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(2) SF 1166 OCR (Optical Character Recognition-Readable

Format), Voucher and Schedule of Payments (Original) (white paper).

(3) SF 1166-A OCR, Voucher and Schedule of Payments (Memorandum) (yellow paper).

(4) SF 1166-EDP (Electronic Data Processing), Voucher and Schedule of Payments (Computer-generated).

(5) SF 1167 OCR, Voucher and Schedule of Payments (Continuation Sheet) (Original) (white paper).

(6) SF 1167-A OCR, Voucher and Schedule of Payments (Continuation Sheet) (Memorandum) (yellow paper).

(7) SF 1186, Transmittal for Transportation Schedules and Related Basic Documents.

(b) The procedures prescribed for preparation of SF 1166 OCR, Voucher and Schedule of Payments (voucherschedule), are applicable to all Federal agencies using the disbursing facilities of the Department of the Treasury. The procedures prescribed for the use of SF 1166 OCR apply also to SF 1166-A OCR, SF 1167 OCR, and SF 1167-A OCR.

(c) The procedures prescribed for SF 1186, Transmittal of Transportation Schedules and Related Basic Documents, are applicable to all Federal agencies required to send their transportation accounts to GSA for audit.

accordance with $101-41.807 of this subpart.

(b) The tear-off slips from the related basic SF 1113 must also be sent to the disbursing Office for forwarding to the carrier-payees with the payment checks. However, agencies submitting payment data on magnetic tape to a Department of the Treasury disbursing facility may arrange with that facility for the preparation of enclosures (TFS Form 3039, Notice to Check Recipient), bearing all information shown on the tear-off slips, which must be sent to the carrier-payee with the payment checks instead of the tear-off slips.

(c) Paid amounts must be clearly identified against individual carrier bills. Each carrier bill number and related payment amount for transportation charges and payment amount for interest, if any, for that bill number must be included in each check issue entry if the agency certifies on SF 1166 OCR, or it must be included as magnetic tape payment data if the agency certifies on SF 1166-EDP.

(52 FR 12170, Apr. 15, 1987)

(31 U.S.C. 952, 31 U.S.C. 3726; 40 U.S.C. 486(c))

[42 FR 36672, July 15, 1977, as amended at 48 FR 27726, June 17, 1983; 52 FR 12169, Apr. 15, 1987)

8101-41.803 Scheduling procedures.

(a) Agency shall prepare a voucherschedule (SF 1166 OCR) for all basic vouchers covering transportation services furnished for the account of the United States submitted by carriers in accordance with $$ 101-41.214 and 101– 41.310 of this part. Transportation vouchers (SF 1113) shall be listed separately from all other types of payment vouchers. All information required for check issuance purposes must be included on the SF 1166 OCR. After certification by the authorized certifying officer, the voucher-schedule shall be transmitted to the appropriate disbursing office. The transportation vouchers shall be retained by the agency for later transmittal to GSA (FWAA/C) in

8 101-41.803-1 Classification of basic

transportation vouchers for pur

poses of separate scheduling. (a) Basic transportation vouchers shall be sorted into three general classifications for separate listing on SF 1166 OCR:

(1) Vouchers for charges payable in U.S. currency;

(2) Vouchers for charges payable in foreign currency; and

(3) “No-check" vouchers requiring no accounting transaction by the disbursing or accounting office.

(b) Vouchers covering charges for intracity transit services; for local storage, drayage, and hauling services; or for small shipments not procured with GBL's as specified in $101-41.304 shall not be handled as transportation vouchers but shall be listed on voucher-schedules covering payments for other than transportation charges. The terms "intracity” and “local" refer to services which are performed entirely within municipalities or contiguous commercial zones thereof and are not part of, or incident to, any arrangement for past or further transportation beyond the confines of these localities.

[42 FR 36672, July 15, 1977, as amended at 52 FR 12170, Apr. 15, 1987)

§ 101-41.804 Preparation of SF 1166

OCR, voucher and schedule of payments.

8 101-41.8044 Name and address

space. Generally, the disbursing office draws checks only from information recorded on the SF 1166 OCR. Thus, except as provided in $101-41.805, the information shown in the name and address column shall be complete (including ZIP codes) but shall be restricted to the information to be shown on the face of the check. Long addresses shall be avoided unless necessary for postal identification. The format and State abbreviations developed by the U.S. Postal Service for addressing envelopes shall be used.

§ 101-41.804-1 Assignment of schedule

numbers. Each SF 1166 OCR covering transportation vouchers shall be assigned a schedule number prefixed by the letter “T” and taken from a series of numbers running consecutively for each fiscal year. The “T” numbers assigned to transportation voucher-schedules shall be taken from a series of numbers separate from the series assigned to voucher-schedules covering nontransportation charges.

(52 FR 12170, Apr. 15, 1987]

$ 101-41.804-5 Amount column.

The amount for which the check is to be drawn shall be imprinted in the amount column on the same line as the payee's name. The total of the amount column on the SF 1166 OCR must include all items listed on the continuation sheets and must agree with the aggregate of amounts classified by appropriation or fund in the appropriation summary block.

(52 FR 12170, Apr. 15, 1987)

8 101-41.804–2 Listing of items on SF

1166 OCR

(52 FR 12170, Apr. 15, 1987)

Each basic voucher shall be listed on a voucher-schedule with all information required for check issuance purposes, and paid amounts must be clearly identified against individual carrier bills (see $101-41.803 (a) and (c)). The maximum practical number of check issue entries, consistent with normal spacing requirements, shall be listed on each voucher-schedule page.

(52 FR 12170, Apr. 15, 1987)

g 101-41.804-6 Appropriation summary

block. In the summary block of the voucher-schedule, the total amount chargeable to each appropriation or fund shall be shown on the same line as the fund account symbol. A breakdown beyond the basic appropriation generally need not be shown. However, if required for administrative purposes, it shall be shown in the summary block as in the following exa.mple: 7563901

$1,020.00 (.001-$582.00)

0.002—$438.00) 7560271

250.00 7560262

400.00

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If the amounts of two or more basic transportation vouchers due one payee can be combined in one check, the individual amounts shall be added and shown as one amount on the voucherschedule, but the individual bureau voucher numbers (or schedule numbers individually identified by letter or number suffixes) must be listed separately in the voucher number column of the voucher-schedule. When the amounts of basic vouchers are combined into a single payment, an adding machine tape or facesheet listing the individual amounts shall be attached to the related group of basic vouchers.

8 101-41.805 Scheduling specific types

of transportation vouchers.

8 101-41.805–1 No-check vouchers.

Basic transportation vouchers for which no checks are to be issued to the voucher-payee shall be assigned bureau voucher numbers and scheduled as follows:

(a) Vouchers requiring the processing of an accounting transaction for inclusion in the agency's SF 224, Statement of Transactions (Classified According to Appropriation, Fund, and Receipt Account, and Related Control Totals); SF 1220, Statement of Transactions ACcording to Appropriations, Funds, and Receipt Accounts; or SF 1221, Statement of Transactions According to Ap propriations, Funds, and Receipt Accounts (Foreign Service Account), or other approved reporting form, by transfer or without the issuance of a check shall be listed on SF 1166 OCR covering transportation vouchers for which checks are to be issued. Show the words "NO CHECK” in the amount column of SF 1166 OCR opposite the payee's name and address. The amount shall be shown on SF 1096, Schedule of Voucker Deductions, as provided in $ 101-41.805–2.

(b) Vouchers which do not require the processing of an accounting transaction by the disbursing or accounting office for inclusion in the ageny's SF 224, SF 1220, SF 1221, or other approved reporting form, shall be scheduled sep arately. Such voucher-schedules shall be plainly marked "No-check vouchers." They shall not be submitted to disbursing officers for processing but shall be submitted to GSA (FWAA/C) for audit.

(4) The amount of the voucher deduction.

(b) When a deduction is made to recover an amount charged to an appropriation or fund account other than one to which the voucher carrying the deduction is chargeable, reference must be made to the disbursing office (station) symbol number and the voucher number on which the amount was overpaid. When the voucher-schedule contains more than one voucher deduction, a summary by appropriation or fund accounts of all voucher deductions must be made on the voucherschedule, showing the symbol of each account creditable.

(c) When an amount is deducted from more than one basic voucher listed on an SF 1166 OCR, the agency shall take action as follows:

(1) Show the net amount payable to each payee in the amount column of the SF 1166 OCR;

(2) Record the total amount deducted as the last item in the address column of the SF 1166 OCR:

See attached SF 1096 No. $___ :

(3) List the deductions individually on an SF 1096; and

(4) Annotate the basic voucher "Paid in the amount of $__ See SF 1096 No.

(42 FR 36672, July 15, 1977, as amended at 52 FR 12170, Apr. 15, 1987)

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(a) When the payee of an approved basic voucher is not to receive the gross amount and a separate check must be drawn or a transfer made, SF 1096, Schedule of Voucher Deductions, shall be prepared for the amount or amounts of the voucher deductions. SF 1096 shall show, in addition to the data identifying the schedule by number, department, bureau, etc., the following:

(1) The related voucher number from which the deduction is made;

(2) Complete information regarding the purpose for which the voucher deduction is made;

(3) The symbol of the appropriation or other account to be credited; and

§ 101-41.805-3 Vouchers payable in for

eign currency. Disbursements to be made in a foreign currency shall be clearly indicated on the voucher-schedule by noting “Payable in (name of currency)" in the address column above the names and addresses of the payees. The individual amount due, expressed in the foreign currency, shall also be recorded in that column opposite each payee's name and adjacent to the amount column. The U.S. dollar equivalents shall be inserted in the amount column and in the appropriation summary biock by the disbursing office.

$ 101-41.805–4 Certificate of settlement

issued by the General Services Administration.

Procedures relating to payment based on GSA Form 7931, Certificate of

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§ 10141.806-1 Makeup and initial dis

tribution of forms. Agencies shall prepare an original SF 1166 OCR and at least two copies of the SF 1166-A OCR. The original and two copies shall be forwarded to the appropriate disbursing office for payment processing.

(52 FR 12171, Apr. 15, 1987)

(52 FR 12170, Apr. 15, 1987)

§ 101-41.806-2 Information to be fur.

nished by the disbursing office. The disbursing office (D.O.) shall clearly imprint within the PAID By block the word “Paid”; the month, day, and year of payment; and the D.O. (station) symbol number. The disbursing office shall also list in the appropriate column opposite each payee's name the serial numbers of any checks issued in payment of the voucher.

(52 FR 12171, Apr. 15, 1987)

$ 101-41.806-3 Disposition of forms

after payment. The disbursing office shall forward the payment check to the carrier-payee with pertinent tear-off slips (or Notice to Check Recipient, TFS Form 3039 bearing all information shown on the tear-off slips), return two copies of the voucher-schedule to the issuing agency, and retain the original voucherschedule to support its statements of accountability. If neither a tear-off slip nor a Notice to Check Recipient is provided, the carrier's bill number and related payment amount for transportation charges, and payment amount for interest, if any, for that bill number must appear on the check. In distributing the accomplished voucherschedule, the issuing agency shall use one copy to support its statement of

$ 101-41.807-2 Submission of transpor

tation vouchers. The following procedures are applicable to all agencies not specifically exempted from submitting their transportation accounts to GSA.

(a) Each month, after the statement of transactions (SF 224, SF 1220, or SF 1221) has been accomplished, the basic transportation vouchers and supporting documents shall be securely bound with cord or tape and forwarded promptly to the General Services Administration (FWAA/C), Washington, DC 20405.

(b) Each shipment of transportation vouchers shall be made under a covering SF 1186, Transmittal for Transportation Schedules and Related Basic Documents, which shall be included in the package identified as number 1. If receipt is desired; a copy of SF 1186 with an addressed return envelopment must be furnished. SF 1186 must be executed and submitted for each accounting period; if no disbursements for transportation services were made during the period, the form should be so annotated.

(c) The shipping cartons used for transmitting voucher shipments to GSA shall not exceed 15 inches long, 12 inches wide, and 10 inches deep. These dimensions are specified under national stock number 8115-00-290-3379 for cartons used to ship documents to Federal Records Centers.

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(d) The cover or container of each package shall include the following information.

From: Names and address of transmitting office. Period of account. Package number

of Disbursing office symbol number. Package number

of To: General Services Administration,

(FWAA/C), Washington, DC 20405.

(31 U.S.C. 952, 31 U.S.C. 3726; 40 U.S.C. 486(c))

(42 FR 36672, July 15, 1977, as amended at 52 FR 12171, Apr. 15, 1987)

8 101-41.807-3 Transportation vouch

ers withheld or delayed. Transportation vouchers and related documents delayed or withheld from the appropriate accounting submission shall be properly identified and submitted under separate cover by the agency. In no case shall they be filed and transmitted with transportation vouchers for subsequent periods.

the transportation documents for any such subcontractors in the shipment is not practicable, such documents are to be transmitted in a separate package.

(c) Agencies shall ensure that any original transportation bills or other documents requested by GSA be forwarded promptly by the contractor to GSA. The agency shall ensure that the contractor stamp or write the name of the contracting agency on the face of the bill before sending it to GSA.

(d) A statement prepared in duplicate by the sender shall accompany each shipment of transportation documents. The copy, duly signed and acknowledging receipt of the shipment, will be returned by GSA. The statement should show:

(1) The name and address of the prime contractor;

(2) The contract symbol and number;

(3) The name and address of the field office or headquarters office administering the contract;

(4) The total number of bills submitted; and

(5) A listing of the respective amounts paid, or in lieu of such listing, an adding machine tape of the amounts paid showing the contractor's voucher or check numbers.

(53 FR 16877, May 12, 1988, as amended at 56 FR 40259, Aug. 14, 1991)

§ 101-41.808 Agency stations.

or

8 101-41.807-4 Submission of paid

freight bills/invoices, commercial bills of lading, passenger coupons, and supporting documentation covering transportation services by contracts under a cost-reimburse

ment contract. (a) Agencies shall ensure that legible copies of paid freight bills/invoices, commercial bills of lading (CBL's), passenger coupons, and supporting documentation for transportation services, for the account of and on which the United States will assume freight and passenger charges, that were paid by a Federal agency's contractor under a cost-reimbursement contract and their first-tier subcontractors, under a costreimbursement contract, are submitted to GSA for audit.

(b) Agencies shall ensure that each prime contractor forwards legible copies of paid freight bills/invoices, CBL'S passenger coupons, and supporting documentation, as soon as possible following the end of the month, in one package to the General Services Administration (FWATS), 18th and F Streets, NW., Washington, DC 20405. The shipment shall include the required documents for all first-tier subcontractors under

cost-reimbursement subcontract. If, however, the inclusion of

§ 101-41.808-1 New

discontinued agency stations. Agencies shall notify the General Services Administration (FWCA), Washington, DC 20405, whenever a new or existing agency station is authorized to prepare voucher-schedules for transportation services or when an agency station is no longer so authorized. This notice shall show the name and station location of the bureau or office and the date on which its authority to schedule payments for transportation services was granted or discontinued.

а,

(52 FR 12171, Apr. 15, 1987)

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