UNCLASSIFIED (U)

14 FAM 600
employee logistics - household effects

14 FAM 610
TRANSPORTING EFFECTS

(CT:LOG-373;   04-28-2023)
(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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Authorities include:

(1)  Section 901 of the Foreign Service Act of 1980, as amended (22 U.S. Code 4081), authorizes the Secretary to pay the official transportation and related 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 (HHE) 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. 3927 - Duties and responsibilities of the chief of mission to a foreign country;

(3)  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 and 46 U.S.C. 55303 - Section 901(a) of the Merchant Marine Act of 1936, as amended - Transportation in American Vessels of Government Personnel and Certain Cargoes; and

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

(4)  49 U.S.C. 40118 - The Fly America Act;

(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;

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

(13)49 U.S.C. 10721 and 13712 - Negotiate a rate tender under a federal transportation procurement statute.

14 FAM 611.3  Definitions

(CT:LOG-369;   02-16-2023)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Construction materials:  Items of a nature and in volumes typically used to construct or renovate a portion of a dwelling, or to construct a product larger than 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, 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 HHE as determined by inspection as required.  The U.S. Government does not ship or store employee-owned construction material (14 FAM 611.6).

Consumables (CNS):  Limited to foodstuffs for human consumption (with the exception of pet food or cat litter) or items used for personal or household maintenance such as toiletries and nonhazardous cleaning supplies.  Consumables shipments do not include household (HHE) or items used for the care and maintenance of a vehicle.  HHE shipments may include consumable items.

Continuous storage:  See definition of non-temporary storage.

Duty station:  See definition of duty station in 14 FAM 511.3.

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

European Logistical Support Office (ELSO):  Located at the port of Antwerp, Belgium (see 14 FAM 614.7).

Foreign-flag vessel:  See definition of foreign-flag vessel in 14 FAM 511.3.

Gross weight:  The net weight of a shipment plus the weight of any outside shipping containers, and any blocking and bracing required by the packer to secure items in the containers.

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 611.6 for a representative list of included and excluded HHE).

Inherited personal effects:  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.

Layette:  A separate and distinct airfreight weight allowance authorized for a newborn infant or adopted child less than five years of age who is an eligible family member of an employee assigned to an overseas post where suitable layettes are unavailable locally.  A layette shipment consists of items related to the direct care and feeding of the infant or adopted child and may include clothing, blankets, equipment, and furnishings.  Equipment and furnishings may include baby crib, baby chair, and car seat.  A rocking chair and glider can be shipped if they fit within the dimensions of a standard tri-wall carton.  Besides milk, formula, and commercial baby food, foodstuffs are not allowed (14 FAM 613.4).

Local move:  The transport of an employee's personal effects within a 50-mile radius from the origin of the shipment.  The 50-mile radius is always calculated in a straight line.  The U.S. Government (USG) does not fund the transport of personal effects in connection with a local move unless the local move is originating from USG-funded permanent housing (14 FAM 612.3-2, 14 FAM 611.7 and 14 FAM 618.4) and the move is in the best interest of the USG.

Merchant Marine Act of 1936:  A legal requirement under 46 U.S.C. 55302 and 55303 which establishes that all U.S. Government-financed transportation of vessel cargo be performed on U.S.-flag vessels unless such service by foreign carriers is a matter of necessity for the mission (14 FAM 611.4 and 14 FAM 616.1).

Net weight:  The weight of the actual effects plus inside packing material to include cartons, barrels, fiber drums, crates, boxes, and 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 wrapping and cushioning before removal from the residence.

Non-temporary storage:  The storage of HHE while an employee is assigned to a duty station where the employee is not authorized a portion or all of the regulatory HHE weight entitlement due to post specific weight or other post-specific restrictions, or when authorized in the public interest.  Continuous storage and permanent storage terms are interchangeable with non-temporary storage.

Official station:  See definition of official station in 14 FAM 511.3.

Permanent housing:  Either the employees’ residence or a residence funded under post housing allowance for employee occupation during a tour of duty while permanently assigned to post.  Temporary housing covered by the HSTA or TQSE or occupied during make-ready periods for post housing is not considered permanent housing.

Permanent storage:  See definition of non-temporary storage.

Post of duty:  See definition of post of duty in 14 FAM 511.3.

Privately owned vehicle (POV):  Motor vehicle owned by the employee or an eligible family member (14 FAM 611.5 and 14 FAM 615).

Soil:  Loose material of the earth's surface in which plants, trees, and shrubs grow.  Soil consists of disintegrated rock, organic matter, minerals, and soluble salts.  Customs and Border Protection (CBP) prohibits entry of soil unless accompanied by an import permit.

Tare weight:  The gross weight minus the net weight.  The weight of any outside shipping container and any blocking and bracing required by the packer to secure items in the container.

Unaccompanied air baggage (UAB):  Personal belongings needed immediately by the traveler upon arrival at his or her destination (see 14 FAM 613.3-2 for items that qualify as UAB).

U.S.-Flag vessel:  Vessel registered under the laws of the United States of America.

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

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. In accordance with Section 901(a) of the Merchant Marine Act of 1936, as amended (46 U.S.C. 55302 and 55303), any officer or employee of the United States Government traveling on official business abroad or to or from any of the territories or possessions of the United States must travel and transport his or her personal effects and POV on vessels registered under the laws of the United States where such vessels are available unless the necessity of the employee’s mission requires the use of a vessel under a foreign flag.  Agencies may not pay for or reimburse transportation expenses incurred on a foreign vessel without demonstrating a need to use a foreign vessel.

b. USAID only:  Executive Order 11223 exempts USAID from the requirements of Section 901(a) of the Merchant Marine Act of 1936, as amended (46 U.S.C. 55302 and 55303).  USAID's policy is to transport employee personal effects and POVs on U.S.-flag vessels where such vessels are available and their use is feasible (14 FAM 616.3).

14 FAM 611.5  Privately Owned Vehicles (POVs)

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. 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. With limited exceptions, employees are expected to drive their POVs to countries sharing a land border with the United States.  If an employee is unable to drive due to one of the exceptions below, the POV may be shipped by the most expeditious and cost-effective mode of transport.  Exceptions:

(1)  Neither the authorized nor the actual points of origin and destination are connected by a hard-surface, all-weather highway and/or vehicular ferry.  Employees posted to the following Mexican posts, however, may be authorized POV shipment 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 POV 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 must 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. HHE as defined above may also include:

(1)  Professional books, papers, and equipment (see 14 FAM 514.4, subparagraph a (8), regarding request for approval of shipment of professional materials and the NOTE regarding professional materials for medical specialists);

(2)  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.  Non-spillable (UN 2800) automotive batteries may be shipped if allowed by host-country import rules and they are properly marked and documented;

(3)  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;

(4)  Consumable items (may be included in an HHE shipment utilizing a portion of the HHE shipping weight entitlement or shipped under the separate consumables allowance, if the employee is assigned to a consumables post-see the A/OPR/ALS website for the list of consumables posts);

(5)  Snowmobiles, ATVs, motorcycles, mopeds, and trailers manufactured for the specific purpose of transporting these types of equipment, provided they do not exceed the interior dimensions of a 20’ sea container (L232” x W92”x H94”);

(6)  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, GTM/EX, in conjunction with a current set of PCS orders (see 14 FAM 611.3 for a definition of inherited personal effects).  Already expired orders will not be extended for this purpose.  Employees may submit a TMTWO immediately after issuance of a TMONE, if needed.  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 GTM technician will authorize placement of the inherited personal effects into a U.S. Government storage facility.  Domestically assigned employees are not eligible for shipment of inherited effects; and

(7)  Taxidermy or stuffed animals:  The employee is responsible for reviewing and understanding all requirements before initiating a request to transport taxidermy or stuffed animal trophies (50 CFR Part 13).  Prior to shipping, the employee must confirm that the transit points, the storage location, and the destination location will accept animal trophies.  The employee is responsible for all certificates for clearance and customs and duty fees incurred even if the animal trophies are rejected at any transit, storage, or destination point after shipment commences.

b. HHE does not include:

(1)  Personal luggage in connection with travel by common carrier transportation (14 FAM 568);

(2)  Automobiles, trucks, vans, and similar motor vehicles, mobile homes, camper trailers, utility trailers, golf carts, boats and personal watercraft (including canoes, kayaks, rowboats, jet skis, or any small open watercraft), aircraft, and farming vehicles;

(3)  Live animals and live plants;

(4)  Soil (see 14 FAM 611.3 for definition of soil);

(5)  Cordwood, untreated or unworked raw lumber and building or construction materials including plywood or wood pallets (see 14 FAM 611.3 for definition of construction materials);

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

(7)  Privately owned live ammunition (see 14 FAM 611.7-2 regarding shipment of a personally owned firearm and ammunition); or

(8)  Propane gas tanks.

c.  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:

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

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

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

14 FAM 611.7  Limitations

(CT:LOG-373;   04-28-2023)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The Director, Transportation Management Division (A/LM/OPS/TM), and/or GTM/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 (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 GTM/EX or the designated representative (see 14 FAM Exhibit 611.6 for a list of items that may be crated).

d. The U.S. Government does not pay to transport personal effects in connection with a local move unless the local move is originating from U.S. Government-funded permanent housing (see 14 FAM 611.3 for definition of local move and permanent housing).

e. The shipment of lithium-ion and lithium-metal batteries are prohibited in all layette, UAB, and HHE personal-property shipments.  However, the Department has just authorized an updated policy change on Lithium Batteries in Personal Effects Shipments:  23 STATE 44704.  Please consult this ALDAC.

f.  The Director, Transportation Management Division (A/LM/OPS/TM) 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.

14 FAM 611.7-1  Weight Allowance for Shipment and Storage

(CT:LOG-363;   10-05-2022)
(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, one-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 GTM 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 611.7-1), the weight already in continuous storage prior to the new travel authorization is the first weight credited the 18,000 pounds.

e. Employees are encouraged to review their Travel Message Three (TMTHREE) 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 removal and storage at U.S. Government expense.  Employees should review the post housing policy and communicate with the general services and community liaison offices 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service and Civil Service)

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

d. Employees are responsible for ensuring their firearms are clear of ammunition and installing a trigger or cable lock prior to handing them over to the contracted service provider for shipping or storing.  Should an employee elect to store a firearm in a case, the case must remain unlocked.  Firearms are not allowed in safes or lockboxes while in controlled storage.

14 FAM 612  AUTHORIZED EXPENSES

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Authorized expenses in connection with shipment of effects include the following (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 vessel 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 (5 U.S.C. 5732); and

(9)  Other miscellaneous expenses 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

Normally the post will arrange 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.  Contact a despatch agent for more information about arranging deliveries with post-issued GBLs and tenders paid by a Financial Management Center.

14 FAM 612.2-2  Reweighing Inbound Shipments

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. If the post has reason to believe that the stated weight of an inbound shipment of HHE or UAB is too high, a contractor should reweigh the shipment upon its arrival at the post.  In such cases, reweighing 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 reweighing 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 must be weighed separately on a certified scale to establish its gross weight.  Following delivery and unpacking of the HHE, the lift van and any blocking and bracing material must 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 HHE as defined in 14 FAM 611.3.  Cartons and wrapping or padding material must 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 HHE shipment.  A weight ticket must be stamped by the weighing machine or completed by the contractor showing the gross, tare, and net weights.

c.  When inbound HHE or UAB shipments are reweighed 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 reweighing tickets) in order to undertake corrective measures with the contractor or carrier.  If the shipment originated in the United States, the receiving post must notify the particular department or agency transportation office.

d. When a UAB shipment exceeds 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-363;   10-05-2022)
(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 (HHE, UAB, POV, and CNS).

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

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

14 FAM 612.3-1  Estimating Weights

(CT:LOG-363;   10-05-2022)
(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 general services office at post, by accessing Transportation Lite/Plan My Move, or from the Washington transportation office.

b. 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 HHE that generally comprises most articles used to furnish a residence.  An estimated net weight for fragile articles, which normally require preliminary packing before removal from the residence, includes packing and crating materials (14 FAM 611.3).

c.  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 seven 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 primary 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 a 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, CNS, and non-temporary storage shipments are recorded at the warehouse on a certified scale and are not weighed at pack-out or delivery residence.  The TSP is not required to provide weighing services for these types of shipments at the 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-363;   10-05-2022)
(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 ELSO.  UAB may be shipped at U.S. Government expense following the official routing of the travel itinerary contained in the applicable travel authorization.  Shipments from alternate origins or to alternate destinations are made on a cost-constructive basis based on the actual weight shipped, but not exceeding actual cost which would have been incurred had the shipment been made between the authorized points of origin and destination, with the employee paying any excess cost.  An employee is not permitted to cost-construct a local move.  The general services/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 the United States, the Comptroller and Global Financial Services (CGFS) through Pay.gov, Online Bill Payment, or Automated Clearing House, 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 HHE for storage to an authorized storage point (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 exceed 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 general services 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 the United States, the CGFS Cashier (via Pay.gov, Online Bill Payment, or Automated Clearing House), and provided 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 general services office 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 the next destination.

14 FAM 613  SHIPMENT AND STORAGE WEIGHT ALLOWANCE

14 FAM 613.1  Shipment and Storage Weight Allowance

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Initial allowance:

(1)  The combined shipment and storage of effects allowance is 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 weight allowance of less than 7,200 pounds, net weight, applies for certain posts with limited facilities, limited tour length, unaccompanied status, or other special circumstances.  See the “Special Shipment Allowance Posts” sheet on the Bureau of Global Talent Management's Bidding Research Tools SharePoint site;

(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 to accommodate representational items required immediately upon arrival at post; the remaining 11,000 pounds of HHE will be 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 exceeding the regulatory 18,000-pound limitation) may be placed into permanent storage (14 FAM Exhibit 621); and

(5)  These weight allowances are not reduced when an employee ships excess luggage, UAB, 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 HHE 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 weight allowance 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 weight allowance post (e.g., special incentive post), the authorized shipping weight to the special post is the special post weight allowance.  See the "Special Shipment Allowance Post" sheet on the Bureau of Global Talent Management's Bidding Research Tools SharePoint site.  EXCEPTIONS:  When the next assignment is to the United States either for retirement or a tour of duty, 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 if an employee transfers from a special weight allowance post to a limited or unlimited post, the UAB and HHE weight entitlement from the special post is the special post weight allowance;

(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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When a change in family status occurs which would authorize the shipment of HHE, 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") after 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 the 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. A UAB 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 UAB weight allowance is in addition to the HHE weight allowance shown in 14 FAM 613.1.  UAB 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.  Because UAB is needed immediately upon arrival, the transport of UAB should be initiated promptly, preferably in advance of the traveler's departure.  Shipment of UAB must be requested for the first available pack date within 30 days of the last traveler's arrival at the destination.  UAB shipped from the losing post is limited to the traveler's unaccompanied baggage weight authorization.  UAB shipped to the gaining post is limited to the traveler's UAB weight authorization.

NOTE:  The transfer order normally authorizes the employee to ship the full UAB weight authorization to each itinerary location identified on the travel order, e.g., from the old duty station to home leave to consultation to the new duty station.  However, UAB weight shipped directly from the old duty station to the new duty station is deducted from the overall weight allowance and cannot also be shipped to other itinerary locations on the travel order at government expense.

d. UAB 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 UAB 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.  UAB 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 23 inches by 30 inches (0.9398 meters by 0.5842 meters by 0.762 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.

j.  For excess luggage in lieu of UAB, see 14 FAM 568.1.

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

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. For the UAB shipment, the employee should consider only those items that will be required immediately upon arrival, such as clothing, non-liquid toiletries, pots, pans, unbreakable dishes, sheets, blankets, and essential light housekeeping articles.  UAB is not meant to include large household items such as furniture, room-sized rugs, TV sets, major appliances, or any item that exceeds the standard measurements and weights of 15 cubic feet (0.424 cubic meters), 200 pounds (90.90 kilograms), and dimensions of 37 inches by 23 inches by 30 inches (0.9398 meters by 0.5842 meters by 0.762 meters).  Fragile items 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.  UAB is a separate allowance from HHE shipping and storage.  Any unused airfreight weight cannot be added to the HHE shipment and storage allowance.

14 FAM 613.4  Shipment of a Layette

(CT:LOG-369;   02-16-2023)

a. A separate and distinct airfreight weight allowance for the shipment of a layette may be authorized in an amount not to exceed 113 kilograms or 250 pounds gross weight for a newborn infant or adopted child less than five 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 and no later than 120 days after the birth of a child.  For an adopted child, an air shipment should commence no later than 120 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 airfreight, 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 23 inches by 30 inches (0.938 meters by 0.5842 meters by 0.762 meters).  Exceptions (e.g., baby cribs and baby chairs) that exceed these dimensions may be approved by the Director, Transportation Management Division (A/LM/OPS/TM).

e. Travel authorizations for State Department personnel may be amended to include authorization for the layette shipment.  The request for amendment must be cabled to the attention of GTM/EX/IDSD 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 must be sent to USFCS/OIO/OFSHR.

g. Layette shipments for USAGM must 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-363;   10-05-2022)
(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.  The A/OPR/ALS website, Office of Allowances, lists posts with consumables shipments authorized.

b. Consumables are limited to foodstuffs for human consumption (with the exception of pet food or cat litter) or items used for personal or household maintenance such as toiletries and nonhazardous cleaning supplies.  Consumables shipments may not include 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 is established for a two-year tour and for a three-year tour for each employee, regardless of family status.  Some posts with limited tour lengths 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 GTM Assignments Division.

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

(1)  Weight allowance for a one-year tour is defined in "Posts with Special Shipment Allowances for Post Assignment Travel" referenced above.  Up to two CNS shipments are permitted on a one-year tour, and both must be initiated and booked for shipment to post within six months from the date of arrival at post - unless otherwise defined on the TA;

(2)  Weight allowance for a two-year tour is 1,134 kilograms or 2,500 net pounds unless otherwise defined on the TA and there will be a one-year time limitation from the date of arrival at post within which to request the first available pack date to ship against this weight allowance;

(3)  Weight allowance for a three-year tour will be 1,701 kilograms or 3,750 net pounds unless otherwise defined on the TA with a two-year time limitation from the date of arrival at post within which to request the first available pack date to ship against this allowance; or

(4)  The above six-month, one- and two-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; and

(5)  An employee with a one-year tour is allowed two consumables shipments.  An employee with a two-year tour is allowed up to three consumables shipments, i.e., an initial plus two supplemental shipments.  An employee with a three-year tour is allowed up to four consumables shipments, i.e. an initial plus three supplemental shipments.

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

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

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

14 FAM 613.6-1  Criteria for Consumables

(CT:LOG-363;   10-05-2022)
(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,” consumable items must be of limited availability and extremely difficult to obtain locally; unavailable from the closest source of supply such as a neighboring country; of substandard quality locally; severely restricted or prohibited in host-government importation policies; or unavailable because group orders cannot be established or 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. All consumables weight allowance posts are required to submit a new justification every two 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 whenever 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 one year remaining in the tour of duty will qualify for a consumables weight allowance.

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

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Transportation of HHE/UAB is authorized when family members are eligible to receive an 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 the 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-363;   10-05-2022)
(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 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The employee must 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 after the initial shipment (see 14 FAM 611.6 on supplemental shipments).  Employees should not arrange 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:  Transportation Management Division (A/LM/OPS/TM); 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 employee's request and pre-approved by the Chief, A/LM/OPS/TM, the employee is 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 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-363;   10-05-2022)
(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/TM).  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 normal time frame, 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-363;   10-05-2022)
(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 vessels that normally discharge at the Ports of Antwerp, Rotterdam, and Bremerhaven.  The U.S.-flag vessel 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 confirm arrival of the total number of pieces shipped.  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.

14 FAM 614.4  Surface Shipments between Posts

14 FAM 614.4-1  Obtaining Information

(CT:LOG-295;   10-26-2020)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

When preparing a surface shipment between posts, the losing post, before initiating shipment, must 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

When arranging for packing effects, the post must 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 employees in obtaining an accurate estimate of the net weight of their 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 result in excess costs.

14 FAM 614.4-3  En Route Notification

(CT:LOG-295;   10-26-2020)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. When an employee's effects and/or POV are consigned to a U.S. despatch agent or to a post, the employee 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-363;   10-05-2022)
(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. Use the ITGBL program as addressed in 14 FAM 614-5.5 or negotiate a rate tender under a federal transportation procurement statute, 49 U.S.C.10721 or 13712.  Contact your supporting despatch agency for more information about procuring transportation using a tender of service.

c.  Posts must 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The arrangements made for packing and shipping HHE will 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, consider establishing 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 on a case-by-case basis 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-363;   10-05-2022)
(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 destination residence.

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 port 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 post records, using the exhibit as a step-by-step instruction.  Use rate quotations from through bill-of-lading carriers to determine accurate origin and transportation costs.

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

14 FAM 614.5-5(A)  Nature of Service

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The International Through 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 GTM/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 HHE and 100 gross pounds for 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.

14 FAM 614.5-5(B)  Limitations of Service

(CT:LOG-363;   10-05-2022)
(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, 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 Management Division (A/LM/OPS/TM) detailing the service and cost obstacles.  The division will then work with commercial industry to overcome the obstacles, excluding the post from participation until resolution of the issue(s).

b. ITGBL service is limited to HHE, CNS, UAB, and 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-363;   10-05-2022)
(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 Kelley Blue Book value of 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 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/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 Management Division of the Office of Logistics Management (A/LM/OPS/TM).  TM 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 post’s list of recommended local transportation service providers or agents.  Posts must send their list of preferred local transportation providers or agents in order of preference to A/LM/OPS/TM via cable, or by email to ITGBLDC@state.gov 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/TM.

f.  Website tracking of shipments is available through the forwarder’s password-controlled site, 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

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

b. The employee must coordinate with the ITGBL forwarder to provide data for U.S. customs forms or supplemental shipment forms for HHE 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

For assistance with any questions concerning the International Through Government Bill of Lading (ITGBL) program, please contact the despatch agency office supporting your geographic region.  Consult the table below.

Despatch Agency Contacts
DA European Logistical Support Office (ELSO) handles ITGBL shipments from Europe (EUR), Africa (AF), Near East (NEA), the following posts in South and Central Asia (SCA):  Tajikistan, Turkmenistan, Uzbekistan, Kyrgyzstan, Kazakhstan, and between posts 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.  They also handle 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
DA Miami:  Supporting Caribbean, and 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.
Direct all other ITGBL questions to the Transportation Management Division.
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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The General Services Officer 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 CNS 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. CBP, 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Post's GSO should inspect all potential local agents for adequate equipment, facilities, and support staff.  14 FAM Exhibit 614.5-7 provides a sample inspection checklist.

b. 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.

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

d. 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 must 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 must demonstrate the capability to provide an 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 tri-wall boxes measuring 5, 10, and 15 cubic feet for UAB shipments (14 FAM 613.3-1) and new ISPM-certified lift vans for HHE shipments.  The company must have an 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; and

(3)  Support staff:  The company must demonstrate the 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-363;   10-05-2022)
(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.  Employees are responsible to contact their 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 must 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 (see examples 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.  Otherwise, the HHE will be 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 to 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, Ciudad 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 must be stenciled or otherwise legibly marked:

      (Employee Name)
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 (e.g., Laredo or San Diego) must be placed in the remarks following "Via:";

(6)  If the ultimate destination is a U.S. port of call, the HHE shipment must 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 must be routed for discharge to the U.S. port closest to the inland destination.  The shipping containers (wooden lift vans) must be stenciled or otherwise legibly marked with the name and address of the consignee and the port of discharge as follows:
      <Employee Name>
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)  All HHE shipments with an ultimate destination on the West Coast of the United States must be consigned to the Despatch Agency in Seattle.  Shipping containers (wooden lift vans) must be stenciled or otherwise legibly marked with the name of the employee in care of the unpacking contractor as follows:

      (Employee Name)

      U.S. Despatch Agency

      2800 South 192nd Street, Suite 108

      Seattle, WA 98188

      (206) 764-3805

      (206) 764-666/Fax

      Despatch_Agency_Seattle@State.gov

U.S. Despatch Agent (include city, state, and zip code)
For Forwarding To:
John Jones (agency)
Street address

      City, state, and zip code

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-295;   10-26-2020)
(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 Transportation Management Division (A/LM/OPS/TM).

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

(CT:LOG-295;   10-26-2020)
(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 temporarily hold the HHE 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Shipments of 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 Transportation Management Division (A/LM/OPS/TM).  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.

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

(1)  On arrival at Washington, DC (Washington Dulles International Airport only), notify the Transportation Management Division (A/LM/OPS/TM), 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 GBL and forward the shipment to the ultimate destination. UAB arriving at Washington Dulles International Airport for the Washington, DC metropolitan area will be collected by one of the Department's inbound delivery contractors for delivery to the employee's residence.

c.  The employee's name should be on the air waybill.  If the employee has a bona fide delivery address and telephone number before departing post, it must be added to their profile in ILMS.  The despatch agency will arrange for the UAB shipment to be customs cleared and picked up by an inbound delivery contractor in Washington, DC or a local moving firm at the 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 airfreight en route must be sent when the losing post initiates the shipment.  Copies of the notice must go to the U.S. despatch agent or the Department's Transportation Management Division (A/LM/OPS/TM) 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 a legible packing list/inventory (HHE or UAB) and the air waybill to the T-Lite record.  Post must also send a timely en route notification.  The packing list and air waybill 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 CBP Form 3299.

g. Failure to provide the packing list and inventory may delay the shipment from being cleared (in some instances, for two to three weeks), inconvenience the employee, and result in increased cable traffic, storage charges, and unpacking and examination charges.  If the shipment transits ELSO, the post must 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Alcoholic beverages, International Through 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 HHE 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 HHE.

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-363;   10-05-2022)
(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 shipments received from the U.S. despatch agencies for 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 POVs.

b. ELSO is located at the port of Antwerp and 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 HHE and POVs 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 UAB shipments; and

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

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

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

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

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

      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 must be clearly marked with the consignment address, employee’s name and ultimate destination as designated by the gaining post.  Marking must be legible and complete, preferably stenciled or indelibly labeled (no paper labels glued or stapled on vans).  Lift vans with previous markings must 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 must be clearly marked as such.

j.  Notification: Shipments inbound to ELSO require 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 must be forwarded to ELSO via the quickest means possible.  Notification telegrams must provide all information as shown in the format and be for one employee and one shipment type.  Posts must provide as much detail as possible in the comments section (e.g., a motorcycle is included in the HHE shipment, consumables are being shipped as HHE, etc.).

k. With outbound shipments, 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 as requested and per their requirements.  Once ELSO makes export arrangements, an email notification of shipment en route to post is generated to provide the receiving post with shipment status and export details.

l.  Receipt of cargo:  All cargo handled by ELSO is received at the CRP 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 repacked 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 must 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.  Avoid fax copies due to their low image quality.

(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 consumables 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)  Whether vehicle meets U.S. specifications, VIN, chassis number if different from VIN, engine number, and 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 exceeding 800 cubic feet;

(4)  Motorcycle shipments:  Documentation must include motorcycle year, make, model, color, VIN and/or chassis number and whether 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 documentation 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;

(6)  ITGBL shipments of HHE and UAB:  International Through Government Bill of Lading (ITGBL) shipments 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)  CBP Form 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);

(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 provide 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Size:  For shipment or permanent storage of HHE wooden lift van, maximum dimensions should not exceed eight feet in length, six feet 10 inches in height, and six 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 vessel containers wherever this service is provided by the ocean carrier.

b. Markings:  Stenciling, marking, or writing an employee's social security number (SSN) on any interior or exterior packing materials, crates, lift vans, or 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 for information on proper marking of lift vans and exterior packing materials.

c.  Wood-packing materials:

(1)  Per the Department of Agriculture (USDA) (7 CFR 319.40):  All solid wood-packing material (SWPM) imported into the United States must be either heat-treated (preferred) or fumigated with methyl bromide and marked with an approved international mark certifying treatment.  This applies to 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.  Other countries are implementing similar rules;

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

(3)  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 not in compliance may be denied entry and ordered returned to the origin country.  Direct any questions concerning the use of methyl bromide to USDA;

(4)  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

(5)  Please also note that exotic plant pests have been linked to the importation of SWPM.  These pests seriously threaten agriculture and natural, cultivated, and urban forests in the United States and other countries.  These, globally accepted measures minimize the risk of pests associated with the SWPM.  The International Plant Protection Convention website provides the name of the official in each participating country who can provide a list of approved contractors that perform appropriate fumigation and other pest control measures.

14 FAM 614.10  Bills of Lading

(CT:LOG-363;   10-05-2022)
(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 item, its weight or volume, and total number.  See 14 FAM 618.3-1(C) when shipping cases of alcoholic beverages and tobacco products to the United States.

14 FAM 614.11  Abandoned Personal Effects

(CT:LOG-363;   10-05-2022)
(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-supporting despatch agency, or the Director, Transportation 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) or Transportation Lite 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 at U.S. Government-controlled (leased) facility:

(1)  Involuntarily abandoned or unclaimed personal effects with an expired storage entitlement must be retained at least 75 calendar days from the date storage expired, the date the property was found, or the date of the last attempt to contact/notify the owner – whichever is later.  All effort to locate the owner of the property must be documented and attached to the ILMS shipment or Transportation Lite record.  Unless the previous owner has a pending 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 Management Division (A/LM/OPS/TM).  Post must contact their servicing despatch agency to obtain a signed approval memo from the Director, Transportation Management Division, before disposing of the personal effects.  A copy of the disposal approval must be placed in the ILMS shipment or Transportation Lite record for future reference;

(3)  The employee may file a claim and may receive compensation when residual value remains on their personal effects as follows:

(i)   If the U.S. Government has not yet disposed of the property, the residual value is determined by calculating the depreciated value adjudicated under the Claims Act (31 U.S.C. 3721) minus any storage and transportation costs the Department incurred or would have charged the fund for storage fees beyond the authorized storage entitlement; or

(ii)  If the U.S. Government has disposed of the property, compensation will not be more than the monetary amount the U.S. Government received for the personal property at the time of disposal, if any, minus any additional storage and transportation costs the Department incurred or would have charged the fund for storage fees beyond the authorized storage entitlement.

c.  Involuntarily abandoned or unclaimed personal effects at a commercially controlled facility:  All effort to notify the owner of the property must be documented and attached to the ILMS shipment or Transportation Lite record.  The personal effects are converted to commercial expense when the storage entitlement at U.S. Government expense expires.  Title to the property vests in the commercial company giving them the authority to dispose or auction the personal effects.  The employee forfeits the right to file a claim against the U.S. Government on personal effects converted to commercial expense.

14 FAM 615  PRIVATELY OWNED MOTOR VEHICLES (POVS)

14 FAM 615.1  Allowable Expenses

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The cost of transporting a motor vehicle is allowable only when the 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 exceeding 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 (SMA) locations:

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

(2)  Upon approval of an 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)  When employees have orders returning them 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 a 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 is allowed, including amendments to the same travel authorization.  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 the United States, the Comptroller and Global Financial Services (CGFS) via Pay.gov 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 employee's actual separation address.

14 FAM 615.2  Shipment

(CT:LOG-363;   10-05-2022)
(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.  Consider the following factors:

(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 the chassis and body of the vehicle;

(3)  In accordance with 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.  HHE, UAB, 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-363;   10-05-2022)
(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 four-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-363;   10-05-2022)
(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 four 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 four-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 four-year period;

(5)  The employee has not had a POV shipped between foreign posts at U.S. Government expense for one year (nine 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 one year (nine 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-363;   10-05-2022)
(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 one year (nine 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 Pick-up 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-363;   10-05-2022)
(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 six 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)  Take other action in accordance with 2 FAM 113.1.

14 FAM 615.8  Limitations on Type and Size of Vehicles

(CT:LOG-295;   10-26-2020)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Vehicles that may be transported include passenger automobiles, sport utility vehicles, 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 a maximum vehicle size of 22.4 cubic meters/800 cubic feet and shipped safely in a standard sea container.  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-363;   10-05-2022)
(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: the Automotive Imports Facts Manual;

(2)  Customs and Border Protection:  Importing a Motor Vehicle; and

(3)  DOT-NHTSA (National Highway Traffic Safety Administration):  Importing a Vehicle.

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.  The employee also may 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-363;   10-05-2022)
(State/USAGM)
(Foreign Service)

a. All agency shipping offices, to include post's shipping office, must exert a reasonable effort to analyze ocean carrier schedules and tariffs on a worldwide basis when routing personal effects and POV shipments consistent with the following guidelines:

(1)  When both U.S.-flag 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 neither U.S.-flag nor foreign-flag vessels exclusively operate 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 a U.S.-flag vessel is available for any segment of the journey, the shipment must be routed on a U.S.-flag vessel on the segment operated by the U.S.-flag vessel.  Waiting time at point of loading and point of transshipment is governed by paragraph b of this section.  More than one transshipment for the purpose of using a U.S.-flag vessel is not required; and

(3)  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 it can be determined that U.S.-flag vessels are not available for any segment of the journey, then shipment of effects can be made on a foreign-flag vessel.

b. The shipping office may certify use of a foreign-flag vessel to ship personal effects and POV when:

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

(i)     Notice to ship is received by the destination shipping office; or

(ii)    The effects or POV are ready for shipment;

(2)  The use of U.S.-flag vessels will result in unreasonable delays at the port of loading or any point of transshipment which may cause the shipment to miss the required delivery date;

(3)  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 b(1) of this section and/or validate with reasonable assurance a scheduled port call at any point of transshipment;

(4)  Agents of U.S.-flag vessels cannot give reasonable assurance effects will actually be discharged at the scheduled point of transshipment or destination port within two weeks after arrival regardless of port congestion and where agents of a foreign-flag vessels can give assurance due to their preferential berthing arrangements;

(5)  Agents of U.S.-flag vessels cannot give reasonable assurance effects will be discharged at the scheduled destination port without transshipment and where agents of a foreign-flag vessels can give such assurance; and

(6)  The authorizing officer at an overseas 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.

c.  When the origin or destination is a seaport, it is not necessary to transship the shipment to another port in order to utilize a U.S.-flag vessel.  For the purpose of shipping employee effects, transshipment is defined as any change in the mode of transportation, e.g., rail to ship, or in the conveyance, ship to ship (B-190281, B-190058 Mar 24, 1978).

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-363;   10-05-2022)
(State/USAGM)
(Foreign Service)

Section 901(a) of the Merchant Marine Act of 1936 (46 U.S.C. 55302 and 55303) governs the use of U.S.-flag vessels for transporting household goods and/or personal effects and POVs 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-363;   10-05-2022)
(State/USAGM)
(Foreign Service)

When a shipping office, to include post's shipping office, determines that U.S.-flag vessels are not available for any segment of a journey, they must issue a written and signed justification certificate for use of foreign-flag vessel, also known as a determination of non-availability, to the service provider shipping the personal effects or a POV (e.g., the ocean carrier, freight forwarder, or effects transporter).  The service provider must be instructed to submit a copy of the foreign-flag waiver request and justification certificate with their invoice to the paying office.  The justification certificate must be signed by an authorizing officer designated by the Department or foreign affairs agency, or a post's principal officer.  It must also provide a complete justification for the use of a foreign-flag vessel in accordance with Section 901(a) of the Merchant Marine Act of 1936, as amended (46 U.S.C. 55302 and 55303).  The authorizing officer must also maintain a digital copy of the certificate with the ILMS or Transportation Lite shipment record.

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

(CT:LOG-363;   10-05-2022)
(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 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 vessel 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. Section 5 of the International Air Transportation Fair Competitive Practices Act of 1974, as amended by Section 21 of Public Law 96-192, requires that when personal effects are transported by air, and U.S.-flag air carrier service is available, such service must be used for U.S. Government-financed international air transportation.  The Fly America Act (49 U.S.C. 40118) requires U.S. flag carrier use unless such use would involve delays that would jeopardize the cargo or be incompatible with the purpose of the shipment.  Shipments need not be delayed more than 48 hours to make use of U.S.-flag Fly America Act compliant air carriers.

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 more than 48 hours or if transshipment would jeopardize the cargo.

c.  When a shipping office, to include post's shipping office, routes a shipment via a foreign-flag air carrier (origin airport to destination airport), the authorizing officer must issue a justification certificate for use of the foreign-flag carrier to the service provider.  The authorizing officer must also maintain a digital copy of the justification certificate with the ILMS or Transportation Lite shipment record.

d. Shipments made through international freight forwarders must comply with the above standards.  Forwarders must be instructed to submit with their invoices 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.

NOTE:  In some cases, foreign-flag air carriers may be used for U.S. government-funded, non-military transportation if it is consistent with the goals for international aviation policy stated in section 49 U.S.C. 40101(e) and is provided under a bilateral or multilateral air transportation agreement.  Also see 41 CFR § 102-117.135 and https://usdos.sharepoint.com/sites/EB-TRA/AN/default.aspx.

14 FAM 618  GENERAL PROVISIONS AFFECTING SHIPMENTS

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

(CT:LOG-363;   10-05-2022)
(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 POV from a post to the 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 of 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 exceeding those costs which may be authorized subsequently; therefore, this authority should be used with extreme care.

c.  The advance shipment of HHE 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 the 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 the 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-363;   10-05-2022)
(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 UAB (14 FAM 613.5) or HHE 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 HHE 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;

(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; and

(4)  Alcoholic beverages may not be stored at any USG managed or contracted storage facility.

b. Foodstuffs:

(1)  The 2002 Bioterrorism Act requires prior notice of the expected arrival date of shipments containing foodstuffs to the United States.  The Food and Drug Administration (FDA) and Customs and Border Protection (CBP) have amended their Compliance Policy Guidelines (CPG) to allow 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 U.S. port of entry;

(2)  Employees planning to ship foodstuffs in their HHE must ensure the HHE inventory includes a general description of the food items.  Additionally, employees must 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 their shipment is held at the U.S. port of entry.  If an HHE shipment containing foodstuffs is placed on hold at the U.S. port of entry, the FDA Division of Food Defense Targeting 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 Protection website.

14 FAM 618.3-2  Courtesy of the Port

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

High-level 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-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The U.S. Government does not pay for the cost of transporting effects (including a POV) 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 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.

b. The U.S. Government does not pay to transport personal effects in connection with a local move (see 14 FAM 611.3 for a definition of local move).

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

(CT:LOG-363;   10-05-2022)
(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 CBP Form 4457, Certification of Registration for Personal Effects Taken Abroad, or on any other registration document available for this purpose;

(c)  HHE 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 HHE container.  Ammunition must be packed separately and must not under any circumstances be included in HHE 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 firearms and ammunition manufactured in the U.S. or abroad.  There are no exemption provisions for civilian U.S. Government employees nor 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 importers' fees, may be charged against the travel authorization of the employees concerned.  The method of shipment must be determined by each post based on available facilities.

14 FAM 618.6  Federal Motor Vehicle Safety Standards

(CT:LOG-363;   10-05-2022)
(State/USAGM/USAID/Commerce/Agriculture)
(Foreign Service)

a. The employee is responsible for ensuring all issues covered in 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 POV 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 must complete Form HS-7, Importation of Motor Vehicles and Motor Vehicle Equipment Subject to Federal Motor Vehicle Safety, Bumper and Theft Prevention 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 about current applicable safety standards may 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-363;   10-05-2022)
(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; safety considerations; and 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.

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-363;   10-05-2022)
(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 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 must 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-363;   10-05-2022)

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 (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 lift van;

(3)  Crystal chandeliers;

(4)  Baby grand pianos;

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

(6)  Flat screen TVs greater than 63 inches.

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-295;   10-26-2020)

			requests special crating for the items listed below
Company Name
for					This request is being made because
	Employee’s Name
Pre-move surveyor feels this is necessary to safely transport item(s).
Employee wishes the item(s) to be specially crated.
Item		Dimensions		Cube		Cost	Approved/Denied

Authorizing Signatures:

Signature of Transportation Officer
Signature of GTM Representative

 

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

(CT:LOG-363;   10-05-2022)

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 costs listed above are 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 incur to ship the excess HHE weight.  Employees must obtain all excess transportation costs from their 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-363;   10-05-2022)

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
Lampshades	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 incur to ship the excess UAB weight.  Employees must obtain all excess transportation costs for their transportation.

 

14 FAM Exhibit 614.5 
Excess Weight Cost Computation

(CT:LOG-363;   10-05-2022)

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 those 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 percent tare ratio); there are 9.2 pounds of gross weight contained in one 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-363;   10-05-2022)

Completed by:__________                    Company Name:___________________ Date:_________

Local Agent Checklist

Administrative

Warehousing, Equipment, and Operations

 

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

(CT:LOG-363;   10-05-2022)

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:  305-640-4574) (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

 

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:
EMPLOYEE NAME (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:
EMPLOYEE NAME (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:
EMPLOYEE NAME (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:
EMPLOYEE NAME (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/TM
DEPARTMENT OF STATE
44845 FALCON PLACE

    STERLING, VA 22166-9545

EMPLOYEE NAME (AGENCY)

    703-923-6179/6176/6300/6379-Fax

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:
EMPLOYEE NAME (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR
WASHINGTON, DC
TS

 

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

(CT:LOG-295;   10-26-2020)

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 Management Division A/LM/OPS/TM Dulles International Airport (IAD) Washington, DC  20037 (Tel:  703-923-6179/6176)

(7)  Privately owned live ammunition (see 14 FAM 611.7-2 regarding shipment of a personally owned firearm and ammunition); or

(8)  Propane gas tanks.

c.  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:

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

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

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

Hose, garden (and tools)	10	70
Ladder, extension	15	45
Ladder, step	10	25
Lampshades	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 incur to ship the excess UAB weight.  Employees must obtain all excess transportation costs for their 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 those 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 percent tare ratio); there are 9.2 pounds of gross weight contained in one 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

Administrative

Warehousing, Equipment, and Operations

       

 

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

(CT:LOG-363;   10-05-2022)

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:  305-640-4574) (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

 

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:
EMPLOYEE NAME (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:
EMPLOYEE NAME (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:
EMPLOYEE NAME (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:
EMPLOYEE NAME (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/TM
DEPARTMENT OF STATE
44845 FALCON PLACE

    STERLING, VA 22166-9545

EMPLOYEE NAME (AGENCY)

    703-923-6179/6176/6300/6379-Fax

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:
EMPLOYEE NAME (AGENCY)
C/O DEPARTMENT’S INBOUND CONTRACTOR
WASHINGTON, DC
TS

 

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

(CT:LOG-295;   10-26-2020)

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 Management Division A/LM/OPS/TM Dulles International Airport (IAD) Washington, DC  20037 (Tel:  703-923-6179/6176)

 

UNCLASSIFIED (U)