41 C.F.R. Subpart C—Use of Government Billing Documents
Title 41 - Public Contracts and Property Management
Yes, your agency must prepare for retirement of the paper GBL. Effective September 30, 2001, your agency must have phased out use of Standard Form (SF) 1103, Government Bill of Lading, and OF 1203, Privately Owned Personal Property Government Bill of Lading (PPGBL) for domestic shipments. Effective September 30, 2001, your agency may use the GBL or PPGBL solely for international shipments (including domestic overseas shipments). [69 FR 57619, Sept. 24, 2004] Yes, your agency must use the GTR only in situations that do not lend themselves to the use of commercial payment methods. Yes, your agency must reference the applicable contract or tender when buying transportation on a bill of lading (including GBLs). However, the referenced information on a GBL or bill of lading does not limit an audit of charges. Yes, when buying passenger transportation, your agency must reference the applicable contract on a GTR or passenger transportation document (e.g., ticket). For shipments bought on a TD, the TSP must submit an original properly certified GBL, PPGBL, or bill of lading attached to an SF 1113, Public Voucher for Transportation Charges. The TSP must submit this package and all supporting documents to the agency paying office. The TSP must refund the value of the unused tickets (after expiration) to the GSA Audit Division if no Redemption of Unused Tickets (SF 1170) is received. TSPs are required to make such refunds within 90 days after the expiration date. The ticket number and the amount being refunded must be included in addition to all information pertinent to the refund, including the GTR numbers if applicable. Additional information is in the Government Passenger Transportation Handbook. Refund checks are to made payable to the U.S. Treasury and sent to—General Services Administration, Federal Supply Service, Audit Division (FBA), 1800 F Street, NW., Washington, DC 20405, www.gsa.gov/transaudits. [69 FR 57619, Sept. 24, 2004] No, a TSP cannot demand advance payment for transportation charges submitted on a bill of lading (including GBL), unless authorized by law. No, your agency may only pay the TSP with whom it has a contract. The bill of lading will list the TSP with whom the Government has a contract. 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. No, your agency must not pay any additional charges for the preparation and use of the GBL or GTR. Your agency may not pay a TSP a higher rate than comparable under commercial procedures for transportation bought on a GBL or GTR. No, if your agency has administratively determined that a TSP owes a debt resulting from loss or damage, follow your agency regulations. 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. Your agency must tell the GSA Audit Division whenever it approves a new or existing agency field office to prepare transportation documents or when an agency field office is no longer authorized to do so. This notice must show the name, field office location of the bureau or office, and the date on which your agency granted or canceled its authority to schedule payments for transportation service.
Title 41: Public Contracts and Property Management
PART 102–118—TRANSPORTATION PAYMENT AND AUDIT
Subpart C—Use of Government Billing Documents
Terms and Conditions Governing Acceptance and Use of a Government Bill of Lading (GBL) or Government Transportation Request (GTR) (Until Form Retirement)
§ 102-118.175 Must my agency prepare for GBL retirement?
§ 102-118.180 Must my agency prepare for the GTR retirement?
§ 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?
§ 102-118.196 What does the TSP do with unused tickets (E-ticket or paper ticket)?
§ 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?
§ 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?
§ 102-118.230 What if my agency creates or eliminates a field office approved to prepare transportation documents?
Agency Responsibilities When Using Government Bills of Lading (GBLs) or Government Transportation Requests (GTRs)
§ 102-118.235 Must my agency keep physical control and accountability of the GBL and GTR forms or GBL and GTR numbers?
Yes, your agency is responsible for the physical control and accountability of the GBL and GTR stock and must have procedures in place and available for inspection by GSA. Your agency must consider these Government transportation documents to be the same as money.
§ 102-118.240 How does my agency get GBL and GTR forms?
Your agency can get GBL and GTR forms, in either blank or prenumbered formats, from:
General Services Administration Federal Supply Service General Products Commodity Center (7FXM-WS) 819 Taylor Street, Room 6A24 Fort Worth, TX 76102
§ 102-118.245 How does my agency get an assigned set of GBL or GTR numbers?
If your agency does not use prenumbered GBL and GTR forms, you may get an assigned set of numbers from:
General Services Administration Federal Supply Service General Products Commodity Center (7FXM-WS) 819 Taylor Street, Room 6A24 Fort Worth, TX 76102
§ 102-118.250 Who is accountable for the issuance and use of GBL and GTR forms?
Agencies and employees are responsible for the issuance and use of GBL and GTR forms and are accountable for their disposition.
§ 102-118.255 Are GBL and GTR forms numbered and used sequentially?
Yes, GBL and GTR forms are always sequentially numbered when printed and/or used. No other numbering of the forms, including additions or changes to the prefixes or additions of suffixes, is permitted.
Quotations, Tenders or Contracts
§ 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—General Services Administration, Federal Supply Service, Audit Division (FBA), 1800 F Street, NW., Washington, DC 20405, www.gsa.gov/transaudits.
(b) Tenders must be submitted electronically, following the instructions provided by the requesting agency. The following information must be submitted with the tender:
(1) Issuing TSP, Bureau, Agency or Conference.
(2) Tender number.
(3) Standard Carrier Alpha Code (SCAC).
(4) TSP Tax Identification Number (TIN).
(5) Issue date.
(6) Effective date.
(7) Expiration date.
(8) Origin and destination.
(9) Freight Classification and/or commodity description (including origin and destination).
(10) Rate or charge for line haul rates.
(11) Minimum weights.
(12) Route(s).
(13) Accessorial services description(s) with rate or charge and governing publication.
(14) TSP operating authority.
(c) The TSP must include a statement that the TSP will adhere and agree to the following general terms and conditions. The services provided in this tender will be performed in accordance with applicable Federal, State and municipal laws and regulations, including Federal Management Regulation parts 102–117 and 102–118 (41 CFR parts 102–117 and 102–118), and the TSP(s) hold(s) the required operating authority to transport the commodity from, to, or between the places specified in the authorized certificates, permits or temporary operating authorities.
(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.
(e) The Optional Form (OF) 280, Uniform Tender of Rates and/or Charges for Transportation Services, includes all the provisions of paragraph (c) of this section and is another option to file a tender with the Government.
[69 FR 57619, Sept. 24, 2004]
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