SCHOFIELD BARRACKS, Hawaii -- With the official arrival of summer tomorrow, June 21, also comes the phenomenon dubbed "peak moving season."
Coined by the transportation industry, this phrase refers to the time between May-August, when approximately 225,000 Department of Defense and U.S. Coast Guard household goods shipments are slated.
U.S. Army Garrison-Hawaii leadership said that during this peak season, some Soldiers may see a little delay in receiving permanent change of station (PCS) orders on time, but that Directorate of Human Resources (DHR) staff are working hard to ensure everyone receives orders in a timely manner.
To prevent any delays in this process, Soldiers are advised to contact their local S1 office to schedule an appointment as soon as they receive assignment instructions.
With proper planning and attention to detail, service members, federal employees and their families can help facilitate a smooth change of address, even during the busy summer months.
One key to a smooth PCS transition, said DHR staff, is to have all the required documents at the ready prior to attending the levy one-on-one briefing.
Soldiers also are required to review an online out-processing briefing at the USAG-HI website, where they also can view a list of clearing agencies and download child disenrollment forms (for schools), if needed.
Other helpful tips, courtesy of the Army's Military Surface Deployment and Distribution Command (SDDC), which manages the Defense Personal Property Program, or DP3, for DOD, are as follows:
• Make a Calendar.
Create a personal moving calendar with checklists, phone numbers and links to critical moving processes and information.
• Contact the Transportation Office.
Your Transportation Office (TO) or Personal Property Shipping Office (PPSO) is the primary point of contact for customer service. It is never too early to ask questions.
• Move Ahead with Orders.
Once you get your orders and know the dates you want to move, immediately start the moving process. Contact your TO/PPSO to learn all options available to you, including a Personally Procured Move. The sooner you start, the better chance you have to lock in your preferred move date.
• Be Flexible.
Since preferred pickup and delivery dates may not be available during peak season, flexibility is important, and building extra time into your schedule for unforeseen circumstances is recommended.
• Confirm Dates.
Once your move dates are requested, don't assume they are set. Move dates are not confirmed until you coordinate with your Transportation Service Provider (the company contracted to do your move).
• Be Available.
Pack, pickup and delivery dates are usually scheduled on weekdays. You or your designated representative must be available between the hours of 8 a.m. and 5 p.m. You don't want to miss your move dates, as this will cause unnecessary hardship on everyone, and possibly extra expenses for you.
• Know Your Weight Limits.
Have a good estimated weight of your personal property. A quick method for estimating your weight is to calculate 1,000 pounds per room.
• Pare Down.
Moving is a good time to dispose of unnecessary items. This paring down will help you avoid excess weight charges if your shipment is close to the authorized weight allowance. You don't want to ship and pay for something you don't want.
• Reweigh.
You can request a reweigh of your personal property shipment at no cost to you. This reweighing is done when you are near or over your weight allowance.
• Separate Shipments.
If you are making more than one shipment, make sure you clearly separate them at your residence. Packing and loading for multiple shipments should be scheduled on separate days to avoid confusion. You want the right items going to the right destination.
• Direct Delivery.
If you have a delivery address for your personal property and want direct delivery, it is important to work closely with your moving company to arrange delivery and avoid your personal property being placed in temporary storage.
-- IPC Housing
Island Palm Communities reminds its residents they are required to notify their community center, in writing, no fewer than 28 days prior to vacating their home.
To facilitate the process, families are encouraged to submit a "Notice to Vacate" form to their community center as early as possible. IPC's community staff then will advise residents of upcoming dates for move-out briefings, provide information on what residents are responsible for as they prepare to clear their home, and schedule a date for final inspection.
Once a move-out date is confirmed, it cannot be changed, as an inbound family likely has been given a move-in date based on these travel plans.
If someone other than the service member will be taking care of vacating a home, an "RCI Special Power of Attorney" form is required from the service member, which allows the individual to act on his or her behalf.
The "Notice to Vacate" and "RCI Special Power of Attorney" forms can be found at any IPC community center or online.
-- USAG-HI Transportation Office Support
Receipt of orders should be taken to the U.S. Army Garrison-Hawaii Transportation Office, Building 690, Room 1C, or fax a copy to (808) 655-8971.
The Personal Property and Travel Office will review the orders, have you complete a personal property worksheet, give you information about the moving process and set up either an individual counseling appointment or group counseling briefing.
To schedule for outbound property support, call (808) 655-1868.
The alternative is to use the Defense Personal Property System, or DPS, which is accessed through the website "Move." This website is the portal for DPS and the one-stop shop where members can completely manage their move process.
Members using the website for the first time will find online training videos and presentations explaining how to navigate through the move process.
A virtual move assistance center is open at the Aloha Center, Building 330, Room 201, Fort Shafter, to arrange personal property/household goods movement online. Visit noon-4 p.m., Monday-Friday. No appointments are necessary.
A counselor is on site to help navigate you through the screens.
-- Online Resources
Military OneSource is a Department of Defense-funded program that provides comprehensive information on every aspect of military life, including a permanent change of station, at no cost to active duty, Guard and Reserve service members and their families.
Its website is an excellent source to find detailed information to prepare yourself and your animal for your move, with numerous checklists and samples of military pet care plans to browse through.
For additional resources, including "It's Your Move," "Shipping Your Privately Owned Vehicle" and "Storing Your POV" pamphlets, visit the "Move" website.
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