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DFARS Appendix F

Appendix F-Material Inspection and Receiving Report

MATERIAL INSPECTION AND RECEIVING REPORT

TABLE OF CONTENTS

Part 1--Introduction.

F-101 General.

F-102 Applicability.

F-103 Use.

F-104 Application.

F-105 Forms.

Part 2--Contract Quality Assurance (CQA) on Shipments Between Contractors.

F-201 Instructions.

Part 3--Preparation of the DD Form 250 and DD Form 250c.

F-301 Preparation instructions.

F-302 Mode/method of shipment codes.

F-303 Consolidated shipments.

F-304 Multiple consignee instructions.

F-305 Correction instructions.

F-306 Invoice instructions.

F-307 Packing list instructions.

F-308 Receiving instructions.

Part 4--Distribution of DD Form 250 and DD Form 250c.

F-401 Distribution.

Part 5--Preparation of the DD Form 250-1 (Loading Report).

F-501 Instructions.

Part 6--Preparation of the DD Form 250-1 (Discharge Report).

F-601 Instructions.

Part 7--Distribution of the DD Form 250-1.

F-701 Distribution.

F-702 Corrected DD Form 250-1.

PART 1--INTRODUCTION

F-101 General.

This appendix contains procedures and instructions for the use, preparation, and distribution of the material inspection and receiving report (MIRR) (DD Form 250 series) and commercial shipping/packing lists used to document Government contract quality assurance.

F-102 Applicability.

F-103 Use.

F-104 Application.

When acceptance is at destination, the receiving activity retains the shipping document(s) to verify the entries on the consignee copy of the DD Form 250 forwarded by the contractor (reference F-401, Table 1) before signing Block 21B.

Include a waybill with each rail shipment showing the identical information. To permit verification of rail deliveries, identify each railcar number comprising the shipment to the shipment number in Block 2 of the DD Form 250 and the analytical test report. When acceptance is at destination, the receiving activity must retain the shipping document(s) to verify the entries on the consignee copy of the DD Form 250. (b) DD Form 250-1.

F-105 Forms.

PART 2--CONTRACT QUALITY ASSURANCE (CQA) ON SHIPMENTS

BETWEEN CONTRACTORS

F-201 Instructions.

PART 3--PREPARATION OF THE DD FORM 250 AND DD FORM 250C

F-301 Preparation instructions.

first position (the letters I and O shall not be used) followed by the three position numeric serial number. Use the following alpha-numeric sequence:

The contracting officer will advise-

F-302 Mode/method of shipment codes.

CODE

DESCRIPTION

   

A

Motor, truckload

   

B

Motor, less than truckload

   

C

Van (unpacked, uncrated personal or Government property)

   

D

Driveaway, truckaway, towaway

   

E

Bus

   

F

Air Mobility Command (Channel and Special Assignment Airlift Mission)

   

G

Surface parcel post

   

H

Air parcel post

   

I

Government trucks, for shipment outside local delivery area

   

J

Air, small package carrier

   

K

Rail, carload 1/

   

L

Rail, less than carload 1/

   

M

Surface, freight forwarder

   

N

LOGAIR

   

O

Organic military air (including aircraft of foreign governments)

   

P

Through Government Bill of Lading (TGBL)

   

Q

Commercial air freight (includes regular and expedited service provided by major airlines; charters and air taxis)

   

R

European Distribution System or Pacific Distribution System

   

S

Scheduled Truck Service (STS) (applies to contract carriage, guaranteed traffic routings and/or scheduled service)

   

T

Air freight forwarder

   

U

QUICKTRANS

   

V

SEAVAN

   

W

Water, river, lake, coastal (commercial)

   

X

Bearer, walk-thru (customer pickup of material)

   

Y

Military Intratheater Airlift Service

   

Z

Military Sealift Command (MSC) (controlled contract or arranged space)

   

2

Government watercraft, barge, lighter

   

3

Roll-on Roll-off (RORO) service

   

4

Armed Forces Courier Service (ARFCOS)

   

5

Surface, small package carrier

   

6

Military official mail (MOM)

   

7

Express mail

   

8

Pipeline

   

9

Local delivery by Government or commercial truck (includes on base transfers; deliveries between air, water, or motor terminals; and adjacent activities). Local delivery areas are identified in commercial carriers' tariffs which are filed and approved by regulatory authorities.

1/ Includes trailer/container-on-flat-car (excluding SEAVAN).

F-303 Consolidated shipments.

When individual shipments are held at the contractor's plant for authorized transportation consolidation to a single bill of lading, the contractor may prepare the DD Forms 250 at the time of CQA or acceptance prior to the time of actual shipment (see Block 3).

F-304 Multiple consignee instructions.

The contractor may prepare one MIRR when the identical line item(s) of a contract are to be shipped to more than one consignee, with the same or varying quantities, and the shipment requires origin acceptance. Prepare the MIRR using the procedures in this appendix with the following changes-

F-305 Correction instructions.

Make a new revised MIRR or correct the original when, because of errors or omissions, it is necessary to correct the MIRR after distribution has been made. Use data identical to that of the original MIRR. Do not correct MIRRs for Blocks 19 and 20 entries. Make the corrections as follows- (a) Circle the error and place the corrected information in the same block; if space is limited, enter the corrected information in Block 16 referencing the error page and block. Enter omissions in Block 16 referencing omission page and block. For example-

 

2. SHIPMENT NO.

 

17. QUANTITY

 

(AAA0001)

See Block 16

 

SHIP/REC'D

19

(17)

       
       
 

16. STOCK/PART NO. DESCRIPTION

 

CORRECTIONS:

   
 

Refer Block 2: Change shipment No. AAA001 to AAA0010 on all pages of the MIRR.

   
 

Refer Blocks 15, 16, 17, and 18, page 2: Delete in entirety Line Item No. 0006. This item was not shipped.

F-306 Invoice instructions.

The Government encourages, but does not require, contractors to use copies of the MIRR as an invoice, in lieu of a commercial form. If commercial forms are used, identify the related MIRR shipment number(s) on the form. If using the MIRR as an invoice, prepare and forward four copies to the payment office as follows-

F-307 Packing list instructions.

Contractors may use copies of the MIRR as a packing list. The packing list copies are in addition to the copies of the MIRR required for standard distribution (see F-401). Mark them "PACKING LIST."

F-308 Receiving instructions.

When the MIRR is used for receiving purposes, local directives shall prescribe procedures. If CQA and acceptance or acceptance of supplies is required upon arrival at destination, see Block 21B for instructions.

PART 4--DISTRIBUTION OF DD FORM 250 AND DD FORM 250C

F-401 Distribution.

MATERIAL INSPECTION AND RECEIVING REPORT

 

TABLE 1

 

STANDARD DISTRIBUTION

 

With Shipment*.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2

Consignee (via mail). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

1

 

(For Navy procurement, include unit price)

 
 

(For foreign military sales, consignee copies are not required)

 

Contract Administration Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

1

 

Forward direct to address in Block 10 except when addressee is a DCMD, DCMAO, or a DPRO and a certificate of conformance or the alternate release procedures (see F-301, Block 21) is involved, and acceptance is at origin; then, forward through the authorized Government representative.)

 

Purchasing Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

1

Payment Office**. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2

 

(Forward direct to address in Block 12 except-

 
 

(i) When address in Block 10 is a DCMD or DCMAO and payment office in Block 12 is the Defense Finance and Accounting Service, Columbus Center, do not make distribution to the Block 12 addressee;

(ii) When address in Block 12 is the Defense Finance and Accounting Service, Columbus Center/Albuquerque Office (DFAS-CO/ALQ), Kirtland AFB, NM, attach only one copy to the required number of copies of the contractor's invoice;

(iii) When acceptance is at destination and a Navy finance office will make payment, forward to destination; and

(iv) When a certificate of conformance or the alternative release procedures (see F-301, Block 21) are involved and acceptance is at origin, forward the copies through the authorized Government representative.

 

ADP Point for CAO (applicable to Air Force only). . . . . . . . . . . . . . . . . . . . . . . . . .

1

 

(When DFAS-CO/ALQ is the payment office in Block 12, send one copy to DFAS-CO/ALQ immediately after signature. If submission of delivery data is made electronically, distribution of this hard copy need not be made to DFAS-CO/ALQ.)

 

CAO of Contractor Receiving GFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

1

 

(For items fabricated or acquired for the Government and shipped to a contractor as Government furnished property, send one copy directly to the CAO cognizant of the receiving contractor, ATTN: Property Administrator (see DoD 4105.59-H).)

 
     

* Attach as follows:

TYPE OF SHIPMENT

LOCATION

Carload or truckload

Affix to the shipment where it will be readily visible and available upon receipt.

   

Less than carload or truckload

Affix to container number one or container truckload bearing lowest number.

   

Mail, including parcel post

Attach to outside or include in the package. Include a copy in each additional package of multi-package shipments.

   

Pipeline, tank car, or railroad cars for coal movements

Forward with consignee copies.

** Payment by Defense Finance and Accounting Service, Columbus Center will be based on the source acceptance copies of DD Forms 250 forwarded to the contract administration office.

MATERIAL INSPECTION AND RECEIVING REPORT

 

TABLE 2

SPECIAL DISTRIBUTION

 

AS REQUIRED

ADDRESS

NUMBER OF COPIES

     

Each: Navy Status Control Activity, Army, Air Force, DLA Inventory Control Manager

Address specified in contract

1

Each addressee

     

Quality Assurance Representative

Address specified by the assigned

quality assurance representative

1

     

Transportation Office issuing GBL (attach to specified in the contract GBL memorandum copy)

CAO address unless otherwise

1

     

Purchasing Office other than office issuing contract

Address specified in the contract

1

     

Foreign Military Sales Representative

Address specified in the contract

8

     

Military Assistance Advisory Group(Grant Aid shipments)

U.S. Military Advisory Group,

Military Attache, Mission, or other designated agency address as

specified in the contract

1

     

Army Foreign Military Sales

Commander

US Army Security Asst. Center

ATTN: AMSAC-OL-LS-CS

3rd Street and "M" Avenue

New Cumberland Army Depot

New Cumberland, PA 17070-5096

1

     

Air Force

On shipments of new production of aircraft and missiles, class 1410 missiles,

HQ Air Force Materiel Command

AFMC/LGM-AVDO

4375 Chidlaw Road, Suite 6

Wright-Patterson AFB, OH 45433-5001

1

1510 aircraft (fixed wing, all types), 1520 aircraft (rotary wing), 1540 gliders, 1550 target drones.

   

When above items are delivered to aircraft modification centers.

DPRO

1

     

Foreign Military Sales/Military Assistance Program (Grant Aid) shipments to Canada

National Defence Headquarters

Ottawa, Ontario

Canada, K1A OK4

ATTN: DPSUPS3

1

     

Other than Canada

Address in the contract

1

     

When consignee is an Air National Guard Activity

Consignee address (Block 13)

ATTN: Property Officer

3

     

Navy

   
 

Navy Foreign Military Sales

U.S. Navy International Logistics

Control Office (NAVILCO)

700 Robbins Avenue

Philadelphia, PA 19111-5095

2

       
 

When typed code (TC) 2T or 7T is shown in Block 16, or when shipment is consigned to another contractor's plant for a Government representative or when Block 16 indicates shipment includes GFP

Aviation Supply Office (ASO)

(Code 0142) for aviation type

material

700 Robbins Avenue

Philadelphia, PA 19111-5098

        and

Ships Parts Control Center

(SPCC) (Code 0143) for all other

material

5450 Carlisle Pike

PO Box 2020

Mechanicsburg, PA 17055-0788

2

2

       

Marine Corps

   
 

All shipments consigned to a Marine Corps Activity (excluding aeronautical spares)

Commandant of the Marine Corps

Headquarters, USMC

Washington, DC 20380-0001

1

       
   

Commanding General

Marine Corps Logistics Base

Albany, GA 31704-5000

3

     

Bulk Petroleum Shipments

Cognizant Defense Fuel Region (see Table 4)

1

PART 5--PREPARATION OF THE DD FORM 250-1 (LOADING REPORT)

F-501 Instructions.

Prepare the DD Form 250-1 using the following instructions when applied to a tanker or barge cargo lifting. If space is limited, use abbreviations. The block numbers correspond to those on the form.

PART 6--PREPARATION OF THE DD FORM 250-1 (DISCHARGE REPORT)

F-601 Instructions.

Prepare the DD Form 250-1 using the following instructions when applied to a tanker or barge discharge. If space is limited, use abbreviations. The block numbers correspond to those on the form.

Report amounts previously discharged on discharge reports prepared by the previous discharge points. Transmit volume figures by routine message to the final discharge point in advance of mailed documents to expedite the loss or gain calculation and provide proration data when more than one department is involved.

PART 7--DISTRIBUTION OF THE DD FORM 250-1

F-701 Distribution.

F-702 Corrected DD Form 250-1.

When errors are made in entries on the form which would affect payment or accountability, make corrected copies. Circle the corrected entries on all copies and mark the form "CORRECTED COPY." Enter the statement, "Corrections Have Been Verified," in Block 26 with the authorized Government representative's dated signature directly below. Make distribution of the certified corrected copy to all recipients of the original distribution.

TABLE 3

 

NUMBER OF COPIES

 

LOADING (Prepared by shipper or Government representative)

DISCHARGE (Prepared by receiving activity)

TYPE OF SHIPMENT

RECIPIENT OF

DD FORM 250-1

TANKER

BARGE

TANKER

BARGE

All

(On overseas shipments

Each Consignee (By mail CONUS only)

2

1

As Required

As Required

provide for a minimum of 4 consignees. Place 1

With Shipment

1

1

As Required

As Required

copy, attached to ullege

Master of Vessel

1

1

1

1

report, in each of 4

Tanker or Barge Agent

2

2

2

2

envelopes. Mark the envelopes, "Consignee -

Contractor

As

Required

As Required

As Required

As Required

First Destination," "Consignee - Second

Cognizant Inspection Office

1

1

1

1

Destination," etc. Deliver via the vessel.

Government Represenative responsible for quality at each destination.

1

1

1

1

 

Government Representative at Cargo Loading Point

1

1

1*

1*

On all USNS tankers and all MSC chartered tankers and MSC chartered barges.

Military Sealift Command, Code N322

Washington, DC 20396-5100

2

2

2

2

See the contract or shipping order for finance documentation and any supplemental requirements for Government-owned product shipments and receipts.

Payment Office: if this is DASC-F send copies to:

Defense Fuel Supply Center, ATTN: DFSC-RDX, Cameron Station, Bldg 5, Alexandria, VA 22304-6160

(do not send copies to DASC-F)

2

2

2

2

For shipments and receipts of DFSC financed cargos for which DASC-F is not the paying office.

Defense Fuel Supply Center, Attn: DFSC-RF, Cameron Station, Alexandria, VA 22304-6160

1

1

1

1

For shipments on all USNS tankers, MSC chartered tankers and barges, and FOB destination tankers with copy of ullage report

Defense Fuels Supply Center, ATTN: DFSC-OI, Cameron Station, Alexandria, VA 22304-6160

1

1

1**

1

On Army ILP shipments

U.S. Army International Logistics Center, New Cumberland Army Depot, New Cumberland, PA 17070-5001

2

2

2

2

NAVY - On all shipments to Navy Operated Terminals.

Navy Fuels Petroleum Office, Cameron Station, Alexandria, VA 22304-6180

2

1

2

1

On all shipments to AF Bases.

Directorate of Energy Management, SA ALC(SFT), Kelly AFB, TX 78241-5000

1

1

1

1

On all Conus loadings.

DFSC Fuels Region(s) cognizant of shipping point

1

1

1

1

On all shipments to CONUS Destinations.

DFSC Fuel Region(s) cognizant of shipping and receiving point****

1

1

0

0

For all discharges of cargos originating at DFSPs and discharging at activitites not a Defense Fuel Support Point.

Defense Fuels Supply Center, ATTN: DFSC-RF, Cameron Station, Alexandria, VA 22304-6160

   

1***

1***

*

**

***

****

With copy of ullage report

Dry tank certificate to accompany DD Form 250-1 and ullage report

Copies of the DD Form 250-1, forwarded by bases, will include the following in block 11: Shipped to: Supplementary Address, if applicable; Signed Code; and Fund Code

See Table 4

TABLE 4

 

FUEL REGION LOCATIONS AND AREAS OF RESPONSIBILITY

   

a.

DFR Northeast

Defense Fuel Region Northeast

Building 2404

McGuire AFB, NJ 08641-5000

     
 

Area of Responsibility:

Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont, Virginia, West Virginia

     

b.

DFR Central

Defense Fuel Region Central

8900 S. Broadway, Building 2

St. Louis, MO 63125-1513

     
 

Area of Responsibility:

Colorado, Illinois, Indiana, Iowa, Kansas, Kentucky, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, Wisconsin, and Wyoming

     

c.

DFR South

Defense Fuel Region South

Federal Office Building

2320 La Branch, Room 1213

Houston, TX 77004-1091

     
 

Area of Responsibility:

Alabama, Arizona, Arkansas, Caribbean Area, Florida, Georgia, Louisiana, Mexico, Mississippi, New Mexico, North Carolina, Oklahoma, Puerto Rico, South Carolina, Tennessee, Texas, West Indies, Central America, and South America

     

d.

DFR West

Defense Fuel Region West

3171 N. Gaffney Street

San Pedro, CA 90731-1099

     
 

Area of Responsibility:

California, Idaho, Montana, Nevada, Oregon, Utah, and Washington

     

e.

DFR Alaska

Defense Fuel Region Alaska

Elmendorf AFB, Alaska 99506-5000

     
 

Area of Responsibility:

Alaska and Aleutians

     

f.

DFR Europe

Defense Fuel Region Europe

Building 2304

APO New York 09128-4105

     
 

Area of Responsibility:

Continental Europe, United Kingdom, Mediterranean Area, Turkey, and Africa (less Djibouti, Egypt, Ethiopia, Kenya, Somalia)

     

g.

DFR Mideast

Defense Fuels Region, Middle East

P.O. Box 386

Awali, Bahrain

APO New York 09526-2830

     
 

Area of Responsibility:

Afghanistan, Bahrain, Djibouti, Egypt, Ethiopia, Iran, Iraq, Jordan, Kenya, Kuwait, Oman, Pakistan, Qatar, Saudi Arabia, Somalia, Sudan, United Arab Emirates, and Yemen

     

h.

DFR Pacific

Defense Fuel Region, Pacific

Camp H. M. Smith

Honolulu, HI 96861-5000

     
 

Area of Responsibility:

Australia, Burma, East Indies, Hawaii, Indian Ocean, Japan, Korea, Malaya, Marianas, New Zealand, Philippines, Ryukyu Islands, South Pacific Islands, Sri Lanka, Taiwan, and Thailand

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