B-92523, B-147002, AUG. 9, 1963

B-92523, B-147002, AUG. 9, 1963

TO MR. G. B. RYAN:

IN YOUR LETTER OF FEBRUARY 8, 1963, YOU REQUESTED PERMISSION TO USE ON DOMESTIC TRAFFIC (BETWEEN POINTS IN THE UNITED STATES) THE DELIVERY RECEIPT FORM PROCEDURE NOW APPROVED FOR USE BY YOUR COMPANY ON TRAFFIC DESTINED TO POINTS OUTSIDE OF THE UNITED STATES.

UNDER THE APPROVED PROCEDURE YOU RETAIN IN YOUR POSSESSION THE ORIGINAL GOVERNMENT BILL OF LADING AND FORWARD TO THE CONSIGNEE IN PLACE OF IT YOUR DELIVERY RECEIPT FORM TO BE EXECUTED BY HIM UPON RECEIPT OF THE PROPERTY AND RETURNED TO YOU. YOUR BILL FOR CHARGES IS SUPPORTED BY THE UNACCOMPLISHED (CONSIGNEE'S CERTIFICATE OF DELIVERY LEFT BLANK) ORIGINAL GOVERNMENT BILL OF LADING AND THE SIGNED DELIVERY RECEIPT. THE DELIVERY RECEIPT FORM MAKES PROVISION FOR AN EXTRACT OF NECESSARY INFORMATION FROM THE GOVERNMENT BILL OF LADING AND FOR A REPORT BY THE CONSIGNEE OF ANY LOSS, DAMAGE, OR OTHER EXCEPTIONS TO THE GOOD ORDER AND CONDITION OF THE PROPERTY WHICH MAY BE NOTED ON DELIVERY.

YOU STATE THAT YOU ARE EXPERIENCING DIFFICULTIES IN HANDLING DOMESTIC SHIPMENTS OF PERSONAL EFFECTS WHICH MOVE INCIDENT TO THE OFFICIAL TRANSFER OF GOVERNMENT PERSONNEL AND WHICH OFTEN ARE CONSIGNED TO AN INDIVIDUAL'S RESIDENCE RATHER THAN TO HIM THROUGH A GOVERNMENT INSTALLATION. YOU SAY THAT CONSIGNEES OF THE SHIPMENTS OR MEMBERS OF THEIR HOUSEHOLD OFTEN ARE UNAWARE OF THE PROPER WAY TO HANDLE THE ORIGINAL GOVERNMENT BILL OF LADING. IN A NUMBER OF CASES YOU HAVE FOUND THAT THE CONSIGNEE HAS MISPLACED THE ORIGINAL GOVERNMENT BILL OF LADING OR HAS TURNED IT OVER TO A DELIVERY AGENT WHO HAS MISPLACED OR DESTROYED IT. WHEN THIS HAPPENS, IN ORDER TO PERFECT YOUR BILL FOR THE INVOLVED FREIGHT CHARGES, YOU MUST REQUEST FROM THE CONSIGNEE OR THE ADMINISTRATIVE OFFICE CONCERNED A CERTIFICATE IN LIEU OF LOST U.S. GOVERNMENT BILL OF LADING. YOU BELIEVE THAT UNDER THESE CONDITIONS THE USE OF THE CERTIFICATE IN LIEU PROCEDURE PLACES AN UNNEEDED AND EXTRA BURDEN UPON YOUR COMPANY, THE GOVERNMENT AND THE VARIOUS CONSIGNEES, AND THAT USE OF THE DELIVERY RECEIPT FORM PROCEDURE ON DOMESTIC SHIPMENTS WOULD MATERIALLY REDUCE THE PAPER WORK OF ALL CONCERNED.

BASED ON OUR AUDIT EXPERIENCE WE HAVE FOUND THAT AMONG ALL MODES OF CARRIERS THE INCIDENCE OF LOST OR DESTROYED GOVERNMENT BILLS OF LADING IS PROPORTIONATELY SMALL WHEN COMPARED WITH THE NUMBER OF BILLS OF LADING PREPARED BY THE GOVERNMENT. FOR EXAMPLE, OUR TRANSPORTATION DIVISION SURVEYED GOVERNMENT BILLS OF LADING SUBMITTED FOR PAYMENT BY YOUR COMPANY DURING ONE MONTH IN 1962 AND FOUND THAT MOST OF THEM CONTAINED A PROPERLY ACCOMPLISHED CONSIGNEE'S CERTIFICATE OF DELIVERY.

WHILE SOME INCONVENIENCE AND ADMINISTRATIVE EXPENSE MAY RESULT FROM THE REQUIREMENT FOR CERTIFICATES IN LIEU WHEN ORIGINAL GOVERNMENT BILLS OF LADING ARE LOST OR MISPLACED, WE BELIEVE THAT A CARRIER COULD MINIMIZE ITS DIFFICULTIES BY APPLYING INTERNAL CONTROLS ON DOMESTIC TRAFFIC DESIGNED TO INSURE THE DELIVERY OF THE PROPERLY ACCOMPLISHED BILL OF LADING FOR BILLING. WE DO NOT HAVE IN THE PRESENT SITUATION THE LANGUAGE BARRIER PROBLEM AND THE GENERAL UNFAMILIARITY WITH GOVERNMENT BILL OF LADING PROCEDURES SAID TO BE PREVALENT ON INTERNATIONAL TRAFFIC AND WHICH WERE RELIED UPON IN PART TO SUPPORT OUR APPROVAL OF YOUR COMPANY'S USE OF THE DELIVERY RECEIPT FORM PROCEDURE ON TRAFFIC TO DESTINATIONS LOCATED IN COUNTRIES OTHER THAN THE UNITED STATES.

IN THESE CIRCUMSTANCES, WE CANNOT GRANT YOUR REQUEST TO USE ON DOMESTIC TRAFFIC THE DELIVERY RECEIPT FORM PROCEDURE NOW APPROVED FOR USE BY YOUR COMPANY ON TRAFFIC DESTINED TO POINTS OUTSIDE OF THE UNITED STATES.