Attachment_5_Part_2_Army_Reconcillation_Process_2_Feb_11.docm
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Defense Human Resources Activity
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Attachment 5_Part 2_Army Reconciliation Process
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Department of Defense (DoD) Travel Management Company (TMC) Services for Small Business Set Aside - Attachment 5 - Part 2 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 | 3 | 1-3 | ||||
| Ticket Number | Alpha/Numeric | 10 | 4-13 | ||||
| Passenger Name | Alpha/Numeric | 29 | 14-42 | ||||
| Credit Type | Alpha/Numeric | 1 | 43 | ||||
| A-Advance Credit | |||||||
| R-Regular Credit | |||||||
| P-Previously Applied | |||||||
| D-Discrepancy | |||||||
| M-Airport Credit |
| Sign | Numeric | "-" OR "-" | 1 | 44 | ||||
| Ticket Amount | Numeric | 9999999.99 | 10 | 45-54 | ||||
| Sign | Numeric | "-" OR "-" | 1 | 55 | ||||
| Base Fare Amount | Numeric | 9999999.99 | 9 | 56-64 | ||||
| Sign | Numeric | "-" OR "-" | 1 | 65 | ||||
| Discount Amount | Numeric | BLANK | 9 | 66-74 | ||||
| Sign | Numeric | "-" OR "-" | 1 | 75 | ||||
| Net Amount | Numeric | 9999999.99 | 9 | 76-84 | ||||
| APPN Account | Numeric | 15 | 85-99 |
*TICKET AMOUNT/BASE FARE/NET AMOUNT SHALL BE THE SAME AMOUNT*
Department Code Name of Agency
1. Department of Navy
1. Department of Army
1. Department of Air Force
1. Corps of Civil Engineers
1. Office of the Secretary of Defense
Fiscal Year 1 87 0-2000 1-2001 2-2002 3-2003 4-2004
| Appropriation Account | Alpha/Numeric | 12 | 88-89 | |||
| Free Form Accounting Data | Alpha/Numeric | 43 | 100-142 | |||
| Fiscal Station Number | Alpha/Numeric | 6 | 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
| FIELD NAME | TYPE | WIDTH | POSITIONS | |||
| Social Security | Alpha/Numeric BLANK | 9 | 149-157 | |||
| Next Element locally devised | ||||||
| Travel Order | Alpha/Numeric | 6 | 158-163 | |||
| Invoice Date | Alpha/Numeric | 7 | 164-170 | |||
| Self-explanatory (Provided by Contractor) |
GTS.TXT, DISC.TXT ASCII Trailer Record Layout
| FIELD NAME | TYPE | WIDTH | POSITION | VALUE | |
| Airline Number | Alpha/Numeric | 3 | 1-3 | "XXX" | |
| Diskette Number | Alpha/Numeric | 10 | 10 | ""MMDDYY" |
Date of Charge Card Vendor Bill
| Sign | Numeric | 1 | 14 | "-" OR " " | ||||||
| Total Regular Credits | Numeric | 10 | 15-24 | 9999999.99 | ||||||
| Sign | Numeric | 1 | 25 | "-" OR " " | ||||||
| Total Advance Credits | Numeric | 10 | 26-35 | 9999999.99 | ||||||
| Sign | Numeric | 1 | 36 | "-" OR " " | ||||||
| Total Debits | Numeric | 10 | 37-46 | 9999999.99 | ||||||
| Sign | Numeric | 1 | 47 | "-" OR " " | ||||||
| Total Base Fare | Numeric | 10 | 48-57 | 9999999.99 | ||||||
| Sign | Numeric | 1 | 58 | "-" OR " " | ||||||
| Total Discount | Numeric | 10 | 59-68 | 9999999.99 | ||||||
| Sign | Numeric | 1 | 69 | "-" OR " " | ||||||
| Total Amount All | Numeric | 10 | 70-79 | 9999999.99 | ||||||
| Filler Space | Alpha/Numeric | 2 | 80-81 | " " | ||||||
| NO. Reg. CR Records | Numeric | 7 | 82-88 | 9999999 | ||||||
| Filler Space | Alpha/Numeric | 1 | 89 | " " | ||||||
| NO. Advance CR Records | Numeric | 7 | 90-96 | 9999999 | ||||||
| Filler | Alpha/Numeric | 1 | 97 | " " | ||||||
| Number Debit Records | Numeric | 7 | 98-104 | 9999999 | ||||||
| Filler | Alpha/Numeric | 1 | 105 | " " | ||||||
| NO. Base Fare Records | Alpha/Numeric | 7 | 106-112 | 9999999 | ||||||
| Filler | Alpha/Numeric | 1 | 113 | " " | ||||||
| Number Discount Received | Numeric | 7 | 114-120 | 9999999 | ||||||
| Filler | Alpha/Numeric | 1 | 121 | " " | ||||||
| Number Total Records | Numeric | 9 | 122-130 | 9999999 | ||||||
| Filler | Alpha/Numeric | 25 | 131-155 | " " |
*****TOTAL***** 155
*TICKET AMOUNT/BASE FARE/NET AMOUNT SHALL BE THE SAME AMOUNT*
FILE Layout for ITIN.TXT ASC II
| FIELD NAME | TYPE | WIDTH | POSITIONS | |||||||
| Airline Number | Alpha/Numeric | 3 | 1-3 | |||||||
| Ticket Number | Alpha/Numeric | 10 | 4-13 | |||||||
| Name | Alpha | 29 | 14-42 | |||||||
| Origin City | Alpha | 3 | 43-45 | |||||||
| Airline Code | Alpha/Numeric | 2 | 46-47 | |||||||
| Stop Over Code | Alpha/Numeric | 1 | 48 | |||||||
| Destination City | Alpha | 3 | 49-51 | |||||||
| Fare Base Code | Alpha/Numeric | 15 | 52-66 | |||||||
| Departure Date | Numeric | CYYMMDD | 7 | 67-73 |
ITIN.TXT ASCII Trailer Record Layout
| FIELD NAME | TYPE | WIDTH | POSITION | VALUE | ||
| Filler | Alpha/Numeric | 13 | 1-13 | |||
| Filler | Alpha/Numeric | 60 | 14-73 | Spaces |
*****TOTAL***** 73
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