Source: https://www.gsa.gov/policy-regulations/regulations/federal-management-regulation-fmr?asset=89906
Timestamp: 2017-10-21 04:56:38
Document Index: 177506262

Matched Legal Cases: ['§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102', '§102']

Subchapter D—Transportation
§102-118.5—What is the purpose of this part?
§102-118.10—What is a transportation audit?
§102-118.15—What is a transportation payment?
§102-118.20—Who is subject to this part?
§102-118.25—What must my agency provide to GSA regarding its transportation policies?
As part of the evaluation of agencies’ transportation program and postpayment audit, GSA may request to examine your agency’s transportation prepayment audit program and policies to verify the performance of the prepayment audit. GSA Office of Government-wide Policy, Transportation Policy Division and GSA Transportation Audits Division may suggest revisions of agencies’ audit program or policies.
§102-118.30—Are Government-controlled corporations bound by this part?
§102-118.35—What definitions apply to this part?
“Agency” means a department, agency, or instrumentality of the United States Government (31 U.S.C. 101).
“Bill of lading (BOL)” sometimes referred to as a commercial bill of lading, but includes a Government bill of lading (GBL), means the document used as a receipt of goods, a contract of carriage, and documentary evidence of title.
“Cash” means cash, personal checks, personal charge cards, and travelers checks. Cash may only be used to pay for transportation expenses in extremely limited cases where government payment mechanisms are not available or acceptable.
“Claim” means–
“Document reference number (DRN)” means the unique number on a bill of lading, Government Transportation Request (GTR), or transportation ticket used to track the movement of shipments and individuals.
“EDI signature” means a discrete authentication code which serves in place of a paper signature and binds parties to the terms and conditions of a contract in electronic communication.
“Electronic commerce” means electronic techniques for performing business transactions (ordering, billing, and paying for goods and services), including electronic mail or messaging, Internet technology, electronic bulletin boards, charge cards, electronic funds transfers, and electronic data interchange.
“Electronic data interchange” means electronic techniques for carrying out transportation transactions using electronic transmissions of the information between computers instead of paper documents. These electronic transmissions must use established and published formats and codes as authorized by the applicable Federal Information Processing Standards.
“Electronic funds transfer” means any transfer of funds, other than transactions initiated by cash, check, or similar paper instrument, that is initiated through an electronic terminal, telephone, computer, or magnetic tape, for the purpose of ordering, instructing, or authorizing a financial institution to debit or credit an account. The term includes Automated Clearinghouse transfers, Fed Wire transfers, and transfers made at automatic teller machines and point of sale terminals.
“Government bill of lading (GBL)” means the transportation document used as a receipt of goods, evidence of title, and a contract of carriage for Government international shipments (see Bill of lading (BOL) definition).
“Government contractor-issued charge card” means the charge card used by authorized individuals to pay for official travel and transportation related expenses for which the contractor bills the employee. This is different than a centrally billed account paying for official travel and transportation related expenses for which the agency is billed.
“Government Transportation Request (GTR)” (Optional Form 1169) – means a Government document used to procure passenger transportation services from a TSP. The document obligates the Government to pay for transportation services provided and is used when a Government contractor issued charge card is not.
“Offset” means something that serves to counterbalance or to compensate for something else. These are funds owed to a TSP that are not released by the agency but instead used to repay the agency for a debt incurred by the TSP.
“Ordinary debt” means an amount that a TSP owes an agency other than for the repayment of an overcharge. Ordinary debts include, but are not limited to, payments for transportation services ordered and not provided (including unused transportation tickets), duplicate payments, and amounts for which a TSP is liable because of loss and/or damage to property it transported.
“Overcharge” means those charges for transportation that exceed those applicable under the executed agreement for services such as bill of lading (including a GBL, contract, rate tender or a GTR).
“Postpayment audit” means an audit of transportation billing documents, and all related transportation documents after payment, to decide their validity, propriety, and conformity of rates with tariffs, quotations, agreements, contracts, or tenders. The audit process may also include subsequent adjustments and collection actions taken against a TSP by the Government (31 U.S.C. 3726).
“Prepayment audit” means an audit of transportation billing documents before payment to determine their validity, propriety, and conformity of rates with tariffs, quotations, agreements, contracts, or tenders (31 U.S.C. 3726).
“Privately Owned Personal Property Government Bill of Lading,” Optional Form 1203, means the agency transportation document used as a receipt of goods, evidence of title, and generally a contract of carriage. It is only available for the transportation of household goods. Use of this form is mandatory for Department of Defense, but optional for other agencies.
“Rate authority” means the document that establishes the legal charges for a transportation shipment. Charges included in a rate authority are those rates, fares, and charges for transportation and related services contained in tariffs, tenders, contracts, bills of lading, and other equivalent documents.
“Reparation” means a payment to or from an agency to correct an improper transportation billing as determined by a postpayment audit involving a TSP. Improper routing, overcharges, or duplicate payments may cause such improper billing. This is different from a payment to settle a claim for loss and damage.
“Standard Carrier Alpha Code (SCAC)” is a unique code, typically two to four characters, used to identify transportation companies.
“Statement of difference” means a statement issued by an agency or its designated audit contractor during a prepayment audit when they determine that a TSP has billed the agency for more than the proper amount for the services. This statement tells the TSP on the invoice, the amount allowed and the basis for the proper charges. The statement also cites the applicable rate references and other data relied on for support. The agency issues a separate statement of difference for each transportation transaction.
“Statement of difference rebuttal” means a document used by the agency to respond to a TSP’s claim about an improper reduction made against the TSP’s original bill by the paying agency.
“Supplemental bill” means the bill for services that the TSP submits to the agency for additional payment of the services provided.
“Taxpayer identification number (TIN)” means the number required by the Internal Revenue Service to be used by the TSP in reporting income tax or other returns. For a TSP, the TIN is an employer identification number.
“Transportation” means service involved in the physical movement (from one location to another) of people, household goods, and freight by a TSP or a Third Party Logistics (3PL) entity for an agency, as well as activities directly relating to or supporting that movement. These activities are defined in 49 U.S.C. 13102.
“Transportation document (TD)” means any executed document for transportation services, such as a bill of lading, a tariff, a tender, a contract, a GTR, invoices, paid invoices, any transportation bills, or other equivalent documents, including electronic documents.
“Transportation service” means service involved in the physical movement (from one location to another) of products, people, household goods, and any other objects by a TSP for an agency as well as activities directly relating to or supporting that movement. Examples of this are storage, crating, or connecting appliances.
“Transportation service provider (TSP)” means any party, person, agent, or carrier that provides freight, household goods, or passenger transportation or related services to an agency.
§102-118.40—How does my agency order transportation and transportation services?
Your agency orders—
§102-118.45—How does a transportation service provider (TSP) bill my agency for transportation and transportation services?
(i) Government issued agency charge card,
(i) Purchase order,
(i) Contractor issued individual travel charge card,
§102-118.50—How does my agency pay for transportation services?
§102-118.55—What administrative procedures must my agency establish for payment of freight, household goods, or other transportation services?
§102-118.60—To what extent must my agency use electronic commerce?
§102-118.65—Can my agency receive electronic billing for payment of transportation services?
§102-118.70—Must my agency make all payments via electronic funds transfer?
§102-118.75—What if my agency or the TSP does not have an account with a financial institution or approved payment agent?
§102-118.80—Who is responsible for keeping my agency’s electronic commerce transportation billing records?
Your agency’s internal financial regulations will identify responsibility for recordkeeping. In addition, the GSA Audit Division keeps a central repository of electronic transportation billing records for legal and auditing purposes. Therefore, your agency must forward all relevant electronic transportation billing documents to:
§102-118.85—Can my agency use a Government contractor issued charge card to pay for transportation services?
§102-118.90—If my agency orders transportation and/or transportation services with a Government contractor issued charge card or charge account citation, is this subject to prepayment audit?
§102-118.91—May my agency authorize the use of cash?
§102-118.92—How does my agency handle receipts, tickets or other records of cash payments?
Your agency must ensure that its employees keep the original receipts for transportation purchases over $75.00 made with cash. If it is impractical to furnish receipts in any instance as required by this subtitle, the failure to do so must be fully explained on the travel voucher. Mere inconvenience in the matter of taking receipts will not be considered. These receipts must be saved for a possible postpayment audit by the GSA Audit Division. If your agency requires the filing of paper receipts, then you must do so. For transportation purchases over $75.00, your agency must ensure that copies of all original papers are retained at your agency. Copies of tickets from a TSP must be sent to—
§102-118.95—What forms can my agency use to pay transportation bills?
Note to §102-118.95: By March 31, 2002, your agency may no longer use the GBLs (OF 1103 and OF 1203) for domestic shipments. After March 31, 2002, your agency should minimize the use of GTRs (OF 1169).
§102-118.100—What must my agency ensure is on each SF 1113?
§102-118.105—Where can I find the rules governing the use of a Government Bill of Lading?
The “U.S. Government Freight Transportation—Handbook” contains information on how to prepare this GBL form. To get a copy of this handbook, you may write to:
§102-118.110—Where can I find the rules governing the use of a Government Transportation Request?
§102-118.115—Must my agency use a GBL?
§102-118.120—Must my agency use a GTR?
§102-118.125—What if my agency uses a TD other than a GBL?
If your agency uses any other TD for shipping under its account, the requisite and the named safeguards must be in place (i.e., terms and conditions found in this part and in the “U.S. Government Freight Transportation—Handbook,” appropriate numbering, etc.).
§102-118.130—Must my agency use a GBL for express, courier, or small package shipments?
No, however, in using commercial forms all shipments must be subject to the terms and conditions set forth for use of a bill of lading for the Government. Any other non-conflicting applicable contracts or agreements between the TSP and an agency involving buying transportation services for Government traffic remain binding. This purchase does not require a SF 1113. When you are using GSA’s schedule for small package express delivery, the terms and conditions of that contract are binding.
§102-118.135—Where are the mandatory terms and conditions governing the use of bills of lading?
The mandatory terms and conditions governing the use of bills of lading are contained in this part and the “U.S. Government Freight Transportation—Handbook.”
§102-118.140—What are the major mandatory terms and conditions governing the use of GBLs and bills of lading?
(c) Receipt for the shipment is subject to the consignee’s annotation of loss, damage, or shrinkage on the delivering TSP’s documents and the consignee’s copy of the same documents. If loss or damage is discovered after delivery or receipt of the shipment, the consignee must promptly notify the nearest office of the last delivering TSP and extend to the TSP the privilege of examining the shipment;
§102-118.145—Where are the mandatory terms and conditions governing the use of passenger transportation documents?
§102-118.150—What are the major mandatory terms and conditions governing the use of passenger transportation documents?
§102-118.155—How does my agency handle supplemental billings from the TSP after payment of the original bill?
§102-118.160—Who is liable if my agency makes an overpayment on a transportation bill?
§102-118.165—What must my agency do if it finds an error on a TSP bill?
Your agency must advise the TSP via statement of difference of any adjustment that you make either electronically or in writing within 7 days of receipt of the bill, as required by the Prompt Payment Act (31 U.S.C. 3901, et seq.). This notice must include the TSP’s taxpayer identification number, standard carrier alpha code, bill number and document reference number, agency name, amount requested by the TSP, amount paid, payment voucher number, complete tender or tariff authority, the applicable rate authority and the complete fiscal authority including the appropriation.
§102-118.170—Will GSA continue to maintain a centralized numbering system for Government transportation documents?
§102-118.180—[Reserved]
§102-118.185—When buying freight transportation, must my agency reference the applicable contract or tender on the bill of lading (including a GBL)?
§102-118.190—When buying passenger transportation must my agency reference the applicable contract?
§102-118.195—What documents must a transportation service provider (TSP) send to receive payment for a transportation billing?
§102-118.200—Can a TSP demand advance payment for the transportation charges submitted on a bill of lading (including GBL)?
§102-118.205—May my agency pay a subcontractor or agent functioning as a warehouseman for the TSP providing service under the bill of lading?
§102-118.210—May my agency use bills of lading other than the GBL for a transportation shipment?
Yes, as long as the mandatory terms and conditions contained in this part (as also stated on a GBL) apply. The TSP must agree in writing to the mandatory terms and conditions (also found in the “U.S. Government Freight Transportation—Handbook”) contained in this part.
§102-118.215—May my agency pay a TSP any extra fees to pay for the preparation and use of the GBL or GTR?
§102-118.220—If a transportation debt is owed to my agency by a TSP because of loss or damage to property, does my agency report it to GSA?
§102-118.225—What constitutes final receipt of shipment?
Final receipt of the shipment occurs when the consignee or a TSP acting on behalf of the consignee with the agency’s permission, fully signs and dates both the delivering TSP’s documents and the consignee’s copy of the same documents indicating delivery and/or explaining any delay, loss, damage, or shrinkage of shipment.
§102-118.230—What if my agency creates or eliminates a field office approved to prepare transportation documents?
§102-118.235—Must my agency keep physical control and accountability of the GBL and GTR forms or GBL and GTR numbers?
§102-118.240—How does my agency get GBL and GTR forms?
§102-118.245—How does my agency get an assigned set of GBL or GTR numbers?
§102-118.250—Who is accountable for the issuance and use of GBL and GTR forms?
§102-118.255—Are GBL and GTR forms numbered and used sequentially?
§102-118.260—Must my agency send all quotations, tenders, or contracts with a TSP to GSA?
(a) Yes, your agency must send copies of each quotation, tender, or contract of special rates, fares, charges, or concessions with TSPs including those authorized by 49 U.S.C. 10721 and 13712, upon execution to—
(d) The TSP shall bill the United States Government on Standard Form (SF) 1113, Public Voucher for Transportation Charges, appropriately completed and supported. The TSP(s) will send bills to the “Bill Charges To” address on the face of the bill of lading or agency–ordering document.
Subpart D—Prepayment Audits of Transportation Services
§102-118.265—What is a prepayment audit?
§102-118.270—Must my agency establish a prepayment audit program?
(a) Yes, under 31 U.S.C. 3726, your agency is required to establish a transportation prepayment audit program. Your agency’s Chief Financial Officer (CFO) must approve the prepayment audit program.
§102-118.275—What must my agency consider when designing and implementing a transportation audit program?
(a) Your agency’s transportation prepayment audit program must consider all of the methods that your agency uses to order and pay for passenger, household goods, and freight transportation to include Government contractor-issued charge cards (see §102-118.35 for definition Government contractor-issued charge cards).
(c) The prepayment audit cannot be conducted by the same firm providing the transportation services for the agency. If a move manager is being utilized, the move manager may not have any affiliation with or financial interest in the transportation company providing the transportation services for which the prepayment audit is being conducted. Contracts with charge card companies that provide prepayment audit services are a valid option. The agency can choose to–
(3) Use the services of a prepayment audit contractor under GSA’s multiple award schedule covering audit and financial management services (SIN 520.10 Transportation Audits); or
(4) Use a Third-Party Payment System or charge card company that includes prepayment audit functions, such as the GSA Center for Transportation Management’s PayPort Express.
(f) Use of GSA Transportation Audits Division’s Prepayment Audit Program template is recommended (contact Audit.Policy@gsa.gov for a copy of the template). If the template is not used, provide the same information listed on the template to GSA Transportation Audits Division.
§102-118.280—Must all transportation payment records, whether they are electronic or paper, undergo a prepayment audit?
(a) Your agency’s prepayment audit program uses a statistical sampling technique of the bills. If your agency chooses to use statistical sampling, all bills must be–
(b) The Administrator of General Services grants your agency a specific exemption from the prepayment audit requirement which may include bills determined to be below your agency’s threshold, mode or modes of transportation, or for an agency or subagency.
§102-118.285—What must be included in an agency’s transportation prepayment audit program?
The agency prepayment audit program must include–
(a) The agency’s CFO approval of the transportation prepayment audit program with submission to GSA Transportation Audits Division;
(1) GSA Transportation Audits Division can provide your agency a Prepayment Audit Program with a monthly reporting template upon request at Audit.Policy@gsa.gov (see §102-118.35 for definition TD).
(i) Require your agency’s paying office to offset, if directed by GSA’s Transportation Audits Division, debts from amounts owed to the TSP within the 3 years (31 U.S.C. 3726(b));
§102-118.290—Must my agency notify the TSP of any adjustment to the TSP bill?
(1) TSP’s bill number;
(3) TSP’s TIN;
§102-118.295—Does my agency transportation prepayment audit program need to establish appeal procedures?
§102-118.300—What must my agency do if the TSP disputes the findings and my agency cannot resolve the dispute?
(a) If your agency is unable to resolve the disputed amount with the TSP, your agency must submit, within 30 calendar days, all relevant transportation documentation associated with the dispute, including a complete billing history and the appropriation or fund charged, to GSA Transportation Audits Division by email at Audit.Policy@gsa.gov, or by mail to:
1800 F St NW,
3rd Floor, Mail Hub 3400,
(b) The GSA Transportation Audits Division will review the appeal of an agency’s final, full, or partial denial of a claim and issue a decision within 30 calendar days of receipt of appeal.
§102-118.305—What information must be on all transportation payment records that have completed my agency’s prepayment audit?
(a) The following information must be annotated on all transportation payment records, electronically or on paper, that have completed your agency’s prepayment audit and for submission to GSA Transportation Audits Division:
(2) A TSP’s invoice number;
(11) The TSP’s TIN;
(12) The TSP’s SCAC;
(13) The auditor’s authorization code or initials; and
§102-118.310—What does the GSA Transportation Audits Division consider when verifying an agency prepayment audit program?
§102-118.315—How does my agency contact the GSA Transportation Audits Division?
Your agency may contact the GSA Transportation Audits Division at Audit.Policy@gsa.gov.
§102-118.320—What action should my agency take if the agency’s transportation prepayment audit program changes?
(a) If your agency’s transportation prepayment audit program changes in any way to include changes in prepayment auditors, your agency must submit the CFO-approved revised transportation prepayment audit program to GSA Transportation Audits Division via email at Audit.Policy@gsa.gov, Subject line: Agency PPA-Revised.
(b) If GSA determines the agency’s approved plan is insufficient, GSA will contact the agency CFO to inform of the prepayment audit program deficiencies and request corrective action and resubmission to GSA Transportation Audits Division.
§102-118.325—Does establishing an agency Chief Financial Officer-approved transportation prepayment audit program change the responsibilities of the certifying officers?
§102-118.330—Does a transportation prepayment audit waiver change any liabilities of the certifying officer?
§102-118.335—What relief from liability is available for the certifying official under a transportation postpayment audit?
The agency counsel relieves a certifying official from liability for transportation overpayments in cases where–
§102-118.340—Do the requirements of a transportation prepayment audit change the disbursing official’s liability for overpayment?
§102-118.345—Where does relief from transportation prepayment audit liability for certifying, accountable, and disbursing officers reside in my agency?
Your agency’s counsel has the authority to relieve liability and give advance opinions on liability issues to certifying, accountable, and disbursing officers (31 U.S.C. 3527).
§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?
§102-118.365—Can my agency renew an exemption from the transportation prepayment audit requirements?
§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–
§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?
§102-118.415—Can the Administrator of General Services exempt the transportation postpayment audit requirement?
§102-118.420—Is my agency allowed to perform a postpayment audit on our transportation documents?
§102-118.425—Is my agency required to forward all transportation documents to GSA Transportation Audits Division, and what information must be on these documents?
(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:
(12) The TSP’s SAC;
(13) The auditor’s full name, email address, contact telephone number, and authorization code; and
§102-118.430—What is the process the GSA Transportation Audits Division employs to conduct a postpayment audit?
The GSA Transportation Audits Division–
(b) Audits select TSP bills before payment as needed to protect the Government’s interest;
(g) Issues a GSA Notice of Indebtedness when a TSP owes an ordinary debt to an agency. This notice states the basis for the debt, the TSP’s rights, interest, penalty, and other results of nonpayment. The debt is due immediately and is subject to interest charges, penalties, and administrative cost under 31 U.S.C. 3717.
§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–
(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 type 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.
§102-118.445—How do I contact the GSA Transportation Audits Division?
You may contact the GSA Transportation Audits Division by email at Audit.Policy@gsa.gov.
§102-118.450—Can a TSP file a transportation claim against my agency?
§102-118.455—What is the time limit for a TSP to file a transportation claim against my agency?
(subject to the IC Act)
(not subject to the IC Act)
§102-118.460—What is the time limit for my agency to file a court claim with a TSP for freight charges, reparations, and loss or damage to the property?
(3) Freight Forwarders
subject to the IC Act
1303(6) (if subject to Carriage of Goods by Sear Act, 46 U.S.C. 1300—1315)
§102-118.465—Must my agency pay interest on a disputed amount claimed by a TSP?
§102-118.470—Are there statutory time limits for a TSP on filing a administrative claim with the GSA Audit Division?
§102-118.475—Does interest apply after certification of payment of claims?
§102-118.480—How does my agency settle disputes with a TSP?
§102-118.485—Is there a time limit for my agency to issue a decision on disputed claims?
§102-118.490—What if my agency fails to settle a dispute within 30 days?
§102-118.495—May my agency appeal a decision by the Civilian Board of Contract Appeals (CBCA)?
§102-118.500—How does my agency handle a voluntary refund submitted by a TSP?
§102-118.505—Must my agency send a voluntary refund to the Treasurer of the United States?
§102-118.510—Can my agency revise or alter a GSA Form 7931, Certificate of Settlement?
§102-118.515—Does my agency have any recourse not to pay a Certificate of Settlement?
§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?
§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) and a 10-year limitation applies on the deduction of ordinary debts (31 U.S.C. 3716).
§102-118.535—re there principles governing my agency’s TSP debt collection procedures?
§102-118.540—Who has the authority to audit, settle accounts, and/or start collection action for all transportation services provided for my agency?
The Director of the GSA Audit Division has the authority and responsibility to audit and settle all transportation related accounts (31 U.S.C. 3726). The reason for this is that he or she has access to Governmentwide data on a TSP’s payments and billings with the Government. Your agency has the responsibility to correctly pay individual transportation claims.
§102-118.545—What information must a TSP claim include?
(b) The signature of the TSP’s agent or attorney accompanied by a duly executed power of attorney or other documentary evidence of the agent’s or attorney’s right to act for the TSP; or
§102-118.550—How does a TSP file an administrative claim using EDI or other electronic means?
§102-118.555—Can a TSP file a supplemental administrative claim?
§102-118.560—What is the required format that a TSP must use to file an administrative claim?
§102-118.565—What documentation is required when filing an administrative claim?
§102-118.570—If my agency denies the TSP’s challenge to the statement of difference, may the TSP appeal?
§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 Audit 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 Audit 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 Audit Division?
Yes, the TSP may appeal to the Civilian Board of Contract Appeals (CBCA) under guidelines established in this subpart, 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 time 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. The TSP must address requests:
§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 Audit Division?
§102-118.595—May my agency appeal a prepayment audit decision by the CBCA?
§102-118.600—When a TSP disagrees with a Notice of Overcharge resulting from a postpayment audit, what are the appeal procedures?
§102-118.605—What if a TSP disagrees with the Notice of Indebtedness?
(a) Inspect and copy the agency’s records related to the claim;
§102-118.610—Is a TSP notified when GSA allows a claim?
§102-118.615—Will GSA notify a TSP if they internally offset a payment?
§102-118.620—How will a TSP know if the GSA Audit Division disallows a claim?
§102-118.625—Can a TSP request a reconsideration of a settlement action by the GSA Audit Division?
§102-118.630—How must a TSP refund amounts due to GSA?
§102-118.635—Can the Government charge interest on an amount due from a TSP?
§102-118.640—If a TSP fails to pay or to appeal an overcharge, what actions will GSA pursue to collect the debt?
(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) and a 10-year limitation applies on the deduction of ordinary debt (31 U.S.C. 3716);
§102-118.645—Can a TSP file an administrative claim on collection actions?
§102-118.650—Can a TSP request a review of a settlement action by the Administrator of General Services?
§102-118.655—Are there time limits on a TSP request for an administrative review by the Civilian Board of Contract Appeals CBCA?
§102-118.660—May a TSP appeal a postpayment audit decision of the CBCA?
§102-118.665—May my agency appeal a postpayment audit decision by the CBCA?
§102-118.670—If a TSP cannot immediately pay a debt, can they make other arrangements for payment?
§102-118.675—What recourse does my agency have if a TSP does not pay a transportation debt?