block by block preparation of sf 1103, government bill of lading (gbl)

Block by Block

Preparation of SF 1103, Government

Bill of Lading (GBL)

Block 1 - Transportation company tendered to

Enter the complete name of the origin line-haul carrier

Yellow Freight Systems, Inc.

Enter the Standard Carrier Alpha Code for the origin line-haul carrier

Block 2 - Standard Carrier Alpha Code (SCAC)

YFSY

Block 3 - Date B/L prepared

Enter the calendar date the GBL was actually typed and prepared

January 5, 1999 or 01/05/99

Block 4 - Route Order/Release Number

Optional - DoD use only

Not required

by CG activities

Block 5 - Destination

Enter the name, complete street address, zip code and telephone number of the final destination point where the carrier is to make actual delivery

Blocks 6 and 7 - SPLC (origin/destination)


Not required

by CG activities

Block 8 - Origin

Enter the name, shipping address and zip code where the shipment is picked up by the carrier

Block 9 - Consignee

Enter the name, complete street address and zip code of the department, activity, or person designated to receive the shipment

- OR -

“Same as block 5”

Block 10 - GBLOC (consignee)


Not required

by CG activities

Block 11 - Shipper

Enter name, address, and zip code of the shipping activity authorized and responsible for the shipment

- OR -

“Same as block 8”

Block 12 - Appropriation chargeable

Enter complete appropriation against which the cost of transportation services will be charged

Block 13 - Bill charges to Enter the agency name and complete

mailing address of the office that pays and/or authorizes the payment of the transportation charges, including Agency Location Code

USCG Finance Center1430 Kristina WayChesapeake, VA 23326 69-02-5102

Transportation OfficerAR&SC, Bldg. 63Elizabeth City, NC 27909 69-02-5351

USCG Yard, Fiscal Department MS #112401 Hawkins Point RoadBaltimore, MD 21226 69-02-5096

Block 14 - Via

Usually, left blank

Route shipment only when advantageous to the Government; generally, carload shipments only

Block 15 - Marks and annotations

Enter any additional information that may assist the carrier

Enter supplemental data when space in other blocks is insufficient

Cross reference any data to the appropriate blocks

Block 16 - Packages (No. and Kind)

Enter the total number of each package type applicable to each group of articles opposite the related description of such articles

Make a separate entry for each article that is classified differently

HINT: If you have problems with this block, review the “Freight Descriptions” presentation

Block 17 - HM (Hazardous Materials

Enter “X” opposite the hazardous material description in block 18


Block 18 - Description of Articles

Enter “Freight All Kinds” or “FAK” in “Classification Item No.” block, if using GSA motor freight carrier

Enter proper freight description for the item(s) being shipped

If applicable, show any limitation of liability

If unsure of proper description, use a clear, nontechnical description


Block 19 - Weight

Enter actual weight

If actual weight is unknown, enter weight with “Estimated weight/ weigh and correct” notation

Show the weight of pallets or skids separately

Block 20 - Tariff/Special authority

Enter carrier’s SCAC and tender number

YFSY 6G01234

Block 21 - Pickup Serv. Furnished/Vehicle Fully Loaded

The shipper checks the appropriate box and enters his/her initials, when applicable

Block 22 - Carrier’s waybill/freight bill no.

Enter the carrier’s waybill or freight bill

Normally completed by the carrier’s agent prior to billing for transportation charges

Block 23 - Stop this shipment at/for

Complete this section when there are stop offs enroute to partially load and/or unload any freight

Block 24 - Furnish information on car/truckload/container shipments

Furnish trailer number, rail car number, or container information

If there is more than one truckload, furnish info for each: trailer/truck type vehicle used, e.g. trailer, lowboy, etc. exclusive use request, if applicable partial loading/unloading point, etc., if

applicable

Block 25 - Carrier’s pickup date

The carrier enters the date the shipment was picked up

The GBL is legally in effect and the carrier assumes responsibility for the shipment on the date in block 25

Block 26a - Signature of agent

The carrier’s agent/driver who picks up the shipment should manually sign this block

Block 26b - Per

If agent’s name is signed by an authorized representative, the initials of the representative must appear in block 26b

Block 27 - Mode


Not required

by CG activities

Block 28 - Estimate

Enter estimated cost of total transportation charges from the ITMS rate/route sheet

HINT: If you have problems with this block, review the “Rating and Routing Assistance” presentation

Block 29 - No. of cls/tls

If applicable, enter number of carloads and/or truckloads

DO NOT complete on less-than-truckload (LTL) shipments

Blocks 30, 31, and 32 - Type rate, PSC (Protective Service Code, and Reason


Not required

by CG activities

Block 33a - Issuing Office

Enter the name, complete address and zip code of GBL issuing office

Telephone number is optional

Block 33b - GBLOC

Not required

by CG activities

• Optional - DoD use only

Block 33c - Issuing Officer

Enter issuing officer’s name and job title

Enter telephone number if not entered in block 33a

NO SIGNATURE REQUIRED

Block 33d - Contract/purchase order no. or other authority

Enter procurement document number, contract or purchase order number, or other authority for making the shipment

Block 33e - Dated

Enter date of the contract, purchase order, or other authority

Block 33f - FOB point named in contract

Enter the free on board (FOB) point named in the procurement document

Blocks 34a through 34g - Certificate of Carrier billing

Carrier completes these blocks, certifying delivery information

These blocks must be completed before the Government will pay the transportation charges

SF 1103 distribution

The basic set of a GBL consists of nine copies

The following copies must be given to the origin line-haul carrier or carrier’s agent at the time the shipment is tendered --

SF 1103 (Original)SF 1104 (Shipping Order)SF 1105 (Original Freight Waybill)SF 1106 (Freight waybill)

Form Copy Color Distribution

SF 1103 Original White Give to carrier

SF 1104 Shipping order Pink Give to carrier

SF 1103-A Memorandum White Retain or return to addressees in block33a (Accountable Copy)

SF 1105 Original FreightWaybill

White Give to carrier, accompanies theshipment or is otherwise conveyed tothe destination in accordance with thecarrier’s instructions

This copy may be used by carrier as asubstitute billing document if theoriginal is lost

SF 1106 Freight Waybill White Give to carrier, distributed inaccordance with carrier instructions

Distribution matrix

Form Copy Color Distribution

SF 1103-A Memorandum Yellow Send to the fiscal offi ce which will pay thetransportation charges - usually the same asblock 13, if appropriate

Do not send to prepayment audit companyOtherwise, f or internal use

SF 1103-B ConsigneeCopy

Blue Mail or f ax I MMEDI ATELY to consigneeEnables the consignee to verif y thecorrectness of accessorial or specialcharges, document any apparentloss/ damages, or other discrepancy in weight,quantity, condition of property, detect anyoverages or shortages, etc.

SF 1103-A Memorandum Yellow Forward to offi ce which requested GBL beprepared or return to address in block 33a

SF 1103-A Memorandum Yellow For internal use of agency - retain f or yourrecords

Distribution matrix, continued...

Claims SectionSusan F. Hubbard, Chief

[email protected]

757-523-6947

Robin D. Smithling

Traffic Management Specialist

[email protected]

757-523-6763

If you have any problems or questions - give us a call or send an email. We are

here to help you be a success!

block by block preparation of sf 1103, government bill of lading (gbl)

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