TMC_Q A_Responses_(7.28.15).docx

Note to Offerors : The answers provided herein are for informational purposes only and they do not make or constitute any changes in the solicitation requirements.

Q1: We will be participating the solicitation for travel management services with the US Government's posts in Australia and Papua New Guinea. Would you be able to provide us will full data specs for the e2 reporting platform, so that we can discuss with our technology team? In documentation we have received in the Solicitation, Concur is defined as the approved OBT by the GSA. Much of the content you have supplied relates to Get There, which seems at odds with the above. Some of the documentation you have supplied dates back to the year 2000, hence the reason for our questions.

Also so you have a copy of the Third Party Contract mentioned in attachment 12, paragraph 1 for us to review?

A1: Please see the attached as I believe this will provide you with the information you need.

With regard to vendors, the GSA website refers to both vendors (http://www.gsa.gov/portal/category/27096), "Current ETS2 Contractors:

1. Concur Technologies, Inc. (Concur Government Edition - a nongovernment website).

1. CWTSatoTravel (E2 Solutions - a nongovernment website)" With regard to which booking tool is being used by Department of State; both in the U.S.A. and in Australia they are using the GetThere OBE.

Also attached is the 3rd party agreement referenced in Attachment 12.

Q2: In relation to integration to e2, we are on Galileo in Australia, could you please confirm the following is mandatory:

Attachment App A Sheet – Agency Fulfilment See Connectivity/Travel Agency (TA) Information Tab for your GDS for instructions.

Note Galileo emulation requires several weeks lead time as well as a HAP document that must be signed and submitted. Once complete, a GetThere process finalizes the access on a regular schedule that is normally run every 2 weeks.

Sheet – Apollo & Galeleo Funding Data

A2: The reporting data elements listed under Attachment App A are mandatory elements.

image3.emf

App-C (E2 and TMC Processes).docx Appendix C - E2 and TMC Interfacing Processes

Agent Intervention

Retrieve Ticket Data

Send Funding Data

Cancellation image1.emf oleObject1.bin

<Process Name>

<Function>

The height of the text box and its associated line increases or decreases as you add text. To change the width of the comment, drag the side handle.

The height of the text box and its associated line increases or decreases as you add text. To change the width of the comment, drag the side handle.

GDSi

E2

TMC

GDSx / COMPLEAT

Traveler

End yes

Update trip status to “Reservations Booked”

Update Authorization History

Send to Outbound queue

Update itinerary trip status is “Agent Intervention”?

no

Send to “Error” queue trip located?

valid PNR?

Retrieve PNR

Call GDSi web service

Pass successful indicator

Remove PNR from queue

Pass PNR data

Extract data needed

Determine action requested

Pass unsuccessful indicator

Resolve issue

Queue Failure?

TMC Must queue all related PNRs to outbound Q

AGENT INTERVENTION

COMPLEAT will generate email to GDSX HD

Define SOPs around email process and GDSX HD contact to E2 HD image2.emf oleObject2.bin

The height of the text box and its associated line increases or decreases as you add text. To change the width of the comment, drag the side handle.

RETRIEVE TICKET DATA

GDSx

N

TMC Configuration OK?

Y

Call gdsxOperation web service

Update Ticket Expense to Voucher

Insert/Update Ticket Data

Trip has only one voucher & it’s in Open Voucher Status?

Ticket Amount is in USD & > $0 ?

Issue ticket/s

Send to “Error” Queue

Pass PNR Data

Insert/Update Transaction to GDSi Log valid PNR?

Remove PNR from queue

Process Queue

Map PNR Data Success?

Remove PNR from Queue Email GDSX Help Desk image3.emf oleObject3.bin

Drag the side handles to change the width of the text block.

SEND FUNDING DATA

Traveler/Approver

PNR in Process?

ReleaseWorker Routine

Call Compleat Release Worker Routine

Another PNR?

This may not need to be calculated here or may be conditional.

Pass data needed in order to send funding data

Traveler update justification codes?

Select “Create Voucher”

Select “Approve”

Create trip for open or group authorization

Update trip status to “Open Voucher”

Approve authorization confirm?

Goto Error record locator exist?

confirm approval?

trip status is “Reservations Booked”?

Goto Error final approval?

Allocate funds to accounting code

GotoError funds allocated to accting codes?

Error

Pass justification codes

Calculate ticketing date

Use TAW processing to Queue successful?

Reserve Worker

Minor customer ID, record locator, E2 username, standard set of E2 data, TAW travel dates occurred?

Email Help Desk ignorePNR

Call Compleat ignorePNR Routine

Call Compleat Validate PNR Routine validatePNR addFundingData

Call Compleat ReserveWorker Routine

Call Compleat addFundingData Routine image4.emf oleObject4.bin

The height of the text box and its associated line increases or decreases as you add text. To change the width of the comment, drag the side handle.

CANCELLATION

Traveler

Directly Booked Segments Only?

Call Compleat Validate PNR Routine

Call Compleat cancelPNR Routine

Call Compleat queuePNR Routine

Worker Reserved?

Update trip status

Update trip status confirm cancellation?

trip status is “Reservations Booked” or “Revised Authorization”?

Select “Cancel Authorization” canceling trip?

Select “Cancel Reservations Only”

Travel Authorization

Notify Agency of cancellation

Cancel reservations record locator exist?

trip status is “Cancellation Pending”?

canceling auth.?

voucher statuses are “Open Voucher” or “Voucher Revised”?

Display message to traveler

Delete funding data

Select “Cancel Trip”

Open Voucher

Status per pref/cat used Directly Book = Cancelled Else = Cancellation Pending

Another

PNR?

Another

PNR?

1 email per trip failure

PNR in progress?

Prioritize Queue Categories

PNR valid?

Err msg to tvlr

Email Help Desk

PNR

Valid?

Queue Routine Failure?

ignorePNR

Call Compleat ignorePNR Routine

Cancel Routine Success?

Travel Commenced?

validatePNR

QueuePNR

CancelPNR processQueue

Call Compleat ReserveWorker Routine

Reserve Worker image4.emf

App-B (Online Booking Fees).docx Appendix B – Online Booking Fees

Online Booking Fees

For TMCs utilizing the Sabre GDS, a dual mir should be provided to identify all ticketed reservations.

For TMCs not utilizing Sabre GDS, an extract of ticketed reservations must be provided.

· If there are less than 5,000 Local/TDY vouchers; the file can be provided monthly in a Microsoft Excel document.

· If there are more than 5,000 Local/TDY vouchers, provide a weekly data file to be loaded every Wednesday after the ARC is balanced by Tuesday close of business.

Non-Sabre GDS – < 5,000 Local/TDY Vouchers

Provide a Microsoft Excel document by the 10th of the month. The file shall contain the following data elements in the following order.

· Booked Date

· PNR Locator

· First/Last Name of Passenger

· Departure date

· Total Invoice Amt for Ticket ONLY

· Ticket Date/Invoice Date (car/hotel only)

· Ticket number

· Return date (important for split tickets)

· Fee Amt Charged

· Transaction fee number (Normally an MCO number if using ARC Fee Process)

· Online Booked

· Online Booked with Agent intervention

· IATA Number

· Branch Name

· DK Number for client

· Client Name

Non-Sabre GDS – > 5,000 Local/TDY Vouchers

Provide a weekly data files to be loaded every Wednesday after the ARC is balanced by Tuesday close of business.

· Air & Rail File Specification

· Hotel & Car Specification

Air & Rail File Specification

CARLSON WAGONLIT TRAVEL

AIR FILE HAND-OFF OUTPUT RECORD

INTERNAL SPECIFICATION

VERSION 4

FEBRUARY, 2000

(MAGBILL 1919.xxx Format)

RECORD SIZE: 128 BYTES

ALL NUMERIC FIELDS ARE RIGHT JUSTIFIED AND ZERO FILLED

ALL AMOUNT FIELDS ARE FOLLOWED BY A ONE CHARACTER SIGN FIELD.

THIS FIELD IS EITHER A MINUS SIGN (-) OR BLANK.

IN THIS SPECIFICATION COLUMN HEADERS ARE DEFINED AS FOLLOWS:

DISP: CHARACTER DISPLACEMENT

CHAR: NUMBER OF CHARACTERS IN THE FIELD

TYPE: DATA ELEMENT TYPE

N: NUMERIC

A: ALPHA

F: FILLER

S: SIGN (- OR BLANK)

RECORD TYPE CODES

A two digit record type code can be found in each record at displacement 20. This code identifies the type of information contained in each record. The following is a list of Record Type Codes. Expanded detail of each record type will be found in the pages that follow.

00 - TRAVEL AGENCY HEADER RECORD

01 - CUSTOMER ACCOUNT HEADER RECORD

02 - SUBSIDIARY ACCOUNT HEADER RECORD

10 - MAIN TRANSACTION RECORD

11 - DELIVERY ADDRESS RECORD

12 - UDIDS INFORMATION RECORD(S)

20 - ROUTING RECORD

31 - FLIGHT SCHEDULE RECORD(S)

40 - TRANSACTION DETAIL RECORD

90 - TRAVEL AGENCY TRAILER RECORD

It should be noted that additional Record Types may be introduced in future versions.

RECORD SEQUENCE

The sequence in which records appear on the tape is determined by the Record Type Code. In the diagram below, the vertical sequence of Record Type Codes corresponds to the order of records as they appear on the tape.

A minimum of one Travel Agency Header Record (00), one Customer Account Header Record (01), one Main Transaction Record (10), one Transaction Detail Record (40) and one Travel Agency Trailer Record (90) will appear on each file. Record Types listed in the conditional column are transaction dependent and are provided where applicable or available.

MINIMAL CONDITIONAL

RECORD TYPE CODES (cont'd)

A single Travel Agency Header Record (00) precedes all records. A single Customer Account Header Record (01) precedes all records pertaining to a specific account. Within each Customer Account, optional Subsidiary Account Header Records (02) may precede related transactions.

RECORD TYPE: 00

DESCRIPTION: TRAVEL AGENCY HEADER RECORD (required)

DISP CHAR TYPE ELEMENT

0 2 A TRAVEL AGENCY BRANCH NUMBER

2 8 A TRAVEL AGENCY IATA NUMBER

This is the 8 character number of the host Ticketing Branch.

10 10 F FILLER

20 2 N RECORD TYPE CODE

22 25 A TRAVEL AGENCY NAME

47 25 A TRAVEL AGENCY ADDRESS LINE 1 (optional)

72 25 A TRAVEL AGENCY ADDRESS LINE 2 (optional)

97 25 A TRAVEL AGENCY ADDRESS LINE 3 (optional)

122 6 F FILLER

COMMON ELEMENTS IN OTHER RECORDS

All records other than Type 00 contain the initial displacements (0-21) outlined below. The data that follows these elements is variable and defined by the Record Type Code (see displacement 20).

DISP CHAR TYPE ELEMENT

0 4 N CUSTOMER ACCOUNT NUMBER

Also referred to as the "SOLD TO", or DK account number. The customer number assigned to the account. This field must be present and must be unique for each client on the file.

4 4 N SUBSIDIARY ACCOUNT NUMBER

A secondary customer number linked to the Main customer account number above.

This is an optional field that may be used to distinguish the activity of a division, department, individual, etc.

8 6 N TRANSACTION DATE

Format: MMDDYY

14 6 N TRANSACTION NUMBER

The invoice or credit memo number assigned to the transaction.

20 2 N RECORD TYPE CODE

(See page two, Record Type Codes)

Certain data elements described above do not apply to all record types. The character positions listed below contain filler for the corresponding Record Types:

DISP CHAR TYPE ELEMENT

4 16 F 01 - CUSTOMER ACCOUNT HEADER RECORD

8 12 F 02 - SUBSIDIARY ACCOUNT HEADER RECORD

0 20 F 90 - TRAVEL AGENCY TRAILER RECORD

RECORD TYPE: 01

DESCRIPTION: CUSTOMER ACCOUNT HEADER RECORD (required)

DISP CHAR TYPE ELEMENT

22 25 A CUSTOMER ACCOUNT NAME (required)

47 25 A CUSTOMER ACCOUNT ADDRESS (optional)

72 25 A CUSTOMER ACCOUNT CITY, STATE, ZIP (optional)

97 6 N LAST BILLING DATE (MMDDYY)

(Non-ADS Users zero fill this field)

103 11 N BALANCE FORWARD AMOUNT

Zero fill

114 1 S SIGN (- or blank)

115 1 A FORMAT INDICATOR

(use "R" - REPORT)

116 6 N BEGINNING DATE (MMDDYY)

122 6 N ENDING DATE (MMDDYY)

Note: The beginning and ending dates reflect the range of transaction dates included on the file. The same dates are repeated in each type 01 Record. Beginning and ending dates reflect a variable date range specified by C.T.N., depending upon whether the client is set-up to report on Fiscal or Calendar periods.

TYPE: 02

DESCRIPTION: CUSTOMER ACCOUNT HEADER RECORD (required)

DISP CHAR TYPE ELEMENT

22 25 A SUBSIDIARY ACCOUNT NAME

47 25 A SUBSIDIARY ACCOUNT ADDRESS

72 25 A SUBSIDIARY ACCOUNT CITY, STATE, ZIP

97 8 A STP ARC NUMBER

A unique number assigned to a Satellite Ticket Printer location.

105 23 A STP LOCATION NAME

The Satellite Ticket Printer location name.

RECORD TYPE: 10

DESCRIPTION: MAIN TRANSACTION RECORD (required)

DISP CHAR TYPE ELEMENT

22 2 A TRANSACTION TYPE

CC - Credit Card Invoice

AR - Accounts Receivable Invoice

CK - Receipt, Disbursement, or Adjustment

24 11 N GROSS TRANSACTION AMOUNT

Total value (ticket price) of this transaction.

35 1 S SIGN ( - or blank)

36 11 N UNPAID BALANCE

Zero fill

47 1 S SIGN ( - or blank)

48 1 A COMPARATIVE FARE DESCRIPTION CODE

This code corresponds to a table of Comparative Fare Descriptions which is usually standardized, but can be unique, by client (see Appendix B-1).

49 6 N COMPARATIVE FARE AMOUNT

Represents any relative fare value that may be compared to the Gross Transaction Amount. (CWT standard is to have the "high Fare" amount in this field.

55 1 S SIGN ( - or blank)

56 6 A CHECK NUMBER

Zero fill

RECORD TYPE: 10 (cont'd)

DESCRIPTION: MAIN TRANSACTION RECORD

DISP CHAR TYPE ELEMENT

62 25 A VARIABLE DESCRIPTION

This field contains the PASSENGER NAME on the invoice.

If the transaction involves a ticket refund and information from the original invoice is available at the time of the refund, this field will contain the text:

REF ORIG INV# NNNNN DDMMM

If the original invoice was unknown, the field will instead contain the text: REF

87 25 A CREDIT CARD INFORMATION

Example: DC 9110710133128156

112 1 A PREVIOUSLY APPEARED ON STATEMENT

will always be "N"

113 2 A AGENCY BRANCH IDENTIFIER

In-house code assigned to the travel agency, or branch, handling the transaction.

115 2 A AGENT IDENTIFIER CODE (optional)

RECORD TYPE: 10 (cont'd)

DESCRIPTION: MAIN TRANSACTION RECORD

DISP CHAR TYPE ELEMENT

117 2 A MARKET IDENTIFIER CODE (optional)

An internal market code assigned by CWT to this transaction.

119 9 F FILLER

Note: In those cases where the information in a certain field does not apply to the Transaction Type specified, numeric fields will be zero filled and alphanumeric fields will be blank filled.

RECORD TYPE: 11

DESCRIPTION: DELIVERY ADDRESS RECORD

This record is used to store delivery address information relevant to the transaction. The content of this record is determined by Carlson Wagonlit Travel. Please consult your CWT Client Services Representative to determine or establish exact specifications for this record.

DISP CHAR TYPE ELEMENT

22 10 F FILLER

32 25 A FIRST LINE OF DELIVERY ADDRESS

57 25 A SECOND LINE OF DELIVERY ADDRESS

82 25 A THIRD LINE OF DELIVERY ADDRESS

107 21 F FILLER

RECORD TYPE: 12

DESCRIPTION: UDIDS INFORMATION

This record is used to store User Defined Data Storage (UDIDS) information and its contents are determined by Carlson Travel. This information may consist of additional "Statement Information", or any other data relevant to the transaction. Consult your CWT Client Services Representative to determine or establish exact specifications on this record. We can accept up to 99 UDID’s.

DISP CHAR TYPE ELEMENT

22 4 F FILLER

26 2 N UDIDS # 01, 03, 05, to 99

28 40 A UDIDS INFORMATION

68 9 F FILLER

77 2 N UDIDS # 02, 04, 06, to 98

79 40 A UDIDS INFORMATION

119 9 F FILLER

RECORD TYPE: 20

DESCRIPTION: ROUTING RECORD

DISP CHAR TYPE ELEMENT

22 9 A CLASS OF SERVICE TABLE

ex: FYFSYYFFY

The class of service code for each of the first nine legs of routing.

31 1 F FILLER

32 25 A ROUTING PART 1

Ex: 29JAN NYC ORD.DEN SEA SFO

The Departure Date, followed by the city codes for the first four segments of routing.

57 5 F FILLER

62 20 A ROUTING PART 2

Ex: .LAX PHX DFW.MSY TPA

The city codes for the last five segments of routing.

82 18 A CARRIER TABLE

Ex: AAUATWBAPASKEADLQH

Carrier codes for the first nine segments of routing.

100 28 F FILLER

Note: Spacing is included in Routing Parts One and Two as illustrated.

Connections are indicated by a decimal point (.) preceding the connection city code.

Non-air segments (Amtrak) are indicated by a comma (,) preceding the city code.

Intermittent omissions in the class of service table may occur due to surface segments or open segments with no specified class of service.

RECORD TYPE: 31

DESCRIPTION: FLIGHT SCHEDULE RECORD A/K/A FARE-BY-LEG

Up to fifty occurrences of the Flight Schedule Record may follow a single Main Transaction Record (10). Each record contains up to two segments of flight schedule information. This gives you a possibility of 99 flight segments for each transaction. The following layout defines the position of each flight segment in the record:

DISP CHAR TYPE ELEMENT

22 6 A PNR LOCATOR

The Passenger Name Record (PNR) identifier assigned by the airline reservations system that transmitted the data contained in this record.

28 50 A FIRST FLIGHT SEGMENT

78 50 A SECOND FLIGHT SEGMENT

The following layout defines the data elements provided in each of the flight segments listed above:

DISP CHAR TYPE ELEMENT EXAMPLE

0 3 A "FROM" CITY CODE DFW

3 3 A "TO" CITY CODE LGW

6 2 A CARRIER CODE AA

8 8 A FARE BASIS YHAP

16 4 A FLIGHT NUMBER 1234

20 1 A CLASS OF SERVICE Y

21 5 A DEPARTURE DATE 08NOV

26 5 A DEPARTURE TIME 1000P

31 5 A ARRIVAL DATE 09NOV

36 5 A ARRIVAL TIME 0605A

RECORD TYPE: 31 (cont'd)

DESCRIPTION: FLIGHT SCHEDULE RECORD

DISP CHAR TYPE ELEMENT EXAMPLE

41 1 A SEGMENT TYPE (see below)

42 7 N FARE-BY-LEG 35556

49 1 S SIGN (- or blank)

Note: The PNR Locator may be used to maintain current flight schedule information for a given passenger itinerary. Modified versions of the itinerary (bearing the same PNR Locator) may appear on subsequent files.

Fare Basis, Flight Number, Departure Time and Arrival Time fields are left justified and blank filled.

Fare-by-Leg is right justified and blank filled.

Departure and Arrival Times are represented in 12 hour clock format. (i.e. 0700A - 0700P)

Open segments are indicated by the letters "OPEN", left justified, in the Flight Number field.

A complete table of Air Carrier Codes and Names, as well as Airport/City Codes and Names, is available in your Official Airline Guide or CRS system.

The Class of Service Code is actually the first character of the Fare Basis Field.

Segment type codes must be one of the following:

(blank) - Fare Break Air Segment

. (period) - Connecting Air Segment (no leg fare $ amount)

, (comma) - Amtrak Segment

S - Surface (arnk) Segment

RECORD TYPE: 40

DESCRIPTION: TRANSACTION DETAIL RECORD

DISP CHAR TYPE ELEMENT

22 1 N VENDOR TYPE

An in-house code used to categorize the type of vendor involved in the transaction. Useful when sorting by Transaction Type

0 - ARC AIRLINES

1 - TOURS

2 - MISCELLANEOUS/INSURANCE

3 - TRANSPORTATION /BUS/LIMO

4 - HOTEL

5 - CAR RENTAL

6 - CRUISE

7 - RAIL

8 - AIR TRANSPORTATION (NON-ARC)

9 - TICKETLESS ITINERARY

23 5 N VENDOR NUMBER

The account number assigned by the travel agency to the vendor specified in this transaction. In ARC airline transactions, this number corresponds to the validating airline carrier code.

28 6 N DEPARTURE DATE

Format: MMDDYY

34 13 A DOCUMENT NUMBER

ex: 0018484746123

The number of the ticket, policy, or other form of value issued. Includes the validating carrier code and first ticket book number in all ARC airline transactions.

RECORD TYPE: 40 (cont'd)

DESCRIPTION: TRANSACTION DETAIL RECORD

DISP CHAR TYPE ELEMENT

47 4 A CONJUNCTIVE TICKET SERIES NUMBER

ex: 0018484746123-125

Conjunctive tickets are indicated with a dash followed by the last three numbers of the final ticket booked in the series. The example above illustrates a three book ticket series where 001 is the validating airline accounting code, 8484746123 is the first ticket book number, and 125 is the last book in the ticket series.

51 7 N GROSS AMOUNT

Total amount of the transaction applicable to this passenger. This total should agree to the total on Record Type 10, Displacement 24.

58 1 S SIGN (- or blank)

59 2 A VALIDATING AIRLINE

The alphanumeric code of the airline on whose behalf the travel agency has issued the ticket.

61 7 N TAX AMOUNT

Total tax applicable to this passenger.

68 1 S SIGN (- or blank)

69 1 A SERVICE CATEGORY

A general category code that may be used to sort ARC transactions by class of service:

F - FIRST CLASS

Y - COACH CLASS

P - PARTIAL (A mix of first, coach, or other class)

RECORD TYPE: 40 (cont'd)

DESCRIPTION: TRANSACTION DETAIL RECORD

DISP CHAR TYPE ELEMENT

70 1 A DOMESTIC/INTERNATIONAL INDICATOR

D - DOMESTIC

I - INTERNATIONAL

71 25 A PASSENGER NAME

ex: BAKER/ CHARLES F MR

Normally, the passenger name will appear in the above format.

96 25 A PASSENGER INFORMATION

Also referred to as "Statement Information", this freeform data is wholly determined by CWT. and is normally used to qualify the passenger or transaction. Examples include employee number, social security number, department number, project number, etc. Consult your Field Services Representative for exact specifications.

121 1 N FORM OF PAYMENT

1 - ACCOUNTS RECEIVABLE

2 - CREDIT CARD

3 - CASH

122 5 N COMMISSION DATA

128 1 F FILLER

RECORD TYPE: 90

DESCRIPTION: TRAVEL AGENCY TRAILER RECORD

DISP CHAR TYPE ELEMENT

22 6 N ENDING DATE

The latest possible transaction date of any item included on the tape.

28 11 N BALANCE DUE

Not applicable

Zero Fill

39 1 S SIGN (- or blank)

40 11 N NET RECEIPTS, DISBURSMENTS, ADJUSTMENTS

Zero Fill

51 1 S SIGN (- or blank)

52 11 N NET CHARGES

The sum total of all transactions for this file.

63 1 N SIGN (- or blank)

64 6 N RECORD COUNT

A total count of all records included on this file. Header and Trailer Records (types 01, 02 and 90) are included in this count.

70 58 F FILLER

Appendix B-1

CARLSON TRAVEL NETWORK

STANDARD FARE JUSTIFICATION

CODES AND EXPLANATIONS

A - Airport Declined - Traveler declined a lower fare because they wanted to fly out of or into a specific airport.

B - Business Class Ticket - At least one leg of trip is business class, with no first class legs.

C - Class Declined - Traveler declined lower fare based on class of service.

F - First Class Ticket - At least one leg of trip is first class.

I - International Split Currency - Used to designate when C.T.N. has saved money by issuing the international ticket in a different currency.

K - Amtrak Ticket.

L - Low Fare Accepted - Client accepted the lowest available fare at the time of booking.

P - Preferred Carrier - Traveler declined a lower fare because they wanted a different routing (i.e. no stopovers or connections where company policy permits it).

T - Time Declined - Traveler declined a lower fare because of time. (used only when traveler refusing a flight within their company policy)

X - Cancellation Penalty Declined - Traveler declined a lower fare because of a cancellation penalty.

U - Negotiated Fare - Convention or special negotiated fare.

W - Waitlisted a lower fare

Z - Refunded Ticket

Hotel & Car Specification

CARLSON WAGONLIT TRAVEL

HOTEL/CAR FILE HAND-OFF OUTPUT RECORD

INTERNAL SPECIFICATION

VERSION 4

FEBRUARY 1, 2000

RECORD SIZE: 256 BYTES

ALL NUMERIC FIELDS ARE RIGHT JUSTIFIED AND ZERO FILLED

SOME AMOUNT FIELDS ARE FOLLOWED BY A ONE CHARACTER SIGN FIELD

THIS SIGN FIELD IS EITHER A MINUS SIGN (-) OR BLANK.

IN THIS SPECIFICATION COLUMN HEADERS ARE DEFINED AS FOLLOWS:

DISP: CHARACTER DISPLACEMENT

CHAR: NUMBER OF CHARACTERS IN THE FIELD

TYPE: DATE ELEMENT TYPE

N: NUMERIC

A: ALPHA

F: FILLER

S: SIGN (- OR BLANK)

RECORD TYPE CODES

A one digit Record Type code may be found in each record at displacement 4. This code identifies the type of information contained in the record. The following is a list of Record Types currently provided. Details on each type may be found in the pages that follow.

0 - TRAVEL AGENCY HEADER RECORD

1 - CUSTOMER YEAR-TO-DATE HOTEL SUMMARY RECORD

2 - CUSTOMER YEAR-TO-DATE CAR SUMMARY RECORD

3 - HOTEL BOOKING DETAIL RECORD

4 - CAR BOOKING DETAIL RECORD

5 - CUSTOMER HOTEL TRAILER RECORD

6 - CUSTOMER CAR TRAILER RECORD

It should be noted that additional record types may be introduced in future versions.

RECORD SEQUENCE

The sequence in which records appear on the file is determined by the Record Type Code.

A single Travel Agency Header Record (0) precedes all records pertaining to that Travel Agency. This Header Record may represent a single branch of a Travel Agency with multiple branch locations. Branches are processed in ascending numeric order.

Customer accounts are processed in ascending numeric order. The customer Year-To-Date Hotel and Car Summary Records (types 1 and 2) precede all Detail Booking records (types 3 and 4) of each customer account. If no summary information is available for either record (types 1 or 2) include the record type with the Common Elements described on page 3.

Detail Booking records (type 3 and 4) are processed in transaction (invoice) number order. A customer account will be omitted altogether if there are no detail bookings found for that customer within the date range specified.

The Customer Hotel and Car Trailer Records (5 and 6) will always appear as the final records for a given customer account. There is no tape trailer record.

COMMON ELEMENTS IN ALL RECORDS

All records contain the initial displacements (0-4) outlined below. The data that follows these elements is determined by the Record Type Code (see displacement 4).

DISP CHAR TYPE ELEMENT

0 4 N CUSTOMER ACCOUNT NUMBER

Also referred to as the "Sold To" account number. The main customer number assigned to a given account. Not applicable to the Travel Agency Header Record (0)

4 1 N RECORD TYPE CODE

0 - TRAVEL AGENCY HEADER RECORD

1 - CUSTOMER YTD HOTEL SUMMARY RECORD

2 - CUSTOMER YTD CAR SUMMARY RECORD

3 - HOTEL BOOKING DETAIL RECORD

4 - CAR BOOKING DETAIL RECORD

5 - CUSTOMER HOTEL TRAILER RECORD

6 - CUSTOMER CAR TRAILER RECORD

RECORD TYPE: 0

DESCRIPTION: TRAVEL AGENCY HEADER RECORD

DISP CHAR TYPE ELEMENT

5 83 F FILLER

88 8 A TRAVEL AGENCY IATA CODE

This is the 8 character number of the host ticketing branch

96 21 F FILLER

117 2 A TRAVEL AGENCY DATABASE NUMBER

zero fill

119 25 A TRAVEL AGENCY NAME

144 25 A TRAVEL AGENCY ADDRESS LINE 1

169 25 A TRAVEL AGENCY ADDRESS LINE 2

194 25 A TRAVEL AGENCY ADDRESS LINE 3

219 36 F FILLER

RECORD TYPE: 1

DESCRIPTION: CUSTOMER YEAR-TO-DATE HOTEL SUMMARY RECORD

A single Hotel Summary record is provided which contains Year-To-Date totals on all hotel bookings for a given customer. This record is routinely updated at the end of each day with information from the Booking Detail records generated during the same day.

If no summary information is available, please include this record with the Common Elements described on page 3.

DISP CHAR TYPE ELEMENT

5 2 A HOTEL RECORD INDICATOR

Hotel records are indicated with "**"

7 25 A CUSTOMER ACCOUNT NAME

32 25 A CUSTOMER ACCOUNT ADDRESS

57 25 A CUSTOMER ACCOUNT CITY,STATE, AND ZIP

82 6 N DATE OF LAST YTD UPDATE

Date format: MMDDYY

88 7 N YTD NUMBER OF HOTEL BOOKINGS

95 1 S SIGN ( - OR BLANK)

96 8 N YTD ROOM NIGHTS

104 1 S SIGN ( - OR BLANK)

105 11 N YTD GROSS AMONT OF HOTEL BOOKINGS

116 1 S SIGN ( - OR BLANK)

RECORD TYPE: 1 (cont'd)

DESCRIPTION: CUSTOMER YEAR-TO-DATE HOTEL SUMMARY RECORD

DISP CHAR TYPE ELEMENT

117 2 A TRAVEL AGENCY DATABASE NUMBER

Zero fill

119 25 A TRAVEL AGENCY NAME

144 25 A TRAVEL AGENCY ADDRESS LINE 1

169 25 A TRAVEL AGENCY ADDRESS LINE 2

194 25 A TRAVEL AGENCY ADDRESS LINE 3

219 36 F FILLER

RECORD TYPE: 2

DESCRIPTION: CUSTOMER YEAR-TO-DATE CAR SUMMARY RECORD

These records contain Year-to-Date totals on all car bookings fro a given customer. A separate record is provided for each car company. This record is routinely updated at the end of each day with information from the Booking Detail records generated during the same day.

If no summary information is available, please include this record with the Common Elements described on page 3.

DISP CHAR TYPE ELEMENT

5 2 A CAR COMPANY CODE

(Example: 'ZE' for Hertz)

A two character travel industry code for a specific car rental company.

7 25 A CUSTOMER ACCOUNT NAME

32 25 A CUSTOMER ACCOUNT ADDRESS

57 25 A CUSTOMER ACCOUNT CITY,STATE, AND ZIP

82 6 N DATE OF LAST YTD UPDATE

Date format: MMDDYY

88 7 N YTD NUMBER OF CAR BOOKINGS

95 1 S SIGN ( - OR BLANK)

96 8 N YTD CAR DAYS

104 1 S SIGN ( - OR BLANK)

105 11 N YTD GROSS AMONT OF CAR BOOKINGS

116 1 S SIGN ( - OR BLANK)

RECORD TYPE: 2 (cont'd)

DESCRIPTION: CUSTOMER YEAR-TO-DATE CAR SUMMARY RECORD

DISP CHAR TYPE ELEMENT

117 2 A TRAVEL AGENCY DATABASE NUMBER

Zero fill

119 25 A TRAVEL AGENCY NAME

144 25 A TRAVEL AGENCY ADDRESS LINE 1

169 25 A TRAVEL AGENCY ADDRESS LINE 2

194 25 A TRAVEL AGENCY ADDRESS LINE 3

219 36 F FILLER

RECORD TYPE: 3

DESCRIPTION: HOTEL BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

5 12 A HOTEL TELEPHONE NUMBER

Telephone format: 999-999-9999

17 1 N BOOKING TYPE

1- NEW BOOKING

2- CANCELLATION

3- NON-COMMISSIONABLE BOOKING

4- VOIDED RECORD

Canceled & voided records (2 & 4) are also indicated by a minus sign following the number of guests, nights, rooms, and rate per night figures beginning at displacement 38 below.

18 1 A HOTEL HAS BEEN BILLED FOR COMMISSION DUE

BLANK

19 1 A BOOKING INCLUDED IN YTD SUMMARY FIGURES

BLANK

20 1 A BOOKING HAS BEEN CANCELED

"Y" OR BLANK

21 1 A BOOKING HAS BEEN MARKED PAID

"Y" OR BLANK

22 6 A TRANSACTION NUMBER

The travel agency invoice number associated with this booking

28 6 N TRANSACTION DATE

Date Format: MMDDYY

34 2 A AGENT NUMBER

Zero fill

RECORD TYPE: 3 (cont'd)

DESCRIPTION: HOTEL BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

36 2 A MARKET NUMBER

An internal market code assigned by CWT to the transaction

Zero fill

38 2 N NUMBER OF GUESTS

40 2 S SIGN (- OR BLANK)

41 6 N CHECK-IN DATE

Date format: MMDDYY

47 2 N NUMBER OF NIGHTS

49 1 S SIGN ( - OR BLANK)

50 2 N NUMBER OF ROOMS

52 1 S SIGN ( - OR BLANK)

53 6 N DAILY ROOM RATE

59 1 S SIGN ( - OR BLANK)

60 4 A ROOM TYPE

(Example: SGLB)

Consult your GDS system for a list of industry standard codes

64 25 A GUEST NAME

(Example: BAKER/CHARLES F MR) normally the guest name will appear in the standard format illustrated above.

RECORD TYPE: 3 (cont'd)

DESCRIPTION: HOTEL BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

89 25 A GUEST INFORMATION

Also referred to as "Statement Information", this freeform data is wholly determined by CWT and is normally used to qualify the guest or the transactions. Examples include employee number, social security number, department number, etc. Consult your Field Services Representative for exact specifications on this field.

114 2 A HOTEL CHAIN CODE

(Example: "HI" for Holiday Inn)

A two character travel industry code for a specific hotel chain. Independent hotel properties are indicated by "XX". Consult your GDS system for a current listing of hotel codes.

116 3 F FILLER

119 2 A SECONDARY CHAIN CODE

121 1 A NEW HOTEL PROPERTY

BLANK

122 25 A HOTEL NAME

147 25 A HOTEL STREET ADDRESS

172 20 A HOTEL CITY AND STATE

192 10 A HOTEL ZIP CODE

202 3 A HOTEL CITY CODE

The city code related to the location of hotel property

205 6 F FILLER

RECORD TYPE: 3 (cont'd)

DESCRIPTION: HOTEL BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

211 20 F FILLER

231 2 A TRAVEL AGENCY DATABASE NUMBER

Zero fill

233 1 A SAVINGS CODE

234 8 A PNR LOCATOR

242 13 F FILLER

RECORD TYPE: 4

DESCRIPTION: CAR BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

5 12 A CAR RENTAL LOCATION KEY

SPACE FILL

A computer assigned key field used to identify a specific car rental company location

17 1 N BOOKING TYPE

1 - NEW BOOKING

2 - CANCELLATION

3 - NON-COMMISSIONABLE BOOKING

4 - VOIDED RECORD

Canceled & voided records (2 & 4) are also indicated by a minus sign following the number of passengers, days, cars and daily figures beginning at displacement 38 below.

18 1 A CAR COMPANY HAS BEEN BILLED FOR COMMISSION

("Y" or BLANK)

19 1 A BOOKING IS INCLUDED IN YTD SUMMARY FIGURES

("Y" or BLANK)

20 1 A BOOKING HAS BEEN CANCELED

("Y" or BLANK)

21 1 A BOOKING HAS BEEN MARKED PAID

("Y" or BLANK)

22 6 A TRANSACTION NUMBER

The travel agency invoice number associated with this booking

28 6 N TRANSACTION DATE

Date Format: MMDDYY

34 2 A AGENT NUMBER

Zero fill

RECORD TYPE: 4 (cont'd)

DESCRIPTION: CAR BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

36 2 A MARKET NUMBER

An internal market code assigned by CWT to the transaction

Zero fill

38 2 N NUMBER OF PASSENGERS

40 2 S SIGN (- OR BLANK)

41 6 N PICK-UP DATE

Date format: MMDDYY

47 2 N NUMBER OF DAYS (Service Duration)

49 1 S SIGN ( - OR BLANK)

50 2 N NUMBER OF CARS

52 1 S SIGN ( - OR BLANK)

53 6 N DAILY RENTAL RATE

59 1 S SIGN ( - OR BLANK)

60 4 A CAR TYPE

(Example: ICAR (intermediate Car)

Consult your GDS system for a list of car type codes

64 25 A RENTER NAME

(Example: BAKER/CHARLES F MR) normally the guest name will appear in the standard format illustrated above.

RECORD TYPE: 4 (cont'd)

DESCRIPTION: CAR BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

89 25 A RENTER INFORMATION

Also referred to as "Statement Information", this freeform data is wholly determined by CWT and is normally used to qualify the guest or the transactions. Examples include employee number, social security number, department number, etc. Consult your Field Services Representative for exact specifications on this field.

114 4 A CAR COMPANY CHAIN CODE

(Example: "C-ZE" for Hertz)

"C" followed by the two character travel industry code for the associate car rental company.

118 2 A SECONDARY CHAIN CODE

120 2 F FILLER

122 25 A CAR COMPANY NAME

147 25 F FILLER

172 20 A CAR COMPANY CITY AND STATE

192 10 A CAR COMPANY ZIP CODE

202 3 A CAR COMPANY CITY CODE

The city code related to the location of car property

205 6 F FILLER

211 20 F FILLER

RECORD TYPE: 4 (cont'd)

DESCRIPTION: CAR BOOKING DETAIL RECORD

DISP CHAR TYPE ELEMENT

231 2 A TRAVEL AGENCY DATABASE NUMBER

Zero fill

233 1 A SAVINGS CODE

234 8 A PNR LOCATOR

242 13 F FILLER

RECORD TYPE: 5

DESCRIPTION: CUSTOMER HOTEL TRAILER RECORD

DISP CHAR TYPE ELEMENT

5 11 N TOTAL NUMBER OF HOTEL GUESTS

16 1 S SIGN ( - OR BLANK)

17 11 N TOTAL NUMBER OF NIGHTS

28 1 S SIGN ( - OR BLANK)

29 11 N TOTAL NUMBER OF ROOMS

40 1 S SIGN ( - OR BLANK)

41 11 N TOTAL NUMBER OF ROOM NIGHTS

52 1 S SIGN ( - OR BLANK)

53 11 N TOTAL GROSS AMOUNT OF HOTEL BOOKINGS

Daily rate * Number of rooms * Number of nights

64 1 F FILLER

65 12 F FILLER

77 6 N BEGINNING TRANSACTION DATE

Date format: MMDDYY

83 6 N ENDING TRANSACTION DATE

Date format: MMDDYY

89 6 A DATE RANGE IDENTIFIER

Always use identifier: "TR DAT"

Note: For displacements 77 & 78 use transaction dates only

RECORD TYPE: 5 (cont'd)

DESCRIPTION: CUSTOMER HOTEL TRAILER RECORD

DISP CHAR TYPE ELEMENT

95 5 N TOTAL NUMBER OF HOTEL BOOKING DETAIL RECORDS

Total number of type 3 records for this customer

100 155 F FILLER

RECORD TYPE: 6

DESCRIPTION: CUSTOMER CAR TRAILER RECORD

DISP CHAR TYPE ELEMENT

5 11 N TOTAL NUMBER OF CAR RENTALS

16 1 S SIGN ( - OR BLANK)

17 11 N TOTAL NUMBER OF RENTAL DAYS

28 1 S SIGN ( - OR BLANK)

29 11 N TOTAL NUMBER OF CARS

40 1 S SIGN ( - OR BLANK)

41 11 N TOTAL NUMBER OF CAR DAYS

52 1 S SIGN ( - OR BLANK)

53 11 N TOTAL GROSS AMOUNT OF CAR BOOKINGS

Daily rate * Number of cars * Number of days

64 1 F FILLER

65 12 F FILLER

77 6 N BEGINNING TRANSACTION DATE

Date format: MMDDYY

83 6 N ENDING TRANSACTION DATE

Date format: MMDDYY

89 6 A DATE RANGE IDENTIFIER

Always use identifier: "TR DAT"

Note: For displacements 77 & 78 use transaction dates only

RECORD TYPE: 6 (cont'd)

DESCRIPTION: CUSTOMER CAR TRAILER RECORD

DISP CHAR TYPE ELEMENT

95 5 N TOTAL NUMBER OF CAR BOOKING DETAIL RECORDS

Total number of type 4 records for this customer

100 155 F FILLER

image5.emf

App-A (GetThere-TMC Integration Worksheet).xlsx Table of Content

Click on the tab name to move to that TAB

Team Roster

Online Booking Configuration TMC Integration

Basic Information Agency Fulfillment

Current Services Offered by Agency General Information

Booking Related Email Address

Credit Cards - Individual or BTA / Central Bill? After Hours

GDS Pseudo Cities

Localization Settings Site URL

Itinerary Remarks

Vendor Configuration PNR Retention

Air Configuration Ticket Data

Car Configuration

Hotel Configuration Amadeus Connectivity & Profile

Rail Information Connectivity (Usage TA)

TMC / Traveler Profile Information

Travel Policy

General Apollo / Galileo Connectivity & Profile

Air Policy Connectivity (Usage TA)

Hotel Policy TMC / Traveler Profile Information

Car Policy

Rail Policy Sabre Connectivity & Profile

Connectivity (Usage TA)

Reason Codes TMC / Traveler Profile Information

Reason Codes OOP - Air

Reason Codes OOP - Hotel Worldspan Connectivity & Profile

Reason Codes OOP - Car Connectivity (Usage TA)

Reason Codes OOP - Rail TMC / Traveler Profile Information

Reason Codes for Segments not booked - No Air

Reason Codes for Segments not booked -No Car Amadeus Funding Data

Change / Cancel Apollo & Galileo Funding Data

Cancel Reservation - AIR

Cancel Reservation - CAR Sabre Funding Data

Cancel Reservation - HOTEL

Change Reservation - AIR Worldspan Funding Data

Change Reservation - CAR

Change Reservation - HOTEL Data Integration

SFTP

Market Preferences

Air Preferences - Global, Regional etc. Data Integration (E2)

Car Preferences - Global, Regional etc. SSO: Supersite Admin

Hotel Preferences - Global, Regional etc. SFTP

ESIE: Supersite Admin - New Home Page

Custom Fields & PNR Reporting Fields

Version Control Control Custom Fields - CFE's

V1.0 Updated Template PNR Reporting Fields

V1.1 Updated Rail Default reason code and Hotel Codes

V1.2 Removed Surrounding Airports - Sunset 14.07 Queues

PNR Queues

PNR Acquisition

GDS Queues and Prefactory/Category Codes

Proposed PNR Structure

Sabre

Apollo

Galileo

Worldspan

Amadeus

PNR Samples

Sabre Profile

Apollo Profile

Amadeus Profile

Galileo Profile

Worldspan Profile

Profile Sample

Data Upload Sample

Timeline-Project and Team

TIMELINE

Year: 2014

Month: January February March April May Apr June Feb July August September October November December

Monday Date: 6 13 20 27 3 10 17 24 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24 1 8 15 22 29

Customer Name D D D B B GT GT T T T RT 7 Change Freeze / Site Signoff PLS

Team Member Availaibility

Example - Vernon Bear 10 31

LEGEND

Available (no color)

Not Available (dates are indicated in cell)

Discovery (D)

Site Build (B)

Testing (GT: GetThere Testing T: Customer and Agency Testing; RT: Retest if Required)

Launch (date listed in cell)

Post Launch Support - PLS (1-2 weeks)

Team Roster

TEAM ROSTER

First Name Last Name Role Location / Time Zone Phone Email

Agency

Project Manager

Travel Manager

E2 Solutions

Implementation Manager

Shannah Donhauser Site Administrator San Antonio/Central 830-632-5549 sdonhauser@cwtsatotravel.com

Angela McDonald TMC Integration Lead San Antonio/Central 210-590-8528 amcdonald@cwtsatotravel.com

Integration Lead

TMC

Project or Account Manager

Operations/ Ticketing / Fulfillment mailto:sdonhauser@cwtsatotravel.commailto:amcdonald@cwtsatotravel.com

Basic Info-Credit Cards

BASIC INFORMATION

BASIC INFORMATION Customer or Agency Response

What type of fares are booked? (Agency? Clients? Promotional? Internet?)

Rodriguez, Polo:

Do you have client negotiated fares? Do you have agency negotiated fares? Do you allow them to book internet fares?

Government

Do you allow upgrades? Only allowed after ticketing and directly with the vendor.

Booking Related

Are bookings done by travel arrangers, travelers or both?

Is there a pre trip approval process in place? Is there a plan to change it? ONLY applies to stand alone

Number of Travelers?

Do all Travelers have profiles?

What login ids will profiled travelers use? (must be unique across all subsites)

What will be the source of user profile data? Typically via SelfReg. (ONLY applies to stand alone

What login ids will non-profiled travelers use? (ie contractors)

Rodriguez, Polo:

User ID's need to be unique across the organization and all the subsites/ how they incorporate contractors or those who don’t have a user id/hierarchy needs for reporting ONLY applies to stand alone

Credit Cards - Individual or CBA / Central Bill? (multiple cards?)

Rodriguez, Polo:

DO NOT enter card numbers on this document! Number must be encrypted prior to sending.

Note: Central Bill/BTA usage with webconnect may have a functionality conflict due to CVV requirement which cannot be posted on the site

Air:

Hotel:

Rail:

Ancillary fees (Air extras): Only applies for non-E2 implementations

If CBA will be used, will card number be moved from a GDS first level profile?

Is CBA assigned by Approver or TMC?

Is there a limited list of card types the user can purchase with?

If so, which cards (i.e. Visa or American Express)?

What is the total number of unique charge cards permitted per traveler? 1 Government Charge Card 1 Personal Charge Card

Localization Settings

LOCALIZATION SETTINGS

Pre-populated by Site Administrator as much as possible

Should the site be updated for daylight savings?

If yes, when does daylight savings begin?

If yes, when does daylight savings end?

What is the site's local currency? USD

Should users have the ability to select their default currency?

What is the site's default language? English

What languages should be available on this site?

Distance (miles or Kilometers): Miles

Date Format (MMDDYY / DDMMYY / YYMMDD): MMDDYY

Time zone of PCC:

Time format (12 hour or 24 hour): 12 hours

Default Time Options are set to best practice:

Morning starts at: 7a

Afternoon starts at: 12noon

Evening starts at: 6p

Point of Sale Country: USA

Countries being served from this site:

Vendor Config

VENDOR CONFIGURATION

Air Configuration

Pricing Codes Code GDS Comments

Client code for negotiated pricing (SNAP Code / Unifares / Private Fares Code / Secure Rate Code)

Kari Munz: Except for Worldspan users, only 1 code is allowed per site. Note: All rates must be loaded through ATPCO in the GDS under this code or pricing online will not be correct.

Pricing Questions Selection

Classes of service to show users: Coach (default), Premium Economy, Business, First Class. Coach (default), Premium Economy, Business, First Class.

Fare type options users may select: Lowest Available to Include Penalties (default), No Advance Purchase, No Penalty, Unrestricted Lowest Available to Include Penalties (default), No Advance Purchase, No Penalty, Unrestricted

Permit users to complete bookings of itineraries that cannot be priced by the GDS? Yes

Permit users to book a higher class of service if their requested class of service is unavailable? No

Allow Shop by Price? Set as Default? Yes, No

Enable Plus/Minus Days Up to 3 with default of +1/-1

What is the minimum interval permitted between the flight time and the booking time? 24 hours/1 day

How far in advance should tickets be issued? 3 Days This is the number of business days agreed to by the client and TMC. Due to the government cancellation in 48 hours, minimum should be 3 business days.

Allow international itineraries to be booked via the online booking tool? Yes

Restrict specific county? Cuba All travel to Cuba is blocked as a standard setting

What are the local airlines booked and ticketed?

What Regional Airlines are booked and ticketed?

Do you have any negotiated airline contracts outside of the GSA contract city pairs?

Are there any airlines that can be booked but not ticketed at your location?

Car Configuration - Restricted to DTMO Vendor CD Number Region / Worldwide

ACE CWGT Worldwide

Advantage 1859713 Worldwide

Alamo GOVBIZ/PC-AU5751ADC Worldwide

Avis A555500 Worldwide

Budget T788300 Worldwide

Dollar TB3295 Worldwide

Enterprise FGORDRS Worldwide

Europcar 89901231 Worldwide

Fox Car Rental FEDT000001 Worldwide

Hertz 1842769 Worldwide

National GOVBIZ Worldwide

Payless ZAGOV Worldwide

Sixt Car Rental SX9862063 Worldwide

Thrifty 10229339 Worldwide

Add additional lines here if you have any outside of DTMO

Car Configuration Questions Selection

What is the largest car size the user can select whether in or out of policy? Full Size Van Mini, Economy, Compact, Intermediate, Standard, Full Size, Premium, Luxury, SUV, Passenger Van

Display Make/Model examples for each car rental option? Yes

Any negotiated rates outside of the SDDC negotiated rates?

If yes, list the car vendors:

If yes, should the choice of cars be limited to these vendors

If choice of cars will not be limited to these vendors, list the negotiated vendors first and highlight these as preferred?

Permit the user to select a car category (two or four door models) on the Car Search page? Yes

Permit the user to select of a list of special requests on the Car Search page? Yes e.g. ski rack, navigational system, infant seat, etc

Hotel Configuration Code Comments A maximum of 3 codes can be used on each site.

Agency Rate Code XVU FedRooms - Requires HIC code activation in PCC

Agency Rate Code SGV Sato Government Rates - Requires HIC code activation in PCC

Client Rate Code

What hotel rates should be excluded: Keyword for automatic display - FedRooms,XVU,Government Examples: travel industry, AAA, AARP, government, gov, military, advance purchase, GVT, STATE, AUTO CLUB, SEN, SENIOR, RETIRED, AIRLINE EMP, DEPOSIT, ADV PURCHASE, ADV PCHS, NO REFUND, CXL FEE, ADVANCE PURCHASE, ADVANCE BOOKING, SAVER ONE, DAY USE, HOT DEAL, hotdeal, NO REFUND-EP, CCPREPAID, PRESIDENTIAL SUITE, travel trade industry, TRAVEL AGENT, BUY ONE GET ONE, PKG, citibank, full prepay

Hotel Configuration Questions Selection

Exclude Non-Refundable Room Rates Yes Only available with Sabre

Mileage distance to be used as the default setting on the Address and Reference Point search pages: 25 Miles 25 miles is the standard, but you can increase this distance - Options are 5, 10, 15, 20, 25, 30, 40, and 50 miles.

Permit users to book multiple hotels in a city? Yes

Permit users to book multiple rooms in a hotel? No

Display Government Per Diems on the Hotel Availability and Hotel Rate pages? Yes

Hotel Chain Disc.# (CD numbers if applicable by chain) Vendor Number

Reference points (ie office locations)

Provide separate file for upload

Rail

Amtrak Information

TAW Format

Rail Pseudo City

Rail Queue

Kiosk or Agency Ticketing

Company Code (tracking activity)

Corp. Disc. ID

Classes of service to show users: Coach (default), Business, First Class.

Travel Policy

TRAVEL POLICY

Policy Item Policy Configuration International Traveler or Itinerary Exceptions Additional Comments System behavior when OOP A. allow traveler to select from a list of re B. do nothing C. allow traveler to select from a list of authorizers D. allow traveler to request policy exemption E. force traveler to build a compliant itinerary

Air Policy

What is your overall strategy for Air Bookings? Travelers should be directed to take the lowest available fare in the market to include non-refundables. Travelers may select commercial fares that are lower than the government contracted fare in the market. Travelers should be informed of the advantages of the capacity controlled contract fare (-CA) to include lower cost to the government and no fees for itinerary changes.

Are travelers required to provide a reason for not taking the contracted government fare? Yes Yes n/a See list of Air Reason Codes

Are travelers allowed to fly first class? No No

Hotel Policy

What is your overall strategy for Hotel Bookings? Travelers should be directed to book FedRooms to take advantage of negotiated government rates and amenities.

Are travelers required to book FedRooms rates? What is the expected behavior if the FedRooms property does not have preferred rates available? No No Show all rates for the Fedrooms property

Alternative: restrict booking property if FedRooms rate is not available.

Is a hotel stay required when booking air that places the traveler in the destination overnight? Yes Yes See list of No Hotel reason codes

Car Policy

What is your overall strategy for Car Bookings? Travelers should book only DTMO approved car vendors to take advantage of negotiated discounts and insurance coverage.

Are travelers required to select a preferred car vendor when offered? What is the expected behavior if no preferred vendor is available (i.e., sold out situations). Yes Users are displayed only DTMO approved vendors.

Traveler must call the TMC if preferred vendor is not available online.

Is a rental car required when booking air that places the traveler in the destination overnight? Yes Yes See list of No Car reason codes

Rail Policy

What is your overall rail strategy (Amtrak only)? Traveler should book coach-class accomodations.

Are certain rail classes of service restricted? Coach See list of Rail reason codes

Reason Codes

REASON CODES

Description text should be traveler friendly and should cover all scenarios of why a user would be called out (i.e. class of service, unrestricted fare, minimum days, declined lowest - carrier/alt airport/connections/business time constraints/equipment, etc.

Reason Codes for Out of Policy Selection Reason Codes for Segments Not Booked

Air Code Reason that is Displayed: No Hotel Code Reason that is Displayed:

C0 Contract fare used or no contract fare exists (C0) HC0 Default in policy code must be the same as the other hotel out of policy code (required)

C1 Contract fare will not meet mission (C1) HC1 NO HOTEL BOOKING - HOTEL NOT REQUIRED (HC1)

C2 Use of contract fare incurs unnecessary lodging (C2) HC2 HOTEL BOOKED DIRECTLY OR VIA OTHER MEANS (HC2)

C3 CP schedule conflicts with agency policies (C3)

C4 Non-contract carrier offers lower public fare (C4) No Car Code Reason that is Displayed:

C5 Cost effective rail service is available (C5) CC0 Default in policy code must be the same as the other car out of policy code (required)

C6 Smoking permitted on CP and nonsmoking section not acceptable (C6) CC1 No car booking - car not required (CC1)

CC2 No car booking - sold out (CC2)

CC3 Car booked directly or via other means (CC3)

C…