AIR PEACE LIMITED AGENCY DEBIT MEMO (ADM) POLICY

 

In compliance with IATA Resolution 850m, Air Peace Limited hereby publishes its Agency Debit Memo (ADM) Policy for all travel agents. It is expected that you are familiar with these practices therefore we seek your support and cooperation to effectively implement our policy on Agent Debit Memos (ADMs).

This policy applies to all Global Distribution System (GDS) and other booking platform subscribers including travel agents and any person or entity accessing Air Peace Limited inventory. The purpose of this document is to make clear and transparent as many circumstances under which ADMs will be raised.

It is the responsibility of the Global Distribution System (GDS) and other booking platform subscribers to ensure that all of its employees, agents and contractors, in all of its locations are aware of this policy.

This policy is applicable to anyone selling Air Peace Limited inventory; and whilst the scope of the audit is not exhaustive, it will be applied to what is mentioned in the schedule below.

 

INTRODUCTION

ADMs are a legitimate accounting tool being used by the Airlines to collect amounts or make adjustments to travel agent transactions related to the issuance and use of Traffic Document however it also has other uses.

IATA Resolution 824 states obligations of Travel Agents in relation to compliances with Airline regulations. Air Peace Limited reserves the right to revise the amount and amend the ADMs issuance process. Unless the agent produces credible evidence, the agent owes the Airlines the amount shown on the ADM.

 

1.      ADM ISSUANCE PROCESS

1.1.    ADMs will be raised and issued via the BSPlink/ (Airline Reporting Corporation) and in line with IATA stipulations.

1.2.   To cover the cost of the audit process, Air Peace Limited will levy for each ADM an administration fee of USD 15.00 (or equivalent amount in local currency). This charge will be reversed only upon full acceptance of the dispute for wrong ADM issuance by Air Peace Limited.

1.3.   Air Peace Limited reserves the right to revise administration fee with or without prior notification.

1.4.   Air Peace Limited will endeavour to provide enough supporting information on any ADM to ensure it is detailed enough about the reason a charge is being raised.

 

 

 

1.5.   ADM will be raised for all values.

 

1.6.   If Air Peace Limited raises an ADM for non-compliance with fare rules, the general principle applied is to raise the fare to the next applicable fare.

 

1.7.    Daily monitoring of ADMs through BSPlink/ (Airline Reporting Corporation) is highly recommended to travel agents.

 

1.8.   For the Revenue Integrity function, any grievous abuse identified from any travel agent may lead to immediate blocking.

 

 

2.           ADM DISPUTES & ADMINISTRATIVE COLLECTION

 

2.1.   Applicable Administration fee will be applied for all the ADM’s to be raised, which will be included in the respective ADM itself.

 

2.2.  Agents shall dispute the ADMs in the respective BSPlink within a maximum period of 15 days or as per the time limit assigned by the local BSP whichever is earlier.

 

2.3.  All correspondence in respect of disputes must be directly corresponded on the communication details mentioned on the ADM. If Disputes are accepted by Air Peace Limited all fees and charges associated with such ADM’s will be reversed with an ACM in the respective BSPlinks.

 

2.4.  Agents when disputing ADM’s must provide supporting documentation.

 

2.5.  No dispute shall be entertained by Air Peace Limited whose billed date is more than 60 days old.

 

2.6.  The contact details of persons with whom correspondence can be initiated will be available in the respective ADMs of the BSPlinks.

 

2.7.   Dispute period of all Manual ADM’s should be within 15 Days from the date of submission. All disputes submitted by agents to Air Peace Limited must be supported with relevant supporting documents.

 

2.8.  Air Peace Limited expects travel agents not to dispute an ADM where the reason is valid and evidence to the contrary is not available and to raise all disputes as per applicable BSP/guidelines. If the dispute is invalid or evidence to the contrary is not available, administration fee of USD 15.00 per ADM will be applicable.

 

 

3.           Travel Agents’ Responsibility: Travel Agent’s obligations are described in IATA Resolution 824.

 

4.           Airline’s Responsibility: Provide as much information and detail about the reason a charge is being made in order to ensure its           accuracy and minimise irregularities in issuing/managing tickets through audits.

 

5.     If the ADM penalty charges relate to a GDS or other platform error, the Agent should seek reimbursement of associated costs directly from the GDS.

 

 

CONTACT AND INFORMATION DETAILS

All ADM disputes/requests for supporting/additional information should be addressed to the below mentioned email ID.

Email ID:  ADMACM@flyairpeace.com

The airline contact details provided in the ADM should not be used for any dispute communications.

 

Your cooperation is requested to use the Global Distribution System (GDS) and any other booking platform engaged.

 

 

 

 

 

 

AGENCY DEBIT MEMO (ADM) SCHEDULE

Air Peace Limited reserves the right to hold the travel agent responsible and liable for any losses and damages due to violation of this policy.

This Schedule defines different violations or non-compliance practices which will result in the issuance of ADM.

These violations include but are not limited to the following:          

 

ADM REASON

SCOPE OF AUDIT

OUTCOME

PENALTY

Audit checks

 

Air Peace Limited shall have the right to audit all booking transaction to identify non-compliant booking practices and reserves the right to issue ADMs to recover excessive Global Distribution System (GDS) or any other platforms cost wastage. If the non-compliant activity is continued by a travel agent, Air Peace Limited reserves the right to take additional action up to and including restricting that agency’s access through the specific Global Distribution System (GDS) or any other platforms which was used by the agency to abuse the Airline's inventory.
It is expressly understood that the principles, rules, and instructions set forth above are in addition to the rights of each Carrier.

 

Debit will be raised to Travel Agency

Entire value of the ticket (violated sector).

Back to back ticketing / out of sequence used

 

The issuance or use of coupons from two or more tickets issued at round trip fares or the combination of two or more round trip fares end to end on the same ticket, for the purpose of circumventing applicable tariff rules, such as advance purchase and minimum stay requirements.

 

Debit will be raised to Travel Agency

Fixed amount of USD100 per direction per passenger.

Cross border ticketing

Ticket issuance in such a way it appears that the travel commences in a different country than is actually the case or containing flight segments not intended for use.

Debit will be raised to Travel Agency

Fare difference between fare purchased and the actual travel commences.

 

Fare violation for tickets issued with open/request status

Issuing tickets on request status where confirmed reservation is required.

Debit will be raised to Travel Agency

Fare difference to first higher fare where Wait List (WL) is permitted

Fare/sales violation

Adhere to all ticketing and fare rules, ensure that the booking is either ticketed or cancelled prior to the expiry of the ticketing time limit. Air Peace Limited reserves the right to use an automatic program to cancel segments when ticketing has not occurred within the ticketing time limit.

Debit will be raised to Travel Agency

Fare/tax/ commission difference.

Reissue/Rerouting violation

Violation of the conditions for reissued or rerouting documents

Debit will be raised to Travel Agency

Fare/tax/ commission difference.

Travel audit

Validation on flown coupon vs. ticketed coupon (e.g. comparison between Reservation Booking Designator (RBD) on both coupons, flight number/flight date mismatch, ticketed vs. flown routing, collection).

 

Debit will be raised to Travel Agency

Fare difference between flown Reservation Booking Designator (RBD) to ticketed Reservation Booking Designator (RBD).

Dupe PNRs/Segments

Creating PNRs, segments, passive or active, or a combination of both, to meet Global Distribution System (GDS) or any other platforms productivity agreements is a breach of standard industry procedures. This includes the ticketing of duplicate space from one Global Distribution System (GDS) or any other platforms to another to fulfil booking requirements and gain Global Distribution System (GDS) or any other platforms incentives.

 

Debit will be raised to Travel Agency

Fixed amount USD300 per passenger.

Duplicate segments

It is not allowed to create impossible travelling itineraries in a single booking and or hold concurrent flights for the same travel period where it is not possible for passenger to travel simultaneously.

Debit will be raised to Travel Agency

A premium of USD 100 will be charged per dupe segment and per excess churn block.  ADM to be raised for Global Distribution System (GDS) or any other platforms misuse only when the charges are equal to or exceed $50 across the audit period. The amount is subject to revision.

Excessive Churning

 

Excessive and repeated booking and cancelling of space is often done to:


• Cancelling and/or rebooking the same flight, class, date or route to circumvent the fare rule
• Achieving the Global Distribution System (GDS) or any other platforms productivity targets.

 

Debit will be raised to Travel Agency

A premium of USD 100 will be charged per dupe segment and per excess churn block. 

Illegal class mix

 

A booking made with an illegal combination of classes in order to secure space that is not then ticketed at the correct price or Combination of negotiated space (G class) with free sale inventory within one O&D without authorisation.

Debit will be raised to Travel Agency

Fare difference to first higher fare where mix class is permitted.

Inactive bookings

 

Changes to itinerary segment status resulting in inactive or non-productive segments require action at least 24 hours prior to departure. This includes cancelling ticketed or un-ticketed segments with a status code of UN, NO, HX, WK, WL, or WN.  Bookings affected by a schedule change, ticketing time limit action, flight cancellation or any other circumstance, are sent via notification directly to the original booking agents Global Distribution System (GDS) or any other platforms queue. This notification communicates the change and directs the booking agent to accept the changes in the passenger name record (PNR) and remove the inactive segments.

 

Debit will be raised to Travel Agency

 

A premium of USD 50 will be charged per dupe segment and per excess churn block. ADM to be raised for Global Distribution System (GDS) or any other platforms misuse only when the charges are equal to or exceed $50 across the audit period. The amount is subject to revision.

Married Segments (Origin & Destination -O&D) violation

Agents must never break married segments. This can occur even in scenarios where an IATA agent issues a ticket for a booking that has been created by a Non-IATA agent.

Debit will be raised to Travel Agency

 

An ADM will be raised for the fare difference between actual Origin/Destination O&D) pair used for booking and the O&D pair ticketed,.

 

Other misuse

Making bookings with fictitious names, false ticket numbers, invalid day of operation, reject overrides, invalid flight number, invalid city pair, invalid booking class, invalid open segment, invalid waitlist class, and fake names. Segments cancelled within 24 hours of departure if charged to airline will be recharged to agent.

Debit will be raised to Travel Agency

Fixed amount USD100 per passenger.

Passive bookings

 

An acceptable passive segment is entered into a Global Distribution System (GDS) for the purpose of ticketing. It must match an existing booking in Air Peace Limited internal reservation system. The use of mismatched segments to issue tickets is strictly prohibited.
Industry standards require that passive segments be used “for the purpose of ticketing” only after a booking has been made in an airline inventory system. Air Peace Limited does not allow passive segments to be used for other reasons, including but limited to:


•  Satisfying  Global Distribution System (Gds) productivity   requirements
• Circumvent fare rules
• Fulfil administrative function


If a passive segment is rejected by Air Peace Limited then the passive segment should be cancelled immediately by the agent following complaint usage in order to avoid unnecessary fees to Air Peace Limited.

 

Debit will be raised to Travel Agency

Fixed amount of USD100 per direction per passenger.

Refund violation

Making false claims on documents for refund and or making duplicate refund claims. 

Debit will be raised to Travel Agency

Fare/tax/ commission difference

Speculative bookings

 

Holding on Airline's inventory  when no definite passengers exists, in anticipation of possible sale or in higher classes that are released close to departure to make seats available in lower classes or repeatedly create waitlisted booking.

Travel Agents are not to waitlist bookings.

 

Debit will be raised to Travel Agency

Fixed amount USD100 per passenger.

Training/Test bookings

 

Creating bookings for testing or training purposes using live inventory is not permitted.


Test bookings should by no means be used for the purpose of itinerary pricing. Pricing transactions are available for all pricing requirements and it is the responsibility of the agency to provide its personnel the training necessary in order to foster the use of those transactions.

 

Once identified, such booking is subject to automatic cancellation

Debit memos of USD10 per passenger per segment will then be raised against travel agencies found in violation alongside the full fare amount, should the travel date be exceeded

Use of robotic macros/scripts

Use of robotic macros/scripts to perform availability functions within Global Distribution System (GDS).

Debit will be raised to Travel Agency

Fixed amount of USD10 per hit.

          

 

 

 

ON BEHALF OF TRAVEL AGENCY:                                                                                                             

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