14 - Valid Exception Codes CPP - R24

Travel Services Solutions QMAD-CY-090001-B Refresh #24

VALID REASON CODES FOR EXCEPTIONS TO THE CITY PAIR PROGRAM AND USE OF OTHER THAN

COACH CLASS

The following coded information is designed to assist us in our data collection efforts of reasons for travel and justification of premium class transportation.

Reason Code

FTR Mandated Reason code for non-use of contract city pair fare usage:

C0 Contract fare used or No contract fare exists for city-pair market

C1 Space on a scheduled contract flight is not available in time to accomplish the purpose of travel.

C2 Use of contract service would require traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip.

C3 The contract carrier’s flight schedule is inconsistent with explicit policies of individual federal departments and agencies where applicable to schedule travel during normal working hours

C4 A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered)

[Note: This exception does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued charge card, centrally billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR where the two previous options are not available.]

C5 Cost effective rail service is available and is consistent with mission requirements

C6 Smoking is permitted on the contract air carrier and the nonsmoking section of the contract aircraft is not acceptable to traveler.

FTR MANDATED JUSTIFICATION CODES FOR USE OF OTHER THAN COACH CLASS:

JUSTIFICATION CODES FOR “FIRST CLASS” AIR TRAVEL

F1 No coach-class accommodations are reasonably available (within 24 hours of proposed departure or arrival time)

F2 Traveler has an agency-certified medical disability or other special need

F3 Traveler’s agency has determined that exceptional security circumstances exist

F4 Required because of agency mission, consistent with agency's internal procedures pursuant to §301-70.102(i)

JUSTIFICATION CODES FOR “BUSINESS CLASS” AIR TRAVEL

B1 Traveler has an agency-certified medical disability or other special need

B2 Traveler’s agency has determined that exceptional security circumstances exist

B3 Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards

Travel Services Solutions QMAD-CY-090001-B Refresh #24

JUSTIFICATION CODES FOR “BUSINESS CLASS” AIR TRAVEL Continued.

B4 No “Coach Class” accommodations are provided for regularly scheduled flights between origin and destination points

B5 Traveler’s transportation costs are paid in full through agency acceptance of payment from a non-Federal source

B6 Traveler’s origin and/or destination are/is OCONUS and the scheduled flight time (including stopovers and change of planes) exceeds 14 hours

B7 This will result in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time

B8 No space is available in coach-class accommodations in time to accomplish traveler’s mission, which is urgent and cannot be postponed

B9 Required because of agency mission, consistent with agency's internal procedures

FTR MANDATED JUSTIFICATION CODES FOR “NON-USE OF U.S. FLAG AIR CARRIER”

R1 Use of a foreign air carrier is determined to be a matter of necessity in accordance with FTR §301-10.138

R2 The transportation is provided under a bilateral or multilateral air transportation agreement to which the United States Government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act.

R3 Traveler is an officer or employee of the Department of State, United States Information Agency, United States International Development Cooperation Agency, or the Arms Control Disarmament Agency, and travel is paid with funds appropriated to one of these agencies, and travel is between two places outside the United States.

R4 No U.S. flag air carrier provides service on a particular leg of the route, in which case foreign air carrier service may be used, but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service.

R5 A U.S. flag air carrier involuntarily reroutes travel on a foreign air carrier.

R6 Service on a foreign air carrier would be three hours or less, and use of the U.S. flag air carrier would at least double en route travel time.

R7 Costs of transportation are reimbursed in full by a third party, such as a foreign government, international agency, or other organization.

R8 International Travel - Use of U.S. flag air carrier (nonstop) service would extend travel time, including delay at origin, by 24 hours or more.

R9 International Travel - No U.S. flag air carrier (nonstop) service available. U.S. flag air carrier service available on one or more portion of the route but use of such service (on one or more of these portions) when compared to using a foreign air carrier, would

(a) Increase the number of aircraft changes traveler must make outside of the U.S. by 2 or more; or

(b) Extend travel time by at least 6 hours or more; or

(a) Require a connecting time of 4 hours or more at an overseas interchange point

R10 Travel is between two places outside the United States - U.S. flag air carrier provides service between my origin and my destination but when compared to using a foreign air carrier, such

Travel Services Solutions QMAD-CY-090001-B Refresh #24 use would either

(a) Increase the number of aircraft changes traveler must make en route by 2 or more; or

(b) Extend travel time by 6 hours or more; or

(c) Require a connecting time of 4 hours or more at an overseas interchange point

JUSTIFICATION CODES FOR “OTHER THAN COACH CLASS” TRAIN TRAVEL

* If a train only has two classes of accommodations available, i.e., first and business class, then the business class is deemed to be classified as coach-class for purposes of official travel

T1 No coach-class accommodations are reasonably available (within 24 hours of proposed departure or arrival time)

T2 Traveler has an agency-certified medical disability or other special need

T3 Traveler’s agency has determined that exceptional security circumstances exist

T4 Coach-class accommodations on an authorized/approved foreign rail carrier do not provide adequate sanitation or health standards

T5 Required because of agency mission, consistent with agency's internal procedures

JUSTIFICATION CODES FOR “EXTRA FARE” TRAIN TRAVEL

* A train that operates at an increased fare due to the extra performance of the train (i.e., faster speed or fewer stops).

T6 Traveler’s agency has determined that it is more advantageous to the Government

T7 Traveler’s agency has determined that it is required for security reasons

JUSTIFICATION CODES FOR “OTHER THAN LOWEST FIRST CLASS” SHIP TRAVEL

* Lowest first-class is the least expensive class of reserved accommodations available on a ship

S1 Lowest first class accommodations are not available

S2 Traveler has an agency-certified medical disability or other special need

S3 Traveler’s agency has determined that exceptional security circumstances exist

S4 Required because of agency mission, consistent with agency's internal procedures

For any questions, please contact the GSA Vendor Support Center at 1-877-495-4849 or vendor.support@gsa.gov or the Contracting Officer Jason Cross @ Jason.cross@gsa.gov mailto:vendor.support@gsa.gov