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Rules that currently work in V2 and their limitationsV2 can NOT handle:Approval Timelines:
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AirPortal: V2 Approvals

Edited

This is currently the version that handles most of the automated client approvals although it does have some limitations. Below is a list of what works, works with limitations, and doesn’t work in V2:

Rules that currently work in V2 and their limitations 

  • General Rules

    • Advance Purchase

      • All travel

      • Only air

      • Only car

      • Only hotel

    • All Travel 

    • All Travel based on a specific rule class.

      • Rule classes must be listed in U56-(rule class name). 

    • Guest Travel

      • Based on UDID only (e.g., if U57-PROFILED is not present in PNR approval required. 5U57-PROFILED must be added to all profiled travelers) 

  • Air Rules

    • *Airfares based on LLF

      • Set up at TMC Level (can't be adjusted per client) through Compleat. anything 200$ over LLF will trigger approval.  LLF is defined as:

        • No alternate airport (If JFK then MUST be JFK)

        • 2 hours from leave time

        • 2 hours from Arrival time

        • No double connections

    • *Airfare based on a $ amount.

      • Does not work if there are split fares (AirPortal checks each fare individually) 

    • *Based on mileage

      • For individual segments only, does not include connections. 

    • *Based on flight duration

      • For individual segments only, does not include connections. 

    • **International itineraries

      • One-way, inter-region*, and international itineraries that originate outside of the U.S. are not caught by the system. Do not recommend if a client books a lot of these.

  • Car Rules

    • Cars based on a $ amount for daily rates. 

    • Cars over a certain size. (e.g. compact, full-size, etc.)

    • Preferred car vendor

      • Vendor MUST be marked as preferred in AP. 

  • Hotel Rules

    • *Hotels based on a $ amount for nightly rates (including rate changes during stay)

      • Can't determine international vs. domestic property location

        • Can't setup one rate for Domestic and another rate for Intl locations.

        • Can't require approval just on Intl hotels.

    • *Specific hotel rates for specific major cities. Does not work for all cities.

      • Some cities that can be done include LAX/NYC/BOS/MIA/CHI/SLC/SEA/SAN/SFO/LON/PAR/ROME

      • Some cities that cannot be done include OAK/PDX/BNA/FLL/ATL/ATH 

    • Hotels based on a specific property code. 

    • Hotel chains

V2 can NOT handle:

  • General Rules

    • Total cost of itinerary (e.g., airfare + car rental + hotel stay) 

    • Re-assigning approver and/or setting a "backup" approver.

    • Determine approval based on multiple different remarks (Ex. RH U56 and E-certificates)

    • Triggering approvals correctly based on changes in PNR.

    • Need ability to modify UDID information in the approval email.

    • Need Compleat to validate UDID values before sending to Approval.

  • Air Rules

    • Air based on Class of Service.  

    • Early Bird / Seat Upgrades (Not a possibility for automation)

    • Class of service upgrades. (Not a possibility for automation). 

    • Refundable airfares

    • *Regions

      • Inter-region: Travel takes place between geographic regions

      • List of Regions (as defined in Venture Global Policy—not sure if this is standard)

        • North America/Caribbean

        • South America

        • Central America

        • Europe / UK

        • Australia / New Zealand

        • Asia

        • Africa

        • Middle East

    • Countries

    • Countries based on Department of State levels 3 and 4 risk advisories.

    • Fly America Act

      • We use U22-Y/Name of who was advised or U22-N if not international. 

  • Car Rules

    • Car Direct Billing

      • May become an issue if Direct Bill ID is masked (Avis currently does this) 

    • International Car Rentals

  • Hotel Rules

    • Vpay/Vpay Lite/Conferma use for hotels 

    • Hotels over govt per diem

    • Deposit hotels

      • Approvals not possible as payment is done when booked, this is like an exchange – too late for approval.

    • Maximum number of nights booked for hotel. 

    • No hotel if itinerary has air and overnight stay 

Approval Timelines:

Currently V2 has an 8 p.m. MT and V3 is at 11 p.m. based on the local time of the PCC/SID.

There is talk about changing this to a 24-hour approval deadline. Some items to consider with this:

  • Fares are not guaranteed until ticketed. A stored fare is ONLY valid the day it’s booked with a TAW line of the same day. Fare must be restored and therefore may not be available the following day.  Caveat is Intl travel – which could allow for additional time/days.

  • Fares cannot be stored or held if the TAW line is NOT the current day, unless international-sometimes fares are valid longer. This means there is a greater chance the fare isn’t valid. 

  • 7,14,21-day advance purchase fares may be missed. A good example is a fare booked on a Friday and not approved until the weekend with no one available at CBT to restore that fare. By Monday. They may no longer have the advance purchase requirement met.

  • Last seat availability. 

  • Possibility of churning debit memos. 

  • If approval is required, the risk to the price is wholly on the client – not CBT. If fare is gone, it’s gone. 

  • What happens when the fare increases? Does the entire process start again with another 24-hour approval loop? 

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