11/1/88
OPR: Admin/Facilities and Management Services
1. Purpose. This chapter establishes policies, responsibilities, and procedures for the use of (1) SF 1103, U.S. Government Bill of Lading, (2) SF 1203, U.S. Government Bill of Lading-Privately Owned Personal Property, and (3) Commercial Bills of Lading in the movement of USGS property and the personal property of USGS employees. It includes instructions for preparation of each document, distribution and payment.
2. Policy.
A. The U.S. Government Bill of Lading (GBL) can be used on all freight shipments regardless of the dollar amount of the freight charges. However, because of the cost of executing a GBL, it is USGS policy to use the SF 1103 only when the freight charges of a shipment exceed $100. Government agencies are authorized to use Commercial Bills of Lading (CBL) for freight shipments on which transportation charges do not exceed $100.00 (41 CFR 101-41.304-2).
B. SF 1203, U.S. Government Bill of Lading-Privately Owned Personal Property must be used when shipping household goods, mobile homes and privately owned vehicles in conjunction with employee relocations.
C. GBLs are controlled and accountable documents.
(1) USGS officers issuing GBLs can obtain them by ordering on a DI-1 Form from the Branch of Materials Management, Office of Facilities and Management Services, National Center, MS 231, Reston, VA 20192.
(2) GBLs must be accounted for by either authorized use or return to the Office of Facilities and Management Services.
GBLs filled out but unused are canceled by clearly marking or stamping the originals "CANCELED" or "VOID" and mailing them directly to the Office of Financial Management, National Center, MS 270, Reston, VA 20192.
D. The issue of a GBL after performance of service is prohibited, except when it is issued to convert a Commercial Bill of Lading to a GBL.
3. Responsibilities.
A. The Office of Facilities and Management Services, Branch of Materials Management in Reston, VA and The Offices of the Management Officer, Supply Operations Units in Denver, CO and Menlo Park, CA are responsible for the control and issue of serially-numbered GBLs to USGS issuing officers located within their geographical areas of support.
B. The Chief, Office of Financial Management is responsible for the implementation of USGS policies and procedures relative for receiving, auditing, certifying and scheduling for payment claims submitted by commercial carriers for services rendered in accordance with GBLs.
C. The USGS Issuing Officers are responsible for (1) the preparation and issue of GBLs to carriers, (2) maintaining a file of all GBLs issued by that office, (3) conversion of CBLs to GBLs for payment, and (4) filing of damage and loss claims resulting from GBL shipments.
4. Composition and Distribution of SF 1103 and SF 1203. GBLs are furnished in pre-numbered sets consisting of 9 separate forms. The standard form numbers are:
A. SF 1103.
(1) SF 1103 U.S. Government Bill of Lading - white color - Original - (carrier's copy)
(2) SF 1104 U.S. Government Bill of Lading - pink color - Shipping Order - (carrier's copy)
(3) SF 1105 U.S. Government Freight Waybill - white color - Original - (carrier's copy)
(4) SF 1106 U.S. Government Freight Waybill - white color - Carrier's Copy - (carrier's copy)
(5) SF 1103A U.S. Government Bill of Lading - yellow color - Memorandum Copy - (shipper's copy)
(6) SF 1103B U.S. Government Bill of Lading - blue color - Memorandum Copy - (consignee's copy)
(7) SF 1103A U.S. Government Bill of Lading - yellow color - Memorandum Copy - (shipper's copy)
(8) SF 1103A U.S. Government Bill of Lading - yellow color - Memorandum Copy - (shipper's copy)
(9) SF 1103A U.S. Government Bill of Lading - yellow color - Memorandum Copy - (shipper's copy)
B. SF 1203.
(1) SF 1203 U.S. Government Bill of Lading - Privately Owned Personal Property - white color - Original - (carrier's copy)
(2) SF 1204 U.S. Government Bill of Lading - Privately Owned Personal Property - pink color - Shipping Order -(carrier's copy)
(3) SF 1205 U.S. Government Freight Waybill - Privately Owned Personal Property - white color - Original - (carrier's copy)
(4) SF 1206 U.S. Government Freight Waybill - Privately Owned Personal Property - white color - Carrier's Copy - (carrier's copy)
(5) SF 1203A U.S. Government Bill of Lading - Privately Owned Personal Property - yellow color - Memorandum Copy - (shipper's copy)
(6) SF 1203B U.S. Government Bill of Lading - Privately Owned Personal Property - blue color - Memorandum Copy - (mail to consignee)
(7) SF 1203A U.S. Government Bill of Lading - Privately Owned Personal Property - yellow color - Memorandum Copy - (shipper's copy)
(8) SF 1203A U.S. Government Bill of Lading - Privately Owned Personal Property - yellow color - Memorandum Copy - (shipper's copy)
(9) SF 1203A U.S. Government Bill of Lading - Privately Owned Personal Property - yellow color - Memorandum Copy - (shipper's copy)
C. Distribution.
(1) SF 1103 and SF 1203, the originals of the GBL, contain the terms and conditions of the contract of transportation, the description of the articles comprising the shipment, and the certificate of delivery. The original GBL, along with the SF-1113 voucher (see paragraph 5A), is used by the carrier to bill for the transportation charges.
(2) SF 1104 and SF 1204, the shipping order copies, are retained by the carrier or carrier's agent at the shipping point.
(3) SF 1105 and SF 1205, the original freight waybills, accompany the shipment or are otherwise conveyed to the destination in accordance with the carrier's instructions. If the original GBL (SF 1103 or SF 1203) is lost or destroyed, this copy along with the SF-1113 voucher is used as the billing document.
(4) SF 1106 and SF 1206, the carrier's copies, are disposed of in accordance with the carrier's instructions.
(5) SF 1103A and SF 1203A, the four memorandum copies: (a) One yellow copy is transmitted to the Office of Financial Management, National Center, Mail Stop 270, Reston, VA 20192, for obligation of funds. The copy must show the estimated freight charges (obtained from the carrier) and in the "Appropriation Chargeable" block show the account number to which the freight charges are to be obligated. (b) One copy is retained in the files of the issuing officer. (c) One copy is sent to the fiscal officer of the paying account. (d) The other copy may be used by the issuing officer for administrative or recordkeeping purposes as required.
(6) SF 1103B and SF 1203B, the memorandum copy - consignee (blue), contains instructions on the reverse side concerning actions to be taken by the consignee when he/she receives the shipment, including instructions for reporting loss and damage. This copy is mailed to the consignee by the issuing agent immediately upon tendering the original Bill of Lading to the origin carrier.
In all instances the original GBL (SF 1103 and SF 1203), shipping order (SF 1104 and SF 1204), GBL (SF 1105 and SF 1205), and the carrier's copy (SF 1106 and SF 1206), must be given to the initial carrier or his/her agent at the time the shipment is tendered. The carrier's driver must sign and date the GBL in block 26a, Signature of Agent, certifying receipt of the original Bill of Lading. The driver's signature and date must show on all copies of the GBL. The four yellow memorandum copies and the blue memorandum - consignee copy must be retained by the issuing officer for disposition as outlined above. Figures 1 and 2 provide completed examples of SF 1103 and SF 1203.
5. Billing Procedures.
A. When billing for transportation charges, the carrier must submit Standard Form 1113 - Public Voucher for Transportation Charges (shown in Figure 4), supported by the original GBL properly executed. The vouchers and original GBL are sent directly to the billing address shown on the GBL: U.S. Geological Survey, Office of Financial Management, National Center, Mail Stop 270, Reston, VA 22092.
The General Services Administration (GSA) has prescribed SF 1113 for use by carriers in billing charges for freight, express or household goods transportation furnished to the U.S. Government. Carriers may purchase these forms from the Government Printing Office or print them commercially as provided in 41 CFR 101-41.202-5 (b).
B. The carrier must fill out the following information on SF 1113 when billing for charges:
(1) Department or Agency: Carrier must show full billing address of the agency. e.g., U.S. Geological Survey, Office of Financial Management, National Center, Mail Stop 270, Reston, VA 20192.
(2) The United States, Dr., To: Full name and address of the payee (billing carrier).
(3) Carrier's Bill Number: Carrier's freight bill reference number.
(4) Carrier's SCAC Number: Carrier's SCAC number (Standard Carrier Alpha Code).
Every carrier doing business with the Government must obtain an identifying SCAC number from the National Motor Freight Traffic Association, Inc. (NMFTA).
(5) Service Furnished: Carrier must check proper block to indicate whether billing covers freight or passenger service.
(6) Alpha Prefix and Serial No. of Subvoucher: Carrier lists Government Bills of Lading for which he/she is billing.
(7) Amount: Carrier shows the amount billed on each GBL and total amount claimed.
(8) Payee's Certificate: Payee (Billing Carrier) must certify that the charges are correct by showing the date of billing, full name of the billing carrier (payee), and signature and the title of the carrier's billing officer. The USGS officer who audits the voucher must also show in this block any difference between the amount the carrier billed and the amount paid and sign his/her name in the "verified by" column to show who verified the changes.
6. GBL Correction Notice, SF 1200, (Figure 3) is used to alter or correct the SF 1103 and SF 1203. It is a single sheet form and should be distributed to all parties having received a copy under normal distribution: (1) the carrier, (2) OFM, (3) paying office, and (4) consignee. Recipients of a correction notice will alter or correct the GBL as indicated on the notice and attach the form to the GBL.
7. Conversion of Commercial Bill of Lading to GBL. If Government property is unavoidably moved on a CBL and charges exceed $100, the freight invoice must be converted to a Government Bill of Lading before it can be processed for payment by the Office of Financial Management (SM 205.3).
The USGS employee who authorized the shipment must immediately prepare a GBL for the shipment, acting as issuing officer. Under the "Marks and Annotations" section should be typed "GBL CON VERSION". Both documents are to be cross referenced and forwarded to the carrier. The commercial document on which the property was shipped will be attached to the original GBL.
8. Use of Commercial Forms and Procedures.
A. Agreements, negotiated with the carriers, permit agencies to accept commercial bills rather than GBLs for shipments costing $100 or less. CBLs used pursuant to these agreements do not have to be converted to GBLs at the destination.
B. When using a CBL, the following procedures are prescribed:
(1) Commercial forms are supplied by the carriers.
(2) Transportation personnel complete the forms insuring that reference number and account number are entered in the "Shipper's Reference" or "The Description of Articles" block.
(3) Freight is picked up and the form is signed by the carrier's agent.
(4) A copy is retained for a suspense file by the shipping facilities issuing officer.
(5) When received, the billing copy is matched with the suspense copy.
(6) Carrier's original copy must be certified, dated, signed, and sent to the Office of Financial Management, Branch of Travel and Transportation.
(7) Record in a log the name of the carrier company, date of billing, amount billed, the carrier's reference number, and the date the CBL is forwarded to the Office of Financial Management.
(8) The suspense copy is to be stamped "complete", dated, and filed in a GBL-CBL file along with a copy of the carrier's invoice.