RD Instruction 2039-A

Table of Contents

Page 1

PART 2039 - CHANGE OF OFFICIAL STATION

Subpart A - Change of Official Station

## [TABLE OF CONTENTS]{.underline}

[Sec]{.underline}. [Page]{.underline}

2039.1 General. 1

2039.2 - 2039.3 \[Reserved\] 2

2039.4 Househunting trip. 2

2039.5 Temporary quarters subsistence expenses (TQSE). 2

2039.6 Allowance for expenses incurred in connection with

residence transactions. 3

2039.7 \[Reserved\] 3

2039.8 Transportation and temporary storage of household goods

and personal effects. 3

2039.9 - 2039.11 \[Reserved\] 8

2039.12 Relocation Services Program (RSP). 8

2039.13 Vouchers and supporting data. 9

2039.14 - 2039.50 \[Reserved\] 9

Exhibit A -- Memorandum of Understanding For Shipment of Household Goods
and

> Freights Move Management Services Between United States of\
> Agriculture, Rural Development and Interstate International, Inc.

## oOo

(01-29-03) PN 355

RD Instruction 2039-A

PART 2039 - CHANGE OF OFFICIAL STATION

Subpart A - Change of Official Station

§ 2039.1 [General]{.underline}.

This Instruction states policies and procedures for authorizing expenses
in connection with permanent change of official station, and for
receiving payment for allowable expenses. The Federal Travel Regulations
(FTRs), Agriculture Travel Regulations (ATRs), Interstate International
Move Management Services (INIC-MMS), and National Finance Center (NFC)
Manuals are available in each Rural Development office. This Instruction
supplements those regulations.

\(a\) [Authority]{.underline}. The following officials are delegated the
authority to approve relocation authorizations and vouchers for an
official change of station from allocated travel funds:

\(1\) State Directors, Deputy Chief Financial Officer, and Director,
Centralized Servicing Center, will authorize transfers in their
jurisdiction. This authority can be redelegated.

\(2\) The respective Agency Administrator will issue Forms\
AD-202, "Travel Authorization/Advance," and AD-202R, "Attachment for
Relocation Travel," for transfers coming to the National Office. This
authority can be redelegated. Each division director or staff leader
will approve their respective transfers. (Revised 05-18-05, PN 386.)

\(b\) [Eligibility]{.underline}. Relocation expenses will not be paid if
an employee relocates to a new official station that is less then 50
miles from his/her old official station. (Revised 05-18-05, PN 386.)

\(c\) [Service agreement]{.underline}.

\(1\) An employee must sign the computer-generated service agreement
Form AD-202R before the official change of station is authorized and
expenses paid.

\(i\) An employee must work for the Government for 12 months after the
effective date of the transfer, unless separated for reasons beyond the
employee\'s control and acceptable to Rural Development.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISTRIBUTION: WSAL Administrative Services

Change of Official Station

## 1

## (Revision 1)

(01-29-03) PN 355

RD Instruction 2039-A

§ 2039.1(b)(1) (Con.)

\(ii\) An employee is liable for the full amount of transfer expenses
paid by the Government if there is a violation of the service agreement.

\(iii\) The appropriate Agency Administrator must approve in writing the
cancellation of obligation.

\(2\) The obligation under paragraph (b)(l)(i) of this section is for
the transfer shown in the service agreement. The obligation is not
voided by a prior transfer or in connection with a second transfer.

§§ 2039.2 - 2039.3 \[Reserved\]

§ 2039.4 [Househunting trip]{.underline}.

\(a\) The househunting trip is not an automatic entitlement. It may be
authorized at the discretion of the approving official. Guidelines are
provided in FTR 302-5. (Revised 05-18-05, PN 386.)

\(b\) Refer to § 2039.5(b) for deduction of days from the first 30-day
period of temporary quarters.

\(c\) There are two methods of reimbursement: Actual and fixed amount.
The two methods are explained in FTR Chapters 302-5.1 through 302-5.18.
(Revised 05-18-05, PN 386.)

§ 2039.5 [Temporary quarters subsistence expenses (TQSE)]{.underline}.

\(a\) Guidelines are outlined in FTRs and ATRs, Chapter 302-5 for
extension of time in TQSE.

\(1\) When an employee does not participate in the Relocation Services
Program (RSP) (see § 2039.12 of this Instruction) and needs additional
time in TQSE beyond the initial 60 days, the employee must submit a
written request for extension of time to the servicing travel office. An
administrative level higher than the one who authorized the initial 60
days must approve the extension. The employee's request and State
Office's recommendation for any additional time beyond 90 days are
forwarded for review to the Support Services Division (SSD), Travel
Unit. The Travel Unit submits the request to the respective Agency
Administrator for final approval.

\(2\) When an employee participates in the RSP and needs an additional
30-day extension, the justification for extension must be for compelling
reasons, deemed beyond the employee\'s control. See FTR 302-6.104. The
employee's written request and State Office's recommendation are
forwarded for review to the SSD, Travel Unit.

## 2

## (Revision 1) 

RD Instruction 2039-A

§ 2039.5(a)(2) (Con.)

The Travel Unit submits the request to the respective Agency
Administrator for final approval. This authority CANNOT be redelegated.
(Revised 05-18-05, PN 386.)

\(b\) Methods of reimbursement.

\(1\) There are two methods of reimbursement: fixed amount and actual
expense.

\(2\) Days spent on a househunting trip shall be deducted from the first
30-day period of TQSE when the employee elects the actual expense
reimbursement.

§ 2039.6 [Allowance for expenses incurred in connection with residence
transactions]{.underline}.

\(a\) Extension of time for real estate is outlined in the FTRs and
ATRs, Chapter 302-6.1(e).

\(b\) An extension of time is approved by State Directors for field
employees; Deputy Chief Financial Officer and Director, Centralized
Servicing Center, for St. Louis employees; and the respective Agency
Administrator or Deputy Administrator, for National Office employees.

\(c\) The applicable office must receive the written justification for
an extension of time no later than 30 calendar days after the expiration
of the initial 2-year time limitation.

§ 2039.7 \[Reserved\]

§ 2039.8 [Transportation and temporary storage of household goods and
personal effects]{.underline}.

> \(a\) Transportation and temporary storage of household goods and
> personal effects are outlined in the FTRs and ATRs, Chapter 302-8.

The employee's household goods and personal effects may be stored for up
to 90 days at Rural Development expense. The employee may be authorized
an additional 90 days storage after a written request to the respective
Rural Development Travel Office is received; FTR 302-7.9. Once an
extension for 90 days has been approved for a total of 180 days storage,
no further extensions can be granted for any reason.

\(b\) Rural Development will pay for the shipment and storage of up to
18,000 pounds of the employee's household goods and personal effects.

\(c\) There are two methods of moving the employee's household goods:
Actual Expense and Commuted Rate. Forms AD-202 and AD-202R will show
which of the two moving methods is used for the transfer.

## 3

(01-29-03) PN 355 (Revision 1)

RD Instruction 2039-A

§ 2039.8 (Con.)

\(d\) The State, St. Louis, and National Offices are responsible for
administering the General Services Administration's (GSAs) Centralized
Household Goods Traffic Management Program for the employee.

\(e\) The State, St. Louis, and National Offices will use GSAs
Interagency Transportation Management System (ITMS) to extract a cost
comparison for shipping household goods. The Travel Coordinator will
review the cost comparison to determine if the actual expense method
will result in lower costs to the Government. If the difference between
the commuted rate and the lowest cost carrier is less than \$100, then
the commuted rate is selected. The Travel Coordinator will decide how
household goods are shipped after review of the cost comparison.

\(f\) The following are guidelines for the \"actual expense\" and
\"commuted rate\" moving methods.

\(1\) [Actual expense method]{.underline}. The actual expense method is
further divided into the following two methods.

\(i\) [Interstate International, Inc., Move Management Services
(INIC-MMS)]{.underline}. [(Refer to Exhibit A for the Memorandum of
Understanding between Rural Development and Interstate International,
Inc.)]{.underline}.

\(A\) The Travel Coordinator will provide INIC-MMS with an initial
supply of two hundred (200) General Services Administration (GSA)
approved virtual Government Bill of Lading (GBL) numbers. A list with
all numbers is maintained in each office, numbers should be deleted as
assigned. The Travel Coordinator may designate a specific carrier on any
relocation or freight shipment, in writing to INIC-MMS, or a list of
carriers may be initially provided.

\(B\) The Travel Coordinator will contact INIC-MMS by telephone or
inputting data into the Interstate on-line system, ([www.invan.com)](),
providing specific data to initiate shipment of household goods and/or
freight, for each relocation request. INIC-MMS will provide the most
effective service at the lowest cost, will contact the transferee and
provide information, guidance and instructions regarding all aspects of
the move for shipment of household goods and freight. INIC-MMS will
prepare the GBL, pre-payment audit, and assist the employee in claiming
any loss or damage after the shipment of household goods is completed.

## 4

## (Revision 1) 

RD Instruction 2039-A

§ 2039.8(f)(1)(i)(B) ( Con.)

([1]{.underline}) [Carrier's liability insurance]{.underline}: When
Rural Development requests shipment of household goods by INIC-MMS, the
receiving office will counsel the employee regarding the amount of
insurance required for the shipment and storage of the employee's
belongings. The employee may be asked to disclose in writing to the
mover any individual item(s) with a value greater than \$100 per pound.
Otherwise, the mover is liable for only \$100 per pound, per item. Rural
Development offers a liability insurance plan that has two parts:

([i]{.underline}) The first part is fully paid by Rural Development at
no cost to the employee. It is called Full Value Protection Service. Its
valuation is based on: \$5.00 x the actual total weight of household
goods (e.g., \$5.00 x 10,000 lbs. = \$50,000 Rural Development
valuation).

([ii]{.underline}) The second part is optional to the employee at
additional cost. Its valuation is based on the employee's independent
appraisal if higher than Rural Development\'s valuation (e.g., \$60,000
independent appraisal). Cost to the employee = \$0.85 x each \$100 of
excess valuation above what Rural Development allows (e.g., \$60,000 -
\$50,000 = \$10,000 excess valuation). Employee's cost to the NFC will
be \$10,000/100 = 100); and 100 x \$0.85 = \$85.00). When the shipment
valuation is in excess, the employee must make such request in writing.
If the employee stores goods under the optional coverage part of the
plan, the receiving office notifies the employee that the employee\'s
added cost to NFC is \$0.18 per \$100 of excess valuation (e.g.,
\$10,000/100 = 100; and 100 x \$0.18 = \$18.00).

## 5

## 

(01-29-03) PN 355

RD Instruction 2039-A

§ 2039.8(f)(1)(i)(B) (Con.)

([2]{.underline}) [Filing claims]{.underline}.

([i]{.underline}) If the employee has loss or damage to household goods
or personal effects, the employee must notify INIC-MMS in writing of the
intent to file a claim, and to request assistance. Once the employee
files the intent, then the employee completes the carrier\'s claim
forms. Settlement is based on the full replacement value of the item.
The Government defines the full replacement value of any individual item
to be the cost to replace the item, with similar quality, at existing
market price.

([ii]{.underline}) If the moving company denied the employee liability,
the employee can file a claim against the Government under the
provisions of the Military Personnel and Civilian Employees Claims
(MPCE) Act of 1964. The complete filing instructions are found in
Department Regulation (DR) 2510-1.

([iii]{.underline}) The employee must file Form AD-382, \"Employee Claim
for Loss or Damage to Personal Property,\" to the receiving Travel
Office for approval. Attach a copy of the following to Form AD-382:
communications with the carrier, receipts, canceled checks, appraised
value of damaged items, and cost to repair or replace the item(s). If
the employee relocated to an office in a State, each State Director has
authority to approve the AD-382. If the employee relocated to St. Louis
or National Office, the respective Agency Administrator has authority to
approve the AD-382.

## 6

##  

RD Instruction 2039-A

§ 2039.8 (f)(1) (Con.)

\(ii\) [Do-it-yourself]{.underline}.

\(A\) If the employee decides to move some or all of their household
goods via rental truck, trailer, or car, etc., the employee will be
reimbursed for the actual costs. The actual costs may include: truck
rental, material handling equipment, packing materials, gasoline, oil,
toll charges, etc., not to exceed what it would have cost Rural
Development to move the employee by the lowest cost carrier listed on
the GSA cost comparison. The employee's labor or the labor of other
family members is not reimbursable. The employee must furnish two weight
tickets for the vehicle, one for the unloaded vehicle with full tank of
gas and the second for the fully loaded vehicle with full tank of gas.
Receipts are required for truck rental, weight tickets, equipment,
packing material, etc., in order for NFC to reimburse the employee.

\(B\) If the employee uses a privately owned vehicle to carry the
household goods when the employee travels to the new duty station, the
employee will not be reimbursed for vehicle expense, since the employee
will have a mileage allowance. Receipts are required for material
handling equipment, packing materials, etc., in order for NFC to
reimburse the employee. For reimbursement of a do-it-yourself method,
the employee must obtain weight certificates or itemized warehouse
receipts.

\(2\) [Commuted rate method]{.underline}. The employee who is authorized
this method will make their own arrangements for transportation,
accessorial services, and storage with the mover, FTR 302-7.13. The
employee may move the household goods themselves or use a commercial
moving company. The employee will pay the moving company directly and is
solely responsible for settling any claims with the mover. The employee
is reimbursed on the basis of the shipment's weight and distance
traveled. The reimbursement is computed on the basis of the Commuted
Rate Schedule. The employee must obtain an original receipt from the
mover showing payment to support the expense claim.

[Note]{.underline}: Short distance relocation mileage increased from 10
miles to 50 miles, FTR 302-1.1 and FTR 302-2.6.

## 7

## 

(01-29-03) PN 355

RD Instruction 2039-A

§§ 2039.9 - 2039.11 \[Reserved\]

§ 2039.12 [Relocation Services Program (RSP)]{.underline}.

\(a\) Participation in the RSP is outlined in the FTRs and ATRs,\
Chapter 302-12.

\(b\) Each employee must accept or decline participation in the RSP in
writing, submit the written participation with the service agreement,
and read the information about the RSP provided in the relocation
package. If the employee decides not to use the RSP, Rural Development
will not provide this service for the same move at a later date.

\(c\) Each applicable travel office will counsel and enter the
transferring employee in the RSP.

\(d\) The employee\'s reimbursement for TQSE is limited to a maximum of
30 days when the home purchase service portion of relocation services
has been authorized. The respective Agency Administrator must approve
any exceptions to this policy. This authority CANNOT be redelegated.

§ 2039.13 Vouchers and supporting data.

\(a\) [Claims for reimbursement]{.underline}. Claims for reimbursement
are made on Form AD-616R, \"Travel Voucher (Relocation).\"

\(b\) [Filing vouchers]{.underline}. File a copy of the complete set of
travel orders, Forms AD-202 and AD-202R in the employee\'s official
travel folder.

§§ 2039.14 - 2039.50 \[Reserved\]

Attachment: Exhibit A

## oOo

## 8

##  

RD Instruction 2039-A

Exhibit A

Page 1

Memorandum of Understanding

For

Shipment of Household Goods & Freight

Move Management Services

Between

U.S. Department of Agriculture

Rural Development

And

Interstate International, Inc.

**1. General**

The **United States Department of Agriculture-Rural Development**,
herein identified as USDA-RD, and **Interstate International, Inc**.,
5801 Rolling Road, Springfield, VA 22152, herein identified as INIC-MMS,
agree that INIC-MMS will provide move management services according to
the specifications and requirements as set forth in the General Service
Administration Tender of Service (GSA TOS), General Services
Administration Request for Offers and this agreement. Services will
include, but are not limited to, preparing the U.S. Government Bill of
Lading (GBL), conducting transferee counseling, providing motor carrier
selections, claims counseling and claim monitoring, preparing shipment
invoices, providing motor carrier performance evaluations and auditing
GSA Form 3080-Household Goods Carrier Report, assigning selected
shipments to Storage-in-Transit (SIT), preparing and submitting service
requests to carriers, pre-payment auditing, obtaining stipulated service
authorizations from USDA-RD and participating carriers, and preparing
and submitting management reports to USDA-RD. This MOU agreement is
intended to outline the service parameters to be provided by INIC-MMS as
requested by USDA-RD unless otherwise defined by signed addendum to this
agreement.

**2. Initiation of Service and Authorizations**

a\. Permanent Change of Station Coordinator (PCOSC). The USDA-RD PCOSC
has authority to issue travel authorization numbers to INIC-MMS and
obligate funds so INIC-MMS may commence and carry out all actions
necessary to complete shipments of household goods and freight to their
destination. The USDA-RD PCOSCs referenced in Attachment A are the
primary sources for initiating a move management service request under
this agreement.

(01-29-03) PN 355

RD Instruction 2039-A

Exhibit A

Page 2

b\. The USDA-RD Program Manager will be designated in writing and a copy
will be provided to INIC-MMS. The USDA-RD Program Manager will provide
INIC-MMS a list of authorized PCOSCs in writing, by fax, or other
electronically agreed upon method of submitting names, addresses,
telephone numbers, fax numbers, and email addresses of USDA-RD PCOSCs to
INIC-MMS. INIC-MMS will assign an ID and password to each USDA-RD PCOSC
so that PCOSCs can access the Internet website of INIC-MMS to check
status on shipments for household goods and freight twenty-four (24)
hours a day, seven (7) days a week. Upon receipt of changes to
authorized PCOSCs from the USDA-RD Program Manager, INIC-MMS will delete
and add IDs and passwords within twenty-four (24) hours of notification
of changes from the USDA-RD Program Manager.

c\. INIC-MMS will ensure that all USDA-RD employee information is kept
confidential and shall not be released to persons or vendors other than
INIC-MMS or the carrier, and that the carrier shall not release the
information to any persons or vendors outside their company.

d\. The USDA-RD PCOSC will notify INIC-MMS of each shipment in writing,
by telephone, fax or other electronically agreed upon method of
transmitting information for shipments of household goods and freight.
The following information is necessary for INIC-MMS to initiate
shipments of household goods and freight:

i\. Transferee name and address when available

ii\. Phone number, business, residence, mobile, and email address

iii\. Travel Authorization Number

iv\. Transferee Social Security Number

v\. Origin and Destination city, state

vi\. USDA-RD accounting information

vii\. Excess Valuation requested above \$5.00 per pound

e\. The USDA-RD PCOSC will provide INIC-MMS with a telephone number to
contact the transferee for counseling purposes. INIC-MMS will attempt to
contact the transferee within 24 hours after receiving the initial
request for move management services. If INIC-MMSS is unsuccessful in
contacting the transferee within 48 hours, INIC-MMS will notify the
USDA-RD PCOSC.

f\. INIC-MMS is authorized, without further approval, to order all
necessary and required services needed to facilitate shipments of
household goods and freight. These services include but are not limited
to the following:

RD Instruction 2039-A

Exhibit A

Page 3

i\. Shuttle service

ii\. Crating as required by carrier for safe transportation under

\$150.00 each

iii\. Long carry

iv\. Stair carry

v\. Elevator

vi\. Bulky articles as authorized by entitlements (GSA TOS)

vii\. Appliance service as authorized by entitlements (GSA TOS)

viii\. Extra pickup or delivery from/to storage units

ix\. 3rd party services as authorized by entitlements (GSA TOS)

x\. SIT up to ninety (90) days

INIC-MMS will approve needed services and keep USDA-RD PCOSC informed of
progress.

g\. INIC-MMS must obtain written or electronic authorization from the
USDA-RD PCOSC for approval of the following services:

> i\. Transferee requested crates or special packaging not required by
>
> carrier

ii\. SIT over ninety (90) days

iii\. Extra labor

iv\. Waiting time

v\. Extra pickup or delivery from employee\'s office, other commercial
locations or additional residences

vi\. 3rd party services not otherwise defined in the GSA TOS

vii\. Privately Owned Vehicle (POV) within CONUS

viii\. Boats in excess of 14 ft.

ix\. Additional services not otherwise authorized in the GSA TOS

x\. Overtime services

h\. INIC-MMS will contact the transferee and provide information,
guidance and/or instructions regarding all aspects of the move for
shipment of household goods and freight. These topics include but are
not limited to the following:

i\. Entitlements under the Federal Travel Regulations (FTR), GSA TOS and
USDA-RD agency-specific policies

ii\. Pre-move survey responsibilities

iii\. Level of service (released valuation) and excess valuation

iv\. Disassembly and reassembly of household furniture

v\. Shipment and storage services that are paid by the government

(01-29-03) PN 355

## RD Instruction 2039-A

Exhibit A

Page 4

vi\. Authorized SIT and extra pick-ups and drop-offs

vii\. Name and address of destination SIT facility and delivery out of
storage procedures

viii\. Appliance servicing

ix\. Carrier and INIC-MMS responsibilities

x\. Movement of POV for U.S. Offshore Territory moves only (Hawaii,
Puerto Rico, Guam, Alaska and Virgin Islands)

xi\. Claims assistance and carrier claims settlement monitoring

xii\. Do-it-yourself movers with reference to SIT, allowable costs and
liability issues

xiii\. Weight allowances and responsibility for excess charges

i\. The USDA-RD PCOSC may request INIC-MMS to provide on-site service
inspections at either the shipment origin or destination point for an
additional charge of \$25.00 per inspection.

## 

**3. Carrier Selection Criteria**

a\. USDA-RD and INIC-MMS have established the following criteria to be
used in carrier selection and monitoring:

i\. Professionalism and courtesy of carrier personnel

ii\. Performance and accuracy of the pre-move survey

iii\. Knowledge and compliance with this agreement and GSA TOS

iv\. Quality of overall carrier service and responsiveness to requests

v\. Processing, handling, and settlement of claims and other problems

vi\. Satisfactory GSA Form 3080, Household Goods Carrier Report

vii\. USDA-RD recommended carriers as directed

vii\. Financial reliability

b\. USDA-RD may designate a specific carrier selection on any relocation
or freight shipment and communicate this in writing, by telephone, fax,
or other electronically agreed upon method of initiating move management
services. Unless otherwise stipulated, INIC-MMS will select carriers via
best-in-class relationships and preferred carriers as defined by
USDA-RD. USDA-RD may, at any time, add to or withdraw a participating
carrier under this agreement. In the event that a participating carrier
is removed or suspended, INIC-MMS will provide written notice to the
carrier when requested by USDA-RD.

RD Instruction 2039-A

Exhibit A

Page 5

**4. Preparation and Distribution of GBLs**

a\. USDA-RD will provide INIC-MMS with an initial supply of two hundred
(200) GSA approved, virtual GBL numbers for Conus moves and fifty (50)
preprinted GBL forms for U.S. offshore relocations. USDA-RD will also
provide a supply of the GBL Correction Notice (SF 1200).

b\. USDA-RD will provide INIC-MMS with GBL preparation instructions and
a sample GBL for U.S. offshore relocations that will identify all
pertinent GBL data elements and information.

c\. INIC-MMS will maintain accountability records and physical control
of the GBLs supplied and manage their distribution to comply with the
terms of the GSA TOS, Supplement.

d\. INIC-MMS will request additional GBLs when the virtual numbers
provided are fewer than twenty-five (25) and preprinted GBL inventory
falls below fifteen (15).

e\. INIC-MMS will provide the USDA-RD PCOSC with a copy of each GBL
and/or GBL Correction Notice (SF 1200) within five days after being sent
to the carrier. If the virtual GBL is used, then no GBL copy will be
available.

f\. INIC-MMS will prepare and issue a separate GBL for a shipment of
household goods, unaccompanied baggage, and personally owned vehicles
for offshore shipments, and freight.

**5. Valuation**

a\. INIC-MMS is authorized to order from each motor carrier, replacement
value protection limited to \$5.00 times the actual weight for the
shipment up to a maximum declared value equal to the greater of \$90,000
or, in the event that additional valuation is to be purchased, the
actual maximum declared value of the shipment. This liability limitation
shall apply at all times during the performance of service by carrier,
including without limitation during transportation and warehousing.
Excess valuation above \$5.00 times the actual weight of the shipment,
when purchased, will be charged at a rate of \$0.85 per \$100.00 of
declared value and \$0.18 per \$100.00 of declared value on SIT. The GBL
will reflect full value replacement. Carrier invoices shall not list
standard shipment valuation charges.

(01-29-03) PN 355

RD Instruction 2039-A

Exhibit A

Page 6

b\. When a shipment valuation in excess of that provided in
sub-paragraph (a) above is requested by transferee, the USDA-RD
transferee must make such request in writing to INIC-MMS. INIC-MMS will
inform the transferee that he/she will be financially responsible for
the excess valuation cost and will advise the USDA-RD PCOSC of the
excess valuation request. Any excess valuation must also be shown on the
GBL.

**6. Service Auditing**

a\. INIC-MMS will require that all carrier billings be sent directly to
INIC-MMS for pre-payment audit process. INIC-MMS will certify that the
services billed by the carrier were necessary, properly authorized and
actually performed. INIC-MMS will insure that all support documentation
is in order to facilitate billing to the National Finance Center.

b\. INIC-MMS will abide by the definitions outlined in the GSA Request
for Offers, Section 2-6.5.7, as they apply to pre-payment audit
responsibilities.

c\. At the request of the USDA-RD PCOSC, carriers will be required to
perform on-site origin or destination service inspections, as further
provided in paragraph 2.i. above.

**7**. **Billing Information**

> a\. The selected motor carrier will submit a bill and receive
> reimbursement from INIC-MMS who will then submit an invoice to the
> USDA, National Finance Center (NFC) and receive reimbursement from the
> USDA, NFC.

b\. INIC-MMS who will then submit an invoice to the USDA, NFC and
receive reimbursement from the USDA, NFC.

c\. INIC-MMS will forward invoices to: USDA, National Finance Center

P.0. Box 60000

New Orleans, LA 70160-0001

RD Instruction 2039-A

Exhibit A

Page 7

**8**. **Management Reporting**

> INIC-MMS will provide move management reports satisfactory to USDA-RD
> PCOSCs via electronic web based, password-protected access provided
> under this agreement. Reports will comply with those stipulated in
> Section\
> 2-6.5.8 of the current Request for Offers. Reports shall include but
> not be limited to:
>
> . Billing Summary Report
>
> . Claim Summary
>
> . Storage Summary
>
> . GSA Form 3080, Household Goods Carrier Report.
>
> USDA-RD PCOSCs and INIC-MMS will work cooperatively to enhance the
> reporting system throughout the duration of this agreement. The
> USDA-RD Program Manager will be designated in writing and a copy of
> designation will be forwarded to INIC-MMS. INIC-MMS will provide
> annual reports to the USDA-RD Program Manager by December 1 for the
> preceding fiscal year ending September 30:
>
> a\. Overall shipment report
>
> b\. Overall claims report
>
> c\. The USDA-RD Program Manager may request the development of further
> reports not outlined above for the enhancement of move management
> services provided under this agreement. In this situation, USDA-RD and
> INIC-MMS will develop a specified time line for the completion of this
> process. It is the intention of INIC-MMS to provide any reporting
> requirements specific to this agency to maintain proper program
> oversight.
>
> d\. INIC-MMS will obtain by telephone, written, or electronic means,
> transferee responses to the GSA Form 3080-Household Goods Carrier
> Report as soon as possible following completion of delivery of the
> transferee's household goods to the residence. INIC-MMS will use its
> best efforts to ensure all GSA Form 3080-Household Goods Carrier
> Reports are completed and returned. The GSA Form 3080-Household Goods
> Carrier Report will be provided by INIC-MMS.
>
> e\. INIC-MMS will conduct semi-annual performance reviews with the
> USDA-RD Program Manager.

(01-29-03) PN 355

RD Instruction 2039-A

Exhibit A

Page 8

**9. Storage**

> a\. SIT, when required, is authorized without prior approval for an
> initial storage period not to exceed ninety (90) days. The initial
> period may be extended in 30-day increments or in one ninety (90) day
> increment, via the USDA-RD PCOSC\'s written approval, the total not to
> exceed 180 days of SIT. The transferee will be counseled as to the
> period of authorized storage. Shipments remaining in storage beyond
> the authorized storage period or 180 days, whichever is later, shall
> be converted to commercial storage for the account of the transferee
> for which the transferee will be responsible for all storage charges
> following the authorized storage period.
>
> b\. INIC-MMS will require the carrier to obtain authorization from
> INIC-MMS before the placement of the shipment into SIT at origin
> and/or destination.
>
> c\. INIC-MMS will notify both the transferee and the USDA-RD PCOSC of
> the actual location for the SIT within five (5) calendar days after
> delivery into SIT. This notification may be provided in writing or
> made available by web access and will clearly state the date of
> expiration of the initial authorized storage period.
>
> d\. INIC-MMS will instruct all USDA-RD transferees to submit a written
> request to INIC-MMS for any extension of SIT beyond the initial
> authorized period. INIC-MMS will then present this request to USDA-RD
> PCOSC for review and final approval. The USDA-RD PCOSC will notify
> INIC-MMS of additional authorized SIT beyond the initialized
> authorized period. The INIC-MMS will notify carrier of additional
> authorized SIT. If additional SIT is desired by the transferee but not
> approved, INIC-MMS will advise the transferee of his/her
> responsibility for storage charges.

**10. INIC-MMS Contact Information**

GSA Team Leader LaVerne Sims 800-999-1001 ext. 145

GSA MM Coordinator William Fice 800-999-1001 ext. 163

Program Manager Don Tindall 800-999-1001 ext. 140

Program Executive John Morrissette 800-999-1001 ext. 350

Government Manager Robert Nease 800-745-6683 ext. 220

RD Instruction 2039-A

Exhibit A

Page 9

The GSA Team Leader and GSA MM Coordinator listed above are authorized
to receive shipment requests and initiate any actions necessary to
service USDA-RD employees and make arrangements for shipment of freight.
The Program Manager and Program Executive listed above are authorized to
sign the MOU agreement, terms, conditions and amendments. INIC-MMS will
notify the USDA-RD Program Manager of any changes in INIC-MMS personnel.

**11. Further Agreements**

> a\. INIC-MMS will obtain written pre-authorization from the USDA-RD
> PCOSC to conduct a telephone pre-move shipment survey or to perform a
> shipment pick-up or delivery on a Saturday, Sunday, or holiday.
>
> b\. INIC-MMS will notify the USDA-RD PCOSC whenever the actual weight
> of the household goods shipment exceeds the estimated weight indicated
> on the pre-move survey by fifteen percent (15%) or more. INIC-MMS will
> determine whether or not a reweigh of the shipment is necessary; all
> reweigh requests shall be in writing. An actual shipment weight in
> excess of 115 percent of the pre-move survey weight must be justified
> by the carrier and accepted by INIC-MMS before payment for the weight
> exceeding 115 percent may be approved.
>
> c\. INIC-MMS will maintain 24-hour telephone accessibility for USDA-RD
> transferees and the USDA-RD PCOSC for the resolution of problems
> during a relocation.
>
> d\. All amendments and/or changes to this agreement must be in writing
> and signed by INIC-MMS and the Chief, USDA-RD.
>
> e\. This MOU is effective from the date signed by the Acting Deputy
> Administrator for Operations and Management, USDA-RD, and will remain
> in effect until terminated by either party. Either party may terminate
> this agreement by filing a thirty (30) day written notice of an intent
> to terminate the agreement. In no instance will this MOU exceed the
> terms of the GSA Tender of Service, Supplement B, for the
> participation of licensed brokers.

(01-29-03) PN 355

RD Instruction 2039-A

Exhibit A

Page 10

**United States Department of Agriculture Interstate International,
Inc.**

**Rural Development**

By: [S/Sh Sherie Hinton Henry]{.underline} By: [S/Jm John D.
Morrissette]{.underline}

Sherie Hinton Henry John D. Morrissette

Title: Deputy Administrator Title: Executive Vice President

for Operations and Management Date:\_[4/12/02]{.underline}

Date: [4/12/02]{.underline}

oOo