Subchapter D—Transportation
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Part 102-118—Transportation Payment and Audit

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— Does GSA still require my agency to submit its overall transportation policies for approval?
102-118.30— Are Government 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

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

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?
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?
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?
Quotations, Tenders or Contracts
102-118.260— Must my agency send all quotations, tenders, or contracts with a TSP to GSA?

Subpart D—Prepayment Audits 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 prepayment audit program?
102-118.275— What must my agency consider when designing and implementing a transportation 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?
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?
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?
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?

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

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 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?
102-118.530— Will GSA instruct my agency’s disbursing offices to offset unpaid TSP billings?
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?
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) 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 Audit 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 Audit 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 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?
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 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) 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?
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Last Reviewed 2015-03-03