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TITLE 4-ACCOUNTS

CHAPTER I-GENERAL ACCOUNTING OFFICE

N. B.: Dates appearing in the citations of source of documents codified in this chapter, such as dates of instance, approval, or effectiveness, are obtained from the original document. For general statutory provisions governing effective dates, validity, and constructive notice see section 7 of the Federal Register Act (49 Stat. 502; 44 U.S.C. 307) and sections 3 and 4 of the Administrative Procedure Act (60 Stat. 238 ; 6 U.S.C., Sup., 1002, 1003).

Part
3 Safeguarding accounts, records, information, and furnishing copies. (Revised]
7 Government requests for transportation of passengers. (Revised)
9 Public voucher for transportation charges. [Amended]

ABBREVIATIONS: The following abbreviations are used in this chapter:
Secs. Sections
Stat. Statutes at Large
U.S.C. United States Code

PART 2-SAFEGUARDING ACCOUNTS, RECORDS, INFORMATION, AND FURNISHING COPIES (REVISED] Sec. 3.1 Preservation of records. 3.2 Access to Alles and examination of rec

ords. 3.3 Withdrawal, removal, or alteration of

records, 3.4 Presentation of original documents for

examination and loaning of records. 3.5 Avallability of original documents for

court purposes. 3.6 Furnishing copies of records, documents, 3.7 Furnishing copies of records or tran

scripts for court purposes. 3.8 Charges for furnishing copies of records

and certifications thereof. AUTHORITY: $$ 3.1 to 3.8, inclusive, issued under secs. 306, 311 (1), 42 Stat. 24, 25;

etc.

purely personal documents, shall be preserved by the General Accounting Office.

3.2 Access to files and examination of records. No persons other than officials and employees of the General Accounting Office and others authorized by law, in the regular discharge of their official duties, shall be allowed access to or furnished information from the files and records in the custody of the General Accounting Office without the previous written authority of the Comptroller General, except that claimants and accountable and certifying officers, and other persons having a direct and immediate interest in the transaction, or their duly authorized attorneys or legal representatives, may be permitted to examine their claims or accounts upon a satisfactory showing as to the reasons therefor and under proper supervision. In no case shall information be given that may be made the basis of a claim against the United States, except in the proper discharge of official duties.

$ 3.3 Withdrawal, removal, or alteration of records. No records or papers forming a part of any account or claim shall be released from the custody of the General Accounting Office except upon the written permission of the Comptroller General. However, any additional papers, etc., which may be regarded as necessary to supplement or correct the records may be presented and filed. Nor shall any such document be marked,

31 U.S.C. 46, 52 (1).

SOURCE: $13.1 to 3.8, inclusive, contained in Administrative Order 60, Comptroller General of the United States, Oct. 31, 1947, 12

F.R. 7153.

$3.1 Preservation of records. Documents and papers of whatever nature in the custody of the General Accounting Office pertaining

to or forming a part of any claim or account settled or in the process of settlement by the General Accounting Office, except original certificates of discharge from the Army,

Navy, Marine Corps, and Coast Guard, original birth and marriage certificates, or other

altered, or otherwise mutilated, or its value as evidence affected, impaired, or destroyed. Also, such documents should not be presented as evidence or otherwise used in any manner by reason of which they may lose their identity as official records of the General Accounting Office. However, since certified copies are competent evidence equally with the originals (42 Stat. 24; 31 U.S. C. 46), they should be submitted for use as evidence.

$ 3.4 Presentation of original documents for examination and loaning of records. Whenever copies of documents will serve the required purpose the originals thereof will not be removed from the General Accounting Office. When it is impracticable to furnish copies, original documents will be presented for examination in the custody of an employee of the General Accounting Office, or under conditions heretofore or hereafter approved by the Comptroller General may be loaned to proper officials upon written, receipt, which shall include an acknowledgment of accountability therefor. Where original documents are presented for examination or loaned, it is expected that they will be maintained in the same condition as when removed from the files of the General Accounting Office.

$ 3.5 Availability of original documents for court purposes. Whenever the originals of any documents are desired by or on behalf of parties to a suit in any court they will be made available only to the court in response to a subpoena or request from the court, which should be directed to the Comptroller General of the United States and served upon the Chief Clerk of the General Accounting Office.

$ 3.6 Furnishing copies of records, documents, etc. Copies of any books, records, papers, or documents and transscripts or information from the books and proceedings of the General Accounting Office will be furnished only upon the submission of a written statement satisfactorily showing the purpose and necessity therefor. Requests for such copies of records and transcripts should be addressed to the Chief, Reconciliation and Clearance Division, General Accounting Office, Washington 25, D. C., in connection with all matters except those pertaining to the Post Office Department and the Postal Service, which requests

should be addressed to the Chief, Postal Accounts Division, General Accounting Office, Asheville, North Carolina. Certified copies will be furnished where required. Exceptions to the foregoing may be made only on the written approval of the Comptroller General. However, under the provisions of the “Miller” Act of August 24, 1935, 49 Stat. 794; 40 U. S. C. 270 (c), copies of documents will be furnished to proper parties in interest, or their authorized attorneys, upon application therefor.

$ 3.7 Furnishing copies of records or transcripts for court purposes. Where copies of records or transcripts are desired by or on behalf of parties to a suit in court, certified copies or transcripts shall be furnished only to the court in response to a subpoena or request from the court therefor, which should be addressed to the Comptroller General of the United States and served upon the Chief Clerk of the General Accounting Ofice.

$ 3.8 Charges for furnishing copies of records and certifications thereof. Charges for furnishing copies of official records or certifications thereof shall be made in accordance with the following:

(a) 50 cents for each photostatic sheet of checks, money orders, contracts, bonds, vouchers, and other documents; except that for copies of contracts or other similar multiple sheet documents furnished the charge shall be 50 cents for each of the first four sheets and 25 cents for each sheet furnished in addition thereto;

(b) $1.00 for each certification of authenticity of copies of records;

(c) $1.00 for each certification of the date of final settlement of a contract pursuant to section 3 of the "Miller" Act of August 24, 1935, 49 Stat. 794;

(d) No charge shall be made for copies of records or certifications of authenticity furnished for official use by any court or officer of any branch of the United States Government.

PART 7-GOVERNMENT REQUESTS

FOR TRANSPORTATION OF PAS

SENGERS [REVISED) Sec. 7.1 Standard Government request for Sec. 7.4 Accountability for requests for trans

transportation of passengers forms. 7.2 Printing and binding. 7.3 Utilization of the old series of trans

portation requests.

portation. 7.5 Issue and use of requests. 7.6 Preparation of requests. 7.7

Exchange of requests for transporta

tion at ticket offices. 7.8 Identification of travelers. 7.9 Transportation differing from that

specified in request. 7.10 Refusal of carrier to honor transporta

tion requests. 7.11 Spoiled or canceled requests. 7.12 Memorandum of Government request

for transportation. 7.13 Uncompleted Journeys. 7.14 Unused tickets. 7.15 Claims against common carriers for

the value of unused passenger

tickets or portions thereof. 7.16 Elimination of waivers. 7.17 Lost or stolen transportation requests. 7.18 Symbol letters prescribed.

AUTHORITY: $$ 7.1 to 7.18, inclusive, Issued under secs. 309, 311 (f), 42 Stat. 25; 31 U. S. C. 49, 52 (1).

SOURCE: $$ 7.1 to 7.18, inclusive, contained in General Regulations No. 108, Comptroller General of the United States, Jan. 2, 1947, effective Apr. 1, 1947, 12 FR. 113.

$7.1 Standard Government request for transportation of passengers forms. The following new standard forms for requesting the transportation of passengers by common carriers are hereby prescribed and published for general use throughout the United States Government service, in lieu of all other forms of like character now being used for this purpose:

Standard Form No. 1138, U. S. Government request for transportation–Type A book cover (front and back-outside and inside).

Standard Form No. 1139,1 U. 8. Government request for transportation-Type A, original,

Standard Form No. 1139a,' Memorandum of U. S. Government request for transportation-Type A.

Standard Form No. 1140,2 U. S. Government request for transportation-Type B book cover (front and back-outside and inside).

Standard Form No. 1141, U. S. Govern. ment request for transportation—Type B, original.

Standard Form NO. 1141a,1 Memorandum of U. S. Government request for transportation--Type B.

$ 7.2 Printing and binding. (a) The size of the above-prescribed standard forms, with the exception of Standard Form No. 1140, will be 8/4 by 31/4 inches including binding. Standard Form No. 1140 will be 8/4 by 1644 inches including binding. The original requests for transportation, Standard Form Nos. 1139 and 1141, will be printed on light green paper and the memorandum copies thereof, Standard Form Nos. 1139a and 1141a, will be printed on white paper. U. S. Government Request for Transportation-Type A, original, Standard Form No. 1139, together with the memorandum copy thereof, Standard Form No. 1139a, will be bound 25 requests to the book in U. S. Government Request for Transportation-Type A Book Cover, Standard Form No. 1138. U. S. Government Request for Transportation-Type B, original, Standard Form No. 1141, together with the memorandum copy thereof, Standard Form No. 1141a, will be bound 100 requests to the book (5 requests to the page) in U. S. Government Request for Transportation–Type B Book Cover, Standard Form No. 1140.

(b) The new forms of U. S. Government Request

for Transportation, Standard Forms Nos. 1139, 1139a, 1141, and 1141a, will be prenumbered when' printed (numbers will be printed in black only) and such numerals will be immediately preceded by symbol letters (also in black and capital letters only), approved in advance by the Comptroller General of the United States for the purpose of identifying the Government agency using same. In connection with the use of the new forms of transportation requests, there are hereby prescribed, as set forth in $ 7.18, revised symbol letters for the several departments, independent establishments, and agencies of the Government, and such symbol letters should always be included in any reference to the serial number of said new forms of transportation request. Symbol letters required by agencies not listed in $ 7.18 or any variation from the prescribed symbol letters, must be requested in writing and authorized by written approval of the Comptroller General of the United States. The serial numbers of transportation requests for each department, independent establishment, or agency of the Government will begin with the number "1" and continue numerically thereafter until the serial number for a department, establishment, or agency

* Piled as part of the original document. "Not filled with the Division of the Federal Register.

reaches the number "999,999", at which time the transportation request numbers will again begin with the number "1". However, separate series of serial numbers for Type A and Type B requests must not be used and the present (single) series of serial numbers may be continued to the new forms of requests prescribed herein. A single series of serial numbers must run consecutively through all requests regardless of the type or types ordered.

(c) No departure from the exact specifications of the standard forms herein prescribed will be permitted, but this will not be construed to prevent a department, independent establishment, or agency from ordering printed on the forms used by it, when more economical and advantageous to do so, the name of the department or establishment, name of bureau or service, place of issue, title of issuing officer, and designation of appropriation or fund chargeable.

(d) The above-prescribed forms will be printed only at the Bureau of Engraving and Printing and requisitions therefor should be addressed to the Treasury Department, Bureau of Federal Supply (Printing Section).

(e) The printing of Government requests for transportation by commercial concerns is strictly prohibited.

$ 7.3 Utilization of the old series of transportation requests. The present supply of unused Government requests for transportation forms of the old type on hand in the departments, independent establishments and agencies, and at the Bureau of Engraving and Printing will be used until exhausted.

$ 7.4 Accountability for requests for transportation. Appropriate accountability records must be maintained by the departments and establishments of the United States Government for the purpose of controlling the stock of printed transportation requests on hand and for fixing the accountability upon the employees responsible for their issuance and use. Each officer and employee of the United States Government having custody of Government transportation requests should be held accountable therefor and chargeable with the amount which is required to be paid by the United States by reason of improper use of such requests resulting from fault or negligence.

8' 7.5 Issue and use of requests. (a) United States Government requests for transportation will be furnished by competent administrative authority for presentation by persons traveling on official business, based on proper travel authority, to transportation companies in the United States, including the Pullman Company, interurban electric railway companies, motor bus lines, or air lines, and to steamship lines having ports in the United States, for exchange by them for specified passenger, sleeping-car, parlor-car, steamship stateroom, or other commonly recognized transportation accommodations, and should be used, when practicable, to obtain all official transportation when the amount involved is $1 or more.

(b) Requests for TransportationType A (Standard Form No. 1139). In those cases where the traveler is authorized to issue transportation requests for his own use, Type A book(s) of blank transportation request forms will be issued to him, and the traveler will sign such requests once only in the space provided thereon for "Signature of issuing officer-traveler". The official issuing Type A book of blank requests to a traveler will show the transaction in the space provided therefor on the inside front cover of the book, Standard Form No. 1138, over his bona fide signature. The traveler should maintain a record of all requests issued by him and of all unnegotiated requests which are spoiled or canceled for any reason, such record to be kept on the stub to which the memorandum of the request for transportation is attached. When there is no further need for unused requests, when separated from Government service, or when all of the requests contained in a book have been exhausted, the book of unused requests or empty cover thereof, as the case may be, should be returned immediately to the official who issued such book of requests to the traveler. Books returned to the issuing officer containing unused requests may be reissued in blank to other travelers until the requests are exhausted, the return and reissue thereof to be shown in the spaces provided therefor on the inside front and back cover of the transportation request book. When all of the spaces provided for this purpose have been used, the unused transportation requests contained in books returned to the issuing officer should be effectively voided, accounted for, and returned through proper administrative channels

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