A Personally Procured Move (PPM) is an option where you take charge of moving your own belongings instead of having the government arrange the shipment. This gives you full control over your move and the potential to make a profit. This guide will walk you through the entire process, from getting official authorization and understanding your payment to avoiding common pitfalls like rogue moving companies.

Deciding to do a PPM is a big choice. It’s important to weigh the benefits against the challenges.

The benefits of a PPM

• Total control: You decide your exact packing and moving dates, which provides much more flexibility than a government-arranged move.

• You handle your items: You are in charge of packing and moving your belongings, which can give you peace of mind knowing your items are being handled with care.

• Financial incentive: The government will pay you 100% of what it would have cost them to move you. If you can complete your move for less than that amount, you get to keep the difference (though this profit is taxable).

The challenges of a PPM

• It's a lot of work: You are responsible for all the labor, including packing, loading, driving, and unloading.

• You are responsible for damage: If your items are lost or damaged during the move, you do not have the option to file a claim with the government. You are financially responsible.

• The paperwork is critical: To get paid correctly, you must follow all the steps perfectly, especially obtaining certified weight tickets and keeping detailed records.

To ensure you get paid properly for your PPM, you must follow the official process. You cannot simply move and ask for reimbursement afterward.

Step 1: Get counseling and create your move in DPS

This is the most important step. Before you do anything else, you must contact your local transportation office for counseling. A counselor will explain the process and authorize the PPM. After counseling, you will log in to the Defense Personal Property System (DPS) to create your move request, just as you would for a government move.

Step 2: Plan your move and gather expenses

You have several options for how to conduct your PPM. You can mix and match methods, but remember to keep receipts for all authorized operating expenses.

• Rent a truck or trailer.

• Use your own vehicle(s) or trailer.

• Hire a commercial moving company.

• Use portable storage containers (like PODS).

Step 3: Get your certified weight tickets

This is a critical step that cannot be skipped. To calculate your payment, the government needs to know the exact weight of the belongings you moved. You must get two separate, certified weight tickets to prove the net weight of your shipment.

1. Get an "empty" weight ticket: Before you load your belongings, take your empty rental truck, container, or vehicle to a certified public scale and get a weight ticket.

2. Load your belongings.

3. Get a "full" weight ticket: Return to a certified scale with the fully loaded truck, container, or vehicle and get your second weight ticket.

Keep both of these tickets in a safe place, like your moving binder or folder, as you will need them to get paid. For more helpful advice on keeping your move organized and protecting your belongings, see our Moving and Packing Tips.

Step 4: Submit your claim for payment

After you've completed your move, you have 45 days to submit your claim for payment. You will need to provide your local transportation office or finance office with all your paperwork, which includes:

• Your move application (DD Form 2278).

• Your certified empty and full weight tickets.

• A copy of your PCS orders.

• Receipts for any authorized operating expenses.

The government will pay you an incentive based on what it would have cost them to move your shipment. This is known as the Government Constructed Cost (GCC). The GCC is calculated based on the actual weight from your certified weight tickets and the distance of your move. You will be paid 100% of this estimated GCC.

Let's use a simple, hypothetical example:

• Imagine your authorized weight allowance is 10,000 lbs, but you only end up moving 8,000 lbs of your belongings, as proven by your weight tickets.

• The government calculates that it would have cost them $8,000 to hire a moving company to move that 8,000 lbs for you.

• In this case, your total PPM payment from the government will be $8,000. You do not get paid for the 2,000 lbs you were authorized for but did not move.

From that $8,000 payment, you will then subtract all of your actual moving costs, like your truck rental and packing supplies. If your total costs were $5,000, you would have a taxable profit of $3,000. If your costs were more than the GCC, you would have a loss.

Authorized operating expenses

You can deduct your actual costs from your PPM payment to determine your final profit. Keep receipts for all authorized expenses, which include:

• Rental trucks or trailers.

• Packing materials (boxes, tape, pads).

• Moving equipment rentals (dollies, ramps).

• Hiring professional movers or packers.

• Fuel and oil for a rental truck.

• Highway tolls, weight tickets, and other required fees.

Important note on taxes

Any profit you make from a PPM (the amount left over after you deduct your actual expenses from the government's payment) is considered taxable income. You will receive a W-2 for this income. It is highly recommended that you keep detailed records of all your expenses.

Advances and final payments

If you need money upfront to help pay for rental trucks or other moving expenses, you can request an advance payment from your transportation office. You may be authorized an advance of up to 60% of your estimated Government Constructed Cost (GCC). This amount will be deducted from your final payment after you submit your claim.

After you submit your completed claim with all required documents, you should expect to receive your final payment within 45 days. If there are any issues with your paperwork, the payment may be delayed.

Before you rent a truck or hire any help, it's crucial to understand how to protect yourself from scams and how to manage the financial aspects of your move.

If you choose to hire a commercial moving company for your PPM, it is your responsibility to ensure they are reputable. Be aware of "rogue operators," or scam companies that often provide a low-ball estimate, load your belongings onto a truck, and then demand more money while holding your items hostage.

Red flags of a rogue operator:

• They demand a large cash deposit before the move.

• They don't offer or agree to an on-site inspection of your belongings and give a quote over the phone or by email.

• They arrive in a generic rental truck, not a company-owned or marked fleet truck.

• Their website has no local address or information about their registration or insurance.

• They are not registered with the Federal Motor Carrier Safety Administration (FMCSA). Always check their registration on the official FMCSA Mover Registration Search website before you agree to anything.

Remember, if you hire a non-reputable mover for your PPM, the government cannot help you resolve disputes or recover your belongings.

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