printed on the form when there is volume use and arrangements have been made in advance with the General Services Administration.

[26 F.R. 12278, Dec. 23, 1961]

§ 51.10 Passenger billing voucher forms. The original of Public Voucher for Transportation of Passengers, SF 1171, is printed on white paper and is 82 by 1436 inches over-all including an 81⁄2 by 3316 inch tear-off slip which is to be used by the disbursing office in mailing the check covering payment of the voucher. Carriers may request approval of proposed changes in format to conform to machine billing. SF 1171a is printed on yellow paper in the same size as the original without the tear-off slip. [26 F.R. 12278, Dec. 23, 1961]

§ 51.11 Certificate in lieu of lost transportation request.

SF 1172, Certificate in lieu of lost United States of America Transportation Request, size 8 by 101⁄2 inches, is printed on white paper stock.

§ 51.12 Report of change in service.

SF 1173, Report of change in Passenger transportation service, size 7% by 314 inches, is printed on manila card stock. § 51.13

Procurement of standard forms by Government Agencies. Government agencies should order supplies of SF 1169 assemblies, SF 1170, and SF 1173 from GSA Stores Depots, Federal Supply Service, General Services Administration. The Federal Supply Service is required to report to the Transportation Division, U.S. General Accounting Office, Washington, D.C., 20548, the serial numbers of SF 1169 assemblies issued and the name of the receiving agency.

[27 F.R. 12044, Dec. 6, 1962]

USE AND PREPARATION OF UNITED STATES OF AMERICA TRANSPORTATION REQUESTS § 51.15 Use of transportation requests in general.

Transportation requests shall not be used for other than officially authorized travel for the account of the United States Government. These requests will be issued by duly authorized persons only for the transportation of persons and/or specified passenger transportation services or accommodations in conformity with proper travel authority and administrative regulations. Transportation requests will not ordinarily be used to obtain official passenger transportation when the amount involved is $1.00 or less, plus Federal transportation tax. Cash payments up to $15.00, plus Federal transportation tax, may be made by the traveler under regulations of the department or agency involved. Two copies of such regulations shall be furnished to the Transportation Division of the General Accounting Office. § 51.16 Quantity ticket purchases.

When there is a continuing substantial volume of individual travel via the same mode and class of transportation between one origin and one destination and each one-way single fare does not exceed $5.00, written application from an agency or department for continuing permission, not heretofore granted, to use transportation requests to procure a group of one-way or round-trip tickets for use within any one 30-day period of a fiscal year will be given consideration by the General Accounting Office. The application shall include proposed procedures and requirements under which the interests of the United States will be adequately safeguarded and should be addressed to the Director of the Transportation Division.

[24 F.R. 8597, Oct. 23, 1959] § 51.17

Round-trip and other reduced rate services.

Through fares, special fares, commutation fares, family plan fares, party fares, excursion, and other reduced rate one-way and round-trip fares should be utilized for official travel when it can be determined prior to the commencement of a trip that any such type of service represents practical and economical usage of Government funds, but transportation requests should be drawn for round-trip services only when it is

known or can be reasonably anticipated that such tickets will be required or utilized.

§ 51.18 Joint procurement of rail transportation and accommodations.

SF 1169 is designed to permit, and should be used for, the joint procurement from rail carriers of transportation and accommodations by the issuance of but one document. However, when such issuance is neither feasible nor practical, because of circumstances involved, the request may be issued for the separate procurement of rail transportation or sleeping or parlor car accommodations. Whenever a transportation request is issued to procure sleeping or parlor car accommodations only, including those accommodations provided by the Pullman Company, it should be drawn on the rail carrier that will issue the sleeping or parlor car tickets with this exception: When the transportation request is to be presented on the train for Pullman Company accommodations, it should be drawn on the Pullman Company.

[24 F.R. 8597, Oct. 23, 1959]

When a traveler is obliged to make one or more stops to conduct official business, the use of a through ticket with stopover privileges, which ticket may be obtained in exchange for only one transportation request, frequently results in a saving to the Government. In any event, each stopover on official business must be specifically identified as such on the transportation request when (a) travel is by domestic airlines; (b) sleeping or parlor car accommodations are used; or (c) excess baggage services via air are involved.

[24 F.R. 8597, Oct. 23, 1959]

ices, or to include at an additional cost unauthorized services, or to obtain transportation services exceeding those authorized under the applicable travel authority or regulations, such as extrafare trains or planes, stopovers which increase the cost of passage, higherpriced indirect routings, etc. When the traveler desires such unauthorized services the additional cost thereof (including the U.S. Government transportation tax) must be paid in cash by the traveler and collected by the carrier at the time the transportation requests covering the authorized services or accommodations is exchanged for tickets. [24 F.R. 8597, Oct. 23, 1959]

§ 51.22a Use of designated agents.

When the head of a department, agency, or other establishment of the United States Government determines that it is in the interest of more economical and efficient procurement of passenger transportation, persons named by him as "designated agents" may sign transportation requests in lieu of trav

elers.

[29 F.R. 14351, Oct. 17, 1964]

§ 51.23 Preparation of transportation

requests.

Detailed instructions for the preparation of transportation requests are contained in appendix A, and examples of transportation requests properly executed to cover certain typical trips are contained in appendix C, to chapter 2000, title 5, General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies. This title may be purchased from the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C., 20402.

mon or contract carrier passenger transportation services, including those made under section 22 of the Interstate Commerce Act, as amended, 49 U.S.C. 22, shall be reduced to writing and promptly transmitted by administrative agencies or the negotiating agency directly to the Transportation Division, U.S. General Accounting Office, Washington, D.C., 20548.

[24 F.R. 8597, Oct. 23, 1959]

§ 51.26 Procurement and billing.

Any services ordered under such contracts or tenders shall be (a) secured by the issuance of transportation requests, each of which shall bear reference to the pertinent contract or tender, (b) billed by the carrier on SF 1171, Public Voucher for Transportation of Passengers; and (c) paid in the same manner as passenger transportation charges generally.

CHARTER SERVICES

§ 51.27 Procedures governing procurement of charter services.

When charter services are ordered from an air or bus carrier for the account of an agency of the Government, the terms of the charter must be reduced to writing and signed by the representatives of the Government and the carrier. Moreover, such charter services shall be procured by the use of United States of America Transportation Requests, SF 1169, and billed on Public Voucher for Transportation of Passengers, SF 1171. The original of each charter order or certificate must accompany the related transportation request when it is billed.

ACCOUNTABILITY FOR UNITED STATES OF AMERICA TRANSPORTATION REQUESTS § 51.28 Administrative control.

Each department, agency, or other establishment of the United States Government shall promulgate appropriate procedures which will adequately control the procurement, stock, distribution, and accountability of transportation requests to safeguard properly the rights and interests of the United States.

quests. In this connection, each officer and employee of the United States Government or other person having custody of requests is responsible for their safety and accountable for any amounts which the Government of the United States may be required to pay by reason of improper use of such documents through fault of negligence of the custodians. MEMORANDUM CARD COPY OF THE UNITED STATES OF AMERICA TRANSPORTATION REQUEST

§ 51.30 Preparation of memorandum copy of transportation request. Administratively authorized issuing officers and official travelers are cautioned that the memorandum card copy of the United States of America Transportation Request, SF 1169a, must clearly show all information and insertions, other than signatures, that appear on SF 1169 at the time of its surrender for service.

SPOILED OR CANCELED UNITED STATES OF AMERICA TRANSPORTATION REQUESTS § 51.31 Disposition of spoiled or canceled transportation requests.

Any SF 1169 spoiled in preparation, canceled for any reason, or prepared for issuance but which will not be used shall be endorsed "Canceled" across the face and shall be forwarded immediately, through the official who furnished it, to the administrative 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]

HONORING OF UNITED STATES OF AMERICA TRANSPORTATION REQUESTS BY CARRIERS § 51.32 Proper execution of transportation requests and identification of travelers.

Issuing officers and travelers are cautioned that transportation requests must be completely filled out and properly signed by both issuing officer and traveler before the requests are valid for presentation to obtain transportation and/or accommodations. Carrier agents should refuse to honor incomplete or unsigned requests and must require the person presenting a request to establish his identity as the traveler or other party properly authorized to receive the ticket, exchange order, or other transportation

document. In the absence of satisfactory identification, the request should not be honored.

§ 51.33

The furnishing of services other than authorized.

The United States Government will not be responsible for any charges in excess of those applicable for transportation and/or accommodations of the type, class, or character specified in the request. Accordingly, if transportation and/or accommodations costing more than those officially authorized on the request are furnished, the additional cost must be collected in cash from the traveler at the time transportation and/or accommodations are obtained and not billed against the Government. When a transportation request is exchanged for transportation and/or accommodations of a type different from or a value lesser than that originally specified in the request, the traveler must be required to record in the space provided on the reverse of the form the actual services furnished and sign the statement. The notation by the traveler on the reverse of the request will serve to restrict the carrier billing to an amount consistent with the changed services or lesser cost factors and avoid subsequent accounting adjustments with the Government.

§ 51.34 Erasures and alterations.

Transportation requests showing erasures or alterations not validated by the initials of the issuing officer should not be honored.

of transportation authorized on the transportation request or (b) a lower class or lesser amount of service, if such is actually furnished. In these situations, the honoring initial carrier shall require the traveler to place, sign, and date in the space on the reverse of the request an endorsement showing the name of the honoring carrier, the services actually received or covered by the ticket furnished, and the reason for the change. The traveler must make the same endorsement on the memorandum card copy of the transportation request if possible or, if not, promptly forward written notification of such change to his administrative office.

§ 51.37 Joint issuances of rail and sleeping or parlor car tickets.

When a single transportation request is presented for rail transportation and sleeping or parlor car accommodations, both rail and sleeping or parlor car tickets will be issued by ticket agents; however the issuance will be subject to the exceptions and qualifications set forth in §§ 51.38 through 51.42.

[24 F.R. 8597, Oct. 23, 1959] § 51.38

Issuance and use of sleeping or parlor car tickets when accommodations are not assigned.

When the ticket agent at the point where travel begins is unable to assign space because:

(a) Sleeping or parlor car accommodations are not to begin at the initial point of rail travel and advance reservations cannot be obtained;

(b) Sleeping or parlor car service is authorized from the initial point of rail travel, but the space assignment at such point has been exhausted; or

(c) Round trip sleeping or parlor car service is authorized and accommodations cannot be obtained in advance for the return trip; he will issue a sleeping or parlor car ticket (or tickets) endorsed to show the type and quantity of accommodations and the points between which accommodations are authorized in accordance with transportation request issuance. In these situations there is no guarantee that the authorized accommodations will be available; thus, it is incumbent upon travelers holding such tickets to immediately attempt to obtain actual space assignments upon arrival at points where the accommodations are to be furnished. When the accommodations or transportation services supplied

are of a character different from or a value lesser than those authorized by the tickets, the traveler should endeavor to secure a written acknowledgement of that fact from the local ticket agent or conductor assigning the space and submit it promptly with a written report of the facts and circumstances to the appropriate designated office of the administrative agency. Also, this report should identify the transportation request used to procure the transportation 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 in Passenger Transportation Service, is available for use, if desired, in submitting reports to the administrative agency. 124 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 fur

nished; 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