Billing, Certification, Payment and Submission of Transportation Documents

1. Billing, Certification, Payment and Submission of Transportation Documents Peggie Poss and Corinne BachillerSenior 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

3. TSP’s RESPONSIBILITIES

4. Preparation/Submission of SF 1113 • Supporting Documents • Supplemental Billings

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

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

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 619-1 or comparable commercial form(s) for origin and destination services • Descriptive Inventory and Third Party Documents

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

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

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

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

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 703-605-9435 (FAX) 703-605-9933 E-mail: carl.crea@gsa.gov

14. AGENCY RESPONSIBILITIES PROPER ADMINISTRATIVE REVIEW ANDPAYMENT 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

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 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 Enter amounts and total Certification 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 703-605-9400 (FAX) 703-605-9933 mary.bates@gsa.gov

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

21. 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

22. DSSN or ALC Make sure form reflects Herndon address Enter “See Below” Update POC 1. Freight BLs - 1234 2. HHG BLs - 1248 3. GTRs - 1249 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 9-2-09.

23. 1 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 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 Other remarks such as: Paid transportation bills submitted per Corinne Bachiller (GSA/FAS/QMCA). Site/Assist visit, 9-2-09 12 11 13 15 14 16

24. 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

25. WHERE TO FIND INFORMATION

26. Transportation Audits Informationwww.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)

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 703-605-2872 corinne.bachiller@gsa.gov Peggie Poss Senior Program Analyst Strategic Business Management Div. (QMCB) GSA - Atlanta, GA 404-331-0559 peggie.poss@gsa.gov Office of Travel and Transportation Services program.education@gsa.gov