41 C.F.R. Subpart B—Ordering and Paying for Transportation and Transportation Services
Title 41 - Public Contracts and Property Management
Your agency orders: (a) Transportation of freight and household goods and related transportation services (e.g., packaging, storage) with a Government contractor-issued charge card, purchase order (or electronic equivalent), or a Government bill of lading for international shipments (including domestic overseas shipments). In extremely limited cases, cash can be used where government payment mechanisms are not available or acceptable. (b) Transportation of people through the purchase of transportation tickets with a Government issued charge card (or centrally billed travel account citation), Government issued individual travel charge card, personal charge card, cash (in accordance with Department of the Treasury regulations), or in limited prescribed situations, a Government Transportation Request (GTR). See the “U.S. Government Passenger Transportation—Handbook,” obtainable from:
General Services Administration Federal Supply Service Audit Division (FBA) 1800 F Street, NW. Washington, DC 20405 www.gsa.gov/transaudits [65 FR 24569, Apr. 26, 2000, as amended at 66 FR 48812, Sept. 24, 2001; 69 FR 57618, Sept. 24, 2004] The manner in which your agency orders transportation and transportation services determines the manner in which a TSP bills for service. This is shown in the following table: Your agency may pay for transportation services in three ways: (a) Electronic funds transfer (EFT) (31 U.S.C. 3332, et seq.). Your agency is required by statute to make all payments by EFT unless your agency receives a waiver from the Department of the Treasury. (b) Check. For those situations where EFT is not possible and the Department of the Treasury has issued a waiver, your agency may make payments by check. (c) Cash. In very unusual circumstances and as a last option, your agency payments may be made in cash in accordance with Department of the Treasury regulations (31 CFR part 208). Your agency must establish administrative procedures which assure that the following conditions are met: (a) The negotiated price is fair and reasonable; (b) A document of agreement signifying acceptance of the arrangements with terms and conditions is filed with the participating agency by the TSP; (c) The terms and conditions are included in all transportation agreements and referenced on all transportation documents (TDs); (d) Bills are only paid to the TSP providing service under the bill of lading to your agency and may not be waived; (e) All fees paid are accounted for in the aggregate delivery costs; (f) All payments are subject to applicable statutory limitations; (g) Procedures (such as an unique numbering system) are established to prevent and detect duplicate payments, properly account for expenditures and discrepancy notices; (h) All transactions are verified with any indebtedness list. On charge card transactions, your agency must consult any indebtedness list if the charge card contract provisions allow for it; and (i) Procedures are established to process any unused tickets. Your agency must use electronic commerce in all areas of your transportation program. This includes the use of electronic systems and forms for ordering, receiving bills and paying for transportation and transportation services. [69 FR 57618, Sept. 24, 2004] Yes, when mutually agreeable to the agency and the GSA Audit Division, your agency is encouraged to use electronic billing for the procurement and billing of transportation services. Yes, under 31 U.S.C. 3332, et seq., your agency must make all payments for goods and services via EFT (this includes goods and services ordered using charge cards). Under 31 U.S.C. 3332, et seq., your agency must obtain an account with a financial institution or approved payment agent in order to meet the statutory requirements to make all Federal payments via EFT unless your agency receives a waiver from the Department of the Treasury. To obtain a waiver, your agency must contact:
The Commissioner Financial Management Service Department of the Treasury 401 Fourteenth Street, SW. Washington, DC 20227 http://www.fms.treas.gov/ 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:
General Services Administration Federal Supply Service Audit Division (FBA) 1800 F Street, NW. Washington, DC 20405 www.gsa.gov/transaudits [65 FR 24569, Apr. 26, 2000, as amended at 69 FR 57620, Sept. 24, 2004] Yes, your agency may use a Government contractor issued charge card to purchase transportation services if permitted under the charge card contract or task order. In these circumstances your agency will receive a bill for these services from the charge card company. Generally, no transportation or transportation services ordered with a Government contractor issued charge card or charge account citation can be prepayment audited because the bank or charge card contractor pays the TSP directly, before your agency receives a bill that can be audited from the charge card company. However, if your agency contracts with the charge card or charge account provider to provide for a prepayment audit, then, as long as your agency is not liable for paying the bank for improper charges (as determined by the prepayment audit verification process), a prepayment audit can be used. As with all prepayment audit programs, the charge card prepayment audit must be approved by the GSA Audit Division prior to implementation. If the charge card contract does not provide for a prepayment audit, your agency must submit the transportation line items on the charge card to the GSA Audit Division for a postpayment audit. Yes, in limited circumstances, a Government employee can use cash where government payment mechanisms are not available or acceptable. [69 FR 57618, Sept. 24, 2004] 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—General Services Administration, Federal Supply Service, Audit Division (FBA), 1800 F Street, NW., Washington, DC 20405, www.gsa.gov/transaudits. [69 FR 57618, Sept. 24, 2004] Your agency must use commercial payment practices and forms to the maximum extent possible; however, when viewed necessary by your agency, your agency may use the following Government forms to pay transportation bills: (a) Standard Form (SF) 1113, Public Voucher for Transportation Charges, and SF 1113–A, Memorandum Copy; (b) Optional Form (OF) 1103, Government Bill of Lading and OF 1103A Memorandum Copy (used for movement of things, both privately owned and Government property for official uses); (c) OF 1169, Government Transportation Request (used to pay for tickets to move people); and (d) OF 1203, Privately Owned Personal Property Government Bill of Lading, and OF 1203A, Memorandum Copy (used by the Department of Defense to move private property for official transfers). 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 September 30, 2000, your agency should minimize the use of GTRs (OF 1169). [65 FR 24569, Apr. 26, 2000, as amended at 66 FR 48812, Sept. 24, 2001] Your agency must ensure during its prepayment audit of a TSP bill that the TSP filled out the Public Vouchers, SF 1113, completely including the taxpayer identification number (TIN), and standard carrier alpha code (SCAC). An SF 1113 must accompany all billings. 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:
General Services Administration Federal Supply Service Audit Division (FBA) 1800 F Street, NW Washington, DC 20405 www.gsa.gov/transaudits [65 FR 24569, Apr. 26, 2000, as amended at 69 FR 57620, Sept. 24, 2004] The “U.S. Government Passenger Transportation—Handbook” contains information on how to prepare this GTR form. To get a copy of this handbook, you may write to:
General Services Administration Federal Supply Service Audit Division (FBA) 1800 F Street, NW Washington, DC 20405 www.gsa.gov/transaudits [65 FR 24569, Apr. 26, 2000, as amended at 69 FR 57620, Sept. 24, 2004] No, your agency is not required to use a GBL and must use commercial payment practices to the maximum extent possible. Effective March 31, 2002, your agency must phase out the use of the Optional Forms 1103 and 1203 for domestic shipments. After this date, your agency may use the GBL solely for international shipments. [65 FR 24569, Apr. 26, 2000, as amended at 66 FR 48812, Sept. 24, 2001] No, your agency is not required to use a GTR. Your agency must adopt commercial practices and eliminate GTR use to the maximum extent possible. 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 herein and in the “U.S. Government Freight Transportation—Handbook,” appropriate numbering, etc.). 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. 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.” The mandatory terms and conditions governing the use of GBLs and bills of lading are: (a) Unless otherwise permitted by statute and approved by the agency, the TSP may not demand prepayment or collect charges from the consignee. The TSP, providing service under the bill of lading, must present a legible copy of the bill of lading or an original, properly certified GBL attached to Standard Form (SF) 1113, Public Voucher for Transportation Charges, to the paying office for payment; (b) The shipment must be made at the restricted or limited valuation specified in the tariff or classification or limited contract, arrangement or exemption at or under which the lowest rate is available, unless indicated on the GBL or bill of lading. (This is commonly referred to as an alternation of rates); (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; (d) The rules and conditions governing commercial shipments for the time period within which notice must be given to the TSP, or a claim must be filed, or suit must be instituted, shall not apply if the shipment is lost, damaged or undergoes shrinkage in transit. Only with the written concurrence of the Government official responsible for making the shipment is the deletion of this item considered to valid; (e) Interest shall accrue from the voucher payment date on the overcharges made and shall be paid at the same rate in effect on that date as published by the Secretary of the Treasury pursuant to the Debt Collection Act of 1982 31 U.S.C. 3717); and (f) Additional mandatory terms and conditions are in this part and the “U.S. Government Freight Transportation—Handbook.” [65 FR 24569, Apr. 26, 2000, as amended at 69 FR 57619, Sept. 24, 2004] The mandatory terms and conditions governing the use of passenger transportation documents are contained in this part and the “U.S. Government Passenger Transportation—Handbook.” The mandatory terms and conditions governing the use of passenger transportation documents are: (a) Government travel must be via the lowest cost available, that meets travel requirements; e.g., Government contract, fare, through, excursion, or reduced one way or round trip fare. This should be done by entering the term “lowest coach” on the Government travel document if the specific fare basis is not known; (b) The U.S. Government is not responsible for charges exceeding those applicable to the type, class, or character authorized in transportation documents; (c) The U.S. Government contractor-issued charge card must be used to the maximum extent possible to procure passenger transportation tickets. GTRs must be used minimally; (d) Government passenger transportation documents must be in accordance with Federal Travel Regulation Chapters 300 and 301 (41 CFR chapters 300 and 301), and the “U.S. Government Passenger Transportation—Handbook”; (e) Interest shall accrue from the voucher payment date on overcharges made hereunder and shall be paid at the same rate in effect on that date as published by the Secretary of the Treasury pursuant to the Debt Collection Act of 1982; (f) The TSP must insert on the TD any known dates on which travel commenced; (g) The issuing official or traveler, by signature, certifies that the requested transportation is for official business; (h) The TSP must not honor any request containing erasures or alterations unless the TD contains the authentic, valid initials of the issuing official; and (i) Additional mandatory terms and conditions are in this part and the “U. S. Government Passenger Transportation—Handbook.” Your agency must process, review, and verify supplemental billings using the same procedures as on an original billing. If the TSP disputes the findings, your agency must attempt to resolve the disputed amount. If the agency conducts prepayment audits of its transportation bills, agency transportation certifying and disbursing officers are liable for any overpayments made. If GSA has granted a waiver to the prepayment audit requirement and the agency performs a postpayment audit (31 U.S.C. 3528 and 31 U.S.C. 3322) neither the certifying nor disbursing officers are liable for the reasons listed in these two cited statutes. 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. Yes, GSA will maintain a numbering system for GBLs and GTRs. For commercial TDs, each agency must create a unique numbering system to account for and prevent duplicate numbers. The GSA Audit Division must approve this system. Write to:
General Services Administration Federal supply Service Audit Division (FBA) 1800 F Street, NW. Washington, DC 20405 www.gsa.gov/transaudits [65 FR 24569, Apr. 26, 2000, as amended at 69 FR 57620, Sept. 24, 2004]
Title 41: Public Contracts and Property Management
PART 102–118—TRANSPORTATION PAYMENT AND AUDIT
Subpart B—Ordering and Paying for Transportation and Transportation Services
§ 102-118.40 How does my agency order transportation and transportation services?
§ 102-118.45 How does a transportation service provider (TSP) bill my agency for transportation and transportation services?
Transportation Service Provider Billing------------------------------------------------------------------------ (a) Ordering method (b) Billing method------------------------------------------------------------------------(1)(i) Government issued agency charge (1) Bill from charge card card,. company (may be electronic).(ii) Centrally billed travel account citation.------------------------------------------------------------------------(2)(i) Purchase order,................. (2) Bill from TSP (may be electronic).(ii) Bill of lading,(iii) Government Bill of Lading,(iv) Government Transportation Request.------------------------------------------------------------------------(3)(i) Contractor issued individual (3) Voucher from employee (may travel charge card. be electronic).(ii) Personal charge card,(iii) Personal cash.------------------------------------------------------------------------
§ 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?
§ 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?
§ 102-118.95 What forms can my agency use to pay transportation bills?
§ 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?
§ 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?
§ 102-118.130 Must my agency use a GBL for express, courier, or small package shipments?
§ 102-118.135 Where are the mandatory terms and conditions governing the use of bills of lading?
§ 102-118.140 What are the major mandatory terms and conditions governing the use of GBLs and bills of lading?
§ 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?
§ 102-118.170 Will GSA continue to maintain a centralized numbering system for Government transportation documents?
