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Title 41 Part 102-118

Title 41 → Subtitle C → Chapter 102 → Subchapter D → Part 102-118

Electronic Code of Federal Regulations e-CFR

Title 41 Part 102-118

Title 41Subtitle CChapter 102Subchapter DPart 102-118


TITLE 41—Public Contracts and Property Management

Subtitle C—FEDERAL PROPERTY MANAGEMENT REGULATIONS SYSTEM (CONTINUED)

CHAPTER 102—FEDERAL MANAGEMENT REGULATION

SUBCHAPTER D—TRANSPORTATION

PART 102-118—TRANSPORTATION PAYMENT AND AUDIT

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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?
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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?
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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)

§102-118.185
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?
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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?

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?
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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?
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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 an 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
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?

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 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) 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?