1. Payroll records-Continued (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 memoranda pertaining to depreciation, retirements, and replacements of property. Contracts and other agreements relating to the construction, acquisition, or sale of property and equipment, except as provided in item A-3(c). F. PURCHASES AND STORES 1. Records of materials and supplies on hand and detail papers of inventories taken. 2. Bids, offers, copies of orders and correspondence pertaining to the sale or purchase of materials and supplies, except as specified in item A-3(c). 3. Materials and supplies received and issued: (a) Records and reports of materials and supplies received and issued. (b) Requisitions and receipts for materials and supplies issued, totals of which have been transcribed into other records for retention. G. INSURANCE, TAXES AND CLAIMS 1. Insurance records: (a) Registers, cards, or other records of insurance policies in force showing coverage, premiums paid, good experience credits and expiration dates. (b) Records of self-insurance provisions and actual losses from damages to persons and property. (c) Insurance policies. (d) Records of losses and recoveries from insurance companies and supporting papers. (e) Records and files of fidelity bonds of employees and others responsible for funds of the freight forwarder. 2. Tax records: (a) Copies of schedules and returns to taxing authorities 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 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 overcharge, loss and damage, personal injury, fire, and other claims. (b) All papers substantiating overcharge, loss and damage, personal injury, fire, and other claims, whether such papers are filed separately or attached to vouchers. See item C-5(b). SCHEDULE OF RECORDS-Continued Item number and category of records Retention periods Microfilm indicator (§ 249.23) G. INSURANCE, TAXES AND CLAIMS-continued 3. Claims records-Continued (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 pertaining to unclaimed, over, short, damaged, and refused freight, when not necessary to support claims or vouchers. (f) 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 waybills, 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. 3. Freight way bills 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, (b) Records of joint-loaded shipments showing: (4) Name of carrier transporting the shipment. (6) Amount of such charges paid by reporting forwarder. 5. Agents' remittance slips, bank deposit slips and all supporting papers not provided for elsewhere. 6. Agents' balance sheets and supporting papers.. 7. Miscellaneous records pertaining to agents' accounts: (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 and circulars of instructions to traffic agents and soliciting personnel. 9. Information to the public-press releases, paid advertisements, pamphlets, brochures, circulars, and bulletins. 10. Other agency records at stations or agencies not otherwise provided for herein. SCHEDULE OF RECORDS-Continued Item number and category of records Retention periods Microfilm indicator (§ 249.23) I. TARIFFS AND RATES 1. Tariffs, classifications, division sheets, and circulars relative 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.. 3. Annual reports or statements to stockholders, file copies 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. 7. Tabulating cards, tapes, and other media used in the compilation of statistics and other data when the results are transcribed to other records covered by these regulations. K. MISCELLANEOUS 1. Correspondence and records thereof pertaining to the items listed herein. 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.. 4. Organization manuals, handbooks, circulars and other M-2. 3 years after expiration or cancellation.. ME. C-Financial accounting records: 1. Ledgers. 2. Journals. 3. General and subsidiary cash books. 6. Accounts receivables and payables. 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. F-Purchases and stores: 1. Records of materials and supplies inventory. 2. Bids, offers and orders pertaining to sale or purchase of materials and supplies. 3. Materials and supplies received and issued. G-Insurance, taxes and claims: 1. Insurance records. 2. Tax records. 3. Claims records. 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. 5. Concurrences and powers of attorney. 251.1 251.2 6. Written requests for quotations and copies of quotations. 251.3 7. Correspondence and working papers in connection with tariffs. 251.4 Approval of system of affiliated and subsidiary companies. Supplements to applications. Uninterrupted tenure; no new ap plications required. Notice of changes in positions. 251.8 3. Annual reports or statements to stockholders. Extent of authorization to hold position. 251.9 4. Accountants' and auditors' reports. Revocation of authorization to hold position. Sec. 251.10 Effect of order. 251.11 Reports. 251.12 Prior applications. 251.13 Procedure governing disposition of applications. AUTHORITY: The provisions of this Part 251 issued under secs. 204, 407, 72 Stat. 743, 766; 49 U.S.C. 1324, 1377. SOURCE: The provisions of this Part 251 contained in ER-146, 14 F.R. 3543, June 29, 1949. § 251.1 Application for approval. If approval by the Board is desired of an interlocking relationship which would otherwise be prohibited by section 409 (a) of the act (referred to in this part as an "interlocking relationship"), an application for such approval shall be filed with the Board by the individual (referred to in this part as the "individual applicant") occupying or seeking to occupy the interlocking relationship and by each air carrier (hereinafter in this part referred to as the "air carrier applicant") in which such individual holds or seeks to hold the position of officer or director. At their election such applicants may join in a single application. If separate applications are submitted it is desirable that all shall be filed at the same time. An application may incorporate by specific reference current information contained in another application in the same matter or in any document then on file with the Board. § 251.2 Formal requirements of appli cations. Applications filed pursuant to this part shall conform generally to the outline set forth in § 251.3 and to the requirements of § 302.3 of this chapter, with the additional requirements that each individual verifying the application shall include in his verification a statement that he has personally made a careful investigation of the proposed interlocking relationship and that the application includes all of the information required by this part and that it contains no misleading statement and does not omit information which would tend to show that the public interest would be adversely affected by the existence of the proposed interlocking relationship. If a joint application is filed it shall be verified by the individual applicant and by a responsible officer of each air-carrier applicant. However, any individual verifying any such joint application may disclaim responsibility for any statements therein except statements concerning matters which are peculiarly within his knowledge. In any such case, however, every allegation contained in the application shall be verified by one or more qualified individuals. § 251.3 General provisions concerning contents of applications. (a) Each application (except one filed pursuant to § 251.4) shall, among other things include the following information: (1) The full name, place of residence, and citizenship of the individual applicant; (2) The name and address of the major business or professional activity of the individual applicant; (3) A complete description of the interlocking relationship for which approval is sought, as well as a description of any other interlocking relationship occupied by the individual applicant which has been approved by the Board, (This description shall include the date and manner of the individual applicant's election or appointment to the position or positions which he occupies or seeks to occupy, and shall state the name or names of the persons primarily responsible, directly or indirectly, for his election or appointment. It shall also include a statement of his present or contemplated duties in connection with the interlocking relationship for which approval is sought and the approximate amount of time devoted or expected to be devoted thereto); (4) The name of the person or persons, if any, whom the individual applicant represents or will represent on the board of directors of each air carrier applicant, together with a statement as to any financial interest held by such person or persons in any air carrier, common carrier, person engaged in any phase of aeronautics otherwise than as an air carrier, or person whose principal business, in purpose or in fact, is the holding of stock in, or control of any other person engaged in any phase of aeronautics; (5) The name and address of each business (including but not limited to corporations, partnerships, trusts, etc.) of which the individual applicant is an officer, director, partner, trustee, receiver, manager, attorney, agent, or controlling stockholder or employee, the general character of each such business |