federal acquisition service u.s. general services administration billing, certification, payment and...
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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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
TSP’s RESPONSIBILITIES
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Federal Acquisition Service
U.S. General Services Administration
Preparation/Submission of SF 1113
Supporting Documents
Supplemental Billings
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Federal Acquisition Service
U.S. General Services Administration
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
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“Unique” Numbers and services
Carrier Bill Number or Supplemental Bill Number
SCAC
Enter TIN
Enter amounts and total
Certification
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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
GSA TRANSPORTATION AUDITS DIVISION
RESPONSIBILITIES
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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
AGENCY RESPONSIBILITIES
PROPER ADMINISTRATIVE REVIEW AND
PAYMENT PROCEDURES
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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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
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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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Federal Acquisition Service
U.S. General Services Administration
SUBMISSION OF PAID TRANSPORTATION BILLS TO GSA
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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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
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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
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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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
WHERE TO FIND INFORMATION
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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
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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Federal Acquisition Service
U.S. General Services Administration
QUESTIONS ?
Corinne Bachiller
Senior Program Analyst
Transportation Audits Div. (QMCA)
GSA - Arlington, VA
703-605-2872
Peggie Poss
Senior Program Analyst
Strategic Business Management Div. (QMCB)
GSA - Atlanta, GA
404-331-0559
[email protected] of Travel and Transportation Services