|CHAPTER��6�-�TRAVEL�UNDER�SPECIAL�CIRCUMSTANCES
    PART�A:��INVITATION�TO�TRAVEL
        C6005��CITY-PAIR�PROGRAM
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| | C6005� CITY-PAIR PROGRAM | 
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| | Regulations applicable to the Contract City Pair Program are found in DoD 4500.9-R, Part I, Chapter 103, pars. A2 and E.� Following is an edited extract from that regulation. | 
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| | A.� POLICY | 
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| | 2.GSA airlift contracted through the Contract City Pair Program shall be used for Government employees.� EXCEPTION TO THE USE OF CONTRACT CARRIERS: One or more of the following travel conditions which must be certified on the travel order, travel voucher, or other document provided by the traveler or agency-approved authorizing official, must apply if a non-contract carrier or a contract carrier other than the primary contractor is used for travel within a contract route.� Those conditions are as follows: | 
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| | a.Space or scheduled flights aren't available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip; or� | 
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| | b.The contractor's flight schedule is inconsistent with explicit policies of individual federal departments and agencies to schedule travel during normal working hours; or� | 
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| | c.A non-contract (DOD approved) carrier offers a lower fare available to the general public, the use of which results in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses.� NOTE: This exception doesn't apply if the contract carrier offers a comparable fare and has seats available at that fare, or if the lower fare offered by a noncontract carrier is restricted to Government and military travelers on official business and only may be purchased with a Government procurement document (e.g., a GTR), contractor issued charge cards, or centrally billed account. | 
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| | d.Rail service is available and that� service is cost effective and consistent with mission requirements. | 
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| | e.Smoking is permitted on the contract carrier flight and the nonsmoking section of the aircraft for the contract flight isn't acceptable to the traveler. | 
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| | f.A through fare, special fare, commutation fare, excursion fare or reduced-rate roundtrip fare is available and; | 
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| | (1) the agency determines prior to the employee's travel that this type of service is practical and economical to the Government; and | 
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| | (2) in case of a fare that is restricted or has specific eligibility requirements, it is known or can reasonably be anticipated, based on the travel as planned, that the ticket will be used.� | 
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| | E.SCHEDULED AIR CARRIERS | 
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| | 1.Contract air service between city pairs shall be used for all domestic travel, and for international travel when AMC Category B isn't available or doesn't meet the mission requirement. | 
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| | 2.Cost reimbursable contractor personnel in possession of invitational travel orders are prohibited from using Government discount fares (including Contract City Pairs fares) when purchasing commercial airline tickets | 
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| | NOTE: See JTR, par. C2001-A2c for policy regarding use of Rail or Bus service." | 
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| | Frequently asked questions about using Contract City Pair Program | 
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| | 1.� What if I can find a cheaper fare - Can I use it? | 
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| | Answer: Yes, under certain conditions.� An exception to the city pair contract allows the use of lower fares offered by non-contract carriers, provided the fares are available to the general public, i.e., not restricted to Government travel.� Once a contract is awarded, many non-contract carriers offer matching or lower fares (e.g., DG) in an attempt to increase their share of business in the market.� If travelers routinely use these matching fares as a first choice, without considering the contract carrier, the integrity of the entire program suffers.� Carriers may choose not to participate in future contracts; thereby, causing a loss of program benefits and creating possible higher fares for all. | 
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| | 2.� How come I never get nonstop service from my area?� I must always use a connecting flight to my destination.� My time should be factored into the costs. | 
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| | Answer: Reasons for connecting service vary, but most commonly it's a matter of no offer, or an extremely high priced offer from a carrier with nonstop service.� This program relies on carriers submitting offers of service in a given market.� If nonstop service doesn't exist or the carriers choose not to offer, there is little the Government can do.� During the evaluation process, offers are compared to fares available in the market to determine if it is a "smart buy" to make the award.� It doesn't make much sense to contract for a fare that is the same or higher than what is already available in the market.� As to your time, it is factored into the evaluation of offers.� The evaluation process is a "greatest value concept" using price and technical trade offs to reach the best award. Items such as service, flight distribution, elapsed flying time, and number of available flights, are considered.� Contract award criteria place greater emphasis on quality service than on price. | 
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| | 3.� My area has 3 airports, but fares vary between each of them and certain destinations.� Why? | 
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| | Answer: GSA solicits CONUS markets by airport to allow the Government traveler a choice of airports and to provide more options in flight scheduling.� One reason fares vary is that a carrier may serve one airport, but not others.� Also, competition among numerous carriers serving the same airport often produces lower fares to and from that particular airport, and in some instances, the participation of a recognized "low price" carrier in a market can have a dramatic impact on available fares. | 
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| | 4.� Our organization has a lot of Cost Reimbursable Contractors (CRCs).� Why can't they use the government contract fares? | 
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| | Answer: Under the terms of the GSA contract, Government contractors aren't eligible for city pair fares under any circumstances. | 
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| | Exceptions to the Required use of Contract Carriers | 
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| | One or more of the following travel conditions, which must be certified on the travel order or travel voucher by an agency-approved authorizing official, must apply if a carrier other than the contract carrier is used for travel with a contract route. | 
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| | 1.� Space or scheduled flights aren't available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs, which would increase the total cost of the trip. | 
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| | 2.� The contractor's flight schedule is inconsistent with explicit policies of individual Federal department and agencies or mandatory users of scheduled travel during normal working hours. | 
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| | 3.� A noncontract (DOD approved) carrier offers a lower fare available to the general public, the use of which results in a lower total trip cost to the Government or other mandatory user to include the combined cost of transportation, lodging, meals, and related expenses.� This exception doesn't apply if the contract carrier offers a comparable fare and has seats available at that fare, or if the lower fare offered by a noncontract carrier is restricted to Government and military travelers on official business and may only be purchased with a Government procurement document (e.g., a GTR), contractor issued charge card, or centrally billed account. | 
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| | 4.� Rail service is available and such service is cost effective and consistent with mission requirements. | 
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| | 5.� Smoking is permitted on the contract flight and the nonsmoking section of the aircraft for the contract flight is not acceptable to the traveler. | 
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| | 6.� A through fare, special fare, commutation fare, excursion fare or reduced-rate roundtrip fare is available and; | 
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| | (1) the agency determines prior to the employee's travel that this type of service is practical and economical to the Government; and | 
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| | (2) in case of a fare that is restricted or has specific eligibility requirements, it is known or can reasonably be anticipated, based on the travel as planned, that the ticket is to be used.� | 
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| | PART B:� DEATH CASES, ALLOWABLE EXPENSES | 
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| | C6050� GENERAL | 
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| | Authority is provided under this Part for payment of expenses incurred for: | 
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| | 1.� the preparation and transportation of the remains of an employee who dies (a) while traveling on official business or on a TDY assignment within or outside CONUS, (b) while assigned to an OCONUS PDS or traveling to or from such station, (c) reassigned away from the HOR pursuant to a mandatory mobility agreement executed as a condition of employment; | 
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| | 2.� the preparation and transportation of the remains of a dependent who dies while residing (a) at an employee's OCONUS PDS or while traveling to or from such station, (b) away from the employee's home of record pursuant to a mandatory mobility agreement executed as a condition of employment; | 
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| | 3.� transportation of the surviving dependents' baggage, HHG, and POV of a deceased employee (a) assigned to an OCONUS duty station, (b) assigned away from the employee's HOR pursuant to a mandatory mobility agreement executed as a condition of employment; | 
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| | The provisions of this Part apply whether an employee's death is or isn't work related and to employees serving under a transportation agreement as well as employees serving without a transportation agreement, including locally hired employees at an OCONUS duty station. | 
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| | C6051� RESPONSIBILITY | 
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| | It is the responsibility of the commander, or the designated representative upon being informed of an employee's death which occurred while in any status subject to the provisions of this Part, to immediately: | 
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| | 1.� inform the decedent's next of kin or legal representative of the provisions of this Part: | 
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| | 2.� rendering every reasonable assistance in arranging for the preparation and transportation of the remains of the decedent when death occurs during travel status, TDY assignment, or at an official OCONUS station: and | 
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| | 3.� providing necessary assistance for the return of the decedent's dependents baggage, HHG and POV to the actual place of residence when the decedent's official station was OCONUS. | 
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| | The regulations of the separate departments apply with regard to care and disposition of remains of deceased persons, reporting and notification procedure, and disposition of personal property. | 
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| | C6052� DEATH RELATED TO PERFORMANCE OF OFFICIAL DUTY | 
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| | When an employee's death results from injuries sustained while the employee was actually performing official duty, the expenses for preparation and transportation of the remains are properly payable under the provisions of regulations issued by the Secretary of Labor under authority contained in 5 U.S.C. �8134. | 
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| | C6053� DEATH DURING PERIOD OF ABSENCE FROM DUTY | 
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| | The provisions of this Part apply when an employee is performing official travel away from the official station located in the 50 states and the District of Columbia and dies while temporarily absent from a TDY station.� The provisions of this Part also apply when an employee is performing official duties OCONUS and dies while temporarily absent from the official station or TDY OCONUS station. If the temporary absence is for the purpose of taking leave, or occurs during nonworkdays the allowable cost for the transportation of remains shall not exceed the amount which would have been allowed if death had occurred at the TDY station or at the official OCONUS station. | 
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| | C6054� PREPARATION OF EMPLOYEE REMAINS | 
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| | The amount allowed for preparing the remains of an employee who dies while traveling on official business or during a TDY assignment within CONUS is limited to $250.� When death occurs while an employee is traveling on official business or during an CONUS TDY assignment, or while at the OCONUS PDS, actual costs for preparation of the remains of the employee are allowed.� The allowable costs for preparation of the employee's remains are as follows: | 
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| | 1.� cost of embalming or cremation, | 
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| | 2.� necessary clothing, | 
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| | 3.� casket or container suitable for shipment to place of interment, and | 
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| | 4.� expenses necessarily incurred in complying with local laws at the port of entry in the 50 States and the District of Columbia applicable to the preparation of remains for transportation and burial. | 
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| | C6055� PREPARATION OF THE REMAINS OF A DEPENDENT OF AN EMPLOYEE | 
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| | When a dependent of an employee dies while residing with an employee stationed OCONUS or while in transit thereto or therefrom, the activity concerned may furnish mortuary services and supplies on a reimbursable basis when: | 
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