Section C Final - Attachment 11.docx

GSA SOLICITATION QMAD-JM-100001-N

August 23, 2010

GSA SOLICITATION QMAD-JM-100001-N

Attachment 11 – PNR Documentary Guidance August 23, 2010

Attachment 11 PNR Documentary Guidance ETS2 shall utilize the GDS hosted PNR as the principle repository of all trip-specific, booking details for active reservations in order that such information can be commonly accessible by both ETS2 Contractor and TMC for analysis and reporting as may be required of each party under the terms of their respective agreements and Task Orders.

This Attachment details certain PNR documentary requirements to: 1) improve the accuracy and efficiency of fulfillment services by maximizing the capacity for PNR fulfillment automation by mid-office systems and thereby minimizing the need for manual intervention; and 2) ensure each PNR contains sufficient detail to support effective Travel Management by and for the government. These PNR Documentary Requirements shall be applicable to all ETS2 PNRs, whether such PNRs were originated online or manually created.

For the purposes of this Attachment, any reference to ‘proper’ formatting and documentation shall be interpreted to mean, formatted in accordance with the recommended standards or requirements of each applicable implemented GDS, or in absence of such, as defined by the ETS2 Contractor and agreed to by each TMC, or, in the absence of such agreement, formatted in accordance with standards as defined by the GSA Program Management Office, as necessary to effectuate the reporting and analytical capabilities of Contractor, TMCs, and customer agencies needed to perform, or assist in the performance of government Travel Management .

The following list of required PNR elements is not exhaustive and presumes the incorporation of all requisite PNR content and formatting as prescribed by the applicable GDS for each booking, as well as the incorporation of any and all additional PNR content and formatting necessary to comply with all Mandatory Requirements defined in the Statement of Work, and such additional requirements as may be mandated by Task Orders to which Contractor or TMC is a party.

1. To the maximum extent possible, all remarks shall be standardized and consistently formatted to facilitate programmable automation via Point-of-Sale and Mid-Office automation tools. At a minimum, all remarks added to the PNR shall contain consistently formatted subject-specific prefatory code(s), preceding any remarks text.

2. All remarks, including UDID’s (and their equivalents), shall be properly formatted and shall include but may not be limited to the following:

a. PNR Locator

b. PNR Type

c. Booking Pseudo City Code

d. Booking source (OBE vs. Agent)

e. Travel Purpose Identifier

f. Travel Authorization Number

g. Document number

h. Organization Code, Facility identifier

i. Original booking date (PNR creation date)

j. Air

i. Comparison Fares (YCA/-CA when available)

ii. Fare accepted/booked (Fare quote)

iii. Fare type

iv. Penalty (Y/N)

v. Super PNR identifier and related codes

vi. Other Explanatory codes

1. Contract Fare usage codes

2. First and business class justification codes (if applicable)

3. Service codes (changes, exchange, re-issue, etc)

k. Car

i. Rate booked

ii. Comparison rate (Government ceiling rate when available)

iii. Cost (or extended rate) booked

iv. Rate type

v. Other Explanatory codes

a. Character

b. Vendor selection codes

c. Rate / Car Type selection codes

l. Hotel

i. Rate booked

ii. Comparison rate (per diem)

iii. Cost (or extended rate) booked

iv. Rate type

v. Other Explanatory codes

a. Character

b. Vendor selection codes

3. Upon the initial completion of each PNR containing an airline booking, the quoted fare shall be properly formatted and stored in the PNR.

4. In cases where the quoted fare cannot be cannot be properly stored in the PNR, then a properly formatted remark shall be added to the PNR containing the airfare displayed/offered and booked by the ETS2 user.

5. The applicable form of payment shall be properly formatted and added to the PNR at the time of booking.

6. Many airlines now require OSI messages for a variety of reasons. ETS2 shall update the PNR with the proper OSI messages for each airline contained in the PNR. To avoid possible cancellation by the airlines, OSI messages shall not be placed in the PNR prior to the actual booking of the related flight segments.

7. If seat assignment is not possible at the time of booking, then the PNR shall be properly documented for automation follow-up.

8. In cases where the traveler elects to use a previously unused non-refundable ticket, the PNR shall be properly documented to reflect such, along with sufficient details as necessary for fulfillment, unused document tracking, and reporting.