§ 102-118.140 Audit program considerations.

Agencies must: (a) Consider the methods used to order and pay for passenger, household goods, small parcel, and freight transportation to include Government contractor-issued charge cards. Each method of ordering transportation and transportation services for passenger, household goods, and freight transportation may require a different kind of prepayment audit process. (b) Ensure that each TSP bill or employee travel voucher contains enough information for the auditor to determine which contract or rate tender is used and the type and quantity of any additional services. (c) Guarantee that the audit is not conducted by the same firm providing the transportation services for the agency. Furthermore, the auditor cannot be affiliated with or have a financial interest in the transportation company providing the services. (d) Establish an appeals process for a TSP to appeal any reduction in the amount billed. It is recommended the agency establish an electronic appeal process that will direct TSP-filed appeals to an agency official for determination of the claim. (e) Establish a separate appeals process for a TSP to appeal a post payment audit, if the agency performs a post payment audit. (f) Develop policies and procedures outlining how the agency will adjudicate transportation payment claims. (g) Create a unique agency numbering system to manage commercial paper, to assure that a transportation bill is not paid more than once, and to manage and track accountable GBLs and GTRs. (h) Provide notification(s) to TSPs that include a detailed description of the reasons for any full or partial rejection of the stated charges on the invoice. (i) Include a statement in a cost reimbursable contract that the contractor will submit any transportation invoice, with a cost exceeding $100, to the agency to undergo a transportation payment audit in accordance with the agency's policy. Bills under $100.00 shall be retained on-site by the contractor and made available for on-site Government audits.