CASH MANAGEMENT POLICIES AND PROCEDURES HANDBOOK

## APPENDIX G. U.S. GOVERNMENT TRANSPORTATION REQUESTS

Standard Form 1169, U.S. Government Transportation Request (GTR), is
used to procure official transportation services unless otherwise
specifically provided here and in [41 CFR
101-41.203](http://www.law.cornell.edu/cfr/cfr.php?title=41&type=chapter&value=101),
*"Travel Voucher".*

\"Official transportation\" is defined as that required for:

> (a). Department employees on official travel and invitational
> travelers, i.e., travel for
>
> which a Department travel order has been issued and which will be paid
> with
>
> appropriated or gift and bequest funds; and
>
> (b). Necessary travel of cost-reimbursable contractors, with the
> approval of their contracting officers. The issuance of GTRs for any
> other travel must be approved by the Director for Financial
> Management.

# [G Section 2.0 Policy]{.underline}

**A GTR should be used only when a contractor-issued Government charge
card is not available. A contractor-issued charge card is the
Department\'s preferred method of procuring transportation services.**

GTRs may be used at Federal Travel Management Centers (FTMCs) (travel
agencies under Government contract), or directly with a common carrier
when approved by an organization unit\'s authorizing official. GTRs may
be used to purchase:

> (a). Tickets and/or transportation services for individual or group
> travel; or
>
> (b). Charter/contract services.

Specific information for each type of coverage must be shown in the
appropriate blocks on the GTR. A GTR shall not be issued after official
business has been performed or as a duplicate for another GTR.
Furthermore, GTRs shall not be issued:

> (a). To procure individual passenger transportation service costing
> ten dollars or less, exclusive of transportation tax (unless justified
> by specific circumstances); G-2 Revised : 7/2000
>
> (b). To procure air excess baggage service costing \$15 or less for
> each leg of a trip (unless justified by special circumstances);
>
> (c). To procure individual taxicab, airport limousine, intracity
> transit, or rental vehicles;

(d). To pay toll road or toll bridge charges; or

> (e). To obtain transportation services or privileges personally
> desired but not required for
>
> official business, including premium-class accommodations when not
> officially
>
> authorized on a
> [CD-334](http://www.usa-federal-forms.com/doc-cd.html). Travelers must
> provide identification to support a valid GTR in order to receive a
> ticket. In the absence of satisfactory identification, the carrier
> will not honor the GTR.

# [Section 3.0 Accountability]{.underline}

Travelers are accountable for GTRs and/or any other transportation
documents received by them in connection with their official travel.
GTRs should be safeguarded in the same manner as cash.

If trips are canceled or itineraries change once a GTR has been issued
to the traveler, the traveler is liable for the value of the ticket
until all ticket coupons have been used for official travel or all
unused tickets or coupons are properly accounted for on the travel
voucher. Travelers, issuing officers, or private individuals are not
authorized to receive refunds, credits, or any other negotiable items
for unfurnished services or unused tickets or portions thereof issued in
exchange for GTRs. Carriers are accountable to the Government for
refunds or adjustments improperly made to issuing officers or employees
traveling on official business.

Proper control of GTRs should be exercised. When an accountable employee
transfers within their organization unit or within the Department,
retires, or separates from the Department, The servicing Finance Office
should be notified by memorandum or by submitting a CD-393, Request for
TR Action. The GTRs held by the accountable employee should either be
returned to the servicing Finance Office or transferred to another
accountable employee.

# [Section 4.0 Procurement of Common Carrier Transportation]{.underline}

All common carrier transportation costing more than \$100 should be
procured by one of the following authorized methods listed below in
order of Department preference:

> (a). Contractor-issued Government charge card;
>
> (b). Government Transportation Request (GTR), individual or blanket
> arrangement with
>
> an FTMC; or
>
> (c). Cash\--less than \$100 or for emergencies when the above methods
> are unavailable.
>
> Procurement of transportation by GTR includes the direct use of an
> individual GTR or a blanket GTR arrangement between the Department and
> an authorized FTMC. Travelers that do not have access to either a
> Government charge card or individual/blanket GTR arrangement may have
> their approving official arrange with an FTMC to mail or wire a
> pre-paid ticket to a convenient airline ticket facility for pickup.
> Under this method, the tickets will be purchased with an individual
> GTR or through a blanket GTR arrangement at the approving official\'s
> location. This method, useful for new hires or invitational travelers,
> prevents the unknowing violation of the General Services
> Administration\'s (GSA) regulations. See the DOC Travel Handbook,
> 301-10.2(b), for exceptions authorizing the use of cash to procure
> common carrier transportation.

# 

# [Section 5.0 Obtaining U.S. Government Transportation Requests]{.underline}

GTRs may be obtained by submitting an original CD-393 to the servicing
Finance Office. A copy of the CD-393 should be kept on file by the
requesting office.

**The Finance Office must not issue GTRs without first stamping their
address in the \"BILL CHARGES TO\" block of each GTR**. This ensures
that the Department will be billed for the transportation charges. Any
exceptions to this policy must be approved by the Director for Financial
Management. Any office which receives an exception will be required to
forward the blue copy of each SF 1169 (GTR) to the servicing Finance
Office of. This will enable the accountable employee to be cleared of
accountability and allows the GTR to be sent to GSA as required for
audit.

# [Section 6.0 Multiple Ticket Purchases Under Blanket GTRs]{.underline}

FTMCs are under contractual agreement with the Department or the General
Services

Administration to procure transportation tickets for official travelers.
These contracts are

designed for use in situations where a relatively large volume of
passenger tickets are issued on a recurring basis. FTMCs shall be
instructed:

> (a). That the contractor-issued Government charge card is the
> preferred method of procuring common carrier transportation for
> official travel within the Department;
>
> (b). To determine from each traveler whether the Government charge
> card will be used before reserving or purchasing each airline ticket;
> and
>
> (c). That they are not to issue tickets to a Department traveler
> without first receiving a copy of the travel order which indicates the
> procurement method to be used. Under the provisions of these
> contracts, a blanket GTR shall be issued for each agency or paying
> office using the service at a given location. A separate ticket
> listing (CD-392, Travel Service Payments) shall be maintained for each
> blanket GTR that shows the number and value of each ticket issued
> under it, the appropriation or fund chargeable, and other necessary
> fiscal and management information.

At the end of the period for which a blanket GTR has been issued, an
FTMC shall forward the following completed documents to the servicing
Finance Office to invoice for GTR charges:

> (a). [Form SF
> 1113](http://gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=5A3E7DFE8682552A85256BA60064BB1F),
> "*Public Voucher for Transportation Charges"*;
>
> (b). [Form SF
> 1169](http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=41&PART=101-41&SECTION=4901-1169&YEAR=1998&TYPE=PDF),
> "*U.S. Government Transportation Request"*;
>
> (c). [Form
> CD-392](http://ocio.os.doc.gov/s/groups/public/@doc/@os/@ocio/@oitpp/documents/content/dev01_002461.pdf),
> "*Travel Service Payments, or Approved Facsimile"*;
>
> (d). A copy of a travel order for each ticket listed on the CD-392;
> and
>
> (e). A copy of the ticket listed on the CD-392.

These five items shall constitute a proper invoice for transportation
services once received at the payment office. Where applicable, the
invoice must also include justifications for foreign flag travel and an
approved CD-334, Request for Approval of Extra-Fare Air Accommodations,
for each premium-fare ticket issued under the GTR.

# 

# [Section 7.0 Unused Tickets]{.underline}

A traveler must cancel reservations for transportation and/or
accommodations as soon as he/she knows that such reservations will not
be used. All adjustments in connection with official passenger
transportation must be promptly processed to prevent losses to the
Government. A traveler should forward all unused or partially used
tickets, including credits, coupons, exchange orders, refund slips,
notices of fare adjustments, etc., to the servicing Finance Office with
an explanation on the CD-370, Travel Voucher. If a traveler is returning
unused tickets but will **NOT** be submitting a travel voucher, the
tickets must be submitted with a copy of the travel order or memorandum.
The memorandum must provide GTR number, name and social security number
of the traveler, bureau code, and the accounting code that was shown on
the travel order.

Travelers should write nothing on the face of the coupons (tickets). All
notations should be made on a separate piece of paper and attached to
the coupons.

# [Section 8.0 Lost or Stolen GTRs]{.underline}

When a GTR, in the possession of a traveler or other accountable person,
is lost or stolen, a CD-393 will be prepared, along with a cover
memorandum stating the facts surrounding the loss or theft, and
submitted to the servicing Finance Office . If a specific carrier has
been designated on the GTR, the accountable person should notify the
carrier in writing.

A GTR which is recovered after being reported lost or stolen shall not
be used to obtain

transportation or accommodations, but shall be returned promptly to the
issuing/accountable officer. This officer shall mark it \"CANCELED\" and
forward it through appropriate channels to the servicing Finance Office
. The recovered GTR, whether blank, partially, or completely filled out,
should be sent with a cover memorandum which includes the GTR number and
the date of recovery. The GTR also should be accompanied by a CD-393,
completed except for Block 4, \"Type Action.\"

# 

# [Section 9.0 Canceled or Damaged GTRs]{.underline}

A GTR damaged in preparation, canceled, or prepared for issuance but not
used shall be marked \"CANCELED\" across the face by the accountable
employee. The GTR shall be accompanied by a completed CD-393 and
immediately sent to the servicing Finance Office.