Travel Agent Communications

PED 12/09/2012

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ARC Christmas and New Year's Holiday Information

ARC's offices will be closed on Tuesday, Dec. 25 and Tuesday, Jan. 1 in observance of the Christmas and New Year's holidays, and the Customer Care Center will operate on a reduced schedule (9 a.m. to 5:30 p.m.) on Monday, Dec. 24 and Monday, Dec. 31.

  • Holiday Sales Report Submission

    Weekly sales reports for PED Dec. 23, 2012 must be authorized by 11:59 p.m. Eastern time on Wednesday, Dec. 26. Weekly sales reports for PED Dec. 30, 2012 must be authorized by midnight on Wednesday, Jan. 2.

  • Holiday Ticket Modification/Voiding Schedule

    The GDS void/IAR reconciliation dates for tickets issued Friday, Dec. 21 and Friday, Dec. 28 will be as follows:

    Friday, Dec. 21 - Monday, Dec. 24
    Friday, Dec. 28 - Monday, Dec. 31

  • Emergency Document Orders During the Christmas Holiday

    The RR Donnelly warehouse will be closed Monday, Dec. 24 and Tuesday, Dec. 25. Orders placed after 4:00 p.m. on Friday, Dec. 21 will not be processed until Wednesday, Dec. 26. Next-day deliveries will be made on Thursday, Dec. 27, and second-day deliveries will be made on Friday, Dec. 28.

  • Emergency Document Orders Prior to New Year's Day

    The RR Donnelly warehouse will be closed Monday, Dec. 31 and Tuesday, Jan. 1. UPS will be closed Tuesday, Jan. 1. Orders placed after 4 p.m. on Friday, December 28 will not be processed until Wednesday, Jan. 2. Next-day deliveries will be made on Thursday, Jan. 3, and second-day deliveries will be made on Friday, Jan. 4.

If you have any questions, please contact the Customer Care Center at (855) 816-8003 or

Introducing Your New Accreditation Tool

We are very pleased to announce the implementation of the much-anticipated Accreditation Tool on Thursday, Dec. 13. Over the last two months we have provided webinars to assist you with using this new tool. However, if you were unable to attend, you can view our quick demonstration video to learn more about this easy-to-use tool.

Watch the video now.

As a reminder, the Accreditation Tool is a web-based user interface, which will enable you to access and complete the necessary information required to do business with ARC. Today we require a paper application; with this tool you will simply log in via My ARC, and select and submit the request you wish to make. It's that easy! The tool also includes self-servicing features such as checking the status of a submission, messaging ARC via email regarding a submission, electronically attaching documents, accessing information for 39 months, and much more! Note that you must have your Primary Administrator grant you rights to access this tool in order to make changes for your agency.

In this initial implementation we will include the following forms:

  • Major and minor address changes
  • Bank account change
  • Bank account access
  • DBA name change
  • File information request
  • Office classification
  • Less than 30% ownership change
  • Officer change
  • Change in personnel
  • Change tax ID
  • Ticket stock reserve location change
  • Ticket stock reserve access

We are continuing to work on enhancing the system by migrating all of our forms into the system and increasing features. In the meantime, we appreciate any feedback you may have for us. Please contact the Customer Care Center at (855) 816-8003 or

ARA Update: Attachment E, Section 1

On Dec. 6, the ARC Board of Directors approved an amendment to the Agent Reporting Agreement (ARA). Attachment E, Section 1, now reflects the following:

"Agent acknowledges and agrees that any communication or business transaction with ARC through an ARC Tool (e.g., an application, form, or request) by any individual who has been granted access to the ARC Tool by the Agent's My ARC Primary Administrator or Tool Administrator will be deemed to have been submitted and authorized directly by the Agent. Such submissions will have the same force and effect as if they were submitted and/or signed (where applicable) directly by an owner or officer of the Agent."

This update will be effective Dec. 31. As a best practice, we recommend that your agency review all individual and staff roles and responsibilities related to ARC, to ensure that the appropriate people have necessary My ARC permissions.

If you have any questions regarding this update, please contact us at

New Electronic TRS Compensatory Fee Letters

Beginning Dec. 17, ARC will begin sending all Ticket Resolution Service (TRS) compensatory fee letters for unreported sales, credit card chargebacks, and flown and refunded tickets, via email, replacing the current paper communication process. All other aspects of the compensatory fee letter and process will remain the same.

If you have any questions about the TRS compensatory fee letter, please contact our Customer Care Center at (855) 816-8003.

Overview of New DRS Enhancements

You may notice several changes to Document Retrieval Service (DRS), the secure, paperless record-keeping system for ARC participants that delivers immediate online access to more than three years (39 months) of IAR-reported ticketing data. These enhancements were either suggested by travel agents or our Customer Care Center representatives, or are part of ongoing efforts to make DRS compliant with data standards.

  1. DRS Quick Search defaults to document number. Based on agent feedback, the DRS Quick Search now defaults to the document number instead of PED. Usage statistics show that 94 percent of all DRS searches are based on document number.
  2. MCO Type of Service information displays on ticket images. Any information in the Type of Service field on an MCO document will now be displayed on the ticket facsimile image. Examples include Residual Value, Future Air Travel, Deposit and Paper Ticket Fee. This change applies to all MCOs beginning with PED December 2, 2012. MCOs settled prior to this date will not include Type Of Service information.
  3. Confidential information messages display on necessary screens. A new confidentiality message will be displayed at the bottom of any DRS screen that contains sensitive or confidential information. The message reads, "SENSITIVE AND CONFIDENTIAL. Data presented or downloadable here may contain ARC-sensitive information. Disclosure to third parties is prohibited without prior written consent of ARC." This message is meant to keep all sensitive and confidential information under strict control.
  4. Search DRS for up to 39 months of document history. DRS searches are limited to the standard 39 months of document history. Although this restriction had not been enforced for some time, this update complies with ARC's product standards and data compliance standards. If you are interested in obtaining document information beyond the standard 39 month period, please contact our Customer Care Center.

As always, our Customer Care Center representatives are available to answer any of your questions at (855) 816-8003 or at

Tip of the Week: Obtaining a Bond or Letter of Credit

ARC is unable to recommend a particular company or institution from which you can obtain a bond or letter of credit. Please click on the links below, to view a list of approved companies from which you can obtain one of these surety instruments.

The United States Treasury issues Circular 570 entitled, Surety Companies Acceptable on Federal Bonds. Any surety on the current revision of Circular 570 is acceptable to ARC. Copies of the circular can be found here. ARC will accept a bond using the ARC Bond Form found here.

ARC will accept an irrevocable letter of credit using the ARC LOC Form found here. The LOC must be issued by any federally insured lending institution (FDIC or NCUA) or, at ARC's discretion, a state chartered lending institution. All letters of credit must be accompanied by a certification letter.

If you need additional assistance, please contact the Customer Care Center at (855) 816-8003 or We'll be happy to walk you through the process.

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 |