Government Documentation Checklist

This overview outlines the required documentation and procedures for managing government moves, from pre-move consultation to delivery at the destination.

Purpose:
Ensure compliance with government regulations, proper record-keeping, and consistent execution of government moves.

Key Areas:

1. Pre-Move Consultation & Documentation:

   • Mandatory Consultation: Conduct within 5 business days of receiving the move order (2 days for rush moves); failure to comply may result in penalties.

   • Pre-Move Booklet: Must be provided and reviewed with the shipper; a signed acknowledgment is required. Failure to obtain it may result in penalties.

   • Weight Estimates: Must be provided within 2 business days after the consultation; delays may incur penalties.

   • Communication: Shippers must be informed of their responsibilities, including notifying changes to household goods and securing confidential information.

2. Weighing Procedures:

   • Under 7,000 lbs: Use the government-approved Standard Weight List (SWL); physical weighing is not required.

   • Over 7,000 lbs: Shipments must be weighed within a 50-mile radius of the origin residence.

   • Weighing Timeline: Lightweight must be obtained no more than 24 hours before loading; heavy weight within 24 hours after loading.

   • Documentation: Fuel receipts and scale tickets must be available for government inspection at all times.

3. Unpacking & Delivery Procedures:

   • Unpacking Certificate: Mandatory for all government moves; to be completed at destination during unpacking and signed by both the member and the crew.

   • Refusal of Unpacking: If the member refuses unpacking services, they must still complete the certificate to document the refusal.

   • Delivery Authorization: All government shipments must be called into the assigned Delivery Agent (DA) before delivery. A DDR authorization number is required for DND and CRS shipments.

   • Local Moves: DDR number is not required for same-day or next-day local moves, provided the member is aware of the delivery.

Key Takeaway:
Adhering to these procedures ensures regulatory compliance, accurate documentation, and a smooth delivery process, protecting both the agency and the government client.