The Code of Federal Regulations of the United States of America

(b) Vouchers, expenditure authorizations, detailed distribution sheets and other supporting papers, including original bills and invoices, except as otherwise provided herein.

(d) Reports of drafts issued by claim agents, terminal and station agents, and others.

6. Accounts Receivables and Payables:

(a) Traffic accounts receivable or payable, detailed journals and ledgers or their equivalents, with supporting papers.

(b) General accounts receivable or payable, detailed journals and ledgers or their equivalents, together with supporting papers.

(c) Bills issued for collection and supporting papers.... 7. Statements of receipts, disbursements, and balances of working or petty cash funds in hands of employee-custodians and supporting papers.

8. Uncollectible accounts:

(a) Reports and statements showing age and status of accounts receivable.

(b) Authorizations for writing off accounts receivable...

D. PAYROLLS AND PERSONNEL

1. Payroll records:

(a) Payroll sheets, registers, or their equivalents, of sal-
aries and wages paid to individual officers and
employees.
(b) Records showing the distribution to accounts and
jobs of the salaries and wages paid to officers and
employees for each periodic payroll and sum-
maries or recapitulation statements of such distri-
bution.

(c) Original source documents used in the preparation
of payrolls such as time and attendance cards or
job and cost distribution cards.

(d) Payroll authorizations, removals and adjustment notices.

(e) Paid checks receipts for wages paid in cash, and other evidence of payments for services rendered by employees.

2. Personnel records: (a) Applications for employment, qualification records, service records, reports and certificates of physical examinations, efficiency tests, and similar records. (b) Contracts and agreements with employees or employee organizations or groups. (c) Employees' welfare and pension records including records on employees' relief, health and insurance, savings, and workmen's compensation accident reports.

E. EQUIPMENT AND OTHER PROPERTY

1. Records, reports, statements and supporting papers, pertaining to debits and credits to accounts showing the cost or inventory value of property or equipment. Included in supporting papers would be job or work orders, maps, profiles, specifications, estimates, engineering studies, construction bids, and similar records. 2. Records and memorand a pertaining to depreciation, retirements, and replace ments of property.

3. Contracts and other agreements relating to the construction, acquisition, or sale of property and equipment, except as provided in item A-3(c).

Until superseded..........

Permanently...------

10 years..

3 years. 6 years..

M-6.

M-2.

(a) Copies of schedules and returns to taxing authorities 3 years after final settlement.
and supporting working papers, records of appeals,

and copies of final determination in form of closing
agreements.

(b) Copies of schedules and returns to taxing authorities 3 years after settlement-----
and supporting working papers in connection

with taxes collected as agent.

3. Claims records:

(a) Claims registers, card or book indexes and other
records in connection with the recording of over-
charge, loss and damage, personal injury, fire, and
other claims.

All papers substantiating overcharge, loss and dam-
age, personal injury, fire, and other claims,
whether such papers are filed separately or at
tached to vouchers. See item C-5(b).

(c) Records showing the details of authorities issued to
agents, carriers, and others for participation in
freight claims.
(d) Reports, statements and other records pertaining to
personal injuries, or damage to property in transit,
when not necessary to support claims or vouchers.
(e) Reports, statements, tracers, and other records per-
taining to unclaimed, over, short, damaged, and
refused freight, when not necessary to support
claims or vouchers.

(0) Authorities for disposal of unclaimed, damaged, and
refused freight.

H. SHIPPING AND AGENCY DOCUMENTS

1. Shipping documents: Consignors' shipping orders, shipping tickets, pick-up receipts, delivery receipts, copies of bills of lading and order-notify bills of lading taken up and canceled, freight bills received from others, and other similar documents furnished to carriers for movement of freight; original local waybills and freight bills and audited copies thereof and company freight waybills, freight bills and cargo manifests; original underlying way bills, freight bills, and airway-bills received from carriers, copies of those made to carriers, and copies of those issued to shippers.

2. Contracts covering risks of freight forwarders in transportation and storage.

do.

ME.

SCHEDULE OF RECORDS—Continued

Item number and category of records

Retention periods

Microfilm indicator ($ 249,23)

H. SHIPPING AND AGENCY DOCUMENTS-continued 3. Freight waybills and freight bills: Copies of waybills and freight bills furnished to joint traffic associations, bureaus, and similar agencies, if such copies contain no information other than that appearing on the original waybills and freight bills or in other records. 4. Freight records and reports:

(a) Reports and records of freight received, forwarded,
transferred, delivered to carriers, and records of
diversion or reconsignment of freight, including
requests, tracers, and correspondence in connec-
tion therewith.

(b) Records of joint-loaded shipments showing:
(1) Identity of all participating forwarders.
(2) Total poundage of the joint shipment.
(3) Poundage contributed by reporting for-
warder.

(4) Name of carrier transporting the shipment.
(5) Amount of charges by the direct carrier on
the total shipment, for transportation and
other services.

(6) Amount of such charges paid by reporting
forwarder.

5. Agents' remittance slips, bank deposit slips and all sup-
porting papers not provided for elsewhere.

6. Agents' balance sheets and supporting papers...
7. Miscellaneous records pertaining to agents' accounts:

---_do...-----------

M-2.

M-2

M-2.

2 years after dis continuance of credit ME. agreement.

(a) General office records or ledgers of agents' accounts showing debits and credits from various sources. (b) General office records relating to extension of credit for transportation and other charges. (c) Statements of corrections in agents' accounts. 8. Instructions to agents and representatives-bulletins 3 years after expiration or cancellation. ME. and circulars of instructions to traffic agents and soliciting personnel.

9. Information to the public-press releases, paid advertisements, pamphlets, brochures, circulars, and bulletins.

3 years.

1 year.

10. Other agency records at stations or agencies not otherwise provided for herein.

years.

1. TARIFFS AND RATES

M-2.

1. Tariffs, classifications, division sheets, and circulars rel- 3 years after expiration or cancellation. ME. ative to the transportation of property in the general files of the department in which the complete official file is maintained.

2. Tariffs, classifications, division sheets, and circulars in other departments and at agencies, if copies of the same issues of such tariffs, etc., are preserved in the general files referred to in item 1 above.

3. Special or reduced-rate orders and supporting papers, covering the movement of property.

4. Requests and receipts from agents and others for tariffs, classifications, division sheets, and circulars.

5. Copies of concurrences and powers of attorney filed with regulatory bodies.

6. Written requests on freight forwarders from persons and companies for quotations of rates and copies of freight forwarder's quotations.

7. Correspondence and working papers in connection with the making of rates and compilation of tariffs, classifications, division sheets, and circulars affecting the transportation of property.

J. REPORTS AND RELATED STATISTICS

1. Annual reports to regulatory bodies, file copies of..
2. Quarterly and semi-annual reports to regulatory bodies,
file copies of, and supporting papers.

3. Annual reports or statements to stockholders, file copies
of.

4. Accountants' and auditors' reports:

(a) Certifications and reports of all examinations and audits conducted by public and certified public accountants.

(b) Reports of examinations and audits conducted by internal auditors and others.

5. Accident reports, file copies of and supporting papers... 6. All other financial operating and statistical statements or reports and supporting papers.

2. Duplicate copies of accounts, records, and memoranda listed in these regulations, if all information on such duplicates is contained on the originals or other copies retained, and if such duplicates are not specifically provided for in these regulations.

Optional....

3. Written authorizations and certificates of destruction of Permanently.. accounts, records, and memoranda required by the regulations.

4. Organization manuals, handbooks, circulars and other instructions issued to employees on matters pertaining to the business of the freight forwarder.

INDEX TO RECORDS

A-Administrative and corporate:

1. Incorporation and reorganization.
2. Titles, franchises and licenses.
3. Contracts and agreements.
4. Corporate elections.

5. Minutes of meetings.

6. Communications code and cipher books.

B-Treasury:

1. Capital stock records.

2. Bond or other long-term debt records.

3. Authorization from regulatory bodies for issuance of securities.

4. Registration statements filled with SEC.

5. Records of securities owned or held by custodians.

6. Statements of funds and deposits.

C-Financial accounting records:

1. Ledgers.

2. Journals.

3. General and subsidiary cash books.
4. Voucher distribution registers.
5. Vouchers.

6. Accounts receivables and payables.
7. Working or petty cash funds.
8. Uncollectible accounts.

D-Payrolls and personnel:

1. Payroll records.

2. Personnel records.

E-Equipment and other property:

1. Records, reports and statements showing cost or inventory value. 2. Records and memoranda pertaining to depreciation, retirements and replacements.

3. Contracts and agreements relating to construction, acquisition or sale.

M-2.

3 years after expiration or cancellation.. ME.

1. Correspondence relating to records. 2. Duplicate copies of records.

3. Authorizations and certificates for destruction of records.

4. Organization manuals.

§ 249.28 Waivers of requirements of this subpart.

A waiver from any provision of this subpart may be made by the Board upon its own initiative or upon submission of a written request therefor by any freight forwarder. Each request for waiver shall demonstrate that unusual circumstances warrant a departure from prescribed retention periods, procedures or techniques or that compliance with such prescribed requirements would impose an unreasonable burden upon the freight forwarder, and that the granting of the waiver would be in the public interest.

§ 249.29 Effective date.

This subpart shall become effective on September 1, 1965. The retention requirements prescribed in this subpart shall be applicable to all records remaining in the custody of any freight forwarder, subject to its provisions, upon the effective date of this subpart as well as to all records subsequently acquired. With respect to individual records, each retention period herein prescribed shall commence upon the date when the records are created or otherwise come into the possession of the freight forwarder.

NOTE: The record-retention requirements contained herein have been approved by the Bureau of the Budget in accordance with the Federal Reports Act of 1942. Subpart C-Truth in Lending Act and Regulations Thereunder

§ 249.30 Applicability.

This subpart is applicable to all air carriers and foreign air carriers as defined in section 101 of the Federal Aviation Act of 1958, including, without

limitation, direct carriers, air taxi operators authorized under Part 298 of this chapter, indirect air carriers authorized under Parts 296 and 297 of this chapter, tour operators authorized under Part 378 of this chapter, and foreign air carriers holding permits pursuant to section 402 of the Act to engage in indirect foreign air transportation.

[ER-583, 34 F.R. 9923, June 27, 1969]

§ 249.31 Preservation and inspection of evidence of compliance.

Evidence of compliance with the requirements imposed under Regulation Z of the Board of Governors of the Federal Reserve System (12 CFR Part 226), implementing the provisions of Title I (Truth in Lending Act) and Title V (General Provisions) of the Consumer Credit Protection Act (Public Law 90321; 82 Stat. 146 et seq.), insofar as they pertain to air carriers and foreign air carriers, other than advertising requirements under § 226.10 of Regulation Z, shall be preserved by the carrier for a period of not less than 2 years after the date each disclosure is required to be made. Each carrier shall permit the Board's authorized representatives to inspect its relevant records and evidence of compliance with 12 CFR Part 226. [ER-583, 34 F.R. 9923, June 27, 1969]

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