each involved SF 1172 an administrative certification that the services specified in the certificate were furnished as stated, that payment was not previously made thereon to the claimant or other carrier, and that the records have been annotated to prevent a duplicate payment if the transportation request or other instrument in lieu thereof is ever presented for payment. § 51.59 Disposition of transportation request previously certified lost. If an original transportation request which has been certified as lost is subsequently located by a carrier, it shall be forwarded promptly to the Transportation Division, U.S. General Accounting Office, Washington, D.C. 20548, together with a full explanation of the facts and circumstances and a citation to the carrier bill on which the SF 1172 was presented for payment. LOST OR STOLEN TICKETS § 51.59a Lost or stolen tickets. Travelers or other accountable persons are responsible for the custody of tickets and other transportation documents received in exchange for transportation requests or other procuring instruments, and the failure to safeguard such documents to the extent that they are used by unauthorized persons may result in personal liability to the traveler or other accountable person. Administrative regulations issued in accordance with § 51.68 should caution travelers or other accountable persons in this respect. [24 F.R. 8599, Oct. 23, 1959] BILLING AND PAYMENT OF PASSENGER § 51.60 Carrier billing forms. Carrier original bills for transportation services furnished under the regulations in this chapter for the account of the United States shall be prepared on SF 1171, Public Voucher for Transportation of Passengers, including one memorandum copy thereof, SF 1171a, and presented for payment as directed on the transportation request. § 51.61 Single billing and payment for transportation and Pullman services. When SF 1169 has been issued for the joint procurement of transportation and Pullman accommodations, the honoring rail carrier shall bill for both transportation and Pullman accommodations and In all instances when information or facts additional to those shown on the transportation request or other authorized procurement document are necessary to support or explain charges billed, documentary evidence of such facts shall bear a reference to the serial number of the transportation request or other document involved, be associated therewith, and made a part of the related billing record (SF 1171). Original signed certifications or affidavits, section 22 quotations, charter orders, air ferry or live mileage supports, excess baggage coupons or similar documentary evidence showing gross and net weights of the baggage carried, bus deadhead mileage supports, "Accommodation Authority" forms, transfer checks, authorizations, etc., are in this category and, where required, must be furnished in support of billings. [24 F.R. 8599, Oct. 23, 1959] § 51.63 Carrier machine punching on transportation requests. Carriers using 80-column tabulating equipment may elect to punch certain information in the transportation requests. However, such punching is restricted to the information and card fields listed below. Any carrier electing to punch must punch all the applicable data as follows: 48-52, Carrier's Code No. (To be supplied upon request by the Transportation Division, U.S. General Accounting Office, Washington, D.C. 20548). 53-57, Carrier's Bill No. 58-65, Total amount of transportation charges. 66-72, Total amount of accommodation and other charges. (a) SF 1171 shall show the complete serial number of each billed transportation request and opposite thereto the applicable charges; those for transportation in the column headed "Transportation" and those for accommodations, such as Pullman, air berth, or stateroom, in the column headed "Accommodations." Entries in these respective columns should correspond with the totals shown under "Auditor's Value" in the "For Carriers Use Only" area on each listed SF 1169, with a separate total for each column and a grand total shown in the designated spaces. SF 1171 is designed to permit a machine tabular listing of transportation requests through such is not a requirement. Carriers are requested to make a special effort, when the charges are to be billed to the same office, to include as many transportation requests as may be itemized on one SF 1171. Such practice will reduce the number of billings as well as the number of Government checks issued, and materially facilitate payment and audit processes. (b) In the preparation of SF 1171, the carrier must properly execute the "Payee's Certificate." A facsimile signature of the carrier's certifying officer may be used or, for carriers which mechanically prepare bills, a machine-typed officer's name and title in lieu of such facsimile signature may be substituted, provided that the facsimile signature or machine-typed officer's name and title is autographically initialled by a duly authorized clerk. In the preparation of SF 1171, the carrier must properly execute the tear-off slip. A copy of SF 1171a may not be substituted for the tear-off slip. (c) The carrier will furnish to the department or establishment billed only one memorandum copy, SF 1171a, with each voucher form unless specifically authorized in advance by the General Accounting Office to furnish additional copies. [27 F.R. 12395, Dec. 14, 1962] § 51.66 Additional billing procedure for travel agencies. Travel agencies must support charges billed for each transportation request by a citation to the tariff or other authority relied upon to substantiate the billing. Also, if not clearly set forth on the trans portation requests, travel agencies must furnish information as to the names of the carriers involved in the routes of travel and the connecting or interchange points of the several carriers, if more than one carrier is concerned in such routes of travel. This showing may be on the face of the bill, SF 1171, if space permits; otherwise, on a separate attachment to SF 1171. § 51.67 Transmission of carrier bills with supporting data. Transportation requests, together with appropriately referenced supporting documentation, should be placed in one envelope by the carrier and forwarded with the related SF 1171 for payment. Administrative offices are requested not to fold, staple, spindle, or mutilate transportation requests and should insure that transportation requests and supporting material are kept together and transmitted in an envelope that is securely attached to the related SF 1171. [24 F.R. 8599, Oct. 23, 1959] § 51.67a Cross reference on billings for additional or supplemental service. Vouchers covering payments for transportation requests that are issued to extend or supplement the services covered by other transportation requests which have been paid in other vouchers, must be endorsed by the paying office or the administrative agency to show the D.O. Voucher number, date of payment, and disbursing office symbol number of the prior payment. [24 F.R. 8599, Oct. 23, 1959] § 51.68 Administrative regulations. Departments and establishments of the United States Government are expected to issue, revise, or modify administrative regulations and procedures to conform to this part. As soon as issued, two copies of such regulations shall be forwarded to the Transportation Division of the General Accounting Office. § 51.69 Adoption of procedures and forms by Government corporations. All or any part of the procedures and forms prescribed herein may be adopted for use by Government corporations, provided notice of the extent thereof and of the effective date is transmitted in advance to the Director, Transportation Division, U.S. General Accounting Office, Washington, D.C. 20548. 52.8 52.9 shipments. Description and distribution of optional short form. Procedure in case of loss and/or damage. Substitute for lost original short form bill of lading. 52.10 Special billing requirements for optional short form. 52.11 Applicability of regulations to use of the optional short form bill of lading. ACCOUNTABILITY FOR AND PROCUREMENT OF U.S. GOVERNMENT BILLS OF LADING 52.12 Accountability, procurement and control. 52.13 Disposition of unused bills of lading. BASIC SETS OF REGULAR U.S. GOVERNMENT BILL OF LADING FORMS 52.14 Description and distribution. EXCEPTIONS TO THE USE OF U.S. GOVERNMENT BILL OF LADING FORMS 52.15 Local storage, drayage, and hauling. 52.16 Limited authority to use commercial forms and procedures. PREPARATION OF U.S. GOVERNMENT BILL OF LADING FORMS 52.17 Preparation procedures. DELIVERY OF PROPERTY TO CARRIER FOR 52.18 Action of the carrier's agent and disposition of the U.S. Government bill of lading forms. Standard forms for billing freight or Use of public voucher for transporta- 52.36 Preparation by carriers of public voucher for transportation charges. 52.37 Separate billing for household goods shipments. 52.39 52.38 Presentation and payment of carriers' bills for transportation services. Purchase or reproduction of public voucher for transportation charges. FACTUAL SUPPORT OF CHARGES BILLED 52.40 Support for accessorial or special charges. Completion of statements concerning pickup, delivery, or trap car services. 52.42 Motor carrier or freight forwarder destination storage-in-transit of household goods or mobile dwellings (including house trailers) —payment of transportation and acces sorial charges. 52.41 This part prescribes standard forms and regulations for the procurement of and billing for freight or express transportation services by rail, highway, water, or air, furnished for the account of the United States, and specifies certain information to be furnished in connection therewith. U.S. Government bill of lading forms should be utilized to procure these services except as otherwise provided herein or as specifically authorized in writing by the Comptroller General of the United States. REGULAR U.S. GOVERNMENT BILL OF § 52.2 Regular U.S. Government bill of lading forms. The following standard forms are genIerally prescribed, except for the optional forms and procedures described in § 52.6 and § 52.16, to accomplish the shipment, transportation, and delivery of property for the account of the United States by transportation companies and are published for general use throughout the U.S. Government service: SF 1103-U.S. Government Bill of Lading (Original). SF 1103-A-U.S. Government Bill of Lading (Memorandum Copy). SF 1104-U.S. Government Bill of Lading (Shipping Order). SF 1105-U.S. Government Freight Waybill (Original). SF 1106-U.S. Government Freight Waybill (Carrier's Copy). SF 1109-U.S. Government Bill of Lading (Original-Continuation Sheet). SF 1109-A-U.S. Government Bill of Lading (Memorandum-Continuation Sheet). SF 1110-U.S. Government Bill of Lading (Shipping Order-Continuation Sheet). SF 1111-U.S. Government Freight Waybill (Original-Continuation Sheet). SF 1112-U.S. Government Freight Waybill (Carrier's Copy-Continuation Sheet). The size of the above-prescribed forms will be 82 by 11 inches and the original bill of lading, the freight waybill (original), the freight waybill (carrier's copy), and the corresponding continuation sheets will be printed on white paper. The memorandum bill of lading and its continuation sheet will be printed on yellow paper, and the shipping order and its continuation sheet on pink paper. § 52.3 Standard forms-temporary receipt and certificate in lieu of U.S. Government bill of lading. The following standard forms are prescribed for use in connection with the transportation and delivery of property for the account of the United States and are published for general use throughout the U.S. Government service: SF 1107-Temporary Receipt in Lieu of U.S. SF 1108-Certificate in Lieu of Lost U.S. The size of the above-prescribed forms will be 81⁄2 by 11 inches. The temporary receipt and the original of the certificate in lieu of lost bill of lading will be printed on white paper, and the memorandum certificate in lieu of lost bill of lading will be printed on yellow paper. § 52.4 Standard forms for shipments accorded transit privileges. (a) The following standard forms covering the shipment, transportation, and delivery of property for the account of the United States by transportation companies are prescribed and published for general use throughout the U.S. Government service in connection with Government shipments accorded transit reshipment privileges: SF 1131-U.S. Government Transit Bill of Lading (Original). SF 1131-A-U.S. Government Transit Bill of Lading (Memorandum Copy). SF 1132-U.S. Government Transit Bill of Lading (Shipping Order). SF 1133-U.S. Government Transit Freight Waybill (Original). SF 1134-U.S. Government Transit Freight Waybill (Carrier's Copy). The size of the above-prescribed forms will be 82 by 14 inches and the original transit bill of lading, the transit freight waybill (original), and the transit freight waybill (carrier's copy) will be printed on white paper. The memorandum transit bill of lading will be printed on yellow paper, and the transit shipping order on pink paper. (b) The Temporary Receipt in Lieu of U.S. Government Bill of Lading, SF 1107, the Certificate in Lieu of Lost U.S. Government Bill of Lading (Original), SF 1108, and memorandum therefor, SF 1108-A, and the continuation sheets prescribed for use with the basic set of U.S. Government Bill of Lading Forms, SF 1109, SF 1109-A, SF 1110, SF 1111, and SF 1112, will be used in connection or conjointly with the set of U.S. Government Transit Bill of Lading Forms, SF 1131, SF 1131-A, SF 1132, SF 1133, and SF 1134, as required. No departure from the exact specifications of the standard bill of lading forms herein prescribed will be permitted, but this will not be construed to prevent a department or establishment from ordering printed on the forms used by it, when more economical and advantageous to do so, the name of the department or establishment, name of bureau or service, place of issue, title of issuing officer, and designation of appropriation or fund chargeable. OPTIONAL SHORT FORM U.S. GOVERNMENT BILL OF LADING § 52.6 Standard form for use in making small shipments. (a) The Short Form U.S. Government Bill of Lading, Standard Form 1196, is prescribed for optional use on small shipments of property for the account of the United States by transportation companies, provided that: (1) The total transportation charges do not exceed $100 per shipment; (2) Both origin and destination are within the 48 conterminous States of the United States or the District of Columbia (this restriction does not apply to shipments to be subsequently reshipped for export on another bill of lading, or to imported shipments to be reshipped from an air or water port to other points in the 48 conterminous States and the District of Columbia); (3) The property shipped is not household goods or classes A and B explosives; (4) Special services, such as armed guard service, are not required; (5) Continuation sheets are not required; (6) The purpose of the issuance is not to convert a commercial bill of lading or commercial express receipt to a Government bill of lading; (7) Two or more modes of transportation (e.g. air-truck, or rail-barge) are not involved in the movement; (8) The consignee is a U.S. Government office (exceptions may be made for repetitive shipments to outside organizations with whom a particular Government agency has a continuous and close relationship); and (9) The contents are not of such unusual value that, in the opinion of the shipping officer, they should only be released to carriers under the additional controls of the regular U.S. Government bill of lading. § 52.7 Description and distribution of optional short form. (a) The optional short form Government bill of lading, Standard Form 1196, will be assembled into at least six-part carbon interleaved snap-out sets, which will be prepared simultaneously and will, in the exact order named, consist of: (1) Original. The original bill of lading, which contains the terms and conditions of the contract of carriage, instructions, and the description of the articles comprising the shipment, and which is to be furnished the carrier's agent at shipping point for subsequent submission to the responsible finance office as supporting evidence for the voucher covering the transportation charges involved; (2) Copy No. 2. The shipping order, which is also to be furnished the carrier's agent at shipping point and retained by the carrier for its internal use and accounting procedures; (3) Copy No. 3. The memorandum copy/consignee copy, which contains provisions on the reverse side for the consignee to annotate exceptions to delivery in good order (that is, any damage, loss, or shrinkage), and which is to be mailed to attention of the consignee's |