FGIS Billing

Q: Customer requested service but now wants another party billed.  How do we handle?

A: FGIS should request the customer update their application prior to service being performed per the following regulations:

USGSA -

  • CFR Section 800.46(a) Consent and agreement by applicant - This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS.  If a customer does not have a credit account, then CFR Section 800.73(e) Advance Payment (COD) is collected.
  • CFR Section 800.46(b)(7) Payment of bill.  Each applicant, for services under the Act, must pay bills for the services according to 800.70 through 800.73.
  • CFR Section 800.73(d) To whom fees are assessed.

AMA –

  • CFR Section 868.21(a) Consent and agreement by applicant – This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS. If a customer does not have a credit account, then CFR Section 868.92(g) Advance Payment (COD) is collected.
  • CFR Section 868.21(j) Payment of bills.  Each applicant for inspection service shall pay bills for the service pursuant to Section 868.90-868.92.
  • CFR Section 868.92(f) To whom fees are assessed.

Q: Customer requested service, received results, and now is requesting another party be billed based on results.  How do we handle?

A: The customer on the application is be responsible party and will be billed accordingly.  Any dispute based on results should be handled between the applicant and the other party.

USGSA -

  • CFR Section 800.46(a) Consent and agreement by applicant - This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS.  If a customer does not have a credit account, then CFR Section 800.73(e) Advance Payment (COD) is collected.
  • CFR Section 800.46(b)(7) Payment of bill.  Each applicant, for services under the Act, must pay bills for the services according to 800.70 through 800.73.
  • CFR Section 800.73(d) To whom fees are assessed.

AMA –

  • CFR Section 868.21(a) Consent and agreement by applicant – This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS. If a customer does not have a credit account, then CFR Section 868.92(g) Advance Payment (COD) is collected.
  • CFR Section 868.21(j) Payment of bills.  Each applicant for inspection service shall pay bills for the service pursuant to Section 868.90-868.92.
  • CFR Section 868.92(f) To whom fees are assessed.

Q: Another business requested service on behalf of another customer, but can’t provide billing information.  How do we handle?

A: The business requesting the service on behalf of another customer should have authority and have the required information to complete the application.

USGSA -

  • CFR Section 800.46(a) Consent and agreement by applicant - This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS.  If a customer does not have a credit account, then CFR Section 800.73(e) Advance Payment (COD) is collected.
  • CFR Section 800.46(b)(7) Payment of bill.  Each applicant, for services under the Act, must pay bills for the services according to 800.70 through 800.73.
  • CFR Section 800.73(d) To whom fees are assessed.

AMA –

  • CFR Section 868.21(a) Consent and agreement by applicant – This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS. If a customer does not have a credit account, then CFR Section 868.92(g) Advance Payment (COD) is collected.
  • CFR Section 868.21(j) Payment of bills.  Each applicant for inspection service shall pay bills for the service pursuant to Section 868.90-868.92.
  • CFR Section 868.92(f) To whom fees are assessed.

Q: Customer requested service, received results, received charges on account statement, and now is notifying us to bill another third party by name (no FGIS account information available).  How do we handle?

A: The customer on the application is be responsible party and will be billed accordingly.  Any dispute based on results should be handled between the applicant and the other party.

USGSA -

  • CFR Section 800.46(a) Consent and agreement by applicant - This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS.  If a customer does not have a credit account, then CFR Section 800.73(e) Advance Payment (COD) is collected.
  • CFR Section 800.46(b)(7) Payment of bill.  Each applicant, for services under the Act, must pay bills for the services according to 800.70 through 800.73.
  • CFR Section 800.73(d) To whom fees are assessed.

AMA –

  • CFR Section 868.21(a) Consent and agreement by applicant – This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS. If a customer does not have a credit account, then CFR Section 868.92(g) Advance Payment (COD) is collected.
  • CFR Section 868.21(j) Payment of bills.  Each applicant for inspection service shall pay bills for the service pursuant to Section 868.90-868.92.
  • CFR Section 868.92(f) To whom fees are assessed.

Q: Customer has requested a name change.  What is required?

A: The customer will need to contact APHIS, FMD at (877) 777-2128 and have available the following:

Customer account number
Customer “old” name and address
Customer account TIN
Customer “new” name

Q: Customer requested a name change after services were provided.  How do we handle billing and certification already done?

A:. Name change after services were provided, what did the application show?  If the application had the new name, the customer should have been directed to contact APHIS, DEBT MGMT TEAM at (877) 777-2128 or E-Mail ABSHELPLINE@APHIS.USDA.GOV; If the application had the old name, then services were provided to the customer on record

Q: Customer requested a name change, their tax number changed due to a merger/buyout, and services were provided.  How do we handle the billing and certification?

A: The customer is a new customer and will be a COD account until they complete and are approved for a credit account. 

Q: Customer requested a name change, their tax number changed due to a merger/buyout, services were provided, but they are requesting the account be retroactively closed.  How do we handle the billing and certification already completed?

A: The customer on the application is be responsible party and will be billed accordingly.  The customer for future services is a new customer and will be a COD account until they complete and are approved for a credit account.

USGSA -

  • CFR Section 800.46(a) Consent and agreement by applicant - This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS.  If a customer does not have a credit account, then CFR Section 800.73(e) Advance Payment (COD) is collected.
  • CFR Section 800.46(b)(7) Payment of bill.  Each applicant, for services under the Act, must pay bills for the services according to 800.70 through 800.73.
  • CFR Section 800.73(d) To whom fees are assessed.

AMA –

  • CFR Section 868.21(a) Consent and agreement by applicant – This is the application for Inspection and Weighing Services – FGIS-907, Block 13 is the applicant and Block 13a is the applicant’s credit account with FGIS. If a customer does not have a credit account, then CFR Section 868.92(g) Advance Payment (COD) is collected.
  • CFR Section 868.21(j) Payment of bills.  Each applicant for inspection service shall pay bills for the service pursuant to Section 868.90-868.92.
  • CFR Section 868.92(f) To whom fees are assessed.

Q: How does a customer request an account?

A: The customer must complete an APH192 Application for a credit account and IRS-W9 and submit to USDA, APHIS, FMD, ART at fax: (612) 370-2293

Customer Service
USDA APHIS Debt MGMT Team
PO Box 3334
Minneapolis MN 55403

Q: How does a customer request interest be waived?

A:The customer shall submit a waiver request to FGIS.ODA@usda.gov.  The customer’s waiver request shall contain the following:

  1. Written waiver request containing:
    1. Customer account number;
    2. Reason for requesting interest or penalty be waived;
    3. Amount requesting to be waived;
    4. Corrective action to be taken to prevent future delinquencies; and
    5. Customer’s requesting official name, email, and phone number.
  2. Copy of customer statement, showing assessed interest and penalty.

Q: How does a customer appeal services charged?

A: The appeal process is on the back of the customer’s account statement and is as follows:

If you need more information about a transaction on your statement, write to us on a seperate piece of paper at teh customer service address shown on your statement.  We must hear from you no later than 60 days from the closing date of the statement on which the error or problem appeared.  You can telephone us, but doing so will not preserve your rights. Charges assessed at the rate established by the Department of 90 days past due.

Billing Rights Summary

In case of errors or questions about your statement service provided (inspection, overtime, etc.), please contact the agency field office that provided the service. If they are unable to provide assistance, you should contact us as soon as possible,

Late Payment Charges

To protect the interest if the Government on amounts overdue, the Department of Treasury requires a late payment charge on all delinquent debts, payments not received by the due date are subject to late payment in your letter, give us the following information:

*Your name and account number
*The dollar amount, document number, and the date of suspected error
*A description of the problem

You do not have to pay any amount in question while we are investigating, but you are still obligated to pay the parts of your bill that are not in question.

Revenue collected for other items, such as excess commodities or grain, do we put them those in GBA as COD’s?

For reporting purposes all revenue collected by FGIS should be recorded in GBA as a COD collection. 

FMMI customer was over charged for services and the bill was posted in FMMI, what should we do?

The billing office will need to reopen the incorrect bill, correct the charges, and resubmit to FMMI.

COD customer was over charged for services, when should we issue a refund?

If the customer has not requested additional services, the billing office should submit a refund request to USDA APHIS DEBT MGMT TEAM for the amount of the over collection.

Toll Free: 877-777-2128
Commercial: 612-336-3400
E-Mail: ABSHELPLINE@APHIS.USDA.GOV

Q: Customer is requesting a refund on their account, how do they request?

A: The customer will need to submit a request to USDA APHIS DEBT MGMT TEAM via mail, email, fax, or phone requesting the refund.  The request must contain the customer account number and amount requested.

USDA APHIS DEBT MGMT TEAM
PO Box 3334
MINNEAPOLIS MN 55403
Toll Free: 877-777-2128
Commercial: 612-336-3400
Fax: (612) 370-2293
E-Mail: ABSHELPLINE@APHIS.USDA.GOV

Q: Tonnage billing was incorrect, how do we correct?  (This could be date, weight, customer #, carrier id, SSP#)

A: The billing office will need to email FGISonlineSupport@usda.gov and provide the documentation with the correct information to be changed in DEC application.  The FGISonlineSupport team will correct the original DEC record and GBA billing records created from the incorrect DEC record.

Publication Date: 
06/18