Standard Form 364 PDF Details

In the realm of logistical operations and procurement within the U.S. Department of Defense and its civilian counterparts, the Standard 364 form, officially titled the Report of Discrepancy (ROD), serves as a cornerstone document. This form is utilized to meticulously report any discrepancies noted during the receipt of shipments or services against the contract requirements. The guidelines for its use span across a variety of directives, including the DLAR 4140.55/AR 735-11.2/NAVSUPINST 4440.127E/AFR 400-54/MCO 4430.3E for the Department of Defense and further directives for civilian agencies as outlined in the Federal Property Management Regulations (FPMR). The form enables entities to detail issues ranging from the condition of the material received, missing or incomplete documentation, packing discrepancies, and even incorrect items received, among others. Its structured format, calling for information like date of preparation, shipper’s details, transportation document number, and a detailed account of the discrepancy, along with necessary action codes, facilitates a clear communication channel for addressing and rectifying discrepancies. Additionally, it lays out the financial and accounting data pertinent to the transactions, enabling a streamlined process for adjustments in billing or further actions required. The Standard 364 form embodies a structured approach towards ensuring accountability and precision in the complex logistics operations within governmental departments and agencies.

QuestionAnswer
Form NameStandard Form 364
Form Length2 pages
Fillable?No
Fillable fields0
Avg. time to fill out30 sec
Other namesstandard form 364, doj form 364, sf 364 fillable, standard form 364 fillable

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INSTRUCTIONS

DEPARTMENT OF DEFENSE: DLAR 4140.55/AR 735-11.2/NAVSUPINST 4440.127E/AFR 400-54/MCO 4430.3E, Reporting of Item and Packaging Discrepancies, and/or DLAR 4140.60/AR 12-12/NAVSUPINST 4920.9B/AFR 67-7/MCO 4140.1B, Processing Discrepancy Reports Against Foreign Military Sales Shipments.

CIVILIAN AGENCIES: See FPMR handbook cited in 19(2)(a).

REPORT OF DISCREPANCY (ROD)

 

 

1. DATE OF PREPARATION

2. REPORT NUMBER

 

 

 

SHIPPING

 

PACKAGING

 

 

 

 

 

 

 

 

 

3. TO (Name and address, include ZIP Code)

 

 

4. FROM (Name and address, include ZIP Code)

 

 

 

 

5a. SHIPPER'S NAME

 

 

 

5b. NUMBER AND DATE OF INVOICE 6. TRANSPORTATION DOCUMENT NUMBER

 

 

 

 

 

 

 

(GBL., Waybill, TCN, etc.)

 

 

 

7a. SHIPPER'S NUMBER (Purchase

 

7b. OFFICE ADMINISTERING CONTRACT

 

 

8. REQUISITIONER'S NUMBER (Requisition,

 

Order/Shipment, Contract, etc.)

 

 

 

 

 

 

Purchase Request, etc.)

 

 

 

9.

SHIPMENT, BILLING, AND RECEIPT DATA

 

10.

DISCREPANCY DATA

 

11.

 

NSN/PART NUMBER AND

UNIT

QUANTITY

QUANTITY

QUAN-

UNIT

TOTAL

1

AC-

2

 

NOMENCLATURE

OF

SHIPPED/

RECEIVED

TITY

PRICE

COST

CODE

 

TION

 

 

ISSUE

BILLED

 

 

 

 

 

(a)

 

(d)

(a)

(b)

(c)

(d)

CODE

 

(b)

(c)

12.REMARKS (Continue on separate sheet of paper if necessary)

1 DISCREPANCY CODES

2 ACTION CODES

CONDITION OF MATERIAL

PRODUCT QUALITY DEFICIENCIES

 

C1 - In condition other than that indicated on

Q1 - Deficient material (Applicable to Grant Aid and

1A - Disposition instructions requested

release/receipt document

 

FMS shipments)

(Reply on reverse)

C2 - Expired shelf life

SHORTAGE OF MATERIAL

1B - Material being retained (See remarks)

C3 - Damaged parcel post shipment

S1

- Quantity less than that on receipt document

1C - Supporting supply documentation

SUPPLY DOCUMENTATION

S2

- Quantity less than that requested (Other than unit

requested

D1 - Not received

 

of issue pack)

 

1D - Material still required expedite

D2 - Illegible or mutilated

S3

- Non-receipt of parcel post shipments

D3 - Incomplete, improper or without authority

ITEM TECHNICAL DATA MARKINGS (i.e., Name Plates, Log

shipment (Not applicable to FMS)

(Only when receipt cannot be properly processed)

Books, Operating Handbooks, Special Instructions, etc.)

1E - Local purchase material to be returned

MISDIRECTED MATERIAL

T1

- Missing

at supplier's expense unless

M1 - Addressed to wrong activity

T2

- Illegible or mutilated

disposition instructions to the contrary

OVERAGE/DUPLICATE SHIPMENTS

T3

- Precautionary operational markings missing

are received within 15 days (Reply on

O1 - Quantity in excess of that on receipt document

T4

- Inspection data missing or incomplete

reverse) (Not applicable to FMS)

O2 - Quantity in excess of that requested (Other than

T5

- Serviceability operating data missing or incomplete

1F - Replacement shipment requested (Not

unit of issue pack)

T6

- Warranty data missing

O3 - Quantity duplicates shipment

WRONG ITEM (Identify requested item as a separate copy in

applicable to FMS)

PACKING DISCREPANCY

Item 9 above)

1G - Reshipment not required. Item to be

P1 - Improper preservation

W1 - Incorrect item received

re-requisitioned

P2 - Improper packing

W2 - Unacceptable substitute

1H - No action required. Information only.

P3 - Improper marking

OTHER DISCREPANCIES

1Z - Other action requested (See remarks)

P4 - Improper unitization

Z1 - See remarks

 

13. FUNDING AND ACCOUNTING DATA

14a. TYPED OR PRINTED NAME, TITLE, AND PHONE NUMBER OF PREPARING OFFICIAL

14b. SIGNATURE

15. DISTRIBUTION ADDRESSEES FOR COPIES

364-103

7540-00-159-4442

(Previous edition is obsolete.)

STANDARD FORM 364 (REV. 2-80) (EG)

Prescribed by GSA FPMR 101-26.8

16. FROM:

18. TO:

17. DISTRIBUTION ADDRESSEES FOR COPIES

Use window envelope to mail this document. Insert name and address, including ZIP Code, starting one typing space below the left dot. Each address line must NOT extend beyond right dot. Address must not exceed four single space typing lines.

19.

 

 

IN ACCORDANCE WITH NOTICE OF DISCREPANCY ON FACE OF THIS FORM:

 

 

 

 

 

 

 

 

 

 

 

a. MATERIAL

 

 

DOCUMENT NUMBER

 

 

 

 

 

 

 

 

 

 

 

 

 

Fold

HAS

WILL

SHIPPED

 

 

b.

NO RECORD OF SHIPMENT. RESUBMIT REPORT TO

here

BEEN

BE

 

 

 

PROPER OFFICE UNDER APPROPRIATE REGULATION.

 

 

 

 

 

 

 

 

 

 

 

c.

AN ADJUSTMENT IN

 

 

 

 

INVOICE/BILL

 

PROOF OF DELIVERY (Parcel Post

 

BILLING HAS BEEN/WILL

CREDIT

DEBIT

d.

e.

Shipments) OR EVIDENCE OF

 

 

BE PROCESSED AS A:

ATTACHED

 

SHIPMENT ENCLOSED.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

f.AN ADJUSTMENT IN BILLING FOR THE REPORTED DISCREPANCY WILL NOT BE PROCESSED FOR THE FOLLOWING REASON WHICH IS CITED IN THE INDICATED REGULATION.

(1)

REASON FOR NOT PROCESSING

(2)

PRESCRIBING REGULATION

 

 

 

 

 

(a) DISCREPANCY WAS NOT REPORTED WITHIN THE TIME FRAMES

 

(a) CHAPTER 5 OF THE GSA HANDBOOK, DISCREPANCIES OR

 

 

DEFICIENCIES IN GSA OR DOD SHIPMENTS, MATERIAL, OR

 

ALLOWED AND/OR

 

 

 

BILLINGS (FPMR 101-26.8)

 

 

 

 

 

(b) DOLLAR VALUE DOES NOT MEET THE CRITERIA PRESCRIBED IN

 

(b) CHAP. 2 AND/OR 7 OF DOD 4000.25-7-M, MILITARY STANDARD

 

 

BILLING SYSTEM (MILSBILLS) AND/OR DD 1513, U.S. DOD OFFER

 

THE REGULATION OR AGREEMENT INDICATED IN 19f(2)

 

 

 

AND ACCEPTANCE, AS APPLICABLE.

 

 

 

 

20.

THE FOLLOWING DISPOSITION IS TO BE MADE OF THE REFERENCED MATERIAL:

a.

c.

 

 

 

 

DAYS

PROCESS FOR DISPOSAL IN ACCORDANCE

b.

 

REPRESENTATIVE WILL CALL FOR DISCUSSION

 

 

WITH SERVICE/AGENCY DIRECTIVES

 

 

CONCERNING DISPOSITION IN:

 

 

 

 

 

 

 

 

 

 

 

 

DAYS

RETAIN MATERIAL AT NO CHARGE.

d.

 

MATERIAL WILL BE PICKED UP IN:

 

 

 

 

 

 

 

 

 

 

 

 

 

e.

Fold here

SHIP MATERIAL (Specify location):

(1)

 

GBL APPROPRIATION CHARGEABLE:

(2)

 

CHARGES COLLECT - VIA:

 

 

FREIGHT

 

 

 

 

 

 

 

 

 

 

 

 

(3)

 

PARCEL POST LABEL ATTACHED

(4)

 

 

 

 

 

 

 

EXPRESS

FREIGHT PREPAID

PARCEL POST

($ __________ postage advanced herewith.

 

 

NOTE: Please enclose postage. Material

 

cannot be returned Parcel Post collect.)

f.

OTHER (Specify)

21.

IF MATERIAL IS STILL REQUIRED, SUBMIT NEW REQUISITION

22.

REPLACEMENT WITH SATISFACTORY MATERIAL WILL BE MADE ON OR BEFORE:

DATE

23.REMARKS (Continue on separate sheet of paper if necessary)

24a. TYPED OR PRINTED NAME AND PHONE NUMBER OF 24b. SIGNATURE PREPARING OFFICIAL

24c. DATE

STANDARD FORM 364 BACK (REV. 2-80)

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Writing segment 1 of sf364

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DOCUMENT NUMBER, CREDIT, and WILL BE in sf364

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