Attch_4_DefnAcro_16Mar18.docx

Department of Defense (DoD) Travel Management Company (TMC) Services for SBA Certified HUBZone Attachment 4 – Definitions and Acronyms

Abandoned Call. A call initiated to a call center that is ended before any conversation occurs.

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

Air Mobility Command Category B/Patriot Express (AMC/PE). Movement of passengers by air on aircraft chartered by AMC. Flights operate between military and/or commercial airports.

Air National Guard (ANG).

Airline Reporting Corporation (ARC). Company which provides ticket transaction settlement services between airlines and travel agencies (both traditional and online) and the travel management companies that sell their products in the United States. ARC's primary mission is to support the travel industry by providing transaction settlement between travel suppliers and resellers.

Army National Guard (ARNG).

Auto-book. To book via automation/automated system electronically.

Authorization Official (AO)

Back Office System. A system interface with the TMC’s GDS that collects and reports data for management information reports and financial accounting.

Bus Charter Transaction. Arrangements for multiple travelers on one or more busses.

Bus Individual Transaction. Arrangements for an individual bus reservation and ticketing in accordance with industry standards.

Bus Transaction – A transaction for which the services of the TMC are used to complete bus arrangements.

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.

Change Request (CR)

Charge Card Vendor (CCV).

Civil Reserve Air Fleet (CRAF).

Code of Federal Regulations (CFR).

Comma Separated Values (CSV)

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

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.

Common Carrier. A licensed carrier for hire to transport passengers on regular routes. Does not include chartered or military aircraft, rented/private/courtesy vehicles.

Contract Discrepancy Report (CDR).

Contract Line Item Number (CLIN)

Contracting Officer (CO/KO)

Contracting Officer Representative (COR)

Contractor Travel Transaction – Any transaction for which the services of the TMC are used to book and/or ticket travel arrangements for contractors.

Defense Finance and Accounting Service (DFAS)

Defense Information Systems Agency (DISA)

Defense Switched Network (DSN)

Defense Transportation Regulation (DTR)

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

Defense Travel Management Office (DTMO)

Department of Defense (DoD)

Department of Defense Identification Number (DoD ID). A ten-digit number that serves as the Known Traveler Number (KTN) for an individual enrolled in the Transportation Security Administration (TSA) Pre-check program. This number is also known as a Known Traveler Number (KTN).

Department of Defense (DoD) Lodging. Lodging facilities located on a military installation. Includes facilities owned/managed by the DoD installation (formerly known as government lodging, government quarters, bachelor quarters, etc.) and some public-private ventures, which are privately owned commercial vendors located on a military installation.

Department of Defense (DoD) Preferred Commercial Lodging. Commercial lodging facilities that have been strategically sourced by the DoD to provide government travelers with further discounted rates, which are generally below established per-diems or offer additional amenities.

Designated Government Help Desk. Provides enterprise level support on a range of travel-related topics to include DOD OBT issues. The Help Desk is available to DoD travelers and TMC contractors. (currently known as the Travel Assistance Center (TAC)).

DoD Directive (DoD DIR)

DoD Instruction (DOD INST)

Dropped Call. An active call that was in its conversation that is ended for any reason.

Dropped Call Rate (DCR). The fraction of the telephone calls which, due to technical reasons, were cut off. This fraction is usually measured as a percentage of all calls.

DoD OBT. Department of Defense Online Booking Tool (DoD OBT) an integrated process that supports the DoD in accomplishing their worldwide mission. The DoD OBT 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) and a seamless, paperless travel process.

DOD OBT Transaction. A transaction requiring ticketing for a PNR(s) created by the system to include processes required by the TMC to meet all PWS requirements.

Emergency Travel: Emergency travel is defined as travel within 24 hours.

Federal Emergency Management Agency (FEMA)

Federal Holiday. United States Federal Government holidays. Information regarding United States Federal Holidays may be found at the following URL: http://www.opm.gov/Operating_Status_Schedules/fedhol/.

Frequent Traveler Account Number A number or alpha-numeric code assigned to an individual which allows them to participate in loyalty programs offered by airlines, rental car companies or lodging facilities.

General Services Administration (GSA)

Global Distribution System (GDS). Online, transaction processing system with access to computerbased supplier reservation systems capable of providing lowest cost fare evaluations, reservations, ticketing, related travel, and accessorial services.

Government Travel Credit Card (GTCC)

Human Remains Transaction . Any transaction for which the services of the TMC are used to arrange the movement of human remains.

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.

Installation Transportation Officier (ITO)

International Air Transport Association (IATA)

Joint Travel Regulations (JTR). Prescribes official travel allowances for eligible uniformed members and their dependents; eligible DoD civilian employees and their dependents.

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

Lowest Logical Airfare (LLA). The lowest cost coach-class fare that meets mission requirements Known Traveler Number (KTN). A nine-digit number that serves as the known traveler number for an individual enrolled in the Transportation Security Administration (TSA) Pre-check program. This number is also known as a Department of Defense Identification number (DoD ID).

Official Travel Combined with Leave/Personal Travel. A transaction where TMC services are used to book leisure travel services requested by a traveler concurrent with and/or in addition to authorized official travel. Also known as leave in conjunction with official travel (LICWO).

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

Local Payment of Airline Tickets (LOPA)

Management Service Fee (MSF). MSF methodology consists of charging a fixed fee per month for full performance of all contract requirements.

MARFORRES. United States Marine Corps, Marine Forces Reserves

Marine Corps Air Station (MCAS)

Military Working Dogs Transaction. Arrangements for Military Working Dogs.

National Guard Bureau (NGB)

Non-Availability (NA) Confirmation number. Number provided by the DoD lodging facilities when there are no rooms available.

Non-DOD OBT 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.

Official Travel. Authorized travel and assignment solely in connection with business of the government. Types of official travel include Temporary Duty (TDY), Permanent Duty Travel (PDT) (formerly known as Permanent Change of Station (PCS), Recruit travel, travel by Reserve Component/National Guard members, Official Travel Combined with Leave/Personal Travel, and Evacuation Travel. Official travel also includes civilians on invitational travel authorizations in connection with official United States Government business, and travel performed under orders at the expense of federal appropriated and non-appropriated funds.

Other Service Information (OSI)

Passenger Name Record (PNR)

Passenger Transportation Officer (PTO)

Performance Work Statement (PWS)

Personally Identifiable Information (PII)

Personal Profile. Data applicable to a specific traveler.

Pet Travel Transaction. Any transaction for which the services of theTMC are used to make pet arrangements for PDT.

Point of Contact (POC)

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

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. The Services and Agency may also designate a Lead Quality Assurance Evaluator (LQAE) at the headquarters level.

Quality Assurance Plan (QAP)

Redress Control Number. A record identifier for people who apply for redress through the Department of Homeland Security (DHS) Travel Redress Inquiry Program (DHS TRIP). DHS TRIP is for travelers who have been repeatedly identified for additional screening and who want to file an inquiry to have erroneous information corrected in DHS systems

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).

Site Requested Staffed Office. An on-site travel office to include personnel and equipment that is ordered by the government after contract award. The onsite location shall be capable of providing travel services as required by the PWS. The site shall have the capability to support an increase in transactions in the event of a surge. The contactor shall determine their method of supporting the surge Requirements and may include support from an offsite location.

Special Service Request (SSR)

Staffed Office. An on-site travel office to include personnel and equipment that is identified before the start of the Contract by the government. The onsite location shall be capable of providing travel services as required by the PWS. The site shall have the capability to support an increase in transactions in the event of a surge. The contactor shall determine their method of supporting the surge Requirements and may include support from an offsite location.

Standard Operating Procedure (SOP)

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 Assignment (TDY)

Tickets are Waiting (TAW)

Traffic Management Company (TMC)

Traffic Manager (TM)

Transaction. Travel and transportation arrangements to include: air, rail, rental car, ferry, and lodging (or any combination thereof) and may include multiple segments, tickets, changes, cancellations, and refunds for travel services. Transaction types under this PWS include TMC Assist, DOD OBT, Non-Air/Rail, Bus Charter, Bus Individual, Military Working Dogs, Human Remains, Official Travel Combined with Leave/Personal Travel, Contractor, AMC Patriot Express and Pet Travel.

Transaction Fee. The fee charged for travel and transportation arrangements on one DoD travel authorization, which includes assistance for pre and enroute travel changes and ticketing. For a Group Travel request, a transaction fee can be charged for each traveler in the group. For Bus Charter transactions, one fee is charged per charter arrangement, which may include multiple busses for multiple travelers. For ferry transactions, one fee is charged per ferry arrangement which may include multiple travelers. In accordance with industry standards, if air/rail changes after ticketing require ticket reissuance, an additional transaction fee may be charged, which shall be considered a TMC Assist transaction.

Transportation Officer (TO). Person appointed by the Commander of military activity to perform traffic management functions for official travel. May also be called the Distribution Management Officer (DMO), 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 Daily. Live Passenger Name Record (PNR) queue transfer to capture standard PNR data (i.e. air, car, and lodging) and required data elements.

Travel Management Company (TMC). A commercial activity providing a full range of commercial travel and ticketing services for official travel under a contract and/or Memorandum of Understanding with the Government

Travel Management Company Monthly (TMC Monthly). A passenger transportation data collection for official DoD travel.

TMC Assist Non-Air/Rail Transaction. Any transaction in which the services of the TMC are used to complete one DoD travel authorization, which may include one or more of the following: hotel, rental car, and ferry arrangements.

TMC Assist Transaction. A transaction requiring ticketing for a PNR(s) created by the TMC from a request made in person, or via phone, email, or fax. Also includes agent assistance for DOD OBT created PNRs as defined in the TMC Orientation and User's Guide.

Unit Cards. A system that is set up within a unit for purchase of official transportation services. The unit’s charge card will be used to pay the traveler’s TDY expenses and is set so that more than one person may use the same charge card when the mission requires it.

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

Urgent. Travel departure is within 72 hours.

U. S. Air Force Reserve (USAFR).

U. S. Army Reserve (USAR).

U. S. Marine Corps Reserve (USMCR).

U.S. Naval Reserve (USNR).

Verbal Orders. 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.

Workaround Solution. A Government directed solution appropriate for response to the system problem