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Forms Used for Reporting Discrepancies - 12654_107

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Report this immediately to the shipping activity, contracting office, and control point by the quickest means. Mail the formalized SF 364 within 24 hours of the initial report. Submit the report for improper identification of containers or items that require opening the container. Improper identification results in improper storage of material, regardless of cost. Submit the report for any packaging discrepancy, regardless of cost, involving hazardous material. This includes improper identification marking of items, regardless of whether damage or other unsatisfactory conditions exist. Submit the report for excessive packaging by con- tractors that results in additional rests to the Government. Forms Used for Reporting Discrepancies Report Item and packaging discrepancies on a Standard Form 364, Report Of Discrepancy (ROD). Prepare the form in original and as many copies as required by NAVSUPINST 4440.179 (series) for distribution. See figure 5-18 for a sample Standard Form 364. Receiving or transshipping activities must submit the Standard Form 364 (ROD) within the time standards. When extenuating circumstances prevent submission of the ROD within the time frame, enter the reason for delay in block 12 of the ROD. The time frame for submitting the ROD is 150 days for Navy shipments (issues). The time frame for non-Navy shipments are 75 calendar days from shipment date for CONUS and 150 calendar days from shipment date for overseas. The time frame for lost parcel post shipments from Government activities is 45 calendar days from shipment date. The time frame for lost parcel post shipments from commercial sources is 90 calendar days from date of shipment. Action activities must reply to customers within 45 days after receipt of the ROD. They should provide resolution of the discrepancy or interim status. They also need to inform the customer when they pass the ROD to another activity for further action. To allow for mailing each way, send the first follow-up to a ROD to the action activity 60 days after the submission of the original ROD. Send later follow-ups at 30-day intervals. Follow-up action is the responsibility of the activity that submitted the ROD. The following text provides information on how to fill out and prepare the ROD. Show shipping or packaging discrepancy, or both, by placing an X in the proper box at the top of the form. Mark mailing envelopes with “Standard Form 364.” Block 1 2 3 4 5a 5b 6 7a 7b Explanation Date of Preparation. The report is prepared in sequence of year, month, and day; for example, September 22, 1993 is written 93 SEP 22. Report Number. Enter the serial number of the report in this block. For example, for the fifth report of the calendar year, enter 005/93. To. Enter name, address, ZIP Code, activity address code or routing identifier code, and attention symbol or code of action activity. Enter “See item 15” when reporting both shipping and packaging discrepancies for the same item. From. Name, address, and ZIP Code of the reporting activity (consignee). Shipper’s Name. Enter the name and address of the shipper (consignor) when it is different from item 3. Number and Date of Invoice. Enter number and date of vendor’s invoice or shipper’s bill number. Attach a copy of invoice to the Standard Form 364 (not applicable to packaging discrepancies). Transportation Document. Enter the type of transportation document and the identifying number assigned to such document in this block. The document may be a GBL, commercial bill of lading (CBL), manifest, or waybill. The document may also be an ensured or certified parcel post number, or Transportation Control and Movement Document (TCMD). This is a mandatory entry when the shipment received was made via a traceable means. In addition, for shipment-type discrepancies, the following statement should be included in block 12: “Shortage has been verified as not being transportation related.” Shipper’s Number. Enter shipment number (when more than one shipment is under a contract or requisition) and contract or document number. Office Administering Contract. Enter name, address, and ZIP Code of the contract administration office (CAO) activity that directed or arranged the shipment. 5-27



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