IMEX flight refund step-by-step guide When you log in you will be reminded to enter your refund details. The refund icon is also in the Hosted Buyer Zone Main Menu. This will be red until you have completed your refund. Once completed it will turn green.
The hosted buyer terms and conditions and travel refund terms and conditions links can be found here. You will need to agree that if you book a flights outside of your hosted group dates, you will be responsible for booking and paying for the extra nights accommodation. Select the country from the drop-down menu where your bank is located.
Tick to confirm you have all the necessary information to complete the refund. For buyers with UK and US bank accounts you will only need cheque (check) payee details. For all other countries you will need international banking information for the bank transfer. Enter the details of the bank account where the refund is to be paid into (this could be yours or your company depending on who purchased the flight ticket)
Enter the contact details of the bank account beneficiary. This is the person or company which the bank account belongs to. Tick whether your flight is direct (non-stop) or whether your flight has more than one sector and goes via another airport.
If your flight is not direct, you will be asked 1.) Which country you will be starting your journey from and 2.) Which airport. If your flight is direct, then you will not be asked this. 3.) Enter your flight PNR number or locator, 4.) Enter the flight number and 5.) The date of your outbound flight. 6.) Click Search. The system will then look for your flight. Your flight details should appear here (if not see instructions further down). If there is more than one flight with the same flight number or a code share, all flights will display, Select your flight. If your correct flight doesn t display check the flight number and in particular the airline s 2-letter prefix and check the dates and try again. If they still don t appear, click here to enter flights manually.
If no flights are displayed, please check your flight number and date of travel and try again. If your flights still cannot be found click here to enter them manually. If you have used the automated flight lookup system and the flight details you have entered do not arrive into Frankfurt, the system will ask you for information regarding your journey to Frankfurt (please enter as much information as possible including dates, times, flight numbers, etc.). However if you have the details of your flights into Frankfurt, please re-enter these flight details and click search flights again. If the dates you have entered fall outside of your group programme dates it will ask you about your additional accommodation arrangements.
If you click the link to enter your flights manually a box will appear for you to complete the flight information (for your outbound journey only). Return flight details are entered separately. 1.) Enter the 3-letter airport code for your departure and 2.) Arrival airport (FRA in the case of Frankfurt Main). ` 3.) Enter your flight number and 4.) Your flight take-off date and time and 5.) Your flights landing date and time and 6.) Click Done. A message will appear thanking you for entering your flights manually. Now repeat the process for your return journey.
Enter the currency and the cost of the flights (you will be refunded the cost of your flights or the maximum refund linit for you gateway, whichever is lower). Upload your flight itinerary and invoice in the required format (PDF or jpeg). If they are in email form, you can copy the email to Word and then create as a PDF to upload them. You can upload up to 5 documents. Refunds are paid in either GBP, USD or EUR. You can enter any additional information here, for example, if you paid for your flights in a currency other than GBP, USD or EUR, you can write here which of the 3 currencies you would prefer to be paid in. Click Next. You will then see a message informing you that the system is storing the information.
Click Continue and you re done. You will now see the icon has turned green showing your refund has been submitted and you will receive an email informing you that you flight refund has been received by IMEX.