ATTACHMENT 3 – DATA ELEMENTS
Contractor must capture the data elements below for domestic and international travel (transportation, lodging and car rental, reason codes for non-use of FedRooms® and City Pair contracts, etc.). This list is not all inclusive and other data elements may be required by GSA or the ordering agency. See clause B.5.2.13 DATA TRANSFER/REPORTS for specific requirements.
| Data Element Name |
| Description |
| Agency / Organization |
| Federal agency Client information. A 4 character NIST code list identifying Agency or the Department is available at NIST SP 800-87 |
| Department Number |
| If client is a sub agency/department, provide the 4 character NIST code. |
| Traveler Last Name |
| Last Name of passenger |
| Traveler First Name |
| First Name of Passenger |
| Travel Purpose Identifier |
| Purpose of the trip (see the list of valid codes below) |
| Domestic/International Flag |
| Is trip domestic or international? |
| Booked Date |
| Date travel was booked, to be used in conjunction with ticketed date to gauge advance purchase patterns. |
Invoice Number
| Invoice Date |
| Date invoice was issued |
| Issue/Ticketed Date |
| Date ticket was issued |
| Issuing Carrier |
| Carrier information that issued the ticket. 2-character Airline Reporting Corporation (ARC) code is expected for participating carriers (airlines), and for other non-participating carriers, commonly used codes (for example, ‘WN’ for Southwest Airlines) should be provided |
| Departure Date |
| Date travel commences (by segment) |
| Arrival Date |
| Date travel ends (by segment) |
| Departure Time |
| Time leaving origin (by segment) |
| Arrival Time |
| Time arriving at destination (by segment) |
| Ticket Designator |
| Ticket Designator is the airline assigned code, usually to indicate the type of discount applied. |
| Ticket Number |
| Airline control number |
| Conjunction Ticket |
| Flag indicating that this is an Additional ticket |
| Exchange Ticket |
| Flag indicating that this is an exchanged/reissued ticket |
| Exchanged (Original) Ticket Number |
| Airline control number of original ticket that was exchanged. This is required if ‘Exchange Ticket’ flag is set to true/yes. |
| Cancelled Ticket |
| Ticket Cancellation Confirmation Number |
| Cancellation/Change Fee |
| Cancellation/Change Fee |
| Record Locator Number |
| Unique identifier of a booking or a PNR in the GDS. |
Solicitation # QMAD-CY-090001-B Refresh 210 1#19
ATTACHMENT 3 – DATA ELEMENTS - Page 7 of 5
| Carrier Code |
| 2-character Airline Reporting Corporation (ARC) code is expected for participating carriers (airlines), and for other non-participating carriers, commonly used codes (for example, ‘WN’ for Southwest Airlines) should be provided (by segment) |
| Segment Number |
| Number of leg/segment |
| Origin Airport Code |
| For each leg/segment traveled |
| Stopover Code |
| (X or O) each leg/segment traveled |
| Destination Airport Code |
| For each leg/segment traveled |
| Fare Basis Code |
| For example, YCA, BDG, etc. (by segment) |
| Flight Number |
| Flight Number (by segment) |
| Booking Class |
| Booking Class (by segment). For example First, Business, Premium Coach, Coach etc. |
| Segment Base Fare |
| Base Fare of each segment/leg traveled without Taxes and Fees |
| Total Fare |
| Total fare for all legs of trip traveled on issued ticket |
| Total Cost |
| = Total base fare or rate + applicable fees + applicable taxes + cancellation/change fee |
| TMC Fees |
| TMC Services Fees |
| Endorsement/ Restrictions |
| Checkage1, Invitational Travel Order2, Prisoner3, etc. |
| IATA Code |
| Travel Agency (TMC) Number |
| CPP Fare Used |
| Notes whether flight was on a CPP fare or not. (by segment) |
| Non CPP Fare Reason Code |
| Reason code to justify non-use of CPP fare. [Details in attachment 4]. |
| Premium Class Travel Reason Code |
| Justification code for first, business, or premium coach class accommodation. Use the table provided in attachment 4. |
| Reference Fare |
| Per our CPP report, we recommended a reference fare for benchmarks. This reference fare should be captured. |
| Booking Source |
| GDS, direct with hotel, web site name, other |
| Credit Amount |
| Amount credited / refunded. |
| Currency Code |
| For example, USD etc. |
| Charge Card Number |
| Charge card used for payment |
| Date Credit Issued |
| Not the date of request for refund |
1 The term checkage is used when a military member is without sufficient funds to pay for transportation when no prior orders are involved. Transportation is arranged and paid for by the Government, but the military pay member’s pay account is charged.
2 The term invitation travel order applies to official travel of individuals employed intermittently in the Government service as consultants or experts and paid on a daily when-actually-employed (WAE) basis and of individuals serving without pay or at $1 a year.
3 The term prisoner is a person who is in custody or under restraint by the Federal marshals, Military police, or any other Federal Law Enforcement Agencies.
| PNR Locator (Lodging) |
| Or other link to air data |
| Hotel Address |
| Hotel Address |
| Hotel City |
| Hotel City Name |
| Hotel Country |
| Hotel Country |
| Hotel Zip Code |
| Hotel Zip Code |
| Hotel Phone Number |
| Hotel Phone Number |
| Hotel Chain Name |
| For example, Marriott |
| Hotel Chain Code |
| Hotel Chain Code |
| Hotel Brand Name |
| For example, Residence Inn |
| Hotel City Code |
| Airport code of hotel location |
| Reserved Check in |
| Date traveler checked in |
| Reserved Check out |
| Date traveler checked out |
| Room Nights |
| Total number of nights room booked for |
| Total Lodging Rate |
| Total Lodging Rate |
| Confirmation Number |
| Reservation Number |
| Cancellation Number |
| Cancellation Confirmation Number |
| Daily Room Rate |
| Rate booked per booking per night |
| Hotel Metropolitan Area |
| Larger grouping than simply city name |
| Room Type Booked |
| Example suite, SGLB, DBLB etc. |
| Rate Code |
| Rate Code such as XVU for FEDROOMS® bookings. |
| FedRooms Used |
| Notes whether hotel was booked at FedRooms Rate or not. |
| GDS Hotel ID |
| Alphanumeric or numeric code associated to each hotel property in the GDS |
| Reason code (lodging) for use/non-use of preferred hotels |
| Use reason codes in the hotel reason code table. (see the list below) |
| PNR Locator (car) |
| Or other link to air and/or lodging data |
| Rental Car Agency Name |
| Rental Car Agency Name |
| Rental Car Agency Address |
| Rental Car Agency Address |
| Rental Car Agency City |
| Rental Car Agency City |
| Rental Car Agency State |
| Rental Car Agency State |
| Rental Car Agency Country |
| Rental Car Company Country |
| Rental Car Agency Number |
| Rental Car Agency Number |
| Car Pickup Date |
| Date traveler picked up Rental Car |
| Car Drop off Date |
| Date traveler returned Rental Car |
Car Pickup City/ Airport
Car Drop off City/ Airport
| Car Type |
| Type of Rental Car, such as ‘Compact’, ‘Standard’, ‘Minivan’ etc. |
| Number of Rental Days |
| Number of Days Rented |
| Rental Rate |
| Daily Car Rental Rate |
| Total Rental Cost |
| Total rental charges |
| Applicable Fees |
| Applicable Fees (including GARS) |
| Preferred or Non- Preferred |
| Notes whether the government rate per the government contract was used. |
| UDID Fields |
| Any user defined fields |
Notes:
1. All currency shall be in: US dollars and cents, with a decimal in the format 9999.99, however the size of the field shall not be restricted. All dates are in YYYY/MM/DD format.
2. The following data elements may not be available: Cancellation Fee, Ticket Designator, Record Locator Number and Checkage.
| Code |
| Travel Purpose Identifier |
SEE ATTACHMENT 2 FOR REASON CODES FOR EXCEPTIONS TO THE CITY PAIR PROGRAM AND USE OF OTHER THAN COACH CLASS ATTACHMENT 3 – DATA ELEMENTS - Page 5 of 5
GSA Federal Acquisition Service