A PPM can leave you with money after expenses, but it can also produce a shortfall. Compare your TO's estimate against realistic quotes, taxes, your available time, and a contingency for problems — don't assume a surplus is the default outcome. Paying for help can be the right call even when it shrinks or erases a possible surplus.
Start with your TO's estimate
Get a dated estimate of your authorized payment from your TO before you commit money to anything, and note the shipment weight and method it assumes. Weight is the hardest number to predict in advance — if you've been moved by the government before, your last move's actual weight is a reasonable starting point. Ask for low, expected, and high weight scenarios rather than a single number.
Build your own cost estimate
Use a table like this — print it, or copy it into your own spreadsheet — and fill in real quotes for your specific dates, route, and volume. Treat it as a worksheet, not a form you send anywhere.
| Category | Low | Expected | High |
|---|---|---|---|
| Truck/trailer/container or mover quote | |||
| Fuel | |||
| Tolls | |||
| Added mileage (detours, POV trips) | |||
| Labor / hired help | |||
| Packing materials | |||
| Weight-ticket / scale fees | |||
| Insurance / valuation coverage | |||
| Parking / permits | |||
| Storage | |||
| Handling / extra fees | |||
| Cancellation / late-return charges (worst case) | |||
| Contingency (your call — 10% is a starting point, not a rule) | |||
| Total estimated cost |
Keep travel and family costs (lodging, meals, per diem) separate from this table — those have their own authorized allowances and shouldn't be folded into your PPM "profit" math either direction.
If you're asked for a deposit or receive an advance, remember an advance is money paid to you early against your eventual payment, not extra income on top of it. Note what's due before you're reimbursed so you're not caught short mid-move.
Compare your total estimated cost against your TO's payment estimate. The difference is your possible surplus or shortfall — a negative number is a real, valid outcome, not a sign you did something wrong. This comparison also doesn't include the value of your own unpaid time and labor unless you deliberately add it in.
Plan for something going wrong
Think through a payment-delay scenario (what do you cover in the meantime?) and a backup plan if equipment or helpers cancel on short notice. Both are more common than people expect, and having a answer ready beats improvising one during the move.
Taxes
Only documented, approved operating expenses reduce your taxable amount — not everything you spend automatically counts. See Reimbursement for how that calculation works and how Code P fits in. A PPM/DITY move can generate a separate W-2 for that calendar year; watch for it so you're not filing without it.
Helpful Hints
- Get several quotes, not one. The spread between a low and high quote for the same move is often bigger than people expect.
- Use accurate weights and genuine documentation. Inflating a weight ticket isn't a shortcut — it's the kind of thing that turns a routine move into a serious problem. Ask your TO if you're ever unsure what's allowed.
- Always consult a tax professional if you have doubts about how to report your move on your taxes.