report of the facts and circumstances to the appropriate designated office of the administrative agency. Also, this report should identify the transportation reInquest used to procure the transporation involved and should be accompanied by any unused tickets or transportation coupons in the traveler's possession. In this connection, attention is directed to the fact that SF 1173, Report of Change Min Passenger Transportation Service, is available for use, if desired, in submitting reports to the administrative agency. [24 F.R. 8597, Oct. 23, 1959]

§ 51.39 Use of Accommodation Authority form in lieu of sleeping or parlor car ticket.

When ticket agents are supplied with railroad tickets but not supplied with sleeping or parlor car tickets, traveler(s) will be issued rail tickets and furnished a uniform prenumbered "Accommodation Authority" form covering the accommodations authorized by the transportation request. This form will be honored by sleeping or parlor car conductors and handled in the same manner as hereinafter outlined for parties of 15

or more.

[24 F.R. 8598, Oct. 23, 1959]

§ 51.40

Use of Accommodation Authority form for parties of 15 or more when there is no car to car transfer en route.

When parties of 15 or more are moving by rail in through sleeping car equipment, tickets will be issued for rail travel only and a uniform prenumbered "Accommodation Authority" form will be issued for sleeping car accommodations. This form, which is supplied by the rail carriers, will be prepared by the carrier's agent at the point of origin to show in the spaces provided, in conformity with the authorization of the related transportation request, all the required information, i.e., the name of the origin railroad; the symbol or main number, if any; the name of the traveler or person in charge of a group; the number of other passengers; the number and kind of accommodations; the points between which accommodations are to be furnished; the transportation request number; the rail ticket expiration date; the name of the issuing station; the date on which the form is issued; and the impression of the ticket dater stamp. The original copy of the "Accommodation "Authority" form will be given to the

traveler or person in charge of a group, who will present it to the sleeping car conductor (not the ticket agent) as authority for sleeping car accommodations. The sleeping car conductor will endorse on the back of the form over his signature the accommodations furnished; if such accommodations vary from the accommodations authorized, he will also state in writing the reason for such variation. After the "Accommodation Authority" form has also been signed by the traveler or person in charge of a group, the sleeping car conductor will lift it and the form will subsequently be used by the billing carrier to support its bill.

[24 F.R. 8598, Oct. 23, 1959]

§ 51.40a Use of Accommodation Authority form for parties of 15 or more when there is a car to car transfer en route.

When parties of 15 or more are moving by rail and it is necessary for them to transfer en route from one sleeping car to another, the "Accommodation Authority" form will be issued, prepared, and delivered to the traveler or person in charge of a group as outlined in § 51.40. The traveler or person in charge of a group will present it to the sleeping car conductor at the point of origin, who will endorse on the back of the form over his signature, the accommodations furnished from the origin to the transfer point, and, if such accommodations vary from the accommodations authorized, he will state in writing the reason for such variation. After the traveler or person in charge of a group has signed the "Accommodation Authority" form, the sleeping car conductor will lift it and furnish the traveler or person in charge of a group a transfer check which will be endorsed to show the number of the "Accommodation Authority" form, the issuing railroad, the point of origin, the final destination, and the accommodations authorized by the "Accommodation Authority" form. The conductor will also endorse on the reverse side of the "Accommodation Authority" form the form and number of the transfer check. The traveler or person in charge of a group will present the transfer check to the sleeping car conductor at the transfer point, who will endorse on the back of it over his signature the accommodations furnished; if such accommodations vary from the accommodations authorized, he will also state in

writing the reason for such variation. After the transfer check has been signed by the traveler or person in charge of a group, the sleeping car conductor will lift it and the form will subsequently be used by the billing carrier to support its bill. If a second transfer en route is necessary a second transfer check will be prepared, issued, and used in the same manner as the first; the reverse of such transfer check will be endorsed to show the issuing railroad and the form and number of the first transfer check. [24 F.R. 8598, Oct. 23, 1959]

§ 51.41

Honoring of transportation request on train for rail and sleeping or parlor car services.

When there is no ticket agent on duty, necessitating that rail and sleeping or parlor car tickets be obtained at the nearest available point en route, rail and sleeping or parlor car conductors will (a) honor the transportation request to the first station en route where rail and sleeping or parlor car tickets can be obtained, (b) endorse on the back of the request over their signatures the points between which the request was honored without tickets and (c) secure the signature of the traveler below the endorsement. The ticket agent at such en route station in exchange for the transportation request, will issue rail and sleeping or parlor car tickets from the initial points of service as authorized on the transportation request.

[24 F.R. 8598, Oct. 23, 1959]

§ 51.42 Honoring of transportation request on train for sleeping or parlor car only.

When a transportation request is presented on the train for sleeping or parlor car accommodations only the request will be honored by the sleeping or parlor car conductor.

[24 F.R. 8598, Oct. 23, 1959]

§ 51.43

Honoring of transportation requests by bus drivers.

When requests are presented (a) directly to a bus driver, (b) at a bus station not supplied with the proper ticket forms, (c) at a non-agency station, or (d) at a station at which the ticket office is not open for the sale of tickets, the bus driver will honor the request to destination or arrange for its exchange for a ticket at some intermediate point. When the request is exchanged at an

intermediate ticket office, it should be endorsed to show clearly that transportation was furnished from the point of origin of travel-not from the intermediate point at which the request was exchanged for a ticket.

"FOR CARRIERS USE ONLY" AREA ON THE UNITED STATES OF AMERICA TRANSPORTATION REQUEST

§ 51.44 Portion of transportation re quest reserved for carrier's use.

In the area reserved "For Carriers Use Only" in the lower left-hand corner of the transportation request, carriers shall make specific entries in accordance with the following guides:

(a) In the "Form" and the "Numbers" space under the heading "Ticket," | the ticket agent will record the forms and numbers of the respective tickets furnished in exchange for the document.

(b) In the "Transp." space under the heading "Agent's Value," the ticket agent will enter the cost of the transportation furnished. There should be included in this cost the charges for any supplementary services furnished in accordance with the authorization of the transportation request, such as parking, switching, extra fare, or excess baggage service. These additional charges should be listed separately in this column and not included in the amount covering the regular transportation charges. In no instance, though, are charges for sleeping accommodations, parlor car, or coach reserved seats, etc., to be included even though collectible by and payable to the rail or air carrier.

(c) In the "Accomod." space under the heading "Agent's Value," the ticket agent will enter the cost of accommodations furnished in accordance with the transportation request authorization, such as berths, roomettes, parlor car seats (whether Pullman or railroad), coach reserved seats, or air berth accommodations. Ordinarily, entries will not be made in this space by bus and water carriers (except when the stateroom charge is separate) since under their existing tariff structures there is no distinction between charges for transportation and charges for other related services.

(d) In the "Transp." and "Accomod." spaces under "Auditor's Value," entries by carriers' audit offices, with the exception of rail carriers, will cover the same charges as specified above for similarly

When

The traveler or person in charge of a group shall submit promptly a report to the appropriate office of the ad· ministrative agency in each instance in which (a) travel is finally terminated I short of the destination to which a transportation_request was drawn, (b) services actually furnished are of a value lesser than or a character different from those originally specified on a request which has not been so endorsed, or (c) the return portion of a round-trip ticket is not used. The report shall identify the pertinent transportation request and set forth the attendant facts and circumstances, and shall be accompanied by any unused tickets or coupons. there are no unused tickets or coupons as -evidence of the unfurnished transportation services, the traveler or person in charge of a group should endeavor to secure written acknowledgment of the situation from the carrier's representative for submission with the report to the administrative agency. Attention is directed to the fact that SF 1173, Report of Change in Passenger Transportation Service, is available for use, if desired, in submitting reports to the administrative agency. Upon receipt of these reports, Government agencies shall take prompt steps to effect adjustments with carriers by use of SF 1170 as outlined in §§ 51.47 to 51.53. In instances when transportation and/or accommodations are furnished for a lesser number of persons than called for on a party ticket, the traveler or person in charge of the group shall request the conductor or other ticket collector of the carrier to note on the pertinent ticket or coupon the number of persons actually transported and the number and type of accommodations actually furnished. Failure of travelers to comply with the foregoing and thus

50-004-71- -6

protect the interests of the United States may subject them to a demand for payment of any resulting losses.

§ 51.46

Adjustments for unfurnished or unused services.

All adjustments in connection with United States Government transportation must be processed only to or through a department or agency of the Government. Travelers, issuing officers, or private individuals are not authorized to receive refunds or credits for unfurnished service or unused tickets or portions thereof issued in exchange for transportation requests. Any refunds or adjustments made by carriers to travelers, issuing officers, or individuals of monies or credits properly due the Government shall be made at the carrier's peril.

CANCELLATION OF RESERVATIONS

§ 51.47

Cancellation of reservations.

When it is necessary to cancel reservations for transportation or accommodations secured in exchange for transportation requests, the cancellations should be made as soon as it is known that the reservations will not be used, since most carriers, including the Pullman Company, require that cancellations be made within restricted, specific time limits to preclude the assessment of cancellation charges. Government travelers should be informed to the fullest extent possible of such requirements in order to protect the interest of the United States.

UNUSED TRANSPORTATION REFUND
PROCEDURES

§ 51.48

Use of "Redemption of Unused Tickets" form.

Unused tickets, exchange orders, etc., and portions thereof, shall be processed to carriers for refund by means of SF 1170, Redemption of Unused Tickets. A separate SF 1170 must be used for each transportation request, though more than one ticket or adjustment transaction may be listed on that form. In no case should more than one transportation request be covered on one SF 1170. When the refund request is based on the honoring of first-class rail tickets in coach service and unused Pullman Company sleeping car or parlor car ticket(s) is involved the SF 1170 being sent to the rail carrier should be annotated to show that a separate refund adjustment is being requested from the

Pullman Company; the SF 1170 being sent to the Pullman Company also should be annotated to show that application for refund has been made to the rail carrier. Refund requests involving unused Pullman Company tickets or accommodations shall be addressed to the General Office of the Pullman Company notwithstanding such accommodations were procured jointly with the related rail transportation on a single transportation request drawn on, billed by, and paid to a rail carrier. However, if the unused sleeping car or parlor car tickets are on a rail carrier's ticket stock, the SF 1170 should be forwarded to such rail carrier.

[24 F.R. 8598, Oct. 23, 1959]

§ 51.49 Processing of "Redemption of Unused Tickets" form by Government agencies.

SF 1170 shall be processed by the agenIcies of the Government as follows:

(a) All copies shall be properly and completely executed as to the required detail; if unused tickets or portions thereof are not involved, the essential facts on which the refund claim is based should be included on SF 1170;

(b) The original and the duplicate copy shall be forwarded to the carrier together with any involved unused tickets or portions thereof;

(c) The triplicate and quadruplicate copies may be retained by the administrative office for accounting control purposes.

[26 F.R. 12278, Dec. 23, 1961] § 51.50 Processing of "Redemption of Unused Tickets" form by carriers. The carrier shall insert on the original of the SF 1170, in the designated spaces, the amount being credited on each ticket as well as the total amount being refunded and return such original with the covering remittance. If no refund is due, the carrier should furnish an explanation on the returned original. If the amount refunded is not consistent with the information shown on the SF 1170, the carrier should furnish an explanation of the refund computation either on the returned original or on an accompanying memorandum. [26 F.R. 12278, Dec. 23, 1961]

§ 51.51 Processing of refunds by Government agencies.

(a) Upon receipt in the administrative agency of the refund and the returned

original SF 1170, agency records shall be annotated in conformity with its fiscal procedures and the original SF 1170, together with any advice received from the carrier as to the basis of the refund, shall be dispatched promptly to the Transportation Division, U.S. General Accounting Office, Washington 25, D.C.

(b) Voluntary refunds made by carriers to administrative agencies for a difference in class of service furnished to travelers or for a transportation service not furnished should be reported to the Transportation Division of the U.S. General Accounting Office. This report should be made by the agency on an original SF 1170 and should show essential information in the designated spaces, including the amount of the refund. [26 F.R. 12278, Dec. 23, 1961]

§ 51.52 Prohibiting of rebilling adjustment by carriers or Government agencies and reporting of failure to receive refund.

Carriers should make prompt refund of monies due in connection with items listed on SF 1170 even though the bill covering charges for the related transportation request has not been submitted or paid. Connectively, carrier bills for the related charges on transportation requests will not be subjected administratively to deduction, revision, or rebilling to adjust such items, except as provided in the next paragraph. However, should a carrier fail to make refund or to furnish satisfactory reasons why no refund is due, within 3 months from the time application is made, or refuse to make an adjustment for unused transportation, the Government agency involved shall refer the matter to the Transportation Division, U.S. General Accounting Office, Washington, D.C., 20548, for appropriate action, transmitting therewith a copy of the pertinent SF 1170 and all related correspondence. [24 F.R. 8599, Oct. 23, 1959]

§ 51.53 Refund procedures covering unused foreign transportation services and cancellation of reservations for such services.

Except for (a) Canadian and Mexican carriers and (b) foreign carriers maintaining billing offices in the United States, SF 1170 and the procedures with respect thereto shall not be utilized or considered applicable when foreign passenger transportation services are in

Evolved. In such situations, it shall be F the responsibility of the Government agency concerned to institute effective procedures by which there may be recovered, by setoff or deduction from unpaid bills, the values of unused tickets or portions thereof, including any requests for adjustment when a journey is discontinued short of destination or when transportation services furnished are of a character different from or a value lesser than those specified in the pertinent transportation request. In this regard, attention is directed to the fact that many foreign carriers, particularly the railroads, specify unusual conditions, time limits, and procedures to be observed in connection with the cancellation of passenger accommodations - and the right of claim any redemption on account of unused transportation services. Government agencies should advise travelers in foreign areas to become fully informed of these requirements in order that the interests of the Government will not be jeopardized. § 51.54 Cross-referencing of deduction

vouchers.

In situations in which the procedures prescribed for use in connection with SF 1170 are not for application and adjustments for unfurnished transportation are made by deduction or setoff, a full description of each unused ticket or portion thereof shall be noted on the deduction voucher. If the deduction is being effected on a voucher other than the one covering the billing of the transportation request, there shall be furnished also the number of the transportation request so involved and a complete citation to the disbursing officer's voucher covering payment thereof. The unused ticket or portion shall be forwarded by the administrative office to the carrier and a copy of the letter of transmittal shall be attached to the deduction voucher involved.

LOST OR STOLEN UNITED STATES OF AMERICA TRANSPORTATION REQUESTS § 51.55 Report of lost transportation request to Administrative Office.

When a transportation request is lost or stolen, the employee accountable therefor shall transmit in writing to the appropriate administrative office prompt notification of such loss or theft and a complete statement of attendant facts.

§ 51.56 Report of lost transportation request to carriers.

In addition, when a transportation request reported as lost or stolen is known to have been filled out to the extent of showing the carrier and services desired from a designated point of origin, the person accountable for such request shall furnish promptly to the named as well as other local initial carriers a description of the lost or stolen document and request that it not be honored. Such advice shall be confirmed in writing, and a copy promptly transmitted to the appropriate administrative office.

§ 51.57 Disposition of recovered lost transportation request.

Under no circumstances shall transportion requests which have been reported as lost or stolen be subsequently used to obtain transportation or accommodations if such documents are found or recovered. Subsequently recovered transportation requests which were previously reported lost or stolen, whether blank or partially or completely filled out, shall be promptly transmitted to the issuing officer who shall endorse the documents "Canceled" and then forward them through administrative channels to the office keeping the accountability records. General Records Schedule 9 of the General Services Administration provides instructions for the disposal of these forms.

[26 F.R. 12277, Dec. 23, 1961]

§ 51.58

Certificate in lieu of lost transportation request.

Carriers which have lost or misplaced transportation requests that have been honored for services may bill for such charges on SF 1171, Public Voucher for Transportation of Passengers. When the agency to which the bill should be rendered is unknown, the bill may be transmitted to the Transportation Division, U.S. General Accounting Office, Washington, D.C. 20548, for retransmittal to the agency involved. Each item so involved must be supported by (a) a Certificate in Lieu of Lost United States of America Transportation Request, SF 1172, and (b) a statement embodying a recital of any other pertinent facts and circumstances. Each such item should be billed separately and not be included on a billing that refers to any other transaction. When payment is effected, the file should contain for