1. Billing, Certification, Payment and Submission of Transportation Documents
Peggie Poss and Corinne Bachiller Senior Program Analysts
GSA Expo 2010 ~ Orlando, FL May 4-6, 2010

2. WHAT WE WILL COVER TSP’s Responsibilities
GSA Transportation Audits Division’s Responsibilities
Agency Responsibilities
Administrative Review
Submission of Paid Bills
Poss will cover TSP responsibilities

3. TSP’s RESPONSIBILITIES

4. Preparation/Submission of SF 1113 Supporting Documents
Supplemental Billings
Presentation will include preparation of the Public Voucher for Transportation Charges, SF 1113, the supporting documents for billings for transportation services for both freight and household goods shipments, and how supplemental billings should be submitted.

5. PREPARATION/SUBMISSION OF SF 1113
Must prepare and properly certify SF 1113
Payee (TSP) name/address/TIN
TSP bill number & SCAC
List Agency BL/GTR serial number
List services w/rates & charges for HHG shipment
Submit to “Bill Charges To” named on BL/TSO/GTR
Only one HHG shipment per SF 1113
Up to 25 freight shipments may be listed on SF 1113
Public Voucher for Transportation Charges (SF1113)
whether GTR (passenger), GBL or other BL (freight/household goods) issued,

6. Carrier Bill Number or Supplemental Bill Number
SCAC
Enter TIN
“Unique” Numbers and services
Certification
Enter amounts and total

7. SUPPORTING DOCUMENTS Provide Certificate of Delivery on BL
Provide service/rate/charge and rate basis on BL/GTR
Attach BL/TSO/GTR to SF 1113
Attach any one-time-only (OTO) quote
Attach (HHG shipments):
Premove Survey and Scale Weight Tickets
DD Form 619/DD or comparable commercial form(s) for origin and destination services
Descriptive Inventory and Third Party Documents
Continuing with Household Goods shipments supporting documents.
If Certificate of Carrier Billing information not provided, bill will be returned.
Government bill of lading, personal property bill of lading, transportation services order, and/or other bill of lading must be attached to SF 1113.
Additional supporting documents which must be attached include:
Copy of Premove Survey, Original Scale Weight Certificate(s), DD Form 619 or comparable commercial form(s) for both origin and destination, and inventory list of goods (when required by agency) to name some.

8. SUPPLEMENTAL BILLINGS
Invoice on SF 1113 with “Supplemental Billing” clearly stated
Include charges relating to one paid BL/GTR
Use same bill number (with alphabetical suffix) as shown on original SF 1113 (attach copy) and attach copy of BL/TSO/GTR
Attach any additional supporting documents
Additional supporting documents which must be attached include:

9. REMEMBER…
Generally, statutes of limitations for filing claims allow 3 years
Keep written notes about a questionable bill to help support your claim of any oral communication
Generally the statute of limitations for filing a claim for transportation charges to a Federal agency is three years following date of delivery. GSA has three years from date of payment to file a notice of overcharge. When you submit a SF 1113 and then make contact with paying office, please keep written notes of any conversations (dates, names of persons, telephone numbers, etc., regarding your bill. This will support your claim of any oral communication with the agency or GSA.

10. RECAP
Complete applicable blocks on GBL/PPGBL/GTR with signatures/dates shown or enter like information on BL
Prepare SF 1113/supplemental SF 1113 properly and send to “Bill Charges To” address
Attach originals/substitute documents and supporting documents
RECAP –
Make sure you have completed all blocks on SF 1113 or supplemental SF 1113.
Completed all appropriate blocks on government bills of lading with signatures and dates or like information entered on other bills of lading.
Completed appropriate block on government transportation requests
Attached original/substitute documents and all other supporting documents—especially for shipments of household goods and passenger tickets.

11. GSA TRANSPORTATION AUDITS DIVISION RESPONSIBILITIES

12. AUDITS’ MAJOR RESPONSIBILITIES
ARAP Visits
Oversees Prepayment Audit Implementation and Performance
Conducts Postpayment Audits to
Identify Overcharges and Collect Excess Money
Adjudicates claims
Handles bankruptcies and litigation for the Federal agencies
Maintains Transportation Electronic Audit Library
Oversees Prepayment Audit Implementation and Performance for transportation services procured anywhere in the world
Conducts Postpayment Audits to
Identify Overcharges
Collect Excess Moneys
Adjudicates TSP claims
Handles bankruptcies and litigation, related to TSPs, for the Federal agencies
Maintains Transportation Electronic Audit Library
Audit Division’s primary responsibilities are to identify overcharges and the collect those overcharges from the carrier.
If in doubt, don’t pay. (piano example).

13. DOUBTFUL CLAIMS Mr. Carl Crea Chief, Accounts Section
Transportation Audits Division (QMCAAA)
General Services Administration
Crystal Plaza 4, Suite 300
2200 Crystal Drive
Arlington, VA 22202
(FAX)
When in doubt – don’t pay – GSA will adjudicate

14. PROPER ADMINISTRATIVE REVIEW AND PAYMENT PROCEDURES
AGENCY RESPONSIBILITIES
PROPER ADMINISTRATIVE REVIEW AND PAYMENT PROCEDURES

15. Reduces the chance that a duplicate payment is made
Ensures that transportation services billed are authorized
Guarantees amount(s) billed are correctly calculated
The billing TSP is authorized
A proper bill/invoice with supporting document(s) is received
Ensures that all information required for a postpayment audit is annotated on the bill/invoice
How many of you are NOT conducting a prepay audit – NOT SURE?
Prepay audit – law – effective After prepay audit, the bills are sent to another contractor to find any additional overcharges that the PPA contractor missed.
Why an admin review important?
1) reduces the chance that a duplicate payment is made,
2) ensures that transportation services billed are authorized,
3) guarantees amount(s) billed are correctly calculated,
4) the billing transportation service provider (TSP) is authorized,
5) a proper bill/invoice with supporting document(s) is received, and
6) ensures that all information required for a postpayment audit is annotated on the bill/invoice.
Prefer originals/legible copies or substitute document and of course supporting documents to verify things like weight or accessorial services. Anyone can change an original, make a copy and submit for payment. Make sure proper documents are submitted.
Going over SF 1113 review on next slide
How many still use GTRs? BLANKET – tickets or itineraries.
FBI example (overweight) Charges back to employee (DOJ’s have overweights – weight affects not only linehaul, but could affect other services like long carry, sit, etc)
Extensions – e.g. blanket gtrs or many services (hhg)

16. Pay only TSP named on BL/TSO/GTR Check for duplicate payments
Prompt Payment Act (see 5 CFR §1315)
Notify TSP in writing
Bill charges back to the employee
TSP that shipment was tendered to – no confusion, no waivers, prevents dup pay
DUP PAY: most agencies are “electronic” and have an edit check system. Good idea to do a manual check. (Found one agency that paid a vendor 4 times to the total tune of $75, 000) and one of those times, the TSP returned the money !
ALWAYS verify services were authorized, else, don’t pay. (admin review sheet) What happens after 7 days?
7 DAYS ! Admin review checklist (Audit Handout)
(TSPs/GSA do not have access to agency accounting classifications)
DO NOT return to TSP because of incorrect
fiscal data or any other internal responsibility

17. Voucher or Schedule Number
Paid Date
Carrier Bill Number or Supplemental Bill Number
SCAC
Enter TIN
“Unique” Numbers and services
Certification
Enter amounts and total
SCAC – piano example
Paid Date – court cases
Verify amount
Procedures concerning performance of administrative examination are provided in FMR 41 CFR See Chapter 12, Payment and Submission of Transportation Bills for Audit, of the GSA handbook “U.S. Government Freight Transportation Handbook” (GSA Freight HB).
Verified By
RECEIPT DATE
PPA
STAMP

18. SUBMISSION OF PAID TRANSPORTATION BILLS TO GSA

19. NEW OR DISCONTINUED CERTIFYING OFFICES
Mrs. Mary Bates, Acting Director
Transportation Audits Division (QMCA)
General Services Administration
Crystal Plaza 4, Suite 300
2200 Crystal Drive
Arlington, VA 22202
(FAX)
FBCP assisting FBA w/clean up of ALC listing – centralize/decentralized, regional vs hq

20. Submit paid bills at the end of each account month
Avoid multiple account month submissions
Submit negative reports on SF 1186
Paid original preaudited transportation bills
Electronic Bills
Transportation purchased with Government charge card
DO NOT SUBMIT tickets purchased with individual
Government travel card or centrally-billed account
ALL paid transportation bills: freight, hhg, grts, pos, ccards
Working on some internal procedures to clean up ARTS so Audits can get true picture of what agencies are submitting and how transportation bills are paid.
Negative reports – lower left hand corner

21. SF 1186 - Transmittal for Transportation
Schedules and Related Basic Documents
SF Voucher and Schedule of Payments
SF Public Voucher for Transportation Charges
Original BLs or GTRs or substitute documents
All supporting documents

22. Make sure form reflects Herndon address
DSSN or ALC
Make sure form reflects Herndon address
Enter “See Below”
1. Freight BLs
2. HHG BLs
3. GTRs
4. Transportation bills prepaid and added to purchase orders - None
5. Transportation paid with Government Purchase Card - None
Other Remarks such as…
Paid transportation bills submitted per Corinne Bachiller (GSA/FAS/QMCA). Site/Assist visit
ALC and updated POC info
List schedule numbers
Negative report
This is what you need to submit:
Current edition dated 8/02 (correct date)
Can be found at forms website:
Update POC

23. SF 1186 Preparation Instructions
1 – Enter the date (Month/Day/Year) the SF 1186 is prepared
2 – Enter complete name of your bureau or office
3 – Enter your agency location code (alc – e.g ) or Military, enter your DSN
4 – Enter your complete mailing address
5 – GSA address to send your paid transportation documents
6 – Enter the month and year the documents you will send were paid
7 – Enter number of envelopes, packages, or boxes being sent to GSA
8 – Enter number of paid transportation documents being sent
9 – Enter “see below” and list schedule numbers in “10”
10 – Enter applicable schedule numbers with each category or “None” and any other information deemed necessary (examples shown)
11 – If no transportation documents paid during the month, check the block
12 – Enter the month and year of no payment of transportation documents
13 – Enter signature of the contact person
14 thru 16 – Type or legibly print name, title and commercial phone number of contact person. Please do not use a DSN.
January 2010 2 3 4 5 6 7 8 9 10
1. Freight BLs
2. HHG BLs
3. GTRs
4. Transportation bills prepaid and added to purchase
orders
5. Transportation paid with Government Purchase Card
Copy in your handout
Other remarks such as: Paid transportation bills submitted per Corinne Bachiller (GSA/FAS/QMCA). Site/Assist visit, 12 11 13 15 14 16

24. General Services Administration (SOC) Paid Document Receiving Unit
13882 Redskin Drive
Herndon, VA
When CBA or IBA used – Audits gets electronically. CIA example
REMEMBER….
DO NOT SUBMIT tickets purchased with individual Government travel card or centrally-billed account

25. WHERE TO FIND INFORMATION

26. Transportation Audits Information www. gsa
Transportation Audits Information Click on left side for “Handbooks and Regulations” for
U.S. Government Freight Transportation Handbook
U.S. Government Passenger Transportation Handbook
Federal Management Regulation (FMR)
FMR 41 CFR § (Transportation Management Regulation)
FMR 41 CFR § (Transportation Payment and Audit Regulation)

27. Transportation Audit Information Handout
Transportation/Travel Information Web Sites List
Summary Sheet – Disposing of Obsolete, Spoiled,
Cancelled, or Unused Accountable Documents

28. QUESTIONS ? Corinne Bachiller Senior Program Analyst
Transportation Audits Div. (QMCA)
GSA - Arlington, VA
Peggie Poss
Senior Program Analyst
Strategic Business Management Div. (QMCB)
GSA - Atlanta, GA
Office of Travel and Transportation Services