SCOPE OF REGULATIONS

§ 51.1

51.67 Transmission of carrier bills with supporting data.

51.67a Cross reference on billings for additional or supplemental service.

51.68 Administrative regulations. 51.69 Adoption of procedures and forms by Government corporations. 51.70 Exceptions to regulations.

AUTHORITY: The provisions of this Part 51 issued under sec. 311, 42 Stat. 25, as amended; 31 U.S.C. 52. Interpret or apply sec. 309, 42 Stat. 25; 31 U.S.C. 49.

SOURCE: The provisions of this Part 51 appear at 22 F.R. 10893, Dec. 28, 1957, unless otherwise noted.

Transactions governed.

This part covers:

(a) The procurement of passenger transportation services by or for persons authorized to travel on official business for agencies of the Government of the United States;

(b) The billing and payment for such services; and

(c) Carrier refunds for unfurnished passenger transportation service and unused tickets or portions thereof. § 51.2 Applicability.

The regulations in this part are applicable to all passenger transportation services, domestic, foreign, and international, and United States of America Transportation Requests, SF 1169, should be utilized to procure such services except as otherwise provided herein or as specifically authorized in writing by the Comptroller General of the United States. [24 F.R. 8596, Oct. 23, 1959] PROCUREMENT OF PASSENGER TRANSPORTATION SERVICES

§ 51.3 Procurement from carriers.

Passenger transportation services by air, bus, rail, or water should be procured directly from carriers. Travel agencies may be utilized only as provided in § 51.4. They may not be utilized to secure air, rail, water, and bus passenger transportation services, or any combination thereof, (a) within the United States, Canada, or Mexico; (b) between the United States and Canada or Mexico; (c) from the United States or its possessions to foreign countries; and (d) between the United States and its possessions, and between and within its possessions.

§ 51.4 Use of travel agencies.

(a) Travel agencies may be utilized, when authorized under administrative regulations, to secure passenger transportation services by air, bus, rail or water, or any combination thereof, for travel (1) within foreign countries (except Canada or Mexico); (2) between foreign countries; or (3) from foreign countries to the United States and its possessions: Provided:

(i) The request for transportation is made first to a company branch office or a general agent of an American flag air or ocean carrier if the travel originates in a city or its contiguous carrier

(Information as to branch offices and general agents of American flag air and ocean carriers is available at overseas offices of the Department of State.)

(b) No payment is to be made to a travel agency in addition to that which would have been properly chargeable had the service requested been obtained from the carrier or carriers involved. [29 F.R. 16313, Dec. 5, 1964]

§ 51.5 Use of American flag vessels.

Attention of administrative agencies as well as officers and employees of the United States is directed to section 901 of the Merchant Marine Act of 1936, 46 U.S. C. 1241, relative to the use of American flag vessels for travel on official business. In this connection, compliance with the proviso in section 901, supra, should be required by administrative agencies or officers and employees of the United States traveling on official business whether the transportation expenses are borne directly by the United States or reimbursed to the traveler.

U.S. GOVERNMENT STANDARD FORMS RELATING TO PASSENGER TRANSPORTATION § 51.6

Standard forms.

The following standard forms are prescribed and published in lieu of all like forms for use in connection with the procurement of passenger transportation services for the account of the United States:

SF 1169, The United States of America Transportation Request-Original.

SF 1169a, Memorandum Card Copy.

SF 1169b, Duplicate (snapout assembly only).

SF 1169c, Triplicate (snapout assembly only).

SF 1170, Redemption of Unused Tickets. SF 1171, Public Voucher for Transportation of Passengers-Original.

SF 1171a, Memorandum Copy.

SF 1172, Certificate in Lieu of Lost United States of America Transportation Request. SF 1173, Report of Change in Passenger Transportation Service.

§ 51.7 Printing of transportation requests.

SF 1169 and SF 1169a are printed on punched card stock by or for the U.S. Government only and are serially prenumbered and prepunched with corresponding serial numbers at the time of manufacture. Generally, the name and address of the paying office is not preprinted unless authorized. Departmental numbering, coding, or symbolization is not permitted other than as herein provided to differentiate between civil and military agencies. SF 1169 and SF 1169a are bound in books of 10 sets, each set consisting of one original, SF 1169, and one memorandum card copy, SF 1169a. In addition, SF 1169 and SF 1169a are bound in individual snapout assemblies which contain 2 additional paper copies, namely, SF 1169b (duplicate) and SF 1169c (triplicate). Although primarily for use by the military establishments, the individual assemblies are available to civil agencies. § 51.8 Numbering of transportation requests.

An alphabetical-numerical sequence is followed in numbering SF 1169 assemblies in accordance with the following:

(a) Books of 10 for civil agenciestransportation requests start with the number A0,000,001 and will continue through A9,999,999, after which the letter symbol will change to B, thence C, etc.;

(b) Individual snapout assemblies for civil agencies—the transportation requests start with the number L0,000,001 and will continue through L9,999,999, after which the letter symbol will change to K, thence J, etc.; and

(c) Individual snapout assemblies for military agencies-the transportation requests start with the number M0,000,001 and will continue through M9,999,999, after which the letter symbol will change to N, thence forward through the remainder of the alphabet.

§ 51.9 Unused ticket redemption form.

SF 1170, Redemption of Unused Tickets, is a 4-part, snap-out, carbonized set consisting of an original and three copies. The original and the last copy are on punched card stock and the other The copies are on white paper stock. agency name and address may be pre

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 34 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]

§ 51.19 Stopovers.

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