Attachment P Monthly Transportation Invoice.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- FNS Storage and Distribution Services Federal contract opportunity
- Solicitation number
- 12-3198-25-R-0010
About this file
This is a Monthly Transportation Invoice template (Attachment P) that details the required format and information for submitting transportation invoices under the USDA Food and Nutrition Service storage and distribution contract. The template requires submission by the 7th working day after the end of each month by 4:00 PM EST in Microsoft Excel format, uploaded to an electronic shared folder.
The template captures detailed shipment information including CLIN numbers, WBSCM program identifiers (CSFP or FDPIR), BOL numbers, multi-stop truckload identifiers, shipping dates, delivery dates, recipient agency details, weights, temperature requirements, mileage calculations, and associated charges (route lane rates, out-of-route charges, fuel surcharges, and stop-off charges). Supporting documentation requirements include outbound BOLs, proof of delivery, and related correspondence. The template specifically breaks down how to invoice multi-stop truckloads with different charge calculations for first, second, and final stops.
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Text version
Information
| Attachment P: Monthly Transportation Invoice | ||
| Information | ||
| Due Date: | 7th Working Day After End of the Prior Month. | |
| No later than 4:00 p.m. Eastern Standard Time (EST). | ||
| Format: | Invoices shall be uploaded to an electronic shared data folder with access provided to USDA. | |
| Microsoft Excel file (Compatible with Excel 365). Each report shall be contained in a separate folder. | ||
| Future enhancements may involve uploading invoices to WBSCM. |
| Attachment P: Monthly Transportation Invoice supporting documentation (e.g. outbound BOL/POD, related emails, etc.) | |
| shall be contained in a separate file. Each transportation transaction shall be segregated with its own supporting documentation. | |
| Reporting Period: | Prior Month |
Header Sort Support Docs Attachment P: Monthly Transportation Invoice
| Header Information Requirements for Reports/Invoices | |
| 1 | Contractor Name & Business Address (include sub-organization name, room number or mail stop if applicable) |
| 2 | Contract Number |
| 3 | Task Order Number |
| 4 | Title of Report (include copy and/ or version number) |
| 5 | Point of Contact (include name, title, and phone number) |
| 6 | Include Page Numbers (sequential) on all reports |
| 7 | Reporting Period |
| 8 | Contractor's Invoice Number |
| 9 | Date of Invoice |
| 10 | Contractor's Ship To # Entity 4-50xxx (this will be provided at post award conference) |
| Note: All Invoices/Reports require Contractor's Certification. | ||
| SORT SEQUENCE: | ||
| 1 | By program (FDPIR or CSFP) | |
| 2 | By shipping date | |
| 3 | By BOL | |
| 4 | By Multi Stop Truckload Identifier | |
| SUPPORTING DOCUMENTATION TO BE SUBMITTED WITH EACH REPORT: | ||
| 1 | Copy of each outbound BOL from Contractor’s facility to the Recipient Agency(ies) and/or any destination | |
| assigned by USDA with the following data on each BOL: | ||
| - | Name of Recipient Agency with WBSCM “Ship To #”; City, State and Zip Code located | |
| - | WBSCM Requisition Number | |
| - | Warehouse Lot number for each commodity ordered, with its corresponding | |
| - | inbound PO and PO line item numbers and PR and PR line item numbers. | |
| - | WBSCM Material Code and Commodity Description | |
| - | Number of units/cases for each lot shipped | |
| - | Signature of carrier with date carrier accepts load from contractor’s facility | |
| - | WBSCM RA's Regular Delivery Date (RDD) | |
| - | Signature of Recipient Agency with date commodity is received notating any over, short and damaged commodities | |
| - | Total gross weight for shipment and total number of pallets outbound | |
| 2 | Multi- Stop truckload BOLs in same pdf file | |
| 3 | Copy of applicable emails |
Specific Data Req
| Attachment P: Monthly Transportation Invoice | ||||||
| SPECIFIC DATA REQUIRED: | ||||||
| 1 | CLIN number (for the specific transportation charge 0006-0009) | |||||
| 2 | For each shipment: | |||||
| - | Identify the WBSCM program | CSFP or FDPIR | ||||
| - | WBSCM Req # | |||||
| - | BOL # | |||||
| - | Multi-Stop Truckload Identifier | One unique number per multistop truckload | ||||
| - | Stops | 1, 2 or 3 | ( Final Stop = F) | |||
| - | Ship Date | |||||
| - | WBSCM Regular Scheduled Delivery Date | ( RSDD) | ||||
| - | Actual Delivery Date | |||||
| - | RA WBSCM Ship to # | WBSCM number ( i.e. "5001991") | ||||
| - | Recipient Agency Name | |||||
| - | Destination City | |||||
| - | Destination State | |||||
| - | Destination Zip Code | |||||
| - | Shipment Gross weight | |||||
| - | Temp or Dry | |||||
| - | LTL or Truckload | |||||
| - | Route Lane Miles | |||||
| - | Out of Route Miles | |||||
| - | Total Shipment Miles | |||||
| - | Route Lane Identifier | |||||
| - | Route Lane Rate | $ per Truckload or LTL | Clin 6* | |||
| - | Out of Route Rate | $/Mile | Clin 7 | |||
| - | Out of Route Amount | Clin 7* | ||||
| - | FSurCH Rate | |||||
| - | FSurCH Amount | Column Y= R*X , if OORR or Q*X if RLMiles | Clin 9* | |||
| - | Stop-Off charge | Clin 8* | ||||
| - | Total for shipment | |||||
| - | Grand Total for movement | |||||
| 3 | Totals Page - Subtotals and Grand totals should only be shown on separate report page | |||||
| - | Sub totals by program for Clin 6*, Clin 7*, Clin 9*, Clin 8* | |||||
| - | Grand Total by Program |
| Example for Multi-stop Truckloads Invoicing: | |
| 1st stop Invoice charges = | Out of route miles charge + fuel surcharge (Out of Route miles x fuel surcharge) + Stop off charge ($150.00) |
| If 2nd stop Invoice charges = | Out of route miles charge + fuel surcharge (Out of Route miles x fuel surcharge) + Stop off charge ($150.00) |
| Final destination | Route Lane Rate + fuel surcharge(route lane miles x fuel surcharge) |
Transportation Template
| Attachment P: Monthly Transportation Invoice_YYYY_Month | |||||||||||||||||||||||||||
| TEMPLATE | |||||||||||||||||||||||||||
| Clin 6* | Clin 7 | Clin 7* | Clin 9* | Clin 8* | |||||||||||||||||||||||
| Multi | TL/LTL | (Q*U) + W + Y + Z | |||||||||||||||||||||||||
| Stop | WBSCM | Temp | LTL | Route | Out | Total | Route | Route | Out of | Out of | |||||||||||||||||
| WBSCM | WBSCM | Truckload | WBSCM | Actual | RA | RA | Destination | Zip | or | or | Lane | of Route | Shipment | Lane | Lane | Route | Route | FSurCh | FSurCh | Stop-Off | Grand Total | ||||||
| Program | Req # | BOL | Identifier | Stops | Ship Date | RSDD | Del Date | Ship to # | Name | City | State | Code | Gr Wt | Dry | Trkload | Miles | Miles | Miles | Identifier | Rate | Rate | Amount | Rate | Amount | Charge | Total | (on last stop) |
| CSFP | 1000677138 | 1234 | 157986 | F | 12/2/24 | 12/2/24 | 12/3/24 | 5003690 | FOOD BANK OF THE ROCKIES | DENVER | CO | 36500 | Temp | TL | 603 | 0 | $ - 0 | $ - 0 | $ - 0 | ||||||||
| FDPIR | 1000677582 | 2345 | 157828 | F | 11/19/24 | 12/2/24 | 11/20/24 | 5000275 | LAC DU FLAMBEAU FD PROG | LAC DU FLAMBEAU | WI | 37662 | Temp | TL | 647 | 0 | $ - 0 | $ - 0 | $ - 0 | ||||||||
| CSFP | 1000677533 | 3456 | 158203 | F | 12/2/24 | 12/4/24 | 12/4/24 | 5002215 | MAHONING VALLEY FOODBANK | YOUNGSTOWN | OH | 22861 | Temp | TL | 830 | 0 | $ - 0 | $ - 0 | $ - 0 | ||||||||
| FDPIR | 1000677795 | 4567 | 158324 | 1 | 12/4/24 | 12/5/24 | 12/5/24 | 5001315 | WINNEBAGO TRIBE OF NEBRASKA | WINNEBAGO | NE | 20000 | Temp | TL | 269 | 0 | $ - 0 | $ - 0 | $ - 0 | ||||||||
| CSFP | 1000677796 | 5678 | 158325 | F | 12/4/24 | 12/5/24 | 12/5/24 | 5006620 | Winnebago Tribe of Nebraska - CSFP | WINNEBAGO | NE | 5000 | Dry | TL | 0 | 2 | $ - 0 | $ - 0 | $ - 0 | ||||||||
| $ - 0 | $ - 0 | $ - 0 |
File details come from the government source that posted it. Updated .