Attachment 3 - USFK_TMC_Data_Requirement Guide_v2.pdf

Travel Management Company (TMC) Data Reporting Requirements

Author: Virginia Frost

Date: 25 FEB 2026

Version: 6.3.1.7

Department of Defense | Defense Human Resources Activity

CUI

Travel Management Company Data Requirements CUI 25 FEB 2026 v6.3.1.7

Defense Travel Management Office 1 defensetravel.dod.mil

Contents

1. TMC Daily

2. Data Quality

3. Customer Number List (DK/CA)

4. Site Identifier

5. Record Retention

6. Testing

7. Auto-Queuing Instructions

7.1. Sabre

7.1.1. Branch Access

7.1.2. Passive Segments

7.2. Worldspan

7.2.1. Bridge Access

7.2.2. Queue Placement

7.2.3. Passive Segments

8. Special Characters

9. Instructions for TMC Daily Additional Required Elements

10. Other than Economy/Coach Class Transportation (OTECCT) Validation

11. Instructions for TMC Monthly File

11.1. General File Preparation and Submission Instructions

11.2. File Processing Reports (FPR) and data corrections

11.3. TMC Monthly File Format

Appendix A – DK List Appendix B – TMC Site Listing Appendix C – Exchange Ticket Scenarios for Contractor Monthly Data File Reporting Appendix C.1 – Example of Even Exchange Reporting Appendix C.2 – Example of Exchange with Add Collect Reporting Appendix C.3 – Example of Exchange with Refund Reporting Appendix C.4 – Example of Partial Exchange Reporting Appendix C.5 – Example of Even Exchange with Penalty

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1. TMC Daily The Government shall utilize branch/bridge access and live PNR queue transfer to read and capture standard PNR data (i.e. air, car, and lodging, etc.) and the additional data elements provided by the Contractor. This process is limited to Sabre and/or Worldspan Global Distribution System (GDS).

The Contractor shall:

• Establish auto-queuing in accordance with Section 7 below − Queue DoD PNRs upon processing refunds after contract expiration

• Provide additional data elements in accordance with Section 9 below − Data required “at the time of booking” shall be entered during the booking/quality control process and prior to end transaction − Data required “prior to ticketing” may be entered prior to or at ticketing as long as the data is present in the PNR prior to ending transaction − Leave field blank if the data capture requirements aren’t applicable − Update applicable fields upon processing PNR changes

2. Data Quality All PNRs will be checked for data quality.

The Contractor shall:

• Establish an email address to receive data quality error notifications

• Submit email address to the COR via email no later than 15 calendar days prior to contract start date

• Receive email containing record locators and description of data errors for records with data errors

• Correct data errors in the Passenger Name Record (PNR)

• Queue place corrected PNR within five business days of notification

3. Customer Number List (DK/CA) The Contractor shall:

• Provide an Excel spreadsheet no later than 15 calendar days prior to contract start date containing the following:

- Listing of all DKs/CAs

- DK/CA descriptive name

- Traveler type (official, leisure, LICWO, contractor, etc.)

- Provide the COR with updates to DK/CA listing five business days prior to implementing changes

An example DK/CA list is provided in Appendix A – DK List

4. Site Identifier The Government will assign unique identifiers for each site listed in the “TMC SITE LOCATION LIST” as described in Appendix B – TMC Site Listing. The site ID listing and other site-specific information will be provided to the Contractor within 15 calendar days after award.

The Contractor shall:

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Review the site ID listing

• Provide the COR with the final Site ID listing and/or corrections as required no later than 15 calendar days prior to contract start date

• Provide the COR with updates to site ID listing five business days prior to implementing changes

• An example is provided in Appendix B – TMC Site Listing.

5. Record Retention The Contractor shall:

• Ensure that PNRs are retained in the GDS for a minimum of six months after the last date of travel in the PNR.

6. Testing The Contractor shall:

• Participate in TMC Daily testing no later than seven calendar days prior to contract start date

• Prepare and queue one test PNR for each site PCC

• Test PNRs shall include all additional data reporting elements as required in Section 9

7. Auto-Queuing Instructions The following GDS features are supported by the Government:

7.1. Sabre

Official Website: http://www.sabretravelnetwork.com Support: http://eservices.sabre.com

Feature Government Supported

Pseudo City Code (PCC) EZ7C

Processing Type Web Services

DTMO Queue Assignment The queue will be assigned during the implementation process.

Automated Itinerary Segments Supported Active/Automated Air, Hotel, Car

Passive itinerary Segments Supported Passive/Sabre Standard for Air, Hotel & Car

Scans/Hit Charges All costs for scans and hits are born by the Government

Access Type Branch

7.1.1. Branch Access

http://www.sabretravelnetwork.com/ http://eservices.sabre.com/

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The Contractor shall establish branch access between the above PCC and each of the Contractor’s PCCs to view, sweep, and queue place all DoD PNRs. Queue Placement

The Contractor shall:

• Utilize Sabre’s automated queue drop functionality to queue place all newly created, ticketed, cancelled, refunded or otherwise modified PNRs to a designated queue in the Government’s PCC

• Ensure PNR refund data is queued immediately upon processing refunds when the PNR is in queue or when initiating refunds via the Electronic Ticket Record (ETR.)

7.1.2. Passive Segments

The Contractor shall:

• Utilize Sabre standard formats for air, car, and rail

• For lodging, use the following format:

0HHTAAGK1WASIN10AUG-OUT12AUG/MCMARRIOTT/GOVT/ 89.00USD/ G/SI-[]101MAIN

STREET#ARLINGTON VIRGINIA 12345#FONE 800-555-1212/CF-12345678

7.2. Worldspan

Official Website: https://www.travelport.com/ Support: https://www.travelport.com/support

Feature Government Supported

Subscriber Identifications (SIDs) OU0

Processing Type Web Services

DTMO Queue Assignment The queue will be assigned during the implementation process.

Automated Itinerary Segments Supported Active/Automated Air, Hotel, Car

Passive itinerary Segments Supported Passive/Worldspan Standard for Air, Hotel & Car

Scans/Hit Charges All costs for scans and hits are born by the Government. No SID emulation is performed by DTMO to read PNR information.

Access Type Bridge

7.2.1. Bridge Access

https://www.travelport.com/ https://www.travelport.com/support

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The Contractor shall establish bridge access between the above Government supported SID and each of the Contractor’s SIDs to view, sweep, and queue place all DoD PNRs.

7.2.2. Queue Placement

• Utilize Worldspan QTRAC functionality to queue place all newly created, modified, cancelled, and ticketed PNRs to a designated queue in the Government’s SID

• Ensure PNR refund data is queued immediately upon processing refunds when the PNR is in queue or when initiating refunds via the Electronic Ticket Record (ETR)

7.2.3. Passive Segments

The Contractor shall:

• Utilize the Worldspan standard format for air, car, and rail

• Process lodging using the following format:

Manual Entry: HN@MK*MIA25OCT28OCT1/C-QI/H-QUALITY INN/R-A2DRAC/SI-123 MAIN

STREET$MIAMI FL12345$PHONE 703-456-9876@/RT-USD 9900/RD-DELUXE ROOM/CF-444444

8. Special Characters The Government supports the following characters and translations:

Character Translated To

AT @

at @

U _ u _

&#164 @

(A) @

(a) @

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*27 ‘

*2D -

*4 ‘

*40 @

*5F _

*6 _

*8 @

.AT. @

.at. @

.UN. _

.un. _

/AT/ @

/at/ @

\u00A4 @

\u00A4\u00A4- _

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\u00A4\u00A4U _

Blank Space _

9. Instructions for TMC Daily Additional Required Elements

Instructions for TMC Daily Additional Required Elements

Field ID Description The following instructions apply to all Additional Required Elements

1. Where the example identifies a segment number, use the PNR level segment numbers (includes non-air segments in numbering). DO NOT use the tickets’ flight coupon numbers. Separate each segment remark with a slash (“/”).

2. Where ticket level reporting is required, associate the entry with the final segment of the ticket in question. If multiple tickets are being reported, separate the entries with a slash (“/”). These examples assume two tickets, the final flight coupon of the first ticket is on PNR itinerary segment 2 and the final flight coupon of the second ticket is on PNR itinerary segment 7.

Sabre example: 5.S*UD55‐DTMO26‐S2*1667.20/S7*100.00 Worldspan example: 5/DTMO/26-S2*1667.20/S7*100.00

1 CLASS OF SERVICE CODE

Enter code from the table below.

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Data Capture Requirements:

• All PNRs with air, bus, rail and water reservations

• All air and rail segments

• Prior to ticketing

Code Description

F

First Class Generally the highest class of accommodation offered by the airlines in terms of cost and amenities and termed "first class" by the airlines and reservation systems.

B

Business Class A premium class of accommodation offered by the airlines that is generally higher than coach and lower than first class in both cost and amenities.

C

Coach The basic class of accommodations offered to travelers regardless of fare paid. Also referred to as "tourist" or "economy class".

H

Charter Negotiated rate to lease an aircraft or other mode of transport such as bus for the use of a group.

Data Entry Format Examples (S1 First, S2 Coach, S3 First, S4 Coach):

Sabre 5.S*UD55-DTMO1- S1*F/S2*C/S3*F/S4*C

Worldspan 5/DTMO/1-S1*F/S2*C/S3*F/S4*C

2 REASON CODE FOR OTHER THAN ECONOMY/COACH CLASS TRANSPORTATION

(OTECCT)

Enter code from the table below.

Data Capture Requirements:

• All PNRs with OTECCT reservations

• All OTECCT segments

• At time of booking for reason codes N and O below

• Prior to ticketing for all other reason codes

Code Description

A Lower Class Not Available in Time

B Medical

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C Security

D Mission

E Only first class provided (if highest class of service is First)/Only business class provided (if highest class of service is Business)

F Non-Federal funding source (must be used in conjunction with A - E)

G Congressional Travel (must be used in conjunction with A - E)

H (Business Class Only) Foreign flag coach not adequate

I (Business Class Only) Over 14 hours

J (Business Class Only) Required by foreign government regulations, MOU/MOA/SOFA

K (Business Class Only) Use of business class results in an overall savings on the trip

L Traveler used a frequent flyer upgrade to pay the difference between YCA/lowest unrestricted coach fare and premium class travel

M Traveler self-paid (e.g. Leisure, LICWO, Contractor Travel, etc.)

N

Premium class is lower than YCA and/or lower than lowest unrestricted coach fare (e.g. GDS auto-priced premium as the lowest applicable unrestricted fare)

O Airline automatic upgrade (e.g. “UP” fares)

Data Entry Format Examples (Segments 1 & 3 are OTECCT due to medical):

Sabre 5.S*UD55-DTMO2-S1*B/S3*B

Worldspan 5/DTMO/2-S1*B/S3*B

3 COMPARISON FARE

Enter the comparison fare in accordance with the instructions below.

Data Capture Requirements:

• All PNRs with OTECCT reservations

− Ticket level

• Enter comparison fare in the last segment associated with each stored fare

• At the time of booking

Example #1:

Booked/Ticketed Fare

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1 UA 594Y 20SEP S DCADEN SS1 412P 609P

2 UA 565F 25SEP F DENDCA SS1 955A 322P

BASE FARE TAXES/FEES/CHARGES TOTAL

1- USD1826.97 165.23XT USD1992.20GVT

XT 137.03US 8.00ZP 11.20AY 9.00XF

1826.97 165.23 1992.20TTL

GVT-01 YCADCA FUA2F

Comparison Fare

1 UA 594Y 20SEP S DCADEN SS1 412P 609P

2 UA 565Y 25SEP F DENDCA SS1 955A 322P

BASE FARE TAXES/FEES/CHARGES TOTAL

1- USD401.86 58.34XT USD460.20GVT

XT 30.14US 8.00ZP 11.20AY 9.00XF

401.86 58.34 460.20TTL

GVT-01 YCADCA

United was the contract carrier for the origin/destination; therefore, the round trip YCA inclusive of taxes and fees (460.20) shall be used as the comparison fare.

Example #2:

Booked/Ticketed Fare

1 UA 989Y 20SEP S IADFRA SS1 525P 720A 21SEP

2 LH 326Y 24SEP Q FRAVCE NN1 1230P 145P

3 UA9058J 29SEP T VCEFRA*SS1 1030A 1155A

4 UA8827J 29SEP T FRAIAD*SS1 115P 355P

WPPGVT‡XR«

BASE FARE TAXES/FEES/CHARGES TOTAL

1- USD7650.00 634.00XT USD8284.00GVT

XT 428.00YQ 35.40US 5.50YC 7.00XY

5.00XA 5.60AY 18.40DE 53.40RA

47.30OY 1.80EX 9.60IT 4.30VT

7.30HB 0.90MJ 4.50XF

7650.00 634.00 8284.00TTL

GVT-01 YCA Y77 JXR1

Comparison Fare:

1 UA 989Y 20SEP S IADFRA SS1 525P 720A 21SEP

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2 LH 326Y 24SEP Q FRAVCE NN1 1230P 145P

3 UA9058Y 29SEP T VCEFRA*SS1 1030A 1155A

4 UA8827Y 29SEP T FRAIAD*SS1 115P 355P

WPPGVT‡XR«

BASE FARE TAXES/FEES/CHARGES TOTAL

1- USD3649.00 464.00XT USD4113.00GVT

XT 258.00YQ 35.40US 5.50YC 7.00XY

5.00XA 5.60AY 18.40DE 53.40RA

47.30OY 1.80EX 9.60IT 4.30VT

7.30HB 0.90MJ 4.50XF

3649.00 464.00 4113.00TTL

GVT-01 YCA Y77 YDG

The comparison fare for this example includes a contract fare, unrestricted economy class fare, and a discount government fare (4113.00).

• Segment 1 (IAD-FRA) was booked/ticketed on the contract carrier (YCA)

• Segment 2 (FRA-VCE) was booked/ticketed between an origin/destination with no contract city pair award. The fare was booked/ticketed at the lowest available unrestricted economy class fare (Y77)

• Segments 3 & 4 (VCE-IAD) were booked/ticketed on the non-contract carrier

• The lowest available unrestricted economy fare for the non-contract carrier was a discount government fare (YDG).

Data Entry Format Examples:

Sabre 5.S*UD55-DTMO3- S2*460.20 (Using example #1 from above)

Worldspan 5/DTMO/3-S4*4113.00 (Using example #2 from above)

LRP (Law, Regulation, or Policy):

JTR Chapter 2 and DTR Part I Passenger Movement FTR 20-05

4 FARE UNRESTRICTED OR RESTRICTION TYPE IDENTIFIER

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air or rail reservations and CTO/TMC assist PNRs where the TMC assists in booking air or rail segments.

• At time of booking Enter code from the table below.

R Fully Refundable Fare

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N Non-Refundable Fare

P Refundable Fare with Penalty

Data Entry Format Examples:

Sabre 5.S*UD55-DTMO4-S1*N/S2*N/S3*N/S4*N

Worldspan 5/DTMO/4-S1*N/S2*N/S3*N/S4*N

LRP (Law, Regulation, or Policy):

JTR Chapter 2

5 RESTRICTED FARE COMPARISON

Enter the comparison fare in accordance with the instructions below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air or rail reservations and

CTO/TMC assist PNRs where the TMC assists in booking air or rail segments with restricted fares (any fare other than fully refundable).

− Ticket level

• Enter comparison fare inclusive of taxes and fees in the last segment associated with each restricted fare stored

• At the time of booking

In GSA contract city pair markets, the YCA shall be used as the comparison even if the reservation is booked on the non-contract carrier.

Example #1:

Booked/Ticketed Fare

1 UA 594O 20SEP O FRATPA SS1 412P 609P

2 UA 565O 25SEP O TPAFRA SS1 955A 322P

BASE FARE TAXES/FEES/CHARGES TOTAL

1- USD300.76 386.76XT USD687.57ADT

XT 35.60US 317.00YR 5.50YC

7.00XY 3.96XA 11.20AY 10.20DE

37.70RA 46.60OY 12.00XF

300.76 386.76 687.57TTL

ADT-01 OKADPM0N

Comparison Fare

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1 UA 594Y 20SEP Y FRATPA SS1 412P 609P

2 UA 565Y 25SEP Y FRATPA SS1 955A 322P

BASE FARE TAXES/FEES/CHARGES TOTAL

1- USD1446.00 169.76XT USD1615.76GVT

XT 35.60US 5.50YC 7.00XY 3.96XA

11.20AY 10.20DE 37.70RA 46.60OY

1446.00 169.76 1615.76TTL

GVT-01 YCA

Travel was in a GSA contract city pair market and the contract carrier, United offered a restricted fare with a savings over $300 (international); therefore, the round trip YCA inclusive of taxes and fees (1615.76) shall be used as the comparison fare.

Example #2:

Booked/Ticketed Fare

1 AZ1745O 27SEP O FCOCTA SS1 105P 220P

2 AZ1730X 30SEP X CTAFCO SS1 115P 235P

BASE FARE EQUIV AMT TAXES/FEES/CHARGES TOTAL

1- EUR71.00 USD80.00 86.20XT USD166.20ADT

XT 22.40YR 4.80EX 29.30IT 6.10VT

15.70HB 2.10MJ 5.80FN

71.00 80.00 86.20 166.20TTL

ADT-01 OOWLGNB1 XOWLGNB1

1 AZ1745M 27SEP M FCOCTA SS1 105P 220P

2 AZ1730M 30SEP M CTAFCO SS1 115P 235P

BASE FARE EQUIV AMT TAXES/FEES/CHARGES TOTAL

1- EUR630.00 USD708.00 86.20XT USD794.20ADT

XT 22.40YR 4.80EX 29.30IT 6.10VT

15.70HB 2.10MJ 5.80FN

630.00 708.00 86.20 794.20TTL

ADT-01 MOWFLN1

Travel for this example was not in a GSA contract city pair market; therefore, the lowest unrestricted fare inclusive of taxes and fees (794.20) for the booked itinerary/carrier shall be used as the comparison fare.

Travel Management Company Data Requirements 25 FEB 2026 v6.3.1.7

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Sabre 5.S*UD55-DTMO5-S2*1615.76

Worldspan 5/DTMO/5-S2*794.20

LRP (Law, Regulation, or Policy):

JTR Chapter 2

6 This field is not used

7 USE/NON-USE OF DOD PREFERRED COMMERCIAL LODGING

Enter code from the table below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with lodging reservations and CTO/TMC assist PNRs where the TMC assists in booking lodging reservations.

• All segments where DoD Preferred Lodging is applicable

• At time of booking

Code Description

L0 DoD Preferred Commercial Lodging used

L1 Too Far Away

L2 Mission Requirements

L3 Lower Rate Available

L4 Personal Choice/Limited Reimbursement

L5 DoD Lodging (AKA On-Base Housing) used

L6 Lodging with Family or Friends

L7 Conference or Event

L8 Contract Lodging (Booked by the Government)

L9 Rental Housing Used (Long Term TDY)

L10 Exempt IAW JTR

L11 TMC lodging assistance requested

L12 Group lodging required

L13 Contract Lodging (Not Booked by the Government)

L14 Rental Housing Used (Not Long Term TDY)

Data Entry Format Examples (booked lower rate available at non-preferred property):

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Sabre 5.S*UD55-DTMO7- S3*L3

Worldspan 5/DTMO/7-S3*L3 LRP (Law, Regulation, or Policy):

Title 5 U.S.C. 5911 Created by section 914 of the FY2015 NDAA

8 LODGING RATE CODE

Enter rate code from hotel segment; e.g., GOV for Government Rate, MIL for Military Rate, XVL for DoD Preferred Commercial Lodging, XVU for FedRooms Rate, RAC for Regular Hotel Rate, etc.

Data Capture Requirements:

• Applicable to PNRs with lodging reservations

• All lodging segments

• At time of booking

Data Entry Format Examples (DoD Preferred Commercial Lodging booked):

Sabre 5.S*UD55-DTMO8-S3*XVL

Worldspan 5/DTMO/8-S3*XVL

LRP (Law, Regulation, or Policy):

Title 5 U.S.C. 5911

Created by section 914 of the FY2015 NDAA Updated in section 642 of the FY2021 NDAA

9 REASON CODES FOR USE/NON-USE OF DOD LODGING

Enter code from the table below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with lodging reservations and CTO/TMC assist PNRs where the TMC assists in booking lodging reservations.

• If DoD lodging arrangements are required by the TMC contract

• All segments where DoD lodging is applicable

• At booking

Code Description

H0 DoD Lodging Booked

H1 No rooms available. Non-Availability (NA) Confirmation Number issued.

H2 Exempted by order issuing agency.

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H3 DoD Lodging not offered at location.

Data Entry Format Examples (No rooms available TMC received NA Confirmation):

Sabre 5.S*UD55-DTMO9-S3*H1

Worldspan 5/DTMO/9-S3*H1

LRP (Law, Regulation, or Policy):

Title 5 U.S.C. 5911

Created by section 914 of the FY2015 NDAA Updated in section 642 of the FY2021 NDAA

10 REQUEST ID (AKA TANUM/TRAVEL AUTHORIZATION NUMBER)

Provide the travel authorization/order number.

Data Capture Requirements:

• Applicable to all PNRs (If the DK used is for Contractor travel enter CONTRACTOR. If the DK use is for Leisure/LICWO enter LEISURE)

• At PNR level

• Prior to ticketing

Data Entry Format Examples:

Sabre 5.S*UD55-DTMO10-TA010112

Worldspan 5/DTMO/10-TA010112

11 DOD COMPONENT

Enter code from the table below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air or rail reservations and

CTO/TMC assist PNRs where the TMC assists in booking air or rail segments

• At PNR level

Note: DTS provides the DoD component in the PNR General Remarks field.

A Department of the Army

C Coast Guard

F Department of the Air Force

J Joint Staff/Command

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N Department of the Navy

M United States Marine Corps

S Space Force

X Other DoD Components

Data Entry Format Examples (traveler is Army):

Sabre 5.S*UD55-DTMO11-A

Worldspan 5/DTMO/11-A

12 TRAVEL PURPOSE IDENTIFIER

Enter code from the table below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air or rail reservations and

CTO/TMC assist PNRs and DTS PNRs with OTECCT segment(s).

• PNR level

• Prior to ticketing

Note: DTS provides the Travel Purpose Identifier in the PNR General Remarks field.

Code Description

0 Site visit

1 Information Meeting

2 Training attendance – receiving training

3 To give speech or presentation

4 Conference attendance – observe/no formal role in conference

5 Relocation – transfer from one permanent duty station to another (PCS) accompanied by dependents

6 Relocation – transfer from one permanent duty station to another (PCS) not accompanied by dependents

Relocation – transfer from one permanent duty station to another (PCS) unaccompanied dependents (without military or civilian) principal

8 Entitlement travel

9 Between tours of duty travel

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10 Special missions travel

11 Emergency travel (Official)

12 Other Travel

13 CONFERENCE- NON-TRAINING (DTS Trip Purpose)

14 EMERGENCY – PERSONAL (DTS Trip Purpose)

15 MISSION – OPERATIONAL (DTS Trip Purpose)

16 SPECIAL AGENCY MISSION (DTS Trip Purpose)

17 TRAINING (DTS Trip Purpose)

Data Entry Format Examples (travel purpose is training):

Sabre 5.S*UD55-DTMO12-2

Worldspan 5/DTMO/12-2

LRP (Law, Regulation, or Policy):

JTR Chapter 3 Part A-E

13 TRAVELER’S GOVERNMENT E-MAIL ADDRESS

Provide the traveler’s Government e-mail address.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air or rail reservations and CTO/TMC assist PNRs where the TMC assists in booking air or rail segments.

• PNR level

Sabre 5.S*UD55-DTMO13-joe.c.traveler.mil@mail.mil

Worldspan 5/DTMO/13-joe.c.traveler.mil@mail.mil

14 SITE IDENTIFIER

Provide the government assigned Site Identifier.

mailto:UD55-DTMO13-joe.c.traveler.mil@mail.mil

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• All PNRs

• PNR level

• At booking

Data Entry Format Examples:

Sabre 5.S*UD55-DTMO14-12345

Worldspan 5/DTMO/14-12345

15 USE/NON-USE OF CONTRACT AIR

Enter reason code from the table below.

Data Capture Requirements:

• Applicable to all PNRs with air reservations

• All air segments

• Prior to ticketing

Note: DTS passes the applicable reason code in the PNR W (Air) Remarks Field.

C0 Contract Fare Used

A

Space on a scheduled contract flight is not available in time to accomplish the purpose of your travel, or use of contract service would require you to incur unnecessary overnight lodging costs which would increase the total cost of the trip

The contractor's flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours

A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered);

Note to paragraph (c): This exception does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued charge card, centrally billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR where the two previous options are not available.

D Cost effective rail service is available and is consistent with mission requirements

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E Smoking is permitted on the contract air carrier and the nonsmoking section of the contract aircraft is not acceptable to you

Any group of 10 or more passengers traveling together on the same day, on the same flight, for the same mission, requiring group integrity and identified as a group by the travel management service upon booking is not a mandatory user of the Government's contract city-pair fares. For group travel, agencies are expected to obtain air passenger transportation service that is practical and cost effective to the Government.

G

If the Government contract city-pair carrier offers a lower cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.)

in addition to the unrestricted coach class contract fares (YCA), the traveler should use the lower cost capacity-controlled fare when it is available and meet mission needs.

H1 Traveler refused contract fare because: Airport specified.

H2 Traveler refused contract fare because: Carrier specified.

H3 Traveler refused contract fare because: Routing specified.

H4 Traveler refused contract fare because: Time specified.

H5 Traveler refused contract fare because: Personal reasons.

I No cost ticket (e.g., Frequent Flyer).

J FMS.

K No contract fare in market.

Data Entry Format Examples (contract carrier used for all four air segments):

Sabre 5.S*UD55-DTMO15-S1*C0/S2*C0/S3*C0/S4*C0

Worldspan 5/DTMO/15-S1*C0/S2*C0/S3*C0/S4*C0

16 This field is not used

17 This field is not used

18 This field is not used

19 This field is not used

20 This field is not used

21 This field is not used

22 DoD LODGING NON-AVAILABILITY (NA) CONFIRMATION NUMBER

Defense Travel Management Office 21 defensetravel.dod.mil

Enter NA confirmation number that is provided by the facility if reported “H1” in Field 9

– Reason Codes for Use/Non-Use of DoD Lodging.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with lodging reservations and CTO/TMC assist PNRs where the TMC assists in booking lodging reservations.

− If DoD lodging arrangements are required by the TMC contract

• All segments where DoD lodging is applicable and wasn’t available

• At booking

Data Entry Format Example:

LRP (Law, Regulation, or Policy):

Financial Management Regulation DoD 7000.14R Volume 9, Chapter 5, January 2020 050801

JTR 020303

23 This field is not used.

24 This field is not used.

25 AIR/RAIL COST BY LEG/SEGMENT

Enter airline/rail leg/segment cost using the linear fare construction from the GDS pricing.

Data Capture Requirements:

• All PNRs with air/rail reservations

• All air/rail segments

− For through fares with multiple segments Enter base fare in the last segment associated to the fare Enter 0.00 for preceding segments associated to the fare

• Prior to ticketing Pricing Example:

Sabre 5.S*UD55-DTMO22-S3*16AL222222222222

Worldspan 5/DTMO/22-S3*16AL222222222222

Travel Management Company Data Requirements 26 FEB 2026 v6.3.1.7

Defense Travel Management Office 22 defensetravel.dod.mil

Data Entry Format Examples (based on the pricing example above):

Sabre 5.S*UD55-DTMO25-

S1*103.26/S2*100.47/S4*0.00/S5*324.65/S7*0.00/S8*342.33

Worldspan 5/DTMO/25- S1*103.26/S2*100.47/S4*0.00/S5*324.65/S7*0.00/S8*342.33

26 TOTAL TRANSPORTATION COST

Enter the total airline, bus, rail, or water ticket cost.

Data Capture Requirements:

• All PNRs with air, bus, rail, and water reservations

• Ticket level

− Enter the total air, bus (individual), rail, and water cost in the last segment associated with each ticket. For bus charters, enter the total cost for the charter.

Pricing Example from GDS for air:

Defense Travel Management Office 23 defensetravel.dod.mil

Sabre 5.S*UD55-DTMO26-S8*988.91

Worldspan 5/DTMO/26-S8*988.91

Defense Travel Management Office 24 defensetravel.dod.mil

TOTAL BASE AIR/RAIL FARE COST

Enter the total airline base fare.

Data Capture Requirements:

• All PNRs with air/rail reservations

• Ticket level

− Enter the total base air/rail cost in the last segment associated with each ticket

Pricing Example:

Sabre 5.S*UD55-DTMO27-S8*870.71

Worldspan 5/DTMO/27-S8*870.71

28 This field is not used 29 This field is not used

RANK/GRADE OF TRAVELER

Enter the traveler’s military rank or civilian grade code from the table below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air or rail reservations and CTO/TMC assist PNRs and DTS PNRs with OTECCT segment(s).Ticket level

• Prior to ticketing

DTS passes the traveler’s rank/grade in the PNR (P) Remarks field.

Code Description

E1 – E9 Military Enlisted

O1 – O9 Military Officer

Defense Travel Management Office 25 defensetravel.dod.mil

GS1 – GS15 General Schedule (GS) Employees

SES1 – SES3 Senior Executive Service

CWO Chief Warrant Officer

NG Non-Government Traveler

TPC DoDEA overseas educators and administrators in the Teaching Position (TP) pay plan – Civilian

TPM DoDEA overseas educators and administrators in the Teaching Position (TP) pay plan – Military Member

WGC Special craft workers in WG pay plan - Civilian

WGM Special craft workers in WG pay plan – Military Members

WLC Special craft leaders in WG pay plan – Civilian

WLM Special craft leaders in WG pay plan – Military

WSC Special craft supervisors in WG pay plan – Civilian

WSM Special craft supervisors in WG pay plan – Military

Data Entry Format Examples (Traveler’s rank is O2):

Sabre 5.S*UD55-DTMO30-O2

Worldspan 5/DTMO/30-O2

TRAVELER TYPE

Enter the code from the table below.

Data Capture Requirements:

• Applicable to CTO/TMC created PNRs with air, rail, or bus reservations and

CTO/TMC assist PNRs where the TMC assists in booking air, rail, or bus segments.

• Ticket level

• Prior to ticketing

DTS passes the traveler’s rank/grade in the PNR (P) Remarks field.

Code Description

A Accession Travel (Recruit)

C Civilian Government Employee

D Dependent of Military Officer

Defense Travel Management Office 26 defensetravel.dod.mil

E Military Enlisted

F Prisoner

Dependent of Military

Enlisted

H Dependent of Civilian Employee

I Invitational

K Contractor/Cost Charge Travel

L Leisure / LICWO / Unofficial Travel

Defense Travel Management Office 27 defensetravel.dod.mil

O Military Officer

P Dependent Student

R Human Remains

S Sponsor

T

Team Travel - A movement of 10 or more personnel traveling as a group under the same orders, from the same origin to the same destination

W Warrant Officer

Data Entry Format Examples (traveler is a Military Officer):

Sabre 5.S*UD55-DTMO31-O

Worldspan 5/DTMO/31-O

32 ORIGIN/DESTINATION (O/D) INDICATOR

Enter the code in accordance with the instructions below.

Data Capture Requirements:

• All PNRs with air, rail, and bus reservations

• All air, rail, and bus segments

• Enter “D” if the segment is for travel between the O/D with no connections.

• For multiple segments/connections for travel between the O/D

− Enter “T” in the outbound/connecting segments preceding the destination − Enter “D” in the destination segment

• Prior to ticketing Example:

Outbound - O/D is DCA to TUS with connections in ATL and DFW.

Return - O/D is TUS to DCA with connection in ATL.

Segment

Travel Date

Start

Finish Fare

Basis

O/D Destination

Indicator

01 30SEP DCA ATL KCADCA T

02 30SEP ATL DFW LCA T

03 30SEP DFW TUS HCA D

04 14JAN TUS ATL YCA T

05 14JAN ATL DCA YCA D

Defense Travel Management Office 28 defensetravel.dod.mil

Data Entry Format Examples (based on the example above):

Sabre 5.S*UD55-DTMO32-S1*T/S2*T/S3*D/S4*T/S5*D

Worldspan 5/DTMO/32-S1*T/S2*T/S3*D/S4*T/S5*D

33 RESTRICTED FARE REFUSAL

Enter the amount of the restricted fare that was offered but declined by the traveler in accordance with the instructions below.

• Ticket level

• Enter the declined fare inclusive of taxes and fees

• At the time of booking

• Applicable to CTO/TMC created PNRs with air or rail reservations and CTO/TMC assist PNR with air or rail reservations where a restricted fare was available and declined by the traveler

• Any savings compared to the lowest unrestricted fare in non-contract markets

Note: In markets where a US flag carrier is available, a foreign flag carrier offering a lower fare may not be used as the comparison regardless of savings.

Data Entry Format Examples:(based on the example above):

Sabre 5.S*UD55-DTMO33-500.00

Worldspan 5/DTMO/33- 500.00

34 This field is not used.

35 TMC TICKET TRANSACTION TYPE

Enter code from the table below.

Data Capture Requirements:

• Applicable to all PNRs with an air or rail reservation

• Enter the code in the last segment of the ticket

• Prior to ticketing

Code Description

N Original Ticket

• Initial reporting of sale of ticket/segment(s)

E

Exchange Ticket

• Value of original ticket/segment(s) being exchanged for a new ticket

• Applies to the original ticket/segment(s) being exchanged, not the new ticket being issued

R Refund

• Refunded ticket/segment(s) other than an exchange with refund S Reissued Ticket

Defense Travel Management Office 29 defensetravel.dod.mil

• Original ticket/segment(s) is (are) refunded and a new ticket is issued

• Applies to the new ticket being issued, not the original ticket/segments(s) being refunded

Data Entry Format Examples (new issued ticket with four segments):

Sabre 5.S*UD55-DTMO35- S4*N

Worldspan 5/DTMO/35-S4*N

36 This field is not used.

37 COUNT OF BUS PASSENGERS

• If individual traveler, enter 1

• If charter, enter the total number of bus passengers

• All PNRs with bus reservations

• All bus segments

Data Entry Format Examples (example of charter with 26 passengers):

Sabre 5.S*UD55-DTMO37-S1*26

Worldspan 5/DTMO/37- S1*26

38 TRANSACTION FEE NUMBER

Enter transaction fee number

Data Capture Requirements:

• All PNRs where a point of sale transaction fee has been charged

• Upon fee issuance and prior to end transaction

Report at ticket level

Data Entry Format Examples (assumes 2 PAX/2 fees) Sabre 5.S*UD55-DTMO38-S4*8901234567890/S8*8901234567891

Worldspan 5/DTMO/38-S4*8901234567890/S8*8901234567891

39 TRANSACTION FEE COST

Enter the transaction fee amount.

• All PNRs where a point of sale transaction fee has been charged

• Upon fee issuance and prior to end transaction

Defense Travel Management Office 30 defensetravel.dod.mil

Report at ticket level

Data Entry Format Examples (assumes 2 PAX/2 fees) Sabre 5.S*UD55-DTMO39-S4*5.00/S8*5.00

Worldspan 5/DTMO/39-S4*5.00/S8*5.00

40 TRANSACTION FEE TYPE

• All PNRs where a point of sale transaction fee has been charged

AM AMC Patriot Express (if required to book per contract)

BT Bus Individual

CV Bus Charter

CT DoD Contractor Travel

CA TMC Assist

CR TMC Assist Non-Air/Rail

DT DTS

ET ETS2

HR Human Remains

LI LICWO

MD Military Working Dog

PT Pet Travel

TP Paper Ticket Issuance

FR Foreign Rail

Data Entry Format Examples (assumes 2 PAX/2 fees)

Sabre 5.S*UD55-DTMO40-DT*5.00/S8*DT

Worldspan 5/DTMO/40-S4*DT/S8*DT

Defense Travel Management Office 31 defensetravel.dod.mil

41 TRANSACTION FEE RESERVATION TYPE

Defense Travel Management Office 32 defensetravel.dod.mil

• All PNRs where a point of sale transaction fee has been charged and if entered “CA” (TMC Assist) or “CR” (TMC Assist Non-Air/Rail) in FIELD 40 TRANSACTION

FEE TYPE

TRANSACTION FEE RESERVATION TYPE

Code Description

1 Air

2 Rail

3 Car

4 Commercial Lodging

5 DoD Lodging

Data Entry Format Examples (assumes 2 PAX/2 fees)

Sabre 5.S*UD55-DTMO41-S4*1/S8*1

Worldspan 5/DTMO/41-S4*1/S8*1

42 TRANSACTION FEE JUSTIFICATION CODE

Enter code from the table below.

Data Capture Requirements:

• All PNRs where a point of sale transaction fee has been charged and if entered

“CA” (TMC Assist) or “CR” (TMC Assist Non-Air/Rail) in FIELD 40 TRANSACTION FEE TYPE Upon fee issuance and prior to end transaction

Traveler Requested Assistance via DTS (does not apply to A reservations that cannot be booked/ticketed in the contractor's chosen GDS but can be in another GDS).

Traveler/Government Representative requested assistance B via phone, email, fax, or in person, resulting in the TMC’s modifying the DTS PNR.

C Industry Driven (e.g. TSA Secure Flight Data not passed to

DTS PNR)

COR Initiated (e.g. temporary workarounds due to DTS

D system problem as specified in the PWS)

Defense Travel Management Office 33 defensetravel.dod.mil

E Government Travel Charge Card Declined (may only be used with RESERVATION TYPE 1(Air) or 2 (Rail)

T TMC assist PNR (reservations made as a result of a request made in person, or via phone, email, or fax.)

TR TMC assist PNR (arranged through Transportation Office)

Data Entry Format Examples (assumes 2 PAX/2 fees) Sabre 5.S*UD55-DTMO42-S4*A/S8*A

Worldspan 5/DTMO/42-S4*A/S8*A

Defense Travel Management Office 34 defensetravel.dod.mil

10. Other than Economy/Coach Class Transportation (OTECCT) Validation The Contractor shall support the Government’s validation process for all OTECCT by taking the following actions:

• Receive records containing OTECCT segments via email to the address designated by the Contractor

• Review records for completeness and accuracy

• Correct missing and erroneous data via the PNR as required

OTECCT Validation analysis shall be submitted to the Government five business days after receipt of the email.

11. Instructions for TMC Monthly File

11.1. General File Preparation and Submission Instructions

The Contractor shall:

• Provide data on all travel arrangements to include, but not limited to, air, rail, bus, rental vehicle, and lodging arrangements

• Provide a single file per contract

• Provide files for all tickets/invoices issued during the reporting period

• Reporting period is the 1st calendar day of the month through the last calendar day of the month

• Where ticket level reporting is required, associate the entry with the final segment of the ticket in question.

• Report travel at the segment level.

• Use the PNR level segment numbers (includes non-air segments in numbering). DO NOT use the tickets’ flight coupon numbers.

• Report transaction fee data on the final segment of the ticket to which the fee applies.

• Report all tickets issued (original issues, voids, refunds, exchanges, and reissues)

• Left justify values that do not fill the entire field length, do not front fill with a zero(s) (except as noted)

• Provide files for six months after contract expiration to capture updates or refunds

• Use the following file naming convention:

o V09_YYYYMM_###_CONTRACTOR_NAME.TXT V09 is an internal format identifier used by the DTMO.

YYYY is the four-digit calendar year MM format is the two-digit month. If the reporting month is January through

September, front fill the month with a zero e.g. 01 represents January.

### is a unique reference number that the Government will provide after contract award. If the reference number contains fewer than 3 digits, front fill with zeros.

Example: ABC Travel’s file for activity ticketed/invoiced in October 2020 with a contract

ID of 23 would be named V09_202010_023_ABC TRAVEL.TXT o Note: Erroneously named files may be rejected and considered undelivered

• Submit data files via the DTMO’s Secure Communications Portal (SCP)

• Register authorized personnel for access to the SCP at: https://www.defensetravel.dod.mil/Passport

• Direct questions regarding access, instructions formatting, and transmissions to: dodhra.mc-alex.dtmo.mbx.CTIM@mail.mil https://www.defensetravel.dod.mil/Passport mailto:dodhra.mc-alex.dtmo.mbx.CTIM@mail.mil mailto:dodhra.mc-alex.dtmo.mbx.CTIM@mail.mil

Defense Travel Management Office 35 defensetravel.dod.mil

11.2. File Processing Reports (FPR) and data corrections

• Receive one FPR for each CTIM file and each CTIM corrections file submitted

• Receive FPRs via the Contractor’s designated email address

• The FPR will provide data quality statistics and instructions for correcting errors (if applicable)

• If the FPR reflects data errors, the Contractor shall access the “Error Reports” folder, which is located on the SCP site, to obtain details regarding the files in error

• Two files will be found at the SCP error folder o A file named ####_##_#####_issues.xlsx, which itemized the specific error(s) found on each rejected record. ####_##_#####_refers to the reporting year (calendar), reporting month, and a unique sequence number assigned to the file upon download o A file named ####_##_#####_records.txt, which is an extract of the original file submitted by the TMC, containing only the failed records. ####_##_#####_refers to the reporting year(calendar), reporting month, and a unique sequence number assigned to the file upon download

• Correct the errors in the ####_##_#####_records.txt file

• Rename the corrections file as instructed in the FPR

• Submit the corrected files via the SCP no later than the date noted in the FPR; the Contractor will always be given a minimum of 7 calendar days to prepare and return the corrected file.

Defense Travel Management Office 36 defensetravel.dod.mil

11.3. TMC Monthly File Format

The TMC Monthly file will be prepared as a fixed-width text file. No field delimiter should be used. No header or footer row should be used.

TMC Monthly File Format

Field Position Length Field Name/Description 1 1 to 20 20 SEGMENT UID

A unique ID assigned by the TMC that will identify a single travel segment in the database. This values to be used to populate this field will be defined by the TMC with the following considerations:

• The UID will be unique and assigned at the travel segment level.

• If TMC has multiple contracts, the number will not be repeated under other contracts.

• The field is alpha/numeric with no special characters.

• All alpha characters will be recorded as upper case in our database (“ABC” will be equivalent to “abc”).

Do not use upper/lower case to differentiate between UIDs.

• The ID used when a segment is first reported will be used for any future reporting of the same ticket and segment in the same or future files (e.g., update/correction or refund)

• When choosing a method for determining a unique ID, the Contractor shall ensure the ID is not based on fields within the record itself. If a record needs to be resubmitted, these fields may change.

2 21 to 28 8 PREPARING OFFICE Enter the International Air Transport Association (IATA) code of the ticketing office.

• All PNRs

3 29 to 36 8 TRANSPORTATION CHARGES Enter base fare for each leg/segment using the linear fare construction from the GDS pricing for air and rail. For bus transportation, enter the base fare provided by the bus carrier.

Data Capture Requirements:

• All PNRs with air, bus, rail, and water reservations

• All air, bus, rail, and water segments

Defense Travel Management Office 37 defensetravel.dod.mil

• In USD with two decimals

• Enter positive numbers for refunds

• For through fares:

− Enter base fare in the last segment of the ticket

− Enter 0.00 for preceding segments of the ticket

• For ticket exchanges:

− Original ticket, enter the value of segment(s) being exchanged − New ticket, enter the value of the segments, not the add/collect or refund amount

See Appendix C for various exchange transactions reporting scenarios.

Example – Air Transaction:

Fare Basis Origin Destination Trans.

Charges O/D

YDGDCA DCA ORD 504.19 X

YCA ORD OMA 157.21 O

YCA OMA CLT 0.00 X

YCA CLT FAY 422.33 O

YCAIAD FAY CLT 0.00 X

YCAIAD CLT IAD 419.53 O

4 37 to 43 7 TAXES AND MISCELLANEOUS CHARGES Enter the total taxes and other miscellaneous charges for the ticket in the last segment of the ticket.

• All air, bus, rail, and water segments

5 44 to 44 1 MODE OF TRAVEL Enter code from the list below

Defense Travel Management Office 38 defensetravel.dod.mil

Code Description

A Air

B Bus

R Rail

W Water (Cruise/Ferry/Water Taxi)

O No Transportation Arrangements (i.e. car/hotel only)

6 45 to 47 3 ORIGIN AIRPORT/RAIL/BUS STATION CODE If an airport, bus, rail, or water station code exists, enter the three letter station code.

If bus group movement, origin station code is the station code where the first passenger is picked up.

Data Capture Requirements:

• All PNRs with air, bus, or rail reservations

• All air, bus, and rail segments

7 48 to 67 20 ORIGIN CITY If no airport, bus, rail, or water station code exists, enter the origin city.

If bus group movement, origin city is the city where the first passenger is picked up.

• If ORIGIN AIRPORT/RAIL/BUS STATION CODE is populated, this field may be null

• All PNRs with air, bus, or rail reservations

• All air, bus, and rail segments

• If the origin city name exceeds the 20 character limit, enter the first 20 characters

8 68 to 69 2 ORIGIN STATE If no airport, bus, rail, or water station code exists, and if ORIGIN COUNTRY is USA, enter the origin state code.

If bus group movement, origin state is the state where the first passenger is picked up.

populated, this field may be null

Defense Travel Management Office 39 defensetravel.dod.mil

• All PNRs with air, bus, rail, or water reservations

• All air, bus, rail, and water segments

• For domestic, use the standard two alpha postal state codes

9 70 to 72 3 ORIGIN COUNTRY If no airport, bus, rail, or water station code exists, enter the origin country code.

If bus group movement, origin country is the country where the first passenger is picked up.

populated, this field may be null

• All PNRs with air, bus, rail, or water reservations

• All air, bus, rail, and water segments

• Use three character International Standards

Organization (ISO) country codes

10 73 to 75 3 DESTINATION AIRPORT/RAIL/BUS STATION CODE

If an airport, bus, rail, or water station code exists, enter the three letter code.

If bus group movement, destination station code is the station code where the last passenger is dropped off.

• All PNRs with air, bus, rail, or water reservations

• All air, bus, rail, and water segments

11 76 to 95 20 DESTINATION CITY the destination city.

If bus group movement, destination city is the city where the last passenger is dropped off.

• If DESTINATION AIRPORT/RAIL/BUS STATION CODE is populated, this field may be null

• All PNRs with air, bus, or rail reservations

• All air, bus, and rail segments

• If the origin city name exceeds the 20 character limit, enter the first 20 characters

Defense Travel Management Office 40 defensetravel.dod.mil

12 96 to 97 2 DESTINATION STATE If no airport, bus, rail, or water station code exists, and if DESTINATION COUNTRY is USA, enter the destination state code.

If bus group movement, destination state is the state where the last passenger is dropped off.

CODE is populated, this field may be null

• All PNRs with air, bus, rail, or water reservations

• All air, bus, rail, and water segments

• For domestic, use the standard two alpha postal state codes

13 98 to 100 3 DESTINATION COUNTRY the destination country code.

If bus group movement, destination country is the country where the last passenger is dropped off.

CODE is populated, this field may be null

• All PNRs with air, bus, rail, or water reservations

• All air, bus, rail, and water segments

• Use three character International Standards

Organization (ISO) country codes

14 101 to 120 20 FARE BASIS Enter the complete fare basis code.

• All PNRs with air and rail reservations

• All air and rail segments

15 121 to 135 15 BOOKED AIR/RAIL/BUS CARRIER Enter the air, bus, rail, or water code for the carrier booked.

For bus carriers, use the carrier’s USDOT number.

• All air, bus, rail and water segments

• For air/rail, use standard carrier codes

Defense Travel Management Office 41 defensetravel.dod.mil

• For bus and water, use the Standard Carrier Alpha

Code (SCAC)

Example:

• AA 1234 operated by US Airways shall be reported as AA.

16 136 to 139 4 FLIGHT/TRAIN/BUS NUMBER

• Enter the bus, flight, or train number.

Data Capture Requirements:

• All PNRs with air, bus or rail reservations

• All air, rail, and bus segments

17 140 to 152 13 TICKET NUMBER Enter the airline or rail ticket number.

• All PNRs with air or rail reservations

• All air rail segments

• For non-GDS issued tickets, provide the ticket number issued by the air/rail carrier

• For conjunctive tickets enter the first ticket number on all segments

• Enter the PNR locator if the airline does not generate a ticket number

Examples:

• American Airlines (AA) validated ticket 1234567890 will be entered as 0011234567890

• Conjunctive tickets 0161234567895/896 validated on United Airlines will be entered as 0161234567895

18 153 to 153 1 ROUND TRIP INDICATOR Enter the round trip indicator code.

• All PNRs with air, rail, and bus reservations

• Enter “R” for the destination segment

• For round-trip tickets, enter “R” for the destination segment and the first segment of the return

Routing Connection Round Trip Indicator

Defense Travel Management Office 42 defensetravel.dod.mil

JAX – ATL X

ATL – DCA O R

DCA – HSV O R

HSV – JAX O

19 154 to 160 7 RENTAL CAR RATE AMOUNT Enter rental car rate booked.

• All PNRs with car reservations

• All car segments

20 161 to 161 1 RENTAL CAR RATE TYPE Enter code from the table below.

Data Capture Requirements:

• All PNRs with car reservations

• All car segments

• Code entered should be consistent with the amount entered in the RENTAL CAR RATE

AMOUNT

H Hourly

D Daily

W Weekly

M Monthly

21 162 to 164 3 RENTAL CAR PICKUP LOCATION If pickup location is at an airport, enter the airport code.

Enter the city code for non-airport pickup locations.

• All car segments

22 165 to 167 3 RENTAL CAR DROP-OFF LOCATION If drop-off location is at an airport, enter the airport code.

Enter the city code for non-airport drop-off locations.

Defense Travel Management Office 43 defensetravel.dod.mil

• All car segments

23 168 to 169 2 RENTAL CAR VENDOR CODE Enter vendor code for the rental car company.

• All car segments

24 170 to 170 1 RENTAL CAR VEHICLE TYPE Enter code from the table below.

Data Capture Requirements:

• All car segments

M Mini

N Mini Elite

E Economy

H Economy Elite

C Compact

D Compact Elite

I Intermediate

J Intermediate Elite

K Standard

R Standard Elite

F Full Size

G Full Size Elite

O SUV (all sizes)

P Premium

U Premium Elite

L Luxury

V Van/Minivan

W Luxury Elite

Defense Travel Management Office 44 defensetravel.dod.mil

Y Oversize

25 171 to 172 2 SEGMENT SEQUENCE DESIGNATOR Enter the segment sequence designator. Report travel at the segment level. Use the PNR level segment numbers (includes non-air segments in numbering). DO NOT use the tickets’ flight coupon numbers.

Data Capture Requirements:

• All PNRs with air, rail, and bus reservations

• All air, rail, and bus segments

• Designate the segment sequence in order of travel

• It is understood that if a non-air segment, such as car or hotel, is reported with its associated air segment, and another air segment…