ITGBL - ROLES AND RESPONSIBILITIES

UNCLAS SECTION 01 OF 03 STATE 046244

E.O. 12958: N/A
TAGS: ATRN AMGT APER KSEP

SUBJECT: ITGBL - ROLES AND RESPONSIBILITIES


1. Summary. The Office of Logistics Management (A/LM)
appreciates the feedback provided by Locally Employed
(LE) transportation staff through post visits and FSI
training sessions. Foremost among your comments was the
need to more clearly express the roles and
responsibilities of all parties involved with the
International Through Government Bill of Lading (ITGBL)
program. This cable will describe the ITGBL participant
functions and provide on-line links and data for ITGBL
related information. End Summary.


2. A common theme throughout the discussions between
A/LM and LE staff at posts was that outlining the roles
and responsibilities of everyone involved with ITGBL
would be very beneficial to all. To that end, the
functions of the following participants are described
below: (1) GSO shipping section; (2) transferring
employee; 3) Despatch Agency or ELSO; (4) ITGBL
forwarder; (5) packing/unpacking local agent; (6) the
Transportation and Travel Management Office
(A/LM/OPS/TTM) in Washington.

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Roles and Responsibilities:
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3. GSO Shipping Section

-- Selects and ranks at least two (2) local packing
agents for use by an ITGBL forwarder.
-- Provides the Despatch Agency (DA) with requested
local packing and/or transportation (DPM) costs to
determine whether ITGBL or DPM is the best value.
-- Is the primary contact for counseling the employee
on shipping entitlements and restrictions, and receives
initial pack-out information from the transferring
employee.
-- Advises the employee on the moving and shipping
process for air, surface, POV, or storage, etc.
-- Provides on-site vendor management to advise TTM
of service failures or change the local agent roster.
-- Provides assistance/input to local agent
concerning arrangements for parking, access to
residences, etc.
-- Is the primary contact for the ITGBL forwarder and
the local agent.
-- Schedules the pre-packout survey and packout date
with the local agent on behalf of the employee.
-- Prepares import/export forms with transferring
employee.

NOTE: GSOs should not be involved with any payment
issues between the local origin agent and the ITGBL
forwarder. There should be no invoices for any part of
an ITGBL move which involves post payment so post should
never use WCF (Despatch Agency) or PAT (Post Assignment
Travel) fiscal data for any services on those moves.

Do not use repayment agreements. There is no such thing
as a "promissory note" or repayment agreement for the
shipment of HHE/UAB/CNS/POV, whether moving via the DPM
or ITGBL method. The existing 14 FAM repayment
agreement is for travel only. The employee must have
valid travel orders to process a DPM or ITGBL shipment.
Nothing moves without a valid funding authorization.


4. Transferring Employee

-- Understands shipping entitlements and the process
involved to make a PE move and knows the restrictions on
shipping entitlements to avoid problems and delays. If
the employee is not familiar with their entitlements,
the employee should seek GSOs advice.
-- Starts the business process of moving as early as
possible. Travel orders and other paperwork should be
present before the physical pack-out and move take
place.
-- Makes timely submission of TMTWO in order to
obtain a travel authorization (TA) so that shipments can
be funded and moved.

NOTE: The new automated Proposed Travel Itinerary
(TMTWO) is now mandatory for all employees, except those
on Washington-out orders. The "My Itinerary" link can
be found in HR Online. Employees should begin using "My
Itinerary" as soon as they receive their Assignment
Notification (TMONE).

-- Provides contact information to the GSO as
appropriate for pack-out and/or destination delivery.
-- Provides complete information on the Shipment Data
Form so GSO can provide it to servicing DA for
determination of shipment mode and create shipment file.
This form can be found on ELSO's web site
(http://elso.a.state.gov/default.htm ).
-- Completes all forms required by ITGBL forwarder
for export and/or import clearance/delivery at
destination.
-- Ensures the local packer sees everything to be
shipped or is advised of items added after the pre-move
survey.
-- Coordinates with GSO and forwarder to resolve
problems or overweight issues/payment so shipment can be
made.
-- Pays any overweight charges to the post cashier
against the applicable TA. This is done prior to the
movement of the shipment and a copy of the receipt must
be given to the GSO and DA for their files. No payments
should be made to the ITGBL forwarder or local agent.
(No overweight shipment will move without the charges
being paid per 14FAM612.3-3).


5. Despatch Agency or ELSO:

-- Determines shipment method: ITGBL vs. DPM, based
on best value.
-- Initiates ITGBL shipment files in ILMS for
serviced posts.
-- Is the secondary source for shipment status and
FAM assistance; GSO is the primary source for the post
and TTM is the ultimate source globally.
-- Coordinates with the ITGBL forwarder on getting
timely status information to update ILMS files.


6. ITGBL forwarder:

-- Communicates with all parties involved: the
destination agent, the employee, Despatch Agency, and
the Post GSO.
-- Coordinates with GSO and selected local
packer/agent for pre-move survey and pack-out from
losing post.
-- Coordinates with gaining post GSO on receipt and
delivery of personal effects to employee's residence.
-- Coordinates with the employee and GSO to prepare
required export and/or import documentation.
-- Books the most advantageous routing to meet the
Required Delivery Date (RDD).
-- Provides on-line web address for employee to
check status on shipments(s).
-- Provides prompt claims disposition, if
applicable.
-- Provides prompt reporting of shipment status as
required by the tender of service and is the primary
source for shipment status.
-- Pays local and destination agents for services
rendered.


7. Packing and Unpacking (Local) Agent:

-- Coordinates with GSO and employee on pre-move
survey date (origin).
-- Commences pack-out (origin) or delivery-out
(destination) on selected date(s).
-- Packs/unpacks according to the requirements of
the ITGBL Tender of Service terms and conditions.
-- Can act as liaison for employee with ITGBL
forwarder or post GSO.
-- Bills the ITGBL forwarder directly and should not
request or accept any payment from the employee or Post
for services rendered under the ITGBL contract (except
charges for additional insurance coverage if opted for
by the employee).
-- Must have a clear understanding of the
requirements of a local agent for an ITGBL forwarder and
understands the differences in requirements for an ITGBL
versus a DPM move if they are used by post for both
shipping methods.
-- Informs GSO about inventory and weight
certificates.


8. TTM responsibilities:

-- Coordinates with GSA on ITGBL program
requirements.
-- Performs vendor management, based on post,
employee, or DA input of ITGBL forwarders service to
ensure compliance with the Tender of Service.
-- Is the ultimate source for guidance on employee
shipping entitlements and primary source for FAM
assistance.
-- Monitors post selection of local agents to be
used by the ITGBL forwarders.


9. Roles Applied to a Hypothetical Shipment of HHE:

a) Employee completes TM-2 and other requirements
necessary for travel order to be issued by HR.

b) Employee contacts GSO to coordinate the move.

c) GSO contacts the Despatch Agency/ELSO to request a
forwarder to be assigned to the move.

d) The DA selects an ITGBL forwarder based on best
value to the USG.

e) The ITGBL forwarder chooses one of the post
approved agents to do the packout and contacts Post
GSO to inform them of local agent selected to
perform the move.

f) GSO contacts the local agent to arrange a survey
and packout date for the employee.

g) After the packout, the agent provides the employee,
forwarder, and GSO with the inventory, pieces,
weight, and volume of the shipment.

h) The forwarder commences the move.

i) The forwarder arranges the delivery at the
destination.

j) The ITGBL forwarder pays the origin and destination
agents with NO GSO involvement.

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ITGBL Related On-Line Links and Data
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10. Detailed information on the ITGBL program can be
found on the LM (http://lm.a.state.gov/) and ELSO
(http://elso.a.state.gov/) web pages to answer most
questions. Transportation questions should be directed
to TransportationQuery@state.gov


11. Future Changes: With an eye toward process
improvement, the current `as is' scenario described
above will be enhanced within the next six months with
implementation of a post-oriented transportation module
called "Transportation Lite." This new ILMS web-based
tool includes a series of near real-time reports on
shipments enroute to post and a module called "Plan My
Move" (PMM). The PMM module provides the GSO
transportation staff at post with an application to
assist in the management of outbound personnel effects
(PE) shipments and the related communications with their
servicing Despatch Agency. PMM also simplifies access
to employee's existing PE storage information and
previous shipment information, and allows employees to
initiate shipment requests.


12. The ITGBL process has been much improved by the
questions, comments, and suggestions of the GSO staffs
around the globe. A/LM encourages GSO assistance with
shaping this program whose sole purpose is to provide a
critical service to employees and their families.

Minimize considered.
CLINTON