Subpart A - General

Introduction

§ 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?

§ 102-118.30 - Are Government-controlled corporations bound by this part?

Definitions

§ 102-118.35 - What definitions apply to this part?

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?

§ 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?

Subpart C - Use of Government Billing Documents

Quotations, Tenders or Contracts

§ 102-118.260 - Must my agency send all quotations, tenders, or contracts with a TSP to GSA?

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?

Terms and Conditions Governing Acceptance and Use of a Government Bill of Lading (GBL) or Government TransportationRequest (GTR) (Until Form Retirement)

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?

§ 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?

Subpart D - Prepayment Audit of Transportation Services

Agency Requirements for a Transportation Prepayment Audit Program

§ 102-118.265 - What is a prepayment audit?

§ 102-118.270 - Must my agency establish a transportation prepayment audit program, and how is it funded?

§ 102-118.275 - What must my agency consider when developing a transportation prepayment audit program?

§ 102-118.280 - Must all transportation payment records, whether they are electronic or paper, undergo a prepayment audit?

§ 102-118.285 - What must be included in an agency's transportation prepayment audit program?

Liability for Certifying and Disbursing Officers

Maintaining an Approved Program

Waivers from Mandatory Prepayment Audit

§ 102-118.380 - How does my agency apply for a waiver from a prepayment audit of requirement?

§ 102-118.385 - What must a waiver request include?

§ 102-118.390 - On what basis does GSA grant a waiver to the prepayment audit requirement?

§ 102-118.395 - How long will GSA take to respond to a waiver request?

Agency Certifying and Disbursing Officers

§ 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?

§ 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?

Agency Requirements With Transportation Service Providers

§ 102-118.290 - Must my agency notify the TSP of any adjustment to the TSP bill?

§ 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?

§ 102-118.305 - What information must be on all transportation payment records that have completed my agency's prepayment audit?

§ 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?

§ 102-118.320 - What action should my agency take if the agency's transportation prepayment audit program changes?

Exemptions and Suspensions of the Mandatory Transportation Prepayment Audit Program

§ 102-118.350 - What agency has the authority to grant an exemption from the transportation prepayment audit requirement?

§ 102-118.355 - How does my agency apply for an exemption from a transportation prepayment audit requirement?

§ 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?

§ 102-118.375 - Can GSA suspend my agency's transportation prepayment audit program?

Agency Requirements for Prepayment Audits

Suspension of Agency Prepayment Audit Programs

Subpart E - Postpayment Transportation Audits

§ 102-118.400 - What is a transportation postpayment audit?

§ 102-118.405 - Who conducts a transportation postpayment audit?

§ 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?

§ 102-118.430 - What is the process the GSA Transportation Audits Division employs to conduct a postpayment audit?

§ 102-118.435 - What are the transportation postpayment audit roles and responsibilities of the GSA Transportation Audits Division?

§ 102-118.440 - Does my agency pay for a transportation postpayment audit conducted by the GSA Transportation Audits Division?

§ 102-118.445 - How do I contact the GSA Transportation Audits Division?

Subpart F - Claims and Appeal Procedures

Transportation Service Provider (TSP) and Agency Appeal Procedures for Prepayment Audits

§ 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?

§ 102-118.580 - May a TSP appeal a prepayment audit decision of the GSA Transportation Audits Division?

§ 102-118.585 - May a TSP appeal a prepayment audit decision of the CBCA?

§ 102-118.590 - May my agency appeal a prepayment audit decision of the GSA Transportation Audits Division?

§ 102-118.595 - May my agency appeal a prepayment audit decision by the CBCA?

Transportation Service Provider (TSP) and Agency Appeal Procedures for Postpayment Audits

§ 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?

§ 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 Transportation Audits 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?

§ 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?

Transportation Service Provider (TSP) Filing Requirements

§ 102-118.545 - What information must a TSP claim include?

§ 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?

Transportation Service Provider (TSP) Non-Payment of a Claim

§ 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?

General Agency Information for All Claims

§ 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?

§ 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?

§ 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 an administrative claim with the GSA Transportation Audits 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?

§ 102-118.530 - Will GSA instruct my agency's disbursing offices to offset unpaid TSP billings?

§ 102-118.535 - Are 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?