Attachment 7_Part 1_AF Recon.doc

PAGE

Attachment 7 – Part 1 Air Force Reconciliation Process

AIR FORCE CBA Reconciliation Format and Financial Reports Travel Report:

This report shows the total number of passengers moved, 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, sample format follows.

Content:

The report shall be provided monthly and contain the following: Travelers Name, Routing, Standard Coach Fare, Government Contract Fare Used, Fare Code Used, Ticketed Fare, and Difference.

UNITED STATES AIR FORCE

MONTHLY TRAVEL REPORT

REPORT MONTH: (JUNE 94)

CTO ID NUMBER:

TMO ID NUMBER: (DODAAC)

CONTRACT NUMBER:

FSO ID NUMBER: (STN ACCT NUMBER)

TRAVELER'S

STANDARD COACH

GOV'T CONTRACT

FARE

CODE TICKETED

NAME

ROUTING

FARE

FARE USED

USED

FARE

DIFFERENCE

Jones, Tom S stl dfw mia dfw stl 930.00

Y

YCA

618.00

312.00

Smith, John A dca stl lax slc stl dca 1240.00

N

Yn

824.00

416.00

(TOTAL PASSENGERS)

(TOTAL)

(TOTAL NUMBER (Y))

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 follows.

Content:

The report will be in two parts. The first part will be sorted by ticket number and part two will be sorted by passengers last name. Part one will contain Refund deductions and have a Recap of totals as shown. Examples of each entry follow.

UNITED STATES AIR FORCE

TICKET AND TICKET REFUND LISTING (BILLING)

BEGINNING:

TMO ID

NUMBER: (DODAAC)

ENDING:

FSO ID NUMBER: (STN

ACCT NUMBER)

PART 1

(Sort by Ticket Number)

(THREE COPIES)

Ticket

Traveler's

Special Order

GTR

Ticketed Base

Discount Net Ticketed

Number Name

SSAN

Number Number Routing

Fare Fare Amount

(Including Taxes)(Excluding Taxes)

1234567890 Smith, John A 123456789

AC-1647

C12345678 dca stl lax slc stl dca 824.00 800.00 -32.00

792.00

1234567891 Jones, Tom S 123456789

AC-1499

C12345678 stl dfw mia dfw stl 618.00 600.00 -24.00

594.00

(TOTAL COLUMNS)

1442.00 1400.00 -56.00 = $1386.00

REFUND DEDUCTIONS

(Format is the same as above)

RECAP TOTALS

NET TICKETED FARE TOTAL _____________(Minus)-NET REFUND TOTAL_____________ = AMOUNT OWED CONTRACTOR___________.

PART 2

(Sort Same Data in Part 1 Alphabetically by Member's Last Name)

(ONE COPY)

BEGINNING:

TMO ID NUMBER: (DODAAC)

ENDING:

FSO ID NUMBER: (STN ACCT NUMBER)

Traveler's Ticket

Special Order

GTR

Ticketed Base

Discount Net Ticketed

Name

Number

SSAN

Number Number

Routing Fare

Amount Fare

(Including Taxes) (Excluding Taxes)

Jones, Tom S 1234567890 123456789

Smith, John A

CTO Obligation Input File:

The CTO Obligation Input File is used by accounting and finance personnel to track and account for obligation data for ticket purchases and refunds. This file is required for (1) reconciliation of the ticket and ticket refund report and (2) computer automated update of accounting data. The file shall be on an IBM compatible 360K diskette in ASCII format. An example of the file’s format is provided below. CTO Obligation 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 shall be as described below. The Obligation Input File name on diskette will be OBLDOWN.TXT

Page 1 of 7 pages Block 10, Preparation Instructions (Continued)

Table I. CTO Obligation Input File

CTO OBLIGATION 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-OBL(*)-IF " (ASTERISK DENOTES FREQUENCY)

ASTERISK DENOTES FREQUENCY OF SUBMISSION

E.G. D(AILY), W(EEKLY), M(ONTHLY), O(OTHER) - "C-OBL(W)-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 AAA - 3 DIGIT MONTH ABBREVIATION (ALPHA)

AAA99 99 - NUMBER OF SUBMISSIONS FOR MONTH

(NUMBER CONSECUTIVE BEGINNING EACH MONTH WITH 01)

E.G. JUNE'S 3RD SUBMISSION EQUALS JUN03

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

1 8 DATE FILE 37 42 9(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)

E.G. 15 JUNE 1990 EQUATES TO 900615

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

1 10 TIME FILE 44 47 9(4) NUMERIC- HH- HOUR OF DAY (00-23 WHERE 00 = 12:00 AM)

ISSUED FORMAT MM - MINUTES IN HOUR (00-59)

HHMM E.G. 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 9(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)

E.G. 15 JUNE 1990 EQUATES TO 900615

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

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

Page 2 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO obligation input file - Continued

CTO OBLIGATION INPUT FILE

LINE DATA USE POSITION PICTURE (PIC)

NBR ITEM IDENTIFIER FROM THRU AND FORMAT FIELD EDIT/VALIDATION CRITERIA

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

1 18 ENDING DATE OF 69 74 9(6) NUMERIC - YY - TWO DIGIT CALENDAR YEAR (00 THROUGH 99)

REPORTING FORMAT MM - NUMERIC CALENDAR MONTH (01-12, JAN THRU DEC)

PERIOD YYMMDD DD - DAY OF MONTH (LIMITED TO NBR DAYS IN MONTH)

E.G. 15 JUNE 1990 EQUATES TO 900615

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 9(4) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE NATURAL NUMBERS

IN FILE E.G. 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 9(10) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

AMOUNT IN FILE FORMAT TOTAL TICKET COSTS AND TICKET REFUNDS

S9(8)V9(2) E.G. $ 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 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY E.G. ABC TRAVEL INC MIGHT TO ATI001

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)

Page 3 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO obligation input file, - Continued

1 34 TMO ID NUMBER 139 144 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

FORMAT USE DEPARTMENT OF DEFENSE ADDRESS ACTIVITY CODE (DODAAC) 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 DODAAC

A - BLANK OR ALPHA CHARACTER ASSIGNED

9999 - LAST 4 POSITIONS OF DODAAC

E.G. TMO AT KELLY AFB EQUATES TO FA2054 OR

TMO AT LOWRY AFB NOT ASSIGNED USE BASE DODAAC: F 3059

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 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) USE ACCOUNTABLE STATION NUMBER (ADSN) - REQUIRED 6 CHARACTERS

E.G. LOWRY AFB AFO EQUATES TO 504000

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) CHARACTER (UPPER CASE ALPHA CHARACTERS)-RIGHT JUSTIFY

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

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 E.G. KOVALCHICK/JOSEPH/P

2/3 2 SOCIAL SECURITY 28 36 9(9) NUMERIC - REQUIRES 9 NATURAL NUMBERS NUMBER (SSN) E.G. 178365647

2/3 3 TRAVEL ORDER 37 44 &(8) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)-RIGHT JUSTIFY NUMBER (TO) REMOVE SEPARATORS (HYPHENS, BLANKS, ETC) - NO IMBEDDED BLANKS E.G. TA 1, TA-1 OR TA1 = TA1 AND RO-TA-1 OR RO-TA1 = ROTA1

2/3 4 PNR/TII NUMBER 45 54 &10 ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY PASSENGER NAME RECORD OR TRAVEL ITINERARY INVOICE NUMBER

E.G. PNR0000001

Page 4 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO obligation input file - Continued

2/3 5 PASSENGER 55 94 &(40) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

ROUTING CODES USE STANDARD THREE DIGIT TRANSPORTATION CODES FOR AIR, BUS,

TRAIN, OR VESSEL; OR CITY NAME OR ABBREVIATION

USE BLANKS TO SEPARATE CODES

E.G. FLIGHT: DENVER WASHINGTON DENVER = DEN DCA DEN

2/3 6 TICKET NUMBER 95 107 &(13) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY

USE AIRLINE CODE & COUPON SERIAL NUMBER

i.e. 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)

E.G. 15 JUNE 1990 = 900615 OR 31 APRIL 1990 = REJECTION

2/3 8 GTR/GTS (GOV'T 114 127 &(14) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

TRANSPORTATION REMOVE SEPARATORS (HYPHEN, BLANKS, ETC) - NO IMBEDDED BLANKS

REQUEST OR GOV'T

TRAVEL ACCT) NBR E.G. B-1,774,094 EQUATES TO B1774094

2/3 9 BASE FARE OF 128 137 9(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

TICKET OR USE NATURAL WHOLE NUMBERS AND ZEROS

TICKET REFUND E.G. $ 257.41 = 0000025741 OR $ -57.41 = 0000005741

2/3 10 TAX AMOUNT OF 138 147 9(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

TICKET OR USE NATURAL WHOLE NUMBERS AND ZEROS

2/3 11 DOLLAR AMOUNT 148 157 9(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

OF TICKET OR USE NATURAL WHOLE NUMBERS AND ZEROS

2/3 12 COMPUTED CTO 158 167 9(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

DISCOUNT FEE USE NATURAL WHOLE NUMBERS AND ZEROS

FOR TICKET OR COMPUTE CTO DISCOUNT TO FOUR DECIMALS AND ROUND UP TO NEXT

TICKET REFUND HIGHER CENT ANY FRACTION IN THE THOUSAND POSITION (.001)

E.G. $ 13.4910 = 0000001350 OR $ 13.4909 = 0000001349

2/3 13 NET COST/REFUND 168 177 9(8)V9(2) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE DOLLAR VALUE

TO GOVERNMENT USE NATURAL WHOLE NUMBERS AND ZEROS

E.G. $ 257.41 = 0000025741 OR $ -57.41 = 0000005741

2/3 14 DOCUMENT TYPE 178 178 &(1) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

CODE AUTHORIZED CODES: "T" FOR TICKET

"R" FOR TICKET REFUNDS

Page 5 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO obligation input file - Continued

2/3 15 TRANSACTION 179 179 &(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

E.G. 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 (ACCTING CLASSIFICATION & OTHER

ASSOCIATED ACCTING & BUDGET DATA) APPEARING ON TRAVEL ORDERS

E.G. 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 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

STATION NUMBER E.G. LOWRY AFB ASN EQUATES TO 504000

2/3 19 FUND SUMMARY 332 338 A(1)9(6) ALPHANUMERIC - FIRST POSITION UPPER CASE "F" - NO BLANKS

RECORD ACCOUNT E.G. F000082

2/3 20 PROGRAM SUMMARY 339 345 A(1)9(6) ALPHANUMERIC - FIRST POSITION UPPER CASE "P" - NO BLANKS

RECORD ACCOUNT E.G. P002318

2/3 21 RECORD NUMBER 346 349 9(4) NUMERIC - RIGHT JUSTIFY - ZERO FILL BEFORE NATURAL NUMBERS

E.G. RECORD NUMBER 1 EQUATES TO 0001

2/3 22 RECON CODE 350 351 &(2) ALPHANUMERIC - LEAVE BLANK ON THE FILE (NOT USED)

2/3 23 CTO DISCOUNT 352 352 &(1) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

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)

Page 6 of 7 pages

¦ L NUMBERED COLUMNS:

¦ I 11111111111111111111111111111111111111111111111111111111111111111111111111111

¦ N 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222233333333334444444444555555555566666666667777777

¦ E 12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456

¦ 01 //FILE ID RECORD/C-OBL(*)-IF /JUN03/900615/1759//PERIOD/900611/THRU/900615//TOTAL RECORDS/0002//TOTAL DOLLARS/000005

FA3059//CONTRACT/ F196

¦ 02 KOVALCHICK/JOSEPH/P 178365647 TA1PNR0000001DEN DCA DEN 0055621052722900611B17

00270000000001350000002565

¦ 03 KOVALCHICK/JOSEPH/P 178365647ROTA1111 PRN2DEN SFO LAX TUS SBA DCA BOS DFW MCO DEN 0055621052922900615B17

00270000000001350000002565

¦ 04 //END OF FILE RECORD//

¦ ¦ LINE 1

¦ LINE 2/3

¦ LINE 4

¦ ¦ CHARACTER/DIVIDER POSITIONS

¦ CHARACTER/DIVIDER POSITIONS

¦ CHARACTER POSITIONS

¦ CHARACTER POSITIONS

¦ ¦ 1---2 //

¦ 95--96 //

¦ 1--27 TRAVELER'S NAME

¦ 1--2 //

¦ ¦ 3--16 FIELD NAME HEADING

¦ 97-109 FIELD NAME HEADING

¦ 28--36 SSN

¦ 3-20 END OF FILE RECORD

¦ ¦ 17--17 /

¦ 110-110 /

¦ 37--44 TRAVEL ORDER NUMBER

¦ 21-22 //

¦ ¦ 18--29 FILE ID NUMBER

¦ 111-120 DOLLAR AMOUNT

¦ 45--54 PNR/TII

¦ ¦ 30--30 /

¦ 121-122 //

¦ 55--94 PASSENGER ROUTING

¦ NOTES:

¦ ¦ 31--35 CYCLE NUMBER

¦ 123-125 FIELD NAME HEADING

¦ 95-107 TICKET NUMBER

¦ ¦ 36--36 /

¦ 126-126 /

¦ 108-113 DOCUMENT ISUE DATE

¦ 1. The symbol "/" is used

¦ ¦ 37--42 DATE PREPARED

¦ 127-132 CTO ID NUMBER

¦ 114-127 GTR/GTR

¦ to divide data fields

¦ ¦ 43--43 /

¦ 133-134 //

¦ 128-137 BASE FARE

¦ ¦ 44--47 TIME PREPARED

¦ 135-137 FIELD NAME HEADING

¦ 138-147 TAXES

¦ 2. The symbol "//" is used

¦ ¦ 48--49 //

¦ 138-138 /

¦ 148-157 TICKET/REFUND AMOUNT

¦ to divide groups of

¦ ¦ 50--55 FIELD NAME HEADING

¦ 139-144 TMO ID NUMBER

¦ 158-167 DISCOUNT AMOUNT

¦ related data fields

¦ ¦ 56--56 /

¦ 145-146 //

¦ 168-177 NET AMOUNT

¦ ¦ 57--62 BEGINNING DATE

¦ 147-149 FIELD NAME HEADING

¦ 178-178 DOCUMENT TYPE

¦ 3. This is a quick

¦ ¦ 63--63 /

¦ 150-150 /

¦ 179-179 ACTION CODE

¦ reference to the data

¦ ¦ 64--67 FIELD NAME HEADING

¦ 151-156 AFO ID NUMBER

¦ 180-219 REMARKS

¦ fields and what

¦ ¦ 68--68 /

¦ 157-158 //

¦ 220-325 ACCT CLASSIFICATION

¦ information is

¦ ¦ 69--74 ENDING DATE

¦ 159-166 FIELD NAME HEADING

¦ 326-331 ASN

¦ associated with each

¦ ¦ 75--76 //

¦ 167-167 /

¦ 332-338 FSRA

¦ data field

¦ 77--89 FIELD NAME HEADING

¦ 168-187 CONTRACT NUMBER

¦ 339-345 PSRA

¦ ¦ 90--90 /

¦ 188-189 //

¦ 346-349 RECORD

¦ 4. Positions 350-351 are

¦ ¦ 91--94 NUMBER OF RECORDS

¦ 350-351 RECONCILIATION CODE

¦ used with billings only

¦ 352-352 CTO DISCOUNT INDICAT

11111111111111111111112222222222222222222222222222222222222222222222222222222222222222222222222222222222222222222222222222233333333333333333333333333333333333333333333333333333 ¦ N 77788888888889999999999000000000011111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222233333333334444444444555 N ¦¦ E 78901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012

E

¦ 01 50-89-C0010//

¦ 02 0TAPASSENGER CHANGED HIS TICKET AT AIRPORT 5793400 309 4299 110500 09 408 409 504000 (89T-312) 504000F000082P0023180001

¦ 03 0RA 21X4992.0351 35 FAC7700 CC1240 CAC EAC501 EAC502 EAC525 (ADV) KOV564700000/S28113 DD1588 DSSN 5077 S28113 0002 03

¦ 04

Page 7 of 7 pages CTO Backup Billing Input File:

The CTO Backup Billing Input File is used by accounting and finance personnel to track and account for ticket purchases and refunds. This file is required for (1) reconciliation of backup billing report and (2) computer automated update of accounting data. The file shall be on an IBM compatible 360K diskette in ASCII format. An example of the file’s format is provided below. CTO Backup 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 Backup Billing Input File name on diskette will be BILDOWN.TXT

Page 1 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO backup 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 CHARACTER)

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 - LEFT JUSTIFY

USE "C-BIL(*)-IF " - ASTERISK IN FILE NUMBER DENOTES THE

POSITION OF FREQUENCY CODE:

"D" - DAILY "W" - WEEKLY "M" - MONTHLY

"O" - OTHER THAN DAILY, WEEKLY OR MONTHLY

e.g. WEEKLY FILE EQUATES TO C-BIL(W)-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 FORMAT "AAA99" POSITIONS:

AAA99 1-3 - ALPHA ABBREVIATION FOR THE MONTH

4-5 - NUMERIC BEGIN EACH MONTH WITH 01 AND NUMBER

CONSECUTIVELY THROUGH LAST SUBMISSION OF MONTH

e.g. 3RD INPUT FILE SUBMITTED FOR JUNE EQUATES TO "JUN03"

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

1 8 DATE FILE 37 42 9(6) NUMERIC - FORMAT "YYMMDD":

ISSUED FORMAT YY - TWO DIGIT CALENDER YEAR (00 THROUGH 99)

YYMMDD MM - NUMERIC CALENDER MONTH (01-12) STARTING WITH JANUARY

DD - DAY OF MONTH (01 THROUGH 31)

EDIT NUMBER OF DAYS IN EACH MONTH NOT TO EXCEED THE

MAXIMUM ALLOWED DAYS FOR THAT MONTH

e.g. 15 JUNE 1990 EQUATES TO 900615

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

1 10 TIME FILE 44 47 9(4) NUMERIC - FORMAT "HHMM":

ISSUED FORMAT HH - HOUR OF DAY BASED ON 24 HOUR CLOCK (00 THROUGH 23)

HHMM (00 = 12:OO AM AND 23 = 11:00 PM)

MM - MINUTES IN HOUR (00 THROUGH 59)

e.g. 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)

Page 2 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO backup billing input file - Continued

LINE DATA USE POSITION PICTURE (PIC)

NBR ITEM IDENTIFIER FROM THRU AND FORMAT FIELD EDIT/VALIDATION CRITERIA

1 14 BEGINNING DATE 57 62 9(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)

e.g. 11 JUNE 1990 EQUATES TO 900611

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 9(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)

e.g. 15 JUNE 1990 EQUATES TO 900615

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 BILLING 91 94 9(4) NUMERIC - ZERO FILL BEFORE NATURAL NUMBER - RIGHT JUSTIFY

TRANSACTION - DO NOT INCLUDE THE FIRST AND LAST RECORDS IN TOTAL

RECORDS IN FILE e.g. 2 RECORDS EQUATES TO 0002

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 9(8)V99 NUMERIC - ZERO FILL BEFORE DOLLAR VALUE - RIGHT JUSTIFY

AMOUNT IN FILE USE WHOLE NUMBERS AND ZERO CHARACTER

FOR GOVERNMENT

TICKET COSTS AND

TICKET REFUNDS e.g. $ +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 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY e.g. ABC TRAVEL INC EQUATES TO ATI

Page 3 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO backup billing input file - Continued

LINE DATA USE POSITION PICTURE (PIC)

NBR ITEM IDENTIFIER FROM THRU AND FORMAT FIELD EDIT/VALIDATION CRITERIA

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 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

FORMAT USE DEPARTMENT OF DEFENSE ADDRESS ACTIVITY CODE (DODAAC)

AA9999 FOR THE TRANSPORTATION OFFICER/TRANSPORTATION MANAGEMENT

OFFICE (TMO) OR INSTALLATION/BASE - IF DODAAC NOT LISTED

FOR TMO, MODIFY DODAAC FOR BASE AS FOLLOWS:

POSITIONS: 1 - 1ST POSITION OF DODAAC

2 - BLANK CHARACTER

3-6 - LAST 4 POSITIONS OF INSTALLATION DODAAC

(REFERENCE DOD4000.25-D FOR DODAACS)

e.g. TMO AT KELLY AFB = FA2054

LOWRY AFB TMO = F 3059 (DODAAC NOT ASSIGNED TO TMO)

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 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

ACCOUNTING AND DISBURSING STATION NUMBER (ADSN - PAYING AFO)

(REFERENCE AFR 700-20 VOLUME I FOR ADSNS)

e.g. LOWRY AFB AFO EQUATES TO 504000

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) CHARACTER (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY e.g. CONTRACT # F19650-89-C0010 EQUATES TO F19650-89-C0010

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

1 44 HEADING NAME 190 211 C(22) CHARACTER - USE "INVOICE/CONTROL NBR"

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

1 46 INVOICE/CONTROL 213 224 C(12) CHARACTER (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY

NUMBER e.g. INVOICE/CONTROL NUMBER 459650 EQUATES TO ^^^^^^459650 ¦

Page 4 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO backup billing input file - Continued

LINE DATA USE POSITION PICTURE (PIC)

NBR ITEM IDENTIFIER FROM THRU AND FORMAT FIELD EDIT/VALIDATION CRITERIA

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

2 1 TRAVELER NAME 1 27 C(27) CHARACTER - USE UPPER CASE ALPHA AND SLANT (/) CHARACTERS

LEFT JUSTIFY

INPUT NAME AS FOLLOWS:

LAST NAME FIRST WITH "/" (SLANT) AT END OF LAST NAME

FIRST NAME WITH A "/" AT END OF FIRST NAME

MIDDLE INITIAL - NAMES WILL CONTAIN NO IMBEDDED BLANKS

e.g. JOSEPH P KOVALCHICK EQUATES TO KOVALCHICK/JOSEPH/P

2 2 SOCIAL SECURITY 28 36 9(9) NUMERIC - MUST HAVE 9 DIGITS

NUMBER (SSN) e.g. 178365647

2 3 TRAVEL ORDER 37 44 &(8) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY

NUMBER (TVL ORD) REMOVE SEPARATORS, HYPHENS, BLANKS, ETC - NO IMBEDDED BLANKS

e.g. TA-1 EQUATES TO ^^^^^TA1

TA 1 EQUATES TO ^^^^^TA1

RO-TA-1 EQUATES TO ^^^ROTA1

RO-TA-1001 EQUATES TO ROTA1001

2 4 PNR OR TII 45 54 &(10) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY

PASSENGER NAME RECORD OR TRAVEL ITINERARY/INVOICE NUMBER

e.g. PNR NUMBER 1 EQUATES TO ^^^^^^PNR1

TII NUMBER 1 EQUATES TO ATI0000001

2 5 PASSENGER 55 94 &(40) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

ROUTING CODES SEPARATE TRANSPORTATION CODES AND/OR CITY NAMES WITH BLANK

CHARACTER - USE DESTINATION CODES FOR MODE OF TRAVEL:

AIRPORT - ID CODES LISTED IN THE OFFICIAL AIRLINE GUIDE

OTHER - STANDARD THREE POSITION TRANSPORTATION CODES

FOR THAT INDUSTRY (BUS, TRAIN, AND VESSAL)

NO CODE - USE CITY NAMES OR ABBREVIATED CITY NAMES

e.g. AIR: DENVER TO WASHINGTON TO DENVER = DEN DCA DEN

BUS: SAGAMORE, PA TO INDIANA, PA = SAGAMORE INDIANA

2 6 TICKET NUMBER 95 107 &(13) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - RIGHT JUSTIFY

BY MODE OF TRAVEL AND POSITIONS INDICATED, USE:

AIRLINE: 1- 3 - AIRLINE IDENTIFICATION CODE

4-13 - TICKET COUPON SERIAL NUMBER

OTHER : REMOVE SEPARATORS (HYPHEN, BLANK, ETC)

e.g. 0055621052722 = 0055621052722

OR B12-234 = ^^^^^^^B12234

2 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)

e.g. 15 JUNE 1990 EQUATES TO 900615

Page 5 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO backup billing input file - Continued

LINE DATA USE POSITION PICTURE (PIC)

NBR ITEM IDENTIFIER FROM THRU AND FORMAT FIELD EDIT/VALIDATION CRITERIA

2 8 GTR/GTS (GOV'T 114 127 &(14) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

TRANSPORTATION REMOVE SEPARATORS (HYPHEN, COMMAS, BLANKS-NO IMBEDDED BLANKS)

REQUEST OR GOV'T e.g. B-1,774,094 = B1774094 AND

TRAVEL SYS) NBR 3889-123456-1234 = 38891234561234

2 9 BASE FARE AMT 128 137 9(8)V99 NUMERIC - ZERO FILL BEFORE DOLLAR VALUE - RIGHT JUSTIFY

OF TICKET OR USE WHOLE NUMBERS AND ZERO CHARACTER

TICKET REFUND e.g. $ +257.41 = 0000025741 OR $ -257.41 = 0000025741

2 10 TAX AMOUNT OF 138 147 9(8)V99 NUMERIC - ZERO FILL BEFORE DOLLAR VALUE - RIGHT JUSTIFY

TICKET OR USE WHOLE NUMBERS AND ZERO CHARACTER

TICKET REFUND e.g. $ +20.59 = 0000002059 OR $ -20.59 = 0000002059

2 11 TICKETED FARE 148 157 9(8)V99 NUMERIC - ZERO FILL BEFORE DOLLAR VALUE - RIGHT JUSTIFY

AMOUNT USE WHOLE NUMBERS AND ZERO CHARACTER

TICKETED FARE/REFUND AMOUNT EQUALS BASE FARE PLUS TAXES

e.g. $ +270.00 = 0000027000 OR $ -270.00 = 0000027000

2 12 CTO DISCOUNT 158 167 9(8)V99 NUMERIC - ZERO FILL BEFORE DOLLAR VALUE - RIGHT JUSTIFY

FEE AMOUNT FOR USE WHOLE NUMBERS AND ZERO CHARACTER

TICKETS OR COMPUTE DISCOUNT TO FOUR DECIMALS, ROUND UP TO NEXT HIGHER

TICKET REFUNDS CENT FOR ANY FRACTION IN THE THOUSAND POSITION (.001)

e.g. $ +13.4910 = 0000001350 OR $ -13.4909 = 0000001349

2 13 NET COST/REFUND 168 177 9(8)V99 NUMERIC - ZERO FILL BEFORE DOLLAR VALUE - RIGHT JUSTIFY

TO GOVERNMENT USE WHOLE NUMBERS AND ZERO CHARACTER

TICKETED FARE/REFUND AMOUNT MINUS CTO DISCOUNT FEES

e.g. $ +256.50 = 0000025650 OR $ -256.50 = 00000025650

2 14 DOCUMENT TYPE 178 178 &(1) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

CODE USE DOCUMENT TYPE CODES: "T" - TICKETS

"R" - TICKET REFUNDS

e.g. TICKET DOCUMENT = "T" AND REFUND DOCUMENT = "R"

2 15 TRANSACTION 179 179 &(1) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

ACTION CODE ACTION CODE MUST BE "A" (ADD) FOR BILLING INPUT FILE

e.g. ADD TRANSACTION EQUATES TO "A"

Page 6 of 7 pages

Block 10, Preparation Instructions (Continued)

Table I. CTO backup billing input file - Continued

2 16 REMARKS 180 219 C(40) CHARACTER (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

REQUIRED ENTRY WHEN USING PROCEDURES FOR:

GTR - TO CLARIFY/EXPLAIN DIFFERENCES BETWEEN BILLING AND

OBLIGATING AMOUNTS

GTS - WHEN RECONCILIATION CODE IS OTHER THAN "M"

e.g. PASSENGER CHANGED HIS TICKET AT AIRPORT

LINE DATA USE POSITION PICTURE (PIC)

NBR ITEM IDENTIFIER FROM THRU AND FORMAT FIELD EDIT/VALIDATION CRITERIA

2 17 ACCOUNTING 220 325 C(106) CHARACTER (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

INFORMATION CONTAINS THE ACCOUNTING CLASSIFICATION AND OTHER ASSOCIATED

BUDGET AND ACCOUNTING DATA - INPUT ALL DATA AS IT APPEARS

ON THE TRAVEL ORDERS OR SOURCE DOCUMENT

e.g. 5793400 309 4299 110500 09 408 409 504000 (89T-312) OR

21X4992.0351 35 FAC7700 CC1240 CAC EAC501 EAC502

EAC525 (ADV) KOV564700000/S28113 DD1588 DSSN 5077

2 18 ACCOUNTABLE 326 331 &(6) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS)

STATION NUMBER MUST BE 6 DIGITS, IF LESS THAN 6 LEFT JUSTIFY AND ZERO FILL

(ASN) NO IMBEDDED BLANKS ALLOWED

AFO PERSONNEL WILL TRAIN CTO PERSONNEL ON INPUTTING THE

ACCOUNTABLE STATION NUMBER (ADSN, ASN, AAA, ETC) FROM THE

ACCOUNTING INFORMATION

e.g. LOWRY AFB ADSN = 504000 AND FT BELVOIR = S44119

2 19 FUND SUMMARY 332 338 &(7) ALPHANUMERIC - UPPER CASE "F" IN FIRST POSITION

RECORD ACCOUNT FORMAT NO IMBEDDED BLANKS ALLOWED

(FSRA) A999999 AFO PERSONNEL WILL TRAIN CTO PERSONNEL ON INPUTTING FSRA IF

INCLUDED IN THE TRAVEL ORDERS

e.g. F000082

2 20 PROGRAM SUMMARY 339 345 &(7) ALPHANUMERIC - UPPER CASE "P" IN FIRST POSITION

RECORD ACCOUNT FORMAT NO IMBEDDED BLANKS ALLOWED

(PSRA) A999999 AFO PERSONNEL WILL TRAIN CTO PERSONNEL ON INPUTTING PSRA IF

INCLUDED IN THE TRAVEL ORDERS

e.g. P002318

2 21 RECORD NUMBER 346 349 9(4) NUMERIC - ZERO FILL BEFORE NATURAL NUMBERS - RIGHT JUSTIFY e.g. RECORD NUMBER 1 EQUATES TO 0001

2 22 RECONCILIATION 350 351 &(2) ALPHANUMERIC (UPPER CASE ALPHA CHARACTERS) - LEFT JUSTIFY

CODE USE ONLY IF GTS PROCEDURES ARE USED - FOR GTR LEAVE BLANK

USE ONLY THESE CTO RECONCILIATION CODES:

"M" - MATCHED GTS BILLING TRANSACTIONS

"MA" - MISCELLANEOUS ADJUSTMENT TRANSACTIONS

"AR" - REFUND TRANSACTION TAKEN IN ADVANCE OF BILLING

"PR" - REFUND TRANSACTION PREVIOUSLY TAKEN IN ADVANCE

"S" - SUSPENDED GTS BILLING TRANSACTIONS

Page 7 of 7 pages