Business Benefits | Efficient ticket application process performs most of the checks at the time of application, reducing responsibility of processing agent | | Staff Travel department can properly distribute workload to its agents, by checking the load online | | Helps proper tracking of requests (by requester and processing agent), eliminating risk of papers being lost en route | | Automatic ticketing reduces workload on processing department | | Automatic ticketing process books tickets accurately eliminating human errors in computation of fares, taxes etc. | | Employees do not need to wait in a queue for cash refunds. This increases productivity for staff, and decreases wait time for commercial customer refunds. | | Allows printing of IATA rebate letters and envelopes | | Duty travel approval process saves time for employees and supervisors | | Functionality allows employees to claim expenses after returning from duty travel | | Automated online transfer of duty travel expense claim to salary saves manual input into financial system | | Comprehensive reports help monitor Staff Travel department performance |
Key System Features
Ticket/IATA Letter Request | Multiple subload listings per ticket | | Selection of passengers from a list of relatives registered with the company | | In case of special offer tickets, provision to enter unregistered relatives | | Delivery address captured (e-tickets = email address; ATB2 tickets = address of employee's choice) | | Prompt for APIS information if required | | Can view sector and total fare including tax | | Provision to see subload prediction before applying |
Subload Prediction
| Subload probability can be interfaced to the Revenue Forecasting system | | Data shown for all cabin classes | | Predictions are shown for two days before and after the date selected | | Selected flight details are transferred to the request screen |
Automated Ticket Processing
| Ticket requests are classified into simple and complex groupings | | Request classifications are based on ticket type and carrier, and on other business-specific conditions | | Simple ticket requests get processed through the interface APIs to the reservation system | | Ticket booking involves PNR and ticket mask creation | | PNR details are updated back into the solution after successful request processing | | An email with the e-ticket attached is sent to the employee (this requires interface to the messaging system) |
Manual Ticket Processing
| Requests can be queued to the processing screens | | Can enter processing remarks and booking details | | Can send the request for online booking. If the request is of a type which can be automatically processed, ticketing agent can send it for online booking. | | Ticket requests are presented in a queue, on a first come, first served basis to the ticketing agent. | | Unique queues for different type of tickets | | Ability to print rebate IATA letter | | Ticketing agent can also print request and address an envelope to requester | | For non-concessional tickets, fares are entered by Staff Travel against each request. They are then sent to the online booking interface. |
Ticket Refunds
| Multiple tickets can be refunded in a single refund request | | While processing, cashier enters the value of coupons left, tax utilised and refund charges | | Option is present to send selected ticket amounts to payroll for refund with salary | | Exceptions leading to no refunds are recorded | | Refund request can be kept under processing till all the issues are clarified with the requester |
Duty (Business) Travel
| Rate table is available for perdiem decided by the company based on the city of travel and grade of employee. | | Business travel approver needs to be selected to whom the request goes for approval. | | Mail is sent to duty travel approver. E-mail facility requires interface to the messaging system. | | Shadow approvers are defined by approver | | Approver list is maintained centrally by Staff Travel department who decides approvers for sections and departments. | | Request for cash advance goes to per diem cashier. |
Cash Payment
| List of pending cash advance requests displayed to cashier | | Cashier can enter currencies and amounts paid with remarks | | Automatic receipt generation | | Requests move from pending to paid status |
Claims
| Exchange rates are generated up from financial system | | Hotel expenses are calculated based on the check-in and checkout times | | Expenses can be specified under two categories, per diem (per day) basis and others (as per receipts) | | Claim is sent for approval to supervisor (can be the same as the duty travel approver) | | Original data is also available for audit | | At month-end, all processed claims data goes to payroll/finance system (requires interface) |
Fare Maintenance
| Multiple destinations can be grouped together | | Fares can be entered against groups | | Fares are entered for class (F/J/Y), and for ticket types e.g., ID90, ID50, Servicerelated etc. | | Fares are maintained for adults (used by reservation system interface while processing requests for booking) |
Tax Maintenance
The following tax details are used by the reservation system interface while booking:
| Tax maintained for each country | | Specify tax for specific airports | | Validity dates can be specified | | Tax can be specified for arrival or departure | | Tax, if applicable, to free or service-related tickets can be specified | | Exceptions, like infant or transit passengers, can be specified | | Taxes can be specified for different classes of travel | | Can specify whether a tax will apply only for journeys starting from a particular airport |
Others Maintenance
| Manage user groups and users | | Access to specific application functions at the user group level | | Specify which destinations need APIS information and the data elements that are required | | Ticket type priority codes and SSRs to be passed to the reservation system | | Manage the ZED-level fares along with the zonal information | | Manage ZED agreements for employees based on airline agreements, class of travel and firm/subload with associated zonal fares | | Manage OAL agreements for employees based on airline agreements, class of travel and firm/subload | | Maintain per diems based on country, city, and staff grades. | | Manage the various messages and prompts for the application |
Ticket Eligibility Rules Engine
| Specify eligibility rules | | Specify dependant eligibility rules and restrictions | | Specify the priority codes, baggage allowances for different ticket types | | Specify the associated forms of payment and processing type (auto or manual) |
Reports
| Staff Travel Requests (Summary) | | Staff Travel Application (Detail) | | Ticket Request Statistics | | Envelope Printing | | IATA Letter | | Refund Request Statistics | | List of Processed Refunds |
Technology
| IIS Server 6 (.NET framework 2.0) | | Oracle Database 9i | | Windows Server 2005 | | Internet Explorer (ver 6+), Firefox (ver 3+) and Safari (ver 3+) |
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