Agencies must establish administrative procedures that ensure the following conditions are met:
- (a) Services rendered are paid in accordance with the terms and conditions and the agency must not overpay or underpay a transportation bill.
- (b) A document of agreement signifying acceptance of the arrangements with terms and conditions is filed with the participating agency by the TSP.
- (c) The terms and conditions are included in all transportation agreements and referenced on all transportation documents (TDs).
- (d) Bills are only paid to the TSP listed on the BOL, and cannot be waived.
- (e) All fees to be paid are detailed in the aggregate delivery costs.
- (f) All payments are subject to applicable statutory limitations.
- (g) Procedures (such as a unique numbering system) are established to prevent and detect duplicate payments, properly account for expenditures and discrepancy notices.
- (h) All transactions are verified with any indebtedness list. On charge card transactions, agencies must consult any indebtedness list if the charge card contract provisions allow for it.
- (i) Procedures are established to process any unused tickets.