federal acquisition service u.s. general services administration billing, certification, payment and...

Federal Acquisition Service

U.S. General Services Administration

Billing, Certification, Payment and Submission of Transportation Documents

Billing, Certification, Payment and Submission of Transportation Documents

Peggie Poss and Corinne BachillerSenior Program AnalystsPeggie Poss and Corinne BachillerSenior Program Analysts

GSA Expo 2010 ~ Orlando, FL May 4-6, 2010GSA Expo 2010 ~ Orlando, FL May 4-6, 2010

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WHAT WE WILL COVER

TSP’s Responsibilities

GSA Transportation Audits Division’s Responsibilities

Agency Responsibilities

Administrative Review

Submission of Paid Bills

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TSP’s RESPONSIBILITIES

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Preparation/Submission of SF 1113

Supporting Documents

Supplemental Billings

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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

“Unique” Numbers and services

Carrier Bill Number or Supplemental Bill Number

SCAC

Enter TIN

Enter amounts and total

Certification

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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 619-1 or comparable commercial

form(s) for origin and destination services• Descriptive Inventory and Third Party Documents

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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

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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

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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

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GSA TRANSPORTATION AUDITS DIVISION

RESPONSIBILITIES

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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

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DOUBTFUL CLAIMS

Mr. Carl CreaChief, Accounts Section

Transportation Audits Division (QMCAAA)General Services Administration

Crystal Plaza 4, Suite 3002200 Crystal Drive

Arlington, VA 22202703-605-9435 (FAX) 703-605-9933

E-mail: [email protected]

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AGENCY RESPONSIBILITIES

PROPER ADMINISTRATIVE REVIEW AND

PAYMENT PROCEDURES

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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

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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

DO NOT return to TSP because of incorrect

fiscal data or any other internal responsibility

Voucher or Schedule Number

Paid Date

“Unique” Numbers and services

Carrier Bill Number or Supplemental Bill Number

SCAC

Enter TIN

Enter amounts and total

Certification

Verified By

RECEIPT DATE

PPA

STAMP

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SUBMISSION OF PAID TRANSPORTATION BILLS TO GSA

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NEW OR DISCONTINUED CERTIFYING OFFICES

Mrs. Mary Bates, Acting DirectorTransportation Audits Division (QMCA)

General Services AdministrationCrystal Plaza 4, Suite 300

2200 Crystal DriveArlington, VA 22202

703-605-9400 (FAX) [email protected]

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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

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SF 1186 - Transmittal for Transportation

Schedules and Related Basic Documents

SF 1166 - Voucher and Schedule of Payments

SF 1113 - Public Voucher for Transportation Charges

Original BLs or GTRs or substitute documents

All supporting documents

1. Freight BLs - 12342. HHG BLs - 12483. GTRs - 12494. Transportation bills prepaid and added to purchase orders - None5. Transportation paid with Government Purchase Card - None

Other Remarks such as…

Paid transportation bills submitted per Corinne Bachiller (GSA/FAS/QMCA). Site/Assist visit 9-2-09.

DSSN or ALC

Make sure form reflects Herndon address

Enter “See Below”

Update POC

Other remarks such as: Paid transportation bills submitted per Corinne Bachiller (GSA/FAS/QMCA). Site/Assist visit, 9-2-09

2

10

5

6

3

1

4

7 98

1112

13 15

14 16

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.00-00-0000) 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

1. Freight BLs

2. HHG BLs

3. GTRs

4. Transportation bills prepaid and added to purchase

orders

5. Transportation paid with Government Purchase Card

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General Services Administration (SOC)

Paid Document Receiving Unit

13882 Redskin Drive

Herndon, VA 20171

REMEMBER….

DO NOT SUBMIT tickets purchased with individual Government travel card or centrally-billed account

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WHERE TO FIND INFORMATION

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Transportation Audits Information www.gsa.gov/transaudits 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 §102-117 (Transportation Management Regulation)

– FMR 41 CFR §102-118 (Transportation Payment and Audit Regulation)

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Transportation Audit Information Handout

Transportation/Travel Information Web Sites List

Summary Sheet – Disposing of Obsolete, Spoiled,

Cancelled, or Unused Accountable Documents

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QUESTIONS ?

Corinne Bachiller

Senior Program Analyst

Transportation Audits Div. (QMCA)

GSA - Arlington, VA

703-605-2872

[email protected]

Peggie Poss

Senior Program Analyst

Strategic Business Management Div. (QMCB)

GSA - Atlanta, GA

404-331-0559

[email protected] of Travel and Transportation Services

[email protected]

federal acquisition service u.s. general services administration billing, certification, payment and...

Documents

federal acquisition

bltsogtr slide

services carrier bill

federal agencies

supplemental sf

bill charges

total certification

preparationsubmission