerp.

h. Permanent storage shipments authorized for storage at ELSO Antwerp must be consigned as follow:

      American Embassy Office (ELSO)
Permanent Storage: Property of:  (name)
c/o GOVLOG N.V.
Belcrownlaan 23,
B-2100 Antwerp, Belgium

i.  Marking cargo:  Lift vans for personal effects should be clearly marked with the consignment address, employee’s name and ultimate destination as designated by the gaining post.  Marking should be legible and complete, preferably stenciled or indelibly labeled (no paper labels glued or stapled on vans).  Lift vans with previous markings should have the old markings obliterated so that only the current marks are visible to avoid confusion on receipt at the CRP or possible misshipment.  Shipments for permanent storage should be clearly marked as such.

j.  Notification: Shipments inbound to ELSO requires advance notification from shipping posts or U.S. Despatch Agency offices via the En Route Notification.  Advance notification with accurate and complete information is essential so that a computer file can be created for tracking and shipping cargo.  Packing lists (in English), shipping documents and other pertinent paperwork should be forwarded to ELSO via the quickest means possible.  Notification telegrams should provide all information as shown in the format and be for one employee and one shipment type.  Posts should provide as much detail as possible (e.g., a motorcycle is included in household effects (HHE) shipment; consumables are being shipped as HHE, etc.) in the comments section.

k. When shipments are outbound, ELSO sends advance notification (pre-advice email) to serviced posts to advise receipt of personal effects and/or supplies and to request forwarding instructions for export.  ELSO sends pre-advice emails to posts based on their request for them and their requirements.  Once export arrangements are made by ELSO, a Notification of Shipment En Route to post email is generated to provide the receiving post with status and export details of shipment(s).

l.  Receipt of cargo:  All cargo handled by ELSO is received at the CRP facility warehouse and the contractor is responsible for receipt of the correct number of pieces and for noting any overages, shortages or damages on items received.  A more detailed report is completed when personal or official vehicles are received at the CRP.  When necessary, ELSO has minor repairs done on boxes, crates and lift vans or has shipments re-packed for shipment or storage.  If applicable, claims are filed with the parties responsible and/or ELSO assists in providing supporting documentation for claims action.

m. Documentation:  Various types of documents are required for different shipment types and should be sent to ELSO by the quickest available means.  Some shipments require copies of passport ID pages or vehicle registration paperwork which should be scanned or digitally copied and sent via email.  Fax copies should be avoided if possible as they can be unclear, dark in color (photos) and difficult to reproduce for further use:

(1)  HHE and UAB shipments require:

(a)  Copy of inventory/packing list in English, showing net weight, gross weight and dimensions or volume;

(b)  Copy of travel authorization (particularly for non-State shipments) with complete funding information; and

(c)  Legible scanned copy of diplomatic passport ID pages;

(2)  Consumables (CNS) shipments require:

(a)  Copy of valid travel authorization showing a consumable entitlement; and

(b)  Post should advise ELSO of any special marking or packing requirements for importation of food, liquor or tobacco products;

(3)  Privately owned vehicle (POV) (non-DOD) shipments require:

(a)  Copy of valid travel authorization showing shipment of POV for emergency storage in ELSO;

(b)  Post should advise if vehicle meets United States specifications, advise VIN, chassis number if different from VIN, and engine number, provide complete description including year, make, model, and vehicle color;

(c)  Legible scanned copy of diplomatic passport ID pages; and

(d)  See 14 FAM 615.8, paragraph b, for limitations on vehicles in excess of 800 cubic feet;

(4)  Motorcycle shipments:  Documentation must include motorcycle year, make, model, color, VIN and/or chassis number and if the vehicle meets U.S. specifications;

(5)  Surface deployment and distribution command (SDDC) POV shipments require:

(a)  Copy of DOD travel authorization or letter of intent;

(b)  Copy of vehicle title – front and back;

(c)  Copy of vehicle registration from host country; if vehicle documentations does not show vehicle color, advise Despatch Agency of color;

(d)  Copy of passport ID pages; and

(e)  Post must provide to ELSO a total of all costs involved to move vehicle from post-to-ELSO or post-to-post as applicable;

NOTE:  SDDC vehicle shipments are for DOD personnel assigned to the embassy and are shipped in the same way as DOS personal vehicles except that post must contact ELSO for funding to ship POV and not use fiscal data from member’s orders.

(6)  ITGBL shipments of HHE and UAB:  International through U.S. Government bill of lading shipments (ITGBLs) are shipment movements for personal effects from door-to-door.  Since ITGBL moves include packing and pick-up at origin and delivery and unpacking at destination, they should only be used for employees who have a delivery address and not for shipments to storage.  Post should contact ELSO to schedule ITGBL shipments and provide the following information for the ITGBL shipment file:

(a)  Shipment type (e.g., HHE or UAB) and estimated weight(s);

(b)  Origin packer name and pack-out dates;

(c)  Complete residence pick-up address;

(d)  Complete ultimate delivery address and phone number;

(e)  Limited power-of-attorney signed by employee (if required by ITGBL forwarder);

(f)   Supplemental declaration for unaccompanied effects (if required by ITGBL forwarder); and

(g)  Employee travel information for 3299, to include: name of airline taking employee to the United States, flight number and time of arrival in the United States, airport of entry into the United States, names of accompanying family members and employee’s length of time at post (arrival date and departure date);

NOTE:  POV shipments may be made under ITGBL but post should check and confirm with ELSO to insure that the move is cost effective.

(7)  Wine or liquor shipments:  Per 14 FAM 618.3-1(C), alcoholic beverages not accompanying travelers are forwarded through commercial channels and are not shipped in care of U.S. Despatch Agencies; owners are responsible for clearance and payment of import duties, etc.:

(a)  Shipping arrangements can be made by ELSO but the employee shipping the alcoholic beverages must advise complete consignment information on the commercial receiving/clearing agent at port of destination.  Shipment cannot be made until this information is received;

(b)  Copy of detailed inventory list in English must be supplied by owner and the list must include details of brand, type, number of bottles, etc.; and

(c)  Copy of diplomatic passport ID pages.

14 FAM 614.8  Use of Advantageous Rates

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

When lift vans are not used and different freight rates are applicable to various goods comprising the effects, posts should package and describe the effects to permit utilization of a lower rate or combination of rates.

14 FAM 614.9  Instructions for Lift Vans to Be Used for Shipment or Permanent Storage of Household Effects

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Size:  For shipment or permanent storage of HHE wooden or plywood lift van, maximum dimensions should not exceed eight (8) feet in length, six (6) feet 10 inches in height, and six (6) feet in width.  These measurements are necessary for proper and safe handling of lift vans at piers and warehouses.  The limitations ensure that lift vans fit into steamship containers wherever this service is provided by the ocean carrier.

b. Markings:  Stenciling or marking an employee's Social Security Number (SSN) on any interior or exterior packing materials, crates or lift vans or written on commercial documents is prohibited.  There is no requirement for SSNs to be stenciled or marked on any interior or exterior packing material, crates or lift vans.  (See 14 FAM 614.6-1, subparagraphs b(3), b(5), and b(6), and 14 FAM Exhibit 614.6-1 that contains information on proper marking of lift vans and exterior packing materials.)

c.  Wood-packing materials:

(1)  The Department of Agriculture (USDA) has published new rules at 7 CFR 319.40:  All solid wood-packing material (SWPM) imported into the United States must be either heat-treated or fumigated and marked with an approved international mark certifying treatment.  This change will affect all wood packaging material in connection with importing goods into the United States.  This rule does not affect manufactured wood products such as plywood and manufactured lumber products.  Similar rules are being put into effect in other countries;

(2)  All wood-packaging material entering into the United States must be either heat treated or fumigated with methyl bromide, in accordance with the Guidelines on 7 CFR 319.40 - Importation of Wood Packaging Material, as published on September 16, 2004, and marked with an approved international mark certifying treatment.  Heat treatment is preferred;

(3)  If the fumigation method is chosen, post needs to take precautions to ensure only the wood products are fumigated.  Do not, repeat, do not fumigate a crate or a container with personal effects inside;

(4)  Lacking an approved international mark certifying heat treatment, a certificate of fumigation with methyl bromide must accompany all inbound HHE shipments destined for the United States.  Shipments that arrive in the United States of America not in compliance may be denied entry and ordered returned to the origin country.  Any questions concerning the use of Methyl Bromide may be addressed to USDA;

(5)  For a complete list of other affected countries with similar wood importation restrictions and the effective date of the restrictions, visit the USDA website.  Because similar wood restrictions are already in place in the European Union, shipments destined or transiting through our storage facility in ELSO Antwerp should also be heat-treated or fumigated with methyl bromide; and

(6)  Please also note that exotic plant pests have been linked to the importation of SWPM.  These pests are a serious threat to agriculture and natural, cultivated, and urban forests in the United States and other countries.  For this reason, globally accepted measures are being applied to eliminate the risk for pests associated with the SWPM.  The International Plant Protection Convention website provides the name of the official in each foreign country who can provide a list of approved contractors that can provide appropriate fumigation and other pest control measures.

14 FAM 614.10  Bills of Lading

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

List each employee's effects on a separate bill of lading.  Each of the following items must be entered on a separate bill of lading or specifically itemized on the same bill of lading in accordance with 14 FAM 618.3-1(C).  The term "specifically itemized" used here means there is a line entry specifying the name of each items, its weight or volume, and total number.  (See 14 FAM 618.3-1(C) when case(s) of alcoholic beverages and tobacco products are being shipped to the United States.)

14 FAM 614.11 Abandoned Personal Effects

(CT:LOG-257;   03-29-2019)

(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Voluntarily abandoned personal effects:  Personal effects are considered voluntarily abandoned when the owner of the property intentionally and voluntarily gives up title to such property and title vests in the U.S. Government.  The owner must provide a receipt of the property to the post, post-supported Despatch Agency or the Director, Transportation and Travel Management Division, to show the property was voluntarily relinquished.  All correspondence to include the receipt of the property must be attached to the Integrated Logistics Management System (ILMS) shipment record.  Once the property is voluntarily abandoned, the employee forfeits their right to file a claim on any of the property and the U.S. Government may proceed with disposal of the property.

b. Involuntarily abandoned or unclaimed personal effects:

(1)  Involuntarily abandoned or unclaimed personal effects with an expired storage entitlement must be retained at minimum 75 calendar days from the date storage expired or the date the property was found, or from the date the last attempt was made to contact/notify the owner – whichever is later.  All effort to locate the owner of the property must be documented and or attached to the ILMS shipment record.  Unless the previous owner files a claim, title to the property vests in the U.S. Government after 75 calendar days;

(2)  Disposal of involuntarily abandoned or unclaimed personal effects must be approved by the Director, Transportation and Travel Management Division (A/LM/OPS/TTM).  After all effort is made to locate the owner, post must contact their servicing Despatch Agency to obtain a signed approval memo from the Director, Transportation and Travel Management, before disposing of the personal effects.  A copy of the disposal approval must be placed in the ILMS shipment record for future reference;

(3)  The employee forfeits the right to file a claim 75 calendar days from the date storage expires (i.e., receive any compensation).  If the owner attempts to file a claim on the personal effects that were disposed of, the value will not exceed the depreciated value of the items at the time of disposal minus any additional storage costs the Department incurred for storage time beyond the authorized storage entitlement.

14 FAM 615  PRIVATELY OWNED MOTOR VEHICLES (POVS)

14 FAM 615.1  Allowable Expenses

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The cost of transporting a motor vehicle is allowable only when the privately owned vehicle (POV) is owned by the employee or an eligible family member.  Except as provided in 14 FAM 615.3, 14 FAM 615.4, and 14 FAM 615.5, no expenses are allowed in excess of the cost of transportation between the authorized points of origin and destination, or between the factory site and the authorized destination, whichever involves the lesser cost.

b. Shipment of a POV between domestic origination and domestic destination points in the continental United States (CONUS) may be authorized on a case by case basis when it is determined to be advantageous to the U.S. Government or that travel by POV would be dangerous or cause undue hardship.

c.  Shipment of a POV at U.S. Government expense may be authorized from a location in the continental United States (CONUS) to a gaining post abroad in connection with an employee’s transfer from a post abroad to a new assignment (including combined home leave and transfer orders) only if:

(1)  In accordance with 14 FAM 566, the authorizing official has determined that it is advantageous to the U.S. Government for the employee to drive the POV from the losing post to the location from which the vehicle will be shipped;

(2)  The employee’s travel orders expressly authorize the POV to be driven to the location from which the vehicle will be shipped;

(3)  The authorizing official has determined that shipment from the shipping location to the gaining post is advantageous to the U.S. Government; and

(4)  The shipment is not otherwise prohibited by law or regulation.

d. POV shipments to separate maintenance allowance locations:

(1)  Shipment of a POV at U.S. Government expense is only authorized for an involuntary separate maintenance allowance (ISMA).  Any shipment of a POV for an approved voluntary separation maintenance allowance (VSMA) location is at the employee's personal expense;

(2)  Upon approval of an involuntary separate maintenance allowance (ISMA), a POV may be shipped from the losing post to the authorized ISMA location in the United States or into emergency storage (see subparagraph e(2) in this section).  Follow-on shipment of a POV from the authorized ISMA location to the gaining post is authorized; and

(3)  When an alternate ISMA location is elected outside of the United States, the employee has the option to ship the POV from the losing post to the approved alternate ISMA location on a cost-constructive basis.  Follow-on shipment of a POV from the approved alternate ISMA location to the gaining post is authorized on a cost-constructive basis.

e. POV shipments to alternate destinations:

(1)  If an employee has orders returning him or her to a U.S. assignment from a post abroad, a POV may be shipped to an alternate port on a cost-constructive basis;

(2)  If shipment of a POV is not allowed to the gaining post based upon suitability or post restrictions and an employee qualifies for emergency storage in accordance with 14 FAM 628.1, the employee may request shipment of a POV to an alternate destination on a cost constructive basis against the cost of shipping the POV to the authorized emergency storage location, the storage cost for the expected duration of the assignment, and the associated processing fees at the authorized emergency storage location.  If an employee elects to ship a POV to an alternate location in lieu of emergency storage, any subsequent shipment of a POV from the alternate location to a new post against a subsequent travel authorization will also be on a cost constructive basis.  Placing a POV into emergency storage or cost constructing POV shipment in lieu of placement into emergency storage does not preclude the shipment of a suitable vehicle from losing to gaining post.  If an employee elects emergency storage in accordance with 14 FAM 628.1 and also ships a suitable vehicle to his or her next assignment, the employee will be able to ship only one POV to any follow-on assignment;

(3)  An employee has the option to ship his or her vehicle to an alternate destination on a cost-constructive basis in lieu of shipment to his or her onward assignment abroad.  Delivery of the vehicle to the alternate destination is on a cost-constructive basis and concludes the U.S. Government’s responsibility for this entitlement, i.e., no additional vehicle shipment using the same travel authorization, including amendments to the same travel authorization is allowed.  The GSO/transportation office should advise the employee of excess transportation charges due to cost-constructing before the POV is shipped.  The employee should pay any such excess transportation charges to the post cashier, or in Washington, DC to the Comptroller and Global Financial Services (CGFS) cashier, HST, Room 1258, prior to shipment.  The employee remains responsible for payment of excess costs even if excess cost information is not provided until after shipment.  Shipments to/from/between alternate international destinations not on the travel authorization may be subject to customs and duty fees to be paid directly to the broker or clearing firm.  The employee is responsible for verifying clearance requirements in advance, processing all necessary clearance documentation, and paying all associated fees to alternate destinations not on the travel authorization; and

(4)  An employee may ship his or her POV to an alternate destination on separation orders on a cost-constructive basis.  The POV must be shipped to the location the employee is actually separating to.

14 FAM 615.2  Shipment

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When it is necessary to ship an automobile in connection with transfers between posts and to assignments in the United States, avoid crating if possible.  The following factors are to be considered:

(1)  Adequacy of port loading and unloading facilities;

(2)  Nature of carrier and cargo;

(3)  Possibility of transshipment;

(4)  Danger of pilferage;

(5)  Overland haul, if any; and

(6)  Cost of crating.

b. Vehicles must be operational and safety equipment (e.g., windshield wipers and outside mirrors) must remain on the car in order for drive-away services in the United States to move the vehicle to or from the port legally:

(1)  Surrender the ignition, gasoline cap, and trunk keys that accompany the vehicle to the drive away service or vehicle transportation provider when the vehicle is picked up;

(2)  Remove all mud and soil from chassis and body of vehicle;

(3)  In accordance with the Code of Federal Regulations 49 CFR 176.905 vehicles must be inspected for fuel leaks and faults in the electrical system prior to turning the vehicles over for shipment.  In addition, the fuel tank of the vehicle must not be more than one-fourth (1/4) full; and

(4)  Remove detachable items such as hubcaps, cigarette lighters, radio antennas, child/infant safety seats, and tool kits.  Only a spare tire/wheel and jack may be stowed in the car.  Household effects, unaccompanied air baggage, or consumables may not be placed in the vehicle when shipped.

c.  Vehicle “Recall Notices” should be corrected before initiating a shipment request (see 14 FAM 618.6).  Documentation from a certified mechanic/dealership authorized to perform “Recall Notice” repairs may be required.  Any DOS Transportation Office can refuse to accept a vehicle for shipment or storage if the vehicle presents a safety hazard to a vendor’s employees, its facilities and/or equipment.

14 FAM 615.3  Emergency Replacement

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The transportation of one additional POV from the United States or other designated place of purchase may be authorized, in advance, by an authorizing officer during any 4-year period as an emergency replacement of the last motor vehicle transported at U.S. Government expense, when the authorizing officer determines, in advance, that:

(1)  The replacement is in the interest of the U.S. Government and is necessary for reasons beyond the control of the employee; and

(2)  The use of the replacement vehicle is in the interest of the U.S. Government.

b. Conditions warranting emergency replacement of motor vehicles include loss or destruction of the motor vehicle through fire, theft, accident, rapid deterioration due to severe climate or driving conditions at a post abroad, civil disturbance, military actions, riot, or similar causes.

c.  Replacement shipment of a POV is funded and authorized by post in accordance with 14 FAM 523.2-1, subparagraph f(3)(b).

d. For Commerce, shipment of emergency replacement vehicles is authorized and funded by Washington, DC headquarters.

14 FAM 615.4  Periodic Replacement

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

The transportation of one POV from the United States or other designated place of purchase to the employee's post of assignment abroad may be authorized by an authorizing officer as the replacement of a motor vehicle previously transported at U.S. Government expense (replacement shipment of a POV is funded and authorized by post in accordance with 14 FAM 523.2-1, subparagraph f(3)(b)), provided that:

(1)  There is a lapse of at least 4 years between the initial date of shipment from the United States of the vehicle to be replaced at the employee's present or previous post abroad and the date on which the transportation of the replacement vehicle will commence;

(2)  The employee has remained in continuous service outside the continental United States during that 4-year period.  Home leave or temporary duty in the United States during or between permanent duty assignments abroad does not constitute a break in continuous service outside the continental United States;

(3)  The employee is assigned to a post which is 200 or more kilometers or 124 or more miles from the continental United States, or the use of sea transportation would be required to carry the motor vehicle from the continental United States to the employee's post;

(4)  The employee has not received cost-constructive shipment of a new POV or previous State or agency elective alternatives during the prior 4-year period;

(5)  The employee has not had a POV shipped between foreign posts at U.S. Government expense for 1 year (9 months for personnel with an 18-month tour of duty) prior to the date on which the employee requests periodic replacement authority; and

(6)  On the date a request for periodic replacement authority is made, the employee is scheduled to remain at post of assignment for at least 1 year (9 months for personnel with an 18-month tour of duty).  The shipment of a new motor vehicle at the employee's personal expense from the United States or other place of purchase to his or her post of assignment has no effect on eligibility for periodic replacement authority, provided the criteria outlined in this section are met.

14 FAM 615.5  No Previous Shipment from the United States at Government Expense

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. If an employee has not had a POV transported at U.S. Government expense from the United States to the employee’s present or previous posts abroad, an authorizing officer may, when funds are made available, authorize shipment of a motor vehicle from the United States to the employee's present post abroad if such shipment is determined to be necessary or expedient.

b. On the date a request for a shipment is made under this section, the employee must be scheduled to remain at the post of assignment for at least 1 year (9 months for personnel with an 18-month tour of duty).  The shipment of a new motor vehicle at the employee's personal expense from the United States or other place of purchase to his or her post of assignment has no effect on eligibility for shipment under this section, provided the criteria outlined in this section are met.

c.  For State and Commerce:  Shipment of the vehicles discussed in this section is authorized and funded by Washington, DC headquarters; for USAID, shipment is authorized by USAID/W and funded by the posts.

14 FAM 615.6  Delivery or Pickup of a Vehicle

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When an employee or eligible family member who is not in travel status makes a separate trip for the purpose of delivering or picking up a motor vehicle, the commercial shipment of which has been authorized, the employee may be reimbursed the following expenses:

(1)  Mileage for driving the vehicle one way between the post and the point of delivery or pickup; and

(2)  Cost of the employee's coach-class transportation by common carrier one way between the post and the point of delivery or pickup.

b. The reimbursement may not exceed the cost of commercial shipment of the vehicle.  No per diem is allowable and leave must be charged for absence from the post.

14 FAM 615.7  Limitations at Specific Posts

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Under section 207 of the Foreign Service Act of 1980 (22 U.S.C. 3927), as amended, the chief of mission, in consultation with other Foreign Affairs agency heads in the country, determines what restrictions or limitations, if any, are placed upon the motor vehicles brought to posts under the chief of mission's jurisdiction.

b. These may include, but are not limited to, provisions to assure that the vehicle is suitable and that the import of the vehicle is not primarily for resale.

c.  When there is reason to believe that a motor vehicle was shipped to post at U.S. Government expense and/or was imported under diplomatic or official privileges and immunities primarily for the purpose of sale at a profit and not for the bona fide personal use of the employee or employee's eligible family members, the chief of mission or designee must investigate.  The investigation is to include the following factors:

(1)  Whether a profit was made or anticipated on the sale; and

(2)  Whether the vehicle was sold or scheduled to be sold before the last 6 months of the employee's scheduled home leave or departure from post, taking into account factors such as curtailment of assignment, evacuation, or extensive damage to the vehicle.

d. If, based on the investigation under paragraph b above, the chief of mission determines a violation of regulations has occurred, the chief of mission will:

(1)  Require the employee to repay the U.S. Government the original cost of transporting the vehicle to the post; or

(2)  Deny the employee the benefits of 14 FAM 615.3 and 14 FAM 615.4 (Emergency Replacement and Periodic Replacement); or

(3)  For such other action as may be taken by the chief of mission, see 2 FAM 113.1.

14 FAM 615.8  Limitations on Type and Size of Vehicles

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Vehicles that may be transported include passenger automobiles, station wagons, and certain small trucks or similar vehicles that may be used primarily for personal transportation.  Transportation is not authorized for trailers, airplanes, or any vehicle intended for commercial use.

b. Transportation at U.S. Government expense is limited to vehicles having a gross size for shipping purposes of not more than 20 measurement tons (22.4 cubic meters/800 cubic feet).  An employee who ships a larger vehicle which otherwise qualifies for shipment at U.S. Government expense must pay all costs which result from the excess size of the vehicle.

14 FAM 615.9  Shipping Foreign Vehicles

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. A foreign-made POV (FPOV) purchased abroad may be shipped to the United States at U.S. Government expense from any post provided that the vehicle meets Environmental Protection Agency (EPA) and Department of Transportation (DOT) safety and environmental standards, and the employee has a current and valid travel authorization that includes authorization for shipment of a POV.  Information regarding EPA and DOT safety and environmental standards for the importation of FPOVs may be found at the following websites:

(1)  EPA requirements in the Automotive Imports Facts Manual;

(2)  Commerce and Border Protection instructions for infrequent importers, including importations of POVs; and

(3)  DOT-NHTSA (National Highway Traffic Safety Administration) Vehicle Importation Regulations.

b. The employee is responsible for bringing a nonconforming foreign-made POV into compliance with EPA and DOT standards.  If compliance is not certified by the manufacturer, either by labels attached to the vehicle or in writing, the vehicle must be consigned to an authorized importer and the employee must post a bond.  The foreign-made POV must then be converted at the employee’s expense to comply with EPA and DOT standards, and then be cleared for entry into the United States by the U.S. Customs and Border Protection.  Foreign-made POVs that do not meet EPA and DOT standards and cannot be brought into compliance will either be exported or destroyed at the employee’s expense.  In addition, the employee may also be subject to any and all penalties for noncompliance.

14 FAM 616  USE OF U.S.- AND FOREIGN-FLAG VESSELS

14 FAM 616.1  Standards for Shipment

(CT:LOG-257;   03-29-2019)
(State/USAGM)
(Foreign Service)

a. Posts must exert reasonable efforts to analyze schedules and tariffs on a worldwide basis in routing effects consistent with the following standards which are for guidance only:

(1)  When both U.S.- and foreign-flag vessels operate directly between a port serving the place where the transportation of effects originates and a port serving the actual destination, shipment of effects must be made on a U.S.-flag vessel;

(2)  When U.S.-flag vessels do not operate directly between a port serving the place where transportation of effects originates and the port serving the actual destination, and foreign-flag vessels do so operate, shipment of effects must be made on a foreign-flag vessel;

(3)  When there are neither U.S.-nor foreign-flag vessels operating directly between a port serving the place where transportation of effects originates and the port serving the actual destination, and it can be determined that U.S.-flag vessels are available for any segment of the journey, the shipment of effects must be by such routing and shall include U.S.-flag vessels where operating.  Waiting time at point of transshipment must be governed by subparagraph a(4) of this section.  More than one transshipment for the sole purpose of using U.S.-flag vessels is not required; and

(4)  Foreign-flag vessels may be used for the shipment of furniture and household and personal effects including privately owned motor vehicles when:

(a)  U.S.-flag vessels are not scheduled to call at the port of loading within 30 days after:

(i)     Notice to ship based on need for immediate shipment of the effects has been received by the post; or

(ii)    The effects are ready for shipment, whichever is later;

(b)  When agents of U.S.-flag vessels cannot give reasonable assurance that a U.S.-flag vessel is scheduled to call at the port of loading within the time specified in subparagraph a(4)(a) of this section:

(i)     Will actually call at such port of loading within 30 days as scheduled; and will actually discharge cargo at scheduled destination port within 2 weeks after arrival regardless of port congestion; and where agents of foreign-flag vessels can give such assurance due to their preferential berthing arrangements at the port; or

(ii)    Will discharge cargo at scheduled destination port without transshipment; and where agents of foreign ships can give such reasonable assurance; and

(c)  The authorizing officer at the post determines that safe storage facilities are not available and that delay in shipment would expose effects to serious damage or loss from climatic conditions, excessive humidity, pilferage, sabotage, or other hazards beyond the control of the post.  In such instances, a statement justifying the use of a foreign-flag vessel is required.

b. When the origin or destination is a seaport, it is not necessary to send the shipment to another port in order to utilize a U.S.-flag vessel.

14 FAM 616.2  Documentation

14 FAM 616.2-1  Compliance with Title 41 of the Code of Federal Regulations (41 CFR 102)

(CT:LOG-257;   03-29-2019)
(State/USAGM)
(Foreign Service)

To ensure compliance with section 901(a) of the Merchant Marine Act of 1936 (46 U.S.C. 55302) regarding the use of U.S.-flag vessels for transporting household goods and/or personal effects of U.S. Government employees, (see 41 CFR 102-118.195 – What documents must a transportation service provider (TSP) send to receive payment for a transportation billing?).

14 FAM 616.2-2  Issuance of Certificate

(CT:LOG-257;   03-29-2019)
(State/USAGM)
(Foreign Service)

When the post deems use of foreign-flag service is justified under 14 FAM 616.1, written authorization must be issued.  This certificate of justification must be signed by either an authorizing officer designated by the Department or foreign affairs agency, or a post's principal officer.  The certificate must show full justification for the use of a foreign-flag vessel.  The certificate (which may be reproduced locally) must be prepared in triplicate.  The original and one copy are submitted to the ocean carrier, freight forwarder, or household goods transporter, as appropriate; one copy is retained by the issuing officer or post.  The transportation company must be instructed to submit one signed copy of the certificate with the bill to the paying office.

14 FAM 616.3  Exceptions to Use of U.S.-Flag Vessels

(CT:LOG-257;   03-29-2019)
(USAID Only)
(Foreign Service)

a. Instances of exception to the use of U.S.-flag vessels include the following:

(1)  When USAID/W or the USAID mission director certifies that U.S.-flag vessels do not provide adequate service to the destination;

(2)  When the shipment of effects would be delayed an unreasonable period of time awaiting an U.S.-flag vessel; and

(3)  When payment or services can be made through use of surplus foreign credits owned by the United States or from USAID trust funds and U.S.-flag steamship lines will not accept such funds.

b. Whenever a foreign-flag vessel is used, the USAID mission or USAID/W MS/AS/TT, as appropriate, is to annotate its records to indicate the reason for such use.

14 FAM 617  SHIPPING EFFECTS ON U.S.-flag AIRLINES

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When shipment of effects or baggage is made by air, and U.S.-flag air service is available, such service must be used in accordance with 49 U.S.C. 13101, unless such use would involve delays which would jeopardize the cargo or be incompatible with the purpose of the shipment.  Unaccompanied air baggage shipments need not be delayed in excess of 48 hours to make use of U.S.-flag airlines.

b. When U.S.-flag air service is not available at the point of origin of the shipment, routings will provide for transshipment at the nearest practicable interchange point to connect with U.S.-flag air service.  An interchange point is not considered practicable if the shipment would be delayed in excess of 48 hours or if transshipment would jeopardize the cargo.

c.  Whenever the post or the Department routes a shipment via a foreign-flag air carrier, certification must be stamped on the Form SF-1103, U.S. Government Bill of Lading, and be completed by the authorizing officer.  When the shipment is dispatched on a U.S.-flag air carrier and no routing is shown, the carrier will be responsible for certification.

d. Shipments made through international freight forwarders must comply with the above standards.  Forwarders are instructed to submit with their bills a copy of the air waybill or manifest showing the air carriers utilized and justification for any use of foreign-flag air carriers where U.S.-flag air carriers provide service.

14 FAM 618  GENERAL PROVISIONS AFFECTING SHIPMENTS

14 FAM 618.1  Advance Shipment of Effects at U.S. Government Expense

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The Department of State or agency may authorize or approve the advance shipment of an employee's furniture, household and personal effects, and privately owned motor vehicle from a post to employee's place of residence, or to an intermediate storage point, prior to the issuance of separation or transfer orders to the employee when advance travel has been authorized in accordance with 14 FAM 532.3, or when it is administratively determined that it is in the best interests of the Service.  The U.S. Government cannot authorize any type shipping service for which there is no valid travel authorization and available funding, as such action violates U.S. anti-deficiency laws.

    For USAID:  The USAID mission director may authorize advance shipment of effects in connection with advance travel authorized in 14 FAM 532.2 when it is administratively determined that it is in the best interest of USAID.  No storage of effects shipped in advance is allowable.  When advance shipment is authorized, Form DS-4020, Repayment Agreement for Advance Travel of Family, must be executed by the employee.

b. The employee is liable for any costs resulting from the advance shipment of effects in excess of those costs which may be authorized subsequently; therefore, this authority should be used with extreme care.

c.  The advance shipment of household effects may be authorized to the employee's separation address of record in the United States in connection with marital separation, or divorce, or statement of dissolution of domestic partnership as defined in 3 FAM 1610, only if a legal property settlement exists or the employee otherwise agrees in writing and identifies those effects which are to be shipped as the property of the spouse or domestic partner as defined in 3 FAM 1610.  Cost-constructive shipment to any other points would be based on shipment to the employee's separation address of record in the United States.  No shipment of a POV will be authorized at U.S. Government expense under this section.  The employee's shipment allowances on the next travel authorization to include shipment of effects will be reduced by the amount shipped in advance.  No repayment liability will exist for this advance shipment based on the employee's next authorized destination for shipment of effects.  Shipment may also be authorized subsequent to the return travel of the spouse or domestic partner under 14 FAM 532.8 after execution of a legal property settlement or written agreement by the employee, either as advance shipment, or at the time of the employee's next authorization for shipment of effects.  As this shipment is to be considered final return of effects to the United States, no further shipment of the effects transported under a legal property settlement or the employee's written agreement will be authorized at U.S. Government expense.

14 FAM 618.2  Designated Packers and Shippers

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Where the Department, agency, or post has contracts or approved prices or arrangements with designated packers and shippers, payment for the services of such packers and shippers is allowable.  If other firms are used at the request of the employee, the employee must pay for any excess costs involved.

14 FAM 618.3  Free Entry of Effects into United States

14 FAM 618.3-1  Personnel Returning from Extended Duty

14 FAM 618.3-1(A)  Privilege

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. U.S. Government employees who return to the United States upon termination of "assignment to extended duty," abroad may import effects free of duty under subheading 9805.00.50 HTSUS (Harmonized Tariff Schedule of the United States).  This same privilege applies to returning family members who have resided with employees at such post and to any person evacuated to the United States under U.S. Government orders.

b. For a definition of "assignment to extended duty," see 19 CFR 148.74(d).

14 FAM 618.3-1(B)  Notation on Travel Orders

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Travel orders for employees entitled to duty free entry show the employee's diplomatic title (if any) and the following:

    The personal and household effects of this employee and members of the employee's family are eligible for duty-free entry under subheading 9805.00.50, Harmonized Tariff Schedule of the United States (HTSUS) since the employee has completed an assignment of extended duty abroad.

b. If the employee is returning to the same post for another tour of duty after home leave, the following is also to be added to the statement:

    Home leave covered by these orders is statutory leave prior to return for a new assignment to extended duty abroad.

14 FAM 618.3-1(C)  Limitations

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Alcoholic beverages:

(1)  19 CFR 148.74(c) limits the amount of alcoholic beverages (and tobacco) that may be imported duty-free into the United States by persons 21 years of age and over and requires that such items accompany the person making the claim for free entry upon the person's arrival in the United States.  Under no circumstances should alcoholic beverages be combined with unaccompanied baggage (see 14 FAM 613.5) or household effects for shipment under travel orders;

(2)  U.S. customs authorities reserve the right to examine all shipments entering the United States.  If a shipment of unaccompanied baggage or household effects is found to contain alcoholic beverages, the owner will be subject to penalties by law.  Neither the Department nor the agency will take action to assist the employee in such circumstances and the Department or agency will cooperate fully with the prosecuting authorities.  In addition, the Department or the agency may impose administrative penalties against any employees who violate this regulation; and

(3)  Alcoholic beverages not accompanying travelers are forwarded through commercial channels and are not shipped in care of U.S. Despatch Agencies.  Owners will be responsible for clearance and payment of import duties as well as Federal and State taxes to the Customs authorities without the assistance of U.S. Despatch Agencies.

b. Foodstuffs:

(1)  The 2002 Bioterrorism Act requires prior notice of the expected arrival date of shipments containing foodstuffs before their arrival to the United States.  The Food and Drug Administration (FDA) and Customs and Border Patrol (CBP) have amended their Compliance Policy Guidelines (CPG) to allow use of discretionary enforcement where prior notice is required.  Discretionary enforcement only exempts DOS shipments from fines and/or penalties should a shipment be placed on hold at the port of entry to the United States;

(2)  Employees planning to ship foodstuffs in their household effects (HHE) should ensure the HHE inventory includes a general description of the food items.  Additionally, the employees should prepare and have available a detailed description of the foodstuffs, i.e., item, brand, size, quantity, to be made available to the responsible Despatch Agent for clearance, in the event that their shipment is held at the port of entry to the United States.  If an HHE shipment containing foodstuffs is placed on hold at the port of entry to the United States, the Prior Notice Center will notify the Despatch Agency for the port where the shipment has been stopped.  That Agent and the Baltimore Agent will work closely with FDA and CPB to obtain immediate clearance and release of the shipment; and

(3)  Traditional Customs rules and regulations still apply to shipments entering the United States, such as the prohibition against shipping any meat or fish products to the United States.  Employees planning to ship foodstuffs in their HHE should consult the CBP publication "Know Before You Go" located on the U.S. Customs and Border Patrol website.

14 FAM 618.3-2  Courtesy of the Port

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

High officials of the executive branch must be extended "courtesy of the port."  Under this practice, priority treatment is accorded by U.S. Customs inspectors (in those ports where such treatment can be of value), but the returning official is liable to inspection of baggage and for payment of duty on official imports over and above the normal exemption provided by law.

14 FAM 618.4  Prohibitions in Connection with Resignation, Retirement, or Separation

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

The U.S. Government does not pay for the cost of transporting effects (including a privately owned motor vehicle) in connection with resignation, retirement, or separation from the Service, unless the effects were the property of the employee or eligible family member while the employee was in an active duty status in the Service and did not consist, in any part, of effects or privately owned vehicle (POV) acquired en route to the place of residence upon separation.  Certification of compliance with this section is required on the employee's travel voucher.  (See 3 FAM and USAID M.O. 479.1 for provisions on eligibility for travel upon Service separation.)

14 FAM 618.5  Employee Responsibility for Shipment of Personally Owned Firearms and Ammunition

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

The importation provisions of the Gun Control Act of 1968 (18 U.S.C. 921), which became effective on October 22, 1968, are administered and enforced by the Internal Revenue Service and Department of the Treasury.  The Internal Revenue Service regulation governing the shipment of firearms and ammunition, is Part 478—Commerce in Firearms and Ammunition (27 CFR 478), and states that:

(1)  Personnel may ship to the United States any firearms or ammunition which they originally shipped from the United States provided they can prove to the satisfaction of the United States Customs officials that they possessed the firearms or ammunition in the United States.  Methods of proof are:

(a)  Bill-of-sale or other commercial document showing transfer of the firearms or ammunition in the United States;

(b)  Registration on Customs Form 4457 (Form CBP-4457), Foreign-Made Article Taken Abroad and Returned, or on any other registration document available for this purpose;

(c)  Household effects inventory or packing list prepared in the United States on outbound shipments; and

(d)  A sworn statement in the form of an affidavit attested to and bearing the official seal of the consular office at the employee's post of assignment;

(2)  Personnel able to meet one of the above methods of proof may have their firearms shipped back to the United States packed inside the household effects container.  Ammunition must be packed separately and must not under any circumstances be included in household effects or baggage shipments;

(3)  Personnel who purchase firearms or ammunition outside of the United States must arrange for importation into the United States strictly in accordance with the importation regulation 27 CFR 478.113.  This applies to U.S., as well as foreign-manufactured firearms and ammunition.  There are no exemption provisions for civilian U.S. Government employees nor are there any waiver provisions;

(4)  Personnel in this category must arrange for an importer or dealer located in their State of residence in the United States to handle the importation of the firearms or ammunition.  For a permit, the owner must complete in triplicate, Form ATF-6-PT 1, Application and Permit for Importation of Firearms Ammunition and Implements of War, and forward it to the importer or dealer who will complete the application and forward it to the Internal Revenue Service, Department of the Treasury, Washington, DC.  A single permit will cover one or more firearms and one or more types of ammunition; and

(5)  The firearms and ammunition must be shipped directly to the importer or dealer handling the importation.  Under no circumstances may firearms and ammunition in this category be included in household or personal effects shipments to the United States, nor shipped separately in care of the U.S. Despatch Agent.  Expenses for shipments of firearms or ammunition, including importer's fees, may be charged against the travel authorization of the employees concerned.  The method of shipment must be determined by each post on the basis of available facilities.

14 FAM 618.6  Federal Motor Vehicle Safety Standards

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The employee is responsible for ensuring all vehicle safety recall notices are corrected before shipping or storing the vehicle.  Employees can determine if their vehicle has a recall on the National Highway Traffic Safety Administration website.   Any DOS Transportation Office can refuse to accept a vehicle for shipment or storage if the vehicle presents a safety hazard to a vendor’s employees, its facilities, and/or equipment. It is the responsibility of each employee importing a personally owned vehicle into the United States to ensure that the vehicle conforms to Federal motor vehicle safety standards (49 CFR 571) at the time the vehicle is imported into the United States.

b. The employee should complete Form HS-7, Importation of Motor Vehicles and Motor Vehicle Equipment Subject to Federal Motor Vehicle Safety Standards, issued by the U.S. Department of Transportation, National Highway Traffic Safety Administration, and forward it to the respective U.S. Despatch Agent at the time bills-of-lading and other shipping documents are forwarded under existing procedures.

c.  The National Highway Traffic Safety Administration has prepared a booklet, "Federal Motor Vehicle Safety Standards," including import regulations, which provides basic information concerning import restrictions and compliance with safety standards.  Complete information as to current applicable safety standards must be obtained from the U.S. Department of Transportation, National Highway Traffic Safety Administration, Washington, DC 20590.

14 FAM 618.7  Inspections of Personal Effects

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

As a condition of funding the storage and shipment of personal property, the Department of State reserves the right to open and inspect all personal property shipments that are in storage or transit under its authority.  The Office of Logistics Management (A/LM) may, at its sole discretion through its offices or agent(s), open and inspect any storage lot or shipment without prior notice, for purposes of: ensuring compliance with Department of State policies, import restrictions, other regulatory or legal requirements and/or contractual terms; assessing or alleviating actual or suspected damage to the contents; for safety considerations; and for fulfilling other reasonably necessary functions incident to the transport or storage of the effects.  Upon the discovery of evidence of any possible infractions or violations of regulatory or legal requirements, the Office of Logistics Management or its agents must report the existence of that evidence to appropriate authorities, including appropriate law enforcement authorities.  In addition, the Department must comply with requests from other U.S. Government agencies or with commercial carriers to open and inspect shipments in transit.

NOTE:  Most carriers on their commercial bills-of-lading reserve the right of inspection as part of the terms and conditions of acceptance of a shipment.

14 FAM 619  COMMERCIAL AND U.S. GOVERNMENT BILLS OF LADINg

14 FAM 619.1  Bill-of-Lading Preparation

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Commercial bills of lading are the preferred method to contract for transportation services and freight forwarding.  Electronic versions should be used when possible.  Alternatively, General Services Administration (GSA) has provided an optional, unnumbered Transportation Services Order form.  The GSA has discontinued the U.S. Government bill of lading (GBL) for domestic shipments, but posts may still use a GBL for international shipments.

b. All contracts for carriage must indicate that they are made under 41 CFR 102-117 and 118.

14 FAM 619.2  Commercial Ocean Bills of Lading

14 FAM 619.2-1  Required Provision

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Whenever commercial ocean bills of lading (GBLs) are used to cover shipments of U.S. Government property or personal effects moving at U.S. Government expense, the terms and conditions of the Form SF-1103, U.S. Government Bill of Lading International and Domestic Overseas Shipments, must be included on the commercial document.  The following provision must be overprinted or stamped on the commercial ocean bill of lading:

    This shipment is made under all terms and conditions of the Form SF-1103, U.S. Government Bill of Lading International and Domestic Overseas Shipments, and is subject to the terms and procedures set forth in Comptroller General of the United States Circular Letter B-150556, dated June 16, 1967.

b. Compliance with this provision is mandatory for U.S.-flag carriers and should be enforced to the extent possible when commercial ocean bills-of-lading are issued by foreign-flag carriers.  These provisions cannot be applied against foreign-flag carriers without their concurrence.

c.  A copy of the Comptroller General's Circular Letter B-150556 may be given, upon request, to any carrier unfamiliar with its terms.

14 FAM 619.2-2  Payment

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Payments for transportation services are to be made in accordance with 41 CFR 102-118.  (See 4 FAH-3 H-470 for information on payments for transportation of passengers and things.)


 

14 FAM Exhibit 611.6  
Special Crating

(CT:LOG-257;   03-29-2019)

Special crating of personal effects is considered for international shipments.  Special crating is generally not considered for CONUS to CONUS shipments to include CONUS shipments into storage.

Documented value is an official appraisal with the appraised value listed by item/set, insurance policy insuring item/set for a specific value, or a receipt or proof of purchase.

Items that may be approved for crating:

(1)  High value (see 14 FAM 643.3) artwork, including vases, pictures, paintings, or sculpture that will not fit into standard packing boxes, or is documented by an official appraiser that it requires special handling requirements;

(2)  Glass, marble, and slate tabletops or mirrors that will not fit within a standard storage vault or liftvan;

(3)  Crystal chandeliers;

(4)  Baby grand pianos;

(5)  Pool tables slate tabletops (including CONUS to CONUS and CONUS to storage shipments); and

(6)  Flat screen TVs (greater than 63”).

Items not approved for crating:

(1)  Household furniture, including upholstered or leather sofas and chairs, wall units, paneled room dividers, media centers, china hutches or cabinets without glass fronts/doors;

(2)  Clocks;

(3)  Hat/coat racks;

(4)  Lamps;

(5)  Mattresses;

(6)  Athletic/exercise equipment;

(7)  Bicycles;

(8)  Electronic equipment;

(9)  Ladders or tools;

(10) Yard maintenance equipment or yard accessories;

(11) Model ships, airplanes, cars, etc.;

(12) Fish tanks;

(13) Playground equipment;

(14) Toys, including rocking horses and dollhouses;

(15) Surfboards and paddleboards;

(16) Taxidermied or stuffed animals;

(17) Upright/electric piano;

(18) Musical instruments; and

(19) Hot tubs

14 FAM Exhibit 611.9  
Limitations:  Special Crating Request Format

(CT:LOG-51;   02-25-2008)

 

Requests special crating for the items listed below

Company Name

 


for

 


This request is being made because

 

Employee’s Name

 

Title: Box to check for Pre-move surveyor feels this is necessary to safely transport item - Description: Box to check for Pre-move surveyor feels this is necessary to safely transport item

                   Pre-move surveyor feels this is necessary to safely transport item.

Title: Box to check for Employee wishes the items to be specially crated. - Description: Box to check for Employee wishes the items to be specially crated.                   Employee wishes the items to be specially crated.

 

Item

Dimensions

Cube

Cost

Approved/Denied

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Authorizing Signatures:

Signature of Transportation Officer

 

 

 

Signature of HR Representative

 

 

 

 

 


 

14 FAM Exhibit 612.3  
Example of a Computation of Surface Charges for a Household Effects (HHE) Shipment

(CT:LOG-257;   03-29-2019)

Under the conventional pack-and-crate method, charges for various segments of transportation are assessed differently.  Converting these various costs to a common denominator (100 pounds net weight) is the major problem in comparing costs.

(EXAMPLE:  Washington, DC to Luanda, Angola)

(Shipment costs based on an overall net weight of 3,000 lbs. per HHE)

Transportation Service

Cost per 100 lbs.

HHE Export Packing

$53.10

Trucking Charge

  $3.61

Ocean Transportation

$61.00

Port Charges at Destination

$12.00

Inland Transportation Charge

$18.00

Local Delivery and Unpacking

$20.00

 

Total cost per 100 lbs. $167.71

Total Cost for HHE Shipment

 

(3,000 lbs. allowed = 30 x $167.71 = $5031.30)

NOTE:  The cost listed above is only an example.  The employee’s actual HHE shipment entitlement is stated on the employee’s travel authorization.  Only the authorized HHE weight will be shipped at U.S. Government expense.  If the HHE weight exceeds the employee’s entitlement, the Transportation Advisory Section will assist the employee in identifying the additional costs that the employee will have to incur to ship the excess HHE weight.  The employee must obtain all excess transportation costs from his or her transportation counselor.


 

14 FAM Exhibit 612.3-1  
Personal Effects Net Weight and Cubic Foot Measure for Estimating Net Shipment or Storage Weights

(CT:LOG-199;   07-23-2015)

Article

Average Cubic Feet Per Piece

Average Estimated Net Weight (Pounds)

Living Room

 

 

Bench (fireplace or piano type)

    5

     35

Bookcase

  20

   125

Bookshelves, sectional

    3

     25

Chair, occasional

  15

     90

Chair, overstuffed

  25

     50

Chair, rocker

  12

     50

Chair, straight

    5

     20

Chair with arms

  10

     50

Clock, grandfather

  20

   100

Desk, secretary

  35

   200

Desk, small

  22

   100

Desk, Winthrop

  22

   100

Fireplace equipment

    5

     35

DVD player

    2

     10

DVD portable

    1

       2

Hide-a-bed

  50

   350

Lamp, floor

    3

     20

Pad for large rug

    8

     40

Pad for small rug

    3

     15

Piano, baby grand

  50

   500

Piano, concert grand

125

1,000

Piano, parlor grand

100

   800

Piano, spinet

  40

   350

Piano, upright

  75

   650

Rack, magazine

    2

     15

Radio, portable

    2

     10

Radio, table

    2

     15

Rug, large

  10

     70

Rug, small

    3

     20

Sofa, 2-cushion

  35

   245

Sofa, 3-cushion

  50

   350

Stool, foot

    2

     10

Table (coffee, end, or nest)

    5

     35

Table, dropleaf

  12

     85

Table, library

  20

   150

Table, occasional

  12

     85

Television, table model, portable

  10

     70

Television, flat screen, 42 to 52 inches

  35

   100

Television, flat screen, 37 inch or less

  20

     70

Television, flat screen, 52 inch or larger

  45

   110

Dining Room

 

 

Bar, portable

  15

   100

Buffet

  30

   210

Cabinet, corner

  20

   140

Cart, tea

  10

     50

Chair, straight

    5

     35

Chinaware, in carton or dish-pack, per cubic foot

    1

     12

Closet, china

  25

   175

Pad for large rug

    8

     40

Pad for small rug

    3

     15

Rug, large

  10

     70

Rug, small

    3

     20

Server

  15

   100

Table, extension type

  30

   210

Bedroom

 

 

Bed, bunk (set of 2, including spring and mattress)

  70

   300

Bed, double (including spring and mattress)

  60

   300

Bed, queen (including spring and mattress)

  40

   200

Bed, king-size (including spring and mattress)

  70

   400

Bed, single (including spring and mattress)

  40

   200

Bench for dresser

    4

     30

Bench for vanity table

    4

     25

Chair, boudoir

  10

     40

Chair, rocker

    5

     25

Chair, straight

    5

     20

Chaise longue

  25

     75

Chest of drawers

  25

   175

Chiffonier

  25

   175

Dresser

  25

   175

Dresser, vanity

  20

   175

Pad for large rug

    8

     40

Pad for small rug

    3

     15


Rug, large

  10

     70

Rug, small

    3

     20

Table, night

    5

     35

Wardrobe, large

  40

   280

Wardrobe, small

  20

   140

Nursery

 

 

Bassinet

    5

     35

Bed, youth

  30

   150

Chair, child’s

    3

     20

Chair, high

    5

     25

Chest of drawers

  12

     85

Chest, toy

    5

     25

Crib, baby

  10

     70

Pad for large rug

    8

     40

Pad for small rug

    3

     15

Playpen

  10

     35

Rug, large

  10

     70

Rug, small

    3

     20

Table, child’s

    5

     35

Kitchen

 

 

Bin, vegetable

    3

     15

Board, ironing

    2

     15

Cabinet, kitchen

  30

   200

Cabinet, utility

  10

     70

Chair to a breakfast suite

    5

     25

Roaster

    5

     35

Miscellaneous canned goods

    5

     30

Stool

    2

     10

Table, breakfast

  10

     70

Table, utility

    5

     35

Miscellaneous

 

 

Basket, clothes

    5

     25

Bed, day

  30

   210

Bed, roll-away

  20

   140

Bicycle

  10

     50

Cabinet, filing

  20

   140

Cage and stand for a bird

    5

     35

Can, trash

    7

     15

Carriage, baby

  20

     75

Carriage, doll or folding

    5

     35

Carton, clothing

    3

     40

Carton, linens

    5

     65

Carton of books, per cubic foot

    1

     25

Clothes hamper

    5

     10

Fan, electric

    5

     35

Golf bag with clubs

    2

     40

Heater, gas or electric

    5

     35

Hose, garden (and tools)

  10

     70

 

 

 

Ladder, extension

  15

     45

Ladder, step

  10

     25

Lamp shades

  10

     20

Mower, riding

  15

   150

Mower, power

  15

     75

Sled

    2

     15

Tools, chest of

  10

   100

Tricycle

    5

     35

Trunk, footlocker

    6

     50

Trunk, steamer

  10

     70

Trunk, wardrobe

  15

   10S

Vacuum cleaner

    5

     35

Wagon, child's

    5

     35

Wheelbarrow

    8

     50

Appliances

 

 

Air conditioner, window

  30

   210

Dehumidifier

  10

     60

Dishwasher

  20

   140

Dryer, electric or gas

  25

   175

Freezer (10 cubic feet or less)

  30

   210

Freezer (11 to 15 cubic feet)

  45

   315

Freezer (16 cubic feet and over)

  60

   420

Microwave oven

Range, electric or gas

  1.5

  30

     25

   210

Refrigerator (6 cubic feet or less)

  30

   210

Refrigerator (7 to 10 cubic feet)

  45

   315

Refrigerator (11 cubic feet and over)

  60

   420

Sewing machine

  10

   100

Sewing machine, portable

    2

     25

Washing machine

  25

   200


Porch, Outdoor Furniture, and Equipment

 

 

Bath, bird

    5

     35

Bench, picnic

    5

     35

Box, sand

  10

     50

Chair, lawn

    5

     35

Chair, porch

  10

     35

Glider

  20

   140

Grill or barbecue, portable

  10

     40

Gym set, outdoor, child's

  20

   140

Racks, dryer, outdoor

    5

     15

Rocker, swing

  10

     70

Rug, large

  10

     70

Rug, small

    3

     20

Settee

  20

   100

Slide, outdoor, child's

  10

     70

Swing, outdoor

  30

   210

Table, picnic

  20

   140

Table, utility

  10

     70

Umbrella, outdoor

    5

     35

Exercise and Sports Equipment

 

 

Camping stove

    5

    10

Cooler, small

    3

      5

Cooler, large

    5

    10

Exercise bike

Elliptical machine

  10

  35

    50

  225

Skis

    2

    10

Tent

    5

    20

Treadmill

  20

  120

Weight bench

    5

  500

Universal gym components

  10

  375


 

14 FAM Exhibit 613.3  
Example of a Computation of Charges for Unaccompanied Air Baggage (UAB)

(CT:LOG-257;   03-29-2019)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

(EXAMPLE:  Washington, DC to Luanda, Angola)

(Shipment costs based on an entitlement of 600 lbs. gross weight)

Transportation Service

Cost per 100 lbs

Origin Packing Charges

$65.00

Freight Forwarding Charges (origin airport to destination airport)

$112.00

Total cost per 100 lbs.

$177.00

Total Cost for UAB Shipment   (600 lbs. allowed = 6 x $177.00 =  $1062.00)

NOTE:  The cost listed above is only an example.  The employee’s actual UAB entitlement is stated on the employee’s travel authorization.  Only the authorized weight will be shipped at U.S. Government expense.  If the UAB exceeds the employee’s entitlement, the Transportation Advisory Section will assist the employee in identifying the additional costs that the employee will have to incur to ship the excess UAB weight.  The employee must obtain all excess transportation costs for his or her transportation.


 

14 FAM Exhibit 614.5  
Excess Weight Cost Computation

(CT:LOG-257;   03-29-2019)

a. Computation of cost under the pack-and-crate method:

Under the conventional pack-and-crate method, the charges for various segments of a move are assessed differently.  Converting these various costs to a common denominator (100 pounds net weight) is the major problem in comparing the costs of through bill-of-lading shipments to that of a conventional pack-and-crate shipment.

A review should be made of all shipments export-packed during a recent period to ascertain the total net weight, gross weight, cubic measurement, and cost. If the basis for the packing charge is other than per 100 pounds net weight, the cost per 100 pounds net weight can be computed by dividing the total net weight into the total cost.

The net weight and gross weight are defined in 14 FAM 611.3.  The tare weight is the gross weight minus the net weight.  The tare ratio, which is the percentage of the tare weight to the net weight, is obtained by dividing the tare weight by the net weight.  The number of pounds gross weight in a cubic foot may be obtained by dividing the gross weight by the number of cubic feet.

EXAMPLE

Conversion factors developed from post records:  100 pounds net weight = 138 pounds gross weight (38% tare ratio); there are 9.2 pounds of gross weight contained in 1 cubic foot.

Origin Costs

Cost Per
100 Pounds Net

Export packing charged at $12 per 100 pounds net weight, including cost of local hauling and cost of containers:  100 lbs. net weight (1 x $12.00)

 

$12.00

Inland freight to port-of-origin charged at $4 per 100 pounds gross weight:  138 lbs. x $4.00

 

 $5.52

Port charges at origin at $3 per ton (2,000 pounds) of gross weight:  ($3.00 divided by 2,000 lbs.) x 138 =.2070

 

  $ .21

 

Origin Costs

Ocean Transportation

Cost Per
100 Pounds Net

Ocean freight charged at $60 per 40 cubic feet:  ($60.00 divided by 40 cu. ft.) x (138 lbs. divided by 9.2 lbs.)


$22.50

 

Destination Costs

Cost Per
100 Pounds Net

Port charges at destination at $.03 per cubic foot:  (138 lbs. divided by 9.2 lbs.) x $.03


 $.45

Inland freight from port-of-destination charged at 138 lbs. x $.94 = $1.297


 $1.30

Local delivery and unpacking at final destination charged at $2.50 per 100 pounds gross weight:  138 lbs. x $2.50



 $3.45

Total cost per 100 pounds net weight

 $45.43

b. Computation of cost under the ITGBL method:

The following example illustrates how the calculation is done:

Actual net weight of the shipment =

8,168 pounds

Authorized net weight from the TA =

7,200 pounds

Over net weight =

968 pounds

ITGBL rate for 8,168 pounds =

$19,921.67

ITGBL rate for 7,200 pounds =

$18,292.06

Total amount owed by employee

$1,629.61

The overweight cost formula is actual transportation costs minus authorized transportation costs = total amount to be paid by the employee.


 

14 FAM Exhibit 614.5-7  
Selection of Local Agents

(CT:LOG-232;   09-27-2017)

Completed by:__________                    Company Name:___________________ Date:_________

Local Agent Checklist

 

NAME

TITLE

PHONE

EMAIL

Management POC

 

 

 

 

Operations POC

 

 

 

 

Administrative

Household Goods

General Cargo Services

Storage Services

Electronic Inventory

Auto English Translation

Years of Experience:

 

# of Export Staff:

# of Import Staff:

# of Mgmt Staff:

# of Staff:

 

Avg Yrs Exp.:

Avg Yrs Exp.:

Avg Yrs Exp.:

 

Customs Broker on Staff       □ Yes    □ No

Embassy/NGO experience with similar duty exemption processing.  If yes, list sample/Clients:

 

Warehousing, Equipment, and Operations

Facilities:  □ Owned   □ Rented                          Size of Warehouse:  ______

□ Fire Safety Systems

□ No combustibles in or within 50 feet of warehouse

□ Controlled access to facility

□ Sound construction to protect freight from elements

□ Insect and rodent control documented within last 6 months

□ Freight well organized with easy access to shipments

Warehousing

(Select all that apply):

Certified scale of onsite liftvans

Ability to load/unload containers-high dock

Bonded warehouse

Appropriate interior temperature

Scale onsite for containers

Portable UAB scales

Container storage available

Crate shop onsite

Other

Number of Trucks:  _____  Size:  ____  Number of Forklifts:  ____  Size:  ____

Packing:                     Yes  No    Quantity/Quality

New Liftvans              □      □      __________

New (15cuft)Tri-wall   □      □      __________

New Cartons/paper     □      □      __________

Uniformed crews        □       □     __________

 

ISM15 Method:   □On Site     □Out Sourced

 

Number of Crews:  _____  Size of Crews:  _____  Number of pack-outs capable per day


 

14 FAM Exhibit 614.6-1  
Consignments for Shipments Destined for the United States

(CT:LOG-257;   03-29-2019)

Port of Discharge

Consignee

New York and all other gateways not covered below (applies to supplies only; for personal effects see below).

U.S. Despatch Agent
555 U.S. Route 1, South
Iselin, NJ  08830-3179
(Tel:  732-855-8880)
(Fax:  732-855-8899)

Washington, DC, Maryland, Virginia, Baltimore, Norfolk,
North Carolina, South Carolina, New Jersey, New York and Philadelphia.

U.S. Despatch Agent
1820 Portal Street Suite 400
Baltimore, MD  21224-6623
(Tel:  410-631-0043)

Port Everglades in Fort Lauderdale.

U.S. Despatch Agent
Building H, Suite 250
7789 NW 48th St.
Miami, FL  33166
(Tel:  305-640-4571)
(Fax:  305-715-3502)

All Pacific coast ports.

U.S. Despatch Agent
2800 S. 192nd St.
Suite 108
Seattle, WA  98188-5165
(Tel:  206-764-3805)
(Fax:  206-764-6660)


 

 

SHIPMENT ILLUSTRATIONS

Lift Van Markings

Title: Lift Van Markings - Description: Lift Van Markings


 

Consignment Markings—Household Effects (HHE) Moving
DPS from Africa or Europe to Washington, DC Area

U.S. DESPATCH AGENT
1820 PORTAL STREET SUITE 400
BALTIMORE, MD  21224-6623
TEL:  (AREA 410) 631-0043
FOR FORWARDING TO:
JOHN JONES (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR
WASHINGTON, DC
VIA BALTIMORE
TS

Consignment Markings—Household Effects (HHE) Going
from the Philippines to San Francisco

U.S. DESPATCH AGENT
2800 S. 192ND ST. ROOM 108
SEATTLE, WA 98188-5165
FOR FORWARDING TO:
JOHN JONES (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR
SEATTLE, WA

Consignment Markings—Household Effects (HHE) Moving
DPS from Central and South America to various U.S. cities

U.S. DESPATCH AGENT
BUILDING H, SUITE 250
7789 NW 48th ST
MIAMI, FL  33166

FOR FORWARDING TO:
JOHN JONES (AGENCY)
123 MAIN STREET
WACO, TX
VIA HOUST0N

Consignment Markings—UAB Shipment Ending at JFK International Airport (Final Destination Is New York and all other Atlantic coast gateways)

U.S. DESPATCH AGENT
JFK INTERNATIONAL AIRPORT
IAB, ROOM 2214
JAMAICA, NY  11430

FOR FORWARDING TO:
JOHN JONES (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR
CITY, STATE, ZIP CODE

The post consigns, marks, and prepays the shipment to the New York Despatch Agent at the DA's JFK Liaison Office.  (The shipment enters the United States and ends at this airport).

The post sends the shipment prepaid only as far as JFK Airport.  The DA's Liaison Office clears the shipment through U.S. Customs and makes all arrangements to send the effects on to employee's home leave point of final U.S. destination.

Consignment Markings—UAB Shipment Ending at Washington's Dulles International Airport (Final Destination Is Washington, DC)

A/LM/OPS/TTM
DEPARTMENT OF STATE
WASHINGTON, DC
FOR FORWARDING TO:
JOHN JONES (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR

The Department's Liaison Office at Dulles International Airport will clear the shipment through U.S. Customs.  Unless the post has provided a delivery address on the air waybill, the Dulles Liaison Office will give the UAB to the Department's Inbound Contractor to hold.

Consignment Markings—Household Effects (HHE)
Going to Washington, DC ‑ Transshipping through ELSO

U.S. DESPATCH AGENT
AMERICAN EMBASSY OFFICE (ELSO)
NOORDERLAAN 147, BUS 12A
2030 ANTWERP, BELGIUM

FOR FORWARDING TO:
JOHN JONES (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR
WASHINGTON, DC
TS


 

14 FAM Exhibit 614.6-5  
U.S. Air Gateways

(CT:LOG-257;   03-29-2019)

U.S. Despatch Agent or
U.S. Gateway

Office to Be Notified

New York and all other Atlantic coast gateways.

U.S. Despatch Agent
J.F.K. International Airport
Room 2114
Jamaica, NY  11430
(Tel:  718-855-8815)

Miami, New Orleans, and other Gulf gateways.

U.S. Despatch Agent
7789 NW 48th St.
Suite 250
Miami, FL  33166
(Tel:  305-640-4574)

Seattle and all other Pacific coast gateways arriving at Seattle-Tacoma International Airport (consignees only).

U.S. Despatch Agent

Seattle-Tacoma International Airport
2800 S. 192nd St.
Room 108
Seattle, WA  98188-5163
(Tel:  206-764-3805)

Washington, DC, Maryland, and Virginia arriving at Dulles International Airport (consignees only).

U.S. Department of State
Transportation and Travel Division
A/LM/OPS/TTM
Dulles International Airport (IAD)
Washington, DC  20037
(Tel:  703-923-6179/6176)