B-157623, OCT 19, 1970

B-157623, OCT 19, 1970

SUBJECT: TEST OF PROPOSED PROCEDURES FOR BILLING GOVERNMENT EXCESS BAGGAGE AUTHORIZATION/TICKET

TO THE HEADS OF DEPARTMENTS AND AGENCIES CONCERNED:

THE GENERAL ACCOUNTING OFFICE HAS APPROVED THE USE, ON A TEST BASIS, OF PROCEDURES PROPOSED FOR THE BILLING OF A FORM, THE GOVERNMENT EXCESS BAGGAGE AUTHORIZATION/TICKET (GEBAT), WHICH HAS BEEN DESIGNED BY THE AIRLINE INDUSTRY TO REPLACE ITS GOVERNMENT EXCESS BAGGAGE AUTHORIZATION FORM IN DOCUMENTING BILLINGS FOR THE CARRIAGE OF EXCESS BAGGAGE OF GOVERNMENT TRAVELERS. THE TRIAL PERIOD FOR TESTING THESE PROCEDURES SHALL COMMENCE ON NOVEMBER 1, 1970, AND EXTEND FOR 1 YEAR UNLESS SOONER TERMINATED BY THE AIRLINE INDUSTRY OR BY THIS OFFICE.

THE PURPOSE OF THIS LETTER IS TO ACQUAINT YOU WITH THE GEBAT, COPY ENCLOSED, AND PROCEDURES FOR ITS BILLING. IT IS UNDERSTOOD THAT ALL SCHEDULED AIRLINES TRAFFIC OFFICES, MOST AIR CARRIERS, AND GOVERNMENT OFFICES USING TELETICKETING WILL ISSUE THE GEBAT DURING THE TRIAL PERIOD.

BACKGROUND

THE GOVERNMENT EXCESS BAGGAGE AUTHORIZATION (GEBA) IS A FORM PREPARED BY AN AIR CARRIER TO COVER THE TRANSPORTATION OF BAGGAGE EXCEEDING THE FREE WEIGHT OR NUMBER OF PIECES ALLOWED BY THE AIR INDUSTRY AND TO SUPPORT CHARGES BILLED THEREFOR TO THE GOVERNMENT. THE FORM HAS BEEN IN USE FOR MANY YEARS.

THE AIRLINE INDUSTRY BELIEVES, HOWEVER, THAT THE GROWTH OF AIR TRAVEL OVER THE YEARS HAS REACHED THE LEVEL WHERE A REDUCTION IN ADMINISTRATIVE EXPENSES INCURRED IN CARRYING GOVERNMENT EXCESS BAGGAGE IS NECESSARY. A MEANS TO THAT END, A MORE COMPREHENSIVE FORM OF THE GEBA - THE GEBAT - HAS BEEN DESIGNED FOR USE BY ALL AIR CARRIERS AND INSTRUCTIONS FOR ITS HANDLING HAVE BEEN DEVELOPED.

THE GEBAT SHOWS ALL EXCESS BAGGAGE SERVICES AUTHORIZED BY THE GOVERNMENT TRANSPORTATION REQUEST FOR A PARTICULAR JOURNEY AND SERVES AS AN EXCESS BAGGAGE TICKET. THE NEW FORM IS MADE UP IN SETS OF BOOKLETS CONSISTING OF AN OPTIONAL AUDITOR'S COUPON, FLIGHT COUPONS, AND A PASSENGER COUPON. SITUATIONS WHERE SUPPLIES OF THE GEBAT ARE UNAVAILABLE, CARRIERS MAY CONTINUE TO USE THE GEBA FORM AND STANDARD EXCESS BAGGAGE TICKETS.

BILLING AND SETTLEMENT PROCEDURES

IN GENERAL, THE BILLING AND SETTLEMENT PROCEDURES FOR THE GEBAT WILL BE AS FOLLOWS:

1. THE CARRIER TO WHOM THE GOVERNMENT TRANSPORTATION REQUEST IS TENDERED WILL PREPARE ONE OR MORE GEBAT SETS TO PROVIDE A SEPARATE COUPON FOR EACH CHANGE OF FLIGHT, CARRIER, OR STOPOVER. THE COUPONS WILL BE GIVEN TO THE TRAVELER WITH HIS AIR TICKET FOR PRESENTATION TO THE HONORING CARRIERS.

2. EACH CARRIER OVER WHICH BAGGAGE IS TO BE CHECKED WILL LIFT THE COUPON COVERING THAT PORTION OF THE JOURNEY, ENTER CERTAIN INFORMATION TO COMPLETE THE FORM, AND FURNISH THE COUPON IN SUPPORT OF CHARGES FOR THE SERVICES FURNISHED.

3. THE LIFTING CARRIER GENERALLY WILL BILL THE GOVERNMENT OFFICE DIRECT (A) USING A PRORATE VALUE IF A THROUGH RATE SHOULD APPLY OR USING A LOCAL FARE IF NO OTHER CARRIER IS INVOLVED OR CONNECTION INFORMATION IS INCOMPLETE AND (B) USING THE CURRENCY OF BILLING INDICATED ON THE GEBAT. HOWEVER, IF THE LIFTING CARRIER CANNOT BILL THE GOVERNMENT DIRECT OR CANNOT BILL IN THE CURRENCY REQUIRED, IT MAY INVOICE THE ISSUING CARRIER WHICH SHALL BILL THE GOVERNMENT AND MAKE APPROPRIATE INTERLINE SETTLEMENT OF THE CHARGES.

4. IN AUDITING CARRIER BILLS PAID UNDER THE TEST PROCEDURES, THE GENERAL ACCOUNTING OFFICE WILL STATE OVERCHARGE CLAIMS, IF ANY, AGAINST THE CARRIER THAT BILLED AND RECEIVED PAYMENT FOR THE CHARGES.

SINCE THE LIFTING CARRIER GENERALLY WILL RELY ON THE GEBAT FOR BILLING INFORMATION, THE ISSUING CARRIER MUST COMPLETELY AND ACCURATELY INSCRIBE ON THE GEBAT INFORMATION AS TO THE AUTHORIZING TRANSPORTATION REQUEST AND THE AGENCY OR DEPARTMENT TO BE BILLED. LACKING THIS INFORMATION, THE LIFTING CARRIER SHOULD INVOICE THE GEBAT TO THE ISSUING CARRIER FOR BILLING. THIS, HOWEVER, INCREASES THE RESPONSIBILITY PLACED ON GOVERNMENT OFFICES TO PROPERLY ENTER IN THE "BILL TO" BLOCK OF THE TRANSPORTATION REQUEST THE EXACT NAME AND COMPLETE ADDRESS, INCLUDING ZIP CODE, OF THE GOVERNMENT OFFICE TO WHICH THE CARRIER IS TO DIRECT ITS BILL FOR PAYMENT.

APPLICATION OF PROCEDURES

THE WIDESPREAD NEED FOR ECONOMY THROUGHOUT THE GOVERNMENT REQUIRES THE ENCOURAGEMENT OF REVISIONS IN FORMS AND PROCEDURES WHICH MAY IMPROVE THE PROCESSING OF DOCUMENTS AND RESULT IN SAVINGS.

WE RECOGNIZE THAT THE BILLING OF THE GEBAT BY A CONNECTING CARRIER IS A DEPARTURE FROM CURRENT PROCEDURES FOR BILLING CHARGES RELATING TO PASSENGER TRANSPORTATION; HOWEVER, WE BELIEVE THAT THE EFFECT OF THOSE PROCEDURES ON THE ADMINISTRATIVE PROCESSING OF BILLINGS CAN BE PROVEN ONLY BY EXPERIENCE. THEREFORE, IN THE INTEREST OF FACILITATING THE PROCESSING OF BILLINGS UNDER THE TEST, THIS OFFICE WOULD NOT OBJECT IF ADMINISTRATIVE AGENCIES WERE TO DISCONTINUE THE CROSS-REFERENCING (REQUIRED BY 5 GAO 2060.90) OF EACH EXCESS BAGGAGE ITEM TO THE VOUCHER ON WHICH THE TRANSPORTATION REQUEST AND BASIC TRANSPORTATION CHARGES WERE BILLED AND PAID.

APPROVAL OF THE 1-YEAR TEST OF THE PROPOSED BILLING PROCEDURES HAS BEEN GRANTED WITH THE UNDERSTANDING THAT THE EXPERIENCE OF THE PAYING AGENCIES AND OF THIS OFFICE IN HANDLING THE GEBAT AND BILLS IN PAYMENT THEREOF WILL BE EVALUATED, AT OR NEAR THE END OF THE TEST PERIOD, SO THAT A DETERMINATION MAY BE MADE AS TO WHETHER CONTINUED USE OF THOSE PROCEDURES WOULD BE JUSTIFIED.