Title 41—Public Contracts and Property Management--Volume 1
PART 102-2—FEDERAL MANAGEMENT REGULATION SYSTEM
§ 102-118.350   What agency has the authority to grant an exemption from the transportation prepayment audit requirement?
Only the Administrator of General Services or their designee has the authority to grant an exemption for a specific time period from the prepayment audit requirement. The Administrator may exempt bills, a particular mode or modes of transportation, or an agency or subagency from a prepayment audit and verification and in lieu thereof require a postpayment audit, based on cost effectiveness, public interest, or other factors the Administrator considers appropriate (31 U.S.C. 3726(a)(2)).
§ 102-118.355   How does my agency apply for an exemption from a transportation prepayment audit requirement?
Your agency must submit a request for an exemption from the requirement to perform transportation prepayment audits by email to Audit.policy@gsa.gov, Subject Line: Prepayment Audit Exemption Request. The agency exemption request must explain in detail why the request is submitted based on cost effectiveness, public interest, or other factors the Administrator considers appropriate, such as transportation modes, dollar thresholds, adversely affecting the agency's mission, or is not feasible (31 U.S.C. 3726(a)(2)).
§ 102-118.360   How long will GSA take to respond to an exemption request from a transportation prepayment audit requirement?
GSA will respond to the exemption from the transportation prepayment audit requirement request within 180 calendar days from the date of receipt.
§ 102-118.365   Can my agency renew an exemption from the transportation prepayment audit requirements?
It may be possible for your agency to be granted a prepayment audit exemption extension. Your agency must submit a request for the extension to GSA Transportation Audits Division at least six months in advance of the current exemption expiration.
§ 102-118.370   Are my agency's prepayment audited transportation documentation subject to periodic postpayment audit oversight from the GSA Transportation Audits Division?
Yes. All your agency's prepayment audited transportation documents are subject to the GSA Transportation Audits Division postpayment audit oversight. Upon request, GSA Transportation Audits Division will provide a report analyzing your agency's prepayment audit program.
§ 102-118.375   Can GSA suspend my agency's transportation prepayment audit program?
(a) Yes. The Director of the GSA Transportation Audits Division may suspend your agency's transportation prepayment audit program until the agency corrects their prepayment audit program deficiencies. This suspension may be in whole or in part. If GSA suspends your agency's transportation prepayment audit and GSA assumes responsibility for auditing an agencies prepayment audit program, the agency will reimburse GSA for the expense.
(b) This suspension determination is based on identification of a systematic or frequent failure of the agency's transportation prepayment audit program to—
(1) Conduct a prepayment audit of your agency's transportation bills; and/or
(2) Abide by the terms of the Prompt Payment Act (31 U.S.C. 3901, et seq. );
(3) Adjudicate TSP claims disputing prepayment audit positions of the agency regularly within 30 calendar days of receipt;
(4) Follow Comptroller General decisions, Civilian Board of Contract Appeals decisions, the Federal Management Regulation and GSA instructions or precedents about substantive and procedure matters; and/or
(5) Provide information and data or to cooperate with on-site inspections necessary to conduct a quality assurance review.
§ 102-118.400   What is a transportation postpayment audit?
Postpayment audit means an audit of transportation billing documents after payment to decide their validity, propriety, and conformity of rates with tariffs, quotations, agreements, contracts, or tenders. The audit may also include subsequent adjustments and collection actions taken against a TSP by the Government (31 U.S.C. 3726).
§ 102-118.405   Who conducts a transportation postpayment audit?
The Administrator of General Services (GSA) has a congressionally mandated responsibility under 31 U.S.C. 3726 to perform oversight on transportation bills. The GSA Transportation Audits Division accomplishes this oversight by conducting postpayment audits of all agencies' transportation bills.
§ 102-118.410   If agencies perform the mandatory transportation prepayment audit, will this eliminate the requirement for a transportation postpayment audit conducted by GSA?
No, agency compliance to the mandatory transportation prepayment audit does not eliminate the requirement of the transportation postpayment audit conducted by GSA (31 U.S.C. 3726).
§ 102-118.415   Can the Administrator of General Services exempt the transportation postpayment audit requirement?
Yes. The Administrator of General Services or designee may exempt, for a specified time, an agency or subagency from the GSA transportation postpayment audit oversight requirements of this subpart. The Administrator can also exempt a particular mode or modes of transportation (31 U.S.C. 3726).
§ 102-118.420   Is my agency allowed to perform a postpayment audit on our transportation documents?
No. Your agency may not perform a transportation postpayment audit unless granted an exemption and specifically directed to do so by the Administrator in lieu of a prepayment audit. Whether such an exemption is granted or not, your agency must forward all transportation documents (TD) to GSA for postpayment audit (see § 102-118.35 for definition TD).
§ 102-118.425   Is my agency required to forward all transportation documents (TDs) to GSA Transportation Audits Division, and what information must be on these documents?
(a) Yes, your agency must provide all TDs, via TAMS, to GSA Transportation Audits Division (see § 102-118.35 for the definition of TD).
(b) The following information must be annotated on all TDs and bills that have completed your agency's prepayment audit for submission to GSA Transportation Audits Division:
(1) The date the bill was received from a TSP;
(2) A TSP's invoice number;
(3) Your agency name;
(4) A DRN;
(5) Amount billed;
(6) Date invoice was approved for payment;
(7) Payment date and amount agency paid;
(8) Payment location code number and office name;
(9) Payment voucher number;
(10) Complete contract, tender, or tariff authority, including item or section number;
(11) The TSP's TIN;
(12) The TSP's SCAC;
(13) The auditor's full name, email address, contact telephone number, and authorization code; and
(14) A copy of any statement of difference sent to the TSP.
(c) Your agency can find additional guidance in the “U.S. Government Freight Transportation Handbook.” This handbook is located at www.gsa.gov/transaudits.
§ 102-118.430   What is the process the GSA Transportation Audits Division employs to conduct a postpayment audit?
The GSA Transportation Audits Division
(a) Audits select TSP bills after payment;
(b) Audits select TSP bills before payment as needed to protect the Government's interest;
(c) Examines, settles, and adjusts accounts involving payment for transportation and related services for the account of agencies;
(d) Adjudicates and settles transportation claims by and against agencies;
(e) Offsets an overcharge by any TSP from an amount subsequently found to be due that TSP;
(f) Issues a Notice of Overcharge stating that a TSP owes a debt to the agency; and
(g) Issues a GSA Notice of Indebtedness when a TSP owes an ordinary debt to an agency.
§ 102-118.435   What are the transportation postpayment audit roles and responsibilities of the GSA Transportation Audits Division?
(a) The GSA Transportation Audits Division role is to perform the oversight responsibility of transportation prepayment and postpayment granted to the Administrator. The GSA Transportation Audits Division will—
(1) Examine and analyze transportation documents and payments to discover their validity, relevance and conformity with tariffs, quotations, contracts, agreements, or tenders and make adjustments to protect the interest of an agency;
(2) Examine, adjudicate, and settle transportation claims by and against the agency;
(3) Collect from TSPs by refund, setoff, offset, or other means, the amounts determined to be due the agency;
(4) Adjust, terminate, or suspend debts due on TSP overcharges;
(5) Prepare reports to the Attorney General of the United States with recommendations about the legal and technical bases available for use in prosecuting or defending suits by or against an agency and provide technical, fiscal, and factual data from relevant records;
(6) Provide transportation specialists and lawyers to serve as expert witnesses; assist in pretrial conferences; draft pleadings, orders, and briefs; and participate as requested in connection with transportation suits by or against an agency;
(7) Review agency policies, programs, and procedures to determine their adequacy and effectiveness in the audit of all transportation payments, and review related fiscal and transportation practices;
(8) Furnish information on rates, fares, routes, and related technical data upon request;
(9) Inform an agency of irregular shipping routing practices, inadequate commodity descriptions, excessive transportation cost authorizations, and unsound principles employed in traffic and transportation management; and
(10) Confer with individual TSPs or related groups and associations presenting specific modes of transportation to resolve mutual problems concerning technical and accounting matters, and providing information on requirements.
(b) The Administrator of General Services may provide transportation audit and related technical assistance services, on a reimbursable basis, to any other agency. Such reimbursements may be credited to the appropriate revolving fund or appropriation from which the expenses were incurred (31 U.S.C. 3726(j)).
§ 102-118.440   Does my agency pay for a transportation postpayment audit conducted by the GSA Transportation Audits Division?
The GSA Transportation Audits Division does not charge agencies a fee for conducting the transportation postpayment audit. Transportation postpayment audits expenses are financed from overpayments collected from the TSP's bills previously paid by the agency and similar types of refunds. However, if a postpayment audit is conducted in lieu of a prepayment audit at the request of an agency, or if there are additional services required, GSA may charge the agency.
§ 102-118.450   Can a TSP file a transportation claim against my agency?
Yes, a TSP may file a transportation claim against your agency under 31 U.S.C. 3726 for:
(a) Amounts owed but not included in the original billing;
(b) Amounts deducted or set off by an agency that are disputed by the TSP;
(c) Requests by a TSP for amounts previously refunded in error by that TSP; and/or
(d) Unpaid original bills requiring direct settlement by GSA, including those subject to doubt about the suitability of payment (mainly bankruptcy or fraud).
§ 102-118.455   What is the time limit for a TSP to file a transportation claim with the GSA Transportation Audits Division against my agency?
The time limits on a TSP transportation claim against the Government differ by mode as shown in the following table:
Time Limits on Actions Taken by TSP
§ 102-118.460   What is the time limit for my agency to file a court claim with a TSP for freight charges, refund of overpayment, and loss or damage to the property?
Statutory time limits vary depending on the mode and the service involved and may involve freight charges. The following tables list the time limits:
(a) Time limits on actions taken by the Federal Government against TSPs.
(b) Time limits on actions taken by the Federal Government against TSPs not specified in paragraph (a) of this section.
§ 102-118.465   Must my agency pay interest on a disputed amount claimed by a TSP?
No, interest penalties under the Prompt Payment Act, (31 U.S.C. 3901, et seq. ), are not required when payment is delayed because of a dispute between an agency and a TSP.
§ 102-118.470   Are there statutory time limits for a TSP on filing a claim with the GSA Transportation Audits Division?
Yes, a claim must be received by the GSA Transportation Audits Division or its designee (the agency where the claim arose) within 3 years beginning the day after the latest of the following dates (except in time of war):
(a) Accrual of the cause of action;
(b) Payment of charges for the transportation involved;
(c) Subsequent refund for overpayment of those charges; or
(d) Deductions made to a TSP claim by the Government under 31 U.S.C. 3726.
§ 102-118.475   Does interest apply after certification of payment of claims?
Yes, interest under the Prompt Payment Act (31 U.S.C. 3901, et seq. ) begins 30 days after certification for payment by GSA.
§ 102-118.480   How does my agency settle disputes with a TSP?
As a part of the prepayment audit program, your agency must have a plan to resolve disputes with a TSP. This program must allow a TSP to appeal payment decisions made by your agency.
§ 102-118.485   Is there a time limit for my agency to issue a decision on disputed claims?
Yes, your agency must issue a ruling on a disputed claim within 30 days of receipt of the claim.
§ 102-118.490   What if my agency fails to settle a disputed claim with a TSP within 30 days?
(a) If your agency fails to settle a disputed claim with a TSP within 30 days, the TSP may appeal to GSA via TAMS— https://tams.gsa.gov.
(b) If the TSP disagrees with the administrative settlement by the GSA Transportation Audits Division, the TSP may appeal to the Civilian Board of Contract Appeals (CBCA) (see § 102-118.35 for a definition of Civilian Board of Contract Appeals (CBCA)).
§ 102-118.495   May my agency appeal a decision by the Civilian Board of Contract Appeals (CBCA)?
No, your agency may not appeal a decision made by the CBCA.
§ 102-118.500   How does my agency handle a voluntary refund submitted by a TSP?
(a) An agency must report all voluntary refunds to the GSA Transportation Audits Division (so that no Notice of Overcharge or financial offset occurs), unless other arrangements are made ( e.g., charge card refunds, etc.). These reports must be sent via email to: audit.policy@gsa.gov.
(b) Once a Notice of Overcharge is issued by the GSA Transportation Audits Division, then any refund is no longer considered voluntary and the agency must forward the refund to the GSA Transportation Audits Division.
§ 102-118.505   Must my agency send a voluntary refund to the Treasurer of the United States?
No, your agency may keep and use voluntary refunds submitted by a TSP, if the refund was made prior to a Notice of Overcharge issued by the GSA Transportation Audits Division.
§ 102-118.510   Can my agency revise or alter a Certificate of Settlement?
Generally, no, an agency must not revise or alter amounts on a Certificate of Settlement. The only change an agency can make to a Certificate of Settlement is to change the agency financial data to a correct cite. Any Certificate of Settlement1 that cannot be paid (e.g., an amount previously paid), must be immediately returned to the GSA Transportation Audits Division with an explanation.
§ 102-118.515   Does my agency have any recourse not to pay a Certificate of Settlement?
No, a Certificate of Settlement is the final administrative action.
§ 102-118.520   Who is responsible for determining the standards for collection, compromise, termination, or suspension of collection action on any outstanding debts to my agency?
Under the Federal Claims Collection Act of 1966, as amended (31 U.S.C. 3711, et seq. ), the Secretary of the Treasury and the Attorney General have joint responsibility for issuing standards for your agency.
§ 102-118.525   What are my agency's responsibilities for verifying the correct amount of transportation charges?
Your agency's employees are responsible for diligently verifying the correct amount of transportation charges prior to payment (31 U.S.C. 3527).
§ 102-118.530   Will GSA instruct my agency's disbursing offices to offset unpaid TSP billings?
Yes, GSA will instruct one or more of your agency's disbursing offices to deduct the amount due from an unpaid TSP's bill. A 3-year limitation applies on the deduction of overcharges from amounts due a TSP (31 U.S.C. 3726). For ordinary debt there is no limitation on the period within which an offset may be initiated or taken (31 U.S.C. 3716).
§ 102-118.535   Are there principles governing my agency's TSP debt collection procedures?
Yes, the principles governing your agency collection procedures for reporting debts to the Government Accountability Office (GAO) or the Department of Justice are found in 31 CFR chapter IX and in the GAO Policy and Procedures Manual for Guidance of Federal Agencies ( https://www.gao.gov/products/149099 ).
§ 102-118.540   Who has the authority to audit and settle bills for all transportation services provided for my agency?
(a) The Administrator of GSA has the authority and responsibility to audit and settle all transportation bills. The number and types of bills audited shall be based on the Administrator's judgment (31 U.S.C. 3726(b)). The Administrator has authority to administratively adjudicate transportation claims which cannot be resolved by the agency procuring the transportation services, or the carrier or freight-forwarder presenting the bill pursuant to 31 U.S.C. 3726(c).
(b) The Administrator has delegated the responsibility set out in paragraph (a) of this section to the Director of the GSA Transportation Audits Division because the Director has access to Governmentwide data including TSP rates, agency paid TSP invoices, and transportation billings with the Government. Your agency must correctly pay individual transportation invoices (see 31 U.S.C. 3351(4), Improper Payment definition).
§ 102-118.545   What information must a TSP claim include?
All claims filed with GSA Transportation Audits Division either using TAMS (preferred) or via email ( protests@gsa.gov ) must include:
(a) The transportation document.
(b) An explanation for the claim.
(c) Any additional supporting documentation.
§ 102-118.550   How does a TSP file a claim using EDI or other electronic means?
A TSP should file a claim using GSA Transportation Audits Management System (TAMS) https://tams.gsa.gov.
§ 102-118.555   Can a TSP file a supplemental claim?
Yes, a TSP may file a supplemental claim. Each supplemental claim must cover charges relating to one paid transportation document.
§ 102-118.560   What is the required format that a TSP must use to file a claim?
There is no required format for filing claims. TSPs should file a claim through TAMS or by sending the required information and documentation (see §§ 102-118.545 and 102-118.565) to GSA Transportation Audits Division via email to protests@gsa.gov.
§ 102-118.565   What documentation is required when filing a claim?
A claim must be accompanied by the transportation document, payment record, reports and information available to GSA and/or to the agency involved and the written and documentary records submitted by the TSP. Oral presentations supplementing the written record are not acceptable.
§ 102-118.570   If my agency denies the TSP's challenge to the statement of difference, may the TSP appeal?
Yes, the TSP may appeal if your agency denies its challenge to the statement of difference. However, the appeal must be handled at a higher level in your agency.
§ 102-118.575   If a TSP disagrees with the decision of my agency, can the TSP appeal?
Yes, the TSP may file a claim with the GSA Transportation Audits Division, which will review the TSP's appeal of your agency's final full or partial denial of a claim. The TSP may also appeal to the GSA Transportation Audits Division if your agency has not responded to a challenge within 30 days.
§ 102-118.580   May a TSP appeal a prepayment audit decision of the GSA Transportation Audits Division?
Yes, the TSP may appeal to the Civilian Board of Contract Appeals (CBCA) under guidelines established in this subpart F, or file a claim with the United States Court of Federal Claims. The TSP's request for review must be received by the CBCA in writing within 6 months (not including times of war) from the date the settlement action was taken or within the periods of limitation specified in 31 U.S.C. 3726, as amended, whichever is later. Filing instructions including where and how to file are available at cbca.gov/howto/rules/transportation.html#transportation.
§ 102-118.585   May a TSP appeal a prepayment audit decision of the CBCA?
No, a ruling by the CBCA is the final administrative remedy available and the TSP has no statutory right of appeal. This subpart governs administrative actions only and does not affect any of the TSP's rights. A TSP may still pursue a legal remedy through the courts.
§ 102-118.590   May my agency appeal a prepayment audit decision of the GSA Transportation Audits Division?
No, your agency may not appeal. A GSA Transportation Audits Division decision is administratively final for your agency.
§ 102-118.595   May my agency appeal a prepayment audit decision by the CBCA?
No, your agency may not appeal a prepayment audit decision. Your agency must follow the ruling of the CBCA.
§ 102-118.600   When a TSP disagrees with a Notice of Overcharge resulting from a postpayment audit, what are the appeal procedures?
A TSP that disagrees with the Notice of Overcharge may submit a protest to the GSA Transportation Audits Division via TAMS ( https://tams.gsa.gov ) or email to protests@gsa.gov.
§ 102-118.605   What if a TSP disagrees with the Notice of Indebtedness?
If a TSP disagrees with an ordinary debt, as shown on a Notice of Indebtedness, it may:
(a) Inspect and copy the agency's records related to the claim;
(b) Seek administrative review by the GSA Transportation Audits Division of the claim decision; and/or
(c) Enter a written agreement for the payment of the claims.
§ 102-118.610   Is a TSP notified when GSA allows a claim?
Yes, the GSA Transportation Audits Division will acknowledge each payable claim using a Certificate of Settlement.
§ 102-118.615   Will GSA notify a TSP if they internally offset a payment?
Yes, the GSA Transportation Audits Division will notify the TSP via TAMS or email if GSA offsets a payment.
§ 102-118.620   How will a TSP know if the GSA Transportation Audits Division disallows a claim?
The GSA Transportation Audits Division will furnish a GSA Form 7932, Settlement Certificate, to the TSP explaining the disallowance.
§ 102-118.625   Can a TSP request a reconsideration of a settlement action by the GSA Audit Division?
Yes, a TSP desiring a reconsideration of a settlement action may request a review by the Administrator of General Services.
§ 102-118.630   How must a TSP refund amounts due to GSA?
(a) TSPs must promptly refund amounts due to GSA, preferably via TAMS or by ACH. If an ACH is not used, checks must be made payable to the “General Services Administration”, including the document reference number, TSP name, bill number(s), taxpayer identification number and standard carrier alpha code, then mailed to the appropriate address listed on the Accounts and Collections web page at https://www.gsa.gov/transaudits.
(b) If an ACH address is needed, visit https://www.gsa.gov/transaudits (Accounts and Collections web page) or contact the GSA Transportation Audits Division via email at: audits.collections@gsa.gov.
§ 102-118.635   Can the Government charge interest on an amount due from a TSP?
Yes, the Government can charge interest on an amount due from a TSP. This procedure is provided for under the Debt Collection Act (31 U.S.C. 3717), the Federal Claims Collection Standards (31 CFR chapter IX), and 41 CFR part 105-55.
§ 102-118.640   If a TSP fails to pay or to appeal an overcharge, what actions will GSA pursue to collect the debt?
GSA will pursue debt collection through one of the following methods:
(a) When an indebted TSP files a claim, GSA will apply all or any portion of the amount it determines to be due the TSP, to the outstanding balance owed by the TSP, under the Federal Claims Collection Standards (31 CFR chapter IX) and 41 CFR part 105-55;
(b) When the action outlined in paragraph (a) of this section cannot be taken by GSA, GSA will instruct one or more Government disbursing offices to deduct the amount due to the agency from an unpaid TSP's bill. A 3-year limitation applies on the deduction of overcharges from amounts due a TSP (31 U.S.C. 3726);
(c) When collection cannot be accomplished through either of the procedures in paragraph (a) or (b) of this section, GSA normally sends two additional demand letters to the indebted TSP requesting payment of the amount due within a specified time. Lacking a satisfactory response, GSA may place a complete stop order against amounts otherwise payable to the indebted TSP by adding the name of that TSP to the Department of the Army “List of Contractors Indebted to the United States”; and/or
(d) When collection actions, as stated in paragraphs (a) through (c) of this section are unsuccessful, GSA may report the debt to the Department of Justice for collection, litigation, and related proceedings, as prescribed in 31 CFR chapter IX.
§ 102-118.645   Can a TSP file a claim on collection actions?
Yes, a TSP may file a claim involving collection actions resulting from the transportation audit performed by the GSA directly with the GSA Transportation Audits Division. Any claims submitted to GSA will be subject to the Prompt Payment Act (31 U.S.C. 3901, et seq. ). The TSP must file all other transportation claims with the agency out of whose activities they arose. If this is not feasible ( e.g., where the responsible agency cannot be determined or is no longer in existence) claims may be sent to the GSA Transportation Audits Division for forwarding to the responsible agency or for direct settlement by the GSA Transportation Audits Division. Submit claims using Transportation Audits Management System (TAMS) at https://tams.gsa.gov or via email to protests@gsa.gov.
§ 102-118.650   Can a TSP request a review of a settlement action by the Administrator of General Services?
Yes, a TSP desiring a review of a settlement action taken by the Administrator of General Services may request a review by the Civilian Board of Contract Appeals (CBCA) or file a claim with the United States Court of Federal Claims (28 U.S.C. 1491).
§ 102-118.655   Are there time limits on a TSP request for an administrative review by the Civilian Board of Contract Appeals (CBCA)?
Yes, the CBCA must receive a request for review from the TSP within six months (not including times of war) from the date the settlement action was taken or within the periods of limitation specified in 31 U.S.C. 3726, as amended, whichever is later. Details regarding where and how to file are available at cbca.gov/howto/rules/transportation.html#transportation.
§ 102-118.660   May a TSP appeal a postpayment audit decision of the CBCA?
No, a ruling by the CBCA is the final administrative remedy and the TSP has no statutory right of appeal. This subpart governs administrative actions only and does not affect any rights of the TSPs. A TSP may still pursue a legal remedy through the courts.
§ 102-118.665   May my agency appeal a postpayment audit decision by the CBCA?
No, your agency may not appeal a postpayment audit decision and must follow the ruling of the CBCA.
§ 102-118.670   If a TSP cannot immediately pay a debt, can they make other arrangements for payment?
Yes, if a TSP is unable to pay the debt promptly, the Director of the GSA Transportation Audits Division has the discretion to enter into alternative arrangements for payment.
§ 102-118.675   What recourse does my agency have if a TSP does not pay a transportation debt?
If a TSP does not pay a transportation debt, GSA may refer delinquent debts to consumer reporting agencies and Federal agencies including the Department of the Treasury and Department of Justice.
§ 102-192.5   What does this part cover?
This part prescribes policy and requirements for the effective, economical, and secure management of incoming, internal, and outgoing mail and materials in Federal agencies.
§ 102-192.10   What authority governs this part?
This part is governed by section 2 of Public Law 94-575, the Federal Records Management Amendments of 1976 (44 U.S.C. 2901-2904, as amended), that requires the Administrator of General Services to provide guidance and assistance to Federal agencies to ensure economical and effective records management and defines the processing of mail by Federal agencies as a records management activity.
§ 102-192.15   How are “I,” “you,” “me,” “we,” and “us” used in this part?
In this part, “I,” “me,” and “you” refer to the agency mail manager, a person working in a Federal mail operation, or the agency itself. Where the context does not make it entirely clear which is meant, the meaning is spelled out the first time a pronoun is used in the section. “We,” “us,” and “you” in the plural refer to your Federal agency.
§ 102-192.20   How are “must” and “should” used in this part?
In this part—
(a) “Must” identifies steps that Federal agencies are required to take; and
(b) “Should” identifies steps that the GSA recommends. In their internal policy statements, agencies may require steps that GSA recommends.
§ 102-192.25   Does this part apply to me?
Yes, this part applies to you if you work in mail management in a Federal agency, as defined in § 102-192.35.
§ 102-192.30   To what types of mail and materials does this part apply?
(a) This part applies to all materials that pass through a Federal mail center, including all incoming and outgoing materials. This includes:
(1) First Class Mail;
(2) Standard Mail;
(3) Periodicals;
(4) Package Services; and
(5) Express Mail.
(b) This part does not apply to shipments of parts or supplies from a material distribution center. A material distribution center is a warehouse that maintains and distributes an inventory of parts and supplies.
§ 102-192.35   What definitions apply to this part?
The following definitions apply to this part:
Accountable mail means any piece of mail for which a service provider and the mail center must maintain a record that shows where the mail piece is at any given time, and when and where it was delivered. Examples of accountable mail include United States Postal Service (USPS) registered mail and all expedited mail.
Agency mail manager means the person who manages the overall mail management program of a Federal agency.
Class of mail means one of the five categories of domestic mail as defined by the Mailing Standards of the USPS in the Domestic Mail Manual (DMM) located at http://pe.usps.gov/. These include:
(1) Express mail;
(2) First class (includes priority mail);
(3) Periodicals;
(4) Standard mail, bulk business mail; and
(5) Package services.
Commercial payment process means paying for postage using the United States Postal Service's Centralized Account Processing System or another payment approach used by the private sector.
Commingling means combining outgoing mail from one facility or agency with outgoing mail from at least one other source.
Consolidation means the process of combining into a container two or more pieces of mail directed to the same addressee or installation on the same day.
Consolidation of facilities means the process of combining more than one mail center into a central location. The decision to consolidate should be based on a cost analysis comparing the projected cost savings to the cost of implementation.
Expedited mail means mail designated for overnight and 2- or 3-day delivery by service providers. Examples of expedited mail include Dalsey, Hillblom, Lynn (DHL); Federal Express (FedEx); United Parcel Service (UPS); and United States Postal Service (USPS) express mail.
Federal agency or agency as defined in 44 U.S.C. 2901(14) means—
(1) An executive agency, which includes:
(i) Any executive department as defined in 5 U.S.C. 101;
(ii) Any wholly owned Government corporation as defined in 31 U.S.C. 9101;
(iii) Any independent establishment in the executive branch as defined in 5 U.S.C. 104; and
(2) Any establishment in the legislative or judicial branch of the Government, except the Supreme Court, the Senate, the U.S. House of Representatives, the Architect of the Capitol, and any activities under the direction of the Architect of the Capitol. Federal facility or facility means any office building, installation, base, etc., where Federal agency employees work. This includes any facility where the Federal Government pays postage expenses even though few or no Federal employees are involved in processing the mail.
Incoming mail means any mail that comes into a facility delivered by any service provider, such as DHL, FedEx, UPS, and USPS.
Internal mail means mail generated within a Federal facility that is delivered within that facility or to a nearby facility of the same agency, so long as it is delivered by agency personnel.
Large agency means a Federal agency whose collective total payments to all mail service providers equals or exceeds $1 million per fiscal year.
Mail means that as described in § 102-192.30.
Mail center means an organization and/or place, within or associated with a Federal facility, where incoming and/or outgoing Federal mail and materials are processed.
Mail expenditures means direct expenses for postage, fees and services, and all other mail costs, meter fees, permit fees, etc. ( e.g., payments to service providers, mail center personnel costs, mail center overhead).
Mail piece design means creating and printing items to be mailed so that they can be processed efficiently and effectively by USPS automated mail processing equipment.
Official Mail means incoming or outgoing mail that is related to official business of the Federal Government.
Official Mail Accounting System (OMAS) means the USPS Government-specific system used to track postage.
Outgoing mail means mail generated within a Federal facility that is going outside that facility.
Personal mail means incoming or outgoing mail that is not related to official business of the Federal Government.
Postage means payment for delivery service that is affixed or imprinted to a mail piece usually in the form of a postage stamp, permit, imprint, or meter impression.
Presort means a mail preparation process used to receive a discounted mail rate by sorting mail according to USPS standards.
Program level means a component, bureau, regional office, and/or a facility that generates outgoing mail.
Service provider means any agency or company that delivers materials and mail. Some examples of service providers are DHL, FedEx, UPS, USPS, courier services, the U.S. Department of Defense, the U.S. Department of State's Diplomatic Pouch and Mail Division, and other Federal agencies providing mail services.
Sustainability/Sustainable means to create and maintain conditions under which humans and nature can exist in productive harmony. Sustainability efforts seek to fulfill the social, economic, and environmental needs of present and future generations.
Telework means a flexible work arrangement under which an employee performs assigned duties and responsibilities, and other authorized activities, from an approved alternate location.
Unauthorized use of agency postage means the use of penalty or commercial mail stamps, meter impressions, or other postage indicia for personal or unofficial use.
Worksharing is one way of processing outgoing mail so that the mail qualifies for reduced postage rates ( e.g., presorting, bar coding, consolidating, commingling).
§ 102-192.40   Where can we obtain more information about the classes of mail?
You can learn more about mail classes in the Domestic Mail Manual (DMM). The DMM is available online at http://pe.usps.gov, or you can order a copy from: Superintendent of Documents, U.S. Government Printing Office, P.O. Box 979050, St. Louis, MO 63197-9000.
§ 102-192.45   How can we request a deviation from these requirements, and who can approve it?
See §§ 102-2.60 through 102-2.110 of this chapter to request a deviation from the requirements of this part. The Administrator of General Services and those to whom the Administrator has delegated such authority have the power to approve or deny a deviation.
§ 102-192.50   What payment processes are we required to use?
(a) You must pay the USPS using one or more of the following:
(1) The U.S. Treasury Intergovernmental Payment and Collection Payment (IPAC) process associated with the Official Mail Accounting System (OMAS);
(2) The USPS Centralized Account Processing System (CAPS) associated with commercial payments; or
(3) Another Treasury approved means of paying the USPS.
(b) Payments made to service providers other than USPS must be made by U.S. Treasury payment methods such as automated clearing house-electronic funds transfer, or another Treasury approved means of paying the vendor.
§ 102-192.55   Why must we use these payment processes?
In accordance with 44 U.S.C. 2904, GSA is required to standardize and improve accountability with respect to records management, including Federal mail management.
§ 102-192.60   How do we implement these payment processes?
Guidance on implementing the Intra-governmental Payment and Collection System can be found at: http://www.fms.treas.gov/ipac/index.html.
§ 102-192.65   What features must our finance systems have to keep track of mail expenditures?
All agencies must have an accountable system for making postage payments; that is, a system that allocates postage expenses at the program level within the agency and makes program level managers accountable for obligating and tracking those expenses. The agency will have to determine the appropriate program level for this requirement because the level at which it is cost beneficial differs widely. The agency's finance systems should track all mail expenditures separately to the program level or below, and should—
(a) Show expenses for postage and all other mail expenditures, payments to service providers, etc., separate from all other administrative expenses;
(b) Allow mail centers to establish systems to charge their customers for mail expenditures; and
(c) Identify and charge the mail expenditures that are part of printing contracts down to the program level.
§ 102-192.70   What security policies and plans must we have?
(a) Agencies must have a written mail security policy that applies throughout your agency.
(b) Agencies must have a written mail security plan for each facility that processes mail, regardless of the facility's mail volume.
(c) Agencies must have a security policy for employees receiving incoming and sending outgoing mail at an alternative worksite, such as a telework center.
(d) The scope and level of detail of each facility mail security plan should be commensurate with the size and responsibilities of each facility. For small facilities, agencies may use a general plan for similar locations. For larger locations, agencies must develop a plan that is specifically tailored to the threats and risks at your location. Agencies should determine which facilities they consider small and large for the purposes of this section, so long as the basic requirements for a security plan are met at every facility.
(e) All mail managers are required to annually report the status of their mail security plans to agency headquarters. At a minimum, these reports should assure that all mail security plans comply with the requirements of this part, including annual review by a subject matter expert and regular rehearsal of responses to various emergency situations by facility personnel.
(f) A security professional who has expertise in mail center security should review the agency's mail security plan and policies annually to include identification of any deficiencies. Review of facility mail security plans can be accomplished by subject matter experts such as agency security personnel. If these experts are not available within your agency, seek assistance from the U.S. Postal Inspection Service ( https://postalinspectors.uspis.gov/ ) or the Federal Protective Service (FPS) ( http://www.dhs.gov/federal-protective-service ).
§ 102-192.75   Why must we have written security policies and plans?
All Federal mail programs must identify, prioritize, and coordinate the protection of all mail processing facilities in order to prevent, deter, and mitigate the effects of deliberate efforts to destroy, incapacitate, or exploit the mail center or the national mail infrastructure. Homeland Security Presidential Directive (HSPD 7) at http://www.fas.org/irp/offdocs/nspd/hspd-7.html requires all agencies to protect key resources from terrorist attacks. All Federal mail centers are identified as key resources under the Postal and Shipping Sector Plan. Further details on the plan can be found at the Department of Homeland Security's (DHS) Web site at http://www.dhs.gov/.
§ 102-192.80   How do we develop written security policies and plans?
Agency mail managers must coordinate with their agency security service and/or the FPS or the U.S. Postal Inspection Service to develop agency mail security policies and plans. The FPS has developed standards for building construction and management, including standards for mail centers. At a minimum, the agency mail security plan must address the following topics:
(a) Risk assessment;
(b) A plan to protect staff and all other occupants of agency facilities from hazards that might be delivered in the mail;
(c) Operating procedures;
(d) A plan to provide a visible mail screening operation;
(e) Training mail center personnel;
(f) Testing and rehearsing responses to various emergency situations by agency personnel;
(g) Managing threats;
(h) Communications plan;
(i) Occupant Emergency Plan;
(j) Continuity of Operations Plan; and
(k) Annual reviews of the agency's security plan.
§ 102-192.85   Who must report to GSA annually?
Large agencies, as defined in § 102-192.35, must provide an annual Mail Management Report to GSA. If your agency is a cabinet level or independent agency, the agency mail manager must compile all offices or components and submit one report for the department or agency as a whole, for example, the U.S. Department of Defense or the U.S. Department of Health and Human Services.
§ 102-192.90   What must we include in our annual mail management report to GSA?
You must provide an agency-wide response to the GSA requested data elements. GSA will provide the list of data elements in a Federal Management Regulation (FMR) Bulletin. GSA coordinates all mail management related FMR bulletins with the Federal Mail Executive Council and updates them as necessary. FMR bulletins are available at: http://www.gsa.gov/bulletins.
§ 102-192.95   Why does GSA require annual mail management reports?
GSA requires annual agency mail management reports to—
(a) Ensure that Federal agencies have the policies, procedures, and data to manage their mail operations efficiently and effectively;
(b) Ensure that appropriate security measures are in place; and
(c) Allow GSA to fulfill its responsibilities under the Federal Records Act, especially with regard to sharing best practices, information on training, and promulgating standards, procedures, and guidelines.
§ 102-192.100   How do we submit our annual mail management report to GSA?
You must submit annual reports using the GSA web based Simplified Mail Accountability Reporting Tool ( SMART ). Training is available from GSA to agency mail managers and other authorized users on how to use the SMART data reporting system. Contact the Office of Government-wide Policy, Mail Management Policy office for access and training at federal.mail@gsa.gov.
§ 102-192.105   When must we submit our annual mail management report to GSA?
Beginning with FY 2015, the agency's annual mail management report is due on December 1, following the end of the fiscal year.
§ 102-192.110   At what levels in our agency must we have performance measures?
You must have performance measures for mail operations at the agency level and in all mail facilities and program levels.
§ 102-192.115   Why must we use performance measures?
Performance measures gauge the success of your mail management plans and processes by comparing performance over time and among organizations. Performance measures—
(a) Define goals and objectives;
(b) Enhance resource allocation; and
(c) Provide accountability.
§ 102-192.120   Must we have an agency mail manager?
Yes, every agency as defined in § 102-192.35, must have an agency mail manager.
§ 102-192.125   What is the appropriate managerial level for an agency mail manager?
The agency mail manager should be at a managerial level that enables him or her to speak for the agency on mail management as outlined in this part.
§ 102-192.130   What are your general responsibilities as an agency mail manager?
In addition to carrying out the responsibilities discussed above, you should—
(a) Establish written policies and procedures to provide timely and cost effective dispatch and delivery of mail and materials;
(b) Ensure agency-wide awareness and compliance with standards and operational procedures established by all service providers used by the agency;
(c) Set policies for expedited mail, mass mailings, mailing lists, and couriers;
(d) Implement cost savings through:
(1) Consolidating and presorting wherever practical, for example, internal and external mail, and consolidation of agency-wide mail operations and official mail facilities; and
(2) Reducing the volume of agency to agency mail whenever possible.
(e) Develop and direct agency programs and plans for proper and cost effective use of transportation, equipment, and supplies used for mail;
(f) Ensure that all facility and program level mail personnel receive appropriate training and certifications to successfully perform their assigned duties;
(g) Promote professional certification for mail managers and mail center employees;
(h) Ensure that expedited mail service providers are used only when authorized by the Private Express Statutes, 39 U.S.C. 601-606;
(i) Establish written policies and procedures to minimize incoming and outgoing personal mail;
(j) Provide guidance to agency representatives who develop correspondence or design mailing materials including Business Reply Mail, letterhead, and mail piece design;
(k) Represent the agency in its relations with service providers, other agency mail managers, and GSA's Office of Government-wide Policy;
(l) Ensure agency policy incorporates Federal hazardous materials requirements set forth in 49 CFR parts 100-185;
(m) Ensure agency sustainable activities become part of the mail program by incorporating strategies in accordance with Executive Order 13514 of October 5, 2009, “Federal Leadership in Environmental, Energy, and Economic Performance”. Section 8 describes the Agency Strategic Sustainability Performance Plan; and
(n) Ensure safety and security requirements specified in §§ 102-192.70 through 102-192.80 are fulfilled.
§ 102-192.135   What are GSA's responsibilities in mail management?
44 U.S.C. 2904(b) directs the Administrator of General Services to provide guidance and assistance to Federal agencies to ensure economical and efficient records management. 44 U.S.C. 2901(2) and (4)(C) define the processing of mail by Federal agencies as part of records management. In carrying out its responsibilities under the Act, GSA is required to—
(a) Develop standards, procedures, and guidelines;
(b) Conduct research to improve practices and programs;
(c) Collect and disseminate information on training programs, technological developments, etc;
(d) Establish one or more interagency committees (such as the Federal Mail Executive Council, and the Interagency Mail Policy Council) as necessary to provide an exchange of information among Federal agencies;
(e) Conduct studies, inspections, or surveys;
(f) Promote economy and efficiency in the selection and utilization of space, staff, equipment, and supplies; and
(g) In the event of an emergency, at the request of DHS, cooperate with DHS in communicating with agencies about mail related issues.
§ 102-192.140   What types of support does GSA offer to Federal agency mail management programs?
(a) GSA supports Federal agency mail management programs by—
(1) Assisting in the development of agency policy and guidance in mail management and mail operations;
(2) Identifying best business practices and sharing them with Federal agencies;
(3) Developing and providing access to a Government-wide management information system for mail;
(4) Helping agencies develop performance measures and management information systems for mail;
(5) Maintaining a current list of agency mail managers;
(6) Establishing, developing, and maintaining interagency mail committees;
(7) Maintaining liaison with the USPS and other service providers at the national level;
(8) Maintaining a publically accessible Web site for mail communications policy; and
(9) Serving as a point of contact for all Federal agencies on mail issues.
(b) For further information contact: U.S. General Services Administration, Office of Government-wide Policy (MA), 1800 F Street NW., Washington, DC 20504; telephone 202-501-1777, or email: Federal.mail@gsa.gov.
§ 102-193.5   What does this part cover?
This part prescribes policies and procedures related to the General Service Administration's (GSA) role to provide guidance on economic and effective records management for the creation, maintenance and use of Federal agencies' records. The National Archives and Records Administration Act of 1984 (the Act) (44 U.S.C. chapter 29) amended the records management statutes to divide records management responsibilities between GSA and the National Archives and Records Administration (NARA). Under the Act, GSA is responsible for economy and efficiency in records management and NARA is responsible for adequate documentation and records disposition. GSA regulations are codified in this part and NARA regulations are codified in 36 CFR chapter XII. The policies and procedures of this part apply to all records, regardless of medium (e.g., paper or electronic), unless otherwise noted.
§ 102-193.10   What are the goals of the Federal Records Management Program?
The statutory goals of the Federal Records Management Program are:
(a) Accurate and complete documentation of the policies and transactions of the Federal Government.
(b) Control of the quantity and quality of records produced by the Federal Government.
(c) Establishment and maintenance of management controls that prevent the creation of unnecessary records and promote effective and economical agency operations.
(d) Simplification of the activities, systems, and processes of records creation, maintenance, and use.
(e) Judicious preservation and disposal of records.
(f) Direction of continuing attention on records from initial creation to final disposition, with particular emphasis on the prevention of unnecessary Federal paperwork.
§ 102-193.15   What are the records management responsibilities of the Administrator of General Services (the Administrator), the Archivist of the United States (the Archivist), and the Heads of Federal agencies?
(a) The Administrator of General Services (the Administrator) provides guidance and assistance to Federal agencies to ensure economical and effective records management. Records management policies and guidance established by GSA are contained in this part and in parts 102-194 and 102-195 of this chapter, records management handbooks, and other publications issued by GSA.
(b) The Archivist of the United States (the Archivist) provides guidance and assistance to Federal agencies to ensure adequate and proper documentation of the policies and transactions of the Federal Government and to ensure proper records disposition. Records management policies and guidance established by the Archivist are contained in 36 CFR chapter XII and in bulletins and handbooks issued by the National Archives and Records Administration (NARA).
(c) The Heads of Federal agencies must comply with the policies and guidance provided by the Administrator and the Archivist.
§ 102-193.20   What are the specific agency responsibilities for records management?
You must follow both GSA regulations in this part and NARA regulations in 36 CFR chapter XII to carry out your records management responsibilities. To meet the requirements of this part, you must take the following actions to establish and maintain the agency's records management program:
(a) Assign specific responsibility to develop and implement agencywide records management programs to an office of the agency and to a qualified records manager.
(b) Follow the guidance contained in GSA handbooks and bulletins and comply with NARA regulations in 36 CFR chapter XII when establishing and implementing agency records management programs.
(c) Issue a directive establishing program objectives, responsibilities, authorities, standards, guidelines, and instructions for a records management program.
(d) Apply appropriate records management practices to all records, irrespective of the medium (e.g., paper, electronic, or other).
(e) Control the creation, maintenance, and use of agency records and the collection and dissemination of information to ensure that the agency:
(1) Does not accumulate unnecessary records while ensuring compliance with NARA regulations for adequate and proper documentation and records disposition in 36 CFR parts 1220 and 1228.
(2) Does not create forms and reports that collect information inefficiently or unnecessarily.
(3) Reviews all existing forms and reports (both those originated by the agency and those responded to by the agency but originated by another agency or branch of Government) periodically to determine if they can be improved or canceled.
(4) Maintains records economically and in a way that allows them to be retrieved quickly and reliably.
(5) Keeps mailing and copying costs to a minimum.
(f) Establish standard stationery formats and styles.
(g) Establish standards for correspondence to use in official agency communications, and necessary copies required, and their distribution and purpose.
§ 102-193.25   What type of records management business process improvements should my agency strive to achieve?
Your agency should strive to:
(a) Improve the quality, tone, clarity, and responsiveness of correspondence;
(b) Design forms that are easy to fill-in, read, transmit, process, and retrieve, and reduce forms reproduction costs;
(c) Provide agency managers with the means to convey written instructions to users and document agency policies and procedures through effective directives management;
(d) Provide agency personnel with the information needed in the right place, at the right time, and in a useful format;
(e) Eliminate unnecessary reports and design necessary reports for ease of use;
(f) Provide rapid handling and accurate delivery of mail at minimum cost; and
(g) Organize agency files in a logical order so that needed records can be found rapidly to conduct agency business, to ensure that records are complete, and to facilitate the identification and retention of permanent records and the prompt disposal of temporary records. Retention and disposal of records is governed by NARA regulations in 36 CFR chapter XII.
§ 102-194.5   What is the Standard and Optional Forms Management Program?
The Standard and Optional Forms Management Program is a Governmentwide program that promotes economies and efficiencies through the development, maintenance and use of common forms. The General Services Administration (GSA) provides additional guidance on the Standard and Optional Forms Management Program through an external handbook called Standard and Optional Forms Procedural Handbook. You may obtain a copy of the handbook from:
§ 102-194.10   What is a Standard form?
A Standard form is a fixed or sequential order of data elements, prescribed by a Federal agency through regulation, approved by GSA for mandatory use, and assigned a Standard form number. This criterion is the same whether the form resides on paper or purely electronic.
§ 102-194.15   What is an Optional form?
An Optional form is approved by GSA for nonmandatory Governmentwide use and is used by two or more agencies. This criteria is the same whether the form resides on paper or purely electronic.
§ 102-194.20   What is an electronic Standard or Optional form?
An electronic Standard or Optional form is an officially prescribed set of data residing in an electronic medium that is used to produce a mirror-like image or as near to a mirror-like image as the creation software will allow of the officially prescribed form.
§ 102-194.25   What is an automated Standard or Optional format?
An automated Standard or Optional format is an electronic version of the officially prescribed form containing the same data elements and used for the electronic transaction of information in lieu of using a Standard or Optional form.
§ 102-194.30   What role does my agency play in the Standard and Optional Forms Management Program?
Your agency head or designee's role is to:
(a) Designate an agency-level Standard and Optional Forms Liaison representative and alternate, and notify GSA, in writing, of their names, titles, mailing addresses, telephone numbers, fax numbers, and e-mail addresses within 30 days of the designation or redesignation.
(b) Promulgate Governmentwide Standard forms under the agency's statutory or regulatory authority in the Federal Register, and issue procedures on the mandatory use, revision, or cancellation of these forms.
(c) Ensure that the agency complies with the provisions of the Government Paperwork Elimination Act (GPEA) (Public Law 105-277, 112 Stat 2681), Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 74d), as amended, the Architectural and Transportation Barriers Compliance Board (Access Board) Standards (36 CFR part 1194), and OMB implementing guidance. In particular, agencies should allow the submission of Standard and Optional forms in an electronic/automated version unless the form is specifically exempted by § 102-194.40.
(d) Issue Governmentwide Optional forms when needed by two or more agencies and announce the availability, revision, or cancellation of these forms. Forms prescribed through a regulation for use by the Federal Government must be issued as a Standard form.
(e) Obtain GSA approval for each new, revised or canceled Standard and Optional form, 60 days prior to planned implementation. Certify that the forms comply with all applicable laws and regulations. Provide an electronic form unless exempted by § 102-194.40. Revised forms not approved by GSA will result in cancellation of the form.
(f) Provide GSA with both an electronic (unless exempted by § 102-194.40) and paper version of the official image of the Standard or Optional form prior to implementation.
(g) Obtain the prescribing agency's approval for exceptions to Standard and Optional forms, including electronic forms or automated formats prior to implementation.
(h) Review annually agency prescribed Standard and Optional forms, including exceptions, for improvement, consolidation, cancellation, or possible automation. The review must include approved electronic versions of the forms.
(i) Coordinate all health-care related Standard and Optional forms through GSA for the approval of the Interagency Committee on Medical Records (ICMR).
(j) Promote the use of electronic forms within the agency by following what the Government Paperwork Elimination Act (GPEA) prescribes and all guidance issued by the Office of Management and Budget and other responsible agencies. This guidance will promote the use of electronic transactions and electronic signatures.
(k) Notify GSA of the replacement of any Standard or Optional form by an automated format or electronic form, and its impact on the need to stock the paper form. GSA's approval is not necessary for this change, but a one-time notification should be made.
(l) Follow the specific instructions in the Standard and Optional Forms Procedural Handbook.
§ 102-194.35   Should I create electronic Standard or Optional forms?
Yes, you should create electronic Standard or Optional forms, especially when forms are used to collect information from the public. GSA will not approve a new or revision to a Standard or Optional form unless an electronic form is being made available. Only forms covered by § 102-194.40 are exempt from this requirement. Furthermore, you should to the extent possible, use electronic form products and services that are based on open standards. However, the use of proprietary products is permitted, provided that the end user is not required to purchase a specific product or subscription to use the electronic Standard or Optional form.
§ 102-194.40   For what Standard or Optional forms should an electronic version not be made available?
All forms should include an electronic version unless it is not practicable to do so. Areas where it may not be practicable include where the form has construction features for specialized use (e.g., labels), to prevent unauthorized use or could otherwise risk a security violation, (e.g., classification cover sheets), or require unusual production costs (e.g., specialized paper or envelopes). Such forms can be made available as an electronic form only if the originating agency approves an exception to do so. (See the Standard and Optional Forms Procedural Handbook for procedures and a list of these forms).
§ 102-194.45   Who should I contact about Standard and Optional forms?
For Standard and Optional forms, you should contact the: