§ 301-15.24 - Procedures for obtaining service.

(a) Except as provided in paragraphs (b), (c), and (h) of this section, contract airline/rail passenger service shall be ordered by the issuance of a U.S. Government Transportation Request (GTR) (Standard Form 1169), either directly to awardees or indirectly to a travel management center (TMC) established by GSA as provided in subpart A of this part. (See § 301-15.25 on the use of TMC's.)

(b) Agencies and departments participating in GSA's travel and transportation expense payment system are authorized to use GSA contractor-issued charge cards to the extent provided in subpart C of this part. The charge cards may be presented to awardees, TMC's, airline and AMTRAK ticket counters, or agency travel officers, as appropriate and in accordance with agency policies and procedures implementing the charge card program.

(c) In limited circumstances when a traveler uses cash to procure service under 41 CFR 101-41.203-2, the traveler shall be prepared to authenticate the trip as official travel. When cash is used, the awardees listed in the FTD have the option of furnishing or not furnishing services at the contract fare. If only one contract is awarded for a city/airport pair and the awardee does not provide a contract fare with the use of cash, the traveler shall procure service from the awardee or a noncontract carrier offering the lowest fare. If more than one carrier has been awarded a contract for a city/airport pair, the traveler shall observe the order of awardee succession in selecting an awardee which provides a contract fare with the use of cash. If none of the awardees provides a contract fare with the use of cash, the traveler shall procure service from an awardee or noncontract carrier offering the lowest fare. Cash or personal credit cards may not be used to circumvent the Government's contracts.

(d) When a reservation for contract service is requested, the fare basis shall be identified as “YCA” (unrestricted) or “—CA” (restricted), as appropriate, and the awardee's ticket agent shall be instructed to apply the appropriate fare basis and contract fare. Agencies using teletype ticketing equipment shall examine airline tickets to determine if the tickets contain the correct fare or whether they should be canceled and new tickets issued. Tickets picked up at the airline ticket office shall be verified to ensure that the proper fare is shown on the ticket.

(e) Contract fares apply only for the city/airport pairs named in the FTD, and are not applicable to or from intermediate points. However, the contract fares are applicable in conjunction with other published fares or other contract fares. Contract fares shall not be used for personal travel taken in connection with official travel.

(f) When a city/airport pair published in the FTD indicates that only one contract is awarded and the awardee subsequently offers a fare lower than its contract fare for the same service, the ordering agency may elect to use the lower fare. Promotional, restricted, and those special fares offered by the awardee and applicable only to Government employees on official travel (commonly known as status fares) may be used if the traveler can meet the qualifying restrictions to obtain such fares.

(g) When the FTD indicates that separate contract fares apply for specific airports in selected cities served by more than one airport, travelers may (without further justification) use the airport which best suits their needs.

(h) Eligible contractor employees (as defined in § 301-15.21(b)(7)), traveling in performance of a Government contract and with proper identification from the contracting agency, are authorized to obtain contract fares if the awardee agrees to the arrangement. Awardees may, at their option, require Government contractor employees to furnish a GTR or contract number for endorsement purposes in conjunction with payment by GTR, cash, or personal credit card. The FTD identifies those awardees which have agreed to furnish transportation services at the GSA contract fare to eligible Government contractors.