DoD 4000.25-7-M, March 2004

*DLM 4000.25, Volume 4, January 22, 2024*

*Change 12*

**C2. CHAPTER 2**

**BILLING PROCEDURES**

C2.1.  CRITERIA FOR BILLING

	C2.1.1.  Shipments from Stock.  Billing will be effected on the basis of drop from inventory or performance of services.  Exceptions are as follows:

		C2.1.1.1.  Security Assistance.  Billings for security assistance will be effected upon constructive delivery.

		C2.1.1.2.  Petroleum, Oil, and Lubricants (POL).  Billings for bulk POL shipments may be billed after notification of receipt or 15 calendar days after the date of shipment or issue, whichever occurs first.

		C2.1.1.3.  Perishable Subsistence Chill and Freeze Items.  Billings for perishable subsistence chill and freeze items will be effected upon drop from inventory.  Billings for fresh fruits and vegetables will be effected upon receipt of an issue transaction from DLA Troop Support.

		C2.1.1.4.  Drawdowns

			C2.1.1.4.1.  Materiel requisitioned under authority of Section 506 of the Foreign Assistance Act, as amended (i.e. , when the Foreign Military Sales (FMS)/Grant Aid (GA) type of assistance code is C), may not be billed until funds are appropriated, with the exception of Working Capital Fund activities.  Although Section 506 does not provide obligation or disbursing authority, it does permit the drawdown of existing DoD stocks subject to an appropriation to be made at a later date.  Since there is no assurance that DoD accounts will be reimbursed, the transfers cannot be recorded as accounts receivable.  Therefore, issues under Section 506 will be treated as transfers without reimbursement.  The transfer without reimbursement will be reversed when appropriations are received to reimburse the DoD account for the transfer.  Section 506 draw downs of General Services Administration (GSA) or other non-DoD stocks are not authorized.[footnoteRef:1] [1: Section 552 of the Foreign Assistance Act of 1961 allows the President to "direct the drawdown of commodities and services from the inventory and resources of any agency of the United States Government”.  Under DLMS, except for the use of DoD (Section 506) or any agency (Section 552) assets, drawdowns under both sections are identified and treated similarly.] 

			C2.1.1.4.2.  All requests for Defense Working Capital Fund (DWCF) activities (to include transportation) will include a funding source, allowing DWCF activities to be reimbursed by the Military Departments without delay.  Orders will not be accepted without a funding source.  Refer to DoD 7000.14-R, “Department of Defense Financial Management Regulations (FMRS)”, Vol. 12, paragraph 230502 and Vol. 11B, paragraph 110106.A.).

	C2.1.2.  Direct Deliveries of Materiel from Contractors.  When an inventory item is out of stock, is not carried, or has otherwise been requested via direct delivery of materiel from a vendor, the billing will be effected upon notification of receipt of materiel by the customer or notification of shipment by the vendor.

	C2.1.3.  In-Storage Visibility Lateral Redistributions.  When an Integrated Materiel Manager/Inventory Control Point (IMM/ICP) laterally redistributes materiel, billing to the requisitioning activity will be effected upon notification of receipt by the requisitioning activity.  ***The reporting activity bills the IMM/ICP per standard supply fulfilment procedures. The IMM/ICP may seek bill adjustments from the reporting activity for discrepancies the IMM/ICP has adjusted for the requisitioning activity.***

	C2.1.4.  In-Storage Visibility Procurement Offset.  When materiel is returned to the IMM/ICP to offset or preclude procurement, reimbursement to the returning activity is authorized upon receipt, inspection, and acceptance of materiel as evidenced by the IMM/ICP’s generation of a creditable Materiel Receipt Status.

	C2.1.5.  Customer Asset Report Credits.  Materiel Return Program (MRP) credits are authorized upon receiving notification that materiel authorized for return under creditable procedures has been received in the offered condition and quantity.

	C2.1.6.  Materiel Services.  Billings for services related to materiel shipments and returns not included in the materiel price are authorized after the services are rendered.

	C2.1.7.  Obligations for Requisitioned Materiel.  Establishing an obligation for the proper amount under the requisition document number is essential for the timely and automated processing of interfund bills. Failure to do so is a violation of financial management procedures and may delay processing and increase workload for both DFAS and submitting Component personnel. DoD Components that either (1) establish business processes for requisitioning outside their customer’s Component sponsored supply system, e.g., via internet ordering applications, or (2) authorize their own Component personnel to satisfy requirements through the use of external ordering processes, will support adherence to standard DoD financial business processes.

		C2.1.7.1 DoD Components may authorize manual recording of the financial obligation by the customer as a separate action until such time as an automated interface between the ordering application and a Component-sponsored financial system is available. Where an interface is not available, external ordering applications will alert users to comply with their Component-directed financial procedures.

		C2.1.7.2 Procedures for on-line internet ordering application real-time verification of funds availability and funds availability response for are provided under DLMS Vol 4, Chapter 7.

C2.2.  PREPARATION OF BILLS

	C2.2.1.  General.  Bills will be prepared within 30 calendar days of the criteria provided in section C2.2 and must identify each shipment, delivery, service performed, or refund earned.

	C2.2.2.  Materiel Billing and Credit Amounts.  In general, billings for materiel will be at the standard price in effect at the time of shipment, and credit adjustments (refunds) will be at the price originally billed.  Exceptions are identified in the following subparagraphs.  Billings and credits for services or allowances related to materiel shipments will be processed as prescribed by section C2.5.

		C2.2.2.1.  Lateral Redistribution ***Payments***.  Reimbursements for materiel laterally redistributed will be processed ***using the average acquisition cost provided by the ICP/IMM on the LRO***.  ***Payments*** may be fully or partially ***recouped*** by the IMM/ICP ***through a billing adjustment request*** when a validated discrepancy report documents the materiel was not shipped in a condition or quantity warranting full ***payment***.

		C2.2.2.2.  In-Storage Visibility Procurement Offset and MRP Credits.  Credits will be processed at the acquisition cost in effect at the time of receipt.  Credits may be lower if, in the opinion of the IMM/ICP, the received materiel is not in a condition and/or quantity to warrant full credit.

		C2.2.2.3.  Quality Deficiency Reports.  When the original requisition number cannot be identified, the credits will be at the current standard price.

		C2.2.2.4.  Materiel Returns to DLA from Industrial Sites under Base Realignment and Closure Retail Storage and Distribution/Inventory Management and Stock Positioning, and National Inventory Management Strategy[footnoteRef:2].  A variation of the MRP program is used for processing materiel returns to DLA from selected sites in support of the Base Realignment and Closure (BRAC) Retail Storage and Distribution (SS&D)/Inventory Management and Stock Positioning (IMSP) and the National Inventory Management Strategy (NIMS).  Standard MRP DLMS/MILSTRIP transactions do not apply.  No credit for packaging, crating, handling, or transportation (PCH&T) will be provided. [2:  DLA is required to request approval of new procedures supporting BRAC/NIMS allowing full materiel credit for returns regardless of asset position with no credit for PCH&T.] 

			C2.2.2.4.1.  Industrial Sites.  DLA managed materiel returned by an industrial customer at BRAC industrial sites will be accepted into DLA inventory regardless of DLA wholesale asset stock position.  Credit will be processed based upon a receipt of the returned materiel corresponding to a sale to Service maintenance (identified by DoD Activity Address Code (DoDAAC) series/internal customer group) for the same materiel and condition completed within the 60-day period prior to the date on the return.  Up to 100 percent credit will be processed at the full selling price of the item on the original order(s) used as reference for return quantity less than or equal to the quantity on the reference order(s).  DLMS/MILSBILLS Billing for Issue from Stock (DLMS 810L/DIC FA2) will be used to provide credit under modified business rules.  Credit for any quantity returned over the original amount, in a different condition code from the original sale or unmatched is subject to DLA ICP stock position using business rules equivalent to the MRP for determining whether to provide credit/credit amount contained in DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures,” February 10, 2014.  The Service’s financial system will be notified of any resulting credit via a DLMS/MILSBILLS Materiel Returns Program Credit (DLMS 810L/DIC FD2).

			C2.2.2.4.2.  National Inventory Management Strategy Sites.  Credit for materiel returns from a NIMS site customer will be processed based upon the return receipt.  The DLA ICP will process the receipt and determine whether a sale has occurred for the same materiel, condition code, and customer within a 60-day time frame reflecting the exact same document number as the receipt (return) document.  If there is an exact matching sale, the customer will receive credit equal to the original sale.  Credit for any quantity returned over the original amount, in different condition code from the original sale or unmatched is subject to credit/credit amount from C2.2.2.4.1.  The Service’s financial system will be notified of any resulting credit via a DLMS/MILSBILLS Materiel Returns Program Credit (DLMS 810L/DIC FD2).

	C2.2.3.  Method of Billing

		C2.2.3.1.  Bills arising from transactions containing a National Stock Number (NSN) within the DoD will be collected through the Military Standard Billing System (MILBILLS) interfund billing procedures when supported by the supply and accounting systems.  The provider will not accept a Military Interdepartmental Purchase Request (MIPR) if interfund can be used.  Manual billing (e.g., the XP fund code) will not be used unless approved by the Deputy Chief Financial Officer.  For intragovernmental interfund disputes, follow the dispute process outlined in Chapter 4.[footnoteRef:3]  Billings to DoD offices must be under interfund procedures except as provided below. [3:  From DoD 7000.14-R, Volume 4, Chapter 3 Receivables, Paragraph 030504.B (November 2009)] 

		C2.2.3.2.  Billing will be under noninterfund procedures when:

			C2.2.3.2.1.  The bill-to office is non-DoD (Bill-To Service Code is numeric, G, or Z).

			C2.2.3.2.2.  The bill-to office is a DoD contractor (Bill-To Service Code is C, E, HG, L, Q, SD, or U).

			C2.2.3.2.3.  The bill-to office is DoD (Bill-To Service Code is alpha other than C, E, G, HG, L, Q, SD, U, or Z) and the fund code requires noninterfund billing (normally XP fund code).

			C2.2.3.2.4.  The bill-to office is another-DoD Component (Bill-To Service Code is H) and the fund code is not identified as a valid fund code.

			C2.2.3.2.5.  The bill-to office is Army & Air Force Exchange Service (AAFES) (Bill-To Service Code is H followed by an X).

			C2.2.3.2.6.  The bill-to office is SC4210, representing DoD EMALL, and the fund code is XP.  This combination indicates billing via customer-provided Government purchase card or corporate credit card.  No other use is authorized.[footnoteRef:4]  [4:  Refer to ADC 1009A.] 

			C2.2.3.2.7.  DAAS will reject bills when they fail any of the edits.  See Chapter 6.2 for information about the routing and editing of bills processed through DAAS.  Rejected bills will be reported back to the originating activity using DLMS 824R (Reject Advice Transaction) citing the applicable Reject Advice Code from DLM 4000.25, DLMS, Volume 2, Appendix 2.8.  Rejected bills may include a narrative description indicating the reason for rejection, in addition to the Reject Advice Code.  Billing offices will correct the rejected bills and resubmit them to the DAAS.  Billing offices will ensure that all appropriate adjustments for rejected billings and interfund collections are made to seller accounting records.

		C2.2.3.3.  Method of Billing Summary.  Billing methods are summarized in Table C2.T1.

Table C2.T1.  Method of Billing

	C2.2.4.  Determining Bill-To Parties

		C2.2.4.1.  Billed Party.  Ordering activities will identify a billed party DoDAAC for all requisitions or other orders, including nonreimbursable orders.

		C2.2.4.2.  Billed Party Not Identified.  Item managers or other providers of goods and services will reject requisitions or other orders when a valid billed party is not identified.  In the event an order comes through without a valid bill-to party, billing offices will designate the ordering or submitting activity as the bill-to party if, for whatever reason, they are unable to identify a valid billed party.  The Service Security Assistance Control Office will be designated as the bill-to party for unidentifiable security assistance requisitions.  The Service control offices are:  Army–W25P02, Navy–N65916, and Air Force–FG2303.

		C2.2.4.3.  The mailing address for noninterfund bills will be the clear text address prescribed for billing (TAC 3 if assigned; otherwise TAC 1) in the DoDAAD (DLM 4000.25, Defense Logistics Management Standards Manual, Volume 6, Chapter 2).  The routing for interfund bills will be based on the billing Communication Routing Identifier (COMMRI).

	C2.2.5.  Nonreimbursable Bills.  Materiel issued under nonreimbursable procedures must be reported to the billed office using the Notice of Nonreimbursable Issue (810L/DIC FE_).

	C2.2.6.  Interfund Bills

		C2.2.6.1.  Use of Interfund.  If the bill is paid under interfund procedures, the billing office will report the collection to its servicing finance center on its seller interfund report.  A separate interfund bill will be prepared for billings applicable to a bill-to DoDAAC and treasury symbol.

		C2.2.6.2.  An interfund bill consists of a Summary Billing Record (DS 810L, DIC FS_) and one or more detail billing records, but must not contain more than 495 records in total.  Noninterfund records must not be included on the same bill.

		C2.2.6.3.  Interfund bills are forwarded to DAAS electronically for editing and further routing to the offices billed as described in Chapter 6.  Only billings routed by DAAS will be eligible for interfund collection as prescribed in Chapter 5.

		C2.2.6.4.  Separate detail billing records, selected from the Appendix 3 series appendices, will be prepared for each shipment or delivery supporting the summary billing record.

		C2.2.6.5.  The fund code (see Appendix 2) provides procedures for converting fund codes to appropriations charged.

		C2.2.6.6.  A separate interfund (or noninterfund) bill will be prepared:

			C2.2.6.6.1  when the billed office DoDAAC or fund code changes,

			C2.2.6.6.2.  when the net amount of the bill (net amount of the detail billing records) equals or exceeds 10 million dollars,

			C2.2.6.6.3.  when the number of billing records (summary plus detail billing records) exceed 495 records, or

			C2.2.6.6.4.  when there are different Security Cooperation Customer Codes.

		C2.2.6.7.  The recommended standard for interfund bill numbers appears in Table C2.T2. 

Table C2.T2.  Standard Interfund Bill Numbers

	C2.2.7.  Noninterfund Bills

		C2.2.7.1.  When an activity is unable to use electronic data interchange (EDI) methods (i.e. DLMS 810L), it may use the SF 1080, “Voucher for Transfers between Appropriations and/or Funds,” or other form approved by the Treasury Department, such as GSA Form 789, “Statement, Voucher, and Schedule of Withdrawals and Credits” as the billing document for noninterfund bills.

		C2.2.7.2.  An original of the noninterfund billing will be provided to the billed office.  Noninterfund billings will, at a minimum, be supported by the following information[footnoteRef:5]:  document order number, description of the article or services, delivery or other performance date, quantity, and price.  The document order number and description will usually be satisfied by the requisition document number and NSN.  The delivery or performance date is the same as the day of year prescribed for the detail billing record appropriate for the issue or service. [5:  Though not required, to facilitate the resolution of billing or payment disputes involving noninterfund bills, billing offices should also include electronic contact information on the bill.] 

		C2.2.7.3.  Billing offices may, at their option and with the customer’s concurrence, provide automated support for noninterfund billings using the G series billing records.  These billing records will be transmitted electronically to DAAS, which will pass the records to the billed office by the best means available.  Hard copy billing documents are not required.

	C2.2.8. Standard Line of Accounting/Accounting Classification.  The Office of the Under Secretary of Defense (Comptroller) identified Standard Financial Information System elements that make up the Standard Line of Accounting (SLOA)/accounting classification elements.[footnoteRef:6] These SLOA elements are included in DLMS bills.  Some elements may be acquired referentially through the authoritative data source SFIS Fund Code to Fund Account Conversion Table maintained at DAAS.  Updates to the fund code table are accomplished by Component Fund Code Monitors designated in writing by their respective Components. [6:  Joint Deputy Chief Management Officer and Under Secretary of Defense (Comptroller) Chief Financial Officer memorandum of September 14, 2012, subject “Department of Defense Standard Line of Accounting/Accounting Classification.”] 

C2.3.  RESERVED

C2.4.  CORRECTION OF ERRONEOUS BILLINGS

	C2.4.1.  Billing Forwarded to Customer.  When a billing office finds it has issued an invoice containing one or more erroneous billing lines, it will correct the erroneous billing line in a later invoice.  Normally, billing offices are expected to reverse and reissue only the erroneous billing line, not the entire invoice.  The corrections will be processed as soon as practical and will not await customer requests for adjustments.

	C2.4.2.  Billing Rejected by DAAS.  Billings rejected by DAAS must be corrected and resubmitted to obtain reimbursement.  Corrective procedures will include preserving the accounting records along with records of causative research to maintain the audit trail and the validity of the records.  For example, in-transit interfund collections and paid accounts receivables related to the rejected bills will have to be reversed.

	C2.4.3. Notifications. Billing offices will advise their Finance PRC representative of significant or mass billing errors and their planned corrections. Finance PRC representatives will assist in coordinating with billed offices and will apprise the impacted primary/alternate PRC members of the situation via e-mail. Notify the PRC Chair simultaneously at Defense Enterprise Data Standards Office Finance (financehq@dla.mil). Note that some financial systems may reject bills resubmitted with the same billing number.

C2.5.  CANCELLATIONS.  When a provider accepts a customer's request to cancel a requisition or other order, any billings generated for that requisition will be reversed in the next billing cycle.  When the cancellation involves diverting materiel back to stock, the billing will be reversed upon receipt of the materiel.  Any charges related to the cancellation, such as contract termination costs, will be billed under noninterfund procedures.

C2.6.  BILLING FOR ACCESSORIAL AND ADMINISTRATIVE COSTS

	C2.6.1.  DoD Shipments

		C2.6.1.1.  Purpose.  Accessorial and administrative costs may be invoiced using either interfund or noninterfund reimbursement methods.  However, in all cases, billing will be accomplished in the same manner as the materiel.  DoD 7000-14-R, Volume 6, provides the DoD policy for billing accessorial and administrative costs.

		C2.6.1.2.  Normal Charges.  Unless otherwise indicated on ordering documents or transactions, accessorial costs incurred for supply items requisitioned by DoD Activities will be charged to the same funds as the materiel.

		C2.6.1.3.  Retail Loss Allowance.  DoD 7000.14-R, volume IIB, requires the DWCF to grant a discount for retail losses to retail stock funds based upon net issues after authorized credits or offsets have been applied.  These discounts are to provide funds for losses experienced at the retail stock fund level.  Retail loss discounts will not be granted for sales to commissaries and customers of retail or installation level stock fund activities.  However, retail loss discounts are authorized for all military clothing items sold to Military Exchanges.

		C2.6.1.4.  Packing, Crating, Handling, and Transportation (PCH&T)

			C2.6.1.4.1.  Reimbursements for packing, crating, and handling costs for (a) IMM/ICP directed lateral redistributions, (b) IMM/ICP authorized MRP and sales returns, and (c) IMM/ICP directed procurement offset returns associated with In-Storage Visibility (ISV) will be a percent of the materiel credit price.  The rate will be 3.5 percent for consumable items and 1 percent for reparable items.  Billing offices will use the Accessorial and Other Miscellaneous Billings record format to support these billings and reimbursements.

			C2.6.1.4.2.  Reimbursements for transportation costs for (a) IMM/ICP directed lateral redistributions, (b) IMM/ICP authorized MRP and sales returns, and (c) IMM/ICP directed procurement offset returns associated with ISV will be for an amount equal to the IMM/ICP’s cost recovery rate for second destination transportation included in the selling price of the materiel and will be supported by a Billing for Transportation record format.

			C2.6.1.4.3.  Billing offices will use the Accessorial and Other Miscellaneous Billings to support reimbursements for authorized repackaging based upon a validated Supply Discrepancy Report under Volume 2, Chapter 17.[footnoteRef:7] [7:  Refer to ADC 1203] 

			C2.6.1.4.4.  Billing offices will use the Accessorial and Other Miscellaneous Billings or other appropriate record to support billings and reimbursements for other authorized PCH&T, administrative, or accessorial charges.

			C2.6.1.4.5.  Reimbursement for PCH&T will not be provided for materiel returns to DLA industrial sites under BRAC SS&D/IMSP, or NIMS sites[footnoteRef:8].  Refer to C2.2.2.4. [8:  DLA is required to request approval of new procedures supporting BRAC/NIMS allowing full materiel credit for returns regardless of asset position with no credit for PCH&T.] 

	C2.6.2.  GSA Shipments

		C2.6.2.1.  General.  GSA will assess accessorial and administrative costs on shipments to the Department of Defense as indicated in this section.

		C2.6.2.2.  Transportation Charges

			C2.6.2.2.1.  Paid by GSA.  GSA will pay transportation charges on stock items to:

				C2.6.2.2.1.1.  Consignees in the CONUS, and, where scheduled, surface commercial transportation services are available in Hawaii, the Commonwealth of Puerto Rico, the Virgin Islands, the southeast peninsula of Alaska, central Alaska (rail belt), and Kodiak Island.

				C2.6.2.2.1.2.  A U.S. port of embarkation for overseas destinations not included in subparagraph C2.6.2.2.1.1.

			C2.6.2.2.2.  Paid by Customer.  GSA will not pay transportation charges for shipments of special order program (nonstock) items, purchased free on board (FOB) origin.  GSA will, however, prepay and bill the agency as a separate item for:

				C2.6.2.2.2.1.  Transportation charges to a CONUS destination or a U.S. Port of Embarkation on F.O.B. origin items.

				C2.6.2.2.2.2.  Transportation charges from a CONUS destination or a U.S. Port of Embarkation to consignees in Hawaii, the Commonwealth of Puerto Rico, the Virgin Islands, the Southeast Peninsula of Alaska, Central Alaska (rail belt), and Kodiak Island.

				C2.6.2.2.2.3.  Transportation charges billed under interfund procedures will be billed using the Accessorial and Other Miscellaneous Billings record.

		C2.6.2.3.  Export Charges

			C2.6.2.3.1.  Surcharge will be assessed at the rate of 10 percent of the value of the materiel ordered and shipped to customers overseas from GSA wholesale distribution centers and vendors when unique DoD marking/packing requires the shipment be physically handled by a GSA export packing facility.  The export surcharge will be billed as follows:

			C2.6.2.3.2.  A flat fee of $5 administrative charge per requisition line will be assessed for export shipments not physically handled by a GSA export packing facility.

			C2.6.2.3.3.  The export services performed on shipments for customers overseas may vary by customer location, commodity, mode of shipment, and other criteria and include:  monitoring and expediting delivery to meet required delivery date; over packing and documenting dangerous/hazardous shipments; challenging air eligible shipments; unitizing, consolidating, and palletizing cargo; arranging for seavans to source load cargo and document shipments for delivery to ports of embarkation; and others.

			C2.6.2.3.4.  GSA will annually review actual costs to perform export services and, as appropriate, propose changes in the above rate for use throughout each fiscal year.  The Under Secretary of Defense (Comptroller) will be advised sufficiently in advance for appropriate program and budget planning.

C2.7.  BILLING FOR PROGRESS AND ADVANCE PAYMENTS

	C2.7.1.  Progress Billings

		C2.7.1.1.  Purpose.  Progress payments may be billed via interfund whenever the order received from the customer specifies that progress billings via interfund are authorized.  Documentation of the agreement by the customer to allow progress billing via interfund may be used in lieu of a specific provision on each order.

		C2.7.1.2.  Billing Basis.  Billings made for progress payments will be based upon documentary evidence of satisfactory performance and must not exceed the amount of the customer order.

		C2.7.1.3.  Offsets.  The billing office will offset billing lines for deliveries against all outstanding progress billings related to those deliveries.  Billing lines will be reported for both the sales price of the shipment and the amount of the progress billing being liquidated.  The billing method elected for the progress payment will also be the method used to invoice for the delivery.

		C2.7.1.4.  Multiple Progress Billings.  Although multiple progress billings may have been submitted against an order, a single recoupment billing may be reported for the total amount of the progress billings.

	C2.7.2.  Advance Billings

		C2.7.2.1.  Applicability.  Advance billings may not be billed via interfund.  When authorized, advance funding will be satisfied via noninterfund and by the use of appropriation level, rather than project or order level, advances.

		C2.7.2.2.  Application of Advances.  Received advances must be returned or applied to accounts receivable before the end of the fiscal year.

C2.8.  INTO-PLANE FUEL SALES

	C2.8.1.  Applicability.  These procedures apply to DoD into-plane issues (sales) of fuels to DoD aircraft except when other billing procedures are specified by the terms of an inter-Service support agreement.

	C2.8.2.  Reimbursable Issues.  Reimbursable issues (sales) of fuel into DoD planes by DoD activities will be billed at the standard price in effect at the time of issue.

	C2.8.3.  Contractor Fuel Issues.  Contractor into-plane fuel issues will be billed at the standard price applicable to each such issue.

	C2.8.4  DWCF Billing.  Billing offices funded by the DWCF will grant credit for DoD aircraft defueling based on supply defueling slips at DWCF prices.

	C2.8.5.  Credits.  Credits will be given for contractor into-plane defueling of DoD aircraft based on a defueling slip at the standard price given for each defueling.

	C2.8.6.  Into-plane fuel bills will use the Billing for Into-Plane Issues record format.

C2.9.  HAZARDOUS MATERIEL and WASTE BILLINGS

	C2.9.1.  Users of DLA's hazardous materiel and waste disposal services will provide DLA with a disposal turn-in document (DD Form 1348-1A, “Issue Releases/Receipt Document,” or 1348-2, “Issue Release/Receipt Document with Address Label”) as prescribed by DLM 4000.25.  Since these services are provided on a reimbursable basis, the order will be funded in accordance with the standards prescribed by DoD 7000.14-R.  The order will generally authorize DLA to use the interfund billing system to reimburse themselves for these services.

	C2.9.2  General[footnoteRef:9] [9:  The “background” information in this subsection is provided to assist financial personnel in understanding their responsibilities with regard to hazardous waste and materiel disposal services.  Any conflicts between information contained in this subsection and procedures prescribed by MILSTRIP or DoD 4160.21-M will be resolved by following MILSTRIP procedures.] 

		C2.9.2.1.  General policies and procedures governing hazardous materiel’s and waste disposal within the Department of Defense are prescribed by DoD 4160.21-M, “Defense Materiel Disposition Manual,” August 18, 1997.  DLA Disposition Services (formerly the Defense Reutilization and Marketing Service) is authorized to bill for these services under interfund billing procedures and will use the Billing for Decentralized, Noncatalogued, and Nonstocked Items billing record.

		C2.9.2.2.  Requestors of services wanting to dispose of hazardous waste and materiel must follow the procedures in DoD 4160.21-M and Chapters 4 and 29 of DLM 4000.25, DLMS Volume 2.  These procedures require preparation of a disposal turn-in document (DTID) in accordance with instructions prescribed by MILSTRIP procedures[footnoteRef:10] and provide it to the DLA Disposition Services Field Office (formerly Defense Reutilization and Marketing Office (DRMO)).  The DLA Disposition Services Field Office will provide the generator with a receipt copy of the DTID at the time of turn-in. [10:  DLM 4000.25, DLMS Volume 2, Appendix 8.49 Transfers To DLA Disposition Services Field Office on DD Form 1348-1a Issue Release/Receipt Document, or DD Form 1348-2, Issue Release/Receipt Documents With Address Label.] 

	C2.9.3.  Hazardous Waste Disposal

		C2.9.3.1.  Hazardous waste disposal services are provided on a reimbursable basis and generators must, therefore, contact their servicing finance office to ensure that funds are obligated for these services.  Prior to actual turn-in and disposal, the cost of hazardous waste disposal services may be estimated by referring to the contract governing the materiel being disposed of.  The estimated cost of the disposal must be obligated under the DTID number.  Contact the DLA Disposition Services Field Office for assistance in estimating the cost.

		C.2.9.3.2.  The DLA Disposition Services Field Office will provide the generator with copies of the disposal manifest (DD Form 1155) and any modifications as the disposal request is executed and modifications are agreed to.  The DLA Disposition Services Field Office will also provide the generator with a certified copy of disposal for each DTID.  Generators must advise their servicing finance office when estimated amounts obligated at the time of turn-in or execution are lower than actual amounts indicated on these documents.

		C2.9.3.3.  Establishing an obligation for the proper amount under the DTID document number is essential for the timely and automated processing of interfund charges.  Failure to do so is a violation of financial management procedures and will delay updating generator accounts and increase workload on both DFAS and generator personnel.

	C2.9.4.  Hazardous Materiel Disposal

		C2.9.4.1.  Unlike hazardous waste, disposal of hazardous materiel may not result in any charges to the generator.  Therefore, unless you are certain you will incur disposal charges, generators should not obligate turn-ins of hazardous materiel.  After receipt of the hazardous materiel DTID, the DLA Disposition Services Field Office must advise the generator if disposal costs that are the responsibility of the generator will be incurred.  The following determines whether or not the generator will be charged for disposal of hazardous materiel.

		C2.9.4.2.  There will be no disposal costs charged to the generator if the DLA Disposition Services Field Office can dispose of the hazardous materiel through an existing contract or believes the materiel can be reutilized, transferred, donated or sold.

			C2.9.4.2.1.  DLA Disposition Services Field Offices will provide the generator with a monthly Disposal Funding Status Report of the DTIDs that were successfully reutilized.

			C2.9.4.2.2.  Generators who have open hazardous materiel disposals in process will contact the DLA Disposition Services Field Office if they fail to receive a monthly Disposal Funding Status Report.

	C2.9.5.  When the preceding condition does not apply, the hazardous materiel becomes hazardous waste, the disposal will be on a reimbursable basis, and hazardous waste disposal procedures apply.  Funding for this hazardous waste disposal must be provided to the DLA Disposition Services Field Office within 5 workdays of notification.  The DLA Disposition Services Field Office must not proceed with the disposal of the now classified hazardous waste until funding is confirmed by the generator.

C2.10.  GENERAL SERVICES ADMINISTRATION UNIQUE BILLINGS

	C2.10.1.  Automotive Vehicles

		C2.10.1.1.  GSA is authorized to use the interfund billing system to invoice DoD activities for automotive vehicles purchased under a category one (reimbursable) MIPR.  DoD activities submitting a MIPR must do so in accordance with paragraph 8.7008 of the DoD Supplement to the Federal Acquisition Regulation, which requires activities to provide DLMS requisition data for each line-item to be delivered to each ship-to address.

		C2.10.1.2.  For purposes of identifying and validating charges, GSA will support interfund billings for automotive vehicles with a single line item billing register.  The register must show, in addition to the information shown on the billing record, the full MIPR number under the columns headed "STOCK NUMBER.”

	C2.10.2.  GSA Customer Supply Center Billing Procedures

		C2.10.2.1.  GSA bills DoD customers for Customer Supply Center (CSC) billings using either a customer provided MILSTRIP document number or a constructed pseudo-document number.  The document number is constructed from the ordering DoDAAC of the customer provided at the time the account was opened, the Julian day the order was placed, and the last four positions of the ticket number.  GSA will treat all line items requisitioned as a single order, with or without multiple line items, and bill for the order under the constructed document number if the customer doesn't provide a MILSTRIP document.

		C2.10.2.2.  GSA CSC interfund bills will be supported by the GSA CSC Billing record.

		C2.10.2.3.  Noninterfund bills will be supported by the Single Line Item Billing Register.  The register must include the customer provided MILSTRIP document number in the stock number field.

		C2.10.2.4.  GSA offers its customers the option of having its CSC billings billed to a Government purchase card.  Activities having difficulties with interfund or SF 1080 billings of CSC supplies may want to consider this option.

C2.11.  ARMY EXCHANGE PRICING PROCESS

	C2.11.1.  The Army interim approach to the Exchange Pricing interim is a multi-system functionality implementation.  Exchange Pricing employs a dual pricing system for a repairable NSN item based upon Standard Price (latest acquisition cost plus recovery rate) and Exchange Price (latest repair cost plus cost recovery rate) and a “buy one–return one” relationship with the customer (i.e., a qualified exchange pricing customer buys at the EXCHANGE PRICE and pays a penalty if a reparable is not turned-in within a specified period of time from the issue date).  This process is applicable to Army customers and Army-managed materiel only; other Services will continue to pay Standard Price and receive 65 percent credit exchange upon receipt of carcass by the Army Primary Inventory Control Activity (PICA).

	C2.11.2.  Once an item of supply is identified for a national repair program and the National Item Identification Number (NIIN) has an established Exchange Price, all requisitions for the items will be priced at the Exchange Price if the customer is an authorized Exchange Price customer.

	C2.11.3.  When a requisition submitted to the Supply Support Activity (SSA) is processed by the Standard Army Retail Supply System (SARSS), SARSS will determine if both the customer DoDAAC is an Exchange Price customer, and the NIIN has an established Exchange Price indicator.  As this transaction is processed through the Army supply system, middleware, Funds Control Module (including Exchange Price Tracking) Defense Automatic Addressing System (DAAS), Commodity Control Supply System (CCSS), and Army Logistics Modernization Program (LMP), the Exchange Price indicator will be used to identify the transaction as Exchange Price related.  All the legacy systems will continue processing the MILS transactions; LMP will process DLMS transactions that are converted by DAAS.

	C2.11.4.  All related supply transactions prepared by the Army will carry and perpetuate the Exchange Price Indicator.  The following transactions will be impacted as a result of the Exchange Price implementation:  Requisition; Requisition Modifier; Requisition Follow-up; Materiel Release Order; and Supply Status.  The returns process will also process Exchange Price related transactions.  The Materiel Receipt transaction will be generated by SARSS for all returns of Exchange Price NIINs, and will include an Exchange Price Type of Credit indicator for Unserviceable credit when applicable and an Exchange Price Conversion Indicator to identify the need to provide credit according to the pre Exchange Price credit policy, which will last for 60 calendar days following Exchange Pricing implementation.

	C2.11.5.  If the return has an un-repairable condition code or the item is not returned within the established timeframe (Delta Delay Days), the national level systems (LMP, CCSS) will create an obligation adjustment based on the receipt from Middleware Funds Control Module of a Materiel Returns Supply Status (Delta Bill Trigger) transaction.  As a result of processing the delta bill trigger the national systems will create the logistics/interfund bill transaction with an Exchange Price Indicator and Type Bill code to identify the specific type of Exchange Price bill to the Army financial system.

C2.12.  NAVY EXCHANGE PRICING PROCESS

	C2.12.1.  The Navy uses a two tier pricing system for selling Depot Level Repairable (DLR) materiel to Navy customers.  The Navy sells DLRs to other Services at full (standard) price and then provides carcass value credit when the carcass is returned.  This is the same method the Air Force and Army use when selling repairable items to the Navy.  The Standard Price is the price representing the full value of the DLR item, and is the price charged when a Not Ready for Issue (NRFI) unit (also referred to as a ‘Carcass’) is not turned in.  The Net Price (also referred to as Exchange Price) is the price that includes the cost of repairing a DLR item, and is the price charged to customers when a NRFI unit has been or will be turned in.  Navy customers indicate on their requisitions whether a NRFI unit is available for turn in via the Advice Code, and they are then charged Net or Standard Price accordingly.

	C2.12.2.  Received requisitions indicating that a carcass will be returned are tracked in the Navy’s Carcass Tracking System.  This system monitors these requisitions and matches them with carcass returns as they occur.  This system also generates follow ups to customers who have not returned their carcasses as promised.  Ultimately, the system will trigger an additional charge to the customer if the carcass is not returned.  Navy uses the term “Carcass Charge” for this additional billing, which represents the difference in value between Standard Price and Net (Exchange) Price.  This additional billing is also referred to as a Delta Bill.  If the customer returns the carcass after receiving the Carcass (Delta) Bill, then the additional billing is reversed, resulting in a Carcass Charge Reversal (Credit Delta Bill).  Navy customers may also return excess DLRs for credit.  The credit can be Standard, Net, or Carcass value.

	C2.12.3.  Under legacy format Defense Logistics Standard Systems (DLSS)/MILSBILLS billing, the Navy ICPs use the Sales Price Condition Code to indicate to customers that a bill is either Net (Exchange) Price or Carcass (Delta) Price.  Once operational, the Navy’s ERP will replace the Navy ICP’s DLSS/MILSBILLS billing system with a DLMS based system.  Since DLMS does not utilize a Sales Price Condition Code, Navy will use a combination of Stock Exchange Code and Type of Bill Code to indicate on the bill whether the price charged is Standard, Net, or Carcass price.  DAAS will convert Navy bills back to DLSS/MILSBILLS format for any Navy customers unable to accept DLMS formats.

C2.13.  INCLUSION OF TRANSPORTATION CONTROL NUMBERS ON DLMS LOGISTICS BILLS.  Suppliers may bill on partial shipments with identical quantities under the same document number, which makes the bills appear as duplicates.  Including the Transportation Control Number (TCN) on the DLMS Logistics Bill will resolve that problem.  Partial shipment codes are part of the TCN structure in accordance with DTR 4500.9-R, “Defense Transportation Regulation”.  Accordingly, reporting activities will include the TCN in DLMS Logistics Bill transactions.  This is a DLMS enhancement, which may be implemented without prior authorization.

	CHAPTER 2

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