FORT EUSTIS, Va. (USTCNS) --- The new PowerTrack system quickly pays transportation carriers like e-mail beats snailmail-if everything goes right.

If things go wrong, the Deployment Support Command arbitrates and resolves disputes over payment of Department of Defense cargo that may occur between the shipper and the carrier, according to Lu Ann Bernard, DSC's lead traffic management specialist on the Carrier Audit Team.

"PowerTrack is a newly implemented electronic freight transaction tracking and payment system that speeds payments to DoD freight carriers," said Bernard. "Before this new system, the carriers had to submit bills through the cumbersome process of providing copies of Government Bills of Lading and other transportation documentation to the appropriate finance office, and then wait weeks for auditing and payment."

The Secretary of Defense has mandated that all carriers with which it contracts to transport military freight will use this USBank-developed system.

This initiative is part of the Management Reform Memorandum #15, which is aimed at improving Defense transportation documentation and financial processing.

"The motor carriers are using the system now and by Dec. 31 all air, sealift, barge, pipeline, and rail transportation firms are expected to be online as well," Bernard added.

Ideally, carriers can now receive payment within three days. By combining all shipping data into one electronic document, both shipper and carrier have access to the information. Payments are transferred electronically, removing paper from the payment process.

That's where the DSC comes in. Once notification of delivery occurs, the carrier sends the payment request to the shipper for approval.

"If the shipper agrees with the charge, it goes directly to PowerTrack at USBank for payment," Bernard said. "If the shipper disagrees with the charges, it is the DSC Carrier Service Division's job to troubleshoot and ultimately arbitrate the disagreement."

"We've had great results so far," said Bernard.

"Most problems arise from additional services the carriers add to the bill for which the shipper was unaware. Oftentimes, the shippers themselves requested those services later in the process," said Bernard. "When the initial cost estimate through the CONUS freight management system doesn't match the final billed charge, the shippers can contact us as the unbiased brokers to audit the cost difference."

"The shippers, most of whom are transportation officers, take this "best value" system seriously, even if the difference is minimal," Bernard emphasized. "We nevertheless look into each request for assistance and resolution to the problem regardless of the difference."

Bernard said that the division receives about 70 emails and calls a week.

"We have a cost question page on the DSC Internet site and we encourage both parties to send us their questions and concerns via the e-mail link on that page rather than by phone for tracking purposes," she explained.

"PowerTrack is easy to use and understand," said James Gilmore, chief of DSC's Carrier Service Division. "There are however ways to make the system even more user friendly and we need to bring these to the attention of both the shippers and the carriers."

Bernard noted that shippers should initially request any special services required for cargo movement when they request a cost estimate through the CFM.

"If they do this," Bernard added, "the initial cost estimate received from the CFM will more closely match the final billed charges. The carriers can also provide detailed information in PowerTrack to explain deviations, extra requirements, or unforeseen circumstances that affect the amount they charge."

According to Gilmore, clarification added within this e-document will help prevent delays and ensure payment is made in the shortest time possible.

"DSC is hosting just such a training workshop on Dec. 12 and 13 for the shippers. Topics will include carrier performance, rating and routing, negotiations, customer service, OCONUS issues and PowerTrack," Gilmore said.

"An added bonus built into PowerTrack is the ability to retrieve an overpayment electronically from a carrier when the shipper is overcharged, and vice versa, a carrier can be compensated if it was initially underpaid," Bernard said.

So far, this new program is working great, according to Bernard.

"If the two parties absolutely cannot compromise and agree on a payment amount, the DSC has the final say in determining how much is to be paid and accepted," said Gilmore.

"We've been fortunate-in the majority of the cases we have looked into, the amount has been amicably reconciled between the shipper and the carrier, and payment was made," added Bernard.

"This cuts like a knife through butter the time it would have taken to resolve a problem auditing a GBL under the old system. This is a win-win situation, everyone benefits," Gilmore said.

As the rest of the carriers come online, it will be up to Gilmore's Carrier Audit Team to keep PowerTrack from derailing. They have already proven they are up to the challenge. (FROM MILITARY TRAFFIC MANAGEMENT COMMAND, DEPLOYMENT SUPPORT COMMAND PUBLIC AFFAIRS).