Travel Agent Communications

PED 11/07/2010

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ARC Thanksgiving Holiday Information

Sales Report Submission

ARC's offices will be closed on Thursday, November 25 and Friday, November 26, 2010, in observance of the Thanksgiving Holiday. Agencies and Corporate Travel Departments will not have an extra day to prepare the sales report for PED 11/28/10. Your weekly sales report must be authorized by midnight, Tuesday, November 30.

Ticket Modification/Voiding Schedule

Please note the following dates to modify and reconcile IAR transactions issued Wednesday, November 24 through Sunday, November 28:

GDS/IAR Void Date: Monday, November 29

Emergency Document Orders during the Thanksgiving Holiday

In observance of the Thanksgiving Holiday, ARC will be closed, November 25th & 26th 2010.

Emergency orders placed Wednesday, November 24th before 4pm EST will ship the same day and arrive on Monday, November 29, 2010.

2nd Day orders placed on Wednesday, November 24th before 4:00 pm EST will arrive Tuesday, November 30th

Please place your document order early to avoid delays. You may direct any questions to ARC's Customer Care Center at 703.816.8003.

ARC Accreditation Year End Processing Deadlines

In order to provide you with optimal service, ARC's Accreditation Department should receive your completed application no later than the submission deadlines noted below, if you are seeking review and approval of a change in status by December 31, 2010. We want to insure that all customers obtain the operational and legal status changes requested by year's end. The application must have all applicable attachments by the date noted to be considered complete. The following are the cutoff dates for the various application types:

  • Application Type Ownership Change Requests - 11/19/10
  • State-to-state Location/New VTC /Miscellaneous Changes - 11/29/10
    (Miscellaneous changes include legal name, DBA, change in personnel, address changes etc.)
  • Voluntary Deletions - 12/10/10

Please note: Voluntary Deletion applications must be received no later than December 10, 2010 and have a termination date of December 10, 2010 or earlier to avoid the 2011 Annual Fee.

If you are submitting an application type that does not have a service level of less than 90 days, such as a New Independent entity or a Type II or Type V ownership change, the expected approval timeline will be January 2011.

Tip of the Week: Importance of Reporting Waiver Codes and ESACs

When refunding or exchanging tickets, remember to check the individual carrier's refund or exchange policy before issuing the refund or exchange in the GDS or reporting the transaction through IAR. Debit memos may be issued by carriers for transactions processed without proper carrier issued ESACs (Electronic Settlement Authorizations) or Waiver Codes.

  • Always obtain and report an ESAC when refunding or exchanging any electronic ticket
  • Always obtain and report a Waiver Code when refunding a non-refundable ticket or issuing a transaction where the carrier has waived a restriction

An ESAC serves as confirmation that the coupons are available and have not been used in a previous exchange or refund or used for travel by the client. However, obtaining an ESAC does not indicate an agency has permission to refund a non-refundable e-ticket.

A Waiver Code provided by the carrier indicates that the carrier has waived or reduced the restriction on a transaction. Your agency must obtain permission to refund or exchange such restricted transactions directly from the carrier and indicate that appropriate Waiver Code on the transaction in IAR.

Both ESACs and Waiver Codes are output to carriers along with the associated refunds or exchanges. Your agency may be subject to debit memos if refunds on non-refundable transactions are submitted with only an ESAC as support, or if a restricted transaction is settled without its appropriate Waiver Code.

Please distribute the ARC TAC among staff and colleagues.

ARC Customer Care Center | Tel. (703) 816-8003 | Fax (703) 816-8039 |

ARC Corporate Communications | Tel. (703) 816-8525 | Fax (703) 816-8168 |