Attachment 7_Part 4_LOPA.doc

Attachment 7 – Part 4 LOPA Reconciliation Process

Local Purchase and Payment of Airline Ticket (LOPA)

Reconciliation Procedures

Introduction: This attachment provides instructions, guidance, and distribution of SF 1169 Government Transportation Request (See GTR, Figure J-1) in lieu of Centrally Billed Account (CBA) for traditional travel services until DTS is implemented at a site. GTRs are used to procure transportation services when centrally billed accounts or the individually billed accounts are not used.

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

CTO Responsibilities

The CTO will provide the following documents to the TMO at end of the travel period

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

2. Two copies of Passenger Ticket and Tally Sheet (See Figure J-2) with passenger name, ticket number in sequential order, and ticket costs.

3. Three copies of travel orders.

4. Signed SF1113, Public Voucher for Transportation Charges.

5. Adding machine tape of tickets total costs.

TMO Responsibilities

The TMO will…

1. Reconcile PNRs with passenger manifest.

2. Tally ticket costs on Passenger Ticket and Tally Sheet with adding machine.

3. Resolve any discrepancies with the CTO immediately.

4. Issuing TO or authorized transportation agent must sign SF 1113 “Verified By” block

5. Complete and sign SF 1169 (See Figure J-3)

Documents Distribution

Documents will be distributed as follows…

TMO

1. Retain triplicate copy SF 1169 (GTR)

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

3. Copy of adding machine tape

4. Copy of Passenger Ticket and Tally Sheet

5. Copies of PNR and accompanying travel order

CPTS/FMF

1. Original and all remaining copies of SF 1169 (GTR).

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

3. Original adding machine tape of total ticket costs.

4. Copy of Passenger and Ticket Tally Sheet

5. Two copies of PNR and two copies of accompanying travel order

CTO

Copy SF 1113, Public Voucher for Transportation Charges

GTR Preparation

GTR Entries. Specific entries will be made by the traffic management office personnel as prescribed below and shown in the various Figures in this section. (See Figure J-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.

Figure J-1. SF 1169 Government Transportation Request

a. “Bill Charges To”. This block will be annotated with the issuing agency Department of Defense Activity Address Code in this block (e.g., FB1234)

b. Fiscal Data (Block 1). A variety of date 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.

c. Place and Date of Issue (Block 2). Enter the official designation and location of issuing installation, and city and state, including ZIP code; and date of issue.

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

e. Traveler (Block 4). Enter the word “Various”

f. Others (Block 5). Enter the word “No”

g. Dependent Travel (Block 6). Enter “Not Applicable”

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

i. Carrier or Agent Tendered To (Block 8). Enter the name of the local Commercial Travel Office that is to honor the GTR.

j. Stopover Authorized (Block 9). Enter the word “Yes”.

k. Cities (Block 10). Enter the word “Various” in the “From and To” block.

l. Carrier and Class of Service (Block 11). Enter the word “Various”.

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

n. For Carrier Use Only (Block 13).

p. Continuation of Services Required (Block 14). No entry required.

Figure J-2. Passenger and Ticket Tally Sheet