sation, should be thoroughly discussed with the prospective contractor on the basis that final approval must be given by the Bureau of Transportation and International Services.

(3) Recommendation—(1) Copies of agreement. The proposed agreement shall be submitted in duplicate to Research and Development Division, with copies to Distribution and Routing Division and Domestic Transportation Division, Bureau of Transportation and International Services, for evaluation, approval and concurrence.

(ii) Distribution. The Railway Transportation Branch, Domestic Transportation Division, Bureau of Transportation and International Services, shall prepare, process for execution, assign a document number and furnish the transportation division director, contractor and all concerned with copies of the completed document.

[28 F.R. 3348, Apr. 5, 1963, as amended at 30 F.R. 4354, Apr. 3, 1965]

§ 511.18 Rates and charges.

§ 511.19 Preparation and processing of forms for payment.

(a) General (1) Scope. This section describes the forms used by postal railroad personnel to record services performed and to claim payment for railway post office and railroad mail transportation services. The following instructions complement existing procedures on forms issued by the Bureau of Finance and Administration.

(2) Application of Interstate Commerce Commission orders and operating space rules. Postal data centers will be responsible for the proper application of the prevailing rates and charges. When a disagreement arises between railroads and postal data centers as to rules and regulations applicable to railroad mail transportation, controllers shall present the facts to the director, transportation division, for determination. If agreement cannot be reached at that level, the case shall be referred to the Regional Director for decision as to whether it should be referred to the Railway Transportation Branch, Bureau of Transportation and International Services for a ruling.

(b) Preparation of forms for railway Post Office services-(1) Processing authorizations. Each director, transportation division, shall be responsible for the preparation of authorizations for RPO services applicable to railroad routes under his jurisdiction. Such authorizations remain in effect until modified by official change orders. (This does not apply to RPO services performed under contract arrangements with railroad companies.)

(2) Forms used. (1) Form 5020Railway Post Office Service Authorization.

(ii) Form 5020-A-Railway Post Office Service Authorization (Cont. sheet). (iii) Form 5020-B-Railway Mail Service Authorization.

(iv) Form 5021-Certification of Railway Post Office Service Rendered.

(3) Frequency Conversion Table. On June 1, prior to the beginning of each postal fiscal year, the Post Office Department, Bureau of Finance and Administration will issue a "Frequency Conversion Table," listing number of trips due to be performed during each postal accounting period for each frequency of RPO service to be authorized. Sufficient copies of this table will be supplied to

(iii) Third copy to the postmaster. (iv) Fourth copy retained by director, transportation division.

(5) Modification of basic authorizations (i) Service changes not requiring headquarter's approval. Forms 5020 and 5020-A shall be prepared to effect current changes in RPO authorizations. A concise statement shall be entered in the memorandum section of the order as to the type of action being taken. Distribution of these forms shall be the same as that prescribed in § 511.19 (b) (4).

(ii) Service changes requiring headquarter's approval. Forms 5020, 5020-A or 5020-B, Railway Mail Service Authorization, shall be issued for preparation of orders requiring prior approval by headquarters. These forms shall be prepared in quintuplicate to provide a copy for the Director, Railway Transportation Branch, Bureau of Transportation and International Services.

(6) Certifying service performed—(i) Forms used. Form 5021, "Certification of Railway Post Office Services Rendered," is an exception type statement showing the monetary effect of all additions or exceptions in regularly authorized service and is used by the postal data center in determining net amount payable to carriers for each accounting period. The postmaster prepares Form 5021 from information received from RPO supervisors on Form 5012, "Mobile Unit Trip Report-Payroll and Space Section," and submits Form 5021 to director, transportation division (original, second and fourth copies, if exceptions are reported; if no exceptions, only original and second copy is submitted) by the second working day following the close of the accounting period. Upon receipt, Form 5021 shall be given prompt attention so as not to delay submission to postal data center.

(ii) Review and certification. Director, transportation division, will review and certify as follows:

(a) Check receipt of Forms 5021 to insure that all forms are on hand by the third working day after close of the accounting period. Contact preparing

postmaster by telephone for any missing form.

(b) Verify each exception for validity. When pay adjustment is required, compute amount and enter it in appropriate adjustment column on Form 5021.

(c) Make any necessary corrections and notify postmaster accordingly. (d) Certify provided.

Form 5021 in space

(iii) Distribution. Distribute Form 5021 as follows:

(a) Original and fourth copy to postal data center (if no exceptions are reported, original only is submitted) not later than fourth working day after close of accounting period.

(b) Retain second copy in file.

(7) Processing payment. Postal data centers shall effect payments for Railway Post Office Service based on the record of service performed as certified to by the director, transportation division, on Form 5021. Carriers are not required to present bills for this type of service. Form 797, "Statement of Account", shall accompany the check when mailed to the carrier.

(c) Preparation of forms for line haul mail storage services—(1) Form 118, line haul mail storage service and related terminal services-(i) Preparation. Transfer clerks shall prepare this form in quintuplicate at each station daily, by routes, for all trains, listing each car in mail service entering or leaving the line, working or being respaced. At points where transfer clerks are not assigned, the director, transportation division, may, when he deems circumstances warrant, require a railroad representative to prepare any necessary Form 5118. The form shall be completed as follows: Fill in all spaces.

(a) Heading. (b) Column 1. (c) Column 2.

Show train number. Show point where car

is originally loaded.

(d) Column 3. Show destination point where car is to be completely unloaded.

(e) Column 4. Show car initials. (f) Column 5. Show car number. (g) Column 6. Show clear storage space (inside length minus any obstructions).

(h) Column 7. Show type of car by appropriate symbol (D, D-R, ID, SR, or W).

(i) Column 8. For working storage cars, show actual piece count on arrival.

For destination and destination-relay cars, show footage in car on arrival.

(j) Column 9. Show in feet the mail unloaded from destination and destination-relay cars as indicated on the placards. For interline differential cars show pieces unloaded from each "I.D." car.

(k) Column 10. Show the actual number of pieces of mail unloaded from each SR or W(Working) car.

feet

(1) Column 11. Show actual loaded in each D and D-R car in onefoot graduations. For "I.D." cars record in pieces.

(m) Column 12. Show actual piece count of working storage mail loaded in each car (credit shall be given for mail loaded in storage in lieu of RPO space as reported on Form 5061, with proper explanation noted in remarks column).

(n) Column 13. Line haul shall be reported in Column 13 as follows:

(1) Show total pieces in car leaving station for each Working Set-out, Set-in, SR or I.D. car.

(2) Show actual feet of car space occupied by the mail in each D and D-R car in 1-foot graduations.

(o) Column 14. Show actual or visual linear footage of car space occupied by the mail, including the aisle necessary to service the separations, in each Working, Set-out, Set-in, SR or I.D. car when 260 pieces or more are entered in Column 13.

(ii) Authenticating forms 5118. Form 5118 shall be signed jointly by the assigned transfer clerk and railroad representative at the close of each tour. If the railroad representative does not concur in the record of space recorded on Form 5118, the railroad's protest and the transfer clerk's comments shall be recorded in the "comments" column or by attachment of an explanatory report.

NOTE: The above described format shall also be followed by railroad representatives in preparing "station reports" at designated points where transfer clerks are not assigned. Railroads provide their own supply of this form.

(iii) Reconciliation for form 5118 with train baggageman report. (a) Where there is a difference in the count of pieces recorded on a baggageman's report and the count as shown on Form 5118, the form 5118 will govern at the points where it is prepared insofar as the "on" and "off" count at these points are concerned. The baggageman's report will govern at all other points.

36-087-70—36

(b) Form 5118 recording, as taken from car placard, shall be accepted as the unloading record at final destination for destination and destination-relay mail.

(c) All mail will be counted in a working storage car. Mail volumes shall be determined independently for the purposes of computing line haul and terminal payments, respectively. Form 5366 and baggageman reports will show working storage car mail by actual count as well as footage. The actual count will be used by the train baggageman for recording the volume of mail carried in a working storage car.

(iv) Distribution. The following distribution of Form 5118 shall be made promptly at the end of each 24-hour period:

(a) Original and third copy to director, transportation division; (b) Second and fourth copies to railroad company, and

(c) Fifth copy retained at originating point unless otherwise instructed.

(2) Form 5366, Report of Mail Leaving-Arriving—(i) Preparation. This form is prepared at the train level by transfer clerks for each train date showing the number of pieces and/or feet of mail loaded into each car worked at the railroad station involved and also the record of cars in mail service when leaving the station.

(ii) Distribution. Instructions shall be issued by the director, transportation division, as to the number of copies required and their distribution.

(3) Form 5048, Record of Mail Storage Car Unloadings, and Form 5048-A, Record of Mail Storage Car Loadings. Transfer clerks shall prepare these forms at all points where the director, transportation division deems the indicated information is necessary. Instructions shall be issued by the director, transportation division, as to the places at which these forms will be prepared, the number of copies required, and their distribution.

(4) Form 5061, Statement of Mails Loaded in Storage in lieu of RPO Space-(i) Preparation. RPO supervisors shall prepare this form in triplicate in accordance with instructions issued by the director, transportation division, as to the manner and places where this form will be issued. The following information shall be recorded on this form: (a) Railroad Company involved. (b) Date of issuance.

(c) RPO line and train involved.
(d) Train date.

(e) Pieces loaded in storage in lieu of RPO car.

(f) Point of loading (RR station). (g) Signature.

(ii) Where issued. Form 5061 is designated to be used as a single action form or as a multiple entry form. In any case where the railroad desires notice at each station involved, the RPO supervisor shall deliver the original copy of the form to the railroad representative on arrival at the station. If the railroad does not desire notice at each station, the form shall be completed to cover the entire trip, a separate entry being made for each station involved in "in lieu" loadings. (See § 511.14(f) (3) (1).) (iii) Agreement to waive issuance. Agreements may be made with individual railroad companies to waive the issuance of Form 5061 by RPO supervisors. In such cases the director, transportation division, shall promptly advise the railroad company of the amount of vacant space in RPO and apartment RPO cars each trip, based on trip reports. This may be done by preparing Form 5061 in the office of the director, transportation division, or by issuing a letter or memorandum covering several days' operation.

(iv) Distribution. The original shall be delivered to the designated railroad representative upon completion of the RPO run. The duplicate and triplicate shall be forwarded to the director, transportation division, with the related trip reports (Form 5012).

(5) Form 2558, Statement of Space Used-(1) Use. This form is printed in quadruplicate colored white, salmon, pink, and yellow and is designed for use by the Post Office Department in recording and compiling both line-haul and terminal handling data for each train date covering train operations where mail is transported in several cars or where the payload fluctuates over the train run.

(c) Train Baggageman reports-Unpriced.

(d) Form 5012, Mobile Unit Trip Report-Payroll and Space Section.

(e) Form 5051, RPO Supervisor's Record of Storage Car mail Loaded, Unloaded and Transferred.

(f) Form 5061, Statement of Mail Loaded in Storage in Lieu of RPO Space. (g) Any special reports affecting the preparation of Form 2558.

(iii) Classifications of trains. (a) It is essential that standard procedures be established and that each train be classified according to the number of cars in mail service. Classifications shall be mutually determined by the director, transportation division and the railroad.

(b) Trains which normally carry more than one car in mail service on one or more days of the week shali be classified as "space pooled" trains. The director, transportation division, shall prepare Form 2558 for those trains even on those days when only one car is in mail service.

(c) Trains which normally carry one car in mail service shall be classified as "space nonpooled" trains. The railroad will price out the TBM on these trains. In those unusual and occasional instances when a "space nonpooled" classified train carries additional cars in mail storage service, the railroad will determine the net mail load transported in accordance with space-used regulations and price out both the line-haul and the terminal services on either the TBM or a summary sheet attached to the related TBM(s) report.

(d) The classification of a train shall remain consistent throughout the billing period. However, a train's classification may be changed at the beginning of any billing period to properly reflect changing trends in mail volume. Such changes must be mutually agreed to by the railroad and the director, transportation division.

(e) TBM's listing more than one car in mail service. Trains carrying this type of TBM shall not be classified. The number of cars in mail service each day will determine whether Form 2558 shall be prepared by the director, transportation division, for the day's service or whether the railroad will price out the TBM.

(Note: The price-out of the TBM or the preparation of Form 2558 may change from day to day within the billing period.)

by.

(iv) Preparation-(a) Prepared Form 2558 shall be prepared in quadruplicate by the railroad space accounting unit under the supervision of the director, transportation division. This form shall be executed within 7 working days following date of service.

(b) Train date. The date a train is scheduled to leave the initial point on a route shall be used for recording mail service performed in the train.

(c) Recording services performed. Form 2558 shall be completed in the following manner:

(1) Heading: Complete all spaces.

(2) Section captioned "Line Haul Storage": Indicate placarded origin and destination of the car, car initials, car numbers and classification D, D-R, I-D, W or S&R. Section captioned "Stations and Volume of Mail": At the top of columns (1) through (12), as needed, abbreviate the name of station stops. Show appropriately whether the station is a lesser unit junction or non-junction point by placing a check (V) in the box, as designated. Sub-columns headed (a) are used for cars loading and/or unloading mail en route. The piece count is taken from Column 13 of Form 5118 and when the figure is 520 or less, show the actual count. When the piece count exceeds 520, the appropriate space in sub-column (a) is slashed from top right to lower left, showing the actual count above the line and the converted piece count, based on space used (Column 14-Form 5118), below the line. In working cars, doorway credits of 3 feet will be earned when the space occupied by the mail in the car is over 30 feet and use of a doorway on either side is necessary for loading and/or unloading at intermediate stations on the car's run. Doorway credits shall be earned between junction points on the basis of the maximum volume of mail carried between established division or junction points. When doorways are used to service intermediate stations, credit shall be earned only between the junction before and the junction beyond the intermediate station of exchange. When a doorway is used to exchange mail at a junction point, credit will be earned only back to the next prior junction point. Doorway credits will be recorded in feet in subcolumn (b) (footage) under the station entry.

(3) Items to be entered in Line 13 shall be obtained from Train Baggageman's Report on Form 5051, Storage Car

Mail Loaded, Unloaded and Transferred by Postal Employees. The entry will reflect the maximum plus balance, if any, of mail put off or taken on at local points between junctions. The recording of this total shall be backed up to the previous applicable junction (full car or lesser unit).

(4) Line 14 will indicate net pieces and feet at each station.

(5) Line 15: Enter under title "Pieces" the items applicable as taken from Form 5061 prepared by the RPO supervisor. Deduct pieces on Line 15 from those on Line 14 and convert to feet for entry in the "Feet" column. In computing pay for line-haul service, railroad space unit offices shall give full effect to the number of pieces shown on Form 5061. The director, transportation division, shall make allowance for only the minimum number of pieces that could be accommodated in the RPO car at any point over its run, with the following exception. In the case of constantly ascending available vacant space in the RPO car over its entire run, the actual piece loading covered by each Form 5061 shall be taken into consideration.

(6) Compute Line 16 by adding footage shown in Lines 14 and 15 at each station.

(7) Line 17 will be completed when adjustment is necessary to compute pay footage allowable. Figures in Line 16 shall be used for pay purposes where adjustment is not necessary.

Line haul

(8) Leave Line 18 blank. charges will be developed on machine listings by tub file operation.

(9) Lines 19, 20, 21 and 22 shall be completed from data on Forms 5118 (by train totals in Columns 9, 11, and 12) or the Train Baggageman's Report (at junction points where Forms 5118 or Station Reports are not prepared).

(10) Line 23 entries shall be totals computed from Train Baggageman's Reports for mail loaded at intermediate points and from Form 5051 for handling charge purposes (entries shall be made under the previous junction point column).

(11) Lines 19, 20, 21, 22, and 23 shall be totaled and rated and the No. 2 copy computed mechanically for pay purposes through operation of the tub file.

(12) Line 24, of No. 2 copy only, shall be computed mechanically through the tub file operation.