403.3 - Federal Standard Requisitioning and Issue Procedures (FEDSTRIP)
1/16/90
OPR: Admin/Facilities and Management Services
1. Purpose. This chapter establishes policies, responsibilities and procedures for the use of FEDSTRIP in fulfilling USGS supply requirements. It provides detailed procedures for ordering supplies listed in the GSA Supply Catalog.
2. References. Detailed instructions regarding FEDSTRIP are contained in the GSA Supply Catalog, the FEDSTRIP Operating Guide (FPMR 101-26.2) and the GSA Handbook, Discrepancies or Deficiencies in GSA or DOD Shipments, Materials, or Billings (FPMR 101-26.8). These publications are available upon submission of GSA Form 457 (FSS Publications Mailing List Application) to: GSA (CMLS), 819 Taylor St., P. O. Box 17077, Ft. Worth, TX, 76102-0077. Copies of GSA Form 457 can be obtained by writing to the aforementioned address. Additional information regarding FEDSTRIP is contained in Part D, Section 5 of the Geological Survey Handbook for Sources of Supply and Small Purchases, available upon request from the Policy Branch of the Office of Procurement and Contracts, Reston, VA.
3. Policy. The GSA Supply Catalog is the primary source of supplies (SM 402.1.2) after considering Geological Survey stock items and excess personal property from other agencies (SM 408.4.2).
4. Responsibilities. Personnel with authority delegated by Division Chiefs (SM 205.4.2B) are authorized to utilize FEDSTRIP to order GSA stock items.
5. Procedures.
A. The following procedures apply to the preparation of Form 9-1579 (SF 344), Multiuse Standard Requisitioning/Issue System Document.
(1) Composition. This prenumbered form is used to order GSA stock items. The form is available in 9-copy sets printed in colors which meet USGS distribution requirements. Copies of Form 9-1579 may be obtained by submitting GSA Form 49, Requisition/Procurement Request for Equipment, Supplies or Services, to the following address: GSA, National Forms & Publications Center (7CAR-W), Warehouse 4, Dock 1, 4900 S. Hemphill St., Ft. Worth, TX, 76115. Copies of GSA Form 49 are available upon request from this same address.
(2) Preparation. Form 9-1579 is prepared by the requisitioning office according to the instructions set forth on Figures 1 and 2.
(3) Distribution. Upon completion, requisitioners will distribute copies of this form as follows:
Color-Item: Salmon Original. Action Required: Send to appropriate GSA Regional Office listed in the GSA Supply Catalog.
Color-Item: Green Official Accounting. Action Required: Forward to USGS, Office of Financial Management, MS 270, Reston, VA 20192.
Color-Item: Salmon Property Control. Action Required: Forward to USGS, Branch of Property Management, MS 210, Reston, VA 20192.
Color-Item: Yellow Receiving. Action Required: Retained by the requisitioner.
Color-Item: Cherry Delivery. Action Required: Send to the Receiving activity servicing the consignee. This copy is used to confirm delivery to the consignee and is retained in the Receiving activity's file to support certification of delivery.
Color-Item: Blue Division. Action Required: Use as necessary to comply with Division internal procedures.
Color-Item: Cherry Loading Dock. Action Required: Send to Receiving activity servicing the consignee.
Color-Item: Cherry Extra Copy. Action Required: Requisitioner's suspense copy.
Color-Item: Cherry Extra Copy. Action Required: Extra copy (may be discarded).
B. Canceling or Amending Multiuse Documents. GSA requires a Form 9-1579, prepared similarly to the original form, to cancel all or any part of a multiuse document (Figure 3). If incorrect coding causes cancellation, a new Form 9-1579 must be submitted. The processing and distribution procedures for cancellation of a requisition are the same as when placing the original order. To avoid unnecessary paperwork, cancellations should be held to a minimum. If GSA has processed an item for shipment before receiving the cancellation document, the item will not be canceled.
C. Address Codes. Authorized requisitioners will use the address codes prescribed by GSA to identify the shipping address of consignees. To facilitate maintenance of a current USGS file of FEDSTRIP consignee addresses, requests for additions, deletions and changes will be forwarded to the Branch of Materials Management, 231 National Center, Reston, VA 20192, for transmittal to the appropriate GSA office. Do not send requests directly to GSA. GSA will return the request to the above office delaying the process. Upon GSA notification that the request has been processed, the Branch of Materials Management will immediately forward the information to the requesting office and the appropriate procurement office.
D. Financial Control.
(1) To facilitate processing the monthly SIBAC billing from GSA, the Office of Financial Management maintains an account table which contains all the activity address codes assigned to the USGS and the corresponding account numbers to be charged. GSA uses the address code of the consignee, the Julian date and the line item serial number as a document number. This document number will appear on the monthly SIBAC billing from GSA. All charges will be billed directly to the account number of the consignee. Any changes in account numbers chargeable to address codes must be submitted to the Office of Financial Management promptly.
(2) It is therefore essential that ordering offices exercise care to prevent the duplication of a serial number in any one day. Assuming that three Form 9-1579's are submitted in one day, the Julian date and the consignee address would be identical. This situation would require different line item serial numbers to enable GSA to process all the forms. Considering five items on each form, the serial numbers on the first form for the day would run from 0001 to 0005, the second from 0006 to 0010 and the third from 0011 to 0015.
(3) FEDSTRIPS are not considered obligating documents and, therefore, should be included on Form 9-803 (Accrued Expenditure Report) to ensure the use of current fiscal year funds for payment.
E. Receiving Documents and Report. GSA Form 1348-1, Single Line Release Receipt Document, is furnished in five copies with shipment. One copy accompanies the Commercial Bill of Lading (CBL) on shipments and the four remaining copies are attached to bulk cartons or placed in bin repack cartons. These copies are not intended for use as an invoice or shipment document in place of a CBL. The information printed across the top is from the original requisition document. The consignee should file one copy of Form 1348-1 with the yellow copy of Form 9-1579 (receiving report) as certification of receipt of goods. The Office of Financial Management makes payment immediately upon receipt of the monthly SIBAC billing (SM 403.15.3B(2)).
F. Over, Short, or Damaged Shipments from GSA Supply Depots. When accepting delivery of a shipment from the carrier, a careful inspection and check shall be made of the condition and quantity of the property received, and an accurate record shall be made and kept of any discrepancies or variations between the data shown on the covering bill of lading or other transportation document and the quantity and condition of property actually received (FPMR 101.40.7).
(1) Receipting and Reporting.
(a) After careful inspection of the shipment and determination by the recipient that the quantity and condition of the property received accurately corresponds with the carrier's covering bill of lading or other transportation document, the recipient will sign and date the delivery receipt. If there is a discrepancy, the recipient will note on the delivery receipt the nature and extent of the discrepancy, sign and date the notation and request carrier's driver or representative also sign the notations. The recipient's copy of the delivery receipt, with notations, will be retained on file to support any claim action against the carrier.
(b) When loss, damage, or shortage that was not apparent at the time of delivery is subsequently discovered, the recipient will notify the carrier and request that an inspection of the shipment be made by a representative of the carrier, if it is believed that the carrier was responsible. Should the inspection be waived by the carrier, a record thereof will be maintained by the recipient to support any claim action against the carrier.
(2) Claims and Adjustments. When discrepancies or deficiencies are incurred in shipments or material, activities shall document these discrepancies or deficiencies with sufficient information to enable initiation and processing of claims against carriers and suppliers for shortages, damages, and the disposition of any overages or incorrect items. Procedures for documenting these discrepancies or deficiencies, including those for documenting and reporting quality deficiencies are set forth in the GSA Handbook, Discrepancies or Deficiencies in GSA or DOD Shipments, Material, or Billings (FPMR 101.26.8). Reports shall be prepared promptly and mailed to the appropriate GSA or DOD office in order to avoid delay in adjustment actions and complication of claim actions against carriers and suppliers. Transportation-related claims are the responsibility of the receiving activity. All other claims and/or adjustments are the responsibility of the consignee.