Attachment 3 - USFK_TMC_Data_Requirement Guide.pdf

Department of Defense | Defense Human Resources Activity

Travel Management Company (TMC) Data Reporting Requirements

Author: Virginia Frost

Date: 27 Feb 2025

Version: 6.3.1.4

Travel Management Company Data Requirements 27 FEB 2025 v6.3.1.4

Defense Travel Management Office 1 defensetravel.dod.mil

Table of 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

APPENDICES

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

Defense Travel Management Office 2 defensetravel.dod.mil

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:

Defense Travel Management Office 3 defensetravel.dod.mil

• 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/

Defense Travel Management Office 4 defensetravel.dod.mil

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

Defense Travel Management Office 5 defensetravel.dod.mil

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

The Contractor shall:

• 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) @

Defense Travel Management Office 6 defensetravel.dod.mil

Character Translated To

*27 ‘

*2D -

*4 ‘

*40 @

*5F _

*6 _

*8 @

.AT. @

.at. @

.UN. _

.un. _

/AT/ @

/at/ @

\u00A4 @

\u00A4\u00A4- _

Defense Travel Management Office 7 defensetravel.dod.mil

Character Translated To

\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.

Defense Travel Management Office 8 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description 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

Defense Travel Management Office 9 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

Defense Travel Management Office 10 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

Defense Travel Management Office 11 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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.

Code Description

R Fully Refundable Fare

Defense Travel Management Office 12 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

Defense Travel Management Office 13 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

Comparison Fare

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.

Data Entry Format Examples:

Defense Travel Management Office 14 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

(Using example #1 from above) Worldspan 5/DTMO/5-S2*794.20

(Using example #2 from above) 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):

Defense Travel Management Office 15 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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.

Defense Travel Management Office 16 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

• Prior to ticketing

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

Code Description

A Department of the Army

C Coast Guard

F Department of the Air Force

J Joint Staff/Command

Defense Travel Management Office 17 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

Conference attendance – observe/no formal role in conference

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

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

Defense Travel Management Office 18 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

• Prior to ticketing

Data Entry Format Examples:

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.

Data Capture Requirements:

Defense Travel Management Office 19 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

• 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.

Code Description

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

B 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

C

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

Defense Travel Management Office 20 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

F

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

Instructions for TMC Daily Additional Required Elements

Field ID Description

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:

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

Worldspan 5/DTMO/22-S3*16AL222222222222

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:

Travel Management Company Data Requirements 15 JAN 2024 v6.3.1.4

Defense Travel Management Office 22 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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.

• Prior to ticketing

Pricing Example from GDS for air:

Defense Travel Management Office 23 defensetravel.dod.mil

Instructions for TMC Daily Additional Required Elements

Field ID Description

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

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

• Prior to ticketing Pricing Example:

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

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

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

E Military Enlisted

F Prisoner

G 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 26 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 27 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.

Data Capture Requirements:

• 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 28 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

Data Capture Requirements:

• 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.

Data Capture Requirements:

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

• Upon fee issuance and prior to end transaction

Defense Travel Management Office 29 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

Enter code from the table below.

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

Code Description

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

41 TRANSACTION FEE RESERVATION TYPE

Defense Travel Management Office 30 defensetravel.dod.mil

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

Report at ticket level

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

Report at ticket level

Code Description

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

B Traveler/Government Representative requested assistance 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)

D COR Initiated (e.g. temporary workarounds due to DTS system problem as specified in the PWS)

Defense Travel Management Office 31 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 32 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 33 defensetravel.dod.mil

11.2. File Processing Reports (FPR) and data corrections

The Contractor shall:

• 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 34 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

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.

Data Capture Requirements:

• 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 35 defensetravel.dod.mil

TMC Monthly File Format

Field Position Length Field Name/Description

• 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.

Data Capture Requirements:

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

• All air, bus, rail, and water segments

5 44 to 44 1

MODE OF TRAVEL

Enter code from the list below

• All PNRs

Defense Travel Management Office 36 defensetravel.dod.mil

TMC Monthly File Format

Field Position Length Field Name/Description

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.

Data Capture Requirements:

• 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.

Data Capture Requirements:

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

Defense Travel Management Office 37 defensetravel.dod.mil

TMC Monthly File Format

Field Position Length Field Name/Description

• 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.

Data Capture Requirements:

• If ORIGIN AIRPORT/RAIL/BUS STATION 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

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.

Data Capture Requirements:

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

• All air, bus, rail, and water segments

11 76 to 95 20 DESTINATION CITY

If no airport, bus, rail, or water station code exists, enter the destination city.

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

Data Capture Requirements:

• 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 38 defensetravel.dod.mil

TMC Monthly File Format

Field Position Length Field Name/Description

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.

Data Capture Requirements:

• If DESTINATION AIRPORT/RAIL/BUS STATION 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

If no airport, bus, rail, or water station code exists, enter the destination country code.

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

Data Capture Requirements:

• If DESTINATION AIRPORT/RAIL/BUS STATION 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.

Data Capture Requirements:

• 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.

Data Capture Requirements:

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

• All air, bus, rail and water segments

• For air/rail, use standard carrier codes

Defense Travel Management Office 39 defensetravel.dod.mil

TMC Monthly File Format

Field Position Length Field Name/Description

• 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.

Data Capture Requirements:

• 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…