Collapse to view only § 249.20 - Preservation of records by certificated air carriers.
- § 249.20 - Preservation of records by certificated air carriers.
- § 249.21 - Preservation of records by public charter operators and overseas military personnel charter operators.
§ 249.20 - Preservation of records by certificated air carriers.
Each certificated air carrier shall retain its records according to the provisions of this section. Unless otherwise specified in the “Schedule of Records,” each retention period shall begin on the date when the records are created or otherwise come into the possession of the carrier.
Schedule of Records
[See footnote at end of table]
| Category of records | Retention period | 1. General and subsidiary ledgers or their equivalents: | (a) General ledgers; subsidiary or auxiliary ledgers | 3 years. | (b) Indexes to general and subsidiary ledgers | Do. | 2. Journals and journal vouchers: | (a) General and subsidiary journals, and journal vouchers | 3 years. | (b) Papers forming a part of, or necessary to explain, journal entries; entry numbers | Do. | 3. Voucher distribution registers or their equivalent | Do. | 4. Accounts receivables and payables: | (a) Traffic accounts receivable or payable, detailed journals and ledgers or their equivalents, together with supporting papers | Do. | (b) General accounts receivable or payable, detailed journals and ledgers or their equivalents, together with supporting papers | Do. | (c) Copies of invoices issued by the carrier which have been settled and all supporting papers | 1 year. | (d) Copies of Postal Service Forms: Weekly Summary of Airmail Dispatch (No. 2729) and POD Airmail Exemption Record (No. 2734) supporting mail pay claims which have been settled | 30 days. | 5. Subsidy records: | (a) For each calendar year, all monthly records of operations, such as tabulations and summaries of miles flown and passenger-miles flown, pertaining to or part of operational records relevant to computation of subsidy mail pay | 3 years. | (b) For each calendar year, all basic original documents, such as pilots' flight logs and passenger lists relevant to a determination of the validity of a carrier's operations described in item (a) above | Do. | 6. The papers, records, or other evidence supporting financial and statistical reports to the BTS. These should include among others the following specific records: Internal administrative or operating reports; system reports of aircraft movements by trip number, showing arrivals, departures, flight delays and related information; bonds and other long-term debt records; stock records; corporate organization records; financial data in support of subsidy claims; minutes of meetings; carrier internal reports on internal controls and other internal audits and procedural studies; operational, management, accounting, financial, and legal service contracts and agreements; records and agreements relating to the lease or purchase and sale of company assets, including title papers, deeds, and similar records; insurance records; property and equipment records; tax records; accountants' and auditors' reports; records of receipts and disbursements including bank statements, check registers and cancelled checks; payroll registers of salaries and wages paid; cost accounting records for work orders; inventories of materials and supplies; and other source documents | Do. | 7. Funds reports and estimates of funds | 1 year. | 8. Consumer complaints: | (a) Initial correspondence and record of action taken | 3 years. | (b) Initial trip reports: | (1) Traffic Data: Basic documents showing the number of passengers, and pounds of mail and property carried | ( 1). | (c) Reservations reports and records: | (1) Cards and charts constituting original source of passengers' names, telephone numbers, etc | 2 months. | (2) Telegrams and radio messages relating to the clearance of space, passenger dispatching, etc | 1 month. | (d) System report of airplane movements by trip number showing arrivals, departures, delays and related information | 3 years. | (e) Sales reports: | (1) Sales ticket or other similar reports from stations, offices and agents | 2 years. | (f) Auditors' coupons | 1 year. | (g) Air waybills | Do. | (h) Flight coupons | Do. | (i) Ticket refund claims records and reports | Do. | (j) Records and reports relating to errors, oversales, irregularities and delays in handling passengers | Do. | 9. All documents which relate to the furnishing of transportation to candidates for political office or persons acting on their behalf which are required to be maintained following § 374a.7 of the subchapter | 2 years. | 10. Correspondence and working papers relating to rate and route proceedings | 3 years. |
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1 One year-mail-property; 2 years-passengers.
§ 249.21 - Preservation of records by public charter operators and overseas military personnel charter operators.
Each operator authorized under parts 372 and 380 of this chapter shall retain the following records for 6 months after completion or cancellation of the flight or series of flights. The records shall be made available upon request of an authorized representative of the DOT.
(a) All receipts and statements of travel agents and all other documents which show deposits made by each charter participant or which show refunds to charter participants.
(b) All receipts and statements of travel agents and all other documents which show or reflect commissions received, paid to, or deducted by travel agents in connection with the flight or series of flights.
(c) All statements, invoices, bills, and receipts from suppliers for furnishing of goods or services in connection with the tour or series of tours.
(d) All customer reservations records for each flight.
(e) All contracts with individual tour participants.
(f) All bank statements and reconciliations for escrow bank accounts opened and maintained in accordance with DOT regulations.