20 - Data Elements - R26

Travel Services Solutions QMAD-CY-090001-B Refresh #26

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 http://csrc.nist.gov/publications/nistpubs/800-87-Rev1/SP800-87_Rev1-April2008Final.pdf

Travel Services Solutions QMAD-CY-090001-B Refresh #26

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.

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

Taxes Tax amount

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].

Travel Services Solutions QMAD-CY-090001-B Refresh #26

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 Name Hotel Name

Hotel Address Hotel Address

Hotel City Hotel City Name

Hotel State Hotel State

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

Travel Services Solutions QMAD-CY-090001-B Refresh #26

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)

Travel Services Solutions QMAD-CY-090001-B Refresh #26

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

P1 Employee Emergency

P2 Mission (Operational)

P3 Special Mission

P4 Conference

P5 Training

P6 Relocation

SEE ATTACHMENT FOR REASON CODES FOR EXCEPTIONS TO THE CITY PAIR PROGRAM AND USE OF

OTHER THAN COACH CLASS

ATTACHMENT 3 – DATA ELEMENTS