Joint Personal Property Program DOS-DOD Joint Personal Property Program Trey Franklin DOS Transportation and Travel Management Division

DOS-DOD Joint Personal Property Program OVERVIEW Program Background/History Program Scope FY18 Shipment Statistics DOS Shipping Methods Shipment Documentation POV Shipping Claims Process DOS Traffic Management Offices

Program Background/History In October 2009 at the Conference of Logistics Directors (COLD), logistics leaders from the Department of Defense (DOD), Department of Homeland Security (DHS), and Department of State (DOS) recognized the need for “whole-of-government” in logistics. Senior Logistics Directors agreed the concept of DOS managing shipping of DOD personal effects to/from DOS operating locations had potential benefits for both the PCSing DOD service member/employee and the embassy transportation staff. The concept was identified as a possible “Quick Win” for the whole-of- government logistics program. Logistics directors tasked their respective Transportation Managers to further examine the feasibility and pros/cons of the concept DOS was already managing all DOD POV movements to and from embassies (a program that started in 2001) DOD and DOS transportation managers agreed/recommended a limited scope pilot to ship all DOD HHGs to and from 15 DOS OCONUS operating locations

Program Background/History (continued) 1 APR, 2010: Pilot program kicked off; 15 DOS OCONUS locations Program stipulated DOS would manage personal effects shipments of DOD and USCG employees to and from DOS OCONUS pilot locations 1 OCT, 2012: 9-additional DOS locations added to the pilot program 2,400 shipments were moved to/from the 25-pilot embassies over the 3 ½ year pilot program 1 OCT, 2013: USTRANSCOM Deputy Commander and DOS Deputy Assistant Secretary for Logistics Management agreed to expand the program to all DOS OCONUS locations

Program Scope Applicable Shipments: All DOD personal effects shipments (HHG, CNS, UB, POV) associated with PCS moves to and from DOS OCONUS diplomatic missions/embassies Encompasses approximately 4,500 DOD employees assigned to approximately 190 DOS OCONUS locations NOTE: DOS does not manage DOD shipments destined for non-temp storage when it is originating at CONUS locations or at non-DOS OCONUS locations.

Program Shipment Statistics FY18 Type Shipment Count Weight Cost CNS 267 288,471 $844,237 HHE 2,138 11,911,360 $17,625,462 POV 1,087 4,366,616 $4,691,905 UAB 3,746 1,732,181 $10,192,832 Total 7,238 18,298,628 $33,354,436

Shipping Methods International Through Government Bill of Lading (ITGBL) Shipment: DOS preferred shipping method $8.50 per pound replacement liability based on net weight of shipment up to 18,000 lbs ($153,000) Direct claims settlement with TSP TSP provides customer liaison and contact – “hands on” approach TSP provides in-transit visibility to employee and via EDI to DOS ILMS Direct Procurement Shipment (DPS): For locations that cannot be serviced by ITGBL Claims handled under Civilian & Military Claims Act Claims filed with/through government channels GSO, Despatch Agents, Washington Transportation office provides shipment status as requested

REQUIRED SHIPMENT DOCUMENTATION DOS Transportation offices require the following information to execute the movement/release of DOD shipments: Travel Orders Completed DD1299 for Each Shipment HHG, UB, CNS (if CNS authorized Post) Extra pick up information Special packing items (large TV, weapons, alcohol) Personal email address and telephone number for member Completed DD1797 Personal Property Counseling Checklist for Each Member Weight Authorizations for each requested shipment DD1164 Release from Non-Temp Storage (if applicable) Releasing agents phone number and email address Confirmation the DD1164 has been issued to NTS facility

DOD POV Shipments Managed by DOS Outbound POV Shipment Processing: DOD employees turn their vehicles into a DOD Vehicle Processing Center (VPC) just as they would for a non-DOS managed move. The Global POV Contract (GPC) staff move the POV to a VPC in the region of DOS Despatch Agency responsible for shipping to specific embassy destination. The VPCs notifies the responsible DOS Despatch Agency when the POV is available for pickup. DOS arranges trucking to move the POV from the VPC to the DOS receiving/shipping point.

DOD POV Shipments Managed by DOS (continued) The DOD VPC provides the DOS Despatch Agency with the documentation necessary to execute the shipment to destination: Travel Orders Scanned copy of the Diplomatic Passport cover page Vehicle Title (front/back) Letter from lienholder to approve transport (if applicable) Bill of Sale (if applicable) Vehicle Condition Report from IAL Verification that there are no open safety related recalls on the vehicle Special Issues with Vehicle Titles – Several POV Documents are being submitted with a copy of an E-Title or Certified Transcript of Vehicle Record with the Vehicle Registration in place of a Vehicle Title. When these situations occur, we will address them on a case-by-case basis. We may need confirmation from the embassy that these documents would be accepted in place of a Vehicle Title.

DOD POV Shipments Managed by DOS (Continued) POV Inbound Shipment Processing: Embassy Transportation staff works closely with DOS Despatch Agencies to ship DOD POVs to the appropriate DOD VPC. DOS provides the DOD VPC the following: Vehicle Title Travel Orders Copy of Diplomatic Passport cover page Bill of Lading Phone Number and Email Address of the DOD member Upon receipt of the inbound POV, the receiving VPCs will follow normal DOD procedures to coordinate employee pick-up of the vehicle

DOS Transit Times Shipments being sent to many Embassies require approval from the Embassy shipping office due to host nation restrictions The typical transit time for a UB shipment to post is an estimated 7 to 18 days once we receive the green light Transit time for HHG shipments to embassies ranges from 21 to 75 days depending on geographic regions involved once we receive the green light

Program Claims Process If the member’s shipment was shipped door-to-door via an International Through Government Bill of Lading (ITGBL), the member files claims directly with the TSP. The TSP is liable for the repair or FRV cost of losses/damage. If the member’s shipment was shipped DPS, the member files a claim with the receiving TSP. The receiving TSP would provide the member with a letter denying the claim or settle payment. If settlement is not reached the TSP, the member must file the claim with their respective Service.

DOS Traffic Management Offices DOS Traffic Management execution and oversight is distributed between six primary locations Washington, DC Baltimore, MD (Baltimore Despatch Agency) Seattle, WA (Seattle Despatch Agency) Miami, FL (Miami Despatch Agency) Brownsville, TX (US Logistics Center, Brownsville) Antwerp, Belgium (European Logistics Support Operation, ELSO) NOTE: DTR Part IV, Appendix F, Table F-1 contains contact info for the offices above. DOS central email address for DOD shipment related questions: DODPP@state.gov

Questions? Trey Franklin, DOS Transportation and Travel Management Division FranklinTD@state.gov