Change fees & refundable balance

collecting-change-fees

You should issue an EMD for collection of reservation change fees and refundable balance.

Apart from reservation change fees and refundable balance, we don't support any other "reason for issuance" codes, including excess baggage or oxygen requests. Customers wishing to purchase excess baggage should be directed to ba.com or a ticket desk at the airport. Customers wishing to book oxygen should call our contact centres.

We monitor "reason for issuance" code usage to ensure best practice is used and incorrect use may result in us not recognising the payment and issuing an ADM. 

collapsedshowRevalidation

You should revalidate a ticket when there is no change in the applicable fare and/or taxes, fees and charges or route, but the customer wants to make a change to the booking.

  1. Revalidate the ticket
  2. Calculate the change fee and issue an EMD for the amount. 

    Field Guidance
    Reason of issuance "D" for financial impact
    Subcode "992" for reservation change fee
    Text field "reservation change fee", "change fee" or as generated by GDS
    Issued in connection with (or related ticket number) should be the revalidated ticket number (ie 3 digit airline code and 10 digit ticket number. This is mandatory and failure to comply may result in an ADM.
    SVC date should be the date of the last flight segment plus 1 day
  3. Complete other parts of EMD as per your GDS ticketing instructions.
  4. The EMD number will be automatically updated in the PNR.

Some automated re-pricing tools such as the Amadeus Ticket Changer don't offer a revalidation option. In these cases, you'll have to reissue a new e-ticket in exchange for the original ticket, with no additional collection and collect the change fees as per the reissue process on an EMD.

 

collapsedshowReissue

You should reissue a ticket when there is a change in the applicable fare and/or taxes, fees and charges or route, but the customer wants to make a change to the booking.

  1. Reissue the ticket (with additional collection on the fare if applicable)
  2. Establish change fee to be collected and issue an EMD for that amount

    Field Guidance
    Reason of issuance "D" for financial impact
    Subcode "992" for reservation change fee
    Text field "reservation change fee", "change fee" or as generated by GDS
    Issued in connection with (or related ticket number) should be the new reissued ticket number (ie 3 digit airline code followed by 10 digit ticket number) This is mandatory and failure to comply could result in an ADM
    SVC date should be the date of the last flight segment plus 1 day
  3. Complete other parts of EMD as per the GDS ticketing instructions.
  4. Ensure that the EMD number has been added in the PNR.

 

The correct deal/tracking number MUST be entered in the Tour Code box of the ticket where applicable.  This is your responsibility and failure to do so will result in an ADM. This applies to both original issue and any reissues of all tickets.

EMD is should only be issued for an applicable change fee and must be issued at the time the booking is changed. The EMD must not be combined with any other service charge or used to collect increase in fare or tax(es).

Only 1 EMD must be issued per passenger e.g. for 3 people travelling together; 3 EMDs must be issued.

These procedures apply to all our longhaul and shorthaul routes. If you have any queries regarding GDS entries, please contact your GDS helpdesk.

Failure to adhere to the correct document issuance and reporting process will result in an ADM being raised for fee of £25.00.

collapsedshowRefundable balance

You should issue an EMD to account for refundable balance due from ticket exchanges, where the original issue fare is higher than the fare on the new ticket:

  1. Issue a new ticket in exchange for the old ticket (a new ticket issued without additional collection)
  2. Issue an EMD in exchange for the new ticket (EMD issued without additional collection) If entered manually:

    Field Guidance
    Reason of issuance code D" for financial impact or "RSVR" product code in Amadeus
    Subcode "996" for refundable balance
    Text field "refundable balance" or as generated by the GDS
    Issued in connection with (or related ticket number) should be the new (reissued) ticket number (ie 3 digit airline code followed by 10 digit ticket number) This is mandatory and failure to comply could result in an ADM
    Fare if a re-issued ticket has a lower fare than the original ticket, the GDS may automatically create EMD for the refundable balance and the amount for this will be already displayed in the relevant field. If refundable balance value is not pre-populated on the GDS EMD mask, then please enter the amount manually.
    Issued in exchange for should be the original ticket number
    Issued in connection with should be the new (reissued) ticket number
  3. Refund EMD

We monitor the issuance of EMD to ensure best practice is followed.