Attachment 7 - USFK USAF Part 1 USAF CBA Reconciliation Process.docx

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Attachment 7 – Part 1 USFK Air Force United States Air Force (USAF) Centrally Billed Account (CBA)/Unit Card (UC) Reconciliation Process AIR FORCE CBA/UC Reconciliation Format and Financial Reports September 2025 – v0.4

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Travel Report:

This report shows the total number of passengers processed by the Travel Management Company (TMC), the difference between standard coach fares, and the number of Government fares used. The data is required to ensure Government contract fares are used to the maximum extent and the cost savings resulting from its use can be accountable. Contractor format is acceptable; however, a sample format with appropriate column headings is found below.

Content:

The report shall be provided in Microsoft Excel file format and transmitted to recipients via contractor-generated email as an attachment. The report shall be provided monthly and contain the following data columns: “Invoice Number”; “Invoice Date”; “Travelers Last Name”; “Travelers First Name”; “Routing”; “Standard Coach Fare Amount”; “Was a Government Contract Fare Used”; “Fare Code/Basis Used”; “Ticketed Fare Amount”; and “Difference Between Standard Coach Fare Amount and Ticketed Fare Amount” along with the header information as provided in the sample below:

USAF Travel Report:

USAF USFK Travel Report Contract #: ABCD12345 MONTH/YEAR: DEC/2025 TMC ID: Happy Travel TMO Location Site ID #: 231

Attachment 7, Continued

Ticket and Ticket Refund Listing (Billing):

This report provides a listing of all transactions within the billing period. The listing will be used by Government personnel to reconcile and certify for payment in the financial services office. Contractor format is acceptable; however, a sample format with appropriate column headings is found below.

Content:

The report shall be provided in Microsoft Excel file format and transmitted to recipients via contractor-generated email. The report shall include columns for the “Invoice Number”; “Invoice Date”; “Ticket Number”; “Traveler's Last Name”; “Traveler's First Name”; “Form Of Payment Number (CBA/UC/GTR)”; “Routing Segments”; “Ticketed Fare Amount”; “Base Fare”; “Discount Amount”; and “Net Ticketed Amount” along with header information as provided in the sample format below:

USAF USFK Ticket and Ticket Refund Listing (Billing) Contract Number: ABCD1234 Report Start Date: 1 Dec 2025 Report End Date 31 Dec 2025 TMC (DTS) ID #: UIC SITE ID #: 231

TMC BILLING INPUT FILE:

The TMC Billing Input File is used by Traffic Management Operations personnel to track and account for ticket purchases and refunds. This file is required for (1) reconciliation of billing report and (2) computer automated update of accounting data. The file shall be provided in a .TXT format. An example of the file’s format is provided below. TMC Billing Input File Records sorting shall be in ascending order by (1) document type code and (2) ticket number (10 Positions).

Content:

Exact data element fields, input formats and validation criteria, and the standard file layout for each record is described below. The Billing Input File name will be BILDOWN.TXT

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Preparation Instructions Table I. TMC Billing Input File* TMC BILLING INPUT FILE LINE DATA USE POSITION PICTURE (PIC) NBR ITEM IDENTIFIER FROM THRU AND FORMAT

FIELD EDIT/VALIDATION CRITERIA

1 1 DATA SEPARATOR 1 - 2 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 2 HEADING NAME 3 - 16 C(14) CHARACTER - USE "FILE ID RECORD"

1 3 DATA SEPARATOR 17 - 17 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 4 FILE NUMBER 18 - 29 C(12) CHARACTER - USE "C-BIL(*)-IF " (ASTERISK DENOTES FREQUENCY) ASTERISK DENOTES FREQUENCY OF SUBMISSION (Example: D(AILY), W(EEKLY), M(ONTHLY), O(OTHER) - "C-BIL(M)-IF ")

1 5 DATA SEPARATOR 30 - 30 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 6 CYCLE NUMBER 31 - 35 C(5) CHARACTER (UPPER CASE ALPHA CHARACTERS) FORMAT MMM - 3 DIGIT MONTH ABBREVIATION (ALPHA) MMM 99 - NUMBER OF SUBMISSIONS FOR MONTH (NUMBER CONSECUTIVE BEGINNING EACH MONTH WITH 01) (Example: JUNE'S 3RD SUBMISSION EQUALS JUN03)

1 7 DATA SEPARATOR 36 - 36 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 8 DATE FILE 37 - 42 C(6) NUMERIC- YY-TWO DIGIT CALENDAR YEAR (00 THROUGH 99) ISSUED FORMAT MM – NUMERIC CALENDAR MONTH (01-12, JAN THRU DEC) YYMMDD DD - DAY OF MONTH (LIMITED TO NBR DAYS IN MONTH) (Example: 15 JUNE

2024 EQUATES TO 240615)

1 9 DATA SEPARATOR 43 - 43 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 10 TIME FILE 44 - 47 C(4) NUMERIC- HH- HOUR OF DAY (00-23 WHERE 00 = 12:00 AM)

ISSUED FORMAT MM - MINUTES IN HOUR (00-59) HHMM (Example: 5:59 PM EQUATES TO 1759)

1 11 DATA SEPARATOR 48 - 49 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 12 HEADING NAME 50 - 55 C(6) CHARACTER - USE "PERIOD"

1 13 DATA SEPARATOR 56 - 56 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 14 BEGINNING DATE 57 - 62 C(6) NUMERIC-YY-TWO DIGIT CALENDAR YEAR (00 THROUGH 99) OF REPORTING FORMAT MM NUMERIC CALENDAR MONTH (01-12, JAN THRU DEC) PERIOD YYMMDD DD - DAY OF MONTH (LIMITED TO NBR DAYS IN MONTH) (Example: 15 JUNE 2024 EQUATES TO 240615)

1 15 DATA SEPARATOR 63 - 63 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 16 HEADING NAME 64 - 67 C(4) CHARACTER - USE "THRU"

1 17 DATA SEPARATOR 68 - 68 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 18 ENDING DATE 69 - 74 C(6) NUMERIC - YY - TWO DIGIT CALENDAR YEAR (00 THROUGH 99) OF REPORTING FORMAT MM - NUMERIC CALENDAR MONTH (01-12, JAN THRU DEC) PERIOD YYMMDD DD - DAY OF MONTH (LIMITED TO NBR DAYS IN MONTH) (Example: 15 JUNE 2024 EQUATES TO 240615)

1 19 DATA SEPARATOR 75 - 76 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 20 HEADING NAME 77 - 89 C(13) CHARACTER - USE "TOTAL RECORDS"

1 21 DATA SEPARATOR 90 - 90 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 22 TOTAL RECORDS 91 - 94 C(4) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE NATURAL NUMBERS IN FILE Example: 2 RECORDS = 0002 [FIRST AND LAST RECORDS NOT INCLUDED])

1 23 DATA SEPARATOR 95 – 96 C(2) CHARACTER - USE “//” (SLANT CHARACTERS)

1 24 HEADING NAME 97 – 109 C(13) CHARACTER - USE “TOTAL DOLLARS”

1 25 DATA SEPARATOR 110 - 110 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 26 TOTAL DOLLAR 111 - 120 C(10) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

AMOUNT IN FILE FORMAT TOTAL TICKET COSTS AND TICKET REFUNDS S9(8)V9(2)

(Example: $ 531.00 = 0000053100 OR $ -531.00 = 0000053100)

1 27 DATA SEPARATOR 121 - 122 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 28 HEADING NAME 123 - 125 C(3) CHARACTER - USE "CTO"

1 29 DATA SEPARATOR 126 - 126 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 30 CTO ID NUMBER 127 - 132 C(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY (Example: Pease ANG Business Partner Number (BPN) F8N3TR or Yokota AB (BPN) F4G3L9)

1 31 DATA SEPARATOR 133 - 134 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 32 HEADING NAME 135 - 137 C(3) CHARACTER - USE "TMO"

1 33 DATA SEPARATOR 138 - 138 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 34 TMO ID NUMBER 139 - 144 C(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) FORMAT USE BUSINESS PARTNER NUMBER (BPN) FOR A(2)9(4) TRANSPORTATION MANAGEMENT OFFICE/OFFICER (TMO) OR THE ONE ASSIGNED TO THE INSTALLATION/BASE WILL BE USED: A – 1ST POSITION OF BPN A – ALPHA CHARACTER ASSIGNED 9999 – LAST 4 POSITIONS OF BPN (Example: Pease ANG BPN Number F8N3TR or Yokota AB (BPN) F4G3L9)

1 35 DATA SEPARATOR 145 - 146 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 36 HEADING NAME 147 - 149 C(3) CHARACTER - USE "AFO"

1 37 DATA SEPARATOR 150 - 150 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 38 AFO ID NUMBER 151 - 156 C(6) NUMERIC CHARACTERS USE ACCOUNTABLE STATION NUMBER (ADSN or AAI of 387700)

1 39 DATA SEPARATOR 157 - 158 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 40 HEADING NAME 159 - 166 C(8) CHARACTER - USE "CONTRACT"

1 41 DATA SEPARATOR 167 - 167 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 42 CONTRACT NUMBER 168 - 187 C(20) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)-RIGHT JUSTIFY (Example FARGO ANG - F7B3SG3161VBANV001)

1 43 DATA SEPARATOR 188 - 189 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

1 44 CREDIT CARD NUMBER 190 - 211 C(16) NUMERIC CHARACTERS - RIGHT JUSTIFY

1 45 DATA SEPARATOR 212 - 212 C(1) CHARACTER - USE "/" (SLANT CHARACTER)

1 46 INVOICE/CONTROL NUMBER 213 - 224 C(10) NUMERIC CHARACTERS – RIGHT JUSTIFY

1 47 DATA SEPARATOR 225 - 226 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

Table I. TMC Billing Input File, - Continued

2/3 1 FILE 1 - 27 C(27) CHARACTER (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY TRANSACTION RCD INPUT NAME: LAST, FIRST, MIDDLE INITIAL - USE SLANT (/) TO TRAVELER NAME SEPARATE NAMES/INITIALS - NAME CONTAINS NO IMBEDDED BLANKS (Example: SMITH/JOSEPH/P) 2/3 2 SOCIAL SECURITY 28 - 36 C(9) NUMERIC - REQUIRES SOCIAL SECURITY NUMBER (SSN) REPLACED with (Example: 999999999) 2/3 3 TRAVEL ORDER 37 - 44 C(8) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)-RIGHT JUSTIFY NUMBER (TO) REMOVE SEPARATORS (HYPHENS, BLANKS, ETC) - NO IMBEDDED BLANKS (Example: TA 1, TA-1 OR TA1 = TA1

AND RO-TA-1 OR RO-TA1 = ROTA1)

2/3 4 PNR/TII NUMBER 45 - 54 C(10) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY PASSENGER NAME RECORD OR TRAVEL ITINERARY INVOICE NUMBER (Example: PNR0000001) 2/3 5 PASSENGER ROUTING CODES 55 - 94 C(40) ALPHA (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY USE STANDARD THREE DIGIT TRANSPORTATION CODES FOR AIR, BUS, TRAIN, OR VESSEL; OR CITY NAME OR ABBREVIATION USE BLANKS TO SEPARATE CODES (Example: DENVER WASHINGTON DENVER = DEN DCA DEN) 2/3 6 TICKET NUMBER 95 - 107 C(13) NUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY USE AIRLINE CODE & COUPON SERIAL NUMBER (Example: 0055621052722) 2/3 7 DOCUMENT ISSUE 108 - 113 9(6) NUMERIC - YY - TWO DIGIT CALENDAR YEAR (00 THROUGH 99) DATE FORMAT MM - NUMERIC CALENDAR MONTH (01-12, JAN THRU DEC) YYMMDD DD - DAY OF MONTH (LIMITED TO NBR DAYS IN MONTH) (Example: 15 JUNE 2024 = 240615 OR 31 APRIL 2024 = REJECTION)

2/3 8 GTR/GTS (GOV'T) 114 - 127 C(14) NUMERIC - LEFT JUSTIFY

TRANSPORTATION REMOVE SEPARATORS (HYPHEN, BLANKS, ETC) - NO IMBEDDED BLANKS REQUEST OR GOV'T TRAVEL ACCT NBR (Example: 46142600000952) 2/3 9 BASE FARE OF 128 - 137 C(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE TICKET OR USE NATURAL WHOLE NUMBERS AND ZEROS TICKET REFUND (Example: $ 257.41 = 0000025741

OR $ -57.41 = 0000005741)

2/3 10 TAX AMOUNT OF 138 - 147 C(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE TICKET OR USE NATURAL WHOLE NUMBERS AND ZEROS TICKET REFUND (Example: $ 257.41 = 0000025741

OR $ -57.41 = 0000005741)

2/3 11 DOLLAR AMOUNT 148 - 157 C(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE OF TICKET OR USE NATURAL WHOLE NUMBERS AND ZEROS TICKET REFUND (Example: $ 257.41 = 0000025741

OR $ -57.41 = 0000005741)

2/3 12 COMPUTED TMC 158 - 167 C(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE DISCOUNT FEE USE NATURAL WHOLE NUMBERS AND ZEROS FOR TICKET OR COMPUTE TMC DISCOUNT TO FOUR DECIMALS AND ROUND UP TO NEXT TICKET REFUND HIGHER CENT ANY FRACTION IN THE THOUSAND POSITION (.001) (Example: $ 13.4910 = 0000001350 OR $ 13.4909 = 0000001349) 2/3 13 NET COST/REFUND 168 - 177 C(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE TO GOVERNMENT USE NATURAL WHOLE NUMBERS AND ZEROS (Example: $ 257.41 = 0000025741 OR $ -57.41 = 0000005741) 2/3 14 DOCUMENT TYPE 178 - 178 C(1) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) CODE AUTHORIZED CODES:

"T" FOR TICKET "R" FOR TICKET REFUNDS

2/3 15 TRANSACTION 179 - 179 C(1) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) ACTION CODE AUTHORIZED CODES:

"A" (ADD),"D" (DELETE) AND "U" (CHANGE)

2/3 16 REMARKS 180 - 219 C(40) CHARACTER (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY (Example: TRAVELER

CHANGED TICKET AT AIRPORT)

2/3 17 ACCOUNTING 220 - 325 C(106) CHARACTER (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY INFORMATION USE COMPLETE ACCOUNTING DATA (ACCOUNTING CLASSIFICATION & OTHER ASSOCIATED ACCOUNTING & BUDGET DATA) APPEARING ON TRAVEL ORDERS (Example: 5793400 309 4299 110500 09 408 409 504000 (89T-312) 21X4992.0351 35 FAC7700 CC1240 CAC EAC501 EAC502 EAC525 (ADV) KOV-5647A1111/S28113 DD1588 DSSN 5077) 2/3 18 ACCOUNTABLE 326 - 331 C(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY STATION NUMBER (Example: Yokota AB ADSN EQUATES TO 387700)

Table I. TMC Billing Input File – Continued

2/3 19 FUND SUMMARY 332 - 338 C(1)9(6) ALPHANUMERIC - FIRST POSITION UPPER CASE "F" - NO BLANKS RECORD ACCOUNT (Example: F000082) 2/3 20 PROGRAM SUMMARY 339 - 345 C(1)9(6) ALPHANUMERIC - FIRST POSITION UPPER CASE "P" - NO BLANKS RECORD ACCOUNT (Example: P002318) 2/3 21 RECORD NUMBER 346 - 349 C(4) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE NATURAL NUMBERS (Example: RECORD NUMBER 1 EQUATES TO 0001)

2/3 22 NOT USED 350 - 351 C(2) - LEAVE BLANK ON THE FILE

2/3 23 TMC DISCOUNT 352 - 352 C(1) ALPHA (UPPER CASE ALPHA CHARACTERS) INDICATOR

USE "N" FOR NO DISCOUNT OR LEAVE BLANK IF DISCOUNT APPLIES

Table I. TMC Billing Input File – Continued

INDICATOR USE "N" FOR NO DISCOUNT ELSE LEAVE BLANK IF DISCOUNT APPLIES

4 1 DATA SEPARATOR 1 - 2 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

4 2 HEADING NAME 3 - 20 C(18) CHARACTER - USE "END OF FILE RECORD"

4 3 DATA SEPARATOR 21 - 22 C(2) CHARACTER - USE "//" (SLANT CHARACTERS)

Example of TMC Billing Input File:

*Billing Input File additional instructions:

FILE HEADER:

Positions 3-16: Header Name FILE ID RECORD-Auto generated from TMC Positions 18-29: File Name C-BIL(M)-IF (M) Indicates Monthly Customer Bill-Auto generated from TMC Positions 31-35: Cycle Number JUN01 (JUN) Indicates File Month (01) Indicates Submission Number Positions 37-42: Date TMO Uploaded File e.g. 240608 Positions 44-47: Time of File Uploaded e.g. 1203 (24 hours) Positions 57-62: Beginning Date of Reporting Period e.g. 240507 Positions 69-74: Ending Date of Reporting Period e.g. 240607 Positions 91-94: Total Records in File (Two Lines per Traveler) e.g. 0010 Positions 111-120: Total Dollar Amount in File (with no period) e.g. 0000338347 Positions 127-132: CTO (AKA: TMC) ID Number (BPN-first 6-digits of PO) e.g. F7B3SG Positions 139-144: TMO ID Number (BPN-first 6-digits of PO) e.g. F7B3SG Positions 151-156: AFO ID Number (ADSN/AAI Agency Accounting Id) e.g. 387700 Positions 168-187: Contract/18-digits Purchase Order Number e.g. F7B3SG3161VBANV001 Positions 190-211: Credit Card Account Number e.g. (9999999999999999) Positions 213-224: Invoice/Control Number from top of page 1 of Citi Bank Invoice e.g. 7161356101

FILE BODY:

Positions 1-27: Traveler Name e.g. John Doe Positions 28-36: Social Security Number (SSN enter as 999999999) e.g. 999999999 Positions 37-44: Travel Order Number (TO)/TANUM e.g. 2MH0VV Positions 45-54: PNR (Airline Passenger Name Record) e.g. 0000073574 Positions 55-94: Passenger Routing Codes - Airline codes e.g. HND ORD Positions 95-107: Airline Ticket Number e.g. 0167766825028 Positions 108-113: Document/Ticket Date Issue e.g. 220520 Positions 114-127: Credit Card Account Number e.g. (9999999999999999) Positions 128-137: Base Fare of Ticket – enter zeros only e.g. 0000000000 Positions 138-147: Tax Amount of Ticket – enter zeros only e.g. 0000000000 Positions 148-157: Dollar Amount of Ticket – enter total amount e.g. 0000109907 Positions 158-167: Discount Fee for Ticket or Ticket Refund-enter zeros only e.g. 0000000000 Positions 168-177: Net Cost or Refund to Gov’t e.g. 0000109907 Positions 178-178: Document Type Code e.g. T (Authorized Codes T=Ticket or R=Refund) Positions 179-179: Transaction Action Code e.g. A (Type of ticket) (Authorized Code A=Add / D=Delete / U=Change) Positions 180-219: Remarks (TMC remarks) Positions 220-325: LOA Information (If not TANUM is available, insert LOA from travel order) Positions 326-331: Accountable Station Number (ADSN/AAI) e.g. 387700 DEAMS/Legacy Positions 332-338: Fund Summary Record Account (FSRA) /////// (Slashes = separators only) Positions 339-345: Program Summary Record Account (PSRA) /////// (Slashes = separators only) Positions 346-349: Record Number 0003 (line location of CBA invoice from bank) Positions 350-351: Recon Code M (Always M code) Positions 352-352: TMC Discount (Always Blank)

FILE END:

Positions 3-20: End of File END OF FILE RECORD

Billing Input File:

Table 1 - USAF USFK Base Locations, Business Partner Number (BPN) and Contract Number.

The contract number listed includes the year 2026 (6001).

The contractor shall revise the Contract Number every calendar year. (e.g., 2025=5001, 2026=6001, 2027=7001 2028=8001, etc.).

Table 1 USAF USFK Locations by BPN and Contract Number

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