Attachment 1_Definitions and Acronyms_22 Dec.doc

Attachment 1

Definitions/Acronyms

Advance Credits. A ticket refund credited by the CTO contractor on the centrally billed account, which allows the activity to receive immediate credit for unused tickets.

Air Force Instruction (AFI) 24-101.

Air Mobility Command (AMC). A major Air Force command and U. S. Transportation Command component with single manager responsibilities for DoD airlift Air National Guard (ANG).

Airline Reporting Corporation (ARC). A corporation that provides sales and settlement solutions for the travel and hospitality industry.

Air/Rail CTO Assist. Fee charged with issuance of Air/Rail tickets for one DoD travel authorization. This fee will be inclusive of any non air services provided by the Contractor, such as rental car and/or hotel reservations, associated with the issuance of the air/rail tickets.

Army National Guard (ARNG).

Audit. An independent review and examination of system records and activities to test for adequacy of system controls, to ensure compliance with established policy and operational procedures, and to recommend any indicated changes in controls, policy, or procedures.

Authorizing Official (AO). An official delegated authority to direct official travel and obligate travel funds in support of organizational mission needs. All AOs will be appointed in writing by his or her local command authority.

Autobook. Automatically book the traveler’s request without CTO intervention, to include remarks that can be directly processed at the supplier e.g. rental car, hotel, airline.

Back Office System. A computer software package used to generate management information reports and perform financial accounting.

Bus Charter Arrangements. Any transaction which the services of the CTO is used to make arrangements for one bus or more, for multiple travelers.

Bus Individual Ticketing. Any transaction which the services of the CTO is used to complete the issuance of a single ticket.

Business Rules. A set of rules developed to provide all DoD travelers, administrative and supervisory personnel, and travel management service providers with guidelines that can be used to support the travel needs of a location, e.g., after hours support, premium class travel. Business rules do not supersede the Contract.

Business Travel. For the purposes of the Defense Travel System, travel required to conduct mission related business at one or more locations other than the permanent duty station with return to the same permanent duty station. It incorporates any type of travel not included in schoolhouse training or deployment or unit travel. It also includes local travel, but not leave or evacuation.

Category (CAT) B Service. Referred to as Patriot Express

Centrally Billed Account (CBA). An account for the purchase of official air/rail/bus transportation tickets and CTO fees established between the Government and the GSA corporate charge system contractor.

Charge Card Vendor (CCV).

Civil Reserve Air Fleet (CRAF).

Code of Federal Regulations (CFR).

Commercial lodging. A facility that provides lodging accommodations that are not located on a military installation.

Commercial Travel Office (CTO). A commercial activity providing a full range of commercial travel and ticketing for official travel (which) can include leisure travel in connection with official travel) under a contract and/or memorandum of understanding with the Government.

Commercial Travel Office Monthly (CTO Monthly). A passenger transportation data collection for official DoD travel.

Commercial Travel Services. Servicing of customer requests for the full range of travel reservations and ticketing, to include: air, bus, rail, and water ticketing; lodging reservations; rental car arrangements; and ticket and itinerary delivery.

Commission. Any recompense, compensation, or reward to a contractor, when the same is calculated, in whole or in part, as a percentage on the amount of the transaction or in any manner as a flat-fee. This term includes any rebates, fees, or discounts received by the contractor.

Connectivity. The ability to use automation to connect to the Web Portal.

Continental United States (CONUS). The 48 contiguous states and the District of Columbia. Except as described in the Governments tentative Contract structure provided.

Contingencies. Unanticipated increases or decreases in the level of performance.

Contract Discrepancy. A term or condition stated in the Performance Requirements Summary that is not met by the contractor.

Contract Discrepancy Report (CDR).

Contract Line Item Number (CLIN).

Contracting Officer (KO). The person who has the authority to enter into, administer, and terminate the contract, and make related determination and findings.

Contracting Officer’s Representative (COR). Individuals designated in writing by the Contracting Officer to maintain liaison with the Contractor and to monitor Contractor performance. The COR does not have the authority to change any terms or conditions of the contract.

Defense Finance and Accounting Service (DFAS)

Defense Switched Network (DSN).

Defense Transportation Regulation (DTR).

Defense Travel Administration (DTA). DoD function responsible for managing travel at an organizational level.

Defense Travel Management Office (DTMO).

Defense Travel System (DTS). An integrated process that supports the DoD in accomplishing their worldwide mission. The DTS program comprises traditional travel management services as well as end-to-end system, which includes items such as, application of simplified rules and entitlements, standardized DoD business process, E-commerce of the DoD’s temporary duty (TDY) process, automated management information system (MIS) achieve, and a seamless, paperless travel process.

Department of Defense (DoD). Includes the Military Services (Army, Marine Corps, Navy, and Air Force) and their Reserve Components, all Defense Agencies, Specified and Unified Commands, the Office of the Secretary of Defense, and the Joint Chiefs of Staff.

Deployment (Web Portal). The process of providing the Web Portal functionality, connectivity, and services to DoD travelers.

Designated Government Help Desk. Provides enterprise level support on a range of travel-related topics to include DTS issues. The Help Desk is available to Department of Defense travelers and Commercial Travel Office (CTO) contractors (currently known as the Travel Assistance Center (TAC)).

DoD Directive (DoD DIR).

DoD Instruction (DOD INST).

DTS Transaction. Transactions that come across the Passenger Name Record-Gateway (Web Portal) requiring ticketing that may or may not autobook due to GDS limitations, or the Airlines participation with the Airline Reporting Corporation (ARC). This also includes any processes required by the CTO to meet all PWS requirements for DTS transactions.

Emergency Travel Services. Travel services made on behalf of individuals based on family crisis such as death or serious illness of a family member. Emergency travel services will usually be verified on the leave authorization document, or from documentation provided by the American Red Cross or similar organization. Some emergency travel may be authorized as official travel (Government-paid), and some may be categorized as unofficial travel (individual must pay). The Government shall determine eligibility for official travel support. Some emergency travel arrangements may include both official and unofficial travel segments.

Enhancement. Something offered above and beyond the requirements of the contract.

Federal Acquisition Regulation (FAR).

Federal Emergency Management Agency (FEMA).

Fulfillment. The travel service support function that fulfills (i.e., completes) the reservation process for the online booking customer. This function primarily includes ticketing of reservations, but may also incorporate CTO quality controls. The focus is to minimize CTO intervention in the travel process.

Full Time Equivalent (FTE). Number of man-hours committed per week by the contractor to staff a travel office. The FTEs are inclusive of full time and part-time reservation clerks and may be expressed as a whole number and or fractions.

General Services Administration (GSA).

Global Distribution System (GDS). On‑line, transaction processing system with access to computer‑based carrier reservation systems capable of providing lowest cost fare evaluations, reservations, ticketing, related travel, and accessorial services.

Government Furnished Equipment (GFE).

Government Furnished Information (GFI).

Government Transportation Request (GTR). A Government document used to procure common carrier transportation services. The document (U. S. Government Standard Form 1169) obligates the Government to pay for transportation services provided.

Government Travel Charge Card (GTCC). A GSA approved, government sponsored, contractor issued charge card used for procuring transportation and other authorized services. The card may be issued to an individual or an organization.

Group Travel. For DTS a group is two or more traveling to the same destination on the same mission and date, via the same mode. For all other arrangements, i.e., air, lodging, a group is considered 10 or more traveling to the same destination on the same mission and date, via the same mode.

In Accordance With (IAW).

Individually Billed Account (IBA). An individual account established by a GSA approved contractor for the purchase of official transportation tickets and other authorized travel expenses.

Itinerary. A summary of all travel arrangements and costs including vendor identification.

International Air Transport Association (IATA).

Invitational Travel Orders (ITO). Authorized travel of individuals either not employed by the Government or employed (under 5 U. S. C. 5703) intermittently in the Government’s service as consultants or experts and paid on a daily when-actually-employed basis. It is also used for individuals serving without pay or at $1 a year when they are acting in a capacity directly related to, or in connection with, official Government activities. Travel and transportation allowance authorized for these persons are the same as these ordinarily authorized for civilian employees in connection with TDY, except as provided by JTR, par, C4562-D for interview travel and by par, A, item 13 of Appendix E, Part I. See Appendix E of the JTR.

Joint Federal Travel Regulations (JFTR Volume I). Prescribes official travel entitlements for uniformed personnel of the military services and other agencies.

Joint Travel Regulations (JTR Volume II). Prescribes official travel entitlements for civilian employees of the DoD.

Lead Defense Travel Authorization (LDTA). DoD function responsible for overall managing travel at an organizational level.

Lead Quality Assurance Evaluators (LQAE). Individuals designated in writing by the Contracting Officer to maintain liaison with the COR and the contractor and to monitor contractor performance at local sites

Leave l in Conjunction with official travel (LICWO). Leisure travel services requested by a traveler concurrent with and/or in addition to authorized official travel. All additional expenses resulting from leisure travel arrangement made in conjunction with official travel shall be at the traveler’s expense. A Government form of payment cannot be utilized for leisure travel expenses.

Line of Accounting (LOA). A data entity representing a DoD account that may be used to finance travel.

Local Payment of Airline Tickets (LOPA).

Local Travel. Travel conducted in the vicinity of the PDS that does not involve overnight lodging.

Lost Ticket Application (LTA).

Management Information Systems (MIS).

Mode. Method of travel by air, water, or surface, or any combination thereof.

National Emergency. The contractor shall provide services in response to national emergencies, accident investigation, aircraft recovery teams, evacuations, rescue operations, civil disturbances, national disasters, military peacetime and wartime contingency operations, exercises and personal passenger emergencies. At all times during national emergencies, the contractor shall ensure that quality customer service is maintained.

National Guard Bureau (NGB).

Nonappropriated Fund Instrumentality (NAF/NAFI). A fiscal entity established by authority of the Service Secretaries, for the purpose of administering monies not appropriated by the Congress, but derived primarily from the patronage of Armed Forces personnel; and for which monies are held in trust and used for the collective benefit of military personnel and their family members or civilian employees of the DoD. Nonappropriated fund entities and their related activities are not incorporated under the laws of any state or the District of Columbia, but are instrumentalities of the United States established to conduct activities essential to the operation of DoD and its individual Departments.

Nonappropriated Fund Official Travel. Travel in performance of official business authorized by valid travel orders and paid for from nonappropriated funds. This is considered official travel for purposes of the contract. Travel services shall be provided in the same manner as appropriated fund travel. The contractor shall establish a trip record in the Web Portal with a “should cost” estimate. All accounting actions and travel claims will be handled according to local procedures.

Non-Air/Rail CTO Assist. Any transaction in which the services of the CTO are used to complete one DoD travel authorization, which only includes Hotel/Rental Car arrangements.

Non-DTS Entry Agent (NDEA). A DoD employee, designated by local command authority, which will input and digitally sign trip requests and reimbursement claims in the Web Portal on behalf of travelers who do not have access to the Web Portal. Formally called a Designated Government Entity.

Normal Duty Hours. Generally 0800‑1700 (military time) Monday ‑ Friday, excluding federal holidays. Normal duty hours may vary between agencies at the discretion of the Government. Actual hours of operation for each location will be established by the COR, consistent with mission requirements.

OCONUS. Outside the continental United States (includes Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, the territories and the possessions of the U. S., and all other overseas locations). Except as described in the Governments tentative Contract structure provided.

Official Travel. All authorized travel in connection with Government business and paid for from either appropriated or nonappropriated funds. This includes TDY travel, PCS travel, evacuation travel, travel by Reserve Component members, and civilians on invitational travel orders.

Passenger Name Record (PNR).

Passenger Name Record-Gateway (PNR-G). Provides the communications between DTS and the GDS.

Patriot Express. Movement of passengers in planeload lots on commercial aircraft chartered by Air Mobility Command (AMC). Flights operate between military and/or commercial airports.

Performance Work Statement (PWS).

Permanent Change of Station (PCS). (Uniformed Member and Civilian Employee). The assignment, detail, or transfer of an employee, member, or unit to a different Permanent Duty Station (PDS) under a competent travel order that does not specify the duty as temporary, provide for further assignment to a new PDS, or direct return to the old PDS.

Permanent Duty Station (PDS). See Permanent Change of Station (PCS).

Permanent Duty Travel (PDT).

Personal Profile. Data applicable to a specific traveler.

Point of Contact (POC).

Point of Sale (POS). The time at which a transaction fee shall be charged.

Prepaid Ticket Advice (PTA). Notification by the Contractor to a carrier for the issuance of prepaid transportation.

Program Management Office (PMO).

Pseudo City Code (PCC).

Quality Assurance (QA). Those actions taken by the Government to assure that services meet the requirements of the contract.

Quality Assurance Evaluators (QAE). Individuals designated in writing by the Contracting Officer to maintain liaison with the COR and the contractor and to monitor contractor performance at local sites.

Quality Assurance Plan (QAP).

Quality Control for DTS Transactions. The Contractor shall review (no-touch) the PNR for accuracy. Review shall consist of, ensuring the autobooked air, hotel, and rental car reservations (if requested) coincide with airline arrival/departure times as applicable. The CTO is not required to review the PNR for policy compliance. If the PNR does not autobook or requires CTO intervention, (touch) to complete the reservation, the CTO may charge the DTS Touch transaction fee.

Request for Proposal (RFP).

Reserve Components (RC). Army National Guard, Air National Guard, U. S. Army Reserve, U. S. Naval Reserve, U. S. Marine Corps Reserve, and U. S. Air Force Reserve

Reserve Officer’s Training Corps (ROTC).

Satellite Location. A location that is geographically separate and supported by a staffed location for official travel services.

Satellite Ticket Printer (STP).

Scheduled Common Carrier. Any carrier (air, land, or water) other than chartered or military aircraft, operated by a licensed carrier to transport passengers for hire. It does not include rented or private vehicles, or hotel or other courtesy vehicles, i.e., for which fare is not paid.

Senior Executive Service (SES). Senior DoD civilians that are equivalent to military flag officers (generals and admirals).

Staffed Office. A staffed office is an office that is identified before the start of the Contract by the Government, or the Contractor in its proposal. A staffed office is considered an onsite location to include personnel and equipment. The onsite location shall be capable of providing day-to-day service, i.e., CTO Assist air/rail, non air rail and DTS for all modes of transportation to include, air, rail, and water to the extent allowed by commercial ground transportation carriers. All day-to-day reservations/ticketing shall be made from the Government requested onsite staffed location. The Awardee must ensure that the staffed office can provide customer service to support day-to-day reservations at the onsite location. The Awardee shall have the capability to support the increase of transactions in the event of a surge. Awardees shall determine their method of supporting the surge requirements. Method for supporting surge requirements may include support from an offsite location.

Standard Industry Rate. The amount or rate of commission paid for air travel to a majority of travel agents or travel service providers in the commercial travel industry.

Standard Operating Procedure (SOP).

Statement of Work (SOW).

Statistical Collection of Passenger Travel (STATCO). Renamed the Commercial Travel Office Monthly (CTOM)

Subscriber Identification (SID).

Surge Requirements. Travel volume requirements that are out of the ordinary, i.e. due to an exercise, contingency, group deployment, EXODUS travel, or holiday travel.

Temporary Duty (TDY). Duty at one or more locations, other than the permanent duty station (PDS), at which a member performs travel under orders which provide for further assignment, or pending further assignment, to a new PDS or for return to the old PDS upon completion of travel. It also includes that period spent at a location while processing for separation from the Service, release from active duty, placement on the temporary disability retired list, or retirement, when the last PDS is different from the location where the processing is accomplished. It includes duty traditionally called temporary additional duty (TAD). There are three types of TDY travel with different entitlements: business travel; schoolhouse training travel; and deployment, group and unit travel.

Tickets are Waiting (TAW).

Traditional Travel Management Services. Traditional commercial travel services such as reservations and ticketing for all modes of travel, commercial lodging reservations, rental car arrangements, ticket delivery, and support services.

Transaction. A transaction comprises of air, rail, hotel, or rental car reservations (or any combination there of) and may include multiple segments, multiple tickets, or changes (including cancellations) for travel services. Enroute changes that require new ticket issuance, a CTO Assist Fee shall apply.

Transaction Fee. The fee charged by a CTO for one DoD travel authorization, which includes any assistances for pre and enroute travel changes and ticket issuances. For Group Travel request, a transaction fee can be charged for each traveler in the group.

Transportation Officer (TO). Person appointed by the Commander of military activity to perform traffic management functions for official travel. May also be called the Installation Transportation Officer (ITO), Traffic Manager (TM), Traffic Management Officer (TMO), Passenger Transportation Officer (PTO), Passenger Travel Specialist, Movement Control Team (MCT) or Branch Movement Control Team (BMCT). The TO at each site location will be appointed in writing by his or her local command authority.

Travel Authorization. A verbal, written, or electronic directive approved by an authorized Government representative and directs military member(s) or civilian employee(s) to travel between designated points.

Travel Daily. Live Passenger Name Record queue transfer to capture standard PNR data (i.e. air, car, and lodging) Travel Reporting Information for the PMO (TRIP$). Renamed Travel Daily.

Travel Services. All aspects related to the planning, execution, and payment of travel worldwide. This includes common user interface Web Portal services as well as travel management services.

Traveler. Individual(s) who are to receive or has received travel services from the contractor.

Trip. An instance of travel (planned, completed, or canceled).

Trip Record. All data associated with a specific trip for a specific traveler that serves as the request for travel, documentation of booked travel arrangements, identification and justification of exceptions to policy, approval of travel to include the “cost estimate”, the travel claim, approval of actual expenses, record of all payments, and all financial accounting information associated with the trip. Trip records shall be uniquely identified DoD-wide.

Uniformed Service(s). United States Army (USA), United States Marine Corps (USMC), United States Navy (USN), United States Air Force (USAF), United States Coast Guard (USCG), Public Health Services (PHS), and National Oceanic and Atmospheric Administration (NOAA).

Unit cards. A system that is set up within a unit for purchase of official transportation services when a person is required to travel on official Government business in order to accomplish the organizational mission. The unit’s charge card will be used to pay the traveler’s TDY expenses, as well as for other things. The unit’s charge card system is set so that more than one person may use the same charge card when the mission requires it.

United States Transportation Command (USATRANSCOM). The unified command which is the DoD single manager for sea, land, and air transportation in both peace and war.

U. S. Air Force Reserve (USAFR).

U. S. Army Reserve (USAR).

U. S. Marine Corps Reserve (USMCR).

U.S. Naval Reserve (USNR).

Users. All DoD civilian and military employees.

Verbal Orders. Occasionally, urgent or unusual situations require that official travel begin or be performed before a written travel authorization can be issued. When this occurs, the authorization-issuing official will promptly issue a confirmatory travel authorization. A verbal authorization given in advance of travel and subsequently confirmed in writing, giving date of the verbal authorization, and approved by competent authority will meet the requirement for written authorizations.

Web Portal. The software that integrates the necessary functions of the DTS.