Attachment K4 - DIT Process for 2023 Light Duty Vocational Solicitation (Purchasing).docx

Purchased Vehicles Damage in Transit 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 instructions only apply to Agency Owned Vehicles purchased through GSA Fleet. 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 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. 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 are already loaded into the google submission form.

3. You will need the following information to complete a DIT report:

a. Your name, your email address, and your phone number.

b. Consignee (Customer) Point of Contact’s Name, email address, and phone number.

c. Name of person who received the vehicle.

d. Agency & Bureau Name.

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

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

g. RPN/Order Number

h. Full VIN.

i. Name of Agency Fleet Manager and Agency Fleet Manager’s email address and phone number.

j. Date received.

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

l. Date damage was noticed.

m. Was the vehicle accepted or rejected at delivery?

n. Current Location Address of Vehicle.

o. Name of Transportation Company.

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

q. Description of Damage.

r. Select Damage Codes

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

t. 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.

u. Additional Information (if applicable).

v. Certification Statement.

4. DIT reports must be submitted in accordance with:

a. Use the Google Claim Reporting Form link provided by 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 Government e-mail Address.

i. Customers 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 with an Excel spreadsheet to complete in place of the Google Form. Customers must complete the Excel Spreadsheet and submit it to vehicle.claims@gsa.gov with all necessary attachments. Customers must request to use the Excel Spreadsheet for each individual claim prior to submitting their claim for each individual instance. Customers must CC their Fleet Manager on all email communications with GSA Fleet.

c. GSA Fleet will assist with any questions regarding the submission of the DIT Report.

d. It is the responsibility of the submitter to ensure that their claim is complete and accurate. GSA Fleet will send the claim to the manufacturer exactly as submitted. GSA Fleet may report repeated instances of incomplete/inaccurate claims 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, and will provide updates on your claim's adjudication status upon written request.

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