Glossary

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A

AAB – Agent-assisted booking.

ADR – Average daily rate.

Airport access fee – A fee paid by car rental companies for the use of shuttle vehicles. Paid to the airport authority, this often appears in customer’s car rental bills.

Airport code – Each airport has a unique code. See the list here.

ARC – The Airlines Reporting Corporation is responsible for supervising payments from travel agencies to airlines, and the process of issuing tickets to consumers.

ATP– Average ticket price.

Advance Purchase Requirement – An airfare or hotel room that must be purchased a certain number of days ahead of departure, usually 7, 14, or 21 days, for the best fare. Most Advance purchase fares and tariffs have a stringent non-refundable policy and are not modifiable.

Adoption Rate – The percentage of tickets issued through an online booking system compared to more traditional booking channels.

ADR – see Average Daily Rate.

Advanced Purchase Fare – An airfare that requires the purchase of a ticket a minimum number of days prior to departure.

Airlines Reporting Corporation (ARC) – An airline-owned company offering travel products and services, ticket distribution and settlement through a variety of channels in the United States, Puerto Rico and the US Virgin Islands. It reconciles payments and commissions to ARC certified travel agents on behalf of participating airlines.

Allotment – Number of rooms reserved under a block or group booking. Allotment can be broken down by day, by room type or be a total number of rooms reserved.

APAC – see Asia Pacific /Asia Pac.

Apollo – Former name of the Galileo global distribution system (GDS) utilized by travel agencies in the United States.

Application Programming Interface (API) is a particular set of rules and specifications that software programs can follow to communicate with each other. It serves as an interface between different software programs and facilitates their interaction, similar to the way the user interface facilitates interaction between humans and computers.

ARC – see Airlines Reporting Corporation.

Area Settlement Plan (ASP) – A nationwide network of banks that settle airline payments and T&E payment systems on a daily or weekly basis.

Asia Pacific /Asia Pac (APAC) – Term/acronym referring to the region of the world in or near the Western Pacific Ocean. The area includes East Asia, Southeast Asia, Australasia and Oceania.

ASP – see Area Settlement Plan.

ATP – see Average Ticket Price.

Attrition – The difference between the actual number of sleeping rooms picked up (or food and beverage covers or revenue projected) and the number or formulas agreed to in the terms of the facility’s contract. On a predetermined date, a certain percentage of the original block can be canceled without charge.

Attribute:  Detailed, more granular information assigned as part of an expense item. Can either be Workday delivered or custom made.

Automated Booking Systems – This term refers to the self-service reservations systems utilized on Internet/intranet websites.

Average Daily Rate (ADR) – Figure derived by dividing actual daily room revenue by the total number of rooms sold.

Average Ticket Price (ATP) – Metric used to identify trends in airline ticket pricing.

B

BAR – Best available rate.

C

Cash Advance: Submitted by an employee through the same task as a spend authorization to request money loaned in advance to cover travel related costs incurred prior to trip departure

CBS – Custom Booking Solution: 

CDF – Customer data fields, used to collect specific company information such as an employee’s role and department. This information will pull into your travel data view.

City pairs – A pair of cities, the origin and destination on an itinerary.

CNR – Corporate negotiated rate.

Codeshare – An agreement between two or more airlines which allows one carrier to market and collect payment for a flight operated by another carrier.

Concur: Designated Online Booking Tool for University-related business travel.

COS – Class of service.

D

Deadhead – An off-duty airline employee traveling in a passenger seat.

Direct flight – Different from ‘a nonstop’, a passenger flying on a direct flight will not have connections or a change in flight number — but they may stop for refueling, to add/disembark passengers or to actually change aircraft.

E

ESTA – Electronic System for Travel Authorization, used to determine the eligibility of visitors to travel to the United States under the Visa Wavier Program.

Expenditure Treatment: A custom worktag that is developed to track more details to an expenditure, such as indicating whether travel is in-state, out-of-state, or foreign

Expense Advance Repayment Specialist (EARS): Performs expense advance repayment functions for assigned companies. Examples include creating and editing cash advance repayments. See more

Expense Data Entry Specialist (EDES) :The Expense Data Entry Specialist has the ability to

• Create Expense Reports and Spend Authorizations on behalf of other workers
• Create Expense Reports and Spend Authorizations on behalf of external committee members
• Request External Committee MembersExternal Committee Member(ECM): Non-employee, student or guest that is getting paid through the Expenses module.

F

Fare basis (code) – The code that determines the price of an airline ticket.

Flag carrier – A loose term, referring to the airline registered within a specific country or state which may allow it certain privileges.

Fox World Travel: Dedicated agency for University-Related business travel. Required agency for all air bookings. Fox World Travel manages the Concur Online Booking Tool.

G

GDS : A Global Distribution System (GDS) is a digital network that enables travel-related transactions among airlines, hotels, car rental companies, and travel agencies. It uses live data to show service availability and helps travel agencies offer products and rates to consumers, integrating airline, hotel, and car rental bookings.

Gift Manager: Primary manager for assigned gifts. Has access to gift spend analytics and approval authority for financial business processes.

Grant Manager: Primary manager for assigned grants. Typically assigned to administrative personnel. Has access to grant spend analytics and approval authority for financial business processes.

Group Block – 10 or more travelers flying on the same flight. The agency  works with a group block desk at the airline to secure the same rate for all seats on the flight. All travelers travel together.

H

HUB – A city in which an airline has a major presence.

I

IATA – The International Air Transport Association, a trade association for many of the world’s airlines.

IATAN – The International Airline Travel Agent Network, administers the IATAN card, the only widely accepted form of legitimate travel agent identification.

IFE – In-flight entertainment, such as seat back video monitors on airplanes, in-flight Wi-Fi and music channels.

Intercontinental travel – Travel between two continents, such as travel from the U.S. to the U.K.

Intracontinental travel – Travel within a continent, such as travel between the U.S. and Canada.

Interline connection – A trip with a connection flight from a different airline.

L

Land arrangements – All non-flying reservations upon arrival such as car rental, hotel and tourist reservations.

Layover – Different from a stopover, a layover is a short period of time between connecting flights. On domestic flights this refers to stops of 4 hours or less. For international flights, this refers to stops of less than 24 hours.

LCC – Low cost carriers.

LDW – Loss damage waiver – supplemental car rental insurance that covers theft, vandalism and accident damage.

Limited service hotel – A hotel without a restaurant on the premises.

LLF – Lowest logical fare.

LRA – Last room availability, the right to book the last room a hotel has available.

M

Minimum connect time – The shortest time required to successfully transfer to a connecting flight at an airport.

N

Net fare, net rate – Implies the commission has already been added to the price of the fare.

NDC: New Distribution Capability

Nonstop flight – A flight with no stops en route to a passenger’s final destination.

Non-transferable – A ticket that can only be used by the person who was originally scheduled to fly.

O

Occupancy rate – The number of reservations expected during any given period.

O&D – Origin and destination of a trip.

P

Passenger Name Record (PNR) – The GDS file or record that contains information about a passenger’s travel plans, including flight itinerary, hotel booking segments, car rental booking segments, and related details.

Personal effects coverage – Additional car rental insurance covering loss of personal property from the rented vehicle.

Pitch – The legroom between airline seats as measured from the back of one airplane seat to the seat in front of it.

Point-to-point – Refers to the fares between two cities.

Program Manager:  Primary manager for assigned programs. Has access to program spend analytics and approval authority for financial business processes.

Project Manager: Primary manager for assigned projects. Has access to project spend analytics and approval authority for expense, requisition.

Published fare – A fare immediately offered for purchase by the airline. The does not include heavily discounted flights.

Purchasing Card or P-Card: University-liability card product used for best-judgment purchases <$5,000 reconciled through the Expenses module.

R

Rack rate – The price of a hotel prior to discount.

Record locator – The number assigned to a reservation in the airlines’ number. This number is unique and will never be assigned again.

Red-eye flight – A flight in which the travel takes place between the hours of 9pm and 7am.

S

Segment – A part or leg of an air itinerary, including one take off and one landing.

Shared-Liability Card: University card product typically used for travel-related expenses and reconciled through the Expenses module.

Shoulder season – The period of time between busy and quiet seasons in which prices are typically at a midpoint.

Snap codes – Air contract codes.

Spend Authorization: Submitted by an employee to get approval for financial support of travel expenses. This is typically an optional step before an expense report is created, however spend authorizations are required when requesting a cash advance, for policy exceptions, and/or for 90-day expense reports.

Split ticketing – Purchasing two separate tickets to build your itinerary, often to obtain a lower price. Travelers do this at their own risk, as if there is a missed connection both airlines may elect not to rebook the traveler unless they purchase a new ticket.

SSO – Single sign on – when a traveler logs in once and gains access to a website without being prompted to log in again.

STPC – Stopover Paid by Carrier – a program in which an airline might offer to encourage travelers to use a less optimal connection. The airline covers prearranged hotel, ground transportation and means during a stopover.

T

Through passenger – A passenger who remains on the plane at a connecting stop on the way to his/her final destination.

TMC – Travel management company

U

ULCC – Ultra-low-cost-carrier, airlines that offer rock-bottom, no-frill fare prices. Seat selection, baggage or drinks on the flight may be charged as an additional fee.

Unrestricted fare – An airfare with no limitations. It is typically refundable and has no blackout days.

U.S. Bank Corporate Travel Card – also known as: T-Card, Travel Card, Corporate Card, US Bank Corporate Card. Joint liability card, traveler is responsible to pay the bill before the payment due date. Corporate Travel Card Online Application and Procedures for Use​: https://www.wisconsin.edu/financial-administration/us-bank-travel-card

V

Validation: Critical: A hard stop that assists with data entry and in directing the user. A critical validation must be resolved before transaction can move forward.

Validation: Warning: An alert that assists with data entry and in directing the user, and will help send workflow to exception approvers. A warning won’t stop a transaction, but alerts an exception approval step.