4 FAM 470
TRANSPORTATION OF PASSENGERS and THINGS
(CT:FIN-446; 06-07-2018)
(Office of Origin: CGFS/FPRA/FP)
4 FAM 471 GENERAL VOUCHERING
INFORMATION
4 FAM 471.1 Authorities
(CT:FIN-367; 12-07-2004)
a. Among other things, 40 U.S.C. 121(c)(2) authorizes
the Administrator of General Services to prescribe regulations for
transportation management.
b. 31 U.S.C. 3726 requires payment of carrier bills, in
general, upon presentation and prior to audit by the Administrator of General
Services or his or her designee; and sets forth the statute of limitations for
claims and refunds.
c. 31 U.S.C. 3528(c) provides for the relief of
certifying and disbursing officers from liability for overpayments made for
transportation furnished on U.S. Government bills of lading and U.S. Government
transportation requests (GTRs) when such overpayments are due to the use of
improper transportation rates or classifications or the failure to deduct proper
amounts under a land grant law or agreement.
d. 41 CFR 102-118 sets forth the policies and
procedures governing the documentation and audit of payments for domestic and
foreign freight and passenger services furnished for the account of the United
States. It also provides for uniformity in procuring and paying for such
services and furnishes information and guidance to agencies, to common and
contract carriers and forwarders and to all others concerned.
4 FAM 471.2 Travelers
Responsibility
(CT:FIN-404; 06-29-2010)
a. The traveler is responsible for the proper
performance of official travel and the proper shipment/storage of his or her
own effects, regardless of whom may have assisted the traveler in making travel
and transportation arrangements. Therefore, to reduce the possibility of
personal payments for unauthorized travel or excess shipment/storage of
effects, etc., travelers should be familiar with allowable travel and
transportation expenses as defined in 14 FAM 500 and 14 FAM 600. Wherever possible,
travelers must use Department-provided transportation offices to obtain
tickets. GTRs should be used only in emergencies.
b. If the traveler does incur excess transportation
costs, such as for indirect routing, or nonuse of city-pair fares, the traveler
must pay such costs to the carrier at the time of procurement. Deductions for
excess charges unknown when travel commences are made from the travelers
travel claim submitted at the completion of travel. Charges for excess
shipping/storage costs must be paid by the traveler as prescribed in 14 FAM 500
and 14 FAM 600.
c. Travelers are responsible for the use and/or
disposition of all tickets, U.S. Government transportation requests (GTRs),
airline-denied boarding compensation checks, or promotional materials bought by
GTR, U.S. Government Travel System (GTS), or other voucher. Any changes in
transportation arrangements require that the traveler:
(1) Notify the Travel Management Center (TMC)
immediately when the trip or portion of the trip will not be made;
(2) Document in writing that the TMC was notified.
This must include the name of the person notified; and
(3) Notify the executive office/post management office
of unused tickets, the existence of any partially unused tickets, and/or
refunds due to the U.S. Government. In certain cases, partially used tickets
increase the cost of the airfare. The traveler is required to repay the U.S.
Government any excess costs that may occur as a result of the travelers
actions in accordance with 14 FAM 585.2.
d. The traveler and executive office/post management
office are responsible for ensuring that the account was credited for any
refunds due. Both the traveler and executive office/post management office are
responsible for following up with the Office of Employee Claims and the Office
of Accounts Receivable in the Charleston Financial Service Center to ensure
that the refunds were received and properly credited back to the allotment.
4 FAM 471.3 Definitions
4 FAM 471.3-1 Transportation
Vouchers
(CT:FIN-404; 06-29-2010)
a. Transportation vouchers are invoices or billings for
the transportation of passengers and property by a carrier, carriers agent,
travel agency, or transfer company. Transportation vouchers are subject to
audit against published common carrier passenger, freight, or express tariffs,
or other equivalent contract, arrangement, or other type procurement authority.
b. Vouchers for reimbursements to travelers claiming
passenger and property transportation costs are not considered transportation
vouchers for the purpose of these regulations but are subject to limitations
and restrictions of the regulations set forth in 14 FAM 500, 14 FAM 600, 4 FAM 460, and
41 CFR 101-41.
c. Vouchers covering charges for intracity transit
services; local storage, drayage, and handling services; or for small shipments
not procured with U.S. Government bills of lading (GBLs), must not be
considered transportation vouchers for the purpose of these regulations.
4 FAM 471.4 Appropriation
Chargeable
(CT:FIN-367; 12-07-2004)
The fiscal year of the appropriation to be charged for
transporting freight and passengers will be determined in accordance with the
provisions of 4
FAM 053 and 4
FAM 054.
4 FAM 471.5 Use of Foreign Currency
(CT:FIN-367; 12-07-2004)
Air, ship, rail tickets, and transportation expenses
incurred in shipping air and surface unaccompanied baggage, household effects,
and privately owned vehicles may be paid in foreign currencies.
4 FAM 472 TRANSPORTATION OF PASSENGERS
4 FAM 472.1 Procurement of
Passenger Transportation
(CT:FIN-446; 06-07-2018)
a. Authorized passenger transportation for official
travel, including related charges such as excess baggage, are normally procured
by a U.S. Government Transportation
Request (GTR), in accordance with instructions contained in 14 FAM 500. If
necessary, procurement may also be made by purchase order, official letter, or
cash (see limitations in paragraphs b and c of this section). In Washington,
DC, procurement may be made with the centrally billed account (CBA).
b. Cash must be used to procure all passenger
transportation services costing $10 or less and to pay air excess baggage
charges of $15 or less for each leg of the trip, unless special circumstances
justify the use of GTR.
c. Obtain approval for using cash in excess of $100
from the chief of the transportation division (A/LM/OPS/TTM) prior to travel,
domestically or abroad. Under emergency circumstances, the travel-authorizing
official may authorize a traveler to exceed the $100 limitation. The use of
credit cards, other than the contractor-issued charge cards, and all travelers
checks to purchase passenger transportation services must be considered the
equivalent of cash and subject to the $100 limitation. Passenger
transportation services procured with contractor-issued charge cards or CBA
accounts are not subject to the $100 limitation.
d. When transportation services are obtained by means
other than use of GTR, the procurement document (purchase order, letter, or
other form of communication) must contain the same data that would be required
in the issuance of a transportation request.
4 FAM 472.2 Unused Transportation
4 FAM 472.2-1 Redemption Action
(CT:FIN-404; 06-29-2010)
Unused tickets, ticket refund application in connection
with an exchange of an original ticket for one of lesser value and so on, must
be surrendered and processed promptly for redemption. Redemption is obtained
by the post or bureau/office in Washington, DC where the original payment was
made.
4 FAM 472.2-2 Receipt of
Promotional Material
(CT:FIN-404; 06-29-2010)
Promotional materials (such as bonus flights, reduced-fare
coupons, merchandise, gifts, credits toward future free flights, reduced costs
toward future free flights, frequent flyer mileage, or reduced costs of
services or goods) received by employees in conjunction with official travel
and based on the purchase of a ticket or other services from transportation
companies, rental car companies, or other commercial activity, are properly
considered property of the traveler. All cash awards are due to the U.S.
Government and may not be retained by the employee. The Comptroller General of
the United States has stated that employees are obligated to account for any
gift, gratuity, or benefit received from private sources incident to performing
official duties (Comp. Gen. Decisions B199656, July 1981, and B210717, February
1984). When an employee receives promotional material, the employee must
accept the material on behalf of the United States and relinquish it upon
completion of travel to the post management officer or, in Washington, DC, to
the chief of the transportation division of the appropriate agency. (See 4 FAM 465 and 14
FAM 500).
4 FAM 473 TRANSPORTATION OF THINGS
(CT:FIN-367; 12-07-2004)
Officers should review the procedures in 4 FAH-3 H-473
for the correct forms, procurement of services, use of foreign carriers,
presentation of billings, and billing exceptions and payment procedures, when
original U.S. Government bills of lading are lost or destroyed.
4 FAM 474 CLAIMS
(CT:FIN-367; 12-07-2004)
Officers may refer to 4 FAH-3 H-474
for the procedures related to the treatment of doubtful and supplemental claims
and the documenting of suspensions and disallowances.
4 FAM 475 LOCAL TRANSPORTATION
(CT:FIN-376; 11-01-2005)
Local transportation charges, such as hiring taxicabs,
special conveyances, or using privately owned vehicles, are allowable as
transportation costs only as prescribed by the provisions of 14 FAM 500. Such
charges must be for travel on official business and be approved by the
principal, administrative, or other designated officer. Use of such
transportation is subject to administrative control to prevent abuse.
4 FAM 476 THROUGH 479 UNASSIGNED