Amtrak. Service Standards Manual for Train Service and On-Board Service Employees (Version 6, 2011)

b) The “Train Earnings Reports Envelope” (NRPC

158) may not be turned in at another station,

even if the other station accepts “Train Earnings

Reports Envelopes” (NRPC 158).

If the last Conductor finds that the “Train

Earnings Reports Envelope” (NRPC 158) is

torn, the string tie is missing or the safety of the

contents is in any way jeopardized, any available

envelope or envelopes may be used.

• Make sure that these substitute envelope(s)

are hand deposited in the proper location, with

a full explanation of the circumstances that

surrounds the substitute envelope(s).

• If a station representative is available, hand

deliver the substitute envelope(s) to them

and explain the reason for the substitute

envelope(s).

• The station representative will then be

responsible for properly labeling the substitute

envelope and forwarding it to Amtrak

Revenue Operations in El Paso, Texas by

FedEx delivery service.

Conductor/Asst. Conductor Sales

Report (NRPC 193)

Form Layout

a) All train service employees who have worked

passenger trains where revenue (e.g., cash or

credit cards) has been collected, must complete

and submit a “Conductor/Asst. Conductor Sales

Report” (NRPC 193) for each train worked, with

the required remittance. (Refer to Figure 8-72)

b) All COTS stock used on a certain train must

be noted in the “Opening Number,” “Closing

Number,” and “Number Issued” of the

“Conductor/Asst. Conductor Sales Report”

(NRPC 193) for that train. The same goes for

all chargeable stock. If a form is signed for and

is sequentially numbered, it is chargeable.

Service Standards Manual No. 6

8-137

Figure 8-72 - “Conductor/Asst. Conductor Sales Report” (NRPC 193)

Completing Form

The following information is required to properly

complete the “Conductor/Asst. Conductor Sales

Report” (NRPC 193):

Print employee’s full name in this format (last

name, comma, first name, and middle initial).

b) Print the train origination date.

Print the employee’s 8-digit Employee

Identification Number (SAP ID).

d) Print the train number using all are four boxes.

For train numbers less than four digits, enter

zeroes in the lead blocks.

EXAMPLE:

Train number 20 would be written as “0020.”

Print employee’s crew base. This is the same as the

3-letter city code, with the following exceptions:

• Chicago, Zone 4 = CZ4

• Chicago, Zone 8 = CZ8

• Washington, Zone 5 = WZ5

• Los Angeles, Zone 12 = LZC

• CSX Transportation = CSX

Print the 3-letter city code where employee

“WORKED FROM.”

Print the 3-letter city code where employee

“WORKED TO.”

h) Print the work date. If the employee begins in

the p.m. of one day and finishes in the a.m. of the

next, use the p.m. date.

Print the 3-letter city code where you remit with

the exceptions of these Ticket Receiver’s offices,

which are:

• New Haven = NTR

8-138

Train Service Accounting Procedures

• New York = NYR

• Washington = WRO

• Chicago = CTR

j) Print the six-digit station number where remitting

(this must be posted at the site; if not, ask an agent).

k) Print the remittance date.

l) Punch the applicable block for a Conductor or

Assistant Conductor.

m) Sign the “Conductor/Asst. Conductor Sales

Report” (NRPC 193) only after acknowledging that:

•

“This report is a correct statement of final

disposition of all sales and use of COTS. Cash

and credit card collection total confirmed by

count of funds before and after train run.”

• Signing verifies that all statements and blocks

are filled in correctly.

n) Print the number from the ticket punch. If your

ticket punch does not have a number, turn it in

for one that does.

o) For each used sequence of COTS numbers, print

the opening number, this includes voided COTS.

• For stock whose form number is not the first two

digits of the number, print the form number

(without the NRPC or NRPT).

• Do not include the check digit (the number

following, set off by a dash or a space),

without which the document’s numbers run

in consecutive order.

p) For each sequence of used COTS numbers, print

the last three digits of the closing number-the

number of the last ticket actually used.

• This includes voided COTS.

• Do not include the check digit.

• If no COTS were used or voided, write no

number in the space.

q) For each sequence of COTS, print the total number

used/issued. This includes voided COTS.

The “Comments” lines are for any notation relating

to sales, voided tickets, lateness of the report,

overages or shortages, or any revenue-related issue.

The Ticket Agent or Ticket Receiver stamp

validates that the station, as reported, received

the sales.

• The date stamped must match the remit date

box on the “Conductor/Asst. Conductor Sales

Service Standards Manual No. 6

8-139

Report” (NRPC 193); that was filled in by the

Conductor/Assistant Conductor(s).

• This validation makes the COTS a receipt.

• It is a disciplinary offense to falsify the remit

date and information.

The receiving agent signature line is for the

Ticket Agent/Ticket Receiver who receives the

sales collections.

u) The “No Sales” block is for the station agent to

punch only if the PTT is not functioning.

The total of cash and checks collected on every

train must be totaled and printed in the “Cash

and Checks” blocks.

• The total of cash and checks collected must

be the total of all cash fare tickets plus any

overages in cash.

• The total must never be less because shortages

must be made good.

w) The “US Equivalent of Canadian” blocks are for

the US value of the Canadian currency collected.

The “Direct Bill” blocks are for Payment Due by

the passengers carried on COTS.

“TOTAL SALES” blocks are for the total of all

sales: cash, checks, “US Equivalent of Canadian”,

credit card charges, and direct bills. This is the

total sale for a particular train.

The “Amount Received by Agent” blocks are to

be punched by the Ticket Agent/Ticket Receiver

who receives the sales.

• The Conductor or Assistant Conductor must

check their copy for accuracy when the agent

returns it.

• The “Amount Received by Agent” is the actual

amount of the total sales received.

“No Sale” Entered in Paperless Time Ticket (PTT)

System

a) Train service employees who have worked trains

where no revenue has been collected on-board,

must now make a “No Sales” entry in the

Paperless Time Ticket (PTT) system for that day.

(Refer to Figure 8-73)

8-140

Train Service Accounting Procedures

Figure 8-73 - “No Sales” entry in the Paperless Time Ticket (PTT) system

b) The entry process will then validate the “No

Sales” transaction(s). (Refer to Figure 8-74)

Figure 8-74 - Validate of “No Sales” transaction(s)

c) When the PTT systems is unavailable or

malfunctioning, train service employees are

required to remit the “Conductor/Asst. Conductor

Sales Report” (NRPC 193), indicating “No Sales.”

• Once entered, “No Sales” reports cannot be

changed.

• Employees who must make changes to their

“No Sales” reports previously entered into the

PTT system must notify their supervisor.

Service Standards Manual No. 6

8-141

d) In situations where there have been “No Sales”

during the assignment, but a COTS ticket has

been voided, the Conductor or Assistant

Conductor must submit the voided COTS on a

properly completed “Conductor/Asst. Conductor

Sales Report” (NRPC 193) and remit in the

normal manner. Use of the PTT system in this

case is not permitted, even though no sales were

made on-board the train.

Conductors and Assistant Conductors working in

MARC service are prohibited from processing

“No Sales” reports through the PTT system.

All requirements in this section pertaining to

the use of the “No Sales” block on the

“Conductor/Asst. Conductor Sales Report”

(NRPC 193) still apply, during those instances

when that form must be used to record “No Sales.”

“No Sales” reports that have been processed

through the PTT system, or submitted on

“Conductor/Asst. Conductor Sales Report”

(NRPC 193), are subject to audit reviews for a

period of up to two (2) years.

Remit

Funds

At the completion of the trip, the Conductor and

Assistant Conductors must total all cash fare tickets

that they handled individually. Separate the total

of checks and cash collected from the starting

amount. If the remaining total of cash is the same as

the before train total, the Conductor or Assistant

Conductor has “balanced.”

b) The total of cash, credit cards, checks and payment

due forms must be remitted as soon as possible, to

a Ticket Office/Receiver, along with all tickets

issued and all copies of any voided COTS.

If the total of cash, credit cards and checks

collected during the trip is more that the COTS

sales, this is an Overage.

• Overages must be included in the deposit for

the train .

• Overages must be noted in the comments area

of the “Conductor/Asst. Conductor Sales

Report” (NRPC 193).

d) If the total of cash, credit cards and checks

collected during the trip is less that the COTS

8-142

Train Service Accounting Procedures

sales, this is an Shortage. Shortages must be paid

immediately when remitting.

Conductor or Assistant Conductor’s personal check

may not be remitted in lieu of Amtrak funds.

If an audit reveals that the sum of the cash fare

tickets is more than the cash and checks remitted,

the Conductor or Assistant Conductor could be

subjected to disciplinary action.

The 48-Hour Rule

• When there is no agent to remit to at that time

or there is another train that must be worked,

and there is not enough time to remit between

assignments, the remittance must be made as

soon as possible, and must not exceed 48 hours

after the end of the work assignment.

• If two days of relief commences within 24

hours of the work assignment, the limit will be

72 hours.

• If the Conductor or Assistant Conductor

cannot comply with the 48-Hour Rule they

must contact their supervisor and be absolutely

clear when they will remit.

• This must always be at the first opportunity.

h) The Five-Day Rule

•

For remittances that are made later than

72-hours (three full days) after the end of the

work assignment, specific approval must be

granted before the end of this period.

EXAMPLE:

An employee is an extra board Assistant

Conductor who works out of a no agent station,

working north or south. The southern train crew

change point is in a station without a station agent.

The northern train crew change point has a ticket

office. The clear understanding is that they will

remit all outstanding Sales Reports each time they

work north.

•

Employees must call their supervisor for

instruction if they have non-remitted sales.

•

When out-of-service, the same rule applies.

•

Each Conductor and Assistant Conductor is

responsible for contacting their supervisor to

discuss the remittance delay before the end of

the 72-hour period.

Service Standards Manual No. 6

8-143

Vacations

•

If it is possible to remit before leaving railroad

property after the last trip before vacation,

there will be no special exception given.

•

The 48-Hour Rule still applies.

•

If it is not possible to remit before leaving

railroad property after the last trip, remittance

will be considered late if not in before the 48

hour, 72 hour or 5-day rule, unless authorized

by the Conductor’s or Assistant Conductor’s

supervisor.

•

If the time limits under the exceptions have

passed, but specific approval was granted, this

must be noted on the Sales Report in the

comments area with the name of the supervisor.

•

If the remit time has passed, but there has

been discussion about this lateness between

the Conductor or Assistant Conductor and

their supervisor, this must be noted on the

Sales Report with the name of the supervisor.

•

If the remittance is late and the Conductor or

Assistant Conductor feels there is a valid reason

for the delay, but has not discussed it with their

supervisor, this must be noted on the sales report.

It is unacceptable to delay a remittance for the

purposes of utilizing that remittance's cash and

coin to make change on a subsequent trip.

k) When signing the “Conductor/Asst. Conductor

Sales Report” (NRPC 193), the Conductor or

Assistant Conductor is attesting that the remit-

tance is the true amount of all sales.

Out-Dated COTS

a) COTS is not valid for sale after one year (1) has

elapsed from the book’s issuance date.

• The issuance date can be found on the outside

front cover of the book, above the grid area, in

a box titled “Agent’s Stamp Here.”

• All tickets within the expired book must be

voided and submitted on a “Conductor/Asst.

Conductor Sales Report” (NRPC 193) to a

Ticket Agent or Ticket Receiver on the one-year

(1) anniversary from the issuance date, or the

first opportunity thereafter.

• The ticket agent will return the pink copy as the

Conductor or Assistant Conductor’s receipt.

8-144

Train Service Accounting Procedures

• The agent will retain the blue copy as a station

record and will send the voided book to Ticket

Stock Control in Washington DC along with

the Sales Report copy and the Station

Accounting copy of the “Conductor/Asst.

Conductor Sales Report” (NRPC 193).

b) The “Conductor/Asst. Conductor Sales Report”

(NRPC 193), and associated COTS Auditor’s

Coupons, will be taken into possession by the

Station Remittance Clerk accepting the remittance,

under all circumstances. The station will be

responsible for forwarding these documents to the

Amtrak Finance Department processing office in

El Paso, as part of the Station Sales Report.

Conductors or Assistant Conductors leaving

passenger service

• If a Conductor or Assistant Conductor leaves

passenger service and does not expect to

return to ticket collecting within six months,

all chargeable COTS must be voided and

remitted and the ticket punch must be

returned to their supervisor.

• The chargeable COTS must have written on

the cover:

• your name

• social security number or employee

identification number

• date

• reason for turning the COTS

• A separate “Conductor/Asst. Conductor Sales

Report” (NRPC 193) will be used to document

this return.

“Conductor/Asst. Conductor Sales Report”

(NRPC 193) Distribution

a) When remitting, the Ticket Agent or Ticket

Receiver will distribute the four coupons of the

“Conductor/Asst. Conductor Sales Report”

(NRPC 193) as follows:

• The first (Sales Report Copy) and second

(Station Accounting Copy) coupons will be

retained by the Ticket Agent or Ticket Receiver.

• In some locations, the third copy (Station Agent

Copy) will be returned to the Conductor or

Assistant Conductor to immediately put in the

drop box outside the cashier’s window.

Service Standards Manual No. 6

8-145

Introduction

It is critical for On-Board Services employees to be

proficient in the company’s accounting procedures. The

following policies apply to On-Board Services crews who

handle Amtrak corporate funds, stock and inventory.

It is the responsibility of all employees to ensure that

all requirements outlined in this document be completed

in a clear and legible manner. Illegible or incomplete

information limits the corporation’s ability to properly

document transactions, and can lead to financial loss.

Any loss incurred by the corporation due to illegible or

incomplete transactions or documents will be debited to

the responsible employee.

A. Working Fund (Applicable to the LSA)

This section details the procedures used when a

working fund is issued, returned or outstanding.

Issuing a Working Fund

a) To obtain a working fund, the LSA must make

a request to the crew base.

b) Working funds are only issued from the Ticket

Receiver’s office or ticket office.

c) The working fund for a LSA may not exceed

$300.00.

d) LSAs may have only one working fund active at

any one time.

e) The working fund is subject to audit at any time

by the Manager of On-Board Services (or

designee), Crew Base Manager or supervisor,

Internal Audit, or the Amtrak Police Department.

Working Funds Held by Employee

Prior to or during a trip, employees must do the

following.

a) Ensure the working fund is at the authorized

amount.

b) Ensure that the working fund has an appropriate

amount of small bills and change. This must include

a minimum of $5.00 in gold $1 Coins.

c) Ensure change is replenished enroute or at turn

around points.

d) Ensure the working fund is kept secure at all times.

At turn around points and at home crew bases,

where available, the LSA may have the

Service Standards Manual No. 6

8-149

Station/Ticket Receiver hold their working fund

using the “Bank Bag Claim Check” (NRPC 951).

(Refer to Figure 8-75)

Report stolen working fund to the Amtrak Police

and crew base management immediately.

Employees should obtain a copy of the police

report for his/her records.

If it is determined at the conclusion of the

investigation that the LSA is liable, the employee

will be held responsible for any missing funds.

When a LSA is absent from duty for any reason

other than approved vacation or personal holiday,

he/she is responsible for remitting his/her working

fund to the station Ticket Agent or Ticket

Receiver where the fund was issued to the

employee (applicable at crew base locations

where employees retain the working funds).

h) If a LSA is terminated and fails to return his/her

working fund, the Crew Base Manager must have

the Payroll Department deduct the amount of the

working fund from the LSA’s paycheck (not valid

in states where prohibited). A “Personnel Action

Request” (NRPC 2000) is required. If the LSA

has no wages due them, the manager must advise

the employee via certified mail, that the funds are

due and instruct the employee to return the funds

immediately. If the employee fails to return the

fund, the Crew Base Manager will request that

the corporation take the employee to a formal

collection process. This is done through the Senior

Officer Revenue Remittance, and the collection

activity may be reported to the credit bureau.

Figure 8-75 - “Bank Bag Claim Check” (NRPC 951)

8-150

On-Board Service Accounting Procedures

Returning a Working Fund

a) The employee is responsible for remitting his/her

working fund to the Station Ticket Agent/Ticket

Receiver where the working fund was issued to

the employee.

b) Local procedure may require an employee to

remit his/her working fund after each trip.

c) Any shortage or loss of funds is the responsibility

of the LSA.

d) When a LSA transfers to another crew base, the

working funds issued by the crew base they are

leaving, must be returned. The new crew base will

issue a new working fund to the employee. It is

the responsibility of the new crew base to ensure

that the working fund at the former crew base

has been closed.

Receiving Paperwork (Applicable to

the LSA and Chef)

When the LSA and Chef report to the designated

location, they must obtain the correct Food and

Beverage Sales Report envelope and “Transfer Out

Form” (896).

Food and Beverage Sales Report Envelopes

There are six (6) different Food and Beverage Sales

Report envelopes for the collection of paperwork.

a) “Dining Car Report” (NRPC 131) - green color.

(Refer to Figure 8-76.)

b) “Café/Lounge, Food & Beverage Sales Reports”

(NRPC 695) - gold color. (Refer to Figure 8-77.)

“Diner/Lounge Combination, Food & Beverage

Sales Reports” (NRPC 3255) - orange color.

(Refer to Figure 8-78.)

d) “First Class/Club Car, Food & Beverage Sales

Reports” (NRPC 3275) - purple color. (Refer to

Figure 8-79.)

e) “POS Trains, Food & Beverage Sales Reports”

(NRPC 3276) - red color. (Refer to Figure 8-80.)

“Cart Service, Food & Beverage Sales Reports”

(NRPC 3256) - lime green color, (Refer to

Figure 8-81.)

Service Standards Manual No. 6

8-151

The LSA and Chef are responsible to ensure that

the correct Food and Beverage Sales Report

envelope is being used and is properly filled out

with the correct information printed clearly.

Required entries:

• The outbound train number.

• The outbound origin date.

• His or her name.

• His or her SAP number.

• City Location code of his or her home crew

base. Crew Base Three Letter Code:

- BOS - Boston

- NYP - New York

- WAS - Washington

- RGH - Raleigh

- MIA - Miami

- CHI - Chicago

- NOL - New Orleans

- LAX - Los Angeles

- FTW - Ft. Worth

- OAK - Oakland

- SEA - Seattle

h) The train number listed on the “Transfer Out

Form” (896) must match the train the employee

is working and recorded on the front of the

report envelope. If an employee assists on a train

one-way and works another train back, the only

train on the front of the report envelope will be

the train they worked as the LSA.

For long distance Dining and Lounge Cars:

• When the inventory is not turned in at the turn

around point, the paperwork must support the

entire round trip.

• When the inventory is turned in at the end of a

trip, (essentially one leg of the round trip), the

paperwork must be completely closed out and

a remittance made for that trip. New paperwork

and a new inventory will be issued for the

return trip. Local procedures will determine

where the employee will turn in their Food and

Beverage Sales Reports Envelope.

8-154

On-Board Service Accounting Procedures

Employee Stock & Paperwork Accountabilities

LSA-Diner

•

The LSA has specific responsibilities for both the

inventory and accounting of the Dining Car stock

including alcoholic beverages, miscellaneous

beverages and desserts (Sections A and C of

the “Transfer Out Form” (896)).

•

Before leaving the commissary, the LSA is

responsible for documenting all inventory

transactions (Start Issue, Back Orders, Start

Issue Credits) for all alcoholic beverages,

miscellaneous beverages, desserts and support

inventory.

•

The LSA’s copy of the “Transfer Out Form”

(896) must include a complete list of all items

issued to the Dining Car.

•

The LSA is to sign the “Transfer Out Form”

(896) for the stock only after all shortages/

overages are corrected, Start Issue Credits

handled, and Back Orders received and

checked and the Catering Vendor representative

has signed.

•

Once the “Transfer Out Form” (896) has been

signed by the Catering Vendor representative

and the LSA, the responsibility for the stock has

transferred from Catering Vendor to the LSA.

•

The LSA is responsible for the accounting of

entrée sales as documented on Meal Checks

(Refer to section G. “Universal Meal Checks”).

At the end of the trip, the LSA is to complete

the UNIT SOLD column for "B" items

ENTREES of the “Transfer Out Form” (896).

This total must be abstracted directly from the

meal checks using the required abstract sheet.

(Refer to Figure 8-87)

•

The LSA is responsible for maintaining a

“Chef/LSA Enroute Condemnation Report”

(NRPC 3143). (Refer to section F.

“Condemnation”)

•

The LSA is responsible for ensuring that

he/she has a blank “Transfer Out Form” (896).

Service Standards Manual No. 6

8-155

• The Chef and LSA are jointly responsible for

all support items.

b) Chef

•

The Chef has specific responsibilities for both

the inventory and accounting of all of the

center-of-the-plate items (Section B of the

“Transfer Out Form” (896)).

•

Before leaving the commissary, the Chef is

responsible for documenting all inventory

transactions (Start Issue, Backorders, Start

Issue Credits) for all center-of-the-plate items.

•

The Chef’s copy of the “Transfer Out Form”

(896) is a duplicate of the LSA’s. Each, however,

is responsible for different sections of the

“Transfer Out Form” (896). At the beginning

of the trip, the Chef is responsible for Section

"B" entries on his/her copy of the “Transfer

Out Form” (896) for Start Issue, Backorder

and Start Issue Credit.

•

The Chef’s copy of the “Transfer Out Form”

(896) must include a list of all center-of-the-

plate items in Section “B”.

•

The Chef and LSA are jointly responsible for

all support items.

•

After all of the stock has been inventoried, all

shortages/overages corrected, Start Issue

Credits handled, and Back Orders received

and checked, the “Transfer Out Form” (896)

must be signed by the Catering Vendor

representative and the Chef.

•

Once the “Transfer Out Form” (896) has been

signed by the Catering Vendor representative

and the Chef, the responsibility for the stock has

transferred from Catering Vendor to the Chef.

•

The Chef is responsible for maintaining a

“Chef/LSA Enroute Condemnation Report”

(NRPC 3143) (Refer to section F.

“Condemnation”)

LSA-Café/Lounge/Combination Cars

• The LSA has responsibilities for all the inventory

and accounting of the Café/Lounge/

Combination Car stock.

• Before leaving the commissary, the LSA is

responsible for documenting all inventory

transactions (Start Issue, Back Orders, Start

Issue Credits) for all items.

8-156

On-Board Service Accounting Procedures

• After all of the stock has been inventoried, all

shortages/overages corrected, Start Issue

Credits handled, and Back Orders received

and checked, the “Transfer Out Form” (896)

must be signed by the Catering Vendor

representative and the LSA.

• Once the “Transfer Out Form” (896) has been

signed by the Catering Vendor representative

and the LSA, the responsibility for the stock has

transferred from Catering Vendor to the LSA.

• The LSA’s copy of the “Transfer Out Form”

(896) will include a complete list of all items

issued to the Café/Lounge/Combination car.

• The LSA is responsible for maintaining a

“Chef/LSA Enroute Condemnation Report”

(NRPC 3143). (Refer to section F.

“Condemnation”)

d) LSA-Cart

• Cart Service LSA’s are to comply with all of

the procedures and policies outlined in this

chapter for Café/Lounge/Combination Cars.

• The LSA is responsible to ensure that the correct

Food and Beverage Sales Report envelope

“Cart Service” (NRPC 3256) is being used and

is properly filled out with the correct information

printed clearly. (Refer to Figure 8-81.)

• Cart Service LSA’s are to comply with local

requirements regarding Working Funds,

Remittance and Beginning and End of trip

duties and responsibilities.

Receiving Food and Beverage Inventory

There are six components to the process of receiving

food and beverage inventory at the train’s point of

origin. The six components consist of the “Transfer

Out Form” (896), the physical inventory, Discrepancy

Report, Start Issue Credits, Backorders, and the

transport of stock to train side.

“Transfer Out Form” (896) (Beginning of Trip)

The “Transfer Out Form” (896) is the official inventory

document of record listing all of the items, by type

and quantity, that are being issued to a particular

Food Service Car.

Service Standards Manual No. 6

8-157

The LSA and Chef are to each receive a

“Transfer Out Form” (896) from the Catering

Vendor.

b) The “Transfer Out Form” (896) must be on the

correct multi-part paper and not a copy or laser

print-out.

The Start Issue column of the “Transfer Out

Form” (896) is always completed by the Catering

Vendor. The LSA and Chef are not to make any

changes in the Start Issue column. Any discrepancies

or changes are to be handled through one of the

following procedures:

• Inventory Discrepancies (Overages/Shortages)

(Refer to section C3.)

• Start Issue Credit (Refer to section C4.)

d) The “Transfer Out Form” (896) must stay with

the employee and the accompanying inventory

for the duration of the trip.

The LSA and Chef are responsible for maintaining

their own individual “Transfer Out Form” (896)

throughout the trip.

The LSA and Chef are required to submit the

completed “Transfer Out Form” (896) to the

crew base or location designated by crew base at

the end of the trip.

The “Transfer Out Form” (896) is subject to

audit by Amtrak Management and/or others

designated to perform an audit at any time.

h) A second blank “Transfer Out Form” (896) is to

be issued to the LSA and Chef.

• Both the LSA and Chef must have a blank

“Transfer Out Form” (896) with them at all times.

• If the LSA and Chef do not have a current

blank “Transfer Out Form” (896) they must

request one from the Catering Vendor or

crew base.

• The blank “Transfer Out Form” (896) is to be

used in the event of a disruption in service that

results in a change of equipment or where local

instructions require an employee to transfer

stock to another employee.

8-158

On-Board Service Accounting Procedures

Physical Inventory

The physical inventory consists of all the items being

issued to the train.

All crewmembers assigned to a car are to participate

in the inventory process at the Catering Vendor’s

location as directed by the LSA or Chef. In some

cases, report times and/or locations may restrict

the ability of all employees to participate

throughout the process. However, that does not

exempt an employee from participating.

b) All items must be verified to ensure that the

quantity received matches the numbers shown in

the Start Issue column of the “Transfer Out

Form” (896).

All products must be inspected to ensure that

they meet all applicable Food and Drug

Administration (FDA) and Amtrak Food &

Beverage and Public Health standards. (Refer to

Chapter 3 FDA “Rules and Inspections”)

Attention must be given to:

• Temperature

• Appearance

• Expiration date (appropriate for the length of

the trip)

• Product condition

• Proper labeling

d) Do not accept products that do not comply with

Amtrak specifications.

e) All signature lines must be properly signed by the

Catering Vendor and the LSA or Chef (when

applicable) to validate and agree on the quantity

of the beginning inventory documented on the

“Transfer Out Form” (896).

Inventory Discrepancies (Overages/ Shortages)

(Applicable to LSA and Chef)

a) It is the responsibility of the LSA and Chef

to make certain that every item listed in the

“Transfer Out Form” (896) is the correct quantity

and condition required.

b) If the actual count does not match the Start Issue

column of the “Transfer Out Form” (896),

complete the "Discrepancy Report LSA/Chef”

or short sheet that is available in all Catering

Vendor locations. The "Discrepancy Report

LSA/Chef” or short sheet are Catering Vendor

forms that do not have NRPC numbers.

Service Standards Manual No. 6

8-159

c) The Catering Vendor must provide missing items

or a Start Issue Credit must be initiated.

Start Issue Credit

Start Issue Credits are only generated at the

Catering Vendor’s facility.

A Start Issue Credit occurs when a requested

item is not available or only partially available at

a Catering Vendor’s facility.

Example:

Ten of an item are shown on the “Transfer Out

Form” (896), however, the Catering Vendor is able to

provide only 8. The LSA must receive a Start Issue

Credit for the 2 items not issued. The credit amount

is written by the Catering Vendor employee using a

green ink pen to correct the Start Issue column of the

“Transfer Out Form” (896).

b) Credit for missing items will not be allowed

unless the items are "legibly" written in the

Authorization of Start Issue Credit section of the

“Transfer Out Form” (896). Pertinent information

must be documented by the Catering Vendor

Supervisor with their signature in the appropriate

box.

A Start Issue Credit is never to be issued once

the LSA or Chef has left the Catering Vendor’s

Facility.

Backorders (Applicable to LSAs, Chefs or TAs)

a) Backorders are ONLY used to obtain additional

stock.

b) Backorders are NOT to be used when there are

inventory discrepancies.

c) Backorders are to be generated ONLY when

additional supplies are needed due to an increase

in ridership levels, additional group requirements

or similar situations.

d) Backorders should be approved by a manager

whenever possible.

e) The only items which can be Backordered are

those shown on the “Transfer Out Form” (896).

f) Backordered items must be on the current menu

or menu cycle.

g) A “Change In On Train Inventory” (NRPC 125)

(commonly called a Backorder form) must be

used to request backordered items.

8-160

On-Board Service Accounting Procedures

h) The “Change In On Train Inventory” (NRPC 125)

is supplied by Catering Vendor or Crew Base.

i) All Backorders, which have been approved, must

be placed at the time the stock is being inventoried.

j) Upon receipt of the stock, which has been

backordered, all items must be inventoried and

added to the “Transfer Out Form” (896) in the

Backorder column.

k) The “Change In On Train Inventory” (NRPC 125)

must be signed by both a Catering Vendor

representative and the LSA or Chef.

l) The Catering Vendor must provide a copy of the

“Change In On Train Inventory” (NRPC 125) to

the LSA and Chef.

m) The signed “Change In On Train Inventory”

(NRPC 125) must be submitted in the correct

report envelope with the other paperwork at the

end of the trip.

Transport of Stock

The LSA or Chef is required to remain with the

Catering Vendor representative in the commissary

and observe the loading of all stock onto the

transport. To the extent possible, he/she is also to

accompany the stock to the train. (Exceptions to this

requirement are at the discretion of management.)

b) The LSA or Chef is to observe the Catering

Vendor unloading of the stock at train side (as

operating requirements permit).

Employees, as designated by the LSA or Chef,

must monitor the loading of the train to ensure

that the Catering Vendor loads refrigerated items

first, frozen items second and dry goods last.

(Remember once the truck is open, temperatures

rise rapidly.)

d) The employees who are monitoring the loading

of the train must perform spot temperature

checks using the designated testing procedures.

All Food Service employees must verify that all

stock has been delivered to the train. If items are

missing, check the vehicle, in which the stock was

transported. If possible, have the Catering Vendor

driver and/or an Amtrak manager sign off on

missing items. If an Amtrak manager is not

available, report shortage to Amtrak management

as soon as possible. Record as an “OB Change”

on the “Transfer Out Form” (896).

Service Standards Manual No. 6

8-161

f) Only stock items that have been issued by the

Catering Vendor or items acquired through a

cash purchase are permitted in Dining or Lounge

Cars. (Refer to section D3 "Cash Purchase".)

D. Obtaining Additional Stock En Route

En Route Issue (Applicable to LSAs, Chefs or TAs)

An en route issue is any item obtained after the train

has left the initial terminal.

Only items shown on the “Transfer Out Form”

(896) are eligible for an en route issue (Excludes

emergency food item purchases due to the late

operation of a train.) (Refer to section D3 “Cash

Purchases”.)

b) The items ordered must be items on the current

menu or menu cycle.

The request for additional stock must be placed

by using a “Change In On Train Inventory”

(NRPC 125).

d) Upon receipt of the en route issued stock, all

items must be inventoried and added to the

“Transfer Out Form” (896) in the Backorder

column. Items supplied because of a backorder

are not to be added to the Start Issue column.

Both the Catering Vendor representative and the

LSA or Chef must sign the “Change In On Train

Inventory” (NRPC 125).

The Catering Vendor must provide a copy of the

signed “Change In On Train Inventory” (NRPC

125) to the LSA and Chef.

The signed “Change In On Train Inventory”

(NRPC 125) must be submitted in the report

envelope with the other paperwork at the end of

the trip.

h) Employees who transfer stock to another

employee en route is responsible for picking up

the original “Transfer Out Form” (896) along

with a blank “Transfer Out Form” (896) from

their original terminal. The originating employee

is to complete and sign his or her on hand end-of-

trip (OHEOT) portion of the “Transfer Out

Form” (896) and transfer OHEOT numbers to

the Start Issue column of the blank “Transfer Out

Form” (896) and present it along with a copy of

their original “Transfer Out Form” (896) to the

relieving employee.

8-162

On-Board Service Accounting Procedures

NEC En Route Ordering Process

When an en route order is needed, the LSA will

contact the Catering Vendor in Boston, New York

or Washington using the Conductor’s Amtrak

issued cell phone. Amtrak issued Conductor’s cell

phones are programmed with the NEC - Catering

Vendor telephone numbers.

• Boston: (617) 345-7853, back-up (617) 204-6833

• New York: (212) 630-7256, back-up (212) 630-7255

• Washington: (202) 906-3099, back-up (202) 906-3089

b) For best results, orders should be called to the

Catering Vendor before the arrival at the following

destinations.

• Northbound Destinations:

For New York - call prior to Trenton.

For Boston - call prior to Providence.

• Southbound Destinations:

For New York - call prior to Stamford.

For Washington - call prior to BWI.

If orders are called after the arrival destination

locations, every effort will be made to get the

items to the train, however, it is not guaranteed.

d) When the en route order is placed, the Catering

Vendor representative will give the LSA a control

number (i.e. 2158/232-01-NYP). Record this

number on the Revenue page of the “Transfer

Out Form” (896) on the line “Form 125

Requisition Number” for proper accounting and

in case of delivery problems. Each subsequent

order placed by the same train will have

a new order number increasing by one

(i.e. 2158/232-02-NYP, 2158/232-03-NYP, etc.).

Cash Purchase (Applicable to LSAs)

a) All cash purchases that occur en route must have

a receipt from the vendor where the items were

purchased. If the vendors name is not clearly

legible, the LSA must write the name of the

vendor on the front side of the receipt.

b) All items must be added to the “Transfer Out

Form” (896) in the OB CHG column. Make sure

to use the plus sign “+” to indicate that this is

additional stock. It may be necessary to add a

description of the item on the back page of the

“Transfer Out Form” (896).

Service Standards Manual No. 6

8-163

c) The reason that the cash purchase was necessary

must be explained on last page of the “Transfer

Out Form” (896). Be specific about the date and

time.

d) All receipts must be submitted with the “Transfer

Out Form” (896)

e) Items purchased that do not support the current

menu or were purchased for reasons other than

emergency service will not be considered for credit.

Stock Transfers Between Food Service Cars

A “Change In On Train Inventory” (NRPC 125)

form must be used when transferring stock

between the same type of Food Service Cars. (An

example would be the transfer of stock between

the Café/Lounge Car of Train 3 to the

Café/Lounge Car of Train 4.

b) All items must be listed on the “Change In On

Train Inventory” (NRPC 125) and a copy kept

with each Food Service Car.

Transferred stock items must be entered on the

“Transfer Out Form” (896) On-Board Change

column and not the Start Issue column.

d) The employee transferring stock must record the

transfer in the “OB Change” column of the

“Transfer Out Form” (896).

Both employees must sign the “Change In On

Train Inventory” (NRPC 125) to verify issuance

and receipt of stock.

The “Change In On Train Inventory” (NRPC

125) must be submitted in the report envelope

with the other paperwork at the end of the trip.

Complimentary Service (Applicable

to LSAs)

All complimentary service must be documented.

Documentation of complimentary service generally

requires the passenger’s signature and an explanation

for the complimentary service provided. When

inventory is dispensed as complimentary for service

recovery or as an included amenity that is offered

with a specific level of service, the complimentary

items must be recorded properly for the LSA to

receive appropriate credit.

8-164

On-Board Service Accounting Procedures

There are three different NRPC forms used to

capture the reason and quantity of inventory used

for complimentary services.

•

“Complimentary Service Accounting” (NRPC

3157) always requires the signature of the

passenger to whom the service was provided.

•

“Non-Meal Check First Class Revenue Item

Accounting” (NRPC 3269) is used in two

circumstances. The first use would be to capture

the quantity of “bulk” items used in complimentary

service (for example; wine tasting). “Bulk” items

are non-meal check first class revenue items. The

passenger’s signature is not required. The second

use would be to capture the revenue items and

quantities distributed as complimentary service

(approved by management) to First Class passengers

in situations due to a late train or service disruption.

•

“Business Class Service Accounting” (NRPC

3236) must be completed but does not require

the signature of the Business Class passenger to

whom the service was provided.

“Complimentary Service Accounting”

(NRPC 3157) (Refer to Figure 8-82)

Use the “Complimentary Service Accounting”

(NRPC 3157) form to capture the following :

• Whenever a passenger pays by cash or credit

card and does not receive a receipt, their

purchase becomes complimentary. The

Lead Service Attendant must complete a

“Complimentary Service Accounting” (NRPC

3157) form when passengers notify the LSA

that they did not receive a receipt when making

a purchase. If the purchase included an entire

meal(s), all of the meal(s) including alcohol,

appetizers, additional beverages, etc. will

become complimentary.

•

Meal Service provided to On-Board Guides

(National Park Service - Trails & Rails

Program, California State Railroad Museum,

Train Host Association, Native American

Guides). A Coach meal check is also required.

The guide/host is to sign both the

“Complimentary Service Accounting” (NRPC

3157) and the meal check.

•

Meal Service provided to a ticketed Sleeping

Car passenger who has been downgraded to

Coach, once on-board the train, due to the

Service Standards Manual No. 6

8-165

accommodation becoming uninhabitable

because of malfunctioning equipment or a

duplicate sale. A Coach meal check is also

required with the passengers signature. (In

this case, the Conductor will notify the LSA.)

• Any complimentary service provided to a pas-

senger. The passenger’s signature is required as

well as an explanation for the service provided.

• If revenue bulk items are issued to Coach

passengers as part of a service disruption. (No

signatures are required.)

Figure 8-82 - Example of “Complimentary Service Accounting” (NRPC 3157)

b) The following must be completed on the

“Complimentary Service Accounting” (NRPC

3157) form:

• Page __ of __

• LSA - Clearly print name

• Car Number

• Train Departure Number

• Departure Date

• Column A - Passenger Signature

• Column B - Incident Date

• Column C - Item

• Column D - Quantity

• Column E - Price Each Item

• Column F - Reason for Complimentary Service

• Column G - Total Comp Dollars

c) At the bottom of column G, include:

• Page Total

• Total From Pervious Page (if any)

8-166

On-Board Service Accounting Procedures

• The “Grand Total” amount must also be

included in the Comp Service portion on the

“Transfer Out Form” (896) Revenue page.

d) If either the signature or explanation is missing, the

LSA will be subject to discipline or administrative

action.

e) The “Complimentary Service Accounting” (NRPC

3157) form must be submitted in the appropriate

envelope depending on the type of service.

•

“Dining Car Report” (NRPC131)

•

“Café/Lounge Food & Beverage Sales Reports”

(NRPC 695)

•

“First Class/Club Car Food & Beverage Sales

Reports” (NRPC 3275)

•

“POS Trains Food & Beverage Sales Reports”

(NRPC 3276)

•

“Cart Service” (NRPC 3256)

•

“Diner/Lounge Combination” (NRPC 3255)

“Non-Meal Check First Class Revenue Item

Accounting” (NRPC 3269) (Refer to Figure 8-83)

Revenue items distributed in “bulk” or individual

revenue items distributed free to First Class

passengers as a result of a service disruption or

late train (must be authorized by management),

must be recorded on the appropriate item line of

the “Transfer Out Form” (896). An example of a

“bulk” item: if three (3) bottles of wine are used

(item #1234) in a wine tasting event, these three

(3) bottles are considered sold and the appropriate

dollar amount must be recorded on the “Transfer

Out Form” (896). An example of an individual

revenue item might be sandwiches provided to

First Class passengers in the event of a service

disruption or late train.

b) The following must be completed on the

“Non-Meal Check First Class Revenue Item

Accounting” (NRPC 3269) form:

• Train Number

• Date

• Car Type

• LSA Signature

• Column A - Revenue Item Number

• Column B - Description

• Column C - Quantity

• Column D - Price Each Item

• Column E - Total Dollars (quantity x price)

If revenue items are distributed free to First Class

Service Standards Manual No. 6

8-167

passengers due to a service disruption or late

train, write Service Disruption or Late Train at the

top of the form and print the name of the manager

who approved/authorized the complimentary

service. If both “bulk” revenue items and service

disruption/late train revenue items apply, use

separate forms.

At the bottom of column E, include:

• The entire total of column E in the “Total” box.

• The “Total” amount must be listed as a First

Class amount on the “Transfer Out Form”

(896) Revenue page, separate from any First

Class meal check amount. If a service disruption

or late train has occurred, include as

Complimentary Service or Late Train Meals on

the Revenue Page.

d) For cash register equipped cars, enter the total

dollar amount from the bottom of column E of

the “Non-Meal Check First Class Revenue Item

Accounting” (NRPC 3269) into the register as 1st

Class sale. If the revenue items were distributed

because of a service disruption or late train, enter

into the register as Comp sale.

If any items in question do not appear on the

“Misc” key with the appropriate dollar value.

The “Non-Meal Check First Class Revenue Item

Accounting” (NRPC 3269) form must be submitted

in the appropriate envelope depending on the

type of service.

•

“Dining Car Report” (NRPC131)

•

“Café/Lounge Food & Beverage Sales Reports”

(NRPC 695)

•

“Diner/Lounge Combination” (NRPC 3255)

8-168

On-Board Service Accounting Procedures

Figure 8-83 - Example of “Non-Meal Check First Class Revenue Item

Accounting” (NRPC 3269)

Business Class Service Accounting (NRPC 3236)

a) Northeast Corridor Business Class Service

(excluding Acela Express)

Includes the Northeast Corridor, Northeast

Regional, Empire service and long-distance trains

with Business Class such as the Pennsylvanian,

Palmetto, Carolinian, Ethan Allen Express,

Vermonter, Adirondack and Maple Leaf.

• Upon Passengers displaying Ticket Receipt, serve

the Business Class Passenger non-revenue

beverages of choice soda, water, iced tea or a hot

beverage in a non-revenue cup.

• More than one beverage is permitted.

b) Midwest Business Class Service

Including Wolverine Service, Chicago - St. Louis

services, Chicago - Quincy service and Chicago -

Carbondale service.

Each complimentary item provided to the passenger

Service Standards Manual No. 6

8-169

displaying a Business Class Ticket Receipt must

be listed on the “Business Class Service Accounting”

(NRPC 3236) form (Refer to Figure 8-84). The

passenger signature is required.

• All required sections of the “Business Class

Service Accounting” (NRPC 3236) form must

be completed or there will be a debit charge to

the LSA.

• The “Grand Total” amount must also be included

in the Comp Service section of the “Transfer

Out Form” (896) Revenue page.

• Complimentary items are processed through the

cash register using the “comp” key. If the register

receipt is missing, the LSA will not receive credit

for the items, which will result in a debit.

• The register receipt must be attached to the

“Business Class Service Accounting” (NRPC

3236) and placed in the proper envelope

(“Café/Lounge Food & Beverage Sales

Reports” (NRPC 695), “First Class/Club Car

Food & Beverage Sales Reports” (NRPC 3275)

or “POS Trains Food & Beverage Sales

Reports” (NRPC 3276)).

Figure 8-84 - Example of “Business Class Service Accounting” (NRPC 3236)

4. Complimentary Service for Individual Passenger

a) Dining Car

• The LSA must clearly indicate if the entire

meal or a single item on the Coach meal check

is to be complimentary service.

• The passenger must sign the front of the meal

8-170

On-Board Service Accounting Procedures

check. A missing passenger signature will result

in a debit to the LSA.

• All required sections of the “Complimentary

Service Accounting” (NRPC 3157) form must be

completed or there will be a debit to the LSA.

• The “Grand Total” amount must also be

included in the Comp Service section of the

“Transfer Out Form” (896) Revenue page.

b) Café/Lounge Cars

• Each item provided to the passenger as

complimentary must be listed on the

“Complimentary Service Accounting” (NRPC

3157) form. The passenger signature is

required.

• All required sections of the “Complimentary

Service Accounting” (NRPC 3157) form must

be completed or there will be a debit charge to

the LSA.

• The “Grand Total” amount must also be

included in the Comp Service section of the

“Transfer Out Form” (896) Revenue page.

Cash Register

• Complimentary items are processed through

the cash register using the “comp” key. If the

receive credit for the items, which will result in

a debit.

• The register receipt must be attached to the

“Complimentary Service Accounting” (NRPC

3157) form and placed in the proper envelope

(“Café/Lounge Food & Beverage Sales

Reports” (NRPC 695), “First Class/Club Car

Food & Beverage Sales Reports” (NRPC 3275)

or “POS Trains Food & Beverage Sales

Reports” (NRPC 3276).

Service Recovery Kits (Snack Packs)

(Refer to Chapter 9 “Service Recovery” for additional

information.)

a) The Snack Packs are shown in the Start Issue

Column of the “Transfer Out Form” (896).

b) If the Snack Packs are used, enter the number

used in the Total Sold Column of the “Transfer

Out Form” (896).

c) Unused Snack Packs are to be recorded in the

On Hand End of Trip column of the “Transfer

Out Form” (896) and returned to the Catering

Vendor.

Service Standards Manual No. 6

8-171

d) It is not necessary to complete the “Complimentary

Service Accounting” (NRPC 3157) form or to get

any passenger signatures.

Emergency Meal Package (Generally Canned

Product)

a) The Emergency Meal Package is shown in the Start

Issue Column of the “Transfer Out Form” (896).

b) It is necessary to complete the “Complimentary

Service Accounting” (NRPC 3157) form. No

passenger signatures are required.

c) In the Notes section of the “Transfer Out Form”

(896) indicate the number of passengers served

by type (i.e. Sleeping Car, Coach Car and

employee). Meal checks are not necessary.

Train Delay Vouchers - Capitol Corridor ONLY

a) Capitol Corridor vouchers are full-color on front

and have a value of $3.00 when used to purchase

food or non-alcoholic beverages in the Food

Service Car. No minimum purchase required. No

change given. (Refer to Figure 8-85)

b) Vouchers are available at the Oakland Crew Base.

c) Vouchers are an accountable item.

d) The name of the authorizing manager must be

entered on the back of the first voucher used.

e) The transaction must be recorded in the POS and

the passenger’s name, signature and PNR number

recorded (ticket or pass number may be substituted)

on the voucher.

f) The voucher is valid immediately upon disbursement

and must be used by the passenger within sixty

days of the date of issuance.

g) Vouchers must be submitted in the “POS Trains

Food & Beverage Sales Reports” (NRPC 3276).

(Refer to Chapter 9 “Service Recovery” for

additional information.)

Figure 8-85 - Front and Back View

8-172

On-Board Service Accounting Procedures

Coupons

When the passenger redeems a coupon, the LSA

is to provide only the revenue item(s) described

on the coupon. No substitutions are permitted.

b) The passenger redeeming the coupon must sign the

front of the coupon, verifying that the revenue item

was received as a complimentary item.

In addition to the passenger signature and listed

redeemed items, the following information must

be printed on the front of the coupon to ensure

the LSA receives proper credit.

• Value of the Redeemed Item

• Date of Transaction

• LSA Printed Name

d) If the coupons have a specific dollar value, the

passenger must pay for items purchased in excess

of that value.

If the item purchased is less than the coupon

value, no change will be given.

The amount of the credit (value of the items

given the passenger) should be entered in the

"Comp Service" section of the Revenue page of

the “Transfer Out Form” (896).

Coupons must be submitted in the appropriate

envelope depending on the type of service.

•

“Dining Car Report” (NRPC131)

•

“Café/Lounge Food & Beverage Sales Reports”

(NRPC 695)

•

“First Class/Club Car Food & Beverage Sales

Reports” (NRPC 3275)

•

“POS Trains Food & Beverage Sales Reports”

(NRPC 3276)

•

“Diner/Lounge Combination” (NRPC 3255)

Red Star Program

The Red Star program is used on the Amtrak

Cascades, Capitol Corridor and San Joaquin trains.

a) If the passenger receives a POS machine receipt

with a red star, the passenger’s purchase becomes

complimentary. The passenger receives a refund

for the purchase.

b) The refund for the purchase is to be returned to

the passenger in the same form of payment used

for the purchase.

Service Standards Manual No. 6

8-173

EXAMPLE:

If the passenger paid by credit card, the refund

would be applied to their credit card. If the

purchase was wholly or partially made using a

coupon, the coupon is to be returned to the

passenger, for use on a later date, with the balance

of cash or credit used with the coupon being

refunded to the passenger.)

c) The passenger receiving the receipt must sign

the front of the receipt, indicating the revenue

item was received as a complimentary item.

d) In addition to the passenger signature, the

LSA must print their name.

e) Red Star Receipts must be submitted in the

“POS Trains Food & Beverage Sales Reports”

(NRPC 3276) envelope.

Condemnation (Applicable to Chef

and LSA)

Introduction

a) Items that are considered condemnation are those

items that are spoiled and/or cannot be reissued to

another train because of being partially consumed

or out of date.

b) The Chef and LSA are both responsible for the

documentation of condemned items by meal period

and completion of his/her own “Chef/LSA Enroute

Condemnation Report” (NRPC 3143). (Refer to

Figure 8-86)All signature lines must be properly

signed by the Catering Vendor employee (in

green) and the LSA or Chef (when applicable) to

validate and agree on the quantity of returned

stock (re-usable/condemned) documented on the

“Transfer Out Form” (896). The same “Chef/LSA

Enroute Condemnation Report” (NRPC 3143)

may be used for both categories of condemnation

(Partially Consumed and Bagged and Tagged).

c) The Catering Vendor will supply clear bags and

tags to be used by the Chef and LSA.

8-174

On-Board Service Accounting Procedures

Figure 8-86 - “Chef/LSA Enroute Condemnation Report”

(NRPC 3143)

“Chef/ LSA Enroute Condemnation Report”

(NRPC 3143)

The following must be completed on the “Chef/LSA

Enroute Condemnation Report” (NRPC 3143):

• Departure Date

• Train #

• Car Type (i.e., Diner, Diner Lite, Café, Lounge, etc.)

• Car Number

• Check either “Chef” or “LSA”

• Chef or LSA Name - Clearly print name

• Meal Period (D1, B2, L2, etc.)

• B - Breakfast

• L - Lunch

• D - Dinner

•

1 - First day of trip

•

2 - Second day of trip

Service Standards Manual No. 6

8-175

• EATEC Item Code # - This number can be

found in the first column of the “Transfer Out

Form” (896).

• Item Condemned - Name of the item.

• Quantity of On-Board Items Condemned - The

number of condemned items for that meal period.

Unit of measure is by serving/portion.

• Quantity of Condemned Items Bagged and Tagged

• Reason for Condemnation - Cooked, package

opened, out-of date or if returned by a passenger,

indicate the reason the passenger returned the item.

• Chef or LSA Signature

• Distribution:

• Original - Trip Report Envelope - Place in the

appropriate Food and Beverages Sales Reports

envelope.

• Yellow (or photocopy of original) - Employee

On-Board Items Condemned - Partially

Consumed Items

Passenger has returned an item.

En Route

• Fill in the appropriate columns of the

“Chef/LSA Enroute Condemnation Report”

(NRPC 3143).

• Discard each of the items, as they are condemned.

• Items which are partially consumed are NOT

to be bagged and tagged, or documented in the

“Quantity of Condemned Items Bagged and

Tagged” column on the “Chef/LSA Enroute

Condemnation Report” (NRPC 3143)”.

b) End of Trip

• The total from the LSA’s “Chef/LSA Enroute

Condemnation Report” (NRPC 3143) is to be

entered into the “OBS CNDM” column (the

last column) on the “Transfer Out Form” (896).

• The “On-Hand End of Trip” column on the

“Transfer Out Form” (896) must be completed

for all items and should not include those items

that were partially condemned (returned by

passengers).

• If the Chef has any items which cannot be

bagged and tagged (i.e., eggs), the Chef needs

to indicate these items on their “Chef/LSA

Enroute Condemnation Report” (NRPC 3143)

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On-Board Service Accounting Procedures

in the “Quantity of On-Board Items

Condemned” section. When this occurs, entries

from both the Chef’s and LSA’s “Chef/LSA

Enroute Condemnation Report” (NRPC 3143)

must be combined as one entry on the LSA’s

copy of the “Transfer Out Form” (896).

• The Chef and LSA must include the signed

“Chef/LSA Enroute Condemnation Report”

(NRPC 3143) in their appropriate Food and

Beverages Sales Reports envelope.

Items Condemned - Bagged and Tagged

En Route

•

Each item identified as condemned must be

separately bagged and tagged. (This excludes

those items identified in Section 3. “Partially

Consumed Items”).

•

Store bagged and tagged items in the refrigerator

away from any other food items.

•

Complete the “Quantity of Condemned Items

Bagged and Tagged” column on the “Chef/LSA

Enroute Condemnation Report” (NRPC 3143).

•

Items with the same EATEC Item Code should

be filled in on the same line of the “Chef/LSA

Enroute Condemnation Report” (NRPC 3143).

•

The unit of measure is by serving/portion.

Ensure that the units of measure for a specific

product is returned based on the portion or

serving (i.e. order, pkg, each, glass, slice, etc.)

and not how the product is packaged (case,

bag, pan, box, etc.).

•

The Chef’s and LSA’s items that have been

bagged and tagged do not need to be combined,

but must be included in the “On Hand End of

Trip” column of the “Transfer Out Form” (896).

b) End of Trip

• The LSA will only document in the “OBS

CNDM” column of the “Transfer Out Form” (896)

the quantity of items that were condemned

and not returned to the Catering Vendor.

• The total quantity of all items returned to the

Catering Vendor (reusable stock/condemned)

must be documented in the “On Hand End of

Trip” column on the “Transfer Out Form” (896).

• Bagged and tagged items will be included in the

Return to Stock count completed by the Catering

Service Standards Manual No. 6

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Amtrak. Service Standards Manual for Train Service and On-Board Service Employees (Version 6, 2011) - page 14