Attachment 13 - USFK GTR-LOPA Instructions.docx

Attachment 13 – USFK GTR -LOPA Instructions v2.2 December 2021 DoD Travel Management Company (TMC) Services for United States Forces Korea (USFK) Attachment 13 – Government Transportation Request (GTR)/Local Payment of Airlines (LOPA) Instructions December 2021 – v2.2

INTRODUCTION

This provides instructions, guidance, and distribution of an Optional Form (OF) 1169, U.S. Government Transportation Request (GTR) (See Figure 1) and Local Payment of Airlines (LOPA). In certain operational circumstances, remote/contingency locations LOPA billing procedures shall be used. GTR and LOPA shall be prepared, processed and distributed in accordance with Appendix L of the Defense Transportation Regulation (DTR), 4500.9-R Part I, Passenger Movement.

Appendix L is available at the following: https://www.ustranscom.mil/dtr/part-i/dtr_part_i_app_l.pdf.

GTRs are used to procure transportation services when Centrally Billed Accounts (CBAs) or Individually Billed Accounts (IBAs) of the Government’s charge card company are not used. GTRs are accountable documents and must be properly safeguarded by Transportation Officers (TOs) and persons to whom issued at all times.

Government Transportation Request (GTR) The Traffic Management Office (TMO) will issue a GTR number to the Travel Management Company (TMC) at the start of the travel period for travel services. The TMO in concert with the TMC will determine duration of travel period (e.g., weekly, bi-weekly, etc.). Travelers will provide (3) three copies of the travel orders to the TMO/TMC to initiate travel. At the end of the travel period the TMC will submit the below documents for payment of travel services to the TMO.

Local Payment of Airlines (LOPA) Billing TMC Responsibilities:

Provide the following documents to the TMO at end of the travel period:

Three (3) copies of travel orders.

Three (3) copies of Passenger Name Record (PNR).

Three (3) copies (original and two duplicates) of a completed SF 1113, Public Voucher For Transportation Charges (See Figure 2).

Three (3) copies (original and two duplicates) of ticket listing that cover all transactions during the billing period. Minimum entries are GTR number, billing date, ticket number, the traveler’s name, and the ticket’s cost (See Figure 3).

Signed SF1113, Public Voucher for Transportation Charges.

TMO Responsibilities:

1. Reconciles and certifies the TMC ticket listing.

1. Ensures an authorized representative of the TMC has signed the SF 1113.

1. Ensures all documents are accurate and all tickets are properly chargeable to the GTR number shown on the SF 1113.

1. Resolve any discrepancies with the TMC immediately.

1. Signs OF 1169.

Distribution:

Authorized TO representative agent signs SF 1113 “Verified By” block and assembles the documents and distributes as follows:

TMO-

1. The original GTR, the original copy of the ticket listing, and a copy of each Passenger Name Record (PNR) and special order (in ticket number order) to the original SF 1113.

1. The GTR, a copy of the ticket listing, a copy of each PNR, and two copies of each accompanying travel order to the second copy of the SF 1113.

1. A copy of each order and PNR for each traveler or group of travelers to the third copy of the SF 1113.

1. Following verification, the TO submits the original GTR, the duplicate certified vouchers (with supporting documents), and the triplicate vouchers (without documents) to the local finance office for payment.

1. Certified copy of SF 1113, Public Voucher for Transportation Charges

CPTS/FMF-

1. Original and all remaining copies of OF 1169.

1. Original copy SF 1113, Public Voucher for Transportation Charges.

1. Copy of Passenger and Ticket Tally Sheet

1. Two copies of PNR and two copies of accompanying travel orders.

TMC-

Copy SF 1113, Public Voucher for Transportation Charges.

GTR Preparation

1. GTR Entries. Specific entries will be made by traffic management office personnel as prescribed below and shown in the various Figures in this section. (See Figure 1 for blank GTR with corresponding numbered blocks). When all of the spaces are not required for the services being procured, a horizontal line must be drawn through the unused space. When the space on the front of the GTR is inadequate for all the necessary information, the space on the reverse will be utilized.

“Bill Charges To”. This block should be preprinted for the specific DoD Component and must reflect the component’s billing address. If payment is to be made by a DoD Component other than the one issuing the GTR, the preprinted information will be lined through and the name and address of the payment office will be entered.

Fiscal Data (Block 1). A variety of date and data elements are required for this block. First, enter “Period Covering” along with dates of the travel period for travel services. Secondly, enter Accounting Classification and the word “Various” will immediately follow to represent the mixture of funds charge to the GTR. Thirdly, enter “Total Amount” and the value of the tickets issued during the travel period. Lastly, enter “Total Passenger” to reflect number of travelers within the period.

Place and Date of Issue (Block 2). Enter the official designation and location of issuing installation, base, ship, or station; the city and state of the country, including ZIP code; and date of issue (not date of travel).

Issuing Government Officer (Block 3). (Signature and office).

Traveler (Block 4).

Individual Travel. Enter the name and grade of the traveler.

Group Travel. Enter the name and grade of the person in charge of the group.

Dependent(s) Travel. Enter the name of the principal dependent.

Prisoners with Guards. Issue the GTR in the name of the member (guard) in charge. Under no circumstances will the GTR be surrendered to the prisoners.

Type Travel Codes. Enter the type travel code to denote the type of travel (e.g., PU, CT, PT, EA, OA). Type travel codes are listed in Air Mobility Command Instruction 24-101, Volume 14, Military Airlift Passenger Service Attachment 4 website available at https://private.amc.af.mil/pubs/amci/24series/24-101V14.pdf.

Others (Block 5).

Individual Travel. Enter the word “NO”.

Group Travel. Enter the number of persons in the group who will accompany the group leader.

Prisoners with Guards. Enter the total number of guards and prisoners in the group who will accompany the group leader.

Dependent Travel (Block 6). Check the “spouse” block and list the name of the spouse if he or she is to accompany the traveler. Also, list the names and ages of any children who will accompany the traveler (e.g., Joe [5]; Mary [8]). Ages of children as of the date of departure from the first point of travel must be used. All authorized dependents are entitled to a seat.

Special Accommodations and Requirements (Block 7). Enter “Local Purchase and Payment of Airline Tickets.

Carrier or Agent Tendered To (Block 8). Enter the name of the local Travel Management Office that is to honor the GTR. When the GTR must be presented to a carrier or agent other than the one shown in this box, either the issuing officer or the traveler will endorse the GTR to that carrier or agent by entering in the “SERVICE FURNISHED IF OTHER THAN REQUESTED” block on the reverse side of the GTR, over his or her signature, the words: “Endorsed to (name of carrier/agent) for ticket issuance”.

Stopover Authorized (Block 9). Enter “YES” before the cities at which stopovers are authorized and “NO” for all others. The word “END” will be entered before the last city of the official trip.

Cities (Block 10). Enter in the “FROM” block the name of the city and state from which transportation and/or accommodations are to be furnished. In the “TO” block, enter the cities and states or points to which such services are to be furnished. Use city airport codes for air travel when these are known; otherwise, the city with the Postal Service style of two-letter state abbreviations. For example, for a round trip authorized from Houston, TX, to New York, NY, show from “IAH” (or HOU depending on the departure airport) to “JFK” or “LGA” (depending upon the arrival airport) to IAH or HOU. If airport codes are not known, use from Houston, TX, to New York, NY, to Houston, TX. When charter air or bus service is used, enter in parentheses the name of the airport or the actual loading point of the bus(es) in addition to the name of the city and the destination airport or actual unloading point of the bus(es) in addition to the name of the city.

Carrier and Class of Service (Block 11). Enter the initials or code name of each carrier and the name or official industry code for the class of service authorized between each listed city or point. Standard carrier codes for air and bus carriers are found in the Official Airline Guide and Official Bus Guide.

For Air Travel. Show class of service (e.g., YCA, HMZ, QCA, YPNUT).

For Bus Travel. Show coach, special coach charter, or special operations.

For Rail Travel. Show coach, slumber coach, or mixed.

For Ship. Show second-class, cabin, tourist.

Excess Baggage (Block 12). Enter the word “None” in the “Weight and Pieces” block.

For Carrier Use Only (Block 13).

Continuation of Services Required (Block 14). Use the back of GTR for continuation of entries when adequate space is not available on the front of the GTR.

Figure 1. OF 1169, Example of Blank GTR

Figure 1. OF 1169, Example of Blank GTR (Cont’d)

Figure 2. Standard Form 1113 Public Voucher for Transportation Charges

Figure 3. Ticket Listing Sheet

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