In accordance of the IATA Resolution 850m (Passenger Agency Conference Resolution Manual) Five Forty Aviation Ltd. takes the opportunity to specify the Five Forty Aviation Ltd. Revenue Recovery policy concerning the Reservation- and Fare Audit process and the related procedures of sending and settling ADM’s (Agency Debit Memo). All resolutions agreed by the Passengers Agency Conference will be applied.
The objective of the audit process is to ensure that all fare rules and procedures are respected and in case of the contrary, to settle the difference in an adequate and logical way, equal for all distribution channels. Fare audit checks are performed on all ‘540’- document issuances, refunds, reissue and revalidation transactions, whether they are fare quoted automatically or manually. Violations of reservation procedures apply to all 5H flight segments.
ADM Calculation & Minimum ADM Value
In case deviations of the fare rules are found during the audit process, Five Forty Aviation Ltd. will systematically generate ADMs reflecting the value of difference between the real applicable fare and the applied fare plus the ADM fee. (Except for those cases where fixed amounts apply)
The minimum ADM value is USD 10 or equivalent. In case of persistent practice of under collection (multiple occurrences of underpayments of less than USD 10 or equivalent) by the same agent, Five Forty Aviation Ltd. reserves the right to recover these underpayments. More than one ADM in relation to the same original ticket can be raised if different, unrelated charges apply.
Grouping of multiple tickets on one ADM can be allowed under conditions that the audit reasons are the same for all grouped tickets and all tickets are issued by the same agent. Grouping by refund errors is technically not possible.
ADM Administrative Fee
To cover the audit process costs, a fixed ADM administrative fee of USD 10 or equivalent is added to each ADM. The administrative fee will not apply to ADMs under the minimum ADM value.
In the event that disputed ADMs result in withdrawal from BSPLink (for other than commercial reasons) by Five Forty Aviation Ltd., the administrative fee will be refunded to the travel agent if already collected.
Agency Debit Memos will be settled via the BSPLink if sent within nine months after final travel date. Beyond that date payment settlement will be handled directly between the airline and the agency. ADMs are issued via mass-upload once a month.
ARC Debit Memos will be loaded in the ARC Memo Manager.
Non-BSP countries will receive ADM proposals by invoice once a month.
ADM Dispute Handling
Agents can dispute proposed ADMs directly via BSP Link with no financial consequences if supported by a valid dispute reason and/or supporting documents. Five Forty Aviation Ltd. will endeavor to handle a rejected or disputed ADM in a timely manner, within maximum 60 days. In case Five Forty Aviation Ltd. rejects an agent dispute, an explanation for this rejection will be provided to support our position.
In case of unjustified ADMs been issued by the airline or when an ADM requires corrections in favor of the agent, an ACM can be issued to that agent covering the amount due.
In particular subject to audit are:
- Fare & Exchange Audit
All fares, fare rules and booking rules are subject to audit. Included, but not limited to this audit control is the correct application of:
- Fares & Fares conditions
- Taxes & fuel surcharges
- Minimum/ Maximum Stay, Advance Purchase Rules, Seasonality & flight applications
- Booking Class & Waitlisted Segments
- Commissions & Discounts (if applicable)
- Stopovers & Transfers
- Rebooking fees, recalculation of Re-issue / Rerouting
- Refund Audit
Correct application of all refund rules must be adhered. Included, but not limited to this audit control is the correct calculation of:
- The refunded amount, taxes & fuel charge
- The refunded commission amount (if applicable)
- The cancellation penalty (e.g. in case of no show)
For refund requests of expired documents an administration fee of USD 50 will be applied.
- Subclass Abuse Audit
All tickets sold are audited on the correct application of the matching booking classes. In case subclass abuse is noticed, the agent responsible for causing this abuse will receive the ADM.
- Plating Violations
In case of plating violation (as per IATA Resolution 852: Designation and Selection of Ticketing Airline) Five Forty Aviation Ltd. will charge a flat fee of USD 150 or equivalent per ticket. Specific market exceptions can be allowed under certain conditions only and if specifically authorised by Five Forty Aviation Ltd.
In case of plating violation where OAL fare rules require plating on OAL documents, as stated in CAT 15, the full YY-IATA fare will be charged.
- Baggage Allowances
In case of incorrect or missing baggage allowance is shown on the ticket, following principle will be applied for ADM settlement:
Higher baggage allowance is applied Extra baggage charges apply Baggage allowance is missing USD 50
- Missing information (incorrect ticketing fee)
In case of key ticketing identifiers (either typological or contractual information) are missing on the ticket an “Incorrect Ticketing Fee” of USD 15 or equivalent will apply. Key identifiers are: tour code, ticket designator, date of birth, ticket number on MCO/VMPD.
May we also remind you that the Ticket Endorsement Box must not be used to dispatch any messages besides the mandatory info as per fare rules or as per country specific regulations.
- Segment Removal Verification (SRV) of inactive segments
GDS Agents who refrain from removing all inactive segments from their PNRs are subject to receive an ADM to cover the airlines GDS cost. Whenever a 5H segment with action code HX, UC, UN, NO is still present at End of Transaction, following message will be sent out to the agents GDS queue:
- SSROTHSYY/// PLS REMOVE HX/NO/UN/UC SEGMENTS IMMEDIATELY
SSROTHSYY/// TO AVOID EXTRA CHARGES OF USD5 PER SEGMENT
- Control time limit is set for midnight local time on day of departure of the segment
If those action codes are still present after that control time limit, the inactive segments are subject to a fix fee of USD 5 per segment and an administration fee of USD 20 per travel agency related.
- SSROTHSYY/// PLS REMOVE HX/NO/UN/UC SEGMENTS IMMEDIATELY
- No Show Verifications
It is within the travel agencies responsibility to clean their booked PNRs and to cancel all segments not ticketed or if the passenger is not going to travel. Reference: IATA Reso830a and the IATA Travel Agent’s Handbook.
In case Five Forty Aviation Ltd. detects an un-ticketed No Show in his inventory, an ADM will be raised for the amount of USD 50 per passenger / PNR (or equivalent). Those ADMs will be sent out to the segment creator which can differ from the PNR owner.
Ticketed segments that result in No Show:
In case of No Show, additional penalties can be applicable for refund or ticket exchange/reissue according to the fare rules. The ADM amount in those cases shall be equal to the under collection and/or the no show penalty as indicated in the fare rules plus the applicable ADM fee of USD 20 or equivalent.
- Credit Card chargeback
In case Five Forty Aviation Ltd. is debited by the credit card acquirer for a fraud case, a purchase rejection by the passenger or credit card misuse on a ticket issued by the agent, Five Forty Aviation Ltd. will charge the agent for the cost. The agent is responsible for checking the validity of the credit card and to ensure that the cardholder’s signature is provided as well as ensuring that the card is accepted for payment by Five Forty Aviation Ltd..
Five Forty Aviation Ltd. reserves the right to issue an ADM when abusive usage of a credit card in name of the agent and in connection with air transportation sale for any customer of the agent is detected, according to IATA Resolution 890.
For further inquiries in relation to fare audit ADMs/ACMs, please contact your local Five Forty Aviation Ltd. sales office or mail to sujalr@Fly540.com
Five Forty Aviation Ltd. reserves the right to amend, adapt and/or partially delete the ADM policy at any time with prior notice.
All agents are requested to report any irregularities in their booking process or ticket to the local Five Forty Aviation Ltd. sales team in order to avoid ADMs.
|Agency Debit Memo|
|Agency Credit Memo|
|Billing and Settlement Plan|
|Global Distribution System|
|General Sales Agent|
|Miscellaneous Charges Order|
|Passenger Name Record|
|Ticket Deadline Control|