[Federal Register Volume 59, Number 34 (Friday, February 18, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-3645]


[[Page Unknown]]

[Federal Register: February 18, 1994]


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GENERAL SERVICES ADMINISTRATION

41 CFR Part 101-41

RIN: 3090-AE77

 

Update of Transportation Documentation and Audit Regulations

AGENCY: Federal Supply Service, GSA.

ACTION: Proposed rule

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SUMMARY: The General Services Administration proposes to amend part 
101-41 of the Federal Property Management Regulations by revising text 
to reflect administrative decisions and procedural changes; eliminating 
or correcting obsolete material; and updating addresses, correspondence 
symbols, codes, and legal citations. This action updates policies and 
procedures governing the audit of payments for domestic and foreign 
freight and passenger transportation services furnished for the account 
of the United States.

DATES: Comments must be received by no later than 4 p.m. April 19, 
1994.

ADDRESSES: Written comments must be sent to the General Services 
Administration (FWPA), 18th & F Streets, NW., Washington, DC 20405.

FOR FURTHER INFORMATION CONTACT:
John W. Sandfort, Chief, Policy, Procedures and Liaison Branch, Office 
of Transportation Audits (202-219-3164).

SUPPLEMENTARY INFORMATION: The General Services Administration (GSA) 
had determined that this rule is not a significant regulatory action 
for the purpose of Executive Order 12866 of September 30, 1993, because 
it is not likely to result in an annual effect on the economy of $100 
million or more; a major increase in costs to consumers or others; or 
significant adverse effects. Therefore, a regulatory impact analysis 
has not been prepared. GSA has based all administrative decisions 
underlying this rule on adequate information concerning the need for 
and consequences of this rule; has determined that potential benefits 
to society from this rule outweigh the potential costs and has 
maximized the net benefits; and has chosen the alternative approach 
involving the least net cost to society.
    This rule contains reporting requirements which have been approved 
under OMB clearance number 3090-0242.

Regulatory Flexibility Act

    Pursuant to the Regulatory Flexibility Act, it is determined that 
this rule will not have a significant economic impact on a substantial 
number of small entities. Therefore, no regulatory flexibility analysis 
has been prepared.

List of Subjects in 41 CFR Part 101-41

    Accounting, Air carriers, Claims, Freight, Freight forwarders, 
Government property management, Maritime carriers, Moving of household 
goods, Passenger services, Railroads, Transportation.

    GSA proposes to amend 41 CFR part 101-41 as follows:

PART 101-41--TRANSPORTATION DOCUMENTATION AND AUDIT

    1. The authority citation for 41 CFR part 101-41 continues to read 
as follows:

    Authority: 31 U.S.C. 3726 and 40 U.S.C. 486(c).

    2. Section 101-41.002 is amended by revising paragraph (b) to read 
as follows:


Sec. 101-41.002  Definitions.

* * * * *
    (b) Carrier means any transportation services provider, including 
forwarder, exempt or not exempt from regulation, or other duly 
authorized agent, subject to the provisions of section 322 of the 
Transportation Act of 1940, as amended (31 U.S.C. 3726), offering to 
provide transportation services for the account of the United States.
* * * * *
    3. Section 101-41.003 is revised to read as follows:


Sec. 101-41.003  Exceptions to regulations.

    Exceptions to the regulations in this part 101-41 shall be granted 
only by the Administrator of General Services or the Administrator's 
designee. Requests for exceptions shall be made in writing to the 
General Services Administration (FW), Washington, DC 20405. A copy of 
the authorizing statement for each deviation, including the nature of 
the deviation, the reasons for such special action, and the 
Administrator's approval will be made available for public inspection 
in accordance with subpart 105-60.3 of this title.
    4. Section 101-41.004 is amended by revising paragraph (a) to read 
as follows:


Sec. 101.41.004  Agency implementation.

    (a) Agencies shall issue new or revise existing regulations and 
procedures to conform to the provisions of this part 101-41 and shall 
forward one copy of such new or revised regulations and procedures to 
the General Services Administration (FWP), Washington, DC 20405.
* * * * *
    5. Section 101-41.006 is amended by revising paragraph (a) to read 
as follows:


Sec. 101-41.006  Electronic data interchange (EDI) records.

    (a) For the purposes of EDI only, a paper or microform record need 
not be created to satisfy the requirements of this part if the record 
is initially prepared in a coordinated electronic exchange medium. Each 
record kept in such a coordinated medium shall be accompanied by a 
statement clearly indicating the type of data included in the record 
and certifying that the information contained in it has been accurately 
duplicated. This statement shall be executed by the person duplicating 
the records. The records shall be indexed and retained in such a manner 
that they are easily accessible and the carrier or the agency shall 
have the facilities available to locate, identify, and reproduce the 
records in readable form without loss of clarity.
* * * * *
    6. Section 101-41.104 is redesignated as 101-41.008.

Subpart 101-41.1--General

    7. In Sec. 101-41.101, paragraph (b)(3) is redesignated as 
paragraph (c) and revised to read as follows:


Sec. 101-41.101  Examination of payments, settlement of claims, and 
review of requirements.

* * * * *
    (c) The Administrator of General Services or the Administrator's 
designee will give due consideration to decisions of the Comptroller 
General of the United States, which are advisory in nature, resulting 
from Federal agency or common and contract carrier appeals involving 
disputed claims by and against the United States or issued under the 
authority vested in the Comptroller General by the Budget and 
Accounting Act of 1921, as amended (31 U.S.C. 702), and the Accounting 
and Auditing Act of 1950, as amended (31 U.S.C. 3501 et seq.).
    8. Section 101-41.102 is amended by revising paragraph (b) and 
removing paragraph (e) to read as follows:


Sec. 101-41.102  GSA responsibilities and functions.

* * * * *
    (b) In carrying out the foregoing functions, a designee head of an 
agency, acting in substance as GSA's audit surrogate, shall forward 
direct to the General Accounting Office (GAO) matters for consideration 
by the Comptroller General of the United States or by a division of GAO 
or shall forward direct to the Department of Justice matters for its 
consideration of collection action, litigation, and related 
proceedings, as prescribed in 4 CFR part 105. A claimant who disagrees 
with the settlement of his claim by GSA's audit surrogate may request 
reconsideration by the agency head or review by the Comptroller General 
of the United States in accordance with the guidelines set forth in 
subpart 101-41.7. These matters are subject to the provisions of 
Sec. 101-41.101(c) and need not be forwarded through GSA.
* * * * *
    9. Section 101-41.103 is amended by revising paragraphs (c), (d), 
(i)(1), (i)(3)(i) through (i)(3)(vii), (i)(4), (i)(5), (j), (k), 
(n)(1), (n)(2), (n)(3), and (n)(5) to read as follows:


Sec. 101-41.103  Procedures, conditions, and limitations relevant to 
the delegation of authority to perform prepayment audits of selected 
transportation bills.

* * * * *
    (c) Each request shall include a detailed model of the audit 
process from receipt to payment of carrier bills and the subsequent 
submission of paid vouchers to GSA for postpayment audit.
    (d) The requester shall demonstrate the capability not only to 
complete an accurate audit within 5 calendar days of receipt of a 
carrier's bill, but also evidence the ability to generate an accurate 
notice to the carrier which specifically describes the reason for any 
full or partial rejection of the carrier's charges, citing the rate 
authority applicable thereto.
* * * * *
    (i) * * *
    (1) Notwithstanding any other provision herein, GSA may request 
that agencies forward unpaid transportation bills approved for payment 
after prepayment audit by a designee agency (if any), in lieu of 
payment to the carrier, in order to adequately protect the Government's 
right to setoff or where the best interests of the Government so 
require.
* * * * *
    (3) * * *
    (i) The carrier is involved in a proceeding under the Bankruptcy 
Code as a debtor or possible debtor, or is subject to the control of a 
receiver, trustee, or other similar representative;
    (ii) The carrier consistently fails to refund overcharges without 
assertion of substantial defense or other valid reasons when notified 
by GSA or any other interested Government agency;
    (iii) The carrier, without good cause, fails to make timely 
disposition or settlement of loss or damage or other claims asserted by 
agencies of the United States;
    (iv) The carrier owes substantial sums of money to the United 
States for which no adequate arrangements for settlement have been 
made;
    (v) The carrier, as a person or business entity, was determined 
administratively to be ineligible for payment, unless after review of 
the facts and in the absence of objection by the U.S. General 
Accounting Office, it is determined administratively that the best 
interests of the United States will not be jeopardized by such payment;
    (vi) The carrier voluntarily withdraws or is otherwise 
involuntarily terminated from an agency-wide transportation program; or
    (vii) Any other circumstances where a reasonable person, in the 
exercise of ordinary prudence, would conclude that the carrier is in 
such financial condition that its ability to pay debts owed to the 
Government is questionable.
    (4) Carriers subject to prepayment audit by GSA for the reasons 
outlined in Sec. 101-41.103(i)(3), may offer substitute arrangements to 
adequately protect the Government's right to setoff in consideration 
for the avoidance of prepayment audit and/or a release of funds deemed 
adequate by the Government to pursue its right of setoff.
    (5) The exercise of actual setoff shall be conducted in accordance 
with the Federal Claims Collection Standards.
    (j) All forms used by the designee or its audit activity in 
performing the prepayment audit must be approved by GSA (Attn: FWP) 
prior to usage, and no rules or procedures relative to the prepayment 
audit may be published by the designee or its audit activity without 
GSA approval.
    (k) The designee and any audit activity under him/her will be 
guided by applicable Comptroller General decisions and Federal Property 
Management Regulations, instructions, and precedents regarding 
substantive and procedural matters.
* * * * *
    (n) * * *
    (1) Failure to accomplish an accurate audit (less than 85 percent 
accuracy).
    (2) A pattern of failure to make timely payments, or failure to 
inform carriers within 7 days of defective invoices (Prompt Payment Act 
time limitations).
    (3) Audit results not cost-effective; i.e., where the cost of the 
audit exceeds the benefits derived.
* * * * *
    (5) Failure of the designee, or any audit authority under it to be 
guided by applicable Comptroller General decisions, Federal Property 
Management Regulations, and instructions, or precedents regarding 
substantive and procedural matters.
* * * * *

Subpart 101-41.2--Passenger Transportation Services Furnished for 
the Account of the United States

    10. Section 101-41.202 is amended by revising the introductory text 
to read as follows:


Sec. 101-41.202  Standard forms relating to passenger transportation.

    The Standard forms listed in paragraphs (a) through (h) of this 
section are prescribed for use in connection with the procurement of 
passenger transportation services for the account of the United States.
* * * * *
    11. Section 101-41.202-5 is revised to read as follows:


Sec. 101-41.202-5  Procurement of Standard forms by agencies and 
carriers.

    (a) Agencies may obtain supplies of SF 1169 and SF 1170 assemblies 
from GSA by submitting a requisition in FEDSTRIP format to GSA's 
Federal Supply Service, Furniture Commodity Center (3FNI-CO), 
Washington, DC 20406. With respect to the GTR assemblies, 3FNI-CO 
maintains a record of the serial numbers imprinted on the forms and the 
names and mailing addresses of the receiving agencies. Where feasible, 
agencies should request that the name and address of the office to be 
billed for payment of charges be preprinted on each SF 1169 and that 
the name and address of the office to receive the refund be preprinted 
on each SF 1170. No other overprinting on SF 1169, SF 1170, or SF 1170-
EDP (computer-generated) is permitted unless specifically approved in 
writing by the Director, Office of Transportation Audits (FW), GSA.
    (b) Carriers may purchase SF 1113 and SF 1113-A from the 
Superintendent of Documents, U.S. Government Printing Office, 
Washington, DC 20402, or have these printed commercially. When printing 
these forms commercially, carriers shall ensure that the forms conform 
to the exact size, wording, and arrangement of the approved Standard 
forms as well as be printed on a similar grade of paper stock. Carriers 
may have SF 1113 and SF 1113-A printed also in continuous-feed format 
for machine billing by adding pin-feed strips on the margins. The tear-
off slip may be moved from the bottom to the right edge of SF 1113, to 
aid in machine use of the form, but it must be perforated on all edges 
to measure 8\1/2\ by 3\3/16\ inches when detached from the body of SF 
1113 and from the pin-feed strips. The forms must conform in all other 
respects to the exact size, wording, color, and arrangement of the 
approved Standard forms. Any deviations must be approved in writing by 
the Director, Office of Transportation Audits (FW), GSA, Washington, DC 
20405.
    12. Section 101-41.203 is revised to read as follows:


Sec. 101-41.203  Procurement of passenger transportation services.

    Government travel should be via the lowest cost fare available for 
which the traveler meets all conditions. The issuing officer must 
ensure that a request is conveyed to the carrier or its agent for the 
lowest cost fare available by entering ``lowest fare for which the 
traveler qualifies'' in the class of service block on the GTR.
    13. Section 101-41.203-4 is revised to read as follows:


Sec. 101-41.203-4  Reduced rate services.

    When Government travel is on an air carrier the use of discount 
fares offered by contract air carriers between certain cities (city-
pairs) is mandatory unless an exception is authorized under 41 CFR 301-
15.27. For air travel between cities where no contract service exists, 
or for travel by other common carrier modes, travel must be performed 
using the lowest cost fare available, e.g., through, group, excursion, 
commutation, special, or reduced one-way or round-trip fare when it can 
be determined before the start of a trip that this type of service 
would be more practical and economical to the Government.
    14. Section 101-41.203-5 is revised to read as follows:


Sec. 101-41.203-5  Joint procurement of rail transportation and 
accommodations.

    When the need for sleeping or parlor car accommodations is known at 
the time the rail transportation services are authorized, a single GTR 
shall be issued for joint procurement of transportation and 
accommodations. A separate GTR may be used to procure accommodations if 
such service is authorized after procurement of the rail transportation 
ticket. The GTR shall bear the name of the carrier issuing the sleeping 
or parlor car ticket and, when known, the number of the GTR covering 
the rail transportation service.
    15. Section 101-41.203-6 is amended by revising paragraph (b) to 
read as follows:


Sec. 101-41.203-6  Air excess baggage service.

* * * * *
    (b) The GEBAT coupon shall be given to the traveler with the air 
ticket for presentation to the honoring carrier. Each carrier that is 
to provide excess baggage service shall lift the pertinent coupon, 
complete it to show the gross and net weights or number of pieces of 
baggage carried, and use the coupon to support the subsequent billing 
of charges. The carrier providing the service may bill its charges 
direct to the paying office or may forward the coupon to the carrier to 
which the GTR was tendered for billing.
    16. Section 101-41.204-1 is revised to read as follows:


Sec. 101-41.204-1  Contracts.

    With the exception of contracts for intracity bus service and 
contracts entered into by the Air Mobility Command and the Military 
Sealift Command, a copy of each contract, negotiated or otherwise, 
providing rates or charges for passenger transportation services shall 
be forwarded by agencies, promptly upon execution, to the General 
Services Administration (FWA), Washington, DC 20405.
    17. Section 101-41.204-2 is revised to read as follows:


Sec. 101-41.204-2  Tenders.

    Two copies of each tender or quotation of special rates, fares, 
charges, or concessions for common or contract carrier passenger 
transportation services, including those made under section 10721 of 
the Revised Interstate Commerce Act (49 U.S.C. 10721), formerly section 
22 of the Interstate Commerce Act, shall be promptly submitted by the 
negotiating agencies to the General Services Administration (FWA), 
Washington, DC 20405.


Sec. 101-41.205-1  [Reserved]

    18. Section 101-41.205-1 is removed and reserved.
    19. Section 101-41.205-2 is revised to read as follows:


Sec. 101-41.205-2  Blanket ticket purchases.

    (a) Procedures for issuing and processing tickets under blanket 
GTR's. A blanket GTR may be issued to cover all tickets issued during a 
mutually agreed upon period not exceeding 1 month if the number of 
required tickets is of sufficient volume. When a blanket GTR is used to 
purchase multiple tickets (issued during a designated payment period), 
the GTR must be given to carrier or its agent prior to issuance of the 
first ticket. GTR issuing officers are prohibited from giving only a 
GTR number to the carrier or its agent in lieu of an actual GTR. Care 
must be taken that a request is conveyed to the carrier or its agent 
for the lowest cost fare available, which is done by entering ``lowest 
fare for which the traveler qualifies'' in the class of service block 
on the GTR. Tickets shall be issued as follows:
    (1) At the beginning of each payment period, a blanket GTR shall be 
prepared by the agency and given the TMC. Each ticket issued by the TMC 
for the period of time covered by the blanket GTR shall bear the number 
of the procuring GTR.
    (2) A separate ticket listing shall be prepared by the TMC for each 
GTR to show the number and value of the tickets issued during the 
payment period and such other information as may be agreed upon by the 
carrier or its agent and the Government agency.
    (3) At the end of the payment period, payment shall be made as 
provided in 101-41.206.
    (b) Procedures for processing unused tickets. A completely unused 
ticket procured on a GTR and returned to the carrier or its agent 
during the same week it is purchased shall be voided by the carrier or 
its agent and shall not appear on the billing invoice. The carrier or 
its agent shall issue a receipt for tickets returned within the same 
week of issuance. The agency shall check the appropriate invoice to 
ensure that the agency is not billed for the returned tickets. A 
completely unused ticket procured using a GTR that has already been 
paid and all partially unused tickets, whether paid or not, shall be 
processed through the carrier or its agent on Standard Form 1170 for 
refund under procedures set forth in Sec. 101-41.210.
    20. Section 101-41.206 is amended by revising the heading, and 
paragraphs (a), (b), (c)(3), and (d) to read as follows:


Sec. 101-41.206  Special procedures for payment of blanket GTR charges 
for passenger transportation services.

    (a) At the end of the payment period for which a blanket GTR has 
been issued under Sec. 101-41.205-2, the original GTR, copies of the 
agent's coupons or credit card coupons and individual itineraries for 
each ticket issued but not voided during the period, the original and 
two copies of the ticket listing and the SF 1113 shall be forwarded by 
the TMC to the responsible agency accounting activity for preparation 
of the appropriate disbursing documents and issuance of the check to 
the TMC for transportation charges. The payment check shall bear the 
name and location of the agency authorizing payment and the applicable 
GTR number.
    (b) Agencies using the disbursing facilities of the Department of 
the Treasury shall issue Standard Form 1166 OCR, Voucher and Schedule 
of Payments (voucher-schedule), to the Department of Treasury for 
issuance of the check. The payee block of the voucher-schedule shall 
include the above-cited identifying information that is to appear on 
the payment check.
    (c) * * *
    (3) The agent's coupons or reproduced copy of the agent's coupons 
or credit card coupon copies and copies of itineraries for each ticket 
paid on the listing for air and/or rail service.
    (d) The carrier/TMC shall be responsible for making settlement of 
all overcharges identified by GSA upon subsequent audit of the 
documents covering their respective transportation services and for 
stating valid claims for additional charges as prescribed in Subpart 
101-41.6.
    21. Section 101-41/207-3 is revised to read as follows:


Sec. 101-41.207-3  Disposition of spoiled or canceled GTR's.

    A GTR spoiled in preparation, canceled, or prepared for issuance 
but not used shall be marked ``CANCELED'' across the face and forwarded 
immediately through the issuing office to the office maintaining the 
accountability records. General Records Schedule 9, Travel and 
Transportation Records (see 36 CFR chapter XII, Sec. 1228.22), provides 
instructions for the disposal of a GTR.


Sec. 101-41.208-4  [Reserved]

    22. Section 101-41.208-4 is removed and reserved.
    23. Section 101-41.208-5 is revised to read as follows:


Sec. 101-41.208-5  En route honoring of GTR's for rail service.

    When there is no ticket agent on duty, necessitating the purchase 
of a rail transportation ticket on-board, the conductor shall issue a 
coach, parlor car, or sleeping car ticket for service authorized on the 
GTR in exchange for the GTR. If a different service or service of 
lesser value than that shown on the GTR is furnished, the type of 
service furnished shall be entered on the reverse of the GTR and signed 
by the conductor and countersigned by the traveler. The traveler shall 
similarly endorse the memorandum card copy (SF 1169-A). If the original 
and the memorandum card copy are unavailable, the traveler shall 
promptly forward written notification of the change to the office that 
issued the GTR. The carrier shall bill charges for the changed or 
lesser cost service to avoid subsequent adjustments with the 
Government.
    24. Section 101-41.208-6 is revised to read as follows:


Sec. 101-41.208-6  En route honoring of GTR's for sleeping or parlor 
car services only.

    When a GTR is presented on the train for sleeping or parlor car 
accommodations only, it shall be honored provided such accommodations 
are available and the traveler has purchased a rail passage fare.
    25. Section 101-41.210-1 is amended by revising the introductory 
text of paragraph (a) and paragraph (c) to read as follows:


Sec. 101-41.210-1  Exchange or returned tickets.

    (a) Exchanged or returned tickets are tickets in a carrier's 
possession for which the carrier has issued a lesser valued ticket, 
receipt, or refund application showing a refund due the U.S. 
Government. Agencies shall not submit an SF 1170 to the carrier to 
claim a refund for the unused value of an exchanged or returned ticket. 
Carriers are required to make refunds to the ``bill charges to'' office 
indicated on the GTR within 60 calendar days from date of ticket 
exchange. Agencies must provide travelers with a ``bill charges to'' 
address by attaching a copy of the GTR or some other document 
containing the information to the ticket or to the travel 
authorization. If carriers cannot identify the issuing agency, refunds 
shall be sent to GSA (FWCA), Washington, DC 20405. These refunds are 
subject to the following procedures:
* * * * *
    (c) When accepting exchanged or returned tickets purchased with a 
contractor-issued Government employee charge card, the carrier must 
issue a receipt to the traveler showing a credit is due the traveler.
    26. Section 101-41.210-1a is amended by revising paragraph (c) to 
read as follows:


Sec. 101-41.210-1a  Agency monitoring and processing of exchanged 
ticket refunds.

* * * * *
    (c) Forward carrier ticket refund applications and any other 
pertinent information to GSA (FWCM), Washington, DC 20405, if refund 
has not been received within 90 calendar days of date of ticket 
exchange or return.
    27. Section 101-41.210-2 is revised to read as follows:


Sec. 101-41.210-2  Unused or unreturned tickets.

    An unused or unreturned ticket is one which has not been used for 
passenger service, exchanged, or returned to the carrier or travel 
management center (TMC) that issued it. Agencies shall demand the 
refund value of these tickets from carriers or TMC's through the use of 
an SF 1170, Redemption of Unused Tickets. A separate SF 1170 must be 
prepared for each GTR, though more than one ticket or adjustment 
transaction may be related to that GTR. Each ticket must be listed on 
the SF 1170. An unused or unreturned ticket purchased under a GTS 
account must be returned by the traveler to the Federal agency office 
that purchased the ticket. That office shall, in turn, return the 
ticket to the TMC that furnished the airline ticket. The TMC must issue 
a receipt to the agency office showing a credit is due the agency. An 
unused or unreturned ticket purchased with a contractor-issued 
Government employee charge card must be returned by the traveler to the 
TMC or air carrier that issued the original ticket. The TMC or air 
carrier must issue a receipt to the traveler showing a credit is due 
the employee. For procedures covering unused transportation services 
billed by foreign-flag carriers, see Sec. 101-41.210-6.
    28. Section 101-41.210-3 is amended by revising the introductory 
text and paragraph (c) to read as follows:


Sec. 101-41.210-3  Agency processing of SF 1170 claims.

    Timely processing of SF 1170 claims is essential to facilitate 
prompt refunds from carriers. Agencies processing SF 1170 claims shall 
ensure that:
* * * * *
    (c) All other copies, including copies of unused tickets, are 
retained by the agency for accounting control.
    29. Section 101-41.210-3a is amended by revising the introductory 
text to read as follows:


Sec. 101-41.210-3a  Carrier processing of SF 1170 claims.

    Each carrier shall promptly refund monies to adjust items listed on 
an SF 1170, whether or not the related GTR has been submitted or paid. 
The carrier shall indicate on the original SF 1170 the amount credited 
to each ticket and the total amount being refunded, and shall return 
the original with its refund to the agency. A refund that is 
inconsistent with the information on the SF 1170 shall be explained or 
computed on the SF 1170 or in an attached letter. A carrier declining 
to refund shall furnish an explanation on the original SF 1170. If a 
carrier is unable to determine which agency submitted the SF 1170, the 
payment and refund information shall be sent directly to the General 
Services Administration (FWCA). Any refunds sent directly to GSA will 
be subject to the following procedures:
* * * * *
    30. Section 101-41.210-4 is revised to read as follows:


Sec. 101-41.210-4  Agency processing of SF 1170 refunds.

    Upon return of the original SF 1170 with the refund, the agency 
shall record and deposit the refund in conformity with its fiscal 
procedures. If the refund has previously been reported to GSA as 
uncollected under Sec. 101-41.210-5, the agency shall, within 30 
calendar days of receipt thereof, forward the original SF 1170 and file 
copy of the ticket together with any advice from the carrier regarding 
the basis of the refund, to the General Services Administration (FWCA), 
Washington, DC 20405.
    31. Section 101-41.210-5 is amended by revising paragraph (a) and 
adding paragraph (c) to read as follows:


Sec. 101-41.210-5  Agency processing of SF 1170 claims for which the 
carrier failed to refund or otherwise satisfy the claim.

    (a) Partial tickets. A partial ticket is one in which one or more 
(but not all) coupons have been used. If, within 90 calendar days from 
the date of issuance of the SF 1170, the carrier has failed to make 
refund for the unused portion of a partially used ticket or to furnish 
a satisfactory explanation as to why no refund is due, the agency shall 
transmit the triplicate of the SF 1170 and all related correspondence 
to the General Services Administration (FWCA), Washington, DC 20405, 
for appropriate action. An agency may remove from its active accounts 
those debts referred to GSA under this section. This shall be recorded 
in a manner sufficient to support its removal from agency accounting 
records. Should a refund or response be received from the carrier after 
referring the claim to GSA, the agency shall, within 30 calendar days 
of receipt thereof, forward the original SF 1170 and file copy of the 
ticket, together with any advice from the carrier regarding the basis 
of the refund, to the General Services Administration (FWCA) in 
accordance with Sec. 101-41.210-4.
* * * * *
    (c) Agencies shall send to the General Services Administration 
(FWC) all SF 1170 claims on complete tickets on which the carrier 
alleges that no refund is due or on which there is doubt as to whether 
the carrier has refunded the full value of the unused ticket. Agency 
accounting shall be the same as is prescribed for partial tickets 
forwarded to the General Services Administration.


Sec. 101-41.210-5a  [Reserved]


Sec. 101-41.210-5b  [Reserved]


Sec. 101-41.210-5c  [Reserved]

    32. Sections 101-41.210-5a, 210-5b, and 210-5c are removed and 
reserved.
    33. Section 101-41.210.5d is revised to read as follows:


Sec. 101-41.210-5d  Agency recovery of carrier refunds sent directly to 
GSA.

    To recover carrier refunds sent directly to GSA (FWCA), agencies 
must forward either an F 1080, Voucher for Transfer Between 
Appropriations and/or Funds, or SF 1081, Voucher and Schedule of 
Withdrawals and Credits, to the General Services Administration (FWCA). 
Included on these forms must be the name of the carrier, carrier check 
number, date, and amount of check (obtained from carrier), as well as 
the GTR number and the appropriation number to be credited. Agency 
refund requests should be sent promptly to GSA (FWCA). Refunds from 
carriers which are not identified and claimed by agencies within 300 
days after receipt by GSA (FWCA) will be returned to the U.S. Treasury 
as miscellaneous receipts.
    34. Section 101-41.210-6 is amended by revising paragraph (c) to 
read as follows:


Sec. 101-41.210-6  Refund procedures covering unused transportation 
services billed by foreign-flag carriers.

* * * * *
    (c) Adjustments for unfurnished transportation services not 
reported on SF 1170 but made by deduction or setoff shall be noted on 
the deduction voucher with a full description of each unused ticket or 
portion thereof. Reference shall also be made to the transportation 
request number and the disbursing office (D.O.) voucher or schedule 
number and the date of payment of the voucher on which the GTR was paid 
if other than the deduction voucher. The unused ticket or portion 
thereof shall be forwarded by the agency to the carrier and a copy of 
the transmittal letter shall be attached to the deduction voucher 
involved.
    35. Section 101-41.211-2 is revised to read as follows:


Sec. 101-41.211-2  Disposition of recovered GTR's previously reported 
lost or stolen.

    A GTR that has been reported as lost or stolen but subsequently 
recovered shall not be used to obtain transportation or accommodations. 
The recovered GTR, whether it is blank or partially or completely 
filled out, shall be returned promptly to the issuing officer who shall 
mark it ``CANCELED'' and forward it through appropriate channels to the 
office keeping the accountability records. The National Archives and 
Records Administration General Records Schedule 9, Travel and 
Transportation Records, provides instructions for disposition of 
canceled GTR's (see 36 CFR chapter XII, Sec. 1228.22).
    36. Section 101-41.211-3 is revised to read as follows:


Sec. 101-41.211-3  Billing charges for GTR's lost by carrier.

    (a) When a carrier has lost or misplaced a GTR, it shall bill the 
charges for the services furnished on the SF 1113, Public Voucher for 
Transportation Charges, annotated with the following signed 
certification: ``I certify that all U.S. Government Transportation 
Requests (GTR's) honored by the above-named carrier or travel agent 
pass into my office; that ticket(s) (form and ticket number(s)), value 
of ticket(s), accommodations (number and type), points of travel (from 
and to) annotated below was (were) furnished in exchange for the 
specified GTR; that the stated value(s) is (are) true and correct; that 
the said GTR has been lost or misplaced and cannot be located; that the 
honoring carrier has not received payment for services rendered 
thereunder; and that, if the said GTR is later found, it will be marked 
``Canceled--SF 1113 with Signed Certification Issued in Lieu of Lost 
GTR'' and transmitted to the General Services Administration (FWAA/C), 
Washington, DC 20405, and no claim made thereon. Copy/copies of ticket 
coupon(s), with the GTR number visible, will be attached in support of 
the SF 1113. A statement of any other pertinent facts and circumstances 
should be included. Each lost or misplaced GTR shall be billed on a 
separate SF 1113 to be distinguished from charges applicable to other 
GTR's. (See Sec. 101-41.214 for billing of transportation charges.)
    (b) Disbursing officers shall certify on the SF 1113 that the 
services specified thereon have been furnished, that payment has not 
been made to any claimant, and that the record has been annotated to 
prevent duplicate payment. The carrier may transmit its bill (SF 1113 
with certification) to the General Services Administration (FWCA), 
Washington, DC 20405, if the paying agency is unknown.
    37. Section 101-41.211-4 is revised to read as follows:


Sec. 101-41.211-4  Disposition of GTR's previously certified lost by 
carrier.

    An original GTR that is located after payment has been made under 
Sec. 101-41.211-3 shall be forwarded promptly to the General Services 
Administration (FWAA/C), Washington, DC 20405, together with a 
reference to the carrier's bill on which charges for the lost GTR were 
paid.
    38. Section 101-41.211-5 is revised to read as follows:


Sec. 101-41.211-5  Billing charges for air excess baggage coupons lost 
by carrier.

    (a) When a carrier has lost or misplaced its flight coupon copy of 
the GEBAT covering the air carriage of excess baggage, it shall bill 
the charges on an SF 1113 annotated with the following signed 
certification: ``I certify that all GEBATS honored by the above-named 
carrier or travel agent pass into my office; that the authorizing 
GTR(s) (number(s)), applicable passenger ticket(s) (number(s)), name of 
traveler(s), weight or number of pieces of excess baggage authorized 
and carried, points between which service was authorized and rendered, 
and all other information pertinent to the transaction annotated below 
was (were) furnished in exchange for the specific GEBAT; that the 
stated value(s) is (are) true and correct; that the said GEBAT has been 
lost or misplaced and cannot be located; that the honoring carrier has 
not received payment for services rendered thereunder, and that, if the 
said GEBAT is later found, it will be marked `Canceled--SF 1113 with 
Signed Certification Issued in Lieu of Lost GEBAT' and transmitted to 
the General Services Administration (FWAA/C), Washington, DC 20405, and 
no claim made thereon.'' The disbursing officer shall certify on the SF 
1113 that the services specified therein have been furnished, that 
payment has not been made to any claimant, and that the record has been 
annotated to prevent duplicate payment.
    (b) Excess baggage charges supported by a certified statement 
instead of a lost GEBAT shall be billed separately from other types of 
transportation charges. Where the paying agency cannot be determined, 
the carrier may submit its bill to the General Services Administration 
(FWCA), Washington, DC 20405, for forwarding to the responsible agency.
    (c) An original GEBAT that is located after issuance of the 
certified statement instead of the lost GEBAT, together with a 
reference to the carrier's bill on which charges for the lost GEBAT 
were paid, shall be forwarded promptly to GSA (FWAA/C).
    39. Section 101-41.213 is amended by revising paragraph (a)(3) to 
read as follows:


Sec. 101-41.213  Carrier entries on GTR's.

    (a) * * *
    (3) In the ``Auditor's Value'' space, the carrier audit officer 
shall enter the charges as specified in paragraph (a)(2) of this 
Sec. 101-41.213 for the ``Agents Value.''
* * * * *
    40. Section 101-41.214-3 is revised to read as follows:


Sec. 101-41.214-3  Carrier machine punching on GTR's.

    Carriers using 80-column tabulating equipment have the option of 
keypunching certain information in the GTR's. Carriers electing to 
punch the GTR must punch all information in fields 1-20 as specified 
below. Fields 21-25 are for optional use by carriers. No other card 
fields may be used.

------------------------------------------------------------------------
 Fields                            Information                          
------------------------------------------------------------------------
1-5....  Carrier's code number as published in the Continental Directory
          of Standard Carrier Alpha Codes (SCAC) and Standard Tariff    
          Agents Codes. Inquiries shall be addressed to NMFTA, 2200 Mill
          Road, Alexandria, VA 22314.                                   
6-10...  Carrier's bill number.                                         
11-18..  Total amount of transportation charges.                        
19-20..  Federal account (appropriation) symbol. (To be obtained from   
          the Department of the Treasury annual publication ``Federal   
          Account Symbols and Titles.'')                                
21-25..  Carrier's optional in-house code.                              
------------------------------------------------------------------------

    41. Section 101-41.214-5 is amended by revising paragraph (e) to 
read as follows:


Sec. 101-41.214-5  Preparation of carrier billing form.

* * * * *
    (e) Each carrier shall insert in the appropriate block on the SF 
1113 (and SF 1113-A), the standard carrier alpha code (SCAC) assigned 
to that carrier in the National Motor Freight Traffic Association, 
Inc., Agent, Directory of Standard Multi-Modal Carrier and Tariff 
Agents Codes (SCAC and STAC), ICC NMF 101, applicable supplements 
thereto, or subsequent reissues thereof.
    42. Section 101-41.214-7 is revised to read as follows:


Sec. 101-41.214-7  Cross-reference on billings for additional or 
supplemental services.

    Vouchers supported by GTR's which extend or supplement services 
covered by other GTR's shall be endorsed by the paying office or 
issuing agency to show the disbursing office (D.O.) voucher number or 
schedule number, date of payment, and date of the prior payment. 
Vouchers covering air excess baggage charges need not be so endorsed.

Subpart 101-41.3--Freight Transportation Services Furnished for the 
Account of the United States

    43. Section 101-41.300 is revised to read as follows:


Sec. 101-41.300  Scope and applicability of subpart.

    This subpart sets forth regulations and procedures governing the 
procurement of and the billing and payment for freight or express 
transportation services for the account of the United States.
    44. Section 101-41.302-2 is amended by revising the introductory 
text of paragraph (a), paragraphs (a)(1) and (a)(6), the introductory 
text of paragraph (c), paragraph (c)(4) and paragraph (d) to read as 
follows:


Sec. 101-41.302-2  Description and distribution of Government bills of 
lading.

    (a) The U.S. Government bill of lading (GBL) is a nine-part set 
consisting of six basic forms. The sets are carbon-interleaved for 
simultaneous preparation. The GBL set is arranged in the following 
order:
    (1) SF 1103 (original), which refers to subpart 101-41.3 for the 
terms and conditions of the contract of transportation and contains 
both the description of the articles comprising the shipment and the 
certificate of delivery, is given to the carrier upon tender of 
shipment for use as supporting documentation with the voucher covering 
the transportation charges involved.
* * * * *
    (6) SF 1103-A (memorandum copy), of which there are four copies, is 
for use by the shipper for fiscal and administrative purposes.
* * * * *
    (c) The U.S. Government Bill of Lading-Privately Owned Personal 
Property (PPGBL) is a seven-part form available in either snap-out or 
computer pin-feed formats. The sets are carbon interleaved for 
simultaneous preparation. The PPGBL is arranged in the following order:
* * * * *
    (4) SF 1205 (freight waybill-original) is given to the origin 
carrier and is either carried to destination or is otherwise sent to 
destination in compliance with origin carrier's instructions. It also 
serves as the substitute billing document when the original PPGBL is 
lost or destroyed.
* * * * *
    (d) The GBL continuation sheets (SF 1109 through 1112) are also 
available in nine-part sets and are arranged in order corresponding to 
the GBL sets. The continuation sheets are for use with the regular GBL 
and the personal property GBL.
    45. Section 101-41.302-3 is amended by revising paragraph (i) to 
read as follows:


Sec. 101-41.302-3  Terms and conditions governing acceptance and use of 
GBLs.

* * * * *
    (i) The nondiscrimination clauses contained in section 202 of 
Executive Order 11246, as amended by Executive Order 11375, relative to 
equal employment opportunity for all persons without regard to race, 
color, religion, sex, or national origin, and the implementing rules 
and regulations prescribed by the Secretary of Labor are incorporated 
by reference in the GBL.
    46. Section 101-41.302-5 is amended by revising paragraph (b) to 
read as follows:


Sec. 101-41.302-5  Pickup and delivery services.

* * * * *
    (b) When a shipper or consignee so requests and if the carrier 
furnishes delivery service at destination, the carrier shall check the 
appropriate box in the ``Certificate of Carrier Billing'' section on 
the GBL.
    47. Section 101-41.303-4 is revised to read as follows:


Sec. 101-41.303-4  Lost original commercial bills of lading 
subsequently recovered.

    When the original commercial bill of lading or commercial express 
receipt is recovered after conversion of an authentic copy of the 
commercial document to a GBL, the original commercial document shall be 
forwarded to the paying office of the agency concerned, with an 
appropriate reference to the previous conversion. If the transportation 
charges on the GBL converted from the copy of the commercial document 
have already been paid, the recovered original commercial bill of 
lading or commercial express receipt shall be marked ``VOID''; 
annotated with the disbursing office (D.O.) voucher or schedule number 
(or the GSA certificate of settlement number) and payment date; and 
transmitted to the General Services Administration (FWAA/C), 
Washington, DC 20405.
    48. Section 101-41.305-2 is amended by revising the introductory 
text of paragraph (c) to read as follows:


Sec. 101-41.305-2  Transit records; processing and distribution.

* * * * *
    (c) Furnishing transit certificates. Transit certificates (record 
of transit tonnage and application) need not be prepared and furnished 
to GSA (FWAA/C) when the paying office normally verifies or enters the 
inbound billing information in the ``Description of Articles'' block of 
the GBL. If the paying office does not verify or provide inbound 
billing information, the certificates shall be furnished to General 
Services Administration (FWAA/C), Washington, DC 20405, as follows:
* * * * *
    49. Section 101-41.305-5 is revised to read as follows:


Sec. 101-41.305-5  Paying office action on transit billings.

    The paying office shall verify and, if necessary, correct the 
transit information shown on the GBL. When the required transit 
information is not shown, the paying office shall enter the following 
information in the ``Description of Articles'' block of the GBL, or on 
a GBL continuation sheet, under a heading ``TRANSIT RESHIPPING 
CERTIFICATE-INBOUND BILLING REFERENCES'': The disbursing office (D.O.) 
voucher or schedule number and the date of payment of the inbound 
billing, before forwarding the SF 1113 and a notice of any refunds to 
GSA (FWAA/C). Vouchers with the accompanying GBL covering free or 
surrendered transit shall be transmitted to GSA (FWAA/C) separate from 
other types of transportation vouchers.
    50. Section 101-41.306 is amended by revising paragraph (b) to read 
as follows:


Sec. 101-41.306  Disposition of GBL forms upon delivery of property to 
carrier for shipment.

* * * * *
    (b) The issuing office shall retain a certified memorandum copy; 
i.e., the issuing office copy (SF 1103-A and SF 1109-A, if any), and 
send the consignee copy (SF 1103-B and SF 1109-B, if any) to the 
consignee. A contractor acting as shipper shall retain one certified 
memorandum copy, forward one copy to the issuing office, and send the 
consignee copy to the consignee.
* * * * *
    51. Section 101-41.307-5 is revised to read as follows:


Sec. 101-41.307-5  Lost original GBL's recovered after settlement.

    When a lost original GBL is recovered after settlement is effected 
on the basis of the freight waybill, the original GBL shall be 
forwarded to the paying office of the agency concerned for 
cancellation. The original GBL shall be inscribed with the disbursing 
office (D.O.) voucher or schedule number, the GSA certificate of 
settlement number, and the payment date of the freight waybill 
settlement voucher and shall be forwarded to GSA (FWAA/C).
    52. Section 101-41.308-1 is amended by revising the introductory 
text to read as follows:


Sec. 101-41.308-1  Agency control.

    Agencies shall maintain accountability records and physical control 
of GBL stock. Employees responsible for the issuance and use of GBL 
forms shall be held accountable for their disposition. GBL forms 
generally are serially numbered at the time of printing; no other 
numbering of the forms, including additions or changes to the prefixes 
or additions of suffixes, is permitted.
* * * * *
    53. Section 101-41.308-2 is revised to read as follows:


Sec. 101-41.308-2  Disposition of unused GBL's.

    GBL forms spoiled in preparation, prepared for issuance but not 
used, or unusable for any other reason shall be canceled and returned 
to the accountable office. Those forms shall be disposed of in 
accordance with General Records Schedule 9, Travel and Transportation 
Records. (See 36 CFR chapter XII, Sec. 1228.22.)
    54. Section 101-41.309-2 is amended by revising paragraph (c)(4) 
and the concluding text of paragraph (c) to read as follows:


Sec. 101-41.309-2  Motor carrier or freight forwarder destination 
storage in transit of household goods or mobile dwellings.

* * * * *
    (c) * * *
    (4) A copy of the original SF 1113, Public Voucher for 
Transportation Charges, which was submitted by the line-haul carrier, 
and copies of any other supplemental SF's 1113 previously submitted for 
payment of accessorial charges relating to items paid on the original 
bill.
    The originals of those statements listed in paragraphs (c)(1) and 
(c)(2) shall be used as support for accessorial charges.
    55. Section 101-41.310-2 is amended by revising paragraphs (a) and 
(d) to read as follows:


Sec. 101-41.310-2  Preparation of carrier billing forms.

    (a) Instructions for the preparation of SF 1113, Public Voucher for 
Transportation Charges, are furnished in the GSA guide ``How to Prepare 
and Process U.S. Government Bills of Lading'' (national stock number 
7610-00-682-6740). Agencies may obtain copies of this guide by 
submitting a requisition in FEDSTRIP/MILSTRIP format to the GSA 
regional office providing support to the requesting activity.
* * * * *
    (d) Each carrier shall insert in the appropriate block on SF 1113 
(and SF 1113-A), the Standard Carrier Alpha Code (SCAC) assigned to 
that carrier in the National Motor Freight Traffic Association, Inc., 
Directory of Standard Multi-Modal Carrier and Tariff Agents Code (SCAC 
and STAC), ICC NMF 101, applicable supplements or subsequent reissues.
    56. Section 101.41.310-4 is amended by revising paragraph (a)(2) to 
read as follows:


Sec. 101-41.310-4  Presentation and payment of carrier's bills.

* * * * *
    (a) * * *
    (2) A participating carrier or forwarder in privity with the 
contract of carriage as evidenced by the covering GBL when the bill is 
submitted with a waiver accomplished by the last carrier (as described 
in paragraph (a)(1) of this section) in favor of the billing carrier;
* * * * *
    57. Section 101-41.311 is revised to read as follows:


Sec. 101-41.311  Reporting of carrier voluntary refunds.

    Agencies shall report voluntary refunds (other than those described 
in Sec. 101-41.305-3 of this subpart) of excess payments for freight or 
express charges to the General Services Administration (FWAA/C), 
Washington, DC 20405. Each report shall include the following:
    (a) GBL reference and amount of refund;
    (b) Disbursing office (D.O.) voucher or schedule number and date of 
payment assigned to the original payment; and
    (c) Carrier's name and bill number.
    58. Section 101-41.312 is amended by revising paragraph (c)(3) to 
read as follows:


Sec. 101-41.312  Exception to usual billing and payment procedures.

* * * * *
    (c) * * *
    (3) Payments made under the provisions of this section are subject 
to adjustment, if otherwise proper, when the cargo is lost, damaged, or 
not delivered to the destination specified in the bill of lading 
contracts. Agencies shall make a diligent effort to collect all agency 
claims arising under the provisions of this section and shall report 
uncollected debts to the General Government Division, Claims Group, 
U.S. General Accounting Office, Washington, DC 20548.
    59. Section 101-41.313-1 is revised to read as follows:


Sec. 101-41.313-1  GBL forms.

    (a) Agencies may obtain supplies of the individual snapout GBL sets 
by submitting a requisition in FEDSTRIP/MILSTRIP format to the GSA 
regional office providing support to the requesting activity. Agencies 
having facilities for computer preparation of GBL's may order them in 
continuous fanfold format with pin-feed strips attached to the sides, 
but such forms must conform to all other specifications on the GBL, 
including overall size, wording, arrangement, color, construction, and 
grade of paper. Minor adjustments in spacing to accommodate differences 
in alignment of computer line printing are permissible, but all copies 
in the GBL sets must register from part to part. Agency orders for 
continuous fanfold GBL's shall be executed and processed in accordance 
with Sec. 101-26.302 of this chapter. GSA's Federal Supply Service, 
Furniture Commodity Center (3FNI-CO), Washington, DC 20406 maintains 
records of the serial numbers of all GBL and personal property GBL sets 
furnished and the names and mailing addresses of the receiving 
agencies.
    (b) An agency may order overprinting on the GBL forms to the extent 
of identifying the name, bureau or service, and address of the payment 
office; appropriation or fund chargeable; and name and title of the 
issuing officer and place of issue. No other overprinting on the GBL 
forms is permitted unless specifically approved in writing by the 
General Services Administration (FW), Washington, DC 20405.
    60. Section 101-41.313-2 is amended by revising the introductory 
text to read as follows:


101-41.313-2  Carrier billing form.

    SF 1113, Public Voucher for Transportation Charges, which shall be 
used to bill freight transportation charges, is printed on 8\1/2\ by 
11-inch white paper, with an added 8\1/2\ by 3\3/16\-inch tear-off slip 
which generally is returned to the carrier with the check covering 
payment of the vouchered charges, unless alternate arrangements are 
made for providing this information. (See Sec. 101-41.803(b) for 
exception.) SF 1113-A, Public Voucher for Transportation Charges 
(Memorandum Copy), printed on yellow paper, is the same size as the 
original without the tear-off slip.
* * * * *
    61. Section 101-41.314-1 is revised to read as follows:


Sec. 101-41.314-1  Contracts.

    With the exception of contracts for local storage, drayage, and 
haulage (see Sec. 101-41.304 of this subpart) and contracts entered 
into by the Military Sealift Command or the Air Mobility Command, a 
copy of each contract for freight or express transportation services, 
negotiated or otherwise, providing rates or charges shall be 
transmitted by agencies promptly upon execution to the General Services 
Administration (FWA), Washington, DC 20405.
    62. Section 101-41.314-2 is revised to read as follows:


Sec. 101-41.314-2  Quotations and tenders.

    Quotations or tenders made by or on behalf of common or contract 
carriers for freight, small package, or express transportation rates or 
services, including those authorized by section 10721 of the Revised 
Interstate Commerce Act, (49 U.S.C. 10721), formerly section 22 of the 
Interstate Commerce Act, shall be in written form. Two copies of each 
quotation or tender shall be promptly transmitted by administrative or 
negotiating agencies to GSA (FWA).

Subpart 101-41.4--Standards for the Payment of Charges for 
Transportation Services Furnished for the Account of the United 
States

    63. Section 101-41.401 is amended by revising paragraph (a), the 
introductory text of paragraph (c), paragraph (c)(3), and paragraph (e) 
to read as follows:


Sec. 101-41.401  Payment of transportation bills.

    (a) Unless GSA's Office of Transportation Audits determines that a 
prepayment audit is necessary under Sec. 101-41.103(i), each agency or 
department shall pay any properly documented bill (claim) for freight 
or passenger transportation charges that is not excepted by the 
provisions of Sec. 101-41.604-2.
* * * * *
    (c) Provisions of Pub. L. 77-560, 56 Stat. 306 (31 U.S.C. 3322(b) 
and 3528(c)), relieve certifying and disbursing officers of liability 
for overpayments made for transportation furnished for the account of 
the United States on GBL's and GTR's when such overpayments are due to 
the use of improper transportation rates or classifications or to the 
failure to deduct proper amounts under agreements. However, agencies 
are not relieved of responsibility for:
* * * * *
    (3) Providing the carrier with notice of an apparent error, defect, 
or impropriety within 7 days of receipt of an invoice.
* * * * *
    (e) For the purposes of determining whether interest penalties 
under the Prompt Payment Act, 31 U.S.C. 3901, et seq., are due, the 
date on which payment is due is 30 days after receipt of a proper 
carrier bill or claim.

Subpart 101-41.5--Claims by the United States Relating to 
Transportation Services

    64. Section 101-41.500 is revised to read as follows:


Sec. 101-41.500  Scope and applicability of subpart.

    This subpart sets forth procedures applicable to the assertion of 
claims by the United States that arise out of freight and passenger 
transportation services furnished for the account of the United States, 
the consideration and disposition of protests thereto, the collection 
of claims by administrative offset and by other means, the imposition 
of interest, penalties, and the disposition of amounts collected.
    65. Section 101-41.502 is amended by revising paragraphs (a)(1) 
introductory text and (b)(1) to read as follows:


Sec. 101-41.502  Examination of payments and initiation of collection 
action and assertion of claims.

    (a) * * *
    (1) Carrier bills and supporting documents that represent payments 
made by agency disbursing officers for freight and passenger 
transportation services shall be forwarded to the General Services 
Administration (FWAA/C), Washington, DC 20405, for audit. For the 
purpose of determining whether a claim exists, GSA will consider:
* * * * *
    (b) * * *
    (1) A GSA notice of overcharge is issued when it is determined that 
a carrier has been paid a sum in excess of that proper for the services 
rendered. This notice, which states a debt owed to the United States, 
sets forth: The amount paid; the basis for the proper charge for each 
Government bill of lading, Government transportation request, 
commercial bill of lading, or freight bill; and cites applicable tariff 
references and other data relied upon to support the statement of 
difference. A separate notice of overcharge is stated for each 
Government bill of lading, Government transportation request, 
commercial bill of lading, or freight bill and mailed to the billing 
carrier.
* * * * *
    66. Section 101-41.503 is revised to read as follows:


Sec. 101-41.503  Refunds and/or protests to claims.

    (a) Carriers are requested to promptly refund amounts due the 
United States to avoid possible deduction action by GSA. Checks shall 
be made payable to the ``General Services Administration'' and mailed 
to the address specified on the claims notice.
    (b) A carrier that disagrees with a claim may protest by letter to 
the General Services Administration (FWCA), Washington, DC 20405. Since 
each claim is processed as a separate account receivable, the carrier 
shall use a separate letter for each claim being protested. The carrier 
shall present the basis for its protest and submit either the original 
or a legible copy of all documents substantiating its position. If the 
carrier believes that an amount less than that claimed is due, it 
should submit a check for the amount due, together with a full 
explanation of the reasons for believing the balance is not due. With 
reference to an ordinary debt, which is the subject of a notice of 
indebtedness, the carrier may: inspect and copy the Government's 
records related to the claim; seek review by GSA of the claim decision; 
and/or enter into a written agreement for the payment of the claim. GSA 
will acknowledge receipt of each letter containing a substantive 
protest and upon completion of consideration will notify the carrier 
whether the claim has been sustained, amended, or canceled. Repetitious 
letters of protest will not serve to preclude the collection of claims 
found due.
    67. Section 101-41.504 is amended by revising the introductory 
text, by revising paragraph (c), and by removing paragraph (d) to read 
as follows:


Sec. 101-41.504  Collection action by other means.

    When a carrier fails to pay or protest a claim and GSA determines 
that the amount is still due the United States, GSA will effect 
collection by other means, as set forth in paragraphs (a) through (c) 
of this section.
* * * * *
    (c) When collection cannot be effected through either of the above 
procedures, GSA normally sends two additional demand letters to the 
indebted carrier requesting payment of the amount due within a 
specified time. If this action is unsuccessful, GSA may report the debt 
to the Department of Justice for collection, litigation, and related 
proceedings, as prescribed in 4 CFR part 105.
    68. Section 101-41.505 is revised to read as follows:


Sec. 101-41.505  Disposition of collections.

    (a) Net amounts collected by GSA to liquidate debts asserted in the 
audit of transportation accounts are generally deposited in the 
Treasury of the United States as miscellaneous receipts.
    (b) GSA does not inform agencies of collections deposited to 
miscellaneous receipts.
    69. Section 101-41.506 is amended by revising paragraphs (b) and 
(e) and the introductory text of paragraph (f) to read as follows:


Sec. 101-41.506  Transportation debts administratively determined to be 
due the United States.

* * * * *
    (b) Agencies shall refer all administratively determined 
transportation debts involving loss and/or damage to property to: 
General Government Division, Claims Group, U.S. General Accounting 
Office, Washington, DC 20548.
* * * * *
    (e) All liquidated or certain claims (those upon which all audit 
procedures under 31 U.S.C. 3726 have been completed) over $100,000, 
exclusive of interest, penalties, and administrative charges which 
cannot be collected, shall be referred to the Department of Justice.
    (f) The Director, Office of Transportation Audits, may terminate 
collection action on, or settle by compromise at less than the 
principal amount liquidated or certain claims not exceeding $100,000 
exclusive of interest, penalties, and administrative charges if:
* * * * *

Subpart 101-41.6--Claims Against the United States Relating to 
Transportation Services

    70. Section 101-41.600 is revised to read as follows:


Sec. 101-41.600  Scope and applicability of subpart.

    This subpart sets forth procedures applicable to the presentation, 
settlement, reconsideration, and review of claims against the United 
States relating to freight and passenger transportation services, and 
implementation of the Prompt Payment Act, 31 U.S.C. 3901 et seq.
    71. Section 101-41.602 is amended by revising paragraph (b) to read 
as follows:


Sec. 101-41.602  Statutory limitations on filing of claims.

* * * * *
    (b) A claim must be received by GSA or its designee (the agency out 
of whose activities the claim arose) within 3 years (not including any 
time of war) from whichever is the latest of the following dates:
    (1) Accrual of the cause of action thereon;
    (2) Payment of charges for the transportation involved;
    (3) Subsequent refund for overpayment of such charges; or
    (4) Deduction made under 31 U.S.C. 3726, as amended. Claims for 
filing with the designee agency shall be sent to the payment office 
shown in the ``Bill Charges To'' box of the procuring document.
* * * * *
    72. Section 101-41.603-2 is amended by revising paragraph (b) to 
read as follows:


Sec. 101-41.603-2  Forms of claims.

* * * * *
    (b) Each supplemental bill shall cover charges relating to bills of 
lading or transportation requests paid on one original bill. However, 
if supplemental bills (claims) arise from asserted retroactive 
increases in charges or from currency fluctuations, SA (FW) will 
consider a carrier's written request for the single billing of such 
charges applicable to multiple original bills, if such request bears 
the concurrence of the agency's paying office.
* * * * *
    73. Section 101-41.603-4 is revised to read as follows:


Sec. 101-41.603-4  Where to file transportation claims.

    (a) Claims involving collection actions resulting from the 
transportation audit performed by the General Services Administration 
must be filed directly with GSA (FWCA). Any claims so submitted to GSA 
will be considered `disputed claims' under section 4(b) of the Prompt 
Payment Act, 31 U.S. C. 3901 et seq. All other transportation claims 
generally shall be filed with the agency out of whose activities they 
arose. If that is not feasible (e.g., where the responsible agency 
cannot be determined or is no longer in existence), they may be sent to 
GSA (FWCA) for forwarding to the responsible agency or for direct 
settlement by GSA's transportation audit office. Claims for GSA 
processing shall be addressed to the General Services Administration 
(FWCA), Washington, DC 20405.
    (b) A claimant who disagrees with the action taken on his/her claim 
by the agency's payment office may request reconsideration or review of 
that action, provided he/she meets applicable time limitations. (See 
Sec. 101-41.101(b), Sec. 101-41.602, and subpart 101-41.7.) The levels 
for progression of claims not disposed of to the satisfaction of the 
claimant are as shown in the following table:

 Progressive Steps Available to Claimants Requesting Reconsideration or 
                        Review of Disputed Claims                       
------------------------------------------------------------------------
                                                             Agency     
                     Applicable to      Agency action      dispositive  
 Disputed claims    disputed claims          for           action for   
   involving--        filed with--     reconsideration   reconsideration
                                            by--         or review by-- 
------------------------------------------------------------------------
Deductions for     Agencies out of    General           Comptroller     
 loss or damage     whose activities   Government        General of the 
 to property.       the claims arose.  Division,         United         
                                       Claims Group,     States.\2\     
                                       U.S. General                     
                                       Accounting                       
                                       Office.\1\.                      
Other than loss    Agencies           Head of agency    Do.             
 or damage to       delegated          delegated                        
 property.          authority to       authority.                       
                    perform audit as                                    
                    GSA's designee.                                     
                    (See note).                                         
                   Agencies not       General Services  Administrator of
                    delegated          Administration    General        
                    authority to       (FWA).\3\.        Services\4\ or 
                    perform audit as                     Comptroller    
                    GSA's designee.                      General of the 
                                                         United         
                                                         States.\2\     
------------------------------------------------------------------------
Note.--Authority to audit transportation bills was delegated effective  
  Oct. 12, 1975, to the Department of State for bills paid at overseas  
  offices and to the Department of Defense for bills paid at certain    
  overseas offices and for bills paid by the Military Airlift Command   
  for contract airlift services. Mailing addresses for those            
  specifically named above as responsible for the reconsideration or    
  review of transportation claims upon request of claimants are:        
                                                                        
\1\General Government Division, Claims Group, U.S. General Accounting   
  Office, Washington, DC 20548.                                         
\2\Comptroller General of the United States, U.S. General Accounting    
  Office, Washington, DC 20548.                                         
\3\General Services Administration (FWCA), Washington, DC 20405.        
\4\Administrator of General Services, General Services Administration   
  (FW), Washington, DC 20405.                                           

    74. Section 101-41.604-1 is amended by revising paragraphs (a) and 
(c) to read as follows:


Sec. 101-41.604-1  Transportation claims payable by agencies.

* * * * *
    (a) The agency shall annotate each paid claim, other than a bill 
for air excess baggage charges, with the payment record on the related 
procuring Government bill of lading (GBL) or Government transportation 
request (GTR) including disbursing office (D.O.) voucher or schedule 
number and date of payment.
 * * * * *
    (c) Claims paid in accordance with this Sec. 101-41.604-1 shall be 
transmitted to GSA (FWAA/C) separately from other paid transportation 
documents submitted for audit.
    75. Section 101-41.604-2 is amended by revising paragraph (a), the 
introductory text of paragraph (c), paragraph (c)(4), and paragraph (d) 
to read as follows:


Sec. 101-41.604-2  Transportation claims not payable by agencies.

    (a) Agencies shall not pay supplemental claims for amounts which 
have been administratively deducted from transportation payment 
vouchers in connection with loss and/or damage to property but shall 
forward such claims to: General Government Division, Claims Group, U.S. 
General Accounting Office, Washington, DC 20548.
 * * * * *
    (c) Claims described in paragraph (b) of this section will be 
handled by GSA under the provisions of Sec. 101-41.605 of this subpart 
and shall be forwarded separately from other types of transportation 
documents to the General Services Administration (FWCA), Washington, DC 
20405. Agencies shall support each claim forwarded to GSA with:
 * * * * *
    (4) Citations to previous payments, if any, by reference to 
disbursing office (D.O.) voucher or schedule number and date of 
payments; and
 * * * * *
    (d) Agencies shall notify claimants of the dates on which their 
claims are forwarded to GSA but shall not inform them of administrative 
recommendations. Agencies need not take further administrative action 
but shall forward to GSA (FWCA) any materials subsequently received 
which relate to forwarded claims and shall furnish supplemental reports 
to GSA when requested. Any claims so submitted to GSA will be 
considered `disputed claims' under section 4(b) of the Prompt Payment 
Act, 31 U.S.C. 3901 et seq.
    76. Section 101-41.605-2 is amended by revising paragraphs (b), (c) 
introductory text, (c)(1), and (d) to read as follows:


Sec. 101-41.605-2  Processing claims certified for payment.

 * * * * *
    (b) An agency shall not revise or alter any GSA certificate of 
settlement except to indicate the appropriation symbol number 
applicable at the time of payment or to correct subsidiary accounting 
references relating to the stated appropriation or fund account. 
Alterations which will result in payment from a different appropriation 
or fund account or payment in an amount other than that originally 
stated on the certificate of settlement are not permitted. Any 
certificate of settlement that cannot be processed shall be returned 
immediately to GSA (FWCA) with an explanation of the nonpayment.
    (c) GSA forwards the original and four copies of each certificate 
of settlement to the agency by GSA Form 7933, Certificate of Settlement 
Transmittal, a copy of which shall be receipted and returned promptly 
to GSA (FWCA). When a setoff amount is to be credited to the accounts 
of other agencies, GSA supplies additional copies of the certificate 
for the agencies whose accounts are to be credited. The agency shall 
take action to effect issuance of the check or checks and shall 
distribute the certificate of settlement as follows:
    (1) Forward the original of the certificate, with the D.O. voucher 
or schedule number and date of payment stamped in the upper right 
corner, to GSA (FWCA). (The agency shall be responsible for preparing 
any required SF 1096, Schedule of voucher Deductions.)
 * * * * *
    (d) When the full amount certified for payment is setoff, GSA 
forwards both the advance copy and the notice copy of the certificate 
to the claimant and forwards the original and fiscal copies to the 
agency for processing the return of the annotated original certificate 
to GSA (FWCA). However, when the setoff amount is to be charged and 
credited to the same appropriation or fund account, GSA retains the 
original of the certificate and sends only the fiscal copies to the 
agency.

Subpart 101-41.7--Reconsideration and Review of General Services 
Administration Transportation Claim Settlements

    77. Section 101-41.700 is amended by revising paragraph (a) to read 
as follows:


Sec. 101-41.700  Protest to settlement action.

    (a) A claimant who disagrees with the action taken upon his/her 
claim in GSA's transportation audit may write to the Administrator of 
General Services, General Services Administration (FW), Washington, DC 
20405, requesting reconsideration of the action. The letter shall 
identify the transaction and set forth in detail the legal, technical, 
or factual data or other information or documentation relied upon by 
the carrier to raise substantive doubt as to the correctness of the 
claim settlement.
 * * * * *

Subpart 101-41.8--Transportation Disbursement Procedures

    78. Section 101-41.802 is amended by revising paragraphs (a)(3), 
(a)(6), and (b) to read as follows:


Sec. 101-41.802  Standard forms for scheduling transportation vouchers 
for payment.

    (a) * * *
    (3) SF 1166a OCR, voucher and Schedule of Payments (Memorandum) 
(yellow paper).
    (6) SF 1167a OCR, Voucher and Schedule of Payments (Continuation 
Sheet) (Memorandum) (yellow paper).
* * * * *
    (b) The procedures prescribed for preparation of SF 1166 OCR, 
Voucher and Schedule of Payments (voucher-schedule), are applicable to 
all Federal agencies using the disbursing facilities of the Department 
of Treasury. The procedures prescribed for the use of SF 1166 OCR apply 
also to SF 1166a OCR, SF 1167 OCR, and SF 1167a OCR.
* * * * *
    79. Section 101-41.803 is amended by revising paragraphs (a) and 
(b) to read as follows:


Sec. 101-41.803  Scheduling procedures.

    (a) Agencies shall prepare a voucher-schedule (SF 1166 OCR) for all 
basic vouchers covering transportation services furnished for the 
account of the United States submitted by carriers in accordance with 
Sec. 101-41.214 and Sec. 101-41.310 of this part. Transportation 
vouchers (SF 1113) shall be listed separately from all other types of 
payment vouchers. All information required for check issuance purposes 
must be included on the SF 1166 OCR. After certification by the 
authorized certifying officer, the voucher-schedule shall be 
transmitted to the appropriate disbursing office. The transportation 
vouchers shall be retained by the agency for later transmittal to GSA 
(FWAA/C) in accordance with Sec. 101-41.807 of this subpart.
    (b) The tear-off slips from the related basic SF 1113 must also be 
sent to the disbursing office for forwarding to the carrier-payees with 
the payment checks, unless alternate arrangements are made for 
providing this information. Agencies submitting payment data on 
magnetic tape to a Department of the Treasury disbursing facility may 
arrange with that facility for the preparation of enclosures (TFS Form 
3039, Notice to Check Recipient), bearing all information shown on the 
tear-off slips, which must be sent to the carrier-payee with the 
payment checks instead of the tear-off slips.
* * * * *
    80. Section 101-41.804-3 is revised to read as follows:


Sec. 101-41.804-3  Combining payments due a single payee.

    If the amounts of two or more basic transportation vouchers due one 
payee can be combined in one check, the individual amounts shall be 
added and shown as one amount on the voucher-schedule, but the voucher 
or schedule numbers individually identified by letter or number 
suffixes must be listed separately in the voucher number column of the 
voucher-schedule. When the amounts of basic vouchers are combined into 
a single payment, an adding machine tape or facesheet listing the 
individual amounts shall be attached to the related group of basic 
vouchers.
    81. Section 101-41.805-1 is amended by revising the introductory 
text and paragraph (a) to read as follows:


Sec. 101-41.805-1  No-check vouchers.

    Basic transportation vouchers for which no checks are to be issued 
to the voucher-payee shall be scheduled as follows:
    (a) Vouchers requiring the processing of an accounting transaction 
for inclusion in the agency's SF 224, Statement of Transactions 
(Classified According to Appropriation, Fund, and Receipt Account, and 
Related Control Totals); SF 1220, Statement of Transactions According 
to Appropriations, Funds, and Receipt Accounts; or SF 1221, Statement 
of Transactions According to Appropriations, Funds, and Receipt 
Accounts (Foreign Service Account), or other approved reporting form, 
by transfer or without the issuance of a check shall be listed on SF 
1166 OCR covering transportation vouchers for which checks are to be 
issued. Show the words ``NO CHECK'' in the amount column of SF 1166 OCR 
opposite the payee's name and address. The amount shall be shown on SF 
1096, Schedule of Voucher Deductions, as provided in Sec. 101-41.805-2.
* * * * *
    82. Section 101-41.805-2 is amended by revising paragraph (b) to 
read as follows:


Sec. 101-41.805-2  Deductions from disbursement vouchers.

* * * * *
    (b) When a deduction is made to recover an amount charged to an 
appropriation or fund account other than one to which the voucher 
carrying the deduction is chargeable, reference must be made to the 
disbursing office (station) symbol number and the voucher or schedule 
number on which the amount was overpaid. When the voucher-schedule 
contains more than one voucher deduction, a summary by appropriation or 
fund accounts of all voucher deductions must be made on the voucher-
schedule, showing the symbol of each account creditable.
* * * * *
    83. Section 101-41.806-1 is revised to read as follows:


Sec. 101-41.806-1  Makeup and initial distribution of forms.

    Agencies shall prepare an original SF 1166 OCR and at least two 
copies of the SF 1166a OCR. The original and two copies shall be 
forwarded to the appropriate disbursing office for payment processing.
    84. Section 101-41.806-2 is revised to read as follows:


Sec. 101-41.806-2  Information to be furnished by the disbursing 
office.

    The disbursing office (D.O.) shall imprint clearly within the PAID 
BY block the word ``Paid''; the month, day, and year of payment; and 
the D.O. (station) symbol number. The disbursing office shall also list 
in the appropriate column opposite each payee's name the serial numbers 
of any checks issued in payment of the voucher.
    85. Section 101-41.807-2 is amended by revising paragraph (d) to 
read as follows:


Sec. 101-41.807-2  Submission of transportation vouchers.

* * * * *
    (d) The cover or container of each package shall include the 
following information.
    From: Name and address of transmitting office. Period of account 
(month/year). Package number ________________ of ________________. 
Disbursing office (station) symbol number. Package number ____ of ____.
    To: General Services Administration, FWAA/C, Paid Voucher Receiving 
Unit, 18th & F Streets, NW, Washington, DC 20405.
    86. Section 101-41.807-4 is amended by revising paragraph (a) to 
read as follows:


Sec. 101-41.807-4  Submission of paid freight bills/invoices, 
commercial bills of lading, passenger coupons, and supporting 
documentation covering transportation services by contractors under a 
cost-reimbursement contract.

    (a) Agencies shall ensure that legible copies of paid freight 
bills/invoices, commercial bills of lading (CBL's), passenger coupons, 
and supporting documentation for transportation services, for the 
account of and on which the United States will assume freight and 
passenger charges that were paid by a Federal agency's contractor under 
a cost-reimbursement contract and their first-tier subcontractors, 
under a cost-reimbursement contract, are submitted to GSA for audit. 
GSA notices of overcharge will be issued in accordance with the 
provisions set forth in Sec. 101-41.502(b).
* * * * *
    Dated: February 7, 1994.
Frank Pugliese,
Deputy Commissioner, Federal Supply Service.
[FR Doc. 94-3645 Filed 2-17-94; 8:45 am]
BILLING CODE 6820-24-M