It is very important that members check in with DMO upon arrival. In many cases, personnel arrive before their shipments, checking in with us will speed up our ability to contact you once your property arrives. Upon arrival of your personal property, we will make every effort to try to contact you before we place your property in storage.
- Scheduling Delivery
Once you find a residence you must provide us with the address and map, if you live off-base, along with the day you request delivery. The actual delivery day will depend on the local agent’s schedule, but we will make every effort to meet your needs. Deliveries are not scheduled on weekends or holidays. You can schedule your delivery over the phone or in person. Call one of our inbound clerks at DSN: 253-4439/3898.
- Members Responsibilities
- You or your representative designated in writing must be home on the day of delivery. Know in advance where you want each piece of furniture placed in your new residence. The mover is required to place each piece only one time. Check each carton or item off the inventory. Make sure everything that was picked up is delivered.
- List any damaged or missing items with appropriate inventory numbers on the "Joint Statement of Loss or Damage at Delivery" (DD Form 1840/1840R) to avoid problems. Make sure you carefully look over your property and list any missing inventory line items or noticeable damage at this time.
- Do not sign for services if they were not performed by the carrier. Do not argue with the carrier. Contact the PPSO Quality Control section at DSN 253-4763 if problems arise.
- Bear in mind that if you waive unpacking, the carrier is not required to return later to unpack or remove the empty cartons and crates. An unpacking waiver lets the carrier off the hook for completing the job, including removing empty cartons, packing materials and other debris. If at any time you decide to assist the carrier - that is, help load/unload the truck - you may relieve the carrier of any liability.
You can expect the carrier to begin service between 8 a.m. and 5 p.m. The start and completion of any service provided by the carrier can vary depending on the type of move - local, unaccompanied baggage, international shipment, etc. However, if you have no objection to the carrier beginning service before or after these hours, let the destination transportation office know.
At the time of delivery, the carrier must:
- Unpack and unwrap all cartons, boxes and crates.
- Place each item or carton in the room you indicate. This one-time placement includes placing unpacked articles in cabinets, cupboards or on kitchen shelves when convenient, safe and your desired location. Have placement planned out before the carrier arrives. Movers are required to place each item only once.
- Assemble all furniture and equipment disassembled by the movers at origin.
- Remove packing and blocking from appliances. The carrier is not required to connect appliances to electric, gas or water outlets.
- Remove all packing material resulting from the unpacking.
- Jointly with you, make a written record of any loss or damage on the DD FORM 1840/1840R, "Joint Statement of Loss or Damage at Delivery ", sign the document and obtain your signature. The carrier's representative must leave three copies of DD Form 1840/1840R with you.
Movers are not required to go into an attic, crawl space or similar storage area for the purpose of delivering and placing personal property. This includes areas that:
- Are not accessible by a permanent stairway (ladders are not permanent stairways)
- Are not adequately lighted.
- Do not have a finished floor.
- Do not allow a person to stand erect.
At some time during delivery of your personal property, an inspector representing the destination transportation office may drop by to check on your delivery. If you have any questions or problems, inform the inspector or contact the transportation office.
Documenting and reporting loss and/or damage
Knowing what to do when your personal property is delivered will help you receive compensation for any damage to or missing items you discover. At the time of delivery, the carrier will give you five copies of a two-sided pink DD Form 1840/1840R (Notice of Loss or Damage).
All damage and/or loss plus estimated dollar amount of loss and/or damage you notice at delivery should be identified on the front side of the DD Form 1840 by inventory number, name of item, and type/extent of damage or loss.
The carrier will give you three of the five copies of the completed form which you and the carrier and sign. As soon as possible, but not later than 75 calendar days after delivery, you must examine every item in your shipment and record any additional damage or loss which was not noted at time of delivery on the reverse side of the form DD Form 1840/1840R by inventory number, name of item, and type/extent of damage or loss. You must delivery those three copies of the completed form to the Claims Section, Logistics/Facilities Bldg. 100, DMO office, within 75 calendar days of the delivery. Claims personnel will retain two copies. The third copy will be returned to you, stamped with the date received, for your use when you submit your claim.
If you submit a claim against the United States Government for damage and/or loss of your personal property during shipment, and there are items on the claim which you have not previously identified on the DD Form 1840/1840R, or the DD Form 1840/1840R is not received by the claims office with 75 calendar days of delivery, a reduction in the amount payable on your claim may result. If you file a claim within 75 calendar days of delivery, make sure the DD Form 1840/1840R reflects all the missing and/or damaged items.
- The following tips will help you ensure that if any of your property is lost or damaged during shipment; you can file a well-documented claim and be paid what you deserve.
- The inventory is the most crucial step in the process.
You simply must control the packing and inventorying of your household goods. If items are not listed on the inventory, you may not be paid for them when you file a claim.
Prepare your own personal inventory and gather substantiation of your major items. Before your move, make a list of the major items you own (i.e. furniture, electronic equipment, art objects). List the purchase prices and dates for these items and gather receipts, paid bills, pre-shipment appraisals to prove it. Then take photographs to show the condition of the property. Keep this information separate from your household goods. Keep it with you when you move.
With good inventories (personal and mover's) and substantiation of ownership and value, you will be in good shape. After delivery, you still must promptly fill out the DD Form 1840/1840R to report any loss or damage.
DD Form 1840/1840R
- One of the most common complaints is that there were a lot of packers and movers; this made it hard to watch everything. Nevertheless, you or your agent must understand that you
have to exercise some control and authority. If you are so overwhelmed by the packers or movers that you cannot observe your property being packed or listed on the inventory, call (QC) at 253-4763. If you can't be present, make sure your spouse or agent knows what to do and arranges for help if necessary. If all else fails, make a statement on the inventory describing the problem.
- Make sure that the packers write adequate descriptions of the contents on the boxes and later on the inventory. While the packers do not have to list every item, they should write the general category of the items on the outside of the boxes. The general category of each box (e.g. living room, master bath, toys, etc.) should also be written on the inventory.
- List items that normally wouldn't be packed in a certain box. Examples: tools packed in a box marked clothes; a lamp packed in a box marked "garage items". If you later claim for an item that would not reasonably be expected to be found in a certain box, you may not be paid for it.
- Ensure that the carrier employee who fills out your inventory is accurately describing the condition of your property. If you disagree with his/her notations on preexisting damage, write your exceptions at the bottom of each inventory sheet.
- High value items must be listed on the inventory.
This is a pink form and critical in the household goods claim processes. You must understand the role of this form and handle it properly.
The DD Form 1840 is filled out at delivery. The 1840 is the front side of the form. It is called the "Joint Statement of Loss or Damage at Delivery." Although many deliveries are rushed, you should take all the time you need to list any loss or damage that you noticed during delivery of your household goods. Please make sure that all items listed on the inventory are received at time of delivery, if not, annotate the missing inventory line items on the DD Form 1840 before the agent departs.
What is the DD Form 1840R? It's the reverse of the DD Form 1840 and has a different title: "Notice of Loss or Damage"
The DD Form 1840R must be completed and received by the nearest claims office within 70 days after delivery. If you mail it, allow plenty of time for it to get to the claims office within 70 days. Receipt by the 70th day allows the claims office to dispatch a copy of the DD Form 1840R to the carrier by the 75th day as required by agreement with the carriers.
Why is the DD Form 1840R important?
The Government might conclude that any items not listed on a properly completed and timely filed DD Form 1840R were either not shipped or were not damaged in shipment. The Government will deduct the amount that it could have recovered from the carrier, had a DD Form 1840R been timely filed, from any amount payable to you on your claim. IN MANY CASES, THIS "POTENTIAL CARRIER RECOVERY" DEDUCTION WILL RESULT IN ZERO PAID FOR ANY ITEMS NOT LISTED ON THE DD FORM 1840R. The reason is that the Government can usually recover 100% of the carrier's liability in the majority of shipments. But if you don't report the loss or damage on the 1840R, the Government can't recover any money and in turn will not pay you.
Even if you have a large shipment, you must complete the DD Form 1840R within 75 days. This means you need to do all your unpacking to make sure you have found all loss or damage so that you can report it. It is permissible to file more than one DD Form 1840R if you discover loss or damage after you filed the first form, but all DD Form 1840s must be filed within 75 days. (There are some limited exceptions to the 75 day rule, but you shouldn't rely on them, unless absolutely necessary, as you may risk not being paid for items reported late.)
Before filling out the DD Form 1840R, make sure you reverse the carbons!
Be careful to record correct inventory numbers for all items; even items missing from cartons.
- Ask the claims office for help with the form if you have any questions.
- Don't let the 75 days expire without reporting all losses and damages.
One final comment - Submitting a DD Form 1840R to a claims office does not constitute filing a claim. In other words, even though you submit a DD Form 1840R within 75 days, you still must file a formal claim within 2 years of the date of delivery of your shipment.
Required Documents for a HHG Claim
- By federal law, the Government may not pay more than $50,000 per claim. If the value of your household goods is greater than $50,000, you should obtain insurance to guard against a total loss.
- There are also maximum amounts which can be paid on most items. Some examples of maximums are:
||$3,000 per item
||$1,000 per item
||$3,000 for all non-shipment claims ($20,000 in shipment)
Claimants are expected to have insurance above these amounts.
- Where can you find this information?
It is in the "It's Your Move “booklet”.
- Why are there maximums? In enacting the claims law, Congress only provided for payment for property that was "reasonable or useful" under the circumstances of military service. The maximums set limits on payment to quantities and quality of items that are generally considered reasonable or useful for military members and civilian employees to own. In certain circumstances, these maximum amounts for types of items may be waived.
- You need to have substantiation of ownership and value for expensive and valuable items that you claim. It is an excellent idea to have your own personal inventory of your household goods. You should keep a list of all major items along with their purchase prices and purchase dates and the receipts to prove it. Also, consider using photographs to document your ownership of the items and their condition and value. Keep inventories and photographs separate from your property. Don't ship these items with your household goods. You may wish to obtain pre-shipment value appraisals of expensive and valuable property.
- DD Form 1842 and 1844 (the claim forms themselves)
AF Form 180 may be used in lieu Orders. One copy, with one copy of any amendments.
All inventories you have concerning shipment of your property. Submit the carbon copy, not a photocopy. If you do not have a copy of the inventory, ask the QC Section for assistance in obtaining a copy from the carrier.
DD FORM 1840 / 1840R must have the pink carbon copies (All of them should be brought in). Photocopies are not acceptable.
- Receipts, paid bills, canceled checks, pre-shipment appraisals, photographs or other evidence if available to substantiate the value of the items being claimed.
- Estimates of repair: A repair estimate should be in writing on a business form or letterhead and should be signed and dated by the person preparing it.
- Replacement cost substantiation. This should be provided on any item for which you are claiming a replacement cost of $100 or more.
- Price quotes from stores should be signed and dated on company letterhead and should list the make and model number.
- You may also submit a page from a catalog. Provide the name of the company and catalog date with the page submitted.
- You may submit an advertisement from a newspaper or magazine. Provide the name and date of the newspaper or magazine with the clipping or page submitted.
You should first check to see if replacement items may be purchased through the local Exchange. Failure to check for the replacement cost at the Exchange only delays processing. Claims personnel are directed to use Exchange prices if a comparable item is available there at a lesser cost.
- Inspections and Salvage
Extending Storage In Transit (SIT) /Temporary Storage
- Keep all damaged items until 45 days (60 days for overseas destination shipments) after your claim is settled. The carrier and the claims office have the right to inspect your household goods for shipment damage. Also, if you are paid the actual value of any item, it belongs to the carrier or the government.
- If you do not keep an item for inspection, you may not be paid for it. There may be a partial or a full deduction of the value of the item from the payment due to you.
- Also, if an item is repaired before inspection and there is no way to verify whether the damage was shipment related, you may not be paid for the item.
- Yes, there are exceptions that allow you to dispose of items without inspection which pose a safety or health hazard (moldy mattress or broken glass)or to repair essential items that otherwise could not be used (a refrigerator). Check with the claims office, which should keep a memo for record on any permission given to you to dispose or repair without inspection.
- The carrier has the right to inspect within 45 days (60 days for overseas destination shipments) after delivery of the household goods or dispatch of the DD FORM 1840 (pink form), whichever is later. The carrier can contact you directly and you must cooperate. The government may not be able to collect from the carrier if you do not allow an inspection. Contact the claims office if problems arise.
- The carrier can use a repair firm to do its inspection. The carrier's repair estimate may be used to adjudicate your claim, but only if the claims office determines that it is a reasonable valid estimate from a responsible firm near you.
- Salvage. If you are paid the actual value (depreciated replacement cost) of an item, it will belong to either the government or the carrier. However, if you want to keep the item instead of turning it in, you should let the claims office know when you file your claim. In that case, a salvage deduction may be taken from your payment which will allow you to keep the item. The amount of any salvage value deduction will depend on the type of item and its condition.
- Carrier salvage. If you do not want the item and the carrier pays the government for it, the carrier has salvage rights. The carrier must pick up the item at your residence or other mutually agreeable location within 45 days after your claim is paid by the government. Again, you must cooperate with the carrier or you may have to return the payment you received. If the carrier does not pick the item up in the time allowed, you may dispose of it as you wish.
- Government Salvage. If you do not want the item and the carrier has not paid for it, it belongs to the government. If it has a salvage value, the item must be turned in. Either the government will pick it up at your residence or you can transport the item to the salvage location if you wish.
Your basic entitlement for temporary storage is 90 days. If you have a legitimate need to extend your storage, you must provide a written request to DMO for an additional 90 days. Some reasons to extend temporary storage are:
- Serious illness of the member
- Serious illness or death of a dependent
- Impending assignment to Government quarters
- Directed TDY/TAD after arrival at permanent station
- Natural disaster, e.g. Typhoon
You must submit your request prior to the expiration date and your request must be approved by the transportation office storing your personal property. To extend your storage, you must contact our office and fill out a DD Form 1857.
Non Temporary Storage (NTS)
There are no NTS storage facilities on MCAS Iwakuni. All items shipped here must be able to fit into your residence.