What is a Pro-Forma DA vs a Final DA?

Pro-Forma Disbursement Account is the agent's pre-arrival estimate of port costs, presented before the call so the owner / charterer can fund the account. The agent issues a request for advance funds (typically the pro-forma + 10-20% buffer). Final DA is issued after the call with the exact amounts paid for each line item, supported by third-party invoices. Settlement: agent refunds excess or invoices the difference.

Depends on the charter. On voyage charter the owner usually pays disbursements directly to the agent; some terms (e.g. 'gross terms') include some categories in freight. On time charter the charterer pays. The DA itemises every cost so each party can attribute charges. On bareboat the charterer pays everything. The agent is the principal-pay-master either way.

What is included in the agency fee?

Agency fee covers the agent's services: clearance with port authority, pilot booking, tug allocation, customs / immigration / quarantine, ship's mail and stores, crew arrangements, attending the vessel during port stay, paperwork. Most ports apply a tariff scale (FONASBA recommended scale, FONASBA Quality Standard) or a published port-by-port scale. Specialised work (crew change, surveys, drydock attendance) is invoiced as additional services.

Why do exchange rates appear on the DA?

Many ports invoice in local currency (port dues in EUR / KRW / SGD / TRY / etc.) but the master and owner work in USD. The agent converts at the bank rate at the date of payment; the final DA shows the local-currency invoice amount, the FX rate applied, and the USD equivalent for each line. Disputes most often arise from FX-rate timing and bank-spread choice.

Where can I see the BIMCO General Disbursement form?

BIMCO publishes the General Disbursement form (and BIMCO Standard Disbursement Account, BIMCO General Agency Agreement) on bimco.org for member access. The form structures DA into sections: pilotage, towage, port dues, agency fee, communications, ship's stores, crew expenses, custom & immigration, miscellaneous. Most major commercial ports follow this structure.

Port disbursement (DA)

Port disbursement is the total cost of a vessel's stay in port — pilotage, towage, port dues, line handling, customs, immigration, agency fee, sundries — paid through the local agent. The Disbursement Account (DA) records and itemises every cost. BIMCO publishes the General Disbursement form which most commercial ports follow. Master and Chief Officer commonly compare pro-forma against final DA before settlement.

DA categories

Pilotage. Inward and outward pilot fees, tariff per GT or per vessel category. Compulsory in most ports for vessels above a defined size; some ports use free-for-fee bundle (entry + exit + shifting). Surcharge for night, weekend, holiday, fog/restricted-visibility navigation.
Towage. Tug fees per pull or per hour. Number of tugs depends on vessel size, beam, manoeuvring characteristics, weather, terminal requirements. Escort tugs (laden tankers) on top.
Port dues. Levied by port authority per GT or per call; covers infrastructure access. Often two-part: berth dues (per metre LOA × time alongside) + cargo dues (per ton handled).
Line handling / linesmen. Per call or per shift. Some ports include in port dues; others charge separately.
Mooring / boatmen. Boatmen who run mooring lines from vessel to bollard.
Customs & immigration. Clearance fees; sometimes overtime for after-hours arrival/departure.
Quarantine / health. Free pratique fee where applicable.
Agency fee. Per FONASBA Quality Standard or port-specific tariff. Standard call vs additional services (crew change, surveyor attendance, drydock attendance).
Communications. Phone, fax, courier, agent's email handling.
Crew expenses. Joining/discharging crew transfers, hotel, visas, medical attendance, sign-off documents — separate from agency fee.
Ship's stores. Procurement service; the agent sources food, deck stores, engine spares, charts, etc. (vessel pays the supplier; agent invoices the procurement service).
Disbursement margin. Some agencies apply a 1-3% surcharge on payments made on the master's behalf to third parties.
Sundries / miscellaneous. Garbage and slops removal (MARPOL Annex V/I cost); hot-work permits; ISPS waterside security.

Master's role

· Verify the pro-forma DA before arrival; question any line that exceeds the rate book.
· Sign service receipts (pilot, tug, lineboat) only after the service is rendered.
· Keep copies of every receipt / invoice in the port file.
· On the final DA, cross-check each line against the supporting invoice and the FX rate applied; query any unsupported charge or excessive FX margin.
· Settle disputes with the agent in writing before sailing where possible; raise via the company / DPA otherwise.

FONASBA Quality Standard

FONASBA — Federation of National Associations of Ship Brokers and Agents — publishes the Quality Standard agency-fee tariff and the Standard Liner / General Agency Agreements. Ports operating under FONASBA Quality Standard label (FQS) commit to publish their tariffs and follow standardised invoicing practice. FONASBA is the international point of reference for agency-fee benchmarking.

Sources: BIMCO General Disbursement Account / Standard Disbursement Account / General Agency Agreement; FONASBA Quality Standard agency fee tariff; FONASBA Standard Liner & General Agency Agreement. See also ship agent, disbursement account, laytime, laytime & demurrage.