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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.
(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]
§ 101-41.803 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 10141.310 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
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]
§ 101-41.803-1 Classification of basic transportation vouchers for purposes 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
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.
§ 101-41.804-4 Name 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.
[52 FR 12170, Apr. 15, 1987]
§ 101-41.805 Scheduling specific types of transportation vouchers.
(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 Appropriations, 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.
(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]
§ 101-41.805-3 Vouchers payable in foreign 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 block 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
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 Identification and submission of transportation vouchers and supporting documents to GSA.
§ 101-41.807-1 Identification of basic transportation payment documents. Each basic transportation voucher (SF 1113) and its related voucher-schedule (SF 1166 OCR) shall be cross-referenced by voucher number (military agencies) or schedule number (civilian agencies) in the appropriate space to provide positive association of one with the other and the date of payment as shown in the PAID BY block of the voucher-schedule.
[52 FR 12171, Apr. 15, 1987]
§ 101-41.807-2 Submission of transportation 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.