AGENCY RESPONSIBILITIES RELATED TO COMMON CARRIER TRANSPORTATION

• Citation: 41 CFR Part 301-72
• Sections: 3

§ 301-72.100 Requirements for travel accounting system related to common carrier transportation.

The travel accounting system must:

(a) Authorize the methods of payment outlined in the agency's internal policy in accordance with part 301-51 of this chapter;

(b) Correlate travel data accumulated by the agency's authorization and claims accounting systems with common carrier transportation documents and data for audit purposes;

(c) Identify unused tickets for refund;

(d) Collect unused, partially used, or downgraded/exchanged tickets, from travelers upon completion of travel;

(e) Track denied boarding compensation from employees;

(f) Identify and collect refunds due from carriers for overpayments, or unused, partially used, or downgraded/exchanged tickets; and

(g) Reconcile all centrally billed travel expenses ( e.g., airline, lodging, car rentals, etc.) with travel authorizations and claims to assure that only authorized charges are paid.

§ 301-72.300 Procedures for collecting unused, partially used, and exchanged tickets.

Agencies must establish administrative procedures providing-

(a) Written instructions explaining traveler liability for the value of tickets issued until used or properly accounted for on the travel voucher;

(b) Instructions for submitting payments received from carriers for failure to provide confirmed reserved space;

(c) The traveler with a “bill charges to” address, so that the traveler can provide this information to the carrier for returned or exchanged tickets; and

(d) Procedures for promptly identifying any unused tickets or other evidence of refund due the Government.

§ 301-72.301 Processing unused, partially used, and exchanged tickets.

(a) For unused or partially used tickets purchased with GTRs. The agency must obtain the unused or partially used ticket from the traveler, issue Standard Form 1170 (SF 1170), “Redemption of Unused Ticket,” to the airline and or travel agency that issued the ticket, maintain a suspense file to monitor the airline/travel agency refund, and record and deposit the airline/travel agency refund upon receipt.

(b) For unused or partially used tickets purchased under centrally billed accounts. The agency must obtain the unused ticket from the traveler, return it to the issuing office that furnished the airline ticket, obtain a receipt indicating a credit is due, and confirm that the value of the unused ticket has been credited to the centrally billed account.

(c) For exchanged tickets purchased with GTRs. The agency must obtain the airline/travel agency refund application or receipt from the traveler, and maintain a suspense file to monitor the airline/travel agency refund.