Military Surface Deployment and Distribution

Command Customer Advisory

November 14, 2017

CA-17-11/14-0195 Update 1

Subject: Release of Claims Portal

Purpose: To provide customers guidance with regards to submitting contract claims

through the Claims Portal, Business Support & Container Management/Pipeline Asset

Tool (BSCM, PAT).

Be Advised: Effective January 1, 2018, the Sealift Services Division, USTRANSCOM

Directorate of Acquisition, (TCAQ-I) will begin processing contract claims booked and

transported, under one of the Strategic Lift Contracts (Universal Services Contract,

Multi-Modal Contract, or Guantanamo Bay Contract) through the Claims Portal.

The Claims Portal is a recent addition to the Business Support & Container

Management (BSCM), located within the Pipeline Asset Tool (PAT), Electronic Transportation Acquisition (ETA)

(https://eta.sddc.army.mil/ETASSOPortal/default.aspx). Please use the provided link to establish an account if you do not already have an ETA account.

Between November 6, 2017 and November 20, 2017, TCAQ-IM will be responsible for entering all USC-08 contract claims which have already been received in DIS into the

Claims Portal. Only USC-8 claims will be entered into the Claims Portal. USC-7 claims will be adjudicated within the Discrepancy Identification System (DIS, GFM) as they are completed. Once all USC-07 claims are completed and all USC-08 claims

are filed in the Claims Portal, the DIS system will no longer be used by TCAQ-IM.

POC: USTRANSCOM TCAQ-I, Sealift Administration, CML: (618) 220-6064 Email: transcom.scott.tcaq.mbx.i-tdr@mail.mil or Contracting Officer (TCAQ-I): (618) 220 7033

Attachment: 1 Claims Portal User Guide

Reference Links:

https://www.ustranscom.mil/dtr/index.cfm

https://www.ustranscom.mil/dtr/dtrp2.cfm

https://eta.sddc.army.mil/ETASSOPortal/default.aspx

Expiration: N/A

CLAIMS PORTAL USER

GUIDE Submitting a Claim

Claims User

September 2017

ATTACHMENT 1

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Contents Claims Portal Overview .............................................................................................................. 2

SUBMITTING A CLAIM ................................................................................................................ 3

Upload Claims Template ..................................................................................................................................................... 3

Search and Select ................................................................................................................................................................ 6

View Submitted Claims .............................................................................................................. 9

Query Claims Master........................................................................................................................................................... 9

Query Claims Detail ........................................................................................................................................................... 11

Contact Us ............................................................................................................................... 15

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Claims Portal Overview

The Claims Portal is an application within the Pipeline Asset Tool (PAT) that allows any Department of

Defense employee, contractor, or military service member to file a claim for cargo loss, damage,

shortage, theft, or pilferage. Claims involving HAZMAT or classified cargo should be made through the

Transportation Discrepancy Report process as outlined in the Transportation Regulation Part II Cargo

Movement, Chapter 210.

The Claims Portal was designed to provide a streamlined process for shippers, claims specialists, and

carriers to submit, process, and view claims. The Claims Portal will provide transparency between the

Claimant, TCAQ, and the Carrier while these claims are being evaluated and processed, thus reducing

the time between claim submission through final disposition.

Claims can only be filed if the cargo was booked and transported under one of the Strategic Lift

Contracts (Universal Services Contract, Multi-Modal Contract, or Guantanamo Bay Contract).

Claims Users can submit claims in PAT by uploading the claims template or by searching and select the

booking.

Claims completed in PAT are sent to USTRANSCOM Acquisitions for review and action.

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SUBMITTING A CLAIM The home page for Claims Users will default to the Submit Page. At the bottom of this page users will

see 2 different options available to submit their claim(s).

Upload Claims Template

Users can click on EXCEL TEMPLATE FOR UPLOADING CLAIM to launch the claims template.

The following information is requested for the template:

- TCN

- PCFN

- Container Number

- Booking Number

- Shipper DODAAC

- Consignee DODAAC

- Container Type

- POE

- POD

- In the Clear Final Destination

- Cargo Value

- Transportation Value

- Narrative (Brief Description on why the claim is being filed)

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Once the template has been downloaded and all information has been filled out, a copy of the

template will need to be saved to the user’s workstation. Once completed, users will click on

BROWSE, Select the file, and click open. They will repeat the process if they have any additional

attachments. Once the Claim and attachments have been added a narrative will need to be

entered, then select UPLOAD CLAIM.

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After confirming all documents have been attached and the Narrative has been entered, users

can click on Upload Claim. This will take users to the Validate Claim Page. On this page users

can make any changes if needed. If a field is highlighted in red that indicates there is an error

and edits must be made to proceed. To make changes users can click the EDIT Button or select

each line item click the EDIT CHECKED box.

Once changes have been made or if no changes are needed. Users will need to check the “I

agree” box, then select SUBMIT CLAIM.

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Once submitted users should see SUCCESS, the time/date stamp, and a message stating the

claim was uploaded successfully.

Search and Select

Claims Users may also file a claim by clicking the QUERY AND SELECT box from the Submit

Homepage.

The QUERY AND SELECT options gives users the ability to search through IBS Bookings and

locate the cargo information using a number of search filters.

After entering their search parameters users can check the boxes next to the records needed

for their claim then click BEGIN CLAIM PROCESS.

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After clicking BEGIN CLAIMS PROCESS users will be taken to the Validate Claim Page. It is

required that a Claim Narrative be entered at the bottom of the page. Users will also have the

option to add attachments if needed.

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Once all documents have been attached and the narrative has been added users will need to

check the “I Agree” box and click Submit Claim.

After the claim is submitted users should see a screen that says SUCCESS which will include the

Date/Time Stamp and a message stating the claim uploaded successfully.

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View Submitted Claims Users have two options to view their submitted claims:

1. Query Claims Master

2. Query Claims Detail

Query Claims Master Claims users will have the ability to view the claims they have submitted by hovering over QUERY

and selecting QUERY CLAIMS MASTER RECORDS from Claims Portal Homepage.

On the Claims Master Page users are able to search for submitted claims based on the SCAC that

moved the cargo, the Contract Type, the Workflow Status, Claim Date Information, Claim Value

Information, or the Claim Number. If the user is unsure of any of the data requested they can also

do an open search by leaving all of the fields blank and clicking SEARCH. This will display all of the

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claims they have submitted.

Once the filters are entered (if used) and the search executed users will be able to select the Eye to

view the Detail Records of the claims or click the Paper clip to add additional attachments. Users

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will also have the ability to export the results into a text file or an Excel spreadsheet.

In the results users will see 2 plus signs in front of the records. Selecting the first plus sign will

show users the workflow statuses, the second displays any attachments that were submitted with

the claim. Since attachments are not required some records will not have the attach sub-grid.

Query Claims Detail In addition to viewing the Master Records generated for submitted claims, Claims Users will have

the ability to search the Claim Detail Records created by hovering over QUERY and selecting QUERY

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CLAIMS DETAIL from the Claims Portal Homepage.

On the Claims Detail Page users are able to search for submitted claims by using shipment specific

filters such as TCN, PCFN, Booking Number, Container Number, etc. In addition to these filters,

users will be able to query by Claim Date Information and Claim value information. Like the Query

Claims Master page users can also choose to do an open search to view all detail items that have

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been submitted.

Once the search filters have been filled in and the search executed, users will be able to see the

detailed request information displayed in the grid.

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When the results appear users will notice the options for multiple sub-grids as well as an option to

submit additional attachments to the record if needed.

The Sub-grids that display are as follows: Workflow Sub-Grids, Attachment Sub-Grids, Detail DRAP

Sub-Grids, ITV Sub-Grids, Ping Data Sub-Grids, Invoice Sub-Grids, and Booking Request Sub-Grids.

On occasion users will notice that the Attachment Sub-Grid box is blank, this would indicate that no

attachments have been uploaded for that particular record. If users wish to do so they will also

have the ability to export their results to a Text or Excel file.

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Contact Us Should you have any additional questions, concerns or comments please feel free to contact any of the

individuals below.