USTRANSCOM (USTC) has added language to item 125 of the 2019 400NG and to item 501 of the IT 2019 that further details information that may be needed to support a shuttle service. In recent years, retaining payment for shuttle services has been a challenge, both in the domestic or the international program. The challenge has not been in collecting payment, rather in retaining the payment after GSA Post Audit reviews.
Previously, required support for a shuttle included a detailed preapproval, proof that a truck to truck transfer occurred, and a shipper signed DD619 noting that the service was performed. It was unclear what support was needed to prove a truck to truck transfer had occurred. As a result, many TSPs obtained the required tariff support for the service, but were unable to provide anything additional that would prove a truck to truck transfer if questioned by GSA Post Audits.
According to the new tariff, the information that may be requested includes:
2019 400NG
Required support:
- Preapproval
- Truck to truck transfer only (the term “only” was added for clarification to the 2019 400NG)
- Shipper signed DD619 (619-1)
- Weight tickets from the larger vehicle, not the smaller vehicle. (400NG requirement only)
Support that may be requested:
- Signed dispatch logs indicating the driver and equipment used to perform the truck to truck transfer, with dates.
- Paid equipment rentals receipts and/or driver cab logs, whichever is available, indicating
- Equipment type,
- Duration of use,
- Date used, and
- Location of use
- Copy of the vehicle registration if a vehicle from an agent is used.
2019 IT
Required support:
- Preapproval
- Truck to truck transfer only
- Shipper signed DD619 (619-1)
Support that may be requested:
- Signed dispatch logs indicating the driver and equipment used to perform the truck to truck transfer, with dates.
- Paid equipment rentals receipts and/or driver cab logs, whichever is available, indicating
- Equipment type,
- Duration of use,
- Date used, and
- Location of use
- Copy of the vehicle registration if a vehicle from an agent is used.
We applaud USTC for adding language to the 2019 tariffs to clarify requirements for this service. We believe the intent of the “Support that may be requested” section was to state that proof of truck to truck transfer may include any combination of the identified items. However, we are concerned that GSA Post Audits might interpret that language to say that a TSP may need to provide any, or even all of the included items as support. We are reaching out to USTC with a suggestion to clarify the intent. Until then, for billing purposes, we request that our customers send the required support noted above. Should additional documentation be requested by the PPSO or GSA for support, we will reach out to request from you.
