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UNCLAS //N04600//
NAVADMIN 089/04
MSGID/GENADMIN/CNO WASHINGTON DC/N4/-/APR//
SUBJ/UNUSED COMMERCIAL TRAVEL TICKETS//
RMKS/1.  PURPOSE:  TO PROMULGATE GUIDANCE ON THE ISSUANCE AND PROPER
HANDLING OF OFFICIAL COMMERCIAL TRAVEL TICKETS AND TO REITERATE THE
RESPONSIBILITIES OF TRAVELERS AND AUTHORIZING OFFICIALS IN NAVY.
2.  A RECENT DRAFT GAO REPORT CLEARLY SHOWED EVIDENCE OF WEAKNESSES
IN THE USE OF DEPARTMENT OF DEFENSE TRAVEL DOLLARS AND POLICY ON
PROCESSING UNUSED PASSENGER COMMERCIAL TRAVEL TICKETS.
3.  ANY TICKET PURCHASED FOR NAVY OFFICIAL TRAVEL THAT IS NOT USED
MUST BE CANCELLED AND PROCESSED FOR REFUND.  TRAVELERS, TRAVEL
APPROVING OFFICIALS, AND RESOURCE MANAGERS ARE RESPONSIBLE FOR
ENSURING UNUSED TICKETS ARE PROCESSED FOR REFUND TO THE GOVERNMENT.
PAPER TICKETS ARE CONSIDERED LIVE DOCUMENTS AND CANNOT BE PROCESSED
FOR CREDIT UNTIL THE DOCUMENT IS PHYSICALLY TURNED IN TO AN
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APPROPRIATE AUTHORITY FOR CREDIT.
4.  COMMANDERS AND HEADS OF ACTIVITIES MUST ENSURE THAT ALL THOSE
INVOLVED IN THE TRAVEL PROCESS, INCLUDING TRAVELERS, TRAVEL OFFICES,
AND RESOURCE MANAGERS, EFFECTIVELY EXECUTE NECESSARY STEPS SO THAT
ALL UNUSED TICKETS, BOTH ELECTRONIC AND PAPER, AND WHETHER PARTIALLY
OR COMPLETELY UNUSED, ARE PROCESSED FOR REFUND.  THIS INCLUDES ANY
TICKETS OR PARTIAL TICKETS THAT MAY HAVE BEEN EXCHANGED FOR A LESS
COSTLY TICKET FOR THE CONVENIENCE OF THE TRAVELER.  FOR CANCELLED
TRIPS, IT IS THE TRAVELER'S AND AUTHORIZING OFFICIAL'S
RESPONSIBILITY TO ENSURE THE COMMERCIAL TICKETS ARE PROCESSED FOR
REFUND.
5.  EFFECTIVE IMMEDIATELY, THE FOLLOWING IS POLICY AND GUIDANCE FOR
COMMERCIAL PASSENGER TRAVEL:
    A.  ALL TRAVELERS MUST USE THE GSA CONTRACTED AIR CARRIERS WHEN
MAKING THEIR OFFICIAL TRAVEL ARRANGEMENTS, UNLESS CITY-PAIR FARES
ARE NOT AVAILABLE OR USE OF THEM WILL ADVERSELY IMPACT THE MISSION.
RESTRICTED FARES THAT CANNOT BE FULLY REIMBURSED IF THE TRIP IS
CANCELLED OR CHANGED ARE NOT AUTHORIZED.
    B.  PAPER TICKETS WILL NO LONGER BE ISSUED FOR COMMERCIAL
TRAVEL, EXCEPT IN CASES WHERE ELECTRONIC TICKETS ARE NOT AVAILABLE
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FROM THE TRANSPORTATION SOURCE OR THE MISSION WILL BE ADVERSELY
IMPACTED WITHOUT A PAPER TICKET.
    C.  WHEN PAPER TICKETS MUST BE ISSUED, COMMANDS MUST
INDIVIDUALLY TRACK EACH TRAVELER'S ITINERARY AND RESEARCH THESE
FILES MONTHLY TO ENSURE ALL TICKETS WERE USED OR PROCESSED FOR
REFUND.
    D.  IF A PAPER TICKET IS LOST, THE TRAVELER MUST PROCESS A LOST
TICKET REPORT WITH THE CONTRACTED COMMERCIAL TRAVEL OFFICE AND THE
AIRLINE THAT ISSUED THE TICKET AND PROVIDE A COPY OF THE
DOCUMENTATION TO THE APPROVING OFFICIAL.  THE TRAVELER'S APPROVING
OFFICIAL MUST ENSURE THAT THE LOST TICKET IS CREDITED TO THE PROPER
FUND CITE.
    E.  IF THE TRAVELER CANNOT PROVIDE THE PAPER TICKET FOR REFUND
OR DOES NOT FILE A LOST TICKET REFUND, THE APPROVING OFFICIAL MUST
TAKE THE NECESSARY ACTIONS TO HAVE THE TRAVELER REIMBURSE THE
GOVERNMENT FOR THE TICKET.
    F.  AN ELECTRONIC TICKET IS NOT AUTOMATICALLY REFUNDED IF
UNUSED.  IF A TRAVELER HAS BEEN APPROVED FOR TRAVEL AND PROCURED AN
ELECTRONIC COMMERCIAL TRANSPORTATION TICKET WITH GOVERNMENT FUNDS,
THE TRAVELER OR APPROVING OFFICIAL IS RESPONSIBLE FOR ENSURING ANY
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UNUSED PORTION OF THAT ELECTRONIC TICKET IS CANCELLED AND PROCESSED
FOR REFUND.
    G.  TO CANCEL AN ELECTRONIC TICKET AND SEEK THE APPROPRIATE
REFUND, THE TRAVELER OR APPROVING OFFICIAL MUST NOTIFY THE
COMMERCIAL TRAVEL OFFICE.  TRAVELERS ARE REQUIRED TO OBTAIN
CANCELLATION NUMBERS AND PROVIDE THESE NUMBERS TO THE APPROVING
OFFICIAL, FOR SUBSEQUENT FOLLOW-UPS.
    H.  TRAVEL PROCESSED IN DTS MUST ALSO BE CANCELLED IN DTS AND A
REFUND REQUESTED.
6.  ALL PERSONS INVOLVED IN THE TRAVEL PROCESS ARE EXPECTED TO BE
GOOD STEWARDS OF TAXPAYER DOLLARS.  WE ALL HAVE THE RESPONSIBILITY
TO ENSURE OUR TRAVEL DOLLARS ARE USED IN THE MOST EFFECTIVE AND
EFFICIENT WAY POSSIBLE.
7.  RELEASED BY VADM CHARLES W. MOORE, JR.//
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