ALITALIA ANCILLARY SERVICES FULFILMENT ANCILLARY SERVICES FULFILMENT THROUGH EMD WITH GDS AMADEUS

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Randall Bryant
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1 ANCILLARY SERVICES FULFILMENT THROUGH EMD WITH GDS AMADEUS

2 Summary 1. Purpose of this document Ancillary services payment in connection with Alitalia flights General information about EMD Reservation service process Cancellation of the service Issuance of the EMD 6 7. EMD void 8 8. EMD refund 8 9. EMD exchange Impact on EMD in case of associated ET change EMD of residual value.. 9

3 1. Purpose of this document This document describes the Alitalia procedures for collecting ancillary services through Amadeus GDS by travel agents and replaces the previous procedure that has been distributed on 2008 based on the issuance of the V-MPD. Through the delivery of the EMD (electronic miscellaneous document) product in the Amadeus system, the travel agent will be able to issue an electronic document, similar to an electronic ticket, in order to collect the following air extras: - Standard extra baggage charges (including extra size/weight charge) - Standard sporting equipment - Lounge access Furthermore he will be able to collect penalties and other financial services (e.g. group deposit, refundable balance etc) The procedure of collection of special services charges (e.g. STCR OXYG EXST PETC AVIH etc.) based on V-MPD usage will still be in place. 2. Ancillary services payment in connection with Alitalia flights Alitalia will accept EMD as payment method for ancillary services on its flights. The procedure described in this document applies to Travel Agents located in : - Spain - United Kingdom - Belgium - Greece - Poland - Romania - Israel - Turkey - US - Argentina - Brazil - Venezuela - Canada - Egypt The Alitalia ancillary services will be available on flights: 1. sold on ETKS AZ (055)

4 2. operated by Alitalia group carriers: - AZ - AP (Smart Carrier excluded) - XM - VE - CT 3. Legs departing from ARCO DCS stations EMD Alitalia won t be available on : 1. AZ marketing flights operated by other carriers 2. Flights operated by other carriers 3. Flights operated by AZ groups carriers from departing stations handled by external DCS. 3. General information about EMD The EMD is the electronic document approved by IATA for collecting the ancillary and financial services on behalf of airlines and it is described in the Ticketing Handbook manual. There are two types of EMD depending of the type of service: EMD associated (EMD-A): it is associated to the ET itinerary issued in conjunction and its details are displayed in the PNR through an SSR (SSR ASVC). Its usage is linked with the ET one therefore it is updated with the same status. It is usually used to collect extra baggage charges but it could also be used for other services not strictly connected with the flight. The information of the ET in conjunction is mandatory in the document. EMD stand-alone (EMD-S): it is issued independently of the flights and depending on the type of services for which it is issued can be closed out upon issuance or subsequently used for refund or reissue. It is used to collect optional services offered by the carrier (e..g t-shirt, kennel etc) or to collect penalties, group deposit, issue refundable balances etc. Its purpose is similar to the MCO one. The information of the ET in conjunction is optional. Amadeus supports both type of documents with Alitalia.

5 4. Reservation service process The agent shall book the service prior to issue an EMD with Alitalia. The reservation is performed through a specific SSR linked with the type of service requested (bilateral SSR). Upon receiving this message, the Alitalia system will respond with a positive response including the request of issuance of an EMD or with a negative response in case the service is not payable via an EMD. Once an EMD is issued, the PNR will be updated with the document number. It possible to book up to six services for a single route. Furthermore Alitalia system applies a control on maximum number of certain services of the same type saleable for a single flight. AZ marketing flights operated by other carriers are not bookable. Flights departing from some stations are not eligible for EMD as the local check-in system does not support such service. In case of sale of a service from these stations, the V-MPD can be still used. Please refer to the technical documents provided by Amadeus for concerned system entries. 5. Cancellation of the service If the service is no more requested by the customer, it is necessary to cancel the bilateral SSR linked with the service. If the agent fails to cancel the service, he could receive an ADM from Alitalia.. Moreover the system applies a time limit for the issuance of the EMD following the reservation of the service (TTL) that will be the same of the ET when not yet issued or within the reservation date when the ET has been already issued.

6 6. Issuance of the EMD Alitalia distributes the ancillary service rates to all GDS therefore all services saleable via an EMD-A can be automatically priced. Please find below the service features saleable through Amadeus in this first phase. Ancillary service Extra checked baggage up to 23 kg Extra weight/size of extra piece of baggage Standard sporting equipment up to 23kg Ancillary service as displayed in Amadeus system First extra piece Checked bag second Checked bag third Checked bag fourth Checked bag fifth Checked bag sixth Excess size PC Excess weight PC EMD type Refundable service Notes EMD-A Yes It is possible to issue one EMD only for each type of service. Service is not commissionable EMD-A Yes It is applicable in case of prepaid extra weight (from 23 to 32kg) and extra size (from 158cm to 203cm) of the extra piece of baggage. Service is not commissionable Sporting equipment EMD-A Yes It is applicable for prepaid sporting equipment as below: Waterski/scuba/golf/angling/polo. Service is not commissionable. Snowboard Snowboard up to 23 EMD-A Yes Service is not commissionable kg Ski equipment Ski equipment up to EMD-A Yes Service is not commissionable 23kg Lounge access Lounge access EMD-A Yes The service is reserved to Millemiglia/Club Ulisse customers only. The lounges are located in FCO - LIN - TRN CTA - PMO VCE JFK NAP airports. Service is not commissionable. Service is refundable until the day before the departure of the linked flight. Such restriction shall be

7 Financial services Penalty for domestic ET change Penalty for international ET change Group deposit Residual amount to be refunded Financial service as displayed in Amadeus system Rebooking fee domestic Rebooking fee international EMD type Refundable service indicated in the remarks field of the EMD (REF UNTIL DATE BEFORE DEPARTURE). Notes EMD-S No Applicable in case of revalidation of a domestic ET with a special fare on a new flight. ET number in conjunction to be entered mandatory. The fee can also be collected through a reissue of the ET. EMD-S No Applicable in case of revalidation of an international ET with a special fare on a new flight. ET number in conjunction to be entered mandatory. The fee can also be collected through a reissue of the ET. EMD-S Yes It can be used as a deposit for a Deposit/down payment group. Refundable balance EMD-S Yes It is issued when there is a difference resulting from a reissue of an ET to be refunded. ET number issued in exchange and ET number in conjunction to be entered mandatory. Alitalia is working with Amadeus in order to implement further services that will be soon available. The EMD issuance updates the company s reservation system in real time therefore it is no more necessary to show any paper document to the check-in staff. However it is suggested that the customer will bring the payment receipt with him for any inspection. Please refer to the technical documents provided by Amadeus concerning the reservation service.

8 7. EMD void An EMD can be voided under the same conditions of an ET (within the day of issuance). Some EMDs are issued with status code F (flown) as used for not refundable services, however they can still be voided as other EMD categories. In case of void of the document, it is necessary to cancel the service related SSR. Please refer to the technical documents provided by Amadeus for concerned system entries. 8. EMD refund An EMD issued with O status (open) is refundable under the same conditions of an ET. The EMD-A is technically refundable as long as the ET is conjunction is not used. In case of refund of the document, it is necessary to cancel the service related SSR. Please refer to the technical documents provided by Amadeus for concerned system entries. 9. EMD exchange The exchange functionality of the EMD is applicable in the below cases: - From EMD to EMD - From EMD to ET - From EMD to ET + EMD-S for difference - From EMD to EMD + EMD-S for difference An EMD cannot be exchanged to a paper document (V-MPD or V-MCO).

9 10. Impact on EMD in case of associated ET change In case of exchange or revalidation of the associated ET, the association between the two documents is automatically interrupted. If there is the need to transfer the service on the new flight of the ET, the EMD-A must be exchanged on a newly booked service. In this way the PNR will be updated with the new SSR ASVC linked to the new flight and the EMD-A association with the ET reinstated. 11. Impact on EMD in case of schedule change In case of schedule change on PNRs where a service has been booked and paid, the SSR is deactivated and the association between the two documents interrupted. Therefore the agent shall cancel the SSR related to the cancelled flight and re-book the service on the new flight. The agent shall then reissue both ET and EMD in order to reinstate the association. 12. EMD of residual value If there is a credit of the customer as a result of an exchange of an ET to another ET with lower value, the agent can issue an EMD of residual value (refundable balance). Such EMD can be then refunded or used in order to purchase further ETKS or EMDs for optional services through a reissue of the EMD itself.

ELECTRONIC MISCELLANEOUS DOUCMENT (EMD-A) FAQ TRAVEL AGENT GUIDE

ELECTRONIC MISCELLANEOUS DOUCMENT (EMD-A) FAQ TRAVEL AGENT GUIDE Virgin Australia has implemented EMD-A (Associated) for the sale of various ancillary services. This is part of IATA s Simplifying the Business