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The Transportation Management Program can be a significant management
tool to efficiently and economically fulfill the mission of the Service. The
wide spectrum of transport services which the Service purchases requires knowledge
of the various transportation modes, carriers, services, and routings offered.
Directing the movement of cargo through a transportation system is Traffic
Management. Managing the effective and efficient movement of Internal Revenue
Service material requires an extensive understanding of traffic management
concepts and procedures.

Each day the Internal Revenue Service (IRS) ships a wide array of commodities
using various methods of transportation. The commodities include;

It is important to note that since the cost of shipping may exceed the
cost of the product, the most economical means of shipping which meets program
requirements should always be used.

Purpose – This chapter prescribes authorities,
guidelines and procedures for the transportation of any shipments required
in the management of the Service programs.

Authority – The authority for these instructions
is contained in 41 CFR Chapter 101-40 of the Federal Property Management Regulations.
The primary objective of the Traffic Management Program is the integration
of proper management, cost effectiveness and quality service.

Headquarters Office Responsibility – The Director,
Distribution, is responsible for developing, directing, coordinating, and
evaluating policies and programs in transportation required in the administration
and operation of Service programs. The Postal and Transport Policy Section
of the Distribution Requirements Branch, administers this program for the
Director, Distribution and is responsible for:

Chief, Financial Officer (CFO) Responsibility -
The CFO will be responsible for household goods shipments as outlined in the
Service-wide Interim Financial Management Policies and Procedures/documents/Travel
Handbook web site at http://cfo.fin.irs.gov/IntFinMgmt/Policy
Procedures/Docs/IRM/Travel_Handbook.doc. CFO will also be responsible
for the management of passenger services except issuing travel tickets.

Field Responsibility – The Chief, Postal and Transport
Policy, located in Dallas, Texas under the administrative direction of the
Chief, Distribution Requirements Branch and the Director, Distribution and
consistent with the following, will be responsible for the efficient management
of field transportation responsibilities and functions.

Field Traffic Coordinator Responsibility – Field
Traffic Coordinators (FTCs), are located in the AWSS Organization and the
Campuses. The FTC usually has multiple program responsibilities that often
include mail coordinator duties. It is the responsibility of the FTC to develop
and implement a field transportation program consistent with the guidelines
and procedures initiated by the Director, Distribution. The principal functions
of the FTC include, but not limited to:

Personnel in field offices should obtain transportation advice from
the Postal and Transportation Policy Section or their FTC.

The Postal and Transportation Policy Section, with cooperation from
all field offices will implement a quality control program. Carrier performance
will be monitored to eliminate carriers which provide low quality service.

According to 41 CFR Subpart 101-40.402-1, carriers may be placed in
a temporary non-use status not to exceed 30 calendar days provided there is
sufficient documented evidence of deficiencies, the carrier has been notified
of such deficiencies and the carrier has been given an opportunity to correct
these deficiencies but has failed to do so. Evidence of deficiencies include:

If the Postal and Transport Policy Section determines that disciplinary
action is necessary against a carrier, all field offices will be notified.

The Postal and Transport Policy Section should review annually all transportation
costs incidental to the following areas;

The purpose of the IRBL, is to initiate and record individual freight
shipments from one origin to the destination and to effect payment of the
carrier for such shipments.

The IRBL is used for the transportation of property of the United States
when transportation charges are to be paid by the IRS direct to transportation
companies regardless of the amount of the transportation charges.

The IRBL is accepted and used for Motor Freight (truckload and less
than truckload) and Air Freight transportation. Small package carriers and
the USPS do not accept the IRBL.

The issuance of an IRBL after performance of the freight services is
prohibited, except when it is issued to convert from a commercial shipping
document or to authorize payment on a diverted or re-consigned shipment moving
on commercial prepaid bill of lading. The issuance of a duplicate IRBL is
also prohibited.

Forms 12741 and 13135, Internal Revenue Bills of Lading are computer
generated, cut sheet Forms. Form 12741 (Exhibit 1.22.6-1) is used for Freight
shipments and Form 13135 (Exhibit 1.22.6-2) is used for shipments of household
goods and personal effects.

For a detailed information on IRBL, a copy of the Internal
Revenue Bill of Lading (IRBL) User Guide, Doc. 11933 is available on
the intranet. http://www.publish.no.irs.gov/docs/pdf/35283F03.pdf

An office needing help in preparing an IRBL should contact Postal and
Transport Policy Section at (972 308-1886).

Form 13134 Internal Revenue Bill of Lading Correction Notice (Exhibit
1.22.6-3) is the form to use when making changes in the IRBL. Recipients of
a correction notice will alter or correct the IRBL as indicated on the notice
and attach the form to the IRBL. This Form is generally used when changes
in the IRBL will affect the overall transportation costs. The Preparer of
the Form 13134 must ensure that the funds are available to cover any additional
costs. A copy of the completed form will be maintained by the Preparer and
a copy sent to the issuing office.

IRBL is computer generated and can be initiated by an authorized user
on TMS (Transportation Management System). The Postal and Transport Policy
Section controls the authorization of users.

Accountability of IRBLs – Although the GBL (Government
Bill of Lading) has been replaced by the IRBL, any GBLs still on hand must
be secured. Employees responsible for GBLs should provide security for these
bills. They are accountable documents and are subject to misuse resulting
in misappropriation of funds. If the Transportation Management System (TMS)
is out of service or otherwise unavailable, GBLs may be used. GBLs should
be kept in a locked cabinet safe in an office which can be locked at times
the office is closed. Failure to do so could result in a violation of the
internal security requirements cited in IRM 4.6, Managers Security Handbook.

Freight shipments that are payable by Distribution must be shipped on
an IRBL, showing the authorized appropriation codes.

Media and Publications (M&P), Distribution, in conjunction with
the CFO, will be responsible for the proper commitment and obligation of funds
for payment of transportation charges.

M&P is responsible for payment of the transportation charges on
freight shipments made using an IRS small package account (under 750 lb. per
destination) or with an Internal Revenue Bill of Lading (750 lb. or greater
per destination). Covered shipments are in these categories;

Cost of transportation under these regulations will be charged to Object
Class 22 as appropriate, and tracked by mode.

Carriers forward all public vouchers to the designated pre-audit contractor
as shown on the IRBL. After verification of charges by the contractor, public
vouchers will be certified for payment by the Postal and Transport Policy
Section and forwarded to the Beckley Finance Center for payment

Introduction – The movement of material can be
accomplished through a variety of transportation modes. The IRS uses three
primary modes of transportation, small package carrier (express and ground),
motor freight and air freight.

The level of service necessary to meet the customers requirements at
the lowest cost determines the mode of transportation to be used.

Two of the most important steps in traffic management are routing of
material being shipped and ensuring that the lowest applicable rates are used.

Definitions:

The Postal and Transport Policy Section is responsible for nationwide
routing and rate guidelines and procedures for IRS material, and is responsible
for ensuring that each person authorized to use the TMS is provided with the
necessary routing and rate information for all shipments. The Postal and Transport
Policy Section will provide routing guides for shipments moving to and from
their respective locations. The Postal and Transport Policy Section will resolve
all routing and rate issues involving IRS shipments.

Field Offices – The FTCs are responsible for ensuring
that the procedures outlined herein are followed within their areas of responsibility.

Routing – Efficient routing of freight shipments
invariably means lower transportation costs and better service to the consignee.
Two primary considerations enter into the routing decision; the nature of
the service required and the rate applicable.

Rates – The Postal and Transport Policy Section
negotiates rates with various carriers to satisfy the transportation needs
of the entire IRS. It distributes a list of carriers and routing guide to
the field offices showing the best rates and services offered. This list is
updated annually. The carriers listed must be used on IRS shipments whenever
feasible.

Motor Transportation (Motor Freight or Truck Freight)
-Types of motor transportation are:

Air Transportation (Air Freight or Air Express)-
Types of air transportation are:

Before any discussion concerning inside delivery, it is necessary to
define normal delivery and unloading services provided by motor and air freight
carriers.

Small package carriers delivery service includes inside delivery at
no additional charge. For this reason many shipments previously routed by
Motor Freight have been converted to small package carrier. Any freight shipment
less than 750 lb. should be sent by small package carrier.

Restrictions on any carriers ability to provide inside delivery service
occur due to IRS building security requirements. The Mail Room often is the
normal delivery site.

The carrier will provide forms for presentation of loss or damage claims,
which require full information concerning the shipment, including the extent
of damage and how the amount of the claim was determined. Other supporting
documents normally should include a copy of the bill of lading, proof of value
of items involved, carriers inspection report, and copies of correspondence
with the carrier concerning the loss or damage.

Do not reduce carriers bills for freight charges on domestic shipments
because of losses and damage. Each such bill will be paid in full, and a formal
claim will be filed with the carrier for the amount of the loss or damage.
If the carrier does not make an adequate response within ninety days, this
amount may be deducted from a subsequent bill.

Do not file a claim against a carrier for any loss or damage of less
than $50; amounts below this amount are to be absorbed by the Government.

The General Services Administration has issued a hand book, Help Prevent
Loss and Damage which highlights some of the more practical methods of preparing
goods for shipment and arranging for their safe transportation. This handbook
should be made available to IRS employees responsible for shipping and receiving
Government property. Contact GSA for a copy of the Handbook at
http//www.fss.gsa.gov/transtrav.