Military

Appendix A

Documentation

For unit deployments, cargo is documented by using a DD Form 1387. The MSL consists of bar coded information that contains a TCN (see Figure A-1). The TCN provides ITV and helps to locate UMD stored and maintained on a computer file. Units maintain their UMD on an AUEL. MTMC helps manage and control cargo movement to and through the defense transportation system.

Figure A-1. Military Shipment Label

Before the unit commander gets deployment specifics through the movement order, he has already submitted accurate movement data to the appropriate MACOM through AUEL updates. When he gets the specifics, the unit commander submits a final listing of the modes of travel for each item on the DEL. The ITO will, in turn, submit the updates to MTMC. At this time, MSLs are printed for each item on the DEL that will travel by surface or air. Because labels are printed from the DEL, they are only as accurate as the data the units submit.
MSLs are obtained through the installation UMC. The deploying unit affixes them to the unit cargo. PBCRs read the labels as each piece of cargo passes through the various segments of the transportation pipeline. The PBCR, a hand-held microcomputer, is uploaded into another computer containing the UMD. It is used to manage, control, and provide ITV of the cargo.

TRANSPORTATION CONTROL NUMBER

A-1. The TCN for a piece of cargo consists of the UIC and a five-digit shipment unit number (see Figure A-2). This number is on the AUEL/DEL. This TCN is for unit deployments only. See also MILSTAMP DOD Reg 4500.32-R, Appendix G.

Figure A-2. Sample Transportation Control Number (Unit Move).

SHIPMENT UNITS

A-2. A TCN identifies a shipment unit (based upon TC-ACCIS SUN). The shipment unit is a piece of cargo, equipment, or container that moves through the transportation system as a single package. The contents of a shipment unit are not normally separated until the cargo reaches the final destination. For example, a unit deploys a 5-ton truck and trailer as two separate shipment units because the prime mover is likely to be separated from its trailer during rail or ship loading.

CARGO IDENTIFICATION

A-3. The following cargo documentation steps must occur for a smooth deployment and redeployment of vehicles and equipment.

MARKING CARGO

A-4. Deploying units must ensure that cargo is properly marked. The deploying unit must perform the following:

  • Affix MSLs on the cargo.
  • Affix shipment unit packing list to cargo.
  • Affix HAZMATs warning labels or placards (as appropriate) to cargo.
  • Prepare and affix purging statement to bulk fuel tanks.

STENCILING/MARKING EQUIPMENT

A-5. Stencil the UIC and SUN on all major end items and special handling cargo identified on the AUEL/DEL as "D" and "F" records. Also stencil the UIC and SUN on all secondary loads that can be moved as separate items. The SUN will be the same as that of the primer mover, but will contain an "E" in the first position rather than a "D">. For example, containers nested in the back of a 2 1/2-ton truck (prime mover) with a UIC/SUN of WABCAA-D0001. The stenciled UIC/SUN must match those on the MSL>. Until the TC ACCIS software is changed, a separate ULN should be assigned down to company level for TPFDD movement so the unit UIC/SUN remain the same for each deployment. Otherwise, equipment must be restenciled. Equipment will be stenciled/marked as follows:

  • Stencil the UIC/SUN and mark the gross weight (stencil, tape, and so forth) on all crates, pallets, and unit-owned containers. Put the weight directly under the UIC/SUN.

NOTE: Units do not own Common User containers. Common User containers are normally defined as 20-foot ISO containers (to include MILVANs) owned, managed, and controlled by TRANSCOM. These containers are prepositioned at installations for the units to move equipment to deployment locations. Immediately afterwards, these containers are put back into the transportation system. Therefore, these containers should not be stenciled or permanently marked. Instead, only MSLs and packing lists are affixed to the outside door and adjacent side of the container.

  • Stencil the UIC and SUN on the vehicles front and left side in 2-inch lettering with contrasting camouflage colored paint. If bumpers do not exist or are too small, such as on MHE, aircraft, floating craft, and construction equipment, stencil the equipment with the UIC/SUN as follows:
    • Stencil the UIC and SUN on the left side of MHE on the engine housing or in plain view on the left side of the piece of equipment.
    • Stencil fixed-wing aircraft on the left side of the tail section below the aircraft ID number.
    • Stencil rotary-wing aircraft on the left side of the engine housing.
    • Stencil the UIC and SUN on the stern of floating craft above the water line.
    • Mark bundles, loose pieces, and miscellaneous items accordingly.
    • Mark classified or protected cargo according to proper guidelines (see Appendix F).

NOTE: The deploying unit will fabricate a plaque and mount it in a visible location on equipment that does not have space for marking.

USING MILITARY SHIPMENT LABELS

A-6. MSLs contain the bar-coded TCN and the data needed to match labels and equipment (see Figure A-3). Two identical bar code labels are put on each piece of equipment. One label is put on the left front of each vehicle. The other label is put on the left side or in a corresponding location of each piece of equipment. On containers, crates, bundles, and loose pieces, labels are put on adjacent sides.

Figure A-3. Shipment Label Placement

A-7. Do not cover MSLs with tape, acetate, or any other material. Bar code readers will be unable to read the label's bar code data. The UMO (or other designated personnel) must verify the MSLs against the DEL. MSLs must match the vehicle, equipment, or cargo on which they are applied. Since mismatched MSLs cause significant delay at the POE, discrepancies or changes should be brought to the ITO's immediate attention. See Table A-1, for other deployment documentation requirements.

 

Table A-1. Deployment Documentation Requirements

COMMON FOR OVERSEAS MOVEMENTS-- VEHICLES(1) CONTAINERS PALLETS,
CRATES,
CONEXES
PERSONAL BAGGAGE
Warming Placards (when applicable) (for hazardous cargo) X X X  
Signature & Tally Record (DD 1907) (when applicable) (for sensitive cargo accountablity) X X X  
UIC and Shipment Unit Number (Stenciled) X X(8) X  
Military Shipment Label (DD 1387) X(7) X(7) X(7)  
Packing Lists (DD 1750/DA 57438R) X(6) X X  
Security Seals X(2) X X(3)  
o*Military Custom Label (DD 1253) or

Tag DD 1253-1)

X X X X
o*U.S. Customs Accompanied Baggage Declaration       X
+*Decontamination Tag (DD 2271) X X X(3)  
+ Commanders Certificate (no ammo or body parts) X      
+ Certificate of Registration (CF 4455 or 4457) (when applicable)       X
+ Registration of War Trophy (DD 603) (when applicable)     X X
         
AIR--        
Passenger Manifest (DD Form 2131)       X
Cargo Manifest (DD Form 2130 Series) X   X(5)  
Pallet Identifier (AF Form 2279) or Compatible Form     X(5)  
Special Handling Data/Certification (DD 1387-2) (for sensitive and classified) X X X  
Shippers Declaration for Dangerous Goods (for hazardous, sensitive, and classified) X X X  
Military Shipment Label (DD 1387) X(7) X(7) X(7)  
SEA--        
Military Shipment Label (DD 1387) X X X  
Container Packing Certificate   X X(3)  
Shipping Paper and Emergency Response Information for Hazardous Materials Trans-ported by Government Vehicles (DD 836) X      
RAIL/COMMERCIAL TRUCK--        
TCMD (DD 1384 or Government Bill of Lading (GBL)
(Prepared by the Transportation Office)

X

X X(3)  
Military Shipment Label (DD 1387)

X(7)

X(7) X(7)  
CONVOY--        
Military Shipment Label (DD 1387)

X(7)

X(7) X(7)  
Convoy Clearance Request (DD 1265)

X

     
Special Hauling Permit (DD 1266) (when applicable)

X

     
Motor Vehicle Inspection (DD 626) for vehicles carrying ammo

X

     
Shipping Paper and Emergency Response Information for Hazardous Materials Trans-ported by Government Vehicles (DD 836)

X

     
         
NOTES:        
* Asterisk identifies items that Customs or USDA inspectors may substitute CF for DD forms.
o Redeployment Only
+ Wartime Redeployment
(1) Includes major weapon systems and aircraft
(2) Seal affixed to all access areas
(3) CONEX Only
(4) When secondary load on nonorganic military or commercial vehicle
(5) 463L pallets
(6) For vehicles when secondary loads are not unitized with individual packing lists
(7) For all vehicles and consolidated shipments units (containers, CONEXs, and 463L pallets) deploying OCONUS or on EDREs/SEDREs, regardless of mode, military shipment (DD Form 1387) will be applied on two adjacent sides. For vehicles, place labels on the front left bumper or suitable location in the same vicinity, place the second label on the left door or door area as appropriate.
(8) Only stencil/mark unit owned containers.

SHIPMENT UNIT PACKING LIST AND LOAD DIAGRAM

A-8. All vehicles, containers, warehouse pallets, 463L pallets, crates, and bundles must display a separate DD Form 1750/DA Form 5748-R (packing list) showing its complete contents (see Figure A-4). Packing lists are not required for items that do not need identification, such as empty vehicles, nested cans, or banded shovels. However, these items must be listed on the load diagram if they are loaded in a truck or container. A packing list is not always required for a container if it already has a list of its complete contents on it. An example is an inventory of tools or a parts list such as those found in supply bulletins. Do not list classified materiel on the packing lists. Personnel will prepare five copies of the packing list for distribution. Distribute copies as follows:

Figure A-4. Sample DA Form 5748-R (Front)

Figure A-4. Sample DA Form 5748-R (Back)

  • One copy is filed in the movement plan.
  • One copy is put on the outside of the shipment unit where it is easily visible or accessible. (This copy is put inside a weatherproof covering.)
  • One copy is put inside the shipment unit.
  • One copy is prepared for the unit's representative (liaison team or supercargo).
  • One copy is retained by the hand receipt holder.

The DA form should be prepared according to the following instructions:

Block 1. Enter the name of deploying unit.

Block 2. Enter the UIC or bumper number.

Block 3. Enter the TCN or container seal number.

Block 4. Enter a general shipment unit description and use phrases such as "NBC defense equipment," "motor maintenance spare parts," or "office supplies." (Do not use terms such as "MISC.") Include LIN and applicable index number.

Block 5. Enter the date the form is compiled/date packed.

Block 6. Enter length of shipment unit.

Block 7. Enter width of shipment unit.

Block 8. Enter height of shipment unit.

Block 9. Enter cubic feet of shipment unit.

Block 10. Vehicle/shipping containers enter empty weight.

Block 11. Vehicle/shipping containers enter loaded weight.

Block 12. Enter location of center of balance.

Column 13a. Enter cargo location number (See note at Block 15.)

Column (a). Number contents sequentially. Use this same number to identify the cargo compartment view shown on the load diagram.

Column (b). Enter nomenclature of contents and line number from property book. Highlight all HAZMATs.

Column (c). Enter the type of package. Accepted abbreviations include:

Battery
Cylinder
Piece
Palletized
btry
cyl
PC
PT

Column (d). Enter unit of issue such as "1 ea."

Column (e). For hazardous packages only: Enter the weight of each package separately. Then enter the total package weight (weight, volume, or otherwise appropriate measurement).

Column for non-HAZMATs. Enter total package weight.

NOTE: The bottom of the last page must contain the following information:

1. BBPCT information. For example, special crating and/or internal packing materials (be specific).

2. Total weight in pounds.

3. Statement: "This is to certify the above named materials are properly classified, described, packaged, marked, and labeled and are in the proper condition for transportation according to the applicable regulations of the Department of Transportation."

Blocks 14a, Enter the name, grade, title, signature of person preparing the form and date in Block e. If Block 13b includes hazardous cargo, then the unit's hazardous cargo certifying official will sign under the hazardous cargo statement.

Block 15. A load diagram is shown for all items that require a packing list. The load diagram must show the following:

a. A diagram of the location of each item loaded.

b. A brief description of the load, including potential loading problems and instructions.

c. The type of container or vehicle.

d. All blocking, bracing, and packing materials needed to secure the cargo within the shipment unit.

Block 16. Remarks. Self-explanatory.



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