DTR, Part II , Chapter 210

CHAPTER 210
TRANSPORTATION DISCREPANCY REPORT (TDR)
A. GENERAL
1. This chapter prescribes responsibilities and procedures for reporting transportation discrepancies
involving commercial carriers and military shippers worldwide. The Services, DLA, and GSA
approved these procedures.
2. Purpose: TDRs are created for two purposes:
a. To document loss of or damage to government material to support the filing of claims against
carriers for Government reimbursement. If a claim is not filed, the Government is not
compensated by a carrier for loss/damage, which leaves the Government, and thereby the
taxpayer, to pay the bill.
b. To document shipper-related discrepancies, e.g., those associated with HAZMAT requiring
corrective action.
3. This chapter provides the receiver with rules to:
a. Document facts and evidence to claims offices (DFAS) for each of the Services, DLA,
DCMA, and the GSA National Customer Service Center to support loss and damage claims
against the carrier or contractor to ensure recovery of government funds.
b. Provide facts to the SDDC Operations Center and other responsible activities for use in loss
and damage prevention.
c. Provide proof of transportation discrepancies so changes can be made to financial records,
property, and inventory files, and dependent on Service and Agency policy, to the IM who
can reissue the lost or damaged material.
4. Report transportation discrepancies involving motor, air, water, rail, and small package
commercial carriers. Use the procedures in this chapter for discrepancies involving:
a. Astray cargo.
b. Shortage.
c. Pilferage.
d. Theft.
e. Damage.
f.

Vandalism.

g. Material overage.

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h. Contract services not provided.
i.

Non-conformance with HAZMAT shipping requirements.

5. For miscellaneous transportation discrepancies, see Paragraph H.
B. RESPONSIBILITIES
1. The SDDC Operations Center, SDG3-GD-CS will:
a. Serve as the DOD TDR Program Manager for the Worldwide Cargo Loss and Damage
Prevention Reporting and Analysis System.
b. Take necessary measures to determine the effectiveness of and weaknesses in the system and
provide recommendations to DOD Components for improvement or corrective action(s).
c. Develop and administer the system, as well as the GOCARE Program in coordination with
the DOD Components.
d. Provide data, analysis, information, and reports to DOD components, DFAS, and GSA to
determine trends, changes required for claims prevention, and procedures to reduce loss and
damage.
e. Assist DOD and GSA components in resolving transportation discrepancies.
f.

Assure that published regulatory guidance meets the needs of the military and federal
agencies involved with the TDR program.

g. Provide TOs with timely, adequate training and assistance in the preparation and submission
of TDRs and the operation of the GOCARE Program.
h. Provide assistance to theater CDR Area Monitoring Offices (AMOs); review and comment
on all AMO implementing instructions.
i.

Monitor TDR actions and initiate investigative or corrective actions affecting CONUS and
OCONUS locations assigned to the US Joint Forces Command.

j.

Input manually prepared TDRs into the ETA system.

k. Provide TDR training assistance and advice.
l.

Monitor the TDR performance of field activities that fail to respond to Request for
Information (RFI) tracers; take action to ensure prompt and accurate replies in the future.

m. Assist finance centers and claims offices in obtaining shipment and discrepancy information
to resolve transportation discrepancies.
2. Theater CDRs will establish an AMO that:
a. Monitors TDR actions within its AOR.

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b. Provides training assistance and advice, as required, to ensure compliance with this
Regulation.
3. DOD Components (Services/Agencies) will:
a. Monitor subordinate activities’ compliance with the TDR Program.
b. Provide assistance IAW this Chapter and Chapters 209 and 211.
c. Promote and ensure participation in the TDR Program.
d. Provide Service/Agency-related policy guidance to TOs who are responsible for preparing
discrepancy reports.
4. TOs and Receiving Officers will:
a. Take proactive steps to identify potential lost, damaged, or astray cargo. Refer to Chapter
209.
b. Document and submit TDRs on all transportation discrepancies in shipments received at their
activity, including TDRs on military mobilizations and exercises, IAW TDR reporting
standards.
c. Respond to RFIs, TDRs, and any other requests for information within established
timeframes.
d. Provide procedures for discrepancy reporting on shipments received by off-site and tenant
activities.
e. Ensure procedures for obtaining actual repair cost statements and repair cost estimates are
followed as they apply to the activity. (See Chapter 211)
f.

Investigate and gather facts relating to each shipment discrepancy to support Government
claims against the responsible carrier.

g. Notify the security and law enforcement elements upon loss of classified/protected material,
if loss, pilferage, theft, damage, or vandalism is readily apparent.
h. Notify Defense Investigative Service cognizant security office of classified material security
violations according to DODM 5220.22-M.
i.

Furnish documentation to support a contractor’s claim against a carrier for FOB destination
shipments; use the SF 361, Transportation Discrepancy Report, Figure 210-1, for this
purpose.

j.

Review each TDR before forwarding to the finance center or claims office to ensure that:
(1) Carrier responsibility is established and supported with documented evidence.
(2) Amount of loss/damage is supported with documented evidence citing the actual
expense of repairing or replacing the lost or damaged material. Use estimated repair
costs only when repairs will not be made, repairs will be delayed due to lack of parts or
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backlog in the repair facility, or the damaged property must be shipped to another
facility for repair.
(3) Items shipped to the repair facility are adequately marked so the repair facility can
identify them and maintain separate repair cost records for claim action.
(4) Controls are in place to ensure action is taken on correspondence from the finance center
or claims office IAW established TDR reporting standards.
k. Ensure that transportation discrepancies of less than $500.00 in value are documented,
reported, and settled at the local level.
l.

For SAP (FMS or Grant Aid) deliveries to overseas destinations, US Military Representatives
such as Security Assistance Officers (SAOs) perform the TDR functions of a Receiving
Officer. This applies primarily to Grant Aid and DTCs 9 and 7 FMS shipments.

5. CMOs will:
a. Take proactive steps to identify potential lost, damaged, or astray cargo. Refer to Chapter
209, Paragraph E.
b. Ensure prompt, accurate reporting of discrepancies for inbound shipments at contractor
plants.
c. Respond to TDR RFIs.
d. Take corrective action to prevent further discrepancies.
e. Investigate each discrepancy and gather facts to support claim actions.
6. Finance Centers/Claims Offices will:
a. Make final determination of liability and measure of damage.
b. File an SF 362, U.S. Government Freight Loss and/or Damage Claim, Figure 210-2, to
complete formal claim actions.
c. Conduct an investigation and respond to all carrier protests, declinations, and compromise
offers pertaining to claims filed by their office.
d. Take collection action.
e. Handle claims to conclusion, to include furnishing administrative reports to the US General
Accounting Office and litigation reports to the US Department of Justice, when required,
because of uncollectible debts, carrier bankruptcy debts, or compromise offers of $20,000 or
more.
f.

Act in an advisory capacity for locally filed claims.

7. Transshipment Activities, Terminal Operations, and CCPs will prepare and distribute initial
notifications to the reporting activity, transshipment point, consignor, shipper, consignee, and
final destination. (See Figure 210-3, SF 361, Discrepancies Discovered by Other Agencies.)
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8. Security Assistance Implementing Agency (IA) centers or commands will advise and assist incountry SAOs regarding TDR submission for DTS-delivered SAP shipments.
C. EXCEPTIONS
This chapter does not apply to:
1. Reporting, IAW Chapter 207, e.g., carrier equipment that cannot meet the safety requirements for
moving HAZMAT.
2. Reporting, adjusting, and accounting for supply (item) discrepancies; preservation, packaging,
packing, and supply item identification marking; lost or damaged parcel post shipments; or
Presidential Determination shipments under the International Logistics Program. Report these
discrepancies on an SF 364, Report of Discrepancy (Supply Discrepancy Report), Figure 210-4.
(See: http://www.supply.dla.mil/PDFs/sf%20364.pdf)
3. Reporting discrepancies under the GSA Government Purchase Card or the GSA SmartPay
Purchase Card.
a. GSA Government Purchase Card: If a discrepancy occurs on a shipment paid for under the
GSA Government Purchase Card program, cardholders must contact the material vendor to
resolve the discrepancy IAW GSA procedures. If billing adjustments do not show up in next
month’s bill, a dispute form (Form CSQICPPPUR, Cardholder Statement of Questioned
Item) will be completed and mailed to the bank representing the GSA Government Purchase
Card. Obtain the form from the bank by calling toll-free 888 994-6722.
b. GSA SmartPay Purchase Card: If a discrepancy occurs on an order and/or shipment paid for
under the purchase card program, the cardholder must contact the responsible vendor/carrier
to resolve the discrepancy.
4. Loss and damage to personal property, unless that loss and damage happened to be property
consigned to transshipment activities for movement overseas or the discrepancies resulted from
movements by AMC or by MSC.
5. Shipments of bulk petroleum via all modes, e.g., tanker, pipeline. (See DODM 4140.25-M, DOD
Management of Bulk Petroleum Products, Natural Gas, and Coal, Volume II, Chapter 5, at:
http://www.dla.mil/dlaps/dod/414025m.htm for SF 361 requirements.)
6. FMS Shipments.
a. TDR procedures apply to any SAP shipment made within the DTS. This includes FMS
program shipments to overseas destinations and PODs (DTCs 7, 9, G, and J), to DOD
CONUS POEs (DTCs 8, B, and C) and to DOD/US Government (USG) CONUS-located
activities and contractors (DTC 2). TDRs for overseas deliveries will be submitted by DOD
POD personnel (if any) or by US Military Representatives assigned to the Customer Country,
e.g., SAOs. TDRs for shipments arriving at CONUS POEs with discrepancies will be
submitted by CONUS port personnel. Discrepancies for shipments sent to CONUS-located
DOD/USG locations will be submitted by receiving personnel.

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b. TDR procedures do not apply to FMS materiel shipped to non-DOD consignees within the
CONUS; e.g., FMS freight forwarders, Customer Country embassies, or carrier facilities
identified in NOA responses. However, different policies and procedures apply to prepaid
shipments (DTCs 5 and H) and non-prepaid shipments (DTCs 4 and E).
(1) Prepaid shipments to these destinations, regardless of the funding source, involve a
contractual relationship between a DOD/USG shipping activity and the inland CONUS
carrier. The consignee cannot submit claims or tracing requests directly to the carrier.
As non-DOD/USG entities, they cannot submit TDRs. For these reasons, the freight
forwarder or the Country Representative will report these discrepancies to the DOD
shipping activity with a letter or memorandum. The shipping activity will use these
reports to initiate tracers or damage claims with the inland CONUS carrier. The
proceeds from claims will be forwarded to the Customer Country’s account held at
DFAS-Denver.
(2) Non-prepaid shipments can either be picked up at a CONUS shipping activity by freight
forwarder/Customer Country-arranged transportation or they may be released by the
shipper to the freight forwarder under a Collect Commercial Bill of Lading. In either
case, all requests for tracing actions or claims for damages must be submitted to the
carrier by the consignee. The shipping activity will not involve itself with the carrier in
these actions.
c. Non-transportation discrepancies will be reported under SDR procedures. Customer
Countries report these discrepancies on a SF 364. See DLAI 4140.55, AR 735.11-2,
SECNAVINST 4355.18A, AFJAM 23-215, for SDR procedures at:
http://www.dlaps.hq.dla.mil/dlai/i4140.55.htm.
7. Overages and shortages on single consignee SEAVANs or containers that were loaded at the
supply source and were unstuffed by the cargo consignee with original seals intact. Report these
overages and shortages on a SF 364. Transshipment points (CCP, ports, and BBP) are not supply
sources for purposes of this exception.
8. Dunnage and lashing gear, e.g., lumber and wood products, wire, wire rope, turnbuckles, clips,
chains (other than those items identified as recoverable according to current individual Service
policy and procedures), used to fasten cargo to prevent shifting during transportation.
9. Discrepancies that occur in the movement of material to or from on-station sites or satellite
activities using equipment assigned to a government activity, vendor, or contractor operation.
D. REPORTING PROCEDURES
1. To report a discrepancy:
a. The consignee will:
(1) Prepare an Advisory Action RFI message for classified or protected shipments within 24
hours from the date the discrepancy was discovered.
(2) Provide a copy of an RFI to the carrier within seven calendar days from the date the
discrepancy was discovered for a non-classified/non-protected shipment. US Military
Representatives serving as SAOs in Recipient Countries receiving SAP materiel via the
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DTS will submit all RFIs and TDR packages directly to the SDDC Operations Center
indicated in Paragraph I.1. below.
(3) Prepare, document, and submit a TDR for loss and/or damage claim action to the
finance center/claims office. See Paragraph D.1.a.(2) above.
(4) Report astray freight recoveries using the guidelines in Chapter 209.
(5) Obtain a billing adjustment/credit. A copy of the SF 361 will be sent to the ICP, e.g.,
Defense Supply Center. The completed TDR must be provided to the ICP to receive
repair and disposition instructions. Customers must request credit within nine months of
receipt or expected receipt of the materiel. Routing Identification Code, which identifies
the Defense Supply Center where the materiel originated, is found at positions 67-69 of
the DD 1348-1A. (See Figure 202-7) Make the request for credit in the “REMARKS”
section, Block 30 of the SF 361. Deposit credit in the account of the requisition
originator. Provisions of this subparagraph do not apply to FMS shipments because of
title/ownership transfer.
b. Activities other than the consignee will:
(1) Prepare an initial notification SF 361 by completing Block 1 and Blocks 4 through 31.
(Appendix I provides instructions for completion of the SF 361.) Block 30 will contain
the probable responsible party for the discrepancy, e.g., carrier, transshipment activity.
(2) Distribute the completed SF 361. Forward original, with enclosed supporting
documents, to the consignee within seven calendar days of identifying the discrepancy.
(3) Maintain a file copy.
(4) Forward one copy to the carrier explaining that the carrier’s response will be sent to the
consignee identified in Block 6 of the TDR.
(5) Send a copy to the AMO for OCONUS activities.
(6) Report astray cargo using the guidelines in Chapter 209.
2. Timeframes for submitting TDRs are as indicated in Table 210-1.
3. Time Limitations for Filing Claims. 41 CFR 101-40.709 states, “Government agencies shall take
prompt action to recover amounts due the United States as a result of discrepancies in delivery, in
accordance with time limitations established by the bill of lading or other contracts of carriage, or
by statute.” The time limit is based on the mode of transportation used and, therefore, TOs may
find it necessary to step up reporting and investigation of discrepancies in shipment. TOs will use
Table 210-2, Time Limit to File Claim, to determine if there is a reduced time line for submission
of a TDR for claim action.
4. TDR reporting requirements for claim action:
a. Report all discrepancies in DOD shipments valued at $500 or more (for reporting
miscellaneous transportation discrepancies that do not result in a claim, refer to Paragraph H.)

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b. Report all classified, protected, HAZMAT, and SAP shipment discrepancies regardless of
value.
c. Shipments valued at under $100.00 do not require claims action, except classified and
protected shipments.
d. When a response to an RFI indicates the actual value of the discrepancy is $499.99 or less,
TDRs may be processed at the local level and locally established claims procedures will be
used. (See Chapter 211 on how to determine the cost of a transportation discrepancy.) If the
carrier declines the claim at the local level, forward the claim with the SF 361 and all
supporting documentation for assistance by the finance center or claims office. Digital
photographs are acceptable. Provisions of this paragraph do not apply to SAP shipments.
e. Forward all TDRs valued at $500 or more to the finance center or claims office for claim
action. If the property value is $499.99 or less and the claim cannot be settled at the local
level, or there is a question of proper law or disposition, forward the claim to the finance
center or claims office for action. Proceeds obtained for FMS Program shipment
discrepancies will be forwarded to the Customer Country’s account at the DFAS in Denver,
Colorado.
(1) Claims settlement: Upon receipt of settlement from the carrier, submit the settlement
(claims) check to the finance office or Service or Agency designated location using the
DD Form 1131, Cash Collection Voucher, Figure 210-5.
(2) Funds credit: 10 USC §2636, Deductions from Amounts Due Carriers, requires that
deductions from carriers because of loss or damage to material in transit requires all
monies collected from carriers for loss and damage claims be credited to the fund or
appropriation from which the same or similar material will be purchased. For damages,
funds may be returned to the account from which repair costs are paid. If the original
purchase was made using industrial operating funds/stock funds, any monies recovered
can be credited to that fund at any time. If the original purchase was made using
appropriated funds, recovered monies can only be returned to that appropriation as long
as it is still active; after the appropriation has expired, recovered funds must be returned
to the General Treasury.
f.

GSA does not require reporting of discrepancies of a certain value, nor does GSA impose a
minimum amount for processing discrepancies. GSA bills at the time of shipment and leaves
it to the discretion of the Agencies to determine when recovery of their funds warrants the
effort of processing a discrepancy report and claim.

5. Changing or canceling the TDR. Use the original copy of the SF 361 as follows:
a. To change a TDR, write the word “REVISED” on the front, top, and bottom of the form;
draw a line through the old information and legibly print the corrected information. In Block
30, state the reason for the TDR change. Sign and date the change notation, and forward to
the original addressees.
b. To cancel a TDR, write the word “CANCELLED” on the top and bottom of the form. In
Block 30 or Block 43, type the reason for cancellation. Sign and date the cancelled notation
and forward to the original addressees.

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E. DOCUMENTS AND THEIR USE
1. Use the SF 361 to:
a. Report discrepancies for AMC and contract carrier discrepancies by sending the original
TDR to the last AMC aerial port that handled the freight; do not send the TDR to a finance
center. Provide an information copy to:
HQ, Air Mobility Command
ATTN: A43
402 Scott Drive. Unit 2A2
Scott AFB, IL 62225-5302
b. Issue an RFI to the carrier for every documented transportation discrepancy.
c. Request information (from any source) to resolve a discrepancy, e.g., request pricing data
from shipping activity or ICP.
d. Reply to an RFI.
e. Change or cancel a previously issued TDR.
f.

Request disposition instructions from the IM and request credit.

g. Support claims against carriers and contractors.
2. When a sealift carrier is suspected or known to be responsible for a loss or damage, follow the
procedures in Paragraph G, below.
F. REPORTING REQUIREMENTS
1. When a shipment discrepancy is identified, the actions taken differ depending on the type of
discrepancy, value of the material discrepancy, and the activity finding the discrepancy.
Discrepancies in classified or protected material, as well as AA&E shipments (regardless of
classification), require reporting procedures that are slightly different from other cargo shipments.
TDRs are important for SAP shipments because they provide needed documentation for
Customer Countries to submit insurance claims. This is over and above proceeds obtained from
carriers. Not all countries, however, purchase insurance.
2. Advisory Action and RFI.
a. Classified or Protected Shipments and all Shipments of AA&E. If a discrepancy is found in a
classified, protected, or AA&E shipment, notify the nearest TO by telephone upon discovery.
This includes ocean and air shipments and is in addition to the ocean cargo out-turn reporting
requirements in Paragraph G.
(1) The TO or designated agent notifies the carrier or contractor and the local security office
and records the name(s) and position(s) of all individuals contacted.

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(2) Regardless of the value of the shipment, within 24 hours after the discovery of a
discrepancy, the TO must notify the addressees listed in Paragraph I by message. When
a theft or loss of narcotics or controlled substances is involved, forward a copy to:
Drug Enforcement Administration
Office of Diversion
Washington, D.C. 20537-5000
(3) The Sample Joint Message Form, Figure 210-6, is prepared with line numbers
corresponding to Blocks 1 through 31 of the SF 361. (See Appendix I, Paragraph A, for
explanation of blocks.) Block 30 is used if more information is needed or if a particular
addressee is to take action.
(4) Distribution of the RFI Advisory Message:
(a) Consignor. If shipped by a non-DOD agency, send to the government activity that
directed the shipment (except GSA, see Paragraph J.) If shipped by a contractor,
send to the CMO TO.
(b) Consignee. If the discrepancy is discovered in transit.
(c) SDDC Operations Center or theater CDR.
SDDC Operations Center
ATTN: SDG3-GD-CS
661 Sheppard Place, Second Floor
Fort Eustis, VA 23604-1644
Commercial: 757 878-8622; DSN: 826-8622
FAX: Commercial: 757 878-7994; DSN: 826-7994
e-mail address: [email protected]
(d) If OCONUS, send additional copy to the AMO.
(e) IM, as shown in Paragraph I.
(5) If an activity other than the consignee discovers the discrepancy, the consignee is
ultimately responsible for the TDR preparation. The activity that discovers the
discrepancy must prepare an initial notification TDR and include a statement in the
Remarks section or Block 30 of the Advisory or RFI message requesting all action
responses to the consignee in Block 4.
(6) Classified or protected cargo will not be released to the carrier or any unauthorized
personnel for repair or salvage. Property that is designated SECRET or
CONFIDENTIAL and narcotic preparations will not be released to the carrier regardless
of the extent of damage.
(7) Responding to the Advisory or RFI Message. All action addressees must answer the
Advisory or RFI Message within seven calendar days of the date the discrepancy was
reported on a classified or protected shipment. Even if an action addressee has no
information concerning the discrepancy, a negative reply is required. After all the

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answers are received, the consignee attempts to resolve the discrepancy and follows the
procedures outlined in Paragraph F.2.f. In many instances, shortages are resolved by
checking supply and inventory records. (See Figure 210-6, Sample Joint Message
Form.)
(8) Unanswered Advisory or RFI TDR. If a response is not received by the close of
business on the seventh day, the TO sends a “Non-response” TDR to remind action
addressees that a reply is mandatory. The subject of the TDR will be “RFI Follow-up”
and the body of the message states: “Answer not received by required deadline.” The
consignee sends a copy of this tracer to the SDDC Operations Center if the action
addressee is located in CONUS or to the AMO if the action addressee is OCONUS. For
Air Force RFIs, send a copy to the major command of the consignee. The consignee
does not wait for a reply to the late notice, but continues with actions required at
Paragraph F.2.f.
(9) Resolved Advisory or RFI TDR. If the discrepancy is resolved within 30 calendar days
from the date it was discovered, cancel the Advisory and RFI message. Send the
message canceling the TDR to each addressee that received the original message
reporting the discrepancy.
(10) Unresolved Advisory and RFI TDR. If the discrepancy is not resolved, the consignee
will issue a SF 361, regardless of the cost of the discrepancy, no later than 30 calendar
days after the discrepancy was discovered for claim action against the carrier.
(11) Assembling the TDR Package. The SF 361 is the source document for claim action
against the carrier and, depending on the Service or Agency policy, for the IM to reissue
material, issue credits, or provide disposition and repair instructions. These actions will
be successful if the TDR is supported with documented facts and firm evidence that
establish carrier liability and the actual amount of the government’s loss. Paragraph
F.2.h. lists the documents required to support the TDR for claim action.
(12) Forwarding the TDR Package. The procedures for forwarding a TDR package depend
on which party is at fault and whether claim action is necessary. Distribution follows:
(a) Forward one copy, without attachments, to the consignor.
NOTE: SAOs submitting TDR packages for SAP shipments will usually not send
this copy.

(b) Maintain one copy of the TDR package.
(c) Send one copy of the TDR, without attachments, to the SDDC Operations Center.
NOTE: TDR packages for SAP will include attachments with the SDDC Operations
Center copy.

(d) For SAP TDRs, send one copy of the TDR, without attachments, to the Security
Assistance Agency that administers the SAP for the DOD IA that generated the
shipments involved.
(13) Guidance for completing the SF 361. The consignee will complete Blocks 1 through 33
of the SF 361. Most of the information needed to fill out the SF 361 is available from
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the Advisory or RFI TDR. In addition, complete Blocks 34 through 45 (Part II of the SF
361) for claim action against the carrier. Carrier claims will be filed by the finance
center or claim office whose fund cite is annotated on the Appropriation Chargeable
(Block 24) of the BL. Contractor claims will be filed by the Government activity that
administers the contract. Information contained in Part II of the SF 361 will not be
disclosed to the carrier or contractor. (See Figure 210-1.)
(a) If OCONUS, forward one copy of the SF 361, without attachments, to the AMO.
(b) Distribute other copies as required by the Service or Agency identified in
Paragraph I.
b. Non-Classified or Non-Protected Shipments. When a commercial carrier delivers a shipment
and pilferage, theft, damage, or vandalism is apparent, the consignee must notify the carrier
by telephone and request that the carrier inspect the shipment within seven calendar days
from the date the discrepancy was discovered. If the carrier waives inspection, record the
person’s full name, title, and date of the waiver. When a carrier waives inspection, the
government must perform an inspection to determine the extent and cause of the damage. If a
military vehicle delivered the shipment, the same inspection procedures are required.
(1) An RFI must be issued for each transportation discrepancy. Whether the consignee
discovers a discrepancy in a shipment or is notified that such a discrepancy was
discovered by another activity, the consignee must use the SF 361, marked RFI, to
notify all interested parties and gather information. (See Figure 210-7, Request for
Information)
(2) Describe the specific information required in Block 30. The information gathered will
aid in the resolution of the discrepancy or provide the necessary data for the completion
of a TDR package, which will be the basis for a claim. (See Figure 210-8, Source
Document for Claims)
(3) Do not enter the pre-shipment value of the item or the cost of repairs (Block 29) of the
SF 361 on the copy of the RFI that is provided to the carrier. (See Figure 210-7.)
(4) If the consignee receives an Initial Notification SF 361 from another activity, the
shipment will be checked for additional discrepancies.
(a) The consignee will file any Initial Notification SF 361 received from another
activity with a copy of the consignee-prepared RFI, to be retained as evidence in the
event that the discrepancy is not resolved.
(b) The consignee must initiate an SF 361, checking the Request For Information (RFI)
Block, showing the addresses in Blocks 3 and 4 and copying the rest of the
information from the Initial Notification SF 361.
(c) Send the RFI to any parties that may have information to help resolve the
discrepancy.
1

Always notify the carrier in writing (carrier copy of the RFI) of any
discrepancy. Do this within seven calendar days after the discrepancy is found,

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or when a reasonable delivery time has passed and none of the shipment has
been delivered.
2

Send the RFI to the consignor for pricing information for the discrepancy when
it is not available.

3

Forward a copy of the RFI to any other activity from which information is
being requested in Block 30 of the TDR.

4

Send the RFI to the TO at the CMO if the shipper is a DOD contractor.

5

Send a copy to the AMO for OCONUS.

6

File the original SF 361 RFI in a suspense file for 30 calendar days to give the
carrier and other action offices time to investigate and resolve the discrepancy.
Do not send a copy of the SF 361 RFI to the finance center or claims office.
During this time, the reporting activity will be collecting supporting
documentation for the TDR package. The 30 calendar days are counted from
the date the discrepancy was discovered.

c. Unanswered SF 361 RFI. If answers are not received by the close of business on the eighth
day for a non-classified/non-protected shipment, the TO sends a “Non-Response” TDR to
remind action addressees that a reply is mandatory. The subject of the TDR will be “RFI
Follow-up” and in Box 30 of the TDR, insert: “Answer not received by required deadline.”
The consignee sends a copy of this tracer to the SDDC Operations Center if the action
addressee is located in CONUS; if the action addressee is located outside CONUS, a copy is
sent to the AMO. For Air Force RFIs, send a copy to the major command of the consignee
and non-respondent.
d. Actions for Resolved and Unresolved Discrepancies.
(1) Resolved discrepancies. If the discrepancy is resolved within 30 calendar days from the
date it is discovered, the TDR SF 361 is canceled as indicated in Paragraph D.4.b. Send
a copy of the TDR SF 361 to the carrier and all activities that received a copy of the
RFI.
(2) Unresolved discrepancies. If the discrepancy is not resolved within 30 days from the
date the discrepancy was discovered, initiate claim action. For claims valued at $500 or
more, send the SF 361 with supporting documentation to the claims office. For claims
valued at less than $500, locally established claims procedures will be used.
e. Guidance for Completing the TDR (SF 361):
(1) The consignee will check the “RFI” square only when the SF 361 is being used
exclusively to request additional information to resolve the discrepancy or support the
freight claim.
(2) Check the “Initial Notification” square only when the SF 361 preparer is other than the
consignee and is being used exclusively to notify the ultimate consignee.

II-210-13

(3) Check the “Miscellaneous Problems” block when the SF 361 is being used exclusively
for discrepancies pertaining to Paragraph H.
(4) If evidence indicates that AMC is responsible for the discrepancy, complete only Blocks
1 through 28, and 30 through 31. Data for Blocks 10, 14, 17 and 19 may not be
available.
(5) Most of the information needed to fill out the SF 361 is available from the Initial
Notification or the RFI. Part II of the SF 361 (Blocks 34 through 45) will be completed
by the consignee and will be used as supporting documentation for formal claims filed
with the carrier or contractor. Information contained in this part will not be disclosed to
the carrier or contractor. Carrier claim will be filed by the finance centers or claim
offices whose fund cite is annotated in the Appropriation Chargeable Block of the BL
(see Paragraph I.). Contractor claim will be filed by the government activity that
administers the contract for FOB Destination shipments. Do not disclose the
information contained in Part II of the SF 361 to the carrier or contractor.
f.

Instructions for Completing a TDR Document are shown in Table 210-3.

g. Assembling the TDR Package. The SF 361 is the source document for claim action against
the carrier and, dependent on Service or Agency policy, for the IM to reissue material, issue
credit or provide disposition instructions for astray freight and repair of damaged DOD
shipments. These actions will be successful if the TDR is supported with documented facts
and firm evidence that establish carrier liability and the actual amount of the government loss.
Paragraph F.2.h. (below) lists documents required to support the TDR for claim action. The
SF 361, with all supporting documentary evidence, is called the TDR package. If evidence
indicates that AMC is responsible for the discrepancy, supporting documents are not
required.
h. Supporting Documents. Table 210-4 lists supporting documents that are required for
development of the TDR package for filing with claims adjudication:
i.

Forwarding the TDR Package.
(1) The procedures for forwarding a TDR package depend on which party is at fault and
whether claim action is necessary.
(a) If a sealift carrier is at fault, the TDR package is forwarded according to procedures
in Paragraph G.
(b) When a contractor uses a BL and the shipment was moved under FOB Destination
terms, forward the TDR package for claim action to the responsible CMO.
(c) If a non-DOD Agency made the shipment, send the TDR package to the
Government activity that directed or arranged for the shipment (except GSA). (See
Paragraph I.3.h.)
(d) If the shipment is personal property, send a copy to the final consignee marked “For
member/employee to give to the proper claims office when filing their claim.”

II-210-14

(e) If no claim action against a carrier is indicated, e.g., DOD shipper responsibility
(seals are intact for shortage, overage shipments, or astray freight), forward the SF
361 with supporting documentation to the SDDC Operations Center.
(f) If evidence indicates that AMC is responsible for the discrepancy, do not send the
TDR to the finance center or claims office. However, it is important to file these
TDRs to enable monitoring and evaluation of contract and carrier performance.
(g) If a claim against the carrier is intended, forward the TDR package to the finance
center or claims office. (See Paragraph I.3.)
j.

The following distribution applies to all conditions listed above:
(1) Forward one copy, without attachments, to the consignor.
(2) Maintain one copy with attachments for consignee file.
(3) Forward one copy, without attachments, to the SDDC Operations Center.

k. If OCONUS, forward one copy of the SF 361, without attachments, to the AMO.
l.

Distribute copies, as required, to the Service or Agency listing in Paragraph I.3.

G. CARGO OUTTURN REPORTING SYSTEM (CORS)
The CORS reports discrepancies when a sealift carrier (or agent) is suspected or known to be at fault.
1. Consignees will:
a. Prepare the TDR package. If the discrepant item is a POV, use a DD Form 788, Figure
210-10; DD Form 788-1, Figure 210-11; or DD Form 788-2, Figure 210-12, or comparable
commercial carrier form that arrived with the vehicle. If the discrepant item is general cargo,
regardless of classification, use the SF 361. Do not use the SF 361 for a POV unless a DD
Form 788 series form is not available or is not adequate to describe the discrepancy. Ensure
that “Vessel (Voyage Number)” Block of the DD Form 788 is legibly annotated, and that
Blocks 2-6 of “Inspection” portion of form are completed. This will expedite the claims
process. (See Figure 210-13, Sample of completed DD Form 470, Cargo Out-Turn Report)
b. Send the original TDR or DD Form 788 series package to the POD within seven calendar
days from the time the discrepancy was discovered for classified or protected shipments, or
within 15 calendar days for non-classified or non-protected shipments. If the POD mailing
address is not known, obtain assistance from the AMO. Express small package carrier
service may be used, if necessary, to meet reporting timeframes.
c. Maintain one complete copy of the TDR or DD Form 788 series package for the official file.
d. Send one copy of each SF 361 without attachments, to:
(1) GFM/ETA database, where capability exists;
(2) SDDC Operations Center, where GFM/ETA is not available;

II-210-15

(3) If overseas, to the AMO.
e. Send any other copies as required by the sponsoring Service or Agency (see Paragraph I.)
f.

If the discrepancy is resolved, follow the procedures outlined in Paragraph D.4.b. to cancel
the TDR.

2. POD will:
a. Combine, by voyage number, all TDR and DD Form 788 series packages received.
b. Prepare a Cargo-Out-Turn Report (DD Form 470) for each voyage, as shown in Figure
210-13; use the DD Form 470 as a cover sheet for the attached TDR and DD Form 788 series
packages. DD Form 470 is initiated by ocean terminals to consolidate individual TDRs when
an ocean carrier is at fault.
c. Send the DD Form 470, with attached TDR and DD Form 788 series packages to the POE
within 20 calendar days after discharge of the cargo for classified or protected shipments, or
within 35 calendar days for non-classified or non-protected shipments. Express small
package carrier service may be used, if necessary, to meet reporting timeframes.
3. POE will:
a. Act on DD Form 470 packages received within 30 calendar days after the discharge of the
cargo for classified or protected shipments or within 45 calendar days for non-classified or
non-protected shipments. Express small package carrier service may be used to meet
reporting timeframes.
(1) If only one DD Form 470 package is received for a single voyage, review for
completeness and add any necessary information or documentation not previously
included. Send the package to the SDDC Operations Center for final review.
(2) If more than one DD Form 470 package is received for a single voyage, review each for
completeness and add any necessary information or documentation not previously
included. Consolidate all packages using a new DD Form 470 as a summary sheet for
the total package. Complete Blocks 1, 2, 3, and 12 of the consolidated DD Form 470;
sign and date. Enter the number of DD Forms 470 contained in the new consolidated
package in Block 12. Send the complete package to the SDDC Operations Center for
final review.
4. The SDDC Operations Center will:
a. Review all DD Form 470 packages received.
b. Return any incomplete packages to the POE for additional documentation.
c. Process complete packages for claim action. Table 210-5 lists the documents that will be
included in DD Form 470 package:

II-210-16

H. MISCELLANEOUS TRANSPORTATION DISCREPANCIES
1. These discrepancies cause problems for the TO, in-checker, inspector, and others involved in
timely, proper movement of cargo. However, because they do not show a direct cost to the
Government, they usually will not result in a claim against a carrier or contractor. Reporting
these discrepancies on a TDR provides data to the loss and damage prevention program. The
following discrepancies will be reported under the TDR process:
a. Broken, missing, or improper seals used on a shipment.
b. Improper loading, stowing, handling, blocking, or bracing of shipment.
c. Improper blocking, bracing, placarding or labeling of HAZMAT shipment.
d. Improper description of HAZMAT shipment.
e. Improper, incomplete, or missing dangerous goods declaration.
f.

TFG/related publications not followed.

g. Improper marking or missing label(s).
h. REPSHIP message not received within 24 hours prior to receipt of shipment.
i.

Shipper failed to show number of containers shipped on a pallet.

j.

Shipper failed to send an advance copy of the BL.

2. Reporting of Discrepancies. Prepare the SF 361 by completing Blocks 1 through 28, and 30
through 31 with all available information. Appendix I, Paragraph B, explains how to fill out a SF
361; for the GFM ETA-generated TDR, Appendix I, Paragraph J, provides instructions for
preparing the SF 361. In Block 30, indicate the probable party responsible for the discrepancy,
e.g., shipper, packer, carrier, etc., within seven calendar days after the discrepancy was noted.
(See Figure 210-14, Sample TDR, Miscellaneous Problems.) Make the following distribution:
a. Send the original SF 361 to the SDDC Operations Center and maintain a file copy.
b. Send one copy of the SF 361 to the consignor.
c. Send a copy to the Government Agency that directed or arranged for the shipment if the
shipper was a non-DOD Agency.
d. Send a copy to the TO at the CMO (except GSA), if the shipper was a contractor.
e. Send one copy to the finance center/claim office for recovery of transportation charges for
carrier service failures.
f.

For overseas activities, send a copy to the consignor’s AMO.

II-210-17

I.

TDR DISTRIBUTION AND ADDRESSES
The following paragraphs contain addresses and distribution information for the SDDC Operations
Center, AMOs, Services, Agencies, IMs, Finance Centers, and Claims Offices:
1. SDDC Operations Center:
SDDC Operations Center
ATTN: SDG3-GD-CS
661 Sheppard Place, Second Floor
Ft. Eustis, VA 23604-1644
Commercial: 757 878-8622; DSN: 826-8622
FAX: Commercial 757 878-7994; DSN: 826-7994
E-mail address: [email protected]
Message address: CDRSDDC OPSCTR FT EUSTIS VA//SDG3-GD-CS//
2. OCONUS AMOs.
a. US Joint Forces Command.
(1) All Services, except Air Force:
SDDC Operations Center
ATTN: SDG3-GD-CS
661 Sheppard Place, Second Floor
Ft. Eustis, VA 23604-1644
Commercial: 757 878-8622; DSN: 826-8622
FAX: Commercial: 757 878-7994; DSN: 826-7994
E-mail address: [email protected]
Message address: CDRSDDC OPSCTR FT EUSTIS VA//SDG3-GD-CS//
(2) Air Force:
US Central Command Air Forces (USCENTAF)
ATTN: LGTT
524 Shaw Drive, Suite 132
Shaw AFB, SC 29152-5029
Commercial: 803 895-4408; DSN: 965-4408
E-mail address: [email protected]
Message address: USCENTAF//A4-LGT//SHAW AFB SC

II-210-18

b. United States European Command.
(1) ECJ4-SDDC, HQ USEUCOM
ATTN: 1CTD, UNIT 30400
P. O. Box 1000
APO AE 09128
Message address: DIR ITTD SDDC EUROPE VAIHINGEN GE//MTEEU-ITT-I//
(2) Headquarters, United States Air Force Europe (USAFE)
HQ USAFE/LGTT
Unit 3050, Box 105
APO AE 09094-0105
E-mail address: [email protected]
Commercial: 011-49-6371-47-6327
DSN: 314-480-6327
Message address: HQ USAFE RAMSTEIN AB GE//LGTT//
c. United States Pacific Command.
(1) Army:
Commander, US Army Pacific
ATTN: APLG
Ft. Shafter, HI 96858
Message address: CDRUSARPAC FT SHAFTER HI//APLG//
(2) Army Alaska:
Commander, 6th Infantry Division (L)
ATTN: AFVR-DL-TF
Fort Richardson, AK 99505-5700
Message address: CDR6THINFDIV L FORT RICHARDSON AK//AFVR-DLTF//
(3) Navy:
Commander, US Pacific Fleet
ATTN: Code 414
Pearl Harbor, HI 96860
Commercial: 808 471-9876; DSN: 471-9876
E-mail address: [email protected]
Message address: COMPACFLT PEARL HARBOR HI//CODE 414//

II-210-19

(4) Air Force:
HQ, Pacific Air Force
ATTN: LGRDT
25 E Street, Suite J304
Hickam AFB, HI 96853
DSN: 315 449-8198
FAX: 315 449-3686
E-mail address: [email protected]
Message address: HQ PACAF HICKHAM AFB HI//LGRD//
(5) Marine Corps:
Commanding General, FMFPAC Hawaii
ATTN: Chief of Staff, G-4/SMO/TMO
Box 64118
Camp H. M. Smith, HI 96861-4118
Message address: COMMARFORPAC//G-4/SMO/TMO//
3. Service and Agency Distribution.
a. Army.
(1) Finance Center or Claims Office (CONUS commercial shipments only). When the
appropriation shown on the BL begins with “21” or if the TAC begins with an “A”,
forward TDRs to:
Defense Finance and Accounting Service (DFAS)
Indianapolis Center
ATTN: DFAS-IN-BVAYC
8899 East 56th Street
Indianapolis, IN 46249-0650
Commercial: 317 510-2650; DSN: 699-2650
FAX: Commercial: 317 510-7829; DSN: 699-7829
For OCONUS claims, contact the AMO for information.
(2) Additional Army Distribution Requirements. Include NICP/ICP for reporting purposes.
Use installation supply officer or MILSTRIP document data to assist in determining
correct IM.
(a) Commander
US Army Joint Munitions Command (JMC)
ATTN: AMSJM-TT
Rock Island, IL 61299-6000
(All Army Ammunition Plants and Arsenals under this Command)

II-210-20

(b) Commander
US Army Communications and Electronics Command (CECOM)
ATTN: AMSEL-LC-MMD-DT
Ft. Monmouth, NJ 07703-5000
(c) Commander
US Army Aviation and Missile Command (AMCOM)
ATTN: AMSMI-LC-MM-D
Redstone Arsenal, AL 35809
(Redstone Arsenal under this Command)
(d) Commander
US Army Tank-Automotive and Armaments Command (TACOM)
ATTN: AMSTA-LC-CIAT
Warren, MI 48397-5000
(e) Commander
US Army Test and Evaluation Command (ATEC)
ATTN: AMSTE-LG-S
Aberdeen Proving Ground, MD 21005-5055
(TECOM is not an NICP but requires copies of TDRs its subordinate TOs prepare)
(f) Commander
US Army Medical Material Agency
ATTN: TRANS
Ft. Detrick, MD 21701
(All medical material units under this Command)
(g) Commander
US Army Soldier Biological Chemical Command
ATTN: AMSSB-RIM-L (N)
Kansas St., Bldg 3 Room 129
Natick, MA 01760
(3) Additional required distribution to Army primary sources of supply:
(a) Army Sources of Supply and NICP for Army managed-items. (See Appendix I,
Paragraph C)
(b) Army Secondary Item Control Activities for non-Army managed items.
(4) For all shipments with shortages, partial loss, damage, theft, or pilferage, ensure that a
copy of the SF 361 is furnished to the consignee’s local stock control activity or
requisitioner (copy to both the activity and requisitioner, when different offices).

II-210-21

b. Navy.
(1) For CONUS commercial shipments, only, when the TAC begins with “N” or in cases
where an LOA is used, the gaining agency is 17 and the appropriation chargeable is not
1105, 1106, 1107, 1108, or 1109, or the gaining agency is “97” and the sub-head starts
with an “N”, forward TDRs to:
DFAS Norfolk
ATTN: Code NVVP
1837 Morris Street, Suite 1401
Norfolk, VA 23511-3431
Commercial: 757 443-4372; DSN: 646-4372
E-mail address: [email protected]
Commercial: 757 443-4370; DSN: 646-4370
E-mail address: [email protected]
Commercial: 757 433-43693; DSN: 646-4369
E-mail address: [email protected]
FAX: Commercial: 757 443-4004; DSN: 646-4004
(2) For OCONUS commercial shipments, forward TDRs to servicing finance center.
(3) Additional Navy Distribution requirements:
(a) For TDR involving ammunition and explosives, forward TDRs to:
Commander
Naval Ordnance Safety and Security Activity
Farragut Hall, Building D-323
23 Strauss Avenue
ATTN: N714
Indian Head, MD 20640-5555
Commercial: 301 744-6043, ext.190; DSN: 354-6043, ext.190
Commercial: 301 744-6055/56, ext.110; DSN: 354-6055/56, ext.110
FAX: Commercial: 301 744-6093; DSN: 354-6093
E-mail address: [email protected]
E-mail address: [email protected]
(b) For all shipments with shortages, partial loss, damage, theft, or pilferage, assure that
a copy of the SF 361 is furnished to the consignee’s local stock control activity or
requisitioner (copy to both when different).

II-210-22

c. Air Force.
(1) Finance Center and Claims Office (CONUS commercial carrier shipments only). When
the appropriation shown on the BL begins with “57” or if the TAC begins with an “F”,
forward TDRs to:
Commander
Defense Finance and Accounting Service
Indianapolis Center
ATTN: DFAS-IN-BVAYC
8899 East 56th Street
Indianapolis, IN 46249-0650
Commercial: 317 510-2650; DSN: 699-2650
FAX: Commercial: 317 510-7829; DSN: 699-7829
(2) Additional Air Force Distribution Requirements.
(a) For any TDR involving ammunition, explosives, and other HAZMAT, forward
TDRs to:
75 MUNS
7530 Eleventh Street
Hill AFB, UT 84056-5707
(b) For any Air Force sponsored SAP shipment, (first position of the TCN = D),
including FMS or the SAP, forward TDRs to:
HQ AFMC/LGTT
4375 Chidlaw Road, Room B117
Wright-Patterson AFB, OH 45433-5006
Commercial: 937 257-3422/5631; DSN: 787-3422/5631
Fax: Commercial: 937 257-3371; DSN: 787-3371
[email protected]
(c) For all shipments with shortages, partial loss, damage, theft, or pilferage, ensure
that a copy of the SF 361 is furnished to the consignee’s local stock control activity
or requisitioner (copy to both when different).

II-210-23

d. Marine Corps.
(1) Finance Center and Claims Office (CONUS commercial carrier shipments only). When
the TAC on the BL begins with “M”, or in cases where an LOA is used, the gaining
agency is “17” and the appropriation chargeable is 1105, 1106, 1107, 1108, or 1109,
forward TDRs to:
Transportation Voucher Certification Branch (TVCB)
ATTN: 470
814 Radford Boulevard, Suite 20318
Albany, GA 31704-0318
E-mail address: [email protected]
(2) Additional Marine Corps distribution requirements:
(a) Any Marine Corps International Logistics shipments, including FMS and SAP
shipment(s), (first position of the TCN = K), forward TDRs to:
Navy Inventory Control Point (NAVICP)
International Program
ATTN: Code PP764, Transportation Branch
700 Robbins Ave., Building 4B
Philadelphia, PA 19111-5095
Commercial: 215 697-5002; DSN: 442-5002
FAX: Commercial: 215 697-0766; DSN: 442-0766
E-mail address: [email protected]
(b) For all shipments with shortages, partial loss, damage, theft, or pilferage, ensure a
copy of the SF 361 is furnished to the consignee’s local stock control activity or
requisitioner (copy to both when different).
e. US Coast Guard (USCG).
Commanding Officer (OGC)
USCG Finance Center
1430 Kristina Way
Chesapeake, VA 23326
Commercial: 757 523-6763
FAX: Commercial: 757 366-6541
E-mail address: [email protected]
NOTE: Coast Guard personnel must follow Agency transportation discrepancy reporting
guidelines contained in COMDTINST M4610.5, Transportation of Freight and COMDTINST
M4610.6, US Coast Guard Freight Loss and Damage System.

II-210-24

f.

DLA.
(1) Finance Center and Claims Office (CONUS commercial carrier shipments, only). When
the appropriation shown on the BL begins with “97” or if the TAC begins with an “ S”,
forward TDRs to:
Defense Finance and Accounting Service (DFAS)
Indianapolis Center
ATTN: DFAS-IN-BVAYC
8899 East 56th Street
Indianapolis, IN 46249-0650
Commercial: 317 510-2650; DSN: 699-2650
FAX: Commercial: 317 510-7829; DSN: 699-7829
(2) Additional DLA Distribution Requirements. Forward a copy of the SF 361 to the
Defense Supply Center when requesting credit, repair, or disposition instructions.
(Do not send Centers “status of shipment” or “requests for proof of delivery” requests.
For lost, short-shipped or over-shipped shipments, submit a SF 364.) (See Figure 210-4)
Routing Identification Code: S9C/S9E
Defense Supply Center, Columbus
ATTN: DSCC-NAB
P. O. Box 3990
Columbus, OH 43216-5000
DSN: 850-2089
FAX: Commercial: 614 692-4179; DSN: 850-4179
Routing Identification Code: S9G
Defense Supply Center, Richmond
ATTN: DSCR-JKR
8000 Jefferson Davis Highway
Richmond, VA 23297-5000
DSN: 695-3209
E-mail address: [email protected]
FAX: Commercial: 804 279-6638
Routing Identification Code: S9I/S9T/S9S/S9M
Defense Supply Center, Philadelphia
ATTN: DSCP-OMD (Transportation)
700 Robbins Avenue
Philadelphia, PA 19111-5092
Commercial: 215 737-3825; DSN: 444-3825
FAX: Commercial: 215 737-8400

II-210-25

Routing Identification Code: SMS
Defense Supply Center Philadelphia
ATTN: Pam Stephens, DSCP-ILSI
700 Robbins Avenue
Philadelphia, PA 19111-5092
Commercial: 215 737-5237; DSN: 444-5237
FAX: Commercial: 215 737-7902; DSN: 444-7902
E-mail address: [email protected]
Routing Identification Code: S7S
Defense Supply Center Philadelphia Pacific Region
ATTN: DCSPP-SCP
440 Fuller Way
Pearl Harbor, HI 96860-4967
Commercial: 808 471-0513; DSN: 315 471-0513
(Use the DSCP-OMD address to report discrepancies)
g. DCMA.
(1) Finance Center and Claims Office (CONUS commercial carrier shipments only). When
the appropriation shown on the BL begins with “97” or if the TAC begins with an “H”,
forward TDRs to:
Defense Finance and Accounting Service (DFAS)
Indianapolis Center
ATTN: DFAS-IN-RTEC
8899 East 56th Street
Indianapolis, IN 46249-0001
Commercial: 317 510-2650; DSN: 699-2650
FAX: Commercial: 317 510-7829; DSN: 699-7829
(2) Additional distribution requirements:
(a) Forward a copy of the SF 361 to the CMO and the TO on any shipment made by a
contractor. The CMOs are located in Block 10 of the DD Form 250, Material
Inspection and Receiving Report, Figure 210-15 and Block 6 of the DD Form 1155,
Order for Supplies or Services, Figure 210-16.
(b) For all shipments with shortages, partial loss, damage, theft, or pilferage, assure that
a copy of the SF 361 is furnished to the consignee’s local stock control activity or
requisitioner (copy to both the activity and requisitioner, when different offices).

II-210-26

h. GSA.
(1) Direct all SF 361s on shipments made from or directed by GSA to the National
Customer Service Center (NCSC). This includes direct delivery shipments from a
vendor or contractor, but excludes shipments of commercial vehicles. The NCSC
address is:
GSA National Customer Service Center (6FRT)
1500 East Bannister Road, Building 4
Kansas City, MO 64131-3087
Commercial: 800 488-3111; DSN: 465-1416
(2) The NCSC will also accept discrepancies sent via e-mail at [email protected], or
through GSA ADVANTAGE. See https://www.gsaadvantage.gov, for more information
on GSA ADVANTAGE.
(3) Additional distribution requirements:
Submit TDRs for shortage, damage, theft, or pilferage on shipments of commercial
vehicles purchased through GSA to the following address:
General Services Administration
Federal Supply Service
Automotive Division (FFA)
1941 Jefferson Davis Highway, Room 600
Arlington, VA 22202
i.

International Logistics Shipments.
(1) For FMS, SAP, and Presidential Determination, forward TDRs to:
Defense Finance and Accounting Service (DFAS), Denver
Directorate for Security Assistance
ATTN: DFAS-AW/DE
6760 E. Irvington Place
Denver, CO 80279-2000
Commercial: 303 676-6391
E-mail address: [email protected]
Also, forward a copy to the responsible in-country military assistance advisory group.
(2) Sponsoring Service International Logistics Coordinating Office listed under the Service
section. The sponsoring service determines the first position of the TCN, for example:
B = Army
D = Air Force
P = Navy
K = Marine Corps

II-210-27

j.

AAFES.
(1) Finance Center and Claim Office:
Headquarters
Army and Air Force Exchange Service (AAFES)
ATTN: CM-1, P.O. Box 222305
Dallas, TX 75222
(2) For any AAFES consignor, provide a copy to:
HQ AAFES
ATTN: LG-T, Box 660320
Dallas, TX 75266-0320
Exchange Customer Contact Center: 877 891-7827

k. Headquarters, Defense Commissary Agency (DeCA).
(1) Finance Center and Claim Office:
Headquarters, Defense Commissary Agency (DeCA)
Transportation Division
1300 E Avenue, ATTN: Ms. Arlene Ripp, Manager
Building 11200
Fort Lee, VA 23801-1800
Commercial: 804 734-8878; DSN: 687-8878
FAX: Commercial 804 734-8666
E-mail address: [email protected]
Message address: DECA FT LEE VA//CC/TR//
l.

3PL Contract Shipments. Transportation discrepancies in shipment must be reported directly
to the contractor using the TDR module in ETA/GFM. Discrepancy reporting requirements
and claim settlement information are in Appendix C, Performance Work Statement, of the
3PL Contract.

4. SAP Addresses.
a. Sponsoring US Military Services/IA. A copy of any submission related to the SAP will go to
the Security Assistance Agency that generated the shipment involved. The US Army, US
Navy, US Air Force and the Defense Reutilization and Marketing Service (DRMS) are the
major IAs involved in the SAP. The addresses to use for furnishing SAP Agency copies are
found in Paragraph F.5.f of Appendix E of this regulation.
b. Director DFAS Denver Center SAAC
ATTN: DFAS-D
6760 East Irvington Place
Denver, CO 80279-2000

II-210-28

J. TDR POLICY OFFICE ADDRESSES
1. The following activities are responsible for TDR policy issues:
a. Air Force
Commander
Air Force Material Command
ATTN: LSO/LOTC
5215 Thurlow Street, Suite 5, Building 70
Wright-Patterson AFB, OH 45433-5540
Commercial: 937 257-4814; DSN: 787-4814
FAX: Commercial: 937 257-4403; DSN: 787-4403
E-mail address: [email protected]
b. Army
HQDA, ODCSLOG
Transportation Policy Division
ATTN: DALO-TSP
500 Army Pentagon
Washington, DC 20310-0500
Commercial: 703 614-1524; DSN: 224-1524
E-mail address: [email protected]
c. Marine Corps
Headquarters Marine Corps
ATTN: Code LPD-1
2 Navy Annex
Washington, DC 20380-1775
Commercial: 703 695-7930; DSN: 225-7930
FAX: Commercial: 703 695-8160
E-mail address: [email protected]
d. Navy
Naval Transportation Support Center
ATTN: Code 02A
1837 Morris Street
Norfolk, VA 23511-3492
Commercial: 757 443-5401; DSN: 646-5401
FAX: Commercial: 757 443-5411; DSN: 646-5411
E-mail address: [email protected]

II-210-29

e. USCG
Commandant
United States Coast Guard
ATTN: G-SLP
2100 Second Street, SW
Washington, DC 20593-0001
Commercial: 202 267-0640
FAX: Commercial: 202 267-4516
E-mail address: [email protected]
f.

DLA
Defense Logistics Agency
ATTN: J-3733
8725 John J. Kingman Road, Suite 4234
Ft. Belvoir, VA 22060-6220
Commercial: 703 767-3638; DSN: 427-3638
FAX: Commercial 703 767-3628; DSN 427-3628
E-mail address: [email protected]

g. DCMA
Defense Contract Management Agency
ATTN: DCMA-OCS
6350 Walker Lane, Suite 300
Alexandria, VA 22310-5000
Commercial: 703 428-0754; DSN: 328-0754
FAX: Commercial: 703 428-1897; DSN: 328-1897
E-mail address: [email protected]
h. GSA
General Services Administration
ATTN: Jim Stroup, Transportation Management Specialist
Customer Service Branch II (6FRB)
1500 East Bannister Road, Building 4
Kansas City, MO 64131-3088
Commercial: 816 823-3060 EXT 66015
E-mail address: [email protected]

II-210-30

K. TDR CODE USAGE
1. Discrepancy Type and Cause Codes. Appendix I, Paragraph D lists possible discrepancy codes.
The first portion indicates type of discrepancy and second position indicates cause of discrepancy,
e.g., astray cargo attributed to incomplete marking would be coded “A3”, and damage attributed
to spoilage would be coded “DG”. The second position must agree with one of the discrepancy
causes assigned to the discrepancy type reported in the first position.
2. Mode of Shipment--Container and Breakbulk. Appendix I, Paragraph E identifies the type of
packing used for container and BB shipments. For ATCMDs, the mode will indicate the initial
movement from the origin shipping activity.
3. SDDC VAN, MILVAN, SEAVAN Shipments. The first position of the code is always “A” for
SDDC VANs, “Y” for MILVANs and “Z” for SEAVANs. The second position of the code in
Appendix I, Paragraph F, identifies who loaded the vans and to what capacity the vans were
loaded.
4. Type Pack Codes. The type pack codes in Appendix I, Paragraph G, identifies the type of
packing used for container and BB shipments.

II-210-31

Department of Defense
OR

Department of Defense Regulation 4500.9-R, Defense Transportation Regulation

USE CODES AND
FOLLOW
INSTRUCTIONS
SET FORTH IN:

Civilian Agencies

FPMR (41 CFR) 101-40.7 or FPMR (41 CFR) 101-26.8 WHEN REPORTING TO GSA OR DOD

1. DATE
4212

TRANSPORTATION DISCREPANCY
REPORT

2. REPORT NUMBER
W45QRE-0031

FORM APPROVED
OMB NO.
3090-0093

PART 1
REQUEST FOR INFORMATION (RFI)

INITIAL NOTIFICATION

MISCELLANEOUS PROBLEMS

3. TO
TRANSPORTATION OFFICER
TOBYHANNA ARMY DEPOT
TOBYHANNA, PA 18466-5059

4. REPORTING ACTIVITY
TRANSPORTATION OFFICER
FORT HOOD, TX 76544

5. CONSIGNOR
TRANSPORTATION OFFICER
TOBYHANNA ARMY DEPOT
TOBYHANNA, PA 18466-5059

6. CONSIGNEE

W45QRE

SAME AS 4

W25G1W

7. SHIPPER
SAME AS 5

W45QRE

8. CARRIER ROUTING AND IDENTIFICATION
ABC TRUCKING TRAILER NO. 01234
W25G1W
ABCI

9. POINT OF ORIGIN

10. CARRIER’S PRO/FREIGHT BILL NO.
064-6571222

11. DESTINATION

12. BILL OF LADING NO./TYPE
E. 2,345,678 BL

13. MODE
CODE

14. DATE CARRIER
SIGNED FOR
SHIPMENT
4184

15. DATE CONSIGNEE
RECEIVED SHIPMENT
4191

16. DATE DISCREPANCY
DISCOVERED
4191

17. DATE CARRIER
NOTIFIED

18. NAME OF PERSON CONTACTED
MR. HARRY SMITH
215 465-0960

4191, Phone

19. SEAL NUMBERS AND CONDITION
INTACT

BROKEN/MISSING (Include details)

ACQUISITION
DOCUMENT AND/OR
TRANSPORATION CONTROL
NO.

ISSUE DATA
COMMODITY DESCRIPTION
AND/OR
NATIONAL STOCK NO. (NSN)
21

20
W45QRES0140001XX X

446688

RADIOACTIVE DEVICE

TYPE
OF
PACK

QUANTITY
DISCREPANT
(PIECES)

22

23

BX

1

TYPE
AND
CAUSE
CODE

DISCREPANT
UNIT OF
ISSUE
25

26

27

28

29

4

1

465

$450.00

24
DK

VALUE
OR COST
OF
REPAIRS

UNITS
BILLED/
SHIPPED

EA

UNITS

WEIGHT

5840-00-123-9876

30. REMARKS (See preparation instructions of covering regulation for suggested information)
SHIPMENT WAS LOADED ON ABC TRUCKING TRAILER NO. 01234, 3 JUL 2004, BLOCKED AND BRACED WITH TWO-FOOT 4X4’S NAILED TO THE TRAILER FLOOR ON ALL
FOUR SIDES OF THE BOX
31B. TITLE
31A. NAME OF PREPARER (Type or print)
TRANSPORTATION OFFICER
J T OEWENS
31C. TELEPHONE NO. DSN 737
(817) 287-2200
32. REPLY

31D. SIGNATURE
J T OEWENS

33A. NAME OF RESPONDENT (Type or print)

33B. TELEPHONE NO.

33C. ADDRESS

33D. SIGNATURE

NSN 7540-00-965-2403

361-107

33E. DATE
STANDARD FORM 361 (REV 3-84) (EG)
Prescribed by GSA
FPMR (41 CFR) 101-40.702

Figure 210-1. SF 361, Transportation Discrepancy Report (TDR),
(Source Document for Claims)

II-210-32

34. THIS IS A SURVEY DOCUMENT

35. DATE

PART II – (FOR CLAIMS PURPOSES)
YES

4188

NO

36. TO:

*** APPROPRIATE FINANCE CENTER/CLAIM OFFICE ***
37. RESPONSIBILITY
CARRIER

SHIPPER/CONTRACTOR

38. EXCEPTION NOTED ON CARRIERS DELIVERY
RECEIPT? (If “NO,” explain in Remarks)
YES

TRANS/SHIPPING
ACTIVITY

RECEIVER

39. DOCUMENTS ATTACHED? (If “YES,”
list in Remarks)

NO

YES

OTHER
(Specify)

40. PHOTOGRAPHS ATTACHED?

NO

YES

NO

42. DISPOSITION DATA

41. INSPECTION DATA
CARRIER INSPECTED
(Report attached)

INSPECTION WAIVED
(Waiver attached)

REJECTED
(Receipt attached)

REPAIRED AT GOVERNMENT
EXPENSE (Bill Attached)

ORAL WAIVER
(Provide name, title,
and date in Remarks)

OVERNMENT INSPECTED
(Report attached)

OTHER (Explain in Remarks)

43. REMARKS (See preparation instructions of covering regulation for suggested information)
DOCUMENT ATTACHED:
1.
CY CBL
2.
CY CARRIER’S TENDER 04218
3.
CY CARRIER’S DELIVERY RECEIPT
4.
PHOTOGRAPHS
5.
CY CARRIER’S INSPECTION REPORT
6.
CY GOVERNMENT INSPECTION REPORT
7.
CY DD FORM 1348-1
8.
ACTUAL REPAIR COST STATEMENT

CARRIER DROPPED SHIPMENT 6 JULY 2003 WHILE
UNLOADING

44. DISTRIBUTION OF COPIES

45a. NAME OF PREPARER (Type or Print)

SDG3-GD-CS
FORT HOOD TO FILE
TOBYHANNA ARMY DEPOT I.O. FILE
CDRMDC/MTSS/MTN
DERCEDM/AMSEQ-MMD-DT

45b. TITLE

Bill Gazdagh
45c TELEPHONE NUMBER

TRANSPORTATION OFFICER

703 428-2294

DSN 328

45d. SIGNATURE

Bill Gazdagh
A. ABOVE ITEMS HAVE BEEN

46. ACTION BY REVIEWING OFFICIALS
B. INVENTORY ACCOUNT

C. CHARGE/TRANSFER TO

EXPENDED
RECEIVED
D. ACCOUNTING
CLASSIFICATION
E. APPROVED TO HOLD _________________________________
(Name)
F. APPROVING
OFFICIAL

RESPONSIBLE IN THE AMOUNT OF $ ____________________

NAME (Type or Print)

TITLE

SIGNATURE

DATE
47. ACTION BY CLAIMS OFFICE

Figure 210-1. SF 361, Transportation Discrepancy Report (TDR),
(Source Document for Claims) (Cont’d)

II-210-33

Figure 210-2. SF 362, U.S. Government Freight Lost/Damage Claim

II-210-34

Figure 210-2. SF 362, U.S. Government Freight Lost/Damage Claim (Cont’d)

II-210-35

Department of Defense
OR

Department of Defense Regulation 4500.9-R, Defense Transportation Regulation

USE CODES AND
FOLLOW
INSTRUCTIONS
SET FORTH IN:

Civilian Agencies

FPMR (41 CFR) 101-40.7 or FPMR (41 CFR) 101-26.8 WHEN REPORTING TO GSA OR DOD

1. DATE
4161

TRANSPORTATION DISCREPANCY
REPORT

2. REPORT NUMBER

FORM APPROVED
OMB NO.
3090-0093

PART 1
REQUEST FOR INFORMATION (RFI)

INITIAL NOTIFICATION

3. TO

MISCELLANEOUS PROBLEMS

4. REPORTING ACTIVITY
598TH US ARMY TRANSPORTATION TERMINAL
APO AE 09709-5000

5. CONSIGNOR
FLEET AND INDUSTRIAL SUPPLY CENTER
NORFOLK, VA 23511-5000
N45631
7. SHIPPER
SAME AS BLOCK 5

WK3FOY

6. CONSIGNEE
CDR, EUROPEAN DISTRIBUTION
AAFES - EUROPE
APO AE 09143
8. CARRIER ROUTING AND IDENTIFICATION
SL INDEPENDENCE A4929 WISQLL 4020 VO33IN2

N45631
SLND
10. CARRIER’S PRO/FREIGHT BILL NO.
N/A

9. POINT OF ORIGIN
11. DESTINATION

12. BILL OF LADING NO./TYPE
N/A

14. DATE CARRIER
SIGNED FOR
SHIPMENT

13. MODE
CODE

15. DATE CONSIGNEE
RECEIVED SHIPMENT

Z

16. DATE DISCREPANCY
DISCOVERED
4116

17. DATE CARRIER
NOTIFIED

18. NAME OF PERSON CONTACTED
MR. HARRY SMITH
215 465-0960

19. SEAL NUMBERS AND CONDITION
INTACT

BROKEN/MISSING (Include details)

ACQUISITION
DOCUMENT AND/OR
TRANSPORATION CONTROL
NO.

57765
ISSUE DATA

COMMODITY DESCRIPTION
AND/OR
NATIONAL STOCK NO. (NSN)

TYPE
OF
PACK

QUANTITY
DISCREPANT
(PIECES)

TYPE
AND
CAUSE
CODE

UNIT OF
ISSUE

UNITS
BILLED/
SHIPPED

25

26

20

21

22

23

24

HX8AAUTOAT-

POTATO CHIPS

CD

17

SK

HX8AAUTOAT-

TORTILA CHIPS

CD

4

SK

UNITS

WEIGHT

VALUE
OR COST
OF
REPAIRS

27

28

29

DISCREPANT

8940-00-A278940-00-A27-

30. REMARKS (See preparation instructions of covering regulation for suggested information)
SHIPMENT WAS LOADED ON ABC TRUCKING TRAILER NO. 01234, 3 APR 2003, BLOCKED AND BRACED WITH TWO-FOOT 4X4’S NAILED TO THE TRAILER FLOOR ON ALL FOUR
SIDES OF THE BOX
31B. TITLE
31A. NAME OF PREPARER (Type or print)
TRANSPORTATION OFFICER
RONDA A. FORTSON
31C. TELEPHONE NO. DSN 328
31D. SIGNATURE
(703) 428-2294
RONDA A. FORTSON
32. REPLY
33A. NAME OF RESPONDENT (Type or print)

33B. TELEPHONE NO.

33C. ADDRESS

33D. SIGNATURE

NSN 7540-00-965-2403

361-107

33E. DATE
STANDARD FORM 361 (REV 3-84) (EG)
Prescribed by GSA
FPMR (41 CFR) 101-40.702

Figure 210-3. SF 361, Sample for Discrepancies Discovered by Other Agencies

II-210-36

Figure 210-4. SF 364, Report of Discrepancy (ROD)

II-210-37

Figure 210-4. SF 364, Report of Discrepancy (ROD) (Cont’d)

II-210-38

Figure 210-5. DD Form 1131, Cash Collection Voucher
II-210-39

FROM:

CDR FORT HOOD TX //AFZ-DI-INS-MM//

TO:

CDR TOAD TOBYHANNA PA//SDSTO-ST//

INFO:

SDDCOPNSCTR FT EUSTIS VA//SDG3-GD-CS
CDRJMC ROCK ISLAND IL//AMSJM-TT//

UNCLAS
SUBJECT:

TDR ADVISORY/RFI FOR CLASSIFIED OR PROTECTED SHIPMENT

1.

3148

2.

W45QRE-0031

4.

TRANS OFF FT HOOD TX 76544

5.

TRANS OFF, TOBYHANNA ARMY DEPOT, TOBYHANNA PA 18466 (425613)

6.

SAME AS LINE 4

7.

SAME AS LINE 5

8.

ABC TRUCKING TRAILER NO.01234 SEAL NO 446688 INTACT

10.

064-657122

12.

GBL K2,345,678

16.

3191

17.

3191

20.

TCN 04SORE 90140001XXX

21.

RADIOACTIVE DEVICE NSN 5840 00 123 9876 UNCLAS

22.

BX

23.

1 PC

24.

DK

28.

465 LBS

30.

REQ A STATEMENT BE FURNISHED THIS CMD INDICATING WHO LOADED SHIPMENT
WHAT WERE LOADING CONDITIONS AND IF CARRIER INSPECTED.

31.

PAM MAINOR ([email protected])
826-7558)

(W45QRE)

Commercial:

757 878-8622, DSN:

Figure 210-6. Sample Joint Message Form

II-210-40

Department of Defense
OR

Department of Defense Regulation 4500.9-R, Defense Transportation Regulation

USE CODES AND
FOLLOW
INSTRUCTIONS
SET FORTH IN:

Civilian Agencies

FPMR (41 CFR) 101-40.7 or FPMR (41 CFR) 101-26.8 WHEN REPORTING TO GSA OR DOD

1. DATE
3164

TRANSPORTATION DISCREPANCY
REPORT

2. REPORT NUMBER
M31000-0081

FORM APPROVED
OMB NO.
3090-0093

PART 1
REQUEST FOR INFORMATION (RFI)

INITIAL NOTIFICATION

MISCELLANEOUS PROBLEMS

3. TO
TRANSPORTATION OFFICER
DEFENSE DISTRIBUTION DEPOT
SUSQUEHANNA, PA 17070-5002

4. REPORTING ACTIVITY
TRAFFIC MANAGEMENT
MARINE CORPS BASE
CAMP LEJEUNE, NC 28542-0004

5. CONSIGNOR
TRANSPORTATION OFFICER
DEFENSE DISTRIBUTION DEPOT
SUSQUEHANNA, PA 17070-5002

6. CONSIGNEE
SAME AS LINE 4 M31000

M31000

SW3100

7. SHIPPER
SAME AS BLOCK 5

8. CARRIER ROUTING AND IDENTIFICATION
THURSTON MOTOR LINES, INC

9. POINT OF ORIGIN

10. CARRIER’S PRO/FREIGHT BILL NO.
052-072850-3

11. DESTINATION

12. BILL OF LADING NO./TYPE
CBL 072850-3

THUR

14. DATE CARRIER
SIGNED FOR
SHIPMENT
4156

13. MODE
CODE
B

15. DATE CONSIGNEE
RECEIVED SHIPMENT
4161

16. DATE DISCREPANCY
DISCOVERED
4161

17. DATE CARRIER
NOTIFIED

18. NAME OF PERSON CONTACTED
MR. BOB JONES
215 402-1800

4191

19. SEAL NUMBERS AND CONDITION
INTACT
ACQUISITION
DOCUMENT AND/OR
TRANSPORATION CONTROL
NO.

BROKEN/MISSING (Include details)

N/A
ISSUE DATA

COMMODITY DESCRIPTION
AND/OR
NATIONAL STOCK NO. (NSN)

TYPE
OF
PACK

QUANTITY
DISCREPANT
(PIECES)

TYPE
AND
CAUSE
CODE

DISCREPANT
UNIT OF
ISSUE

UNITS
BILLED/
SHIPPED

UNITS

WEIGHT

VALUE OR
COST OF
REPAIRS

20

21

22

23

24

25

26

27

28

29

M931354360-

CLOTHING, COTTON

CT

2

SS

PB

56

56

71

$267.60

8410-00-265-0385

30. REMARKS (See preparation instructions of covering regulation for suggested information)
CARRIER: 2 CARTONS SHORT. PLEASE TRACE
CONSIGNOR: FURNISH PRICED COPY OF SHIPPING DOCUMENT
31A. NAME OF PREPARER (Type or print)
RONDA A. FORTSON
31C. TELEPHONE NO. DSN 328
(703) 428-2294
32. REPLY

31B. TITLE
TRANSPORTATION OFFICER
31D. SIGNATURE
RONDA A. FORTSON

33A. NAME OF RESPONDENT (Type or print)

33B. TELEPHONE NO.

33C. ADDRESS

33D. SIGNATURE

NSN 7540-00-965-2403

361-107

33E. DATE
STANDARD FORM 361 (REV 3-84) (EG)
Prescribed by GSA
FPMR (41 CFR) 101-40.702

Figure 210-7. SF 361, Request for Information

II-210-41

Department of Defense
OR

Department of Defense Regulation 4500.9-R, Defense Transportation Regulation

USE CODES AND
FOLLOW
INSTRUCTIONS
SET FORTH IN:

Civilian Agencies

FPMR (41 CFR) 101-40.7 or FPMR (41 CFR) 101-26.8 WHEN REPORTING TO GSA OR DOD

1. DATE
4164

TRANSPORTATION DISCREPANCY
REPORT

2. REPORT NUMBER

FORM APPROVED
OMB NO.
3090-0093

PART 1
REQUEST FOR INFORMATION (RFI)

INITIAL NOTIFICATION

MISCELLANEOUS PROBLEMS

3. TO
TRANSPORTATION OFFICER
DEFENSE DISTRIBUTION DEPOT
SUSQUEHANNA, PA 17070-5002

4. REPORTING ACTIVITY
TRAFFIC MANAGEMENT
MARINE CORPS BASE
CAMP LEJEUNE, NC 28542-0004

5. CONSIGNOR
TRANSPORTATION OFFICER
DEFENSE DISTRIBUTION DEPOT
SUSQUEHANNA, PA 17070-5002

6. CONSIGNEE
SAME AS 4

M31000

SW3100

7. SHIPPER
SAME AS BLOCK 5

8. CARRIER ROUTING AND IDENTIFICATION
THURSTON MOTOR LINES, INC

9. POINT OF ORIGIN

10. CARRIER’S PRO/FREIGHT BILL NO.
052-072850-3

11. DESTINATION

12. BILL OF LADING NO./TYPE
CBL 072850-3

THUR

13. MODE
CODE
B

14. DATE CARRIER
SIGNED FOR
SHIPMENT
4156

15. DATE CONSIGNEE
RECEIVED SHIPMENT
4161

16. DATE DISCREPANCY
DISCOVERED
4161

17. DATE CARRIER
NOTIFIED

18. NAME OF PERSON CONTACTED
MR. BOB JONES
215 402-1800

4191

19. SEAL NUMBERS AND CONDITION
INTACT
ACQUISITION
DOCUMENT AND/OR
TRANSPORATION CONTROL
NO.

BROKEN/MISSING (Include details)

N/A
ISSUE DATA

COMMODITY DESCRIPTION
AND/OR
NATIONAL STOCK NO. (NSN)

TYPE
OF
PACK

QUANTITY
DISCREPANT
(PIECES)

TYPE
AND
CAUSE
CODE

DISCREPANT
UNIT OF
ISSUE

UNITS
BILLED/
SHIPPED

UNITS

WEIGHT

VALUE
OR COST
OF
REPAIRS

20

21

22

23

24

25

26

27

28

29

M931354360-

CLOTHING, COTTON

CT

2

SS

PB

56

56

71

$267.60

8410-00-265-0385

30. REMARKS (See preparation instructions of covering regulation for suggested information)
CARRIER: 2 CARTONS SHORT. PLEASE TRACE
CONSIGNOR: FURNISH PRICED COPY OF SHIPPING DOCUMENT
31A. NAME OF PREPARER (Type or print)
RONDA A. FORTSON
31C. TELEPHONE NO. DSN 328
31D. SIGNATURE
(703) 428-2294
32. REPLY
PRICED COPY OF DD FORM 1348-1 IS ATTACHED
33A. NAME OF RESPONDENT (Type or print)
CRYSTAL HUNTER
33D. SIGNATURE
33C. ADDRESS TRANSPORTATION OFFICER, DEFENSE
DISTRIBUTION DEPOT, SUSQUEHANNA, PA 17070-5002
Crystal R. Hunter
NSN 7540-00-965-2403

31B. TITLE
TRANSPORTATION OFFICER
RONDA A. FORTSON

33B. TELEPHONE NO.
717 279-3384 DSN 430
33E. DATE
14 May 04

361-107

STANDARD FORM 361 (REV 3-84) (EG)
Prescribed by GSA
FPMR (41 CFR) 101-40.702

Figure 210-8. SF 361, Source Document for Claims

II-210-42

Figure 210-9. SF 1034, Public Voucher for Purchases and Services other than Personal

II-210-43

Figure 210-10. DD Form 788, Private Vehicle Shipping Document for Automobile

II-210-44

Figure 210-10. DD Form 788, Private Vehicle Shipping Document for Automobile (Cont’d)

II-210-45

Figure 210-11. DD Form 788-1, Private Vehicle Shipping Document for Van
II-210-46

Figure 210-11. DD Form 788-1, Private Vehicle Shipping Document for Van (Cont’d)

II-210-47

Figure 210-12. DD Form 788-2, Private Vehicle Shipping Document for Motorcycle

II-210-48

Figure 210-12. DD Form 788-2, Private Vehicle Shipping Document for Motorcycle (Cont’d)
II-210-49

CARGO OUT-TURN REPORT
2. PREPARING ACTIVITY (Name and Address)
N00604
FISC Pearl Harbor – Terminals Department
Box 300- Code 4011
Pearl Harbor, HI 96860-4549

1. VOYAGE DOCUMENT
NO.
P4252
3. NAME OF SHIP
SS KAUAI

4. SHIP STATUS

PAGE

1

VOYAGE CHARTER

OF

1 PAGES

BERTH TERM

COMMERCIAL
USNS
USS
GAA
5. LOADING PORT
D2 MOTBA Oakland Army Base
Oakland, CA 94626

SHIPPING CONTRACT
6. LOADING ACTIVITY

7. DISCHARGING PORT

8. DISCHARGING ACTIVITY

TIME CHARTER

462p4e Same as block 5

XE1 Honolulu, HI

Matson Navigation Co.
Honolulu, HI

9a. DATE/TIME DISCHARGE STARTED
4139/0630

9b. DATE/TIME DISCHARGE COMPLETED
4140/2300

10. UNLOADING COST
CHARGEABLE:
SHIP
CARGO

11. CARGO DISCHARGED BY:

12. LIST OF INCLOSURES

13. DISCREPANCY (Explain in detail, state apparent cause, indicate action taken or recommended)

(Attach to this report all
supporting evidence in form of
sworn statements affadavits,
extracts of ship’s rough log:
photographs, etc.)
one
one
one

(1)
(1)
(1)

one

(1)

one
one
one
one

(1)
(1)
(1)
(1)

one

(1)

SF 361
DD 788
Report of
Events
Freight Claim
Inspectors Report
Cargo Manifest
Set DD 1348-1
DD 1385 2 pgs
Temperature
Chart
DD 1232

SHIP OPERATOR OR HIS AGENT
MILITARY OR CONTRACT PERSONNEL

RECIPIENT GOVERNMENT (MAP/AID shipment)

POV discrepancy noted at time of pickup by owner at port.
Cause of damages to POV unknown.
POVs loaded in vans were devanned by carrier prior to release of shipment.
1PAEPOKE, J_, 05
Cargo listed as damaged on attached SF 361 was loaded in undamaged condition at
his activity.
CRYSTAL HUNTER
Supervisory Shipment Assistant
MOTBA

I hereby certify that all items of property, discharged from the above indicated ship,
in which discrepancy exists between quantity or condition as manifested and
quantity or condition as tallied at time and place of discharge from ship, are
included in this report and that all items no

NAME/GRADE OR RANK OF CERTIFYING OFFICE (Type)

Ronda A. Fortson
SIGNATURE
Ronda A. Fortson

appearing in this report were received as manifested in apparent
good order and condition and that this report is true to the best
of my knowledge and belief.

TITLE
Director, Traffic Administration Division
DATE
24 MAY 04

DD Form 470, OCT 76(EG)

EDITION OF 1 APR 66 IS OBSOLETE, REPLACES
DD FORM 470C, 1 APR 66, WHICH IS OBSOLETE

Figure 210-13. DD Form 470, Cargo Out-Turn Report

II-210-50

USAPPC V1.00

Department of Defense
OR

Department of Defense Regulation 4500.9-R, Defense Transportation Regulation

USE CODES AND
FOLLOW
INSTRUCTIONS
SET FORTH IN:

Civilian Agencies

FPMR (41 CFR) 101-40.7 or FPMR (41 CFR) 101-26.8 WHEN REPORTING TO GSA OR DOD

1. DATE
4093

TRANSPORTATION DISCREPANCY
REPORT

2. REPORT NUMBER
W68P4C-0216

FORM APPROVED
OMB NO.
3090-0093

PART 1
REQUEST FOR INFORMATION (RFI)

INITIAL NOTIFICATION

MISCELLANEOUS PROBLEMS

3. TO
SDDC OPERATIONS CENTER
ATTN: SDG3-GD-CS
661 SHEPPARD PLACE, SECOND FLOOR
FT. EUSTIS VA 23604-5000

4. REPORTING ACTIVITY
TRANSPORTATION OFFICER
833RD TRANS BN
SEATTLE, WA 98134-2391

5. CONSIGNOR
TRANSPORTATION OFFICER
XVIII AIRBORNE CORPS
FORT BRAGG, NC 28310-5000

6. CONSIGNEE
SAME AS 4

W68P4C

W36R4X

7. SHIPPER
SAME AS BLOCK 5

8. CARRIER ROUTING AND IDENTIFICATION
ROADWAY EXPRESS
W36R4X
RDWY

9. POINT OF ORIGIN

10. CARRIER’S PRO/FREIGHT BILL NO.
679-869881-2

11. DESTINATION

12. BILL OF LADING NO./TYPE
WP173576

14. DATE CARRIER
SIGNED FOR
SHIPMENT
4038

13. MODE
CODE
B

15. DATE CONSIGNEE
RECEIVED SHIPMENT
4057

16. DATE DISCREPANCY
DISCOVERED
4059

17. DATE CARRIER
NOTIFIED

18. NAME OF PERSON CONTACTED
MR. BOB JONES
215 402-1800

4191

19. SEAL NUMBERS AND CONDITION
INTACT

BROKEN/MISSING (Include details)

ACQUISITION
DOCUMENT AND/OR
TRANSPORATION CONTROL
NO.

ISSUE DATA
COMMODITY DESCRIPTION
AND/OR
NATIONAL STOCK NO. (NSN)

TYPE
OF
PACK

QUANTITY
DISCREPANT
(PIECES)

TYPE
AND
CAUSE
CODE

UNIT OF
ISSUE

UNITS
BILLED/
SHIPPED

WEIGHT

VALUE
OR COST
OF
REPAIRS
29

DISCREPANT
UNITS

20

21

22

23

24

25

26

27

28

F5029246497746HXX

HHG, AINSWORTH

CC

1

XD

1

1

1

2500

30. REMARKS (See preparation instructions of covering regulation for suggested information)
BL NOT ANNOTATED WITHIN REQUIREMENTS OF TRANSPORTATION FACILITIES GUIDE, THIS INSTALLATION
REQUIRES CARRIERS TO PRELODGE FREIGHT 24 HOURS PRIOR TO DELIVERY
31B. TITLE
31A. NAME OF PREPARER (Type or print)
TRANSPORTATION OFFICER
BONNIE HANNON
31C. TELEPHONE NO. DSN 289
31D. SIGNATURE
618 428-2294
Bonnie Hannon
32. REPLY
PRICED COPY OF DD FORM 1348-1 IS ATTACHED
33A. NAME OF RESPONDENT (Type or print)
33C. ADDRESS

33D. SIGNATURE

NSN 7540-00-965-2403

361-107

33B. TELEPHONE NO.

33E. DATE
STANDARD FORM 361 (REV 3-84) (EG)
Prescribed by GSA
FPMR (41 CFR) 101-40.702

Figure 210-14. SF 361, Sample TDR, Miscellaneous Problems

II-210-51

Figure 210-15. DD Form 250, Material Inspection and Receiving Report
II-210-52

Figure 210-16. DD Form 1155, Order for Supplies or Services

II-210-53

Table 210-1. Timeframes for Submitting TDRs
Type of Discrepancy
Message/Document (SF 361)
Advisory or RFI Message

Classified/Protected Shipments
and All Shipments of AA&E
Immediately, via telephone

Follow-up Notification Message
Advisory/RFI Message
Response
Tracer Message, if required

Within 24 hours via message
Within seven calendar days

Cancellation Message

Within 30 calendar days of
discovery
NLT 30 calendar days after
discovery, cancel message; take
claim action

SF 361, if not resolved

Send a tracer message the eighth
calendar day after loss is discovered

Unclassified/Unprotected
Within seven calendar days of
discovery
Not required
Within seven calendar days
Send message within eight
calendar days after loss is
discovered
Within 30 calendar days of
discovery
NLT 30 calendar days after
discovery

Table 210-2. Time Limit to File Claim
Mode of Shipment
Domestic motor
Domestic rail
Domestic air
Ocean
International air

Small package carrier

Time Limit to File Claim
Nine months from date of delivery or expected date of delivery
Nine months from date of delivery or expected date of delivery
Limits are set forth on the individual carrier’s air waybill
One year from date of delivery
Visible damage – within 14 days of delivery; other damage – within
14 days of delivery; non delivery of goods – 120 days from the date
of the airway bill issue
Limits are set forth in the carrier’s individual service guide

Table 210-3. Completing a TDR
Transportation Discrepancy
Document (SF 361)
Advisory TDR
Initial Notification TDR
Loss or Damage TDR
Astray Freight TDR
TDR Claim for Action
Miscellaneous TDR

Complete These Block Numbers on the TDR
1-2, 4-8, 10, 12, 16-17, 20-24, 28, 30-31
1, 4-31
1-28, 30-33
1-31
1-46
1-28, 30-31
Block 30 - Indicate the probable party who is
responsible for the discrepancy, e.g., the shipper,
packer, carrier, within seven calendar days after
the discrepancy was noted.

II-210-54

Table 210-4. TDR Development Supporting Documents
Supporting Document
Minimum Documentation Needed To Support a TDR for a Claim
Copy of the BL. For commercial air shipments, a copy of both the front and
back of the airbill is required.
Copy of the consignee’s copy of the carrier’s delivery receipt with
discrepancy noted and signed and dated by the carrier’s driver and the
consignee.
Copy of the shipping document completed to show NSN, quantity shipped,
material condition, unit cost, and noun or nomenclature as shown by the
Federal Supply Catalog. This shipping document may be a DD Form 1348-1,
DD Form 250, DD Form 1149, DD Form 1155, etc.
Additional Documentation, as Needed
When there is a consolidation of requisitions in a carton covered by one TCN,
a completed copy of each document in the consolidation is required to
establish the actual loss.
When property is shipped in reparable (F) condition, a reparable value
statement is required, citing the actual preshipment value.
For prepaid FOB origin shipments, a copy of the contractor’s paid invoice is
required.
Copy of a document showing the consignee’s supply records have been
researched for confirmation of whether or not the property checking short has
been received. If ultimate consignee is overseas, they will be contacted for
confirmation of whether or not shipment has been received and a copy of such
reply will be included in the TDR package.
A copy of the debit document showing how many items were received on a
partial delivery (for example, one box of two received).
A copy of the shipper’s reply to the TDR (Request for Information)
confirming whether or not shipment was shipped as billed and condition of
property when tendered to the carrier.
Copy of the shipper’s reply to TDR (Request for Information) describing
conditions under which loading, blocking, and bracing took place, the
adequacy of those actions, and who performed them. Shipper must show if
packing, loading, blocking, bracing were performed according to the terms of
the contract, the Rules of the Association of American Railroads or American
Trucking Associations, and whether or not loading was inspected by carrier.
Copy of tally-out and tally-in records for truckload or rail shipments when
carrier is determined responsible for the shortage or damage.
Copy of tally-out, tally-in, or truck loading/unloading manifest for any
shipment considered to be shipper load and count and/or consignee unload.
For concealed loss or clear delivery receipt, signed affidavit(s) by person(s)
who first discovered the discrepancy, showing time, place, circumstances of
delivery, and explanation as to why shortage or damage was not noted at time
of delivery. If the property was moved from the original delivery point, also
include signed and dated statement(s) or affidavit(s) by person(s) who moved
the property, showing distance, method of movement, time, and
circumstances of movement.

II-210-55

Shortage
Discrepancy

Damage
Discrepancy

;

;

;

;

;

;

;

;
;

;

;

;
;

;

;

;

;

;
;

;

Shortage
Discrepancy

Supporting Document
A copy of the carrier’s inspection report signed by the carrier’s representative
and the consignee. If the carrier declined inspection of the damaged property,
a copy of the government inspection performed, signed and dated by a
technically qualified person.
Original photographs made of the damaged property, showing the carrier’s
name, BL number, date shipped, TCN, date shipped, and NSN to identify the
property.
Itemized actual or estimated repair cost statement, signed and dated by a
technically qualified person. For commercial repair, a copy of the
contractor’s paid invoice.
Copy of the carrier’s receipt for property released to it for salvage, showing
the preshipment value as the amount of the government’s loss. The carrier or
its authorized agent must sign the receipt.
Copy of the official accident report initiated by law enforcement personnel for
loss or damage due to aircraft, rail, or highway accidents.
If damaged property was sent to a repair facility, a copy of the BL or freight
bill for transportation costs to and from the repair facility.
For small package express shipments, a copy of the pickup record, e.g.,
manifest, bar code number, or BL. Include the SF 1034, Figure 210-9, or
other paying documentation to support transportation charges paid on
shipment.
For small package express shipments, a copy of the tracer or loss and damage
investigation report/number. The carrier will not honor claims failing to cite
this number.
Appropriation to be credited for replacement or repair costs.

Damage
Discrepancy
;

;

;

;

;

;
;

;

;

;

;

;

Table 210-5. DD Form 470 Package Documents
Required Documents
Statements of the vessel’s master, officers, or
agent, in connection with reports of discrepancies
Original tally sheets establishing quantity
discharged, condition of cargo as noted by the
checker or tally clerk, and place of stowage
Stevedore damage reports, with identification of
stevedore and report of recovery action being
taken
Extracts from vessel’s log books
Repair estimates and invoices establishing cost of
repair
Reports of costs incurred by the US Government
or recipient foreign government for re-cooperage,
additional handling, or other extra work required
solely as a result of damage to cargo

II-210-56

;

Supporting Documents
Statements of witnesses
Cargo survey reports

Reports of investigation

Photographs and diagrams
Sales contracts establishing salvage value,
price lists, or purchase invoices
Any other information to support the
claim process and prevention of future
cargo loss or damage