Chapter 6: Basic ticketing and prepaids.
Much of the information you learned in previous chapters is put into use in this chapter. Airline codes, airport codes, types of trips, fare and tax calculation, and so on are all part of ticketing. All of a travel professional's knowledge and customer service is fine, but if it fails to result in a booking and sale of travel, it has produced no revenue for the travel agency. Almost all air travel within North America and many international trips are handled as electronic ticket transactions. To the client, this means ticketless. To the travel professional, electronic ticket transactions and ticketless air travel are two very different things. Each requires that booking, payment of a commission, and agency-produced documentation be handled in different ways. Some clients request a paper ticket, even if other options are possible. Today's travel professional must be adept at handling all three transaction types.
At the conclusion of this chapter, you should be able to:
* distinguish between the three types of "ticketing."
* identify accountable and nonaccountable ARC ticket stock.
* describe ARC's rules for completing a manual ticket.
* accurately write a manual ticket.
* know the aspects of a conjunction ticket.
* know the uses of a PTA and be able to complete one by hand.
agency identification plate
airline identification plate
electronic ticket (e-tkt)
Prepaid Ticket Advice (PTA)
ticketless air travel
Everything you have learned thus far culminates with the issuance of a ticket. City and airport codes, flight patterns, types of trips, and itinerary planning all come into play at this point. The commission is also a feature of ticketing and although you learned about commission earlier in this text, a short review may be in order.
Only a few U.S. airlines and some of the international airlines pay travel agencies a 5 percent commission calculated on the base fare. Most of the airlines that pay a 5 percent commission also cap the amount of commission on domestic tickets at $10 for a one-way trip, $20 for a round-trip, open-jaw, or circle trip. Internationally, the caps are $50 for a one-way trip, $100 for a round-trip, open-jaw, or circle-trip.
The term "ticketing" is broken down into three categories: ticketless, electronic ticket (known as e-tkt), or paper ticket. Before you can begin to learn how to complete a ticket, you must first learn about the three areas of ticketing.
TICKETLESS AIR TRAVEL
Only a few U.S. airlines handle their business as ticketless air travel. For these airlines, the reservation may be made by phone or in some cases, in the CRS.
When reservations are made by phone, the travel counselor gives the client's credit card number to the airline reservationist and the airline processes the charge and gives the travel counselor a confirmation number. The confirmation number may be called a reservation or booking number, or it can be referred to as a record locator. The airline may fax a copy of the booking or itinerary to the travel counselor (see Figure 6-1). The travel counselor may give the client a copy of the fax in addition to the confirmation number.
For ticketless air travel booked in the CRS, the travel counselor transmits the credit card information to the airline in a special area of the PNR known as an SSR (special service request) or OSI (other service information) item. The airline processes the credit card charge and electronically transmits a confirmation number to the travel counselor. Because the travel counselor has a PNR in the CRS, the travel counselor can produce a standard itinerary for the client.
Regardless of how the ticketless air travel is booked, the travel counselor produces no ticket or ARC accounting coupons. The travel agency receives a commission check from the airline, usually on a monthly or bimonthly basis.
The client has no ticket, may have an itinerary and confirmation number, and simply shows his photo I.D. or passport when he checks in at the airport. The airline retrieves the PNR in their computer either by the client's name or by the confirmation number. Some airlines do seat assignments at check-in, others board passengers by group assignments. Of those airlines that do seat assignments, a boarding pass may be issued.
ticketless air travel A type of air travel transaction in which the passenger has no flight coupons and the travel counselor does not issue any accounting documents.
An electronic ticket, known as an e-tkt, is the same thing as ticketless air travel in the client's eyes because the client does not have a paper ticket. From the travel counselor's perspective, the two are quite different.
All e-tkt transactions are booked in the travel counselor's CRS, just like any other PNR. Seat assignments can and should be made at this time. The travel counselor issues the accounting coupons of the ticket and the passenger receipt coupon, but no flight coupons. Depending on the method the agency uses to report sales to ARC, these accounting coupons can include the auditor and agent coupons. The charge to the credit card is processed at the time the accounting coupons are issued. Approximately 50 to 60 percent of all agency ticket transactions are electronic.
Because the travel counselor has a PNR in his CRS, an itinerary receipt is easily produced for the client (see Figure 6-2). The client also may be given a confirmation number. At the airport, the client shows his photo I.D. or passport, and the airline reservationist retrieves the PNR in his computer and issues boarding passes. The airlines pay the commission on e-tkts via standard ARC reporting, which you will learn about in the next chapter.
Almost all domestic and some international itineraries can be handled as an e-tkt transaction. There are, however, some circumstances that prohibit an itinerary from being processed as an e-tkt. These include: the electronic link between the airline and the CRS is not available, the itinerary contains more than one airline, the itinerary includes a dual-designated carrier, and the itinerary contains more than the maximum number of segments allowed for an e-tkt.
Many clients prefer having a paper ticket even when an e-tkt is possible. An advantage to having a paper ticket is that should the airline cancel a flight on the day of travel, rescheduling is easier. An advantage to having an e-tkt is that there is nothing for the client to lose, keeping in mind that the airlines charge $75 or more to process a lost ticket application.
electronic ticket (e-tkt) A type of ticket transaction in which there are no flight coupons, accounting coupons are issued.
Regardless of who issues the paper ticket, the travel counselor or the airline, it is produced by one of two methods: by computer or written by hand. Most tickets issued today are computer generated, but there are circumstances that require a handwritten ticket. The best way to learn the mechanics and numerous nuances of a ticket is to learn how to write the document by hand.
All tickets and other airline documents are called ticket stock and are issued by ARC. All ticket stock is purchased from ARC using an ARC Ticket Requisition form. The cost for ticket stock varies from agency to agency, depending on the number and type of documents ordered.
Ticket stock falls into two categories: accountable documents and nonaccountable documents (see Figure 6-3). As the documents are used, accountable ticket stock must be carefully logged by number, either by hand or in the CRS.
FIGURE 6-3 Airlines Reporting Corporation (ARC) stock Selected ARC Documents Accountable Documents Automated Tickets Manual Tickets Prepaid Ticket Advice Miscellaneous Charges Order Tour Order Nonaccountable Documents Refund/Exchange Notice (REN) Universal Credit Card Charge Form Agent Automated Deduction Sales Summary Adjustment Request Sales Report Settlement Authorization
Every accountable document must be tracked by document number and kept at the agency. Never throw away an accountable document! If you should make an error and have to start over, write the word "VOID" in large letters on all copies or coupons of the document. A voided document is kept in the travel agency's files for at least two years. If an accountable document should be discovered missing during a routine ARC audit, the travel agency could face heavy fines or ARC could close the agency indefinitely.
Should the travel counselor make a mistake while completing a nonaccountable document and have to start over, the counselor may discard the document. As the term implies, these documents are not logged or audited by ARC. Before throwing a nonaccountable document away, check with the agency manager. It is possible that the agency has a policy of monitoring these documents as well, even though they are not required to do so by ARC.
The term validation refers to the imprinting of certain data on an ARC accountable document, and in so doing, the document becomes valid for use. When an automated ticket is issued, the computer automatically validates it on printing. All hand-issued (manual) documents are validated by hand in a machine that looks very similar to a credit card imprinter. This machine is called a ticket validator or ticket imprinter.
When a document is validated, it is imprinted with three very important types of information: the date of issue; the travel agency data consisting of name, agency location, and eight-digit ARC number; and the airline data consisting of name and the three-digit numeric code plus the "check" digit.
The date of issue, whether imprinted by hand or by the computer, is done in a specific way; for example, 01 JUN 02. As you begin to write tickets and other documents, always print the date in the same manner as the validator would.
For training, you are "working" for ABC Travel, located in Washington, DC. Your ARC number is 00 12345 6. Notice the spacing in the ARC number. The first two digits identify the state where the agency is located. The series of five digits identifies the specific agency and the last digit is called a check digit. ARC assigned this number when your agency was appointed and provided the agency with an agency identification plate (see Figure 6-4). The ARC number is also recognized by IATAN and IATA.
FIGURE 6-4 Sample travel agency identification plate ABC TRAVEL WASHINGTON, DC 00 12345 6
On appointment by ARC, each airline supplied the agency with an airline identification plate. Each plate is stamped with the airline information that imprints on validation. The travel counselor decides which airline's plate to use for validation. An airline ticket or other document can be validated on one airline's plate only, even if the trip involves several airlines.
What if the passenger's itinerary contains more than one airline? How does the travel counselor decide which airline's identification plate to use? As a general rule, the outbound airline should be used as the validating carrier. However, the counselor may use any airline within the itinerary.
Each airline wants to be the validating carrier for one very important reason: cash flow. All money from an airline ticket, e-tkt, or other document goes to the validating carrier. This airline holds the money until the passenger has traveled. Then, the validating airline sends the applicable amounts, if any, to the other airlines that appeared on the ticket.
Because of the cash flow situation, airlines have been known to tell an agency, "If you validate all your tickets, e-tkts, and other documents on us (even though we may not be the outbound carrier), we will give you free travel for yourself." As you might expect, this practice doesn't precisely follow the rules; however, it is not illegal.
Now, let's look at cash flow from another point of view. What if the outbound airline is on very shaky financial ground? By validating the ticket on this airline, it holds the passenger's money until the flights have taken place. If, before the flights are taken, this airline files for bankruptcy, what happens to the passenger's money? Can he get a refund? A refund from a bankrupt airline is unlikely. Usually, all assets are frozen, meaning no refunds are allowed. If this airline chooses to liquidate its assets, the passenger can make a claim in bankruptcy court, and maybe, in a year or two, get a small portion of his money back.
When the outbound carrier is financially unstable, the agency manager may request that counselors validate on one of the other airlines on the itinerary. This protects the passenger's money. On the other hand, it stops the cash flow to an airline that is already unstable, perhaps forcing a bankruptcy. There is no clear-cut answer when you are dealing with an airline that is in financial trouble. Trust the travel agency manager's experience and knowledge.
paper ticket An accountable ARC document that is used for air travel. validation The process of imprinting an ARC document with the date of issue, travel agency information, and vendor data. agency identification plate A metal plate that states the travel agency's name, location, and ARC number. It is provided by ARC at the time of appointment and is used in validation or imprinting devices. airline identification plate A metal plate, about the size of a credit card, that identifies the airline's name and numeric code. Provided by each airline, the plates are used in validation or imprinting devices.
GENERAL RULES FOR WRITING TICKETS AND OTHER DOCUMENTS
1. Print, using block letters.
2. Use a ballpoint pen. (For training, a pencil may be preferable so you can correct mistakes.)
3. Press firmly; each document usually has several copies.
4. Flight dates are written as 15JUN.
5. Flight departure times are written as 600A, 1200N, 845P, 1200M, or using 24-hour clock such as 0845, 2119.
6. The passenger's last name is always first. The first name, and possibly a middle initial, is separated from the last name with a slash (/). The passenger's name on the reservation and ticket must match the name as it appears on his photo I.D. or passport.
7. No dollar signs ($) or percent symbols (%) are used.
STANDARD HANDWRITTEN AIRLINE TICKET
An airline ticket serves three important functions: an authorization to travel, as evidence of the fare and amount paid, and as an accounting link between the travel agency, ARC, and the airline.
Before you can begin to write an airline ticket, you must first understand the individual copies, what types of information is required, and where that information should appear on the document.
1. Cover sheet. The cover sheet remains attached to the ticket booklet at all times.
2. Notice of Incorporated Terms. This page is to advise the passenger of the airline's responsibility.
3. Auditor's Coupon. If the agency uses standard ARC reporting procedures, this green coupon is sent to ARC with the ticket report. If the agency reports sales electronically through the CRS, the agency may opt to destroy the auditor's coupon or keep it at the agency.
4. Agent's Coupon. This pink coupon is retained in the travel agency's files for at least two years.
5. Flight Coupons. Each flight coupon is numbered 1, 2, 3, and 4. These buff colored coupons remain in the ticket booklet and are given to the passenger. One flight coupon is required for each flight on the passenger's itinerary. Should all of the flight coupons not be needed, remaining coupons are marked "VOID" and removed from the ticket booklet. Depending on agency policy, void coupons may be destroyed or they may be stapled behind the agent's coupon. Please note that a few airlines want the void coupons stapled behind the auditor's coupon. These airlines are listed in the ARC Industry Agents' Handbook. Prior to boarding, an airline gate agent removes and keeps the coupon that is applicable to the flight being boarded.
6. Passenger's Receipt. This white copy remains in the ticket booklet.
Figure 6-5 is a blank manual ticket that shows some of the boxes numbered. The numbers on the blank ticket correspond with the explanations. Not all boxes are completed on all tickets. Those boxes that are mandatory on all tickets are marked with an asterisk (*). Figure 6-6 is a completed manual ticket and Figure 6-7 is a completed automated ticket showing the same itinerary as the manual ticket. The ARC Industry Agents' Handbook contains a complete section on ticketing. Remember that ARC sets the rules for writing tickets.
[FIGURE 6-5 OMITTED]
[FIGURE 6-6 OMITTED]
[FIGURE 6-7 OMITTED]
* 1. Date of Issue. Imprinted on validation.
* 2. Place of Issue--Agency. Imprinted on validation.
* 3. Passenger Ticket & Baggage Check--Issued By. Validating airline information imprinted on validation. If the ticket is for an international trip, print an X with a circle around it to the right side of the box.
* 4. Origin/Destination. Airport codes identifying where travel begins and finally terminates.
* 5. Booking Reference. Print the "record locator" as given to you by the airline reservationist or from the PNR in your CRS.
* 6. Endorsements/Restrictions. Indicate any special fare restriction here. For example: "Nonrefundable" or "Change/Cancellation Penalty Applies."
* 7. Name of Passenger. Remember, the last name is always shown first. For example, DOE/JOHN DR. Titles are not necessary; however, doctors and members of the clergy prefer a title. The passenger's name on the reservation and ticket must match his name as it appears on his photo I.D. or passport. If the passenger has cabin baggage occupying a seat put "CBBG" after the name. If the passenger is buying an extra seat for himself put "PLUS EXST" after the name. If the passenger is an unaccompanied minor put "UM (age)" after the name. If the passenger is an infant put "INF" after the name. If the passenger is traveling with a free lap-held infant put "PLUS INF" after the name. If the passenger is using a child fare or discount put "CHD" after the name.
* 8. Coupons Not Valid Before/After. These boxes are completed when the fare has a minimum stay or maximum stay requirement. If the fare does not have a penalty for change or cancellation, calculate and use the actual minimum and maximum dates. If the fare has a penalty for change or cancellation, enter the actual dates of travel in both the "not valid before" and "not valid after" boxes. Notice that the boxes are numbered to correspond with the flight coupon numbers. If a date applies to more than one coupon you may print the date across all applicable boxes.
* 9. X/O. These are connection and stopover codes. Place an "X" beside the city where a connection is made. Place an "O" beside the city where a stopover is made. No code is placed beside the origin city and the termination city.
* 10. From/To. Print the city name from the itinerary. In cities served by multiple airports, you should also indicate the airport name or code. When you are working with a major city name that could apply to more than one state, you should also print the two letter state code.
* 11. Carrier. Print the two-character airline code.
* 12. Flight/Class. Print the flight number and the one- or two-character booking class.
* 13. Date. Print the date of the flight; for example, 15JUN.
* 14. Time. Print the departure time of the flight as 800A, 1200N, 845P, 1200M, or you may use the 24-hour clock. Notice that the arrival time does not appear on the ticket.
* 15. Status. Print "OK" if the flight is confirmed, "RQ" if the flight is only wait-listed, or "SA" if the flight is space available. For a lap-held infant on an international itinerary use the status "NS."
* 16. Fare Basis. Print the complete fare basis code.
* 17. Allow. Enter free baggage allowance as applicable to each segment of the itinerary. Generally, this box should show "PC" for piece, although some international airlines require the limitation be entered as kilos.
* 18. Fare. This amount is the base fare, excluding any tax or other fees.
* 19. Tax. Domestically, you use three of the tax boxes. Use one of the boxes to enter the Federal Transportation tax, and Alaskan tax, Hawaiian tax, or U.S. departure tax, and the code "US." Use one of the boxes to enter the total amount of the segment fees and the code "ZP." Use one of the boxes to enter the total amount of the PFCs and the code "XF." For international travel, the tax boxes are explained in later chapters.
* 20. Equiv. Fare Pd. If the fare is calculated in one currency and paid for in a different currency, the equivalent fare paid is shown here with the three-letter currency code.
* 21. Total. This amount is the total of the base fare plus all taxes and fees.
* 22. Commission. Indicate the commission percentage in the right (shaded side) of the box. If commission isn't a straight percentage or if a commission cap applies, show the commission in dollars and cents with a decimal point but do not use a dollar sign.
* 23. Tax. Enter the combination of all taxes, segment fees, and PFCs in dollars and cents with a decimal point but do not use a dollar sign. Internationally, this box can include a variety of other taxes and fees.
* 24. From/To, Carrier, Fare Calculation. This area of the ticket is called the fare ladder. On domestic tickets, ARC does not require its completion if the fare is regular first class, business class, or full coach class. For training, you will always complete the fare ladder. All cities shown on the left side of the ticket should be duplicated in code in the fare ladder. All carriers are indicated by code, as well as the base fare amounts. Fare amounts are shown at fare break points or in the case of round-trip fares, at the destination(s) and termination cities. After entering the base fares, draw a horizontal line and list each segment fee as ZP, followed by the airport code and amount. Draw another horizontal line and list each PFC as XF, followed by the airport code and amount.
* 25. Comm. Rate. Commission percentage. Leave this box blank if a commission cap applies or if a commission is not a straight percentage.
* 26. Fare. Indicate the total of all base fares as shown in the fare ladder.
* 27. Form of Payment. If payment is by cash or check, write the word "cash" or "check." If payment is by credit card, print the code for the credit card type, then the credit card number, followed with the letter "A" and the approval code. Note: approval codes can be obtained in your CRS or by calling the credit card merchant. The most popular credit cards are: American Express (AX), Discover (DS), MasterCard (CA), and Visa (VI).
* 28. Ticket Designator. Print the information or code as given to you by the airline or as indicated in the CRS fare rule.
* 29. Tour Code. Indicate the Inclusive Tour (IT) number when the ticket is being issued in connection with a purchased tour.
* 30. Form and Serial Number. This is the ticket number. When ticket stock is received from ARC, each type of document is numbered sequentially. You can see the ticket number with a check digit in the bottom right corner of the document.
Take a few minutes now to compare the completed manual and automated tickets (see Figure 6-6 and Figure 6-7). You can see that although the data is the same, it may be in a different location or in a different format.
Before you begin the first ticket exercise a review of PFCs and segment fees may be helpful. Not all airports have a PFC, but of those that do, the most common amount is $3. Each exercise indicates where PFCs apply. Segment fees always apply so they are not mentioned on exercises. PFCs and segment fees are charged at the board point, not at an airport where the passenger deplanes.
fare ladder The portion of an ARC document where base fares, PFCs, segment fees, and fuel surcharges are detailed.
THE CONJUNCTION TICKET
A standard ticket consists of four flight coupons. So, what if the passenger's itinerary consists of more than four flights? The answer is a conjunction ticket. Two ticket booklets of the same type and sequentially numbered are "conjuncted" making a single ticket. The first ticket of the conjunction is called the primary ticket and all others are called secondary tickets (see Figures 6-8 and 6-9). It is interesting to note that when an itinerary of more than four flights is being processed as an e-tkt, the CRS produces two (or more) of each of the accounting coupons.
Rules for Writing a Conjunction Ticket
1. Ticket numbers must be consecutive.
2. The fare ladder must be complete for the full itinerary and appear identically on the primary and secondary tickets of a conjunction.
3. The last city shown in the From/To section of the primary ticket is repeated as the first city on the secondary ticket. If more than one secondary ticket is required, this procedure is repeated.
4. The "Conjunction Ticket" box on all tickets must be marked with the last two digits of all tickets being conjuncted.
5. The "Commission" and "Tax" boxes of all secondary tickets are to be completed with "CONJ." These boxes should show the commission and tax on the primary ticket only.
6. Coupons that are not needed for flights should be marked "VOID" and removed from the booklet. Depending on the agency's policy, void coupons may be stapled behind the primary ticket's Agent's Coupon or they may be destroyed. Please note that a few airlines want the void coupons stapled behind the auditor's coupon. These airlines are listed in the ARC Industry Agents' Handbook.
7. All Auditor's Coupons should be stapled together. Some agencies request that they be arranged in such a way to allow all ticket numbers to be visible. As with regular tickets, agencies that report electronically through the CRS may opt to destroy the auditor's coupons.
8. All Agent's Coupons should be stapled together. Some agencies request that they be arranged in such a way to allow all ticket numbers to be visible.
9. Before giving the ticket to the passenger, staple all tickets together along the left edge with the primary ticket on top.
[FIGURE 6-8 OMITTED]
[FIGURE 6-9 OMITTED]
conjunction ticket A ticketing procedure whereby two or more ARC documents are used to form a single ticket entity when the traveler's itinerary consists of more than four flights. primary ticket The first portion of a conjunction ticket transaction. secondary ticket Portions of a conjunction ticket transaction that follow the primary document.
PREPAID TICKET ADVICE
The primary purpose of a Prepaid Ticket Advice (PTA) is to allow travel to be purchased at a travel agency in one city when the passenger is in a different city, and the airline in the passenger's city issues the ticket. For example, your client lives in Detroit and on December 24, he decides to bring his mother from her home in Albuquerque to Detroit for the holidays. He wants to purchase the ticket as a gift, but there is insufficient time to mail the ticket to her, and the itinerary does not qualify for an e-tkt. A PTA is the solution.
The PTA is becoming less needed as more itineraries qualify for and more travelers become comfortable with e-tkts. Because fewer international itineraries qualify for e-tkts than domestic, PTAs are used more frequently for international travel. Within the next few years, it is quite possible that PTAs will become obsolete.
Most major airlines charge a service charge of between $60 and $100 for a PTA transaction. Expensive, yes, but sometimes a PTA is the only option.
A PTA also can be used to pay for extra baggage charges and incidental expenses directly related to the flight(s) covered on the PTA. If incidental expenses are part of the PTA, that portion of the PTA cannot be paid for by credit card. The transportation portion of a PTA can be paid by credit card and the incidental expenses are paid by cash or check. This is called a "split payment" and because of its difficulty and increased paperwork, many agencies do not consider it a viable option. These agencies require that payment be made in total by one form of payment only.
To calculate the commission on a domestic PTA, add the base fare and the airline's service charge, then multiply by the applicable commission percentage. But, keep in mind that if the airline you are using caps the commission, the cap applies to PTAs as well. Let's say that your client's one-way base fare is $651.15, the airline's service charge is $75, the airline pays 5 percent but caps the commission. You calculate the commission as follows: $651.15 _$75.00 _.05 _$36.31. The commission exceeds the one-way cap amount, so the agency earns $25. But, if the same situation was a round-trip, the agency earns the full $36.31. A commission is not paid on additional funds for incidental expenses when they are included on a PTA.
Rules for Processing a PTA
The travel counselor should make the flight reservation as usual, either by telephone or in the CRS. After the reservation is confirmed, the PTA form is completed. After the PTA form is completed and payment has been collected, the travel counselor must telephone the validating airline, identify himself and his agency, ask the airline reservationist to pull the record (retrieve the PNR), and give the reservationist the PTA number. A prepaid transaction is not complete until this phone call is made.
Once the PTA number has been called in to the airline, the passenger on the other end can pick up the ticket at the airport ticket counter or city ticket office. As an added safety precaution, many travel agencies require a second phone call to the airline a few hours after the PTA was first called in. This is to verify that all is in order for the passenger. Once a PTA has been issued and called in to the validating carrier, it can never be voided for an immediate refund. Although the counselor is still in control of all document copies, the phone call informed the carrier that payment has been received; once payment has been received, a PTA cannot be voided.
If the purchaser requests that a PTA be refunded, the travel counselor must call the validating carrier and request an "Authorization to Refund a Prepaid." When this completed authorization form is received in the mail by the travel agency, a Refund-Exchange Notice (REN) can be processed. The authorization form acts as the refunded ticket.
The airline service charge is nonrefundable. Most travel agencies require that "$75.00 USD NONREFUNDABLE SERVICE CHARGE" appear in the remarks section of the PTA document. The remark, "REFUNDABLE ONLY TO PURCHASER" is also required by many travel agencies.
The PTA is an accountable document and must be validated with an airline identification plate. If more than one airline is being used on the itinerary, the validating carrier must be made aware of all other flights that the PTA covers.
Unlike standard airline tickets, a PTA can cover more than one passenger, providing that all passengers have been booked together on the same PNR. In this way, a family of five who were booked together pays the airline's service charge only once.
1. Cover Sheet. Remove and throw away after validation.
2. Auditor's Coupon. This green coupon is removed and included with the ticket report. As with regular tickets, agencies that report electronically through their CRSs may opt to destroy the auditor's coupon or the agency may decide to keep them in the files.
3. Agent's Coupon. This pink coupon is removed from the booklet and kept in the travel agency's files for at least two years.
4. Control/Reservation Copy. This buff colored coupon must be stapled behind the Auditor's Coupon, unless otherwise instructed by the validating airline. If the agency's policy is to destroy the Auditor's Coupon, the Control/Reservation Copy may be stapled behind the Agent's Coupon.
5. Passenger's Coupon. This white copy is the passenger (purchaser's) receipt. Point out the PTA number on this copy to the purchaser, who should relate this number to the passenger. If there is any problem at the airport, the passenger will know what the PTA number is and where to find it.
Completing a PTA
Figure 6-10 shows a blank PTA with numbers in the boxed areas. These numbers correspond with the explanations that follow the figure.
1. Date of issue is imprinted on validation.
2. Agency data is imprinted on validation.
3. Airline data is imprinted on validation.
4. Enter passenger's name(s) as you would on a standard ticket. For a party of three with the same surname, enter the names as: JONES/JOSEPH/JANE/JEREMY. For a party of two with different surnames, enter the names as: SMITH/SAMUEL & BLACK/BARRY.
5. Enter the passenger's address and telephone number. This information is not required.
6. Enter complete reservation data including: airline code, flight number, class, date, city pair, departure time, and status code OK. Enter a line showing each segment fee as follows: ZP, airport code, and amount. Enter a line showing each PFC as follows: XF, airport code, and amount.
7. Enter any remarks. For training, use "refundable only to purchaser" and "$75.00 USD nonrefundable service charge."
8. Enter purchaser's name, address, and telephone number.
9. Enter the commission in dollars and cents. Dollars should appear in the left side of the box, cents in the right. You may use a decimal point, but do not use a dollar sign. Remember that, depending on the airline, commission caps apply.
10. Enter the combination of tax, segment fees, and PFCs in dollars and cents. Dollars should appear in the left side of the box, cents in the right. You may use a decimal point, but do not use a dollar sign.
11. Enter the full name of the validating airline.
12. Enter the city name and state where the ticket will be issued and claimed. In most cases, this is the city where the passenger boards the first flight on the itinerary. A country name is necessary only when the ticket will be issued and claimed outside of the United States.
13. Enter the base fare amount, excluding tax, fees, and other funds.
14. Enter the amount of the Federal Transportation tax or U.S. Departure or Arrival tax, as applicable.
15. Domestically, enter "XT" followed by the combination of all segment fees and PFCs. Internationally, include other taxes and fees described in later chapters.
16. Enter any other funds, when applicable.
17. Enter the total of the base fare, U.S. tax, other tax, and other funds boxes.
18. If the fare is calculated in one currency and paid for in a different currency, enter the equivalent amount paid.
19. Enter the airline service charge.
20. Enter the total amount collected.
21. Enter the commission percentage. If a commission cap applies, leave this area blank.
22. Enter the form of payment as you would on a standard airline ticket.
23. If the fare is based in a currency other than U.S. dollars, enter the applicable currency code.
24. If the fare is based in foreign currency, enter the exchange rate that is in effect at the time the PTA is purchased.
[FIGURE 6-10 OMITTED]
What Would You Do? Review the completed conjunction ticket from Figure 6-8. As you see, the commission has been capped at $50. 1. Is there another way to ticket this itinerary that would increase the agency commission? 2. Which segments do you show on each ticket if this itinerary is handled as separate trips? 3. Under what circumstances would a conjunction be mandatory and separate tickets could not or should not be used?
[FIGURE 6-11 OMITTED]
Prepaid Ticket Advice (PTA) An accountable ARC document that is used to purchase air travel at a travel agency in one city and the airline issues the ticket for the passenger in a different city. FIGURE 6-1 Sample airline fax for ticketless booking SOUTHWEST AIRLINES TICKETLESS TRAVEL 1-800-435-9792 NON TRANSFERABLE. POSITIVE IDENTIFICATION REQUIRED. Receipt and itinerary as of 01/28/00 08:27AM Confirmation Number: ZIX9K3 ARC no: 00123456 Received: TAMMY/T Confirmation Date: 01/28/00 Passenger(s): DOUGLAS/DARWIN 526-2701883501-6 Itinerary: Flt# Date Depart Arrive Indianapolis/Las Vegas 1651 M 28MAY00 06:35AM 08:35AM Las Vegas/Indianapolis 309 M 05JUN00 05:50PM 11:30PM Cost: Total for 1 Passenger(s) AIR: 184.18 TAX: 18.82 PFC: 6.00 Total Fare: $209.00 Payment Summary: Current payment(s): 28JAN00 VISA Ref 526-27018835 01-6 $209.00 111122223333xxxx Total Payments: $209.00 Fare Rule(s): VALID ONLY ON SOUTHWEST AIRLINES NON REFUNDABLE / STANDBY REQ UPGRADE TO FULL Y FARE All travel involving funds from this Confirm no. must be completed by 01/28/01 Fare Calculation: ADT-1 INDWNLAS M7NSTPNR 99.00 LASWNIND M7NSTPNR 99.00 $198.00 ZP5.00 XFIND3 LAS 3 $209.00 BOARDING PASS DISTRIBUTION AT GATE. FIGURE 6-2 Sample itinerary for an electronic ticket ITINERARY RECEIPT PAGE NO. 1 KAREN WILSON 2439 WESTPORT DRIVE WASHINGTON DC 20007 WILSON/KAREN * ELECTRONIC TICKET * POSITIVE IDENTIFICATION REQUIRED AT CHECK-IN ** REQUEST TERMS/CONDITIONS OF TRAVEL AND CARRIER LIABILITY NOTICES FROM TRAVEL AGENCY OR THE TRANSPORTING CARRIER. ** RESTRICTIONS-NON-REFUNDABLE/PNLTY FOR CHGS. ISSUED BY ABC TRAVEL WASHINGTON DC 23JAN00 A FR 23FEB LV INDIANAPOLIS 828A AR DALLAS-FT WORTH 955A AMERICAN AIR 156V OK SNACK BAGS ALLOWED- 3PIECE 0STOP M80 SEATS *14C* RESERVED WILSON/KAREN NOT VALID FOR TRAVEL-BEFORE 23FEB/AFTER 23FEB A TH 01MAR LV DALLAS-FT WORTH 1241P AR INDIANAPOLIS 349P AMERICANAIR 872V OK SNACK BAGS ALLOWED- 3PIECE 0STOP M80 SEATS *23D* RESERVED WILSON/KAREN NOT VALID FOR TRAVEL BEFORE 01MAR/AFTER 01MAR TICKET NUMBER(S): E0018400222333 AIR FARE 390.69 TAX 51.31 TOTAL AIR FARE 442 TOTAL AMDUE 442 THIS AMOUNT HAS BEEN CHARGED TO VI 1111 2222 3333 4444
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|Title Annotation:||SECTION II: United States Air Travel|
|Publication:||A Guide to Becoming a Travel Professional|
|Date:||Jan 1, 2005|
|Previous Article:||Chapter 5: United States airfares and other charges.|
|Next Article:||Chapter 7: Refunds, exchanges, agency fees, and reporting.|