FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
11/83 R1 SUPPLEMENT 11
CHAPTER 2 - RELOCATION ALLOWANCES
PART 1. - APPLICABILITY AND GENERAL RULES
2-8.3 - Transportation within the conterminous United States
c. Use of commuted rate or actual expense method. For each transfer, the receiving unit
shall obtain a cost comparison from the appropriate GSA Regional Office (FPMR 101-40.101-1).
GSA transportation contact for Idaho Forests is:
R.C. Robins
FTS 396-7455
Commercial (206) 931-7455
General Services Administrative
GSA Center (10-FBT)
Auburn, Washington 98002
GSA transportation contact for Montana, North Dakota and South Dakota Forests is:
B.L. Fischbach
FTS 234-2626
Commercial (303) 234-2626
Building 41
Federal Center
Denver, CO 80225
(6) Booking the shipment. As soon as possible after an employee has been notified of a
permanent change of station which involves a shipment of household goods, the employing
agency will contact the appropriate GSA regionalTransportation Services Branch with the
following information:
Name of employee.
Origin city, county, and state.
Destination city, county, and state.
Estimated weight.
Estimated or actual date household goods are to be picked up.
Number of day storage in transit is required (if applicable).
In forwarding this information to the appropriate GSA regional Transportation Services Branch,
agencies are requested to use GSA Form 2485, Cost Comparison for Shipping Household Goods
(Exhibit A). When time does not permit the use of GSA Form 2485, agencies may provide the
necessary information by telephone. Replies to the telephonic requests will be confirmed in
writing by GSA. Regardless of how the information is supplied, it is important to transferring
employees that GSA be notified of definite movement requirements as soon as they are known.
Such notification will assist in improving the quality of household goods moves. Upon receipt of
the above information from the agency, the GSA regional Transportation Services Branch
personnel will conduct a cost comparison. The results of the cost comparison (commuted vs.
actual expense rates) will be furnished to the requesting agency either on a GSA Form 2485, or
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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on a computerized household goods cost comparison printout (Exhibit B). The basic information
provided to the agency by GSA will include:
(a) GSA control number. This is a shipment identifier comprised of five digits; e.g.,
3-0001. The first digit identifies the GSA region (3) and the four remaining digits identify the
sequence of moves. The GSA control number must be included on the GBL in the "Route
Order/Release No." block and also on the GSA Form 3080 (Household Goods Carrier
Performance Report).
(b) Section 10721 number. The carriers' Section 10721 tender sets forth the rates to be
charged between the origin and destination points. This number must be included on the GBL in
the "Tariff or Special Rate Authorities" block to identify the tender the carrier is to used when
assessing rates for the move.
(c) Estimated shipment costs. The estimated charges furnished by GSA cover the
linehaul, packing, accessorial service, and storage charges. The total of these will equal the total
estimated shipment cost.
(d) Contacting the carrier. Immediately upon receiving the listing of carriers from GSA on
the GSA Form 2485 or from the computer printout, agency transportation personnel must contact
the low cost carrier for confirmation of the packing and pickup dates requested. (If the low cost
carrier cannot handle the move or is known to have poor service, the next carrier should be
contacted, and then the next, etc.) The carrier accepting the move should be given the following
information:
This is a shipment authorized under the GSA Tender of Service, Control No.
x-xxxx.
Name of agency.
Employee's name and address.
Requested pack date.
Requested pickup date.
Destination point and telephone contact.
Additional information as may be required by the carrier.
Upon receipt of information from GSA, the receiving unit shall make the decision to authorize
the commuted rate system or the actual expense (GBL) method. The decision should be based on
total cost and other considerations.
Total costs include, but are not limited to, the administrative costs associated with a GBL move
for making the carrier selection and arrangements, processing the GBL, counseling the
employee, supervising the packing/unpacking, and preparing and processing damage claims; all
of which become a Government responsibility, since it is the shipper of goods.
Administrative costs should be constructed in the following format. You may have to change the
costs to reflect your own situation.
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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Description of Job to be Done
Prepare GBL and other forms
Select cheapest GBL carrier
Counsel employee
*Time supervising packing of household goods
*Time supervising unpacking of household goods
Excess claims cost
TOTAL
Cost
$ 50.00
50.00
50.00
167.50
(2 days)
82.50
(1 day)
200.00
$600.00
*Usually the transferee will supervise packing and unpacking of own household goods.
Other considerations include, but are not limited to, shipments to and from isolated areas, time
requirements, acceptable carrier availability, employee hardships, and special management
needs.
Before the final decision is made, the comparison should be discussed with the transferring
employee and the consequences explained. Where possible, the final determination should take
the employee's preference (both in the method of shipment and carrier selection) into
consideration. However, the final decision rests with management. It is Forest Service policy to
allow the greatest managerial flexibility in the determination and use of either system.
If the decision is made to move the household goods by the actual expense method (GBL), but
the employee elects to move them by some other means, the employee is limited to actual
out-of-pocket expenses not to exceed the estimated cost of the GBL move.
The method of shipment (commuted rate or GBL) should be specifically authorized on the
AD-202, Travel Authorization. If the method is undetermined at the time the authorization is
initially prepared, insert on the AD-202 the statement "Method of shipment of household goods
to be determined at a later date based on GSA cost comparison worksheet. Employee should not
make any carrier arrangements for shipment of household goods before discussing with the fiscal
officer." If a GBL move is authorized, the carrier selected and the estimated dollar amount (price
per 100 pounds) should be documented on the authorization, especially when reimbursement will
be limited to actual costs.
Regardless of the method of shipment, household goods are based on a limited carrier liability of
60 cents per pound per article. Carriers have tariff provisions that provide for increased liability;
however, the added cost is not reimbursable by the Government but must be borne by the
employee. Since the Military and Civilian Employees' Claims Act of 1964 allows employees to
file claims up to $25,000 for damage to or loss of such property, optional carrier liability
insurance may not be needed by the transferring employee. Do not write a GBL with an
increased valuation statement unless the employee specifically requests that coverage.
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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We will continue to move employee's household goods using both methods. Our objectives
should be to minimize costs to the Government without significantly affecting employee morale.
To ensure that overall program meets administrative needs, carrier service under the GBL
method must be of sufficient quality to keep claims at a reasonable level.
(7) Preparation of Shipping documents.
(a) The Government Bill of Lading. The GBL used by the Forest Service is the nine
part form (SF 1103, NSN 7540-00-656-1746).
(i) Preparation of the U.S. Government Bill of Lading (SF 1103). (Exhibit C)
(A) Transportation Company Tendered to: The name of the actual linehaul
carrier given by GSA or selected by the agency. The name of the local agent is not to be included
in this block.
(B) Route Order/Release No.: The order release number assigned to the
shipment by GSA, e.g., 3-1000.
(C) Date GBL issued: The date the GBL was actually assigned to the
shipment; generally the date typed.
(D) From: The actual shipping point; namely, the street address, city, county,
state and zip code where the household goods are actually located.
(E) Full Name of Shipper: The name of the agency responsible for the move
and the name of the person for whom the GBL was issued.
(F) Consignee: The name, address, city, county, state and zip code location
where the household goods are to be delivered.
(G) Destination: This is not applicable unless the household goods shipment
is going into storage and then the name, address of the agent, if known, should be furnished.
(H) Marks: Any special instructions to the carrier, including contacts enroute
or at destination.
(I) Bill Charges To: Full name and address of the office responsible for
payment of charges.
(J) Appropriation Chargeable: The management code against which the cost
of the move will be charged.
(K) Packages and Description of Articles: The GBL should be annotated "1
LOT HOUSEHOLD GOODS AND PERSONAL EFFECTS.:"
(L) Weights: The net weight of the shipment is determined by the carrier
using certified weight tickets indicating the difference between gross weight and tare weight.
Therefore, this block will be left blank at time of issue.
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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(M) Released value of shipment: There are three different valuation
statements which may be selected for any household goods move. However, only one of the
following may be selected and placed on the GBL.
$.60 per pound per item: "This shipment is deemed released to a value not to exceed $.60
per pound per article.:
$1.25 times the net weight in pounds: "This shipment is deemed released to a maximum
value equal to $1.25 times the weight of the shipment in pounds. Fiscal officer will recover
additional valuation charges from the employee."
Lump sum Value: "This shipment is deemed released to a lump sum value of $
Fiscal officer will recover additional valuation charges from employees."
.
(N) Requested dates for packing, pickup, and delivery of household goods:
The transit time chart, concurred in by all GSA approved carriers, for domestic household goods
shipments is shown below. When for any reason, a carrier finds it impossible to meet the
scheduled pickup date or the required delivery date, the GBL issuing officer, and if practical, the
owner, will be immediately notified.
TRANSIT TIME CHART FOR DOMESTIC HOUSEHOLD GOODS SHIPMENTS
WEIGHT
Miles
1-250
251-500
501-750
751-1,000
1,001-1,250
1,251-1,500
1,501-1,750
1,751-2,000
2,001-2,250
2,251-2,500
2,501-2,750
2,751-3,000
3,001-3,250
3,251-3,500
0 to
999 lbs.
9 days
11 days
13 days
15 days
16 days
17 days
18 days
19 days
20 days
21 days
22 days
23 days
24 days
25 days
1,000 to
1,999 lbs.
8 days
10 day
12 day
13 days
14 days
15 days
16 days
17 days
18 days
19 days
20 days
21 days
22 days
23 days
2,000 to
3,999 lbs.
7 days
8 days
10 day
11 day
12 days
13 days
14 days
15 days
16 days
17 days
18 days
19 days
20 days
21 days
4,000 to
7,999 lbs.
6 days
7 days
9 days
10 day
11 days
12 days
13 days
14 days
15 days
16 days
17 days
18 days
19 days
20 days
8,000 to
and over
5 days
6 days
8 days
9 days
10 days
11 days
12 days
13 days
14 days
15 days
16 days
17 days
18 days
19 days
(0) Temporary storage: the location, either origin or destination and the
maximum time authorized, should be noted up to 90 days.
(P) Tariff or Special Rate Authorities: The tariff or special rate authority
given to the agency by GSA shoud always be specifically noted.
(Q) For Use of Issuing Officer: Travel order number and date.
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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(R) Issuing Officer: Name, title, and date GBL released.
(S) Issuing officer: Name and complete address of the issuing office.
(T) Name of Transportation Company: Name of linehaul carrier shown in
reference item (A).
(8) Distribution. After the GBL has been prepared as discussed above, it should be
distributed as follows:
Forms SF 1103, U.S. Government bill of lading - original; SF 1104, U.S. Government bill of
lading - shipping order; SF 1105, U.S. Government freight waybill - original; and SF 1106, U.S.
Government freight waybill - carrier's copy, must be forwarded to the initial linehaul carrier at
the time the household goods are picked up.
Forms SF 1103a, U.S. Government bill of lading - memorandum copy, is distributed internally.
Generally one copy of this form is retained in the shipping office and at least one copy is
forwarded to the appropriate paying office.
Form SF 1103b, U.S. Government bill of lading - memorandum copy-consignee, must be given
to the employee at time of pickup or forwarded to the employee at destination by mail.
(9) Household Goods Descriptive Inventory. The household goods descriptive inventory is
prepared by the carrier at the time the goods are loaded aboard the vehicle. A sample of one
inventory is shown in Exhibit D. While the specific format may vary from carrier to carrier, all
inventories have certain features in common. For example, the exception and location symbols
are standard and are shown on all inventories; columns are available (1) for sequential
numbering (the far left hand column in our example), (2) for identifying each article, (3) for
describing the condition at origin (using the appropriate exception and location symbols); finally,
all inventories have space for the carrier and the owner (or the owners agent) to sign at the time
of pickup and delivery.
The inventory is the primary document used in adjudicating both employee claims against the
Government and Government claims against the carrier. Accordingly, employees should pay
close attention to ensure that the inventory prepared at origin accurately reflects the actual
condition of belongings and should challenge the packer if he disagrees with the condition code
the packer uses. Once the owner signs the form and the household goods are loaded, it is too late
to change the inventory. At destination, the employee should carefully check off the items on the
inventory as the property is unloaded and placed in position in the household. Where damage
occurs, the employee should annotate in the "Condition When Delivered at Destination" column
the exact condition using the standard exception and location symbols. If an item is not
delivered, the work "missing" should be entered. Finally the employee should ensure that the
owner and carrier sign and date all copies (on the original and continuation forms) of the
inventory.
(10) Quality Control. A necessary and important feature of the centralized household
goods program is the quality control information and evaluation system. This system relies
primarily upon information provided after the move by transferred employee; however,
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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information pertaining to the quality of a carrier's service (before, during, or after a move) can be
furnished by other sources.
FSH 6509.33 - AGRICULTURE TRAVEL REGULATIONS
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At the time GSA forwards the written cost comparison to an agency, a copy of GSA Form 3080,
Household Goods Carrier Performance Report (Exhibit E) will also be enclosed. When the
agency issued the Government Bill of Lading, the agency should also complete the origin,
destination, pickup date, name of carrier, released valuation, Government Bill of Lading number,
and the GSA control number blocks of the GSA form 3080. This form should then be given to
the employee who must complete and mail the form after delivery. If the form is misplaced,
agencies or employees may request additional copies from any of the GSA regional
Transportation offices may furnish agencies with advance supplies of these forms. Employees
should be encouraged to take the form seriously and to completely fill it out; they are encouraged
to add to any appropriate comments (additional pages/letters) beyond those requested in the
quality control form.
GSA will also accept and act upon quality control information furnished by an agency. Agencies
should report serious deficiencies by phone to the GSA regional office which routed the
shipment. Timely receipt of information may permit GSA to resolve or help resolve many of the
problems. Information which is furnished by telephone, should be confirmed in writing.
EXHIBIT A, B, C, D AND E CAN BE VIEWED IN HARD COPY.