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“Transportation Audits” What do Agencies need to know?

“Transportation Audits” What do Agencies need to know?. June 28, 2012. Agenda. Audits Overview What’s Mandated (Pre-Payment) Agency Pre-Payment Requirements What’s Mandated (Post Payment) Agency Post Payment Requirements Post Payment Process. What’s Mandated.

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“Transportation Audits” What do Agencies need to know?

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  1. “Transportation Audits” What do Agencies need to know? June 28, 2012

  2. Agenda • Audits Overview • What’s Mandated (Pre-Payment) • Agency Pre-Payment Requirements • What’s Mandated (Post Payment) • Agency Post Payment Requirements • Post Payment Process

  3. What’s Mandated

  4. Prepayment Audit Requirements • 31 U.S.C. 3726 requires all agencies to establish a prepayment audit program and obtain approval from GSA: • Submit plans to: audit.policy@gsa.gov; subject: “Agency PPA” • An acceptable audit program must: • Verify all transportation bills against filed rates and charges before payment • Comply with the Prompt Payment Act • Require your agency’s paying office to offset debts, if directed by GSA’s Audit Division, from amounts owed to TSP within 3 years • Be approved by the GSA Audit Division • Complete accurate audits of transportation bills and notify TSP of any adjustments within 7 calendar days of receipt • Forward documentation monthly to GSA Audit Division, which will store paid transportation bills for 10 years

  5. Prepayment Audit Requirements • All agencies must send all quotations, tenders, or contracts with a TSP to GSA: • General Services Administration, Transportation Audit Division (QMCA), Crystal Plaza 4, Room 300, 2200 Crystal Drive, Arlington, VA 22202, SDDCrates@gsa.gov • If you utilize TMSS or DPS, GFM (DOD), it is not necessary to send copies of rates to GSA

  6. Prepayment Audit Requirements • All entities conducting prepayment audit must submit a monthly report to GSA: • General Services Administration, Transportation Audit Division (QMCA), Crystal Plaza 4, Room 300, 2200 Crystal Drive, Arlington, VA 22202, audit.policy@gsa.gov, subject: PPA Monthly Report • At a minimum, the report must include: • Federal Agency (to include Agency Location Code) • Type or mode of transportation bills • Count (number of bills reviewed) • Billed amount • Dollar savings to the Federal agency • Fees

  7. What’s Mandated

  8. Post Payment Requirements • All agencies are required to submit hard copy and electronic “paid” transportation billing documents to: • General Services Administration, Transportation Audit Division (QMCA),Crystal Plaza 4, Room 300, 2200 Crystal Drive, Arlington, VA 22202, QMCATariffs@gsa.gov,subject: Post Pay Docs • If you utilize TMSS/TMS (Civilian Agencies) or DPS, GFM (DOD) or an approved Third Party Payment System it may not be necessary to provide copies of paid invoices

  9. Post Payment Audits • GSA performs audits on freight and passenger transportation vouchers paid by the government in order to recover excess charges from the Transportation Service Providers. • Our commercial audit firms, under contract to GSA, continue to identify millions of dollars in excess transportation charges.

  10. Our Audit Covers the Travel of People & Property • Passenger • Air • Bus • Train • Personal Property • Household Goods • General Commodities • Motor • Rail • Steamship • Pipelines

  11. Top Issues

  12. Top Issues

  13. Audit Process – Upon receipt of the bill • Examination process, critical elements are verified, which includes, but are not limited to: • TSP SCAC is identified • Mode of transportation • Pick up and Delivery dates • Commodities and weight are determined • Various statutes, rules, and regulations are followed

  14. Bills are Audited on an Individual Basis • Some bills are received without the information needed to effectively perform an audit. • In those cases, if there is a means of obtaining further documentation to substantiate the billings, those documents may be requested. • Audit procedures include, (but are not limited) to checking for other errors such as extension errors, correct mileage applications, duplicate billings.

  15. Findings • If it is determined that an overcharge exists, a notice of overcharge (NOC) is issued to the Transportation Service Provider (TSP) stating that a debt is owed to the Federal Government for which it did provide service. • TSPs have a right to dispute the NOC

  16. Contacts – Transportation Audits Division Mary Bates Director (703) 605-9402 mary.bates@gsa.gov Joyce Clark Deputy Director (703) 605-9420 joyce.clark@gsa.gov Annie Scott Accounts & Collections Branch Chief (703) 605-9425 annie.scott@gsa.gov Donna Jack Audit Policy and Review Branch Chief (703) 605-3488 donna.jack@gsa.gov George Thomas, Jr. Branch Chief Disputes Resolution George Thomas, Jr. 703-603-8188 george.j.thomas @gsa.gov Vacant TSP Claims Status Inquiry (703)605-9435

  17. Questions?

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