Reminder: Obtain a Valid Payment Authorization via the GDS at the Time of Ticketing
As payment brands look for ways to improve acceptance processes, increase approval rates and reduce fraud, it is critical that agencies obtain a valid authorization via the GDS for every transaction (i.e., sale or exchange with an additional collection) or risk receiving a chargeback or non-compliance fee debit memo.
Payment issuers (a.k.a., credit card companies) have increased their monitoring of authorization-related data and can reject a transaction when it appears that a valid authorization has not been obtained. It is important to note that a transaction that includes a manually keyed approval code may not include the required data and is at risk of rejection. In addition to the potential for chargebacks and subsequent debit memos, substantial fines may be imposed when proper acceptance procedures are not followed.
Payment Card Acceptance Procedures:
Section 6 of the Industry Agents Handbook (IAH) states the following in the Payment Card Acceptance Procedures for obtaining authorization:
“Identify the ticketing airline and, at the time of ticketing, obtain an authorization (i.e., approval code) via the GDS for the exact amount of the transaction. Transactions that are not properly authorized may not be settled successfully, and, as a result, the airline may not be paid. In addition, the airline could be subject to increased card acceptance costs or non-compliance fees, in which case the airline may contact the agent for reimbursement.”
If you have any questions, please email Kevin Haag, manager of payment processing and acceptance, at khaag@arccorp.com.
2024 Quarterly Transaction Fees – Third Quarter
Agencies with less than 1,000 transactions per quarter will not be assessed transaction fees. On or after October 17, 2024, a separate debit representing this fee will be drawn against the applicable ARC-designated bank accounts. Only one draft will be issued for consolidated drafting agencies.
If you have not done so already, every agency must contact your bank representative and add ARC’s Company ID 9521367276.
|
Number of Transactions per Quarter |
Price per Transaction |
|
|
Tier 1 |
1,000 – 2,224,999 |
$0.014 |
|
Tier 2 |
2,225,000 – 5,999,999 |
$0.013 |
|
Tier 3 |
6,000,000 or more |
$0.012 |
ARC will notify travel agencies in an email to the primary administrator or operational contact on the account before each quarterly draft. For consolidated drafting agencies, only one draft will be assessed for all ARC-accredited locations.
Please note: There is a $25 nonrefundable fee for all returned drafts.
Important: Link your Document Retrieval Service Account with My ARC
As previously communicated, ARC will implement multifactor authentication (MFA) starting in 2025 as part of our ongoing efforts to enhance account security.
MFA adds an extra layer of protection by requiring your password and a second form of verification to access your account.
As part of our transition to MFA, ARC plans to move the Document Retrieval Service (DRS), making it only accessible via My ARC. While development work is still underway, we want to give you more time to ensure a smooth transition. We will provide an updated timeline in mid-October.
Why link your DRS account to My ARC now?
- Enhanced Security: Prepare for the added protection of MFA and the upcoming change, making DRS solely available/exclusively available through My ARC.
- Seamless Access: Once MFA is live, you can manage your DRS account directly from My ARC without interruptions.
How do I link my accounts?
From any DRS page, follow these steps:
- Select the Link/Unlink option at the top of the DRS page.
- Type in the three linking criteria listed and press Enter.
- Provide your DRS credentials (organization number, user ID and password).
- Choose the Link radio button.
- Enter your My ARC credentials (user ID and password).
- A link or unlink confirmation message will be displayed.
If you have questions or need assistance linking your accounts, please visit our DRS FAQs page or contact our Customer Care Center at 855-816-8003 or ccchelp@arccorp.com.
Thank you for your attention to this important update and continued trust in our services. We are committed to providing you with the highest level of security and convenience.
Big News for 2025: Faster Reporting, Better Service for Your Customers
We know how important it is for you to stay ahead in the ever-changing travel industry. That’s why we’re planning for a shift in 2025 to speed up the reporting process. This will give you quicker access to settled sales data and help you better serve your clients.
So, what’s changing?
Starting January 13, 2025, ARC plans to move the deadline for authorizing weekly sales reports to 1:59 p.m. Eastern Time (ET), excluding Monday and Tuesday holiday weeks. This change from the current 11:59 p.m. ET deadline allows settled data to be processed and transmitted earlier. Speeding up the sales report authorization will enable ARC to send settled data faster.
Why this is good news for you:
- Faster Refunds: Your customers’ refunds and exchanges issued on Sundays and Mondays will have a quicker output — no more waiting around an extra day. That’s a win for you and your customers.
- Earlier Sales Data: You’ll have access to your settled sales data sooner, helping you better manage your projected revenues and cash flow.
- Competitive Edge: This change helps the agency channel keep pace with airline-direct channels, ensuring you stay competitive.
What if my agency isn’t ready yet?
We understand — adjusting to new processes can take a bit of time. Today, over 85% of weekly settlement reports are being submitted by the 1:59 p.m. ET deadline, but some agencies will need to make changes to support the earlier report authorization. If you haven’t made the switch yet, we recommend reconciling your sales reports daily. It’ll save you time correcting any errors at the end of the week and help everything run smoothly. And for those handling exchange transactions, be sure any residual MCO/EMD is properly linked to the primary exchange to ensure everything balances before settlement.
Need support? We’ve got you covered.
We want to ensure agencies have plenty of time to adjust smoothly. Our new expedited reporting webpage offers more best practices, a recap webinar and tips to help with the transition.
Our Customer Care team is here to help answer any questions and guide you through the transition. Reach out to us at 1-855-816-8003 or ccchelp@arccorp.com
Tip of the Week: Searching for a document in DRS
ARC Document Retrieval Service (DRS) offers three search options to help you locate a document and view its information. These are grouped by either the Quick Search, Passenger Search or Transaction Search options.
- Quick Search- Allows you to search by either Document Number, Date of Issue, PNR or Period Ending Date (PED).
- Passenger Search- Allows you to search by the Month and Year of processing PED and the passenger's Credit Card Number or Last Name.
- Transaction Search- Allows you to search by Document Number, a range of Document Numbers, the Date of Issue or the Beginning PED.
You can further refine your search by using a last name, document type or payment type filter.