1-6-100. BILLING OTHER GOVERNMENT AGENCIES FOR SERVICES 1-6-100A. Traveling and Material Expenses Other Government agencies will be billed for traveling and material expenses incurred by the Coast Guard when performing duties for the other agencies. The local agency requesting the service will be billed by the CG allotment administrative office. 1-6-100A (1). The Government agencies in cases of overtime services performed under the act of May 27, 1936, as amended, will be billed for such services. 1-6-100B. Billing Information The marine inspector upon being paid his traveling expenses shall furnish the allotment administrative officer a statement of traveling and material expenses incurred, including the cost of any transportation requests used, for the preparation of standard Form 1080. In cases where salaries of marine inspectors or shipping commissioners are to be billed, the OCMI shall obtain the correct salary figures from the certifying officer and shall prepare and forward a memorandum to the administrative allotment officer setting forth in detail the services performed, citation of the order number used by requesting agency, and such other information which will enable the administrative allotment officer to prepare standard Form 1080. PART 1-7--FEES AND CHARGES FOR SERVICES 1-7-1. SCOPE OF PART This part contains the instructions and procedures for marine inspection offices to follow with respect to imposing and collecting fees for certain types of services which are being furnished the public in the field of copying, certification, and searching of records, as well as for certain duplicate documents and certificates issued to merchant seamen. 1-7-3. OTHER DIRECTIVES Instructions are in General Administration Instruction No. 14-55. 1-7-5. AUTHORITY FOR FEES AND CHARGES Heretofore, the Coast Guard has furnished copies of various types of records to the public without charge. This general practice has been modified in accordance with Title V of the Independent Appropriation Act of 1952 (5 U.S. C. 140), which Requests involving: provides that fees shall be charged for copying, certifying, and searching of records, as well as for issuing documents and certificates, so that these services will be on a self-sustaining basis to the fullest extent possible. The Commandant, with the approval of the Secretary of the Treasury, has prescribed fees and charges and conditions under which the public must pay for certain records, services, or certain duplicate documents or duplicate certificates. These requirements are in 33 CFR 1.25-1 to 1.25-80. They were published in the Federal Register dated February 22, 1955, 20 F.R. 1097-1099, and are in effect on and after April 1, 1955. (FRRS No. 4-55.) 1-7-10. SCHEDULE OF FEES AND CHARGES The fees and charges prescribed in 33 CFR 1.25-30 to 1.25-70, inclusive, are summarized as follows: a. Excerpts from official documents or records (logs of Coast Guard units, sketches, course recorder graphs, weather data reports, etc.): Photostatic sheet 18" x 24" or smaller Photostatic sheet larger than 18" x 24" - Typewritten copy of a page 8" x 10" or smaller Typewritten copy of a page larger than 8" x 10" Copying by any other method a page 8" x 10" or smaller b. Transcript of a marine casualty or accident (including exhibits, charts, Typewritten copy of a page 8" x 10" or smaller: 1 To this fee shall be added the actual cost of chart used, or graph paper, or other special paper if used. Fees $0.50 1.00 .50 1.00 1.50 1 1.00 $0.50 .20 Requests involving: Photostatic sheet (or other copy process used) 18" x 24" or smaller - c. Transcript of a suspension or revocation proceedings record (including Typewritten copy of a page 8" x 10" or smaller: Original or carbon copy Additional copy furnished at same time to same person Fees $0.50 1.00 $0.50 .20 .50 Photostatic sheet (or other copy process used) 18" x 24" or smaller- - - d. Excerpts from merchant vessel log books, each entry or excerpt f. Shipping articles of merchant vessels: g. Duplicate certificate of registry as staff officer h. Duplicate continuous discharge book i. Duplicate merchant mariner's document j. Duplicate certificate of discharge: Original copy Additional copy furnished at same time to same person 1.00 $0.50 $0.25 with .50 minimum. $1.00 .25 with .50 minimum. $1.50 $1.50 $1.50 $0.35 .10 k. Certification or validation of records or documents: When certifying copy prepared by requester as a true copy of official $1.00 .50 1.00 for each 5 pages or less. $1.00 1. Copying work supervised by Coast Guard personnel --Hourly rate paid employee, minimum Note: If subject matter is to be transmitted by registered, air, or special delivery mail, the postal fees therefor shall be added to the fees charged (unless postage is furnished by requester). 1-7-12. EXEMPTIONS Services which are not specifically described in 1-7-10 shall be continued to be furnished free and fees shall not be imposed nor collected. The fees described in 1-7-10 are not to be imposed nor collected when requested by, or given to, the following persons or under the following circumstances: a. Any Federal or State court and any agency, corporation or branch of the Federal Government. b. The press, radio, television, or news reel representatives for dissemination to the general public. c. A donor when it applies to the original of his gift. d. Any person having an official, voluntary, or cooperative relationship to the Coast Guard in rendering services promoting safety of life and property. e. Any agency of a state, county, or municipal government which is carrying out a function related to the functions of the Coast Guard. f. An individual directly concerned in a Coast Guard hearing or other formal proceeding, not to exceed one copy. g. Any person who has been required to furnish personal documents for retention by the Coast Guard. h. Any Member of Congress when for official use. i. When furnishing the service free saves or yields income equal to the direct costs of the Coast Guard. j. When furnishing the service free is in conformance with general established business customs. k. When furnishing records or information to a military or civilian employee in order to permit such person to obtain financial benefits. 1-7-15. COLLECTION OF FEES The fees for a duplicate certificate of registry as staff officer, duplicate continuous discharge book, duplicate merchant mariner's document, or duplicate certificate of discharge shall be collected by the office or unit furnishing or delivering the document or certificate at the time of physical delivery thereof to the person described the rein. Fees for services shall be collected at the time of furnishing the service. However, if it is not possible to correctly ascertain the total fees before performing the services, or if the request is not accompanied with the required fee and the matter is of such urgency that delay occasioned to obtain payment would seriously affect the requester, then the services requested will be furnished, together with a bill describing subject matter and the fee required to be paid. 1-7-17. PAYMENT OF FEES The payment of fees charged shall be made in cash, or by postal money order or check, which shall be made payable to the order of the "U. S. Coast Guard." Whenever payment is received by a Coast Guard office or unit, a "Collection Receipt" (Form CG-2688) shall be executed in triplicate. This completed receipt shall be distributed as follows: Original (white) copy to remitter. Duplicate (yellow) copy to officially designated "Collection Clerk" at district office to support transmittal of funds collected. Triplicate (pink) copy retained in unit file. All Collection Receipts" are serially numbered in pads of 50 each. They must be obtained from the district commander (f), who will require periodic accounting therefor. All copies of spoiled receipt forms CG-2688 shall be plainly marked "VOID--NO ISSUE" and the original and duplicate copy returned to the office from which received. If the commanding officer of a unit receives many requests for which fees are chargeable, then a person on persons his staff should be designated in writing to perform the collection of fees prescribed. A copy of such designation shall be furnished the district commander (f) for his records. or 1-7-20. BILLING PROCEDURES When collection of the fee is not made at time of delivery of services a billing letter, shall be prepared and transmitted to the requester, preferably when service is completed or when delivery is made. The billing letter and copies thereof shall be distributed as follows: Original and one copy to addressee. One copy to district commander (f). One copy retained in billing unit file. The billing letter must contain the name and address of person requesting services; date when bill was prepared; billing letter number (starting a new series with each calendar year, prefixed by OPFAC number of the billing unit as 2150501-55); date and description of services rendered; fee charged; instructions that money order or check shall be made payable to "U. S. Coast Guard," and transmitted with copy of billing letter to unit preparing the bill (district offices and Headquarters units shall follow procedures in Finance and Supply Memorandum No. 41-54 for billing procedures). 1-7-23. DISPOSITION OF COLLECTIONS 1-7-23A. Delivery to Collection Clerk All collections received shall be delivered to the officially designated collection clerk in the district office. If the unit is located at some distance from the district office and it is not practical to deliver collections in person, then delivery by mail is authorized. Collections shall be transmitted daily if in excess of $25.00. Collections totaling less than $25.00 shall be retained until $25.00 has been accumulated. However, a transmittal, regardless of amount, shall be made on the last business day of the month. Remittances to a collection clerk shall be accompanied by the duplicate (yellow) copies of Collection Receipts (Form CG2688) issued, together with copies of applicable billing letters returned with remittances, if any. 1-7-23B. Transmittal Letters When transmittal of collections is made by mail, a transmittal letter shall be prepared and submitted with collections. This transmittal letter shall list the collection receipt numbers issued and total amounts for each receipt enclosed, as well as to specify the amount of cash converted to a money order. 1-7-23C. Money Orders Money order fees may be paid from cash being transmitted. Therefore, the transmittal letter should show amount of cash money received, amount of fee for money order deducted from cash, and total amount of money order. 1-7-23D. Papers Accompanying Transmittal Letter The transmittal letter must be accompanied by collections received in form of checks and money orders, duplicate (yellow) copies of Collection Receipt (Form CG-2688) issued, as well as any original and yellow copies of spoiled receipts, and copies of billing letters is sued and referred to in the collection receipts issued. 1-7-23E. Summary Collection Receipt On receipt of these remittances the collection clerk in the district office shall prepare a summary Collection Receipt (Form CG-2688). The distribution of this receipt will be made as prescribed by paragraph 1-D08003 Comptroller Manual. The collection clerk shall process collections so received for deposit to Miscellaneous Receipts Account 202365, "Duplication of documents issued to individuals or firms" or Deposit Fund Account 20X6875, "Suspense, Treasury Department," as appropriate. 1-7-25. ADVANCE PAYMENTS OF FEES AND CHARGES The fees and charges collected prior to delivery of services shall be handled the |