Airfare Auditing Domestic, Global & International Travel Topaz International has been providing airfare audits of travel management companies for corporations throughout world since 1978. Each year Topaz reviews over $2 billion in business airfares and serves a cross section of companies varying in size, industry and location. An independent airfare audit by Topaz provides a valuable tool for cost containment and analysis of travel expenses. Company Benefits A Topaz audit verifies if your agency or online booking system is: • Following your travel policy • Offering the lowest possible airfares • Applying your negotiated rates • Performing at or above the national average Agency Benefits A successful audit supports the value of the agency's travel management service while allowing you to: • Review specific accounts • Identify problem areas • Evaluate agent performance and training needs • Qualify for the Topaz Certificate Program Other important benefits of the audit include: • Comparative Airfare Benchmarking, which allows you to compare your top city pairs against the Topaz National Database and identify areas for additional low fare opportunities. • The power of customization including the ability to designate the parameters of the audit to meet the requirements you have of your agency. Pricing The cost is based on the length of the audit and the number of passenger name records that are audited throughout the month. Topaz is happy to provide pricing options upon request. Report Package • Detailed audit summary • Identification of cost savings • Specific agent problems areas • Individual agency performance or multi-agency aggregated results • Comparison of audit results against the Topaz National Database
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Airfare Auditing Domestic, Global & International Travel Topaz International has been providing airfare audits of travel management companies for corporations throughout world since 1978. Each year Topaz reviews over $2 billion in business airfares and serves a cross section of companies varying in size, industry and location. An independent airfare audit by Topaz provides a valuable tool for cost containment and analysis of travel expenses. Company Benefits A Topaz audit verifies if your agency or online booking system is:
• Following your travel policy • Offering the lowest possible airfares • Applying your negotiated rates • Performing at or above the national average
Agency Benefits A successful audit supports the value of the agency's travel management service while allowing you to:
• Review specific accounts • Identify problem areas • Evaluate agent performance and training needs • Qualify for the Topaz Certificate Program
Other important benefits of the audit include:
• Comparative Airfare Benchmarking, which allows you to compare your top city pairs against the Topaz National Database and identify areas for additional low fare opportunities.
• The power of customization including the ability to designate the parameters of the audit to meet the requirements you have of your agency.
Pricing The cost is based on the length of the audit and the number of passenger name records that are audited throughout the month. Topaz is happy to provide pricing options upon request. Report Package
• Detailed audit summary • Identification of cost savings • Specific agent problems areas • Individual agency performance or multi-agency aggregated results • Comparison of audit results against the Topaz National Database
CorporateQuestionnaire
ResolveTravel Policy
Discrepancies
ImplementationConference Callwith all parties
Agency establishCRS Branch
Access prior tostart of audit
Phase 1: : Audit Implementation
AgencyQuestionnaire
TOPAZreview
Travel Policy &Questionnaires
Return signedwork agreementprior to start of
audit
Return signedwork agreementprior to start of
audit
Corporate Agency
AgencyQueues
PNR
TOPAZAuditsPNR
TOPAZ collectsAirfare Data
Audit ReportResults
Reports sentto Client
Phase 2: Audit Process
TOPAZ QueuesError to Agency
Agency Queues Response
to TOPAZ
No Errors
Error
TOPAZNationalDatabase
CorporateQuestionnaire
ResolveTravel Policy
Discrepancies
ImplementationConference Callwith all parties
Agency establishCRS Branch
Access prior tostart of audit
Phase 1: : Audit Implementation
AgencyQuestionnaire
TOPAZreview
Travel Policy &Questionnaires
Return signedwork agreementprior to start of
audit
Return signedwork agreementprior to start of
audit
Corporate Agency
CorporateQuestionnaire
ResolveTravel Policy
Discrepancies
ImplementationConference Callwith all parties
Agency establishCRS Branch
Access prior tostart of audit
Phase 1: : Audit Implementation
AgencyQuestionnaire
TOPAZreview
Travel Policy &Questionnaires
Return signedwork agreementprior to start of
audit
Return signedwork agreementprior to start of
audit
Corporate Agency
AgencyQueues
PNR
TOPAZAuditsPNR
TOPAZ collectsAirfare Data
Audit ReportResults
Reports sentto Client
Phase 2: Audit Process
TOPAZ QueuesError to Agency
Agency Queues Response
to TOPAZ
No Errors
Error
TOPAZNationalDatabase
AgencyQueues
PNR
TOPAZAuditsPNR
TOPAZ collectsAirfare Data
Audit ReportResults
Reports sentto Client
Phase 2: Audit Process
TOPAZ QueuesError to Agency
Agency Queues Response
to TOPAZ
No Errors
Error
TOPAZNationalDatabase
Audit Implementation Process Who does what to set up the audit Audit Implementation/COMPANY
You will determine the length of the audit and the volume of PNRs to be audited. Prior to audit start, you will complete the Corporate Questionnaire defining your expectations of the agency. You may
also provide Topaz pertinent travel policy information and negotiated airfare contracts.
Audit Implementation/AGENCY
Prior to audit, you will complete a questionnaire providing Topaz key agency contact information, defining the expectations of your client and differentiate any travel policy exceptions. Your queue assignments and designated documentation fields are also indicated on the questionnaire.
You provide Topaz branch access to your CRS through an electronic link. A conference call is arranged between the corporate travel manager, key agency contact and Topaz to review the audit
parameters. The audit begins when you place all the PNRs on a designated Topaz queue for access.
Audit Options
PNRs may be audited immediately following the point of booking or after quality control. PNRs audited at the time of booking determines what your agency is offering your travelers during the initial
booking conversation without benefit of subsequent agency quality control. PNRs audited after quality control tests the finished record for accuracy and also verifies the accuracy of the
agency's quality control program.
You can have Topaz conduct the audit with or without notifying your agency when errors occur. Notifying your agency provides instant training and correction of the error. It helps minimize similar errors
throughout the audit and leads to higher performance by your agency. Not notifying your agency provides a measurement of your agency’s typical routine procedures. Similar or
repetitive errors can occur throughout the audit, which leads to lower performance by your agency.
If you are currently using or implementing an online booking system, you may choose to have those reservations placed on a separate queue for auditing.
This will allow you to assess the system’s capability to offer the lowest available airfare within travel policy. Reservations made through the online booking system can also be benchmarked against agency generated
reservations.
Audit Process How we do the audit Topaz accesses your passenger name records (PNRs) through an electronic CRS link and begins auditing. During the audit, Topaz auditors verify that your agency is offering the lowest airfare using the following checklist, where applicable:
Check for lowest fare on the booked flights Check the linear fare calculation line Check for alternate flights/carriers within determined travel window Check for penalty fares Check for connecting flights Check for alternate airports Check for negotiated airfares. Check frequent flyer fares, if applicable Check point to point versus through fares
In addition to the above, if International PNRs are being audited then the International auditors check for the following, where applicable:
Check the linear fare calculation line to determine appropriate taxes and fare construction rules have been applied, such as Circle trip minimums, Back-haul checks, Round-the-World minimums, and Differentials
Country of origin checks Check for "split ticketing" to take advantage of currency exchange fluctuations Check for "Code Share" opportunities Check for "Extra Mileage Allowances" Check for "Higher Intermediate Point Exceptions" Verify the fare on the host airline's computer reservation system/international rate desk. Check for alternate routings/gateway cities
If Topaz is auditing your online booking system, then in addition to the procedures listed above, our auditors check for the following, when applicable:
Whether your online booking system is applying and offering your negotiated air fares If the lowest fare is being offered within your corporate travel policy
Topaz provides a detailed report for all audited PNRs detailing results for quality improvement.
Standard Monthly Report Package Topaz reports are presented to provide the detailed, actionable information necessary to fully benefit from the audit function. The audit reports identify potential cost savings and specific agent problem areas. Reports can be customized to meet your specific formats and frequency requirements. Reports can be provided to show individual agency performance, or multi-agency aggregate results regardless of the agency’s computer reservation system (CRS). Each of these reports can also include data on your online booking system. Global reports can be issued in either U.S. dollars or the local currency of the agency. Audit Summary Report
This report is provided for each individual agency location. The number of passenger name records (PNRs) received, audited and the agency accuracy rate are provided. The final outcome of errors (if the Topaz suggestions were accepted, refused, no response, cancelled, changed or ticketed prior to audit) is reported. In addition, Topaz reports the total dollar value of the records audited and the average cost per ticket during the audit period.
Audit Detail Report
If the agency has errors, an Audit Detail Report will follow the Audit Summary Report. This report is designed to provide specific information on which to base travel management decisions, both by the agency and the corporation. Errors are sorted based on the outcome (accepted, refused, no response, cancelled, changed or ticketed).
Agency Errors Pie Chart
This pie chart illustrates the type of errors made by the agent each month, and is frequently used for internal training and evaluation by agencies. The Topaz National Data Base pie chart is also provided, so that you can compare you agency’s performance to the Topaz national averages.
Ticket Profile Pie Chart
This pie chart shows the types of fares booked (by segment) for the audit period. In addition, the Topaz National Data Base pie chart is provided for comparison purposes.
Benchmark Reports
This series of reports provides a summary of the company’s airfare costs compared to the national averages for identical city pair routings and fare categories.
Report 1 summarizes your audited airfare data by fare category. Report 2 summarizes your audited airfare data by airline. Report 3 compares your top city pairs by fare category. Report 4 compares your top city pairs by airline and fare category.
6015 NE 80th Avenue, Suite 200, Portland, OR 97218 P: (503)254-4242 (800)888-2423 F: (503)254-4303
www.etopaz.com
mm/dd/yyyy John Smith Travel Manager Company Audit Results: Address Agency City, State Zip Audit #111111 Dear name: Enclosed are the TOPAZ reports for your recent audit which include pie charts illustrating the ticket profile, reasons for agency error and TOPAZ national data base averages. Below please find a summary of the enclosed data. mm/dd/yyyy – mm/dd/yyyy Percent Correct 97.81% Total PNRs Received 1,758 Total PNRs Audited 658 PNRs in Error 21 Average Cost per Ticket 396.55 Potential Savings 2,912.70 Avg % of Negotiated Discount 20.00% The TOPAZ national agency accuracy rate for the month was 97.44% for domestic, 96.65% for international and 97.21 % for domestic and international combined. The average cost per ticket was $454.69 for domestic, $2,035.83 for international and $903.15 for domestic and international combined.
Please call Michele Simon or myself at (503) 254-4242 with any questions you might have regarding the audit results. Sincerely, Bradley J. Seitz President & CEO BJS/mrs Enclosures
COMPANY MM/DD/YYYY-MM/DD/YYYY
Audit #: 1111111Agency: AGENCY NAMELocation: CITY, STATEPeriod: MM/DD/YY - MM/DD/YY
This report is provided on a monthly basis for each individual Number of PNRs Received: 1,758agency location. The number of passenger name records Number of PNRs Audited: 958(PNRs) received, audited and the agency accuracy rates are Total Cost of PNRs Audited: $379,897.36provided. Specific passenger detail for PNRs in error is Average Cost per PNR: $396.55 Agency Accuracyprovided on the Audit Detail Report. Number of PNRs in Error: 21.00 Rate
Percent Correct: 97.81%
Number TOPAZAgency Error Response of PNRs Percent Agency Booked Recommended Potential Savings
Accepted The traveler/travel agent has accepted the lower fare suggestion made by TOPAZ.
Cancelled/Changed The lower fare suggestion is no longer applicable due to subsequent itinerary changes or cancellation of the PNR.
No Response The agency did not respond to the lower fare suggestion made by TOPAZ.
Refused The traveler/travel agent has refused the lower fare suggestion made by TOPAZ.
Ticketed The PNR was already ticketed and/or delivered when TOPAZ received the PNR for audit.
MM/DD/YYYY TOPAZ INTERNATIONAL, LTD.
AUDIT SUMMARY REPORT
COMPANY MM/DD/YYYY-MM/DD/YYYY
Audit Number: 1111111 Action Taken on ErrorsAgency: AGENCY NAMELocation: CITY, STATE TOPAZ RecommendedPeriod: MM/DD/YY - MM/DD/YY Agency Booked ID Agent Fare Reason for
Fare Code Error ACCEPTED Potential
SavingsPassenger City Flight Departure Fare Agent City Flight Departure Fare
RLOC Name Pair Number Date Time Basis Fare Sine Pair Number Time Basis Fare Rsn1 ABCDK1 CHRISMAN IAHATL DL1032 02/01 9:10A-12:01P LA14TN 100.00 AA IAHATL DL1032 9:10A-12:01P LA3BTN 90.00 5 40.00
F FIRST CLASS AP ADVANCE PURCHASEFD FIRST CLASS DISCOUNT PP ADV PURCHASE/PENALTYC BUSINESS CLASS NR NON-REFUNDABLEBEG BUSINESS CLASS NEGOTIATED NEG NEGOTIATED FARESY FULL COACH FEG FIRST CLASS NEGOTIATEDYD COACH DISCOUNT GOV GOVERNMENT FARESD CAPACITY CONTROLLED DISC PRO PROMOTIONAL FARES
*Total may be over/under 100% due to rounding.
TOPAZ FARE CATEGORIES
PNR ProfilePercent of Segments Audited
CORPORATE NAMEAGENCY NAME (CITY, STATE) CCC
(MM/DD/YYYY - MM/DD/YYYY)
TOPAZ NATIONAL DATABASEDOMESTIC & INTERNATIONAL
(MONTH, YEAR)
All Categories
D4.6%
NR26.2%
NEG59.7%
FEG0.5%
FD0.6%
AP0.5% C
0.2%
YD7.7%
All Categories
D8.9%
YD12.7%
F/FD0.9%
NEG55.6%
NR15.4%
AP1.2%
BEG1.6%
Y0.4%
C1.9%
FEG1.2%
PP0.2%
Compares your company's travel
patterns against the TOPAZ National
Database
Breakdown of Negotiated Coach Fares Category
NR41.7%
Y5.0%
AP20.5%
YD32.8%
Breakdown of Negotiated Coach Fare Category
YD35.0%
AP15.0%
NR50.0%
Fare # of $ of Avg Cost Total Avg CostCategory Segments Segments Per Seg Mileage Per Mile
AP Advance purchase, no penalties (KNAP3, QAP7) BEG Negotiated business class C Business class (C, COX, C25, CTCON, C06, C26, CF8UA, CR
J, JR, JOX) CON Negotiated fare to/from a city, zone or system wide D Unrestricted capacity controlled discount (BTW, K25, M25, B8US,
BEE, B25MDW, BN, BUABIZ1, MR, Q,QJFK, B, H, H8) F First Class (F, A, P) FD Discounted first class (A25, A4COACH, F4COACH, FSHUTTLE,
FUABIZ1, F8, F25, F26, F06, FUA, FN, G) FEG Negotiated first class GOV Government MTG Negotiated fare for an individual meeting to a specific city NR Non-refundable (HE7N, QE7NR, QSE14NQ, HE14NR, VE14NR
AA American AC Air Canada AS Alaska Airlines CO Continental DL Delta FL Airtran Airways GQ Big Sky Airline HP American West JI Midway Airlines NW Northwest QQ Reno Air TW TWA UA United US USAirways WN Southwest Airlines YX Midwest Express
Footnote: Zero amounts indicate no data for specified time period, city pair, and fare category.Footnote: Some city pairs may no contain sufficient data for comparison purposes.
City Code Description Fare Category Description
BDL Hartford, CT AP Advance purchase, no penalties (KNAP3, QAP7) DCA Washington, DC (National) BEG Negotiated business class LGA New York, NY (La Guardia) C Business class (C, COX, C25, CTCON, C06, C26, CF8UA, CR ORD Chicago, IL (O'Hare) J, JR, JOX) PVD Providence, RI CON Negotiated fare to/from a city, zone or system wide
F First Class (F, A, P) FD Discounted first class (A25, A4COACH, F4COACH, FSHUTTLE,
FUABIZ1, F8, F25, F26, F06, FUA, FN, G) FEG Negotiated first class GOV Government MTG Negotiated fare for an individual meeting to a specific city NR Non-refundable (HE7N, QE7NR, QSE14NQ, HE14NR, VE14NR
**Due to space limitations the number of city YD Discounted coach (Y06, YSHUTTLE, YH, YX, YW, YEE, YN, YLpairs have been reduced for this sample. Y6, Y26, Y8, YUA, Y25)
Report #3 -- All DataFare Category -- Cost Per Segment/Mile
COMPANYmm/dd/yy - mm/dd/yy
Sub Totals
Sub Totals
Sub Totals
COMPANY
TOPAZ ComparativeData
City Fare # of $ of Total Avg Cost Avg Cost Avg Cost Avg CostPair Carrier Category Segments Segments Mileage Per Seg Per Mile Per Seg Per Mile
BDLDCA US AP 13 2,813.00$ 4069 216.38$ 0.69BDLDCA US D 12 2,673.00$ 3756 222.75$ 0.71BDLDCA US FD 22 766.00$ 6886 34.82$ 0.11BDLDCA US NR 19 3,584.00$ 5947 188.63$ 0.60
DCAPVD US AP 23 3,922.00$ 8211 170.52$ 0.48DCAPVD US D 3 612.00$ 1071 204.00$ 0.57DCAPVD US NR 43 6,622.51$ 15351 154.01$ 0.43DCAPVD US YD 2 544.00$ 714 272.00$ 0.76
Footnote 1: Averages from TOPAZ National Database are an accumulation of data from all Fare Categories.Footnote2: Zero amounts indicate no data for specified time period, city pair, airline, and fare category.Footnote 3: Some city pairs may no contain sufficient data for comparison purposes.
Carrier Code Description Fare Category Description
UA United Airline AP Advance purchase, no penalties (KNAP3, QAP7) US USAirways BEG Negotiated business class
C Business class (C, COX, C25, CTCON, C06, C26, CF8UA, CR, J, JR, JOX)
CON Negotiated fare to/from a city, zone or system wide D Unrestricted capacity controlled discount (BTW, K25, M25,
City Code Description B8US, BEE, B25MDW, BN, BUABIZ1, MR, Q,QJFK, B, H, H8) BDL Hartford, CT F First Class (F, A, P) DCA Washington, DC (National) FD Discounted first class (A25, A4COACH, F4COACH, LGA New York, NY (La Guardia) FSHUTTLE, FUABIZ1, F8, F25, F26, F06, FUA, FN, G) ORD Chicago, IL (O'Hare) FEG Negotiated first class PVD Providence, RI GOV Government
MTG Negotiated fare for an individual meeting to a specific city NR Non-refundable (HE7N, QE7NR, QSE14NQ, HE14NR,
**Due to space limitations the number of city Y Full Coachpairs have been reduced for this sample. YD Discounted coach (Y06, YSHUTTLE, YH, YX, YW, YEE,