ADM Procedures

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GOL Airline’s Debit Memo Policy

From July 2016, GOL Linhas Aéreas Inteligentes follows below guidelines for ADMs issuance.

The ADM serves to notify an Agent that unless there is some justification to the contrary, the Agent owes GOL the amount shown on the ADM for the reasons indicated.
• GOL´s ADM policy follows IATA Resolutions 850m and 890 for chargeback. ADMS may be issued during the following nine months after the last travel date, except chargeback memos that can be raised in the following 12 months.
• A Gol Linhas Aéreas Inteligentes reserves its rights to collect administration fees according its policy described herein.
• ADMs are not commissionable.
• ADMs will be handled according the market commercial capabilities, mostly via BSP Link, but not limited to this channel.


• ADMs disputes will be handled as follows:
- Agents reviews or disputes shall be made via BSP Link, or any other channel used by GOL for the ADM raise.
- All deadlines regarding the ADMs issuance and dispute shall follow IATA Resolution 850m.
- Disputes shall be specific in their detail for the accurate charge review.
 

ADM Policy – Ticketing Audit Scope – Including But Not Limited To

1. Any contractual breach between GOL Linhas Aéreas Inteligentes and the sales agent
2. Issuance/ reissuance/revalidation of documents not following the reservation policies or fare rules, such as:
a. entering incomplete or incorrect reservation entries, such as reservation booking designators that do not correspond to the fare paid or reservation requests on a ticket, thereby allowing travel at less than the applicable fare;
b. inaccurately completing or omitting to complete the ‘not valid before’ and/or ‘not valid after’ boxes on a ticket contrary to the conditions governing the fare applied, thereby allowing travel at less than the applicable fare;
c. undercharge of taxes, fees, tariffs and fares;
d. issuing a single ticket for more than one passenger;
e. changing or omitting the name of the passenger;
f. changing the “Form of Payment” or failing to carry this forward to the new ticket;
g. changing the currency of payment or failing to carry this forward to the new ticket,
h. failing to carry forward all restrictions to the new ticket;
i. failing to complete correctly the “Issued in Exchange For” entries and/or the “Original Issue” entries, and/or failing to carry these forward to the new ticket;
j. failing to ensure that when conjunction tickets, the conjunction ticket numbers are shown on all conjunction tickets;
k. changing the point of origin;
l. issuing/selling a ticket with a fictitious point of origin or destination in order to undercut the applicable fare (cross border selling);
m. failing to observe the applicable rules for Designation and Selection of Ticketing Airline (Resolution 852) and/or designating transportation on such parties' services where a valid interline agreement between the ticketing airline and the transporting party does not exist;
n. cancelling or amending a customer booking and/or Electronic Ticket without the express permission of that customer, deliberately making duplicate reservations for the same customer;
o. making reservation transactions without the specific request of a customer;
p. making an amendment to a booking that has previously been issued as an e-ticket without either revalidating or reissuing, as applicable, the original ticket to reflect the new itinerary;
q. voiding/refunding tickets without cancelling corresponding reservations or immediately issuing a new valid document;
r. failing to split PNRs in cases where not all passengers included in the PNR are ticketed;
s. failing to observe the prescribed minimum connecting times.

3. Gol Linhas Aereas Inteligentes may notify the agencies via ADMs for irregular or incorrect bookings and/or issuances situations not limited to fare rules, booking policies, issuance, reissuance, validation, revalidation, taxes, entering incomplete or incorrect information for mandatory issuance fields such as taxes/fees and validity, sales reporting and refund violations.
4. ADMs issued for policy violations regarding mandatory fields, commissions, taxes and fees will be charged considering the due amounts and fare rules at the issuance date.
5. Fare rules violation ADM amounts may equal up to the difference between the fare ticketed and the most unrestrictive published fare for the transportation provided.
6. Documents issued and not reported;
7. Inaccurate appliance of commissions;
8. Inaccurate appliance of commercial agreements;
9. Irregular refunds;
10.Credit Card rejections (chargeback).
 

ADM Policy – Booking Violations

All bookings on GOL travel documents (G3 127) must comply with GOL’s Contract of Carriage, and with all applicable fare rules. GOL's GDS Booking Policy guidelines are designed to set clear expectations for subscribers concerning the use of a GDS for reserving, booking and ticketing GOL air transportation.

GOL will continue to provide information to our Agency Partners to ensure that all GDS users take a consistent approach when using GDS services to reserve space and issue tickets for GOL customers. GDS practices that are considered a violation of GOL's policies will be addressed appropriately.

To prevent such violations, please review the below definitions that encompasses booking rules and abusive type ticketing practices.
 

BOOKING VIOLATIONS - DEFINITIONS

Effective July 15, 2016, GOL will audit all GDS User transactions to identify Booking Policy violations. When a violation is identified, GOL will charge the GDS User a segment fee depending on the nature of the violation plus an administrative fee per debit memo. In addition, GOL reserves the right to restrict an agency’s authority to book GOL inventory and/or issue GOL travel documents. Ticketing agencies may be held responsible for booking violations made by agents, employees, sub-agents, or outside agents working through the ticketing agency. GOL bookings include all bookings utilizing the “G3” or “G3*”designator codes.
This Booking Policy applies to GDS bookings, regardless if there are existent issued tickets for the itinerary.

Effective Date
These policies and procedures apply to all GOL bookings made on or after July 15th, 2016, including.
 

Audit Scope - including, but not limited to:

Administrative Fees for Debit Memo (ADM)
GOL will each assess a USD 50 administrative fee for each debit memo issued.

Cancelling Reservations
Segments must be canceled and inventory released immediately when a ticket has not been purchased in accordance with the fare rule, or when notified by a customer that travel is no longer needed, whichever comes first.

TSA Secure Flight Passenger Data – Industry Mandate (flights to the United States Only)
Secure Flight Passenger Data is required for each passenger and segment when travelling to the US. PNRs without complete SFPD may be subject to cancellation shortly before the 72 hour TSA deadline for providing this information.

Churning
Effective from Jun 1st, 2017: Churning refers to any repeated booking or canceling of the same itinerary in the same class or different classes of service across one or more passenger name records or GDSs including, without limitation, to circumvent or extend ticketing time limits, hold inventory or to meet GDS productivity requirements. The third rebooking meeting the conditions described here will be considered as churning.

Dual Automation
A GDS subscriber that uses more than one GDS in its business must book and ticket a specific passenger itinerary within the same GDS.

Duplicate Bookings
All duplicate bookings generated by a single GDS subscriber are prohibited, including:
- Multiple itineraries for any number of passengers with the same passenger name, whether identical itineraries or not
- Reserving one or more seats on the same flight or different flights for the same time frame, regardless of the class of service or format used to make the reservations
- Creating a reservation where it is logically impossible to be used on each segment created across one or more PNRs or GDSs.

In order to ensure the most accurate availability is accessible to all of our customers, effective July 2016, GOL will cancel all duplicate bookings as soon as they are identified; the inventory in these bookings will be returned to availability.

Smiles – Number Required to Prevent Cancelation
GOL recognizes there are situations where two passengers with the same name could be traveling on the same itinerary (i.e. father/son with same name) in a different reservation. Even if the reservations are ticketed, please ensure that both passengers are enrolled in Smiles and enter each passenger’s respective Smiles number in the PNR to prevent cancellation.

Fraudulent/Fictitious Bookings
Fraudulent, fictitious, or speculative bookings are forbidden. These are defined as reservations where a booking is entered into a GDS regardless of input codes, using fictional or fabricated names, with no intent for travel and is not directly related to a request from a passenger to purchase a ticket.
Additionally, creating such PNRs to hold or block reservations due to expected demand, customer indecision, or for any reason including, without limitation, to circumvent any of GOL's fare rules or policies are not permitted.

Group Bookings
An acceptable group booking may include segments entered passively into a GDS. These passive segments must match segments already existing in GOL’s Reservation System. Passive segments may only be entered at the time, and for the purpose, of ticket issuance. Any other uses of group bookings are going to be considered invalid and speculative.

Inactive Segments
All inactive segments must be removed from the GDS PNR at least 24 hours before departure. Inactive segments include those with the status codes of HX, NO, UN, UC, SC, TK, US, GK, PK, MK or WK. Inactive segments that are not cancelled 24 hours prior to departure are subject to Cost Recovery Fee charges from GOL.

Passive Segments
Some types of passive segments are not acceptable by GOL and will me immediately canceled.

An acceptable passive segment is a segment entered into a GDS for the purpose of ticketing. It must match an existing booking.

All other passive segment uses will be audited by GOL (including uses to fulfill administrative functions, to satisfy GDS productive requirements, etc.), and, if abusive utilization of passive segments is verified, a compensatory fee will be applied.

Inventory Circumvention
GOL manages inventory on an origin and destination (O&D) basis. Inventory that is available on a particular segment for one O&D may not be available for other O&Ds including the same segment. GOL’s booking policy prohibits the creation of reservations with the intent to circumvent inventory management controls (e.g., married segment logic or journey controls) and/or to obtain inventory for ticket sales which GOL does not intend to offer for the passenger's actual O&D itinerary. Agents engaging in circumvention of GOL inventory controls will be held accountable for these violations.

Secure Flight Passenger Data Required
The TSA Secure Flight Program requires Travel Agents to enter the passenger’s legal name, date of birth and gender and allows for an optional redress number against government watch lists for domestic and international flights. PNRs without complete Secure Flight Passenger information may be subject to cancellation, tickets inhibited, and the potential for booking violation fees.

Test or Training PNRs
The training mode or non-billable segment status codes provided by the GDS must be used when testing situations or training personnel. Creating PNRs for training purposes using active sell segment status codes is prohibited and is subject to penalty fees.

Waiting List
Gol does not accept waiting list requests. All requests are going to be denied. Passive segments inserted as waiting list are going to be charged.

Booking Violation Penalty Fees
 

Settlement

GOL reserves the right to use IATA BSP Link or ARC Memo Manager as the debit memo process to recoup fees associated with booking policy violations via Agency Debit Memo (ADM). The ADM will provide detail supporting the issuance of the ADM and the basis for GOL’s claim. The ADM will provide contact information to channel inquiries.
The accuracy and completeness of booking is the responsibility of the travel agent. Airlines have the right to audit and send ADM’s for all transactions. GOL’s policy for audit and memo issuance will be handled per IATA Resolution 850m.
 

Dispute Process

GOL complies with Industry Best Practices, accepting valid, timely disputes for ADMs. Disputes must comply with local reporting requirements and include valid dispute reasoning and supporting documentation. ADM disputes can be submitted via:
- BSPLink Link: https://www.bsplink.iata.org
- ARC Memo Manager Link: https://myarc.arccorp.com/PortalApp/PreLogin.portal

Disputes should be conducted in English language.
 

ADM Minimum Amount

GOL reserves the right to raise an ADM without limitation of minimum value.
 

Administrative Fees

GOL reserves the right to apply Administrative Fees for specific transactions and scenarios.
 

Payment Terms

ADMs are due upon Receipt. Unresolved debit memos are subject to the following:

  • Placement with outside collection agency
  • Interruption of booking and ticketing ability
  • Termination of GOL appointment

Note: Payment of ADM constitutes final resolution. If, in error, a debit memo is paid twice, a credit memo will be issued less the applicable processing fee.
 

Subscriber Acceptance

Each GDS User’s acceptance of and agreement to these new terms and conditions is a condition of such GDS User’s continued appointment as a GOL travel agent and/or GOL’s consent to permit such GDS User to make GOL bookings through the GDS, as the case may be.
The continued booking of GOL air transportation services and products will be deemed to constitute each GDS User’s acceptance of and agreement to these new terms and conditions, and each GDS User’s first GOL booking on or after July 15th , 2016, shall constitute such acceptance and agreement.

GOL reserves the right to modify or amend any of the terms and conditions set forth herein at any time upon notice from GOL

ADM PDF