Attachment 7_Part 2 Army Reconciliation Process_15 Dec 10.doc
DOC document 34 KB Posted
- Attached to
- DTMO Commericial Travel Services Federal contract opportunity
- Solicitation number
- H98210-10-R-0006
- Issued by
- Defense Human Resources Activity
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Attachment 7 Army Reconciliation Process
CBA (GTS Reconciliation Report Package)
Data Item Description:
The GTS Reconciliation process requires the CTO Contractor to reconcile all charges provided by the Charge Card Vendor against the CTO's database for a specified reporting period. The package on disk or CD, provided by the CTO Contractor, shall include reports of ticket transactions that the ITO will verify for payment against travel orders, Itinerary/Invoices, and refund notices.
Application/Interrelationship:
The GTS Reconciliation Report Package is used by the Transportation Officer to verify that all travel services rendered are valid for payment by the Finance and Accounting Office.
Preparation Instructions:
The CTO Contractor shall provide the GTS Reconciliation on disk, ASCII format, or CD. The disk or CD shall be provided along with three separate packages of travel orders, Itinerary/Invoices and refund notices. One each travel order and corresponding Itinerary/Invoices, or refund notice, shall be stapled together. Travel orders, Itinerary/Invoices, and refund notices shall be provided in ticket number sequence. Reconciliation shall be provided NLT the 5th business day from the government’s notification of receipt of the hard copy bill.
Distribution Statement:
The GTS Reconciliation Package shall be provided by the CTO Contractor on one 3.5 double density, double-sided sector disk, CD, or electronic transmission, along with three separate packages of travel orders, itinerary/invoices, and refund notices in ticket number sequence.
NOTE: The CTO Contractor shall provide a CD if requested by the Transportation Office.
Charge Card Vendor’s Bill Information will be Submitted in the Following Format:
INFORMATION ON A 3.5 INCH DISKETTE
High Density
Double-sided
MS-DOS Version 5.0 (or higher) 1.44MB Format
DATA WILL BE CONTAINED IN FOUR FILES:
GTS.TXT, DISC.TXT, AND PAC.TXT ASCII
ITIN.TXT ASCII
INFORMATION TO BE INCLUDED ON THE DISKETTE LABEL OR CD:
Charge Card Vendor’s Invoice Number or Summary Number
Charge Card Vendor’s Billing Account Number
Billing Cycle Dates
Date Readable File is Received from the Charge Card Vendor
ADDITIONAL RECORD REQUIREMENT:
Carriage Return and Line Feed after each Record
File Layout GTS.TXT, DISC.TXT, PAC.TXT ASCII Format
FIELD NAME
TYPE
WIDTH
POSITIONS
Airline Number
Alpha/Numeric
1-3
Ticket Number
4-13
Passenger Name
14-42
Credit Type
A-Advance Credit
R-Regular Credit
P-Previously Applied
D-Discrepancy
M-Airport Credit
Sign
Numeric
"-" OR "-"
Ticket Amount
Numeric 9999999.99
45-54
Base Fare Amount
Numeric
56-64
Discount Amount
Numeric
BLANK
66-74
Net Amount
76-84
APPN Account
85-99
*TICKET AMOUNT/BASE FARE/NET AMOUNT SHALL BE THE SAME AMOUNT*
Department Code Name of Agency
17 Department of Navy
21 Department of Army
57 Department of Air Force
96 Corps of Civil Engineers
97 Office of the Secretary of Defense
Fiscal Year
0-2000
1-2001
2-2002
3-2003
4-2004
Appropriation Account
88-89
Free Form Accounting Data
100-142
Fiscal Station Number
143-148
Note: Standard Document Number (14 character spaces to be placed in the 43 Free Form Space)
**In the future the accounting data line will be extended to accept a larger data field.**
Next element starts with "S", except for Department of the Air Force. Drop "S" use a "Zero" (Air Force FSN is 6 digits)
File Layout GTS.TXT, DISC.TXT, PAC.TXT ASCII Format
Social Security
Alpha/Numeric BLANK
149-157
Next Element locally devised
Travel Order
158-163
Invoice Date
164-170
Self-explanatory (Provided by Contractor)
GTS.TXT, DISC.TXT ASCII Trailer Record Layout
POSITION
VALUE
Airline Number
Alpha/Numeric
1-3
"XXX"
Diskette Number
Alpha/Numeric
""MMDDYY"
Date of Charge Card Vendor Bill
"-" OR " "
Total Regular Credits
Numeric
15-24
"-" OR " "
Total Advance Credits Numeric
26-35
"-" OR " "
Total Debits
37-46
"-" OR " "
Total Base Fare
Numeric
48-57
"-" OR " "
Total Discount
59-68
"-" OR " "
Total Amount All
Numeric
70-79
Filler Space
80-81
NO. Reg. CR Records
Numeric
82-88
9999999
Filler Space
NO. Advance CR Records Numeric
90-96
Filler
Number Debit Records Numeric
98-104
NO. Base Fare Records Alpha/Numeric
106-112
Number Discount Received Numeric
114-120
Number Total Records Numeric
122-130
131-155
*****TOTAL*****
*TICKET AMOUNT/BASE FARE/NET AMOUNT SHALL BE THE SAME AMOUNT*
FILE Layout for ITIN.TXT ASC II
Airline Number
1-3
Ticket Number
4-13
Name
Alpha
14-42
Origin City
43-45
Airline Code
46-47
Stop Over Code
Destination City
49-51
Fare Base Code
52-66
Departure Date
Numeric
CYYMMDD
67-73
ITIN.TXT ASCII Trailer Record Layout
POSITION
VALUE
1-13
14-73
Spaces
*****TOTAL*****
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