Attachment K3 - DIT Process for 2023 Light Duty Trucks Solicitation (Leasing).docx

Leasing Damage in Transit (DIT) Claim Submission Step-by-Step Instructions

The following instructions are in accordance with vehicle supplier required information and documentation submissions necessary to file a claim for Damage in Transit (DIT). The following Marshaller instructions only apply to GSA Fleet Leased Vehicles. Follow the steps below to file your DIT claim:

1. If a vehicle is delivered damaged:

a. Within 24 hours of identifying DIT, contact GSA Fleet, and CC your GSA POC (e.g. FSR/Marshalling COR), at vehicle.claims@gsa.gov. We will send you the link to the claim form. If you are unable to access the form we can send you an excel version.

i. Please note that you must submit the notated Bill of Lading (BOL)/delivery receipt and photographs of the damages with your initial claims notification

b. Obtain a signed Bill of Lading (BOL)/delivery receipt from the delivery driver with all damages notated prior to the driver’s departure. This is a critical document for claim submission.

c. Electronic versions of BOLs/delivery receipts are acceptable. Make sure you receive a link to the carrier’s website and/or an email of the BOL.

d. If BOL/delivery receipt is unavailable, include an explanation on the DIT form submission.

e. Marshalling/Consignor locations are required to accept the vehicle even if it is damaged.

2. Document location and type of damage using the Industry Standardized Damage Codes on the Bill of Lading and on the Claims Submission Form.

a. See Appendix A for the codes.

b. Take photographs that clearly show damage and its location.

i. You must also include a photograph of the VIN Plate/Sticker.

c. The standardized damage codes matrix is already loaded into the google submission form

3. Prior to submitting the DIT report ensure you have the following information:

a. Your name, position/title, company name, email address, & phone number.

b. GSA Zonal POC Name, Title, email address, Phone Number and Zone Number.

c. Marshaller/Consignee POC’s: Name, email address, & phone number.

d. Address where vehicle was received, and receipt location POC’s Name, email address, and phone number.

e. Name of Vehicle Supplier/Vehicle Brand, i.e. Chevy, Ford, Ram, Hyundai, etc.

f. RPN/Order Number & complete VIN.

g. Date received.

h. Delivered during normal business hours (Y/N)?

i. Current Location Address of Vehicle.

j. Name of Transportation Company.

k. Name of Transportation Driver (when available, enter N/A if unknown).

l. Date Damage Noticed.

m. Description of Damage.

n. Select Damage Codes.

o. Name of Preferred Dealership & Contact Information for Preferred Dealership.

p. Attachments: Photos (to include photo of VIN plate/sticker), Signed Bill of Lading/delivery receipt (or explanation of missing BOL/delivery receipt).

i. Photos and all files must be labeled with RPN and the last 8 of VIN like this: ON655-LR234842_1, ON655-LR234842_2, ON655-LR234842_3, etc.

q. Additional Information (if applicable).

4. DIT reports must be submitted in accordance with:

a. Use the Google Claim Reporting Form link provided by the GSA Fleet to file your Claims Package. Your completed Claims Package must be received by no later than 12:00 PM Eastern Time on the 3rd Business Day following receipt of the damaged vehicle.

b. To submit the DIT report you are required to utilize a Business Gmail address or use your GSA Affiliated Customer Account (GACA) email address.

c. Your GSA POC (e.g. FSR/Marshalling COR) will assist with any questions regarding the submission of the DIT Report or on how to obtain a GACA email.

d. Once you provide the requested information you will then certify all of the information you provided is accurate and complete, and that all documents, photographs, and attachments are included as necessary.

e. Customers/Marshallers who are unable to use the Google Form must e-mail vehicle.claims@gsa.gov to request a one-time exemption from using the Google Form. GSA Fleet will then provide the Customer/Marshaller with an Excel spreadsheet to complete in place of the Google Form. Customers/Marshallers must complete the Excel Spreadsheet and submit it to vehicle.claims@gsa.gov with all necessary attachments. Customers/Marshallers must request to use the Excel Spreadsheet to submit their claim for each individual claim prior to submitting their claim in each individual instance. Customers/Marshallers must CC their GSA POC (e.g. FSR/Marshalling COR) on all email communications with GSA Fleet.

f. GSA Fleet will not perform quality control on submissions; it is the responsibility of the submitter to ensure that their claim is complete and accurate. GSA Fleet will submit your claim upon receipt exactly as submitted. GSA Fleet monitors and may report repeated instances of incomplete/inaccurate claims package submissions, especially those causing claims denials, to the respective interested parties.

5. Once you have submitted the DIT Claims Form:

a. GSA Fleet will send the claim to the Vehicle Supplier for adjudication.

b. GSA Fleet will use your RPN & VIN to serve as a reference for your claim.

c. GSA Fleet will obtain status updates at 7 calendar day intervals following your submission of your claims package.

i. Guidance regarding the status of the DIT vehicle claim will be provided by your GSA POC (e.g. FSR/Marshalling COR).

d. Per contract terms, claim resolution terms will consist of either approval (repair or replace, depending on the specific circumstances of your claim) or denial. No concessions will be applicable, and there shall be no appeals.

e. Under the contract, all claims shall be fully adjudicated within 21 calendar days following the submission of your claims package to the vehicle supplier.

f. GSA Fleet will assist customer agencies to ensure that resolution terms are fulfilled within a timely manner.

For additional information and training on this process, or if you have any questions or concerns, please email GSA Fleet at vehicle.claims@gsa.gov. Thank you!

APPENDIX A

Industry Standardized Damage Code Reference Guide image1.png