UATP Processing Solutions · 2010-06-04 · UATP CONFIDENTIAL User Guide - V 1.1 2010. 1. Overview . 1.1. Who Should Use This Guide . This guide is intended for users of different

UATP CONFIDENTIAL User Guide - V 1.1 2010

UATP Processing Solutions

User Guide Version 1.1

Universal Air Travel Plan® (UATP®) 2009. All rights reserved. No part of this Documentation may be

copied or reproduced, recast, reformatted or transmitted in any form or by any means, electronic or

mechanical, including photocopying, recording or any information storage and retrieval system,

without prior written permission from the Legal Department of the Universal Air Travel Plan (UATP),

1301 Pennsylvania Ave., NW, Washington, DC 20004, USA.

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Table of Contents 1 OVERVIEW.....................................................................................................................................4

1.1 WHO SHOULD USE THIS GUIDE ..................................................................................................4

2 INTRODUCTION.............................................................................................................................5

2.1 PURPOSE ..................................................................................................................................5 2.2 SCOPE ......................................................................................................................................5 2.3 RESPONSIBLE PARTY.................................................................................................................6 THE INFORMATION CONTAINED IN THIS USER GUIDE IS SUBJECT TO CONSTANT REVIEW AND IS UPDATED AS

NECESSARY. IT IS THE RESPONSIBILITY OF UATP TO KEEP THE DOCUMENT CURRENT. TO ASSIST IN THIS

PROCESS, INQUIRES AND COMMENTS SHOULD BE DIRECTED TO THE ISSUER’S REGIONAL MANAGER.

HEADQUARTERS’ OFFICE REFERENCED BELOW WILL PROVIDE THE REGIONAL MANAGER CONTACT

INFORMATION. .......................................................................................................................................6 2.4 EXAMPLES.................................................................................................................................6

3 DESCRIBING THE SYSTEM..........................................................................................................7

3.1 KEY FEATURES..........................................................................................................................7 3.2 SYSTEM OPERATIONS ................................................................................................................8

4 STEP BY STEP INSTRUCTIONS FOR USING THE SYSTEM .....................................................9

4.1 SYSTEM SIGN-IN ........................................................................................................................9 4.2 ERRORS, MALFUNCTIONS AND EMERGENCIES .............................................................................9 4.3 MESSAGES..............................................................................................................................10 4.4 NEW SYSTEM ISSUER SET-UP ...................................................................................................10

5 GETTING STARTED ....................................................................................................................11

5.1 ADMINISTRATIVE ......................................................................................................................11 5.2 ISSUER SET UP ........................................................................................................................11 5.3 NEW SYSTEM USERS ...............................................................................................................14 5.4 EXISTING SYSTEM USERS ........................................................................................................15

6 ACCOUNT AND CARDHOLDER SET-UP ...................................................................................18

6.1 NEW CORPORATE ACCOUNTS ..................................................................................................18 6.2 EXISTING CORPORATE ACCOUNTS............................................................................................31

7 ACCOUNT STATUS .....................................................................................................................43

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7.1 CHANGING CARD STATUS ........................................................................................................45

8 PAYMENT/ADJUSTMENTS .........................................................................................................48

8.1 PAYMENT ENTRY .....................................................................................................................48 8.2 PAYMENT AND ADJUSTMENT.....................................................................................................51 8.3 UNMATCHED PAYMENTS...........................................................................................................53

9 CREDIT/COLLECTIONS ..............................................................................................................56

9.1 AGED SALES ...........................................................................................................................56 9.2 ACCOUNT HISTORY..................................................................................................................59

10 REPORTS .................................................................................................................................62

10.1 ADMINISTRATIVE ......................................................................................................................62 10.2 FINANCIAL ...............................................................................................................................64 10.3 ACCOUNTING...........................................................................................................................64 10.4 STATEMENTS...........................................................................................................................65 10.5 AUDIT LOG ..............................................................................................................................66

11 GLOSSARY OF TERMS...........................................................................................................70

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1 Overview

1.1 Who Should Use This Guide

This guide is intended for users of different degrees of knowledge and experience with UATP

Processing Solutions:

• Users: The system users can learn how to manage their UATP program.

• Administrator: The Administrator will learn how to manage their Issuer Set-up, Security

and User access.

This guide assumes that you have some knowledge of the UATP Program and UATP

Processing Solutions.

For more information, contact UATP at [email protected]

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mailto:[email protected]


2 Introduction

2.1 Purpose

The purpose of this document is to define the functionality that will be delivered by UATP for

UATP Processing Solutions. The document serves as the sole reference for the system

functionality to be delivered by UATP. Any change to the scope of the product or the function of

UATP Processing Solutions will require agreement via the change control process defined in the

Statement of Work (SOW) agreement between UATP and the Issuer.

2.2 Scope

The contents of this guide are to provide instructions related to the operation of UATP

Processing Solutions. The application complies with UATP’s Privacy and Data Security Policies.

The UATP Privacy Policy is accessible via the Home Page link and the Data Security Document

is available by contacting UATP. (see contact information in Section 2.3)

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2.3 Responsible Party

The information contained in this User Guide is subject to constant review and is updated as

necessary. It is the responsibility of UATP to keep the document current. To assist in this

process, inquires and comments should be directed to the Issuer’s Regional Manager.

Headquarters’ office referenced below will provide the Regional Manager Contact information.

UATP

1301 Pennsylvania Avenue, NW

Washington, DC 20004 USA

+1 (202) 626-4224

http://uatp.com

2.4 Examples

All examples depicted on this user guide are fictitious and are not intended to represent any

actual business relationship or agreement.

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3 Describing the System

UATP Processing Solutions application was developed to specifically take advantage of features

available within Internet Explorer 6.0, 7.0 and 8.0 (in compatibility mode).

You can download the latest version of Internet Explorer, free of charge, at

http://microsoft.com/windows/ie/downloads/default.mspx

3.1 Key Features

• Multi-tiered architecture

• Secure communications channel standards

• Hosted in a high-availability server environment

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http://microsoft.com/windows/ie/downloads/default.mspx


3.2 System Operations

Periodically, storage of data will occur with coordination by the Issuer and UATP.

• Lightweight client

• Uses standard web interface

• Doesn’t require local software install

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4 Step by Step Instructions for using the System

4.1 System Sign-in

The User will gain access to UATP Processing Solutions with a User ID and Password.

The URL to be used is: https://uatp.com/uprocsol

Within the Home Page the User will sign-in and can review the Legal/Privacy Agreement. The

User can Logout of the system from the Home Page. Automatic Logout will occur after 20

minutes of no activity on the User’s screen.

User will use the mouse, tab and go-back arrow to move throughout the Screens and Navigation

options. Email notification will be sent to User when new User Profile has been completed. New

User will be required to change their Password upon first sign-in to the UATP Processing

Solutions. User must sign-in using existing Password before being able to change/modify

Password.

4.2 Errors, Malfunctions and Emergencies

An Administrator will be assigned as the Issuer’s contact and will be the contact person for

errors, malfunctions and emergencies. Users should contact their Administrator if they

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https://uatp.com/uprocsol


encounter problems. The Administrator should contact UATP with system malfunctions or

emergencies. The normal hours of contact by phone are 8am until 5pm Eastern Standard Time.

Email messages can be sent to [email protected]

Periodically storage of data will occur with coordination with Issuer and UATP.

4.3 Messages

The screen will provide messages in “RED” highlight. User must correct before proceeding with

the operation of the system.

4.4 New system Issuer set-up

Prior to accessing the system and URL, the Issuer will complete the New Issuer User Variables

worksheet with UATP. This document will outline and document Issuer’s choices for system

options, defaults and functionality. The Issuer’s Administrator will be allowed to change some

functionality; however, other functions and changes the Issuer will have to contact UATP.

During the implementation period, UATP will work together with the Issuer to set up parameters

for system functionality.

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5 Getting Started

5.1 Administrative

The system is designed to provide the Issuer separate modular functions, providing function-by-

function tasks. UATP Processing Solutions requires the Issuer to assign an Administrator who

will be responsible for the overall managing of the system’s use. The Administrator, in

conjunction with UATP, will train the other system Users. The Issuer set up screen provides

specific Administrator and Administrator contact information. The Administrator will be given

access to the system through the New User screen. The Administrator will assign tasks and

security to Users based on business decisions and best practices and will be responsible for the

monitoring of these tasks. This Administrator is added within the Issuer Set up screen and

cannot be edited by the Issuer. UATP must be contacted in order to change or update any

Administrator security. The Administrator should be the only User with access to the New User

Screen. The Administrator can select “Reset Password” for Users. User will receive an email

notification that their Password has to be reset.

5.2 Issuer Set up

The Issuer Details are added after the scoping exercise and completion of the Issuer Set up

worksheet. Some of the Issuer Details are not editable by Issuer. UATP will work with the

Issuer Administrator to complete. The profile and defaults set up will flow throughout.

• Issuer Code- 3 position numeric Airline code

• Issuer Name- Airline Name

• Address- location of Administrator Contact and Airline location

• Administrator Contact information- Name, Title, Email, phone and fax

• Home Page Text- area to enter the text displayed to the Users upon successful login

• Statement Languages- Corporate Statement Language options

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• Issuer Account Types- Program Types Issuer selects, identifying 5 digit of account

number to represent that specific Program type

• Lodged/Plastic Options- Issuer selection option to specify type of cards offered to

Corporate accounts

• AVS Use- Address Verification option when Corporate account uses Authorization

system

• Credit Limit- Option to pre-set (default) new account credit limit amount (can be modified

at the account level)

• Balance update Guidelines- Issuer specifies days for authorization calculation and

update

o Balance Due from last statement o + Debit Transactions submitted to ATCAN since the last statement o - Credit Transactions submitted to ATCAN since the last statement o - Payments received since the last statement o + Authorizations for the past “X” days (X is based on the value set in the Issuer Pref-

erences- default is five days) o = New Balance written to the authorization system via bulk update file and applied to

corporate or card tables

• Billing Currency- options for Issuer to bill Corporate Accounts

• Payment Terms- Option to pre-set (default) each accounts payment terms (can be

changed at the account level)

• Billing Frequency- Issuer can select up to 3 billing frequencies (monthly, bi-monthly and

weekly) and the date of those billings within the month and week.

• Custom Fields- Issuer can customize labels for up to 3 fields to show on the Account

Detail screen

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e - V 1.1 2010 Page 13 of 71 UATP CONFIDENTIAL User Guid


5.3 New System Users

The New System User screen should only be accessible by the Administrator, but access to

this screen can be given to additional Users by the Administrator through the Security option of

the Existing System User Screen.

The Administrator will add new Users with contact information and User name. The

Administrator will set User’s security based on the Issuer’s internal processes and procedures.

UATP will provide best practices and work with Issuer to provide guidance.

Changes to User’s contact information, User name, reset of passwords, and security must be

completed by the Administrator or a User with access to this screen.

• Recommendation to complete all fields to add a new User, but only the below fields are

required:

o Last Name

o First Name

o Title

o Email

o Username- Important to ensure Valid email address for New Users

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5.4 Existing System Users

Issuer User List will display existing Users. It is recommended as best practices that only the

Administrator have EDIT security for this screen and all other Users have READ only. With

READ only access all Users can access this screen and view. The Administrator can delete the

User and will receive a confirmation message before deletion is complete. To make changes to

an existing User, the Administrator will click on the User name, edit data, reset password and

upon completion will click “update” to save. If Issuer Administrator clicks “reset password”, User

will receive an email notification that their Password has to be reset. Existing Users can change

their Password on the Log-In Screen by signing-in and clicking “change password”. User will be

prompted to sign in using existing Password and then new Password.

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.

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6 Account and Cardholder Set-up

The Issuer will set up new Corporate Accounts using the New Corporate Account module. This

module allows the Issuer to add new and existing accounts. Each Issuer will establish their own

internal procedures for entry and set up requirements for new and existing UATP accounts. For

program types other then “Charge”, other procedures apply. Refer to each section identifying

procedures related to each “Prepaid/Declining Balance Accounts”.

6.1 New Corporate Accounts

The Account Details required to set up a new account are displayed on this screen. The system

will not allow creation of the new account without completing all required fields and validations.

• Account Type is required and will default to the first Account type set up in the Issuer

Profile. The User can change the account type by selecting Account type drop

down. This field is required. For Prepaid/Declining Account Types procedures for

Authorization set up are different. Refer to Authorization Set up for instructions.

• Assigned to Staff selection is required. The Assigned to Staff drop down contains a

list of all User Names for Issuer and this field is required.

• Custom Field(s) entry is not required

• Corporate Name, 1st Address, City and Country are required fields. These fields are

alpha - numeric. Country is only a 2 position alpha field and should be the approved

ISO country code. The State/Province and zip code fields are optional fields to set

up the Corporate Account.

• Account Number field will be populated when the system generates the 5 digit

Corporate account number. The system generates account number when the User

completes all required fields and clicks on Additional Contacts or Authorization tabs.

The system will prompt the User before issuing the Corporate Account number.

Once this number is created the User cannot change.

If the Issuer has existing Corporate accounts and the Issuer would like to maintain

their existing Corporate account numbers, UATP will work with the Issuer to map

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data and upload to the UATP PS. The system requires this field and allows up to 5

digit numeric.

Primary Corporate Contact information is required and will follow the account through the

system. The Primary Corporate Contact is required to receive the Statement for the Corpora-

tion.

• All Primary Contact fields are required

• Email address is validated ONLY for @ and .COM (this validation is consistent

throughout the system)

• Phone and fax numbers are validated only for numeric (this validation is consistent

throughout the system)

Statement Preferences are required.

• Frequency selection determines how often the Corporation bills and the default

showing is set in the Issuer Profile, but can be change per Corporation.

• Language selection is the language used in the Statement that is sent to the Corpo-

ration. The default showing is set in the Issuer Profile. User can change the Lan-

guage selection allowed within the drop down.

• Payment Terms determines the number of days until statement is due. The default

showing is set in the Issuer Profile, but can be changed by the User per Corporation.

Payment Terms are selected time periods of (01-99). Issuer can provide the

payment terms on the Corporation’s billing statement.

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6.1.1 Procedures for New Prepaid and Declining Balance Accounts

Procedures for NEW Prepaid and Declining Balance Accounts:

1. Set up the Prepaid /Declining account in the New Account Set up screens (with the ex-ception of the Authorization Screen)

2. DO NOT populate the “Current Authorization Balance” field. Leave as ZERO 3. Apply the payment in the Payment Entry Screen for the FULL amount of the Prepay-

ment (Repeat this step with every payment received). • Payment updates are made to the Authorization system at 4PM (automated

processed) 4. Go into Account Status and “Approve” the Account- making it Active 5. The Authorization system is updated 3 (three) times a day for (Account and Card Crea-

tion, Balance changes updates -7AM, 3PM, 11PM) • Issuer must wait until the Authorization system is updated to give the Card

number to the Corporate.

6. If New Corporate account immediately needs to be used immediately:

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• Complete (Step #1 and #2 above) and set up the new account in the UATP PS (updates to Authorization happens 3 times daily)

• Complete (Step #3 above) • Notify UATP to update the New Account and Payment to the Authorization

system immediately • Don’t adjust Credit Limit or the Authorization Balance in Authorization sys-

tem

6.1.2 Additional Information

When setting up a New Corporate account, selecting Additional Information allows the User to

add additional contacts with titles, names and if email is selected and valid email address is

added the additional contact(s) will receive the Corporation’s statement. The ADD option must

be selected to save data entered. If changes need to be made to the contact information after

clicking ADD, the User will need to delete the contact and re-enter the correct information.

Adding additional contacts is optional.

The field for Credit Scoring is optional. These fields are free text for the User and there is no

validation of data for Credit Scoring. Once User clicks the ADD option the data entered is save

and cannot be altered.

From the Additional Information Screen, the User will select the Authorization tab.

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6.1.3 Authorization

The Authorization screen is required to ensure proper settings are applied and reviewed within

Issuer terms and defaults. Procedures for setting up “Charge” accounts and “Prepaid/Declining”

accounts differ. Refer to each section for proper screen entry.

• Default Expiry Date is set within the Issuer Setup and will display. User can change

default Expiry Date for Account and Card.

• Authorization Currency default is set within the Issuer Setup and the first default will

display.

• The Drop down list will allow User to select an Authorization Currency other than the

default Currency and the list of currencies displayed is restricted to those identified in

the Issuer Setup.

• Corporate Account Authorization Currency setting also determines the Payment Cur-

rency. All Payments entered using the UATP PS must be in the same Currency as

the Corporate Account Authorization Currency.

• Current AUTH Balance defaults to 0 (Zero) for New Corporate Accounts

• Issuer Setup will default Credit Limit if set and will show within the Credit Limit field.

User can override the credit limit for each Corporate “Charge” Account type if User

has edit permission. Credit Limit for “Charge” Accounts must be a positive number.

• For Prepaid/Declining Balance Accounts the system defaults the Credit Limit to Zero.

Prepaid/Declining Balance Accounts do not have positive or negative Credit Limits.

• The Current Auth Balance field allows the Issuer to enter the current balance for a

new account as long as the new account is still in Pending status. Current Auth Bal-

ance is disabled for Existing Active accounts.

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• For Authorization set up of Account Types: Prepaid/Debit/Declining Balance, the

system defaults the Credit Limit to Zero.

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User can select Advanced Options if additional Authorization options are required, or User may

select Complete & Generate if only ONE card number is required with defaults from Primary

Contact information.

If User selects Complete & Generate Card option, the following defaults occur:

o Dept ID – 00

o Dept Name – Corporate Account Name

o Dept Last Name – Primary Contact Last Name

o Dept First Name – Primary Contact First Name

o Dept Email Address – Primary Contact Email Address

o Card Status – New

o Card Number – Next in sequence

o Card Department – Dept 00 (created above)

o Card Name – Corporate Account Name

o Card Email Address – Primary Contact Email Address

o Card Authorization Currency – Corporate Account Authorization Currency

o Card Expiry Date – Corporate Account default Expiry Date

User should select Department & Cards if Corporate account requires Department level and

Card level breakdown for card and billing use.

6.1.4 Advanced Authorization

The Advanced Authorization option allows the User to set additional authorization levels for the

Corporate account to alert the Issuer of unusual card usage patterns.

• High Amount – Monitors the authorized amount threshold, and notifies the Card Is-

suer when the amount has been exceeded, during a Card Issuer selected time pe-

riod of 1 to 60 days.

• High Frequency – Monitors the “frequency-of-use” threshold, and notifies the Card

Issuer if the number of expected uses was exceeded during a Card Issuer selected

time period of 1-60 days.

• There is a three way pairing requirement for high volume warnings. When a high

volume warning is activated, the selected warning type (Amount or Frequency) must

be activated with three components: the threshold, the threshold period, and a

warning address.

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• Address Verification Service (AVS) – AVS is currently available for US Issuers only.

The Authorization System can only communicate ASCII characters. If Issuers

choose to use AVS, Postal code and Address is required.

AVS enables Issuers to store cardholder addresses in the UATP Authorization

System for comparison with address information provided by the cardholder during a

transaction. The authorization system does not approve or deny a transaction based

on AVS matching, but instead returns various informational codes indicating full,

partial, or failed matches.

For New Corporate Accounts, AVS Postal Code defaults the Corporate Account

Postal Code previously entered on Accounts Details screen. The AVS first address

line defaults to the first fourteen characters of the Corporate Account address line.

AVS will not be activated if parameters are not correct on this screen.

.

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6.1.5 Department and Cards

The Department & Cards option allows the User to set up additional departments for a

Corporation requiring departmental communication or segregation of groups within the

Corporation. Department numbers are two positions beginning with 00-99 and will be reflected

in the 10th and 11th position of the UATP account number. If the Corporation chooses to have

the Department receive the statement, a valid email address must be added.

If Department set up is added, at least one card number must be added. Once a card is

assigned to the Department, the User cannot delete the Department. To make changes to the

Department or Card details the User will use the Existing Corp Accounts module. New Cards

will retain Status of “Pending” until added to the Authorization system. While the new Card(s)

are in “Pending” status, no changes can be made to the card status.

• If a Department or Card has an Email Address associated with it, and the user un-checks

the checkbox and clicks Complete, the system erases the Email Address. Re-Checking

the checkbox does not populate the Email Address previously entered. The User must

re-enter the Email Address for the Department or Card.

• Each Department can have multiple Cards assigned to the Department

• To add additional Cards to the same Department: User clicks on the “Select” option

under the Cards. Select the Department Number you want to add additional Cards.

Add the Name if required and the Email address if required and click ADD.

• Each Card can only be assigned to a single Department

• When adding a New Card, the Card sequence number (12th thru 14th digits) is a random

three digit number unique to the Issuer, Program Type, and Department Number.

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6.1.6 Advanced Cards

The Advanced Card option allows the User to add additional levels of Authorization spending at

each cardholder level. If Card Limits are set at the cardholder level, the Account Credit Limit is

not compared. Payments are applied to the Corporate Accounts and are updated to the

Authorization system at the Account Level and not the Card level, therefore Issuer using Credit

Limits at the Card level must monitor.

• Authorization Currency defaults are set within the Issuer Setup and first default cur-

rency will display

• Drop down list will allow User to select other Authorization Currency other than the

default Currency.

• User can set Credit Limits per card within the Credit Limit field under this Advance

option. For “Charge” Accounts Credit Limit for Cards must be set with a positive

amount. If Card Limits are set at the cardholder level, the Account Credit Limit is

not compared and Payment updates to the Authorization system are to the Account

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level and not the Card level. Credit Limits should only be set at the Account Level,

not the Card Level for Prepaid/Debit/Declining Accounts.

• The Current Auth Balance field allows the Issuer to enter the current balance for an

existing card. Current Auth Balance should only be set at the Account level and not the Card Level for Prepaid/Debit/Declining Accounts.










warning address.

• Default Expiry Date default is set within the Issuer Setup and default date will dis-

play. User can change default Expiry Date for Card.

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6.1.7 Embossing Cards

Advanced Card screen also allows User to set up card embossing (creating card plastic).

Embossing is only available to Issuers who have selected this option during Issuer Profile Set

up. A separate Card Vendor is required. UATP does not create the card plastic, but will work

with the Issuer and the Card Vendor to provide data and procedures required for this function.

UATP has technical and marketing requirements for Embossing cards. Please have the User

refer to the correct UATP source documents for these requirements.

Whether an Issuer elects to emboss plastic cards for Corporate or not, the User can select the

Advanced Card screen and see the full 15 digit UATP account number with expiration date.

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6.2 Existing Corporate Accounts

The Existing Corp Account screen allows the User to access accounts and all related details,

cards, terms and data for each account. The User can search for the account by entering the

Corporate Account Number, the Corporate Account Name or the entire 15 digit UATP Card

Number. Existing Corporate account list is sorted in numeric order on this screen. User can

select the account details from the account number link without searching.

• If User enters a partial search criteria for Corporate Account Number and Corporate

Account Name, the system will return all based on match.

• UATP Card Number search requires 15 digits, no partial search on Card Number

When account link is selected the User will view the Account Details screen and can make

updates to the Existing account, with the exception of the Acct Type and the Corp Account ID.

User must select the Save button to continue and record their changes.

From the Account Details screen the User can access additional information related to the

account and card(s) and the Status of those accounts and card(s).

• Account Type cannot be changed

• Account ID cannot be changed

• Account Status cannot be changed (User must go to Account Status to make changes)

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6.2.1 Procedures for Making Changes to Existing Prepaid and Declining Balance Accounts

Procedures for Making Changes to EXISTING Prepaid and Declining Balance Accounts:

1. Changes Account information on necessary screens (with the exception of the Authorization Screen)

2. DO NOT CHANGE the “Current Authorization Balance” field amount. 3. If additional Payments have been received:

• Apply the payment in the Payment Entry Screen for the FULL amount of the Prepayment

4. If Additional Payment needs to be used immediately: • Notify UATP to update the Existing Account and Payment to the Au-

thorization system immediately 5. Don’t adjust Credit Limit or the Authorization Balance in Authorization system

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6.2.2 Existing Department and Cards

The User can review, add and/or make changes to existing details for Department and Cards by

clicking on Department and Cards from Account Details. Additional Departments and Cards

can be added using this screen. Additional Cards can be added to a Department by selecting

the Department drop down under Cards. Existing Department details can be edited, but cannot

be deleted. To edit Existing Department details, the User edits fields and clicks the complete

button.

Departments cannot be deleted if an existing Card assigned to that department is Active. Cards

cannot be deleted if they are Active. The status to Cards associated with Departments can be

made as follows.

• Card cannot be deleted or changed when “Pending” unless the Account number is still in

“New Status”.

• Each Department can have multiple Cards assigned to the Department

• To add additional Cards to the same Department: User clicks on the “Select” option

under the Cards. Select the Department Number you want to add additional Cards.

Add the Name if required and the Email address if required and click ADD.

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6.2.3 Existing Advanced Cards

User can make changes to Active Existing cards by clicking on the Advance card link.

Advanced Card options allow the User to add additional levels of Authorization spending at each

cardholder level. Payments are applied to the Corporate Accounts and are updated to the


Limits at the Card level must monitor. If Card Limits are set at the cardholder level, the Account

Credit Limit is not compared.

• Authorization Currency defaults are set within the Issuer Setup and first default

currency will display.


default currency


option for “Charge” Accounts. Card Limits set at the cardholder level is not com-

pared to the Account Credit Limit and Payment updates to the Authorization system

are to the Account level and not the Card level. User can override the credit limit if

User has edit permissions. Credit Limits should only be set at the Account Level,

not the Card Level for Prepaid/Debit/Declining Accounts.










warning address.


play. User can change default Expiry Date for Card.

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For Existing Advanced Card screen User can make changes to card embossing (creating card

plastic). Embossing is only available to Issuers who have selected this option during Issuer

Profile Set up. A separate Card Vendor is required. UATP does not create the card plastic, but

will work with the Issuer and the Card Vendor to provide data and procedures required for this

function. Whether an Issuer elects to emboss plastic cards for Corporate or not, the User can

select the Corporate Card Advanced screen and see the full 15 digit UATP account number with

expiration date.

6.2.4 Existing Authorization for Account

User can select the Authorization option and make changes, updates or review the current

authorization profile set up for the Corporate Account. Procedures for making changes to

“Charge” accounts and “Prepaid/Declining Balance” accounts differ. Refer to each section for

proper screen entry.

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play. User can change default Expiry Date for Account and Card.

• Authorization Currency defaults are set within the Issuer Setup and first default will

display


default Currency.

• Existing Account Authorization Currency setting also determines the Payment Cur-

rency. All Payments entered using the UATP PS must be in the same Currency as

the Corporate Account Authorization Currency.

• Issuer Setup will default Credit Limit if set and will show within the Credit Limit field.

User can override the credit limit if Issuer allows this field to be enabled.

For “Charge” Accounts Credit Limit must be set with a positive amount. Changing

the Credit Limit at the Account level is not compared to the any Credit Limit set at the

card level. Procedures for Credit Limit differ for “Prepaid/Declining Balance” ac-

counts. The Credit Limit defaults to Zero for “Prepaid/Declining Balance” Accounts.

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• Current Auth Balance is disabled for Existing Active accounts.

• For Authorization on Existing Prepaid/Debit/Declining Balance Account Types, the

Credit Limit defaults to Zero.

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6.2.5 Existing Advanced Authorization for Account

The User can change the Advanced Authorization options for the Corporate account to alert the

Issuer of unusual card usage patterns.

The Advanced Card option allows the User to add additional levels of Authorization spending at

each cardholder level. If Card Limits are set at the cardholder level, the Account Credit Limit is

not compared. Payments are applied to the Corporate Accounts and are updated to the


Limits at the Card level must monitor.

• Authorization Currency defaults are set within the Issuer Setup and first default cur-

rency will display


default Currency.


option for “Charge” accounts. If Card Limits are set at the cardholder level, the Ac-

count Credit Limit is not compared and Payment updates to the Authorization system

are to the Account level and not the Card level. For Prepaid/Debit/Declining Ac-

counts, the Credit Limit should only be set at the Account level and not the Card

Level.

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• The Current Auth Balance field allows the Issuer to enter the current balance for an

existing card. For Prepaid/Debit/Declining Accounts, the Current Auth Balance

should only be set at the Account level and not the Card Level.










warning address.

• Address Verification Service (AVS) – AVS is currently available for US Issuers only.

The Authorization System can only communicate ASCII characters. If Issuers

choose to use AVS, Postal code and Address is required.

AVS enables Card Issuers to store cardholder addresses in the UATP Authorization

System for comparison with address information provided by the cardholder during a

transaction. The authorization system does not approve or deny a transaction based

on AVS matching, but instead returns various informational codes indicating full,

partial, or failed matches.

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6.2.6 Existing Additional Information

User can make edits, changes and additions to the Additional Information screen under Existing

Additional Information.

The Credit Scoring area allows additional data to be added, but User cannot delete or change

existing Credit Scoring data.

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7 Account Status

The Account Status module allows the Issuer to review, approve and modify the status of

accounts and cards. The Issuer can set restrict User access to this screen. The Account Status

Screen provides Issuer the ability to “review” the New Account for proper set up before the new

account is activated in UATP PS and the Authorization system.

Account Status can be one of the following:

• N – New (newly created Account & Card, awaiting approval).

• P – Pending (approved, awaiting upload to the AUTH System)

• S – Suspended (Suspends activity, changes within the system to the account are

possible)

• C – Closed (Disallows activity, changes within the system to the Account & Cards are no

longer possible)

To change Account Status, the User can either scroll to the Account in the list or search for the

Account using the Account number, Corporate Account name or complete 15 digit card number.

The Account list can be sorted by clicking on the label headings. Once the Account is found, the

User can change the Account status as follows:

• New Accounts can be Approved or Deleted- The Account Status Screen provides Issuer

the ability to “review” the New Account for proper set up before the new account is

activated in UATP PS and the Authorization system. The Account Status Screen also

allows the Issuer to disallow the set up of the account by using the Delete option to the

far right of the screen.

• Approve will update the Account and Card status to Pending until added to the

Authorization System. Once added to the Authorization System, the account and

cards will show “Active”

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• The Delete option on the right side of the list will remove the Account and Cards

from the system. Account and card will not be added to the Authorization system.

The User is required to confirm Delete option.

• Active Accounts can be changed to a status of Suspend or Close

• Suspended Accounts can be changed to a status of Reinstate or Close

• Pending Accounts cannot be changed while in Pending Mode

• Once an Account is Closed the status cannot be changed

• Status changes made to the Account will be reflected throughout the system

• Changes made at the Account level will affect all cards related to that Account

• Account Status can be changed from Active to:

• Suspended:

o Changes the status of the Account and all Cards to Suspended

o Set’s the credit limit of the Account and all Cards to 0 (zero)

o Updates Authorization system with the 0 (zero) credit limit

• Closed:

o Changes the status of the Account and all Cards to Closed

o In Authorization System ONLY, deleted the Account and all Cards

• Account Status can be changed from Suspended to:

• Active or Reinstate:

o Changes the status of the Account and all Cards to Active

o Reset’s the credit limit of the Account and all Cards to prior status before

Account was suspended

o Updated Authorization system with the prior credit limit before suspending

• Closed:


o In Authorization system ONLY, deletes the Account and all Cards

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• Account Status can be changed from Active or Suspended to Closed:

• Closed:


o Cannot be changed (permanent change and Account number and cards cannot

be used again)

7.1 Changing Card Status

To change Card Status, the User can either scroll to the Account in the list or search for the

Account using the Account number, Corporate Account name or complete 15 digit card number.

The User can sort the list by clicking on the label headings. Accounts with multiple Cards

display an Advanced link on the right-hand side of the list. This allows the User to change the

Status of one or multiple Cards. Accounts with a single Card do not display an Advanced link.

The User can change the Card status as follows:

• Active Cards can be change to a status of Suspend or Close

• Suspended Cards can be change to a status of Reinstate or Close

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• Once a card is Closed the status cannot be changed

• Status changes made to the Card will be reflected throughout the system

• Card Status can be changed from Active to:

• Suspended:

o Changes the status of the Card to Suspended

o Set’s the credit limit of the Cards to 0 (zero), if credit limit was previously set at

the card level

o Updates Authorization system with the 0 (zero) credit limit for the card if

previously set at the card level

• Closed:

o Changes the status of the Card to Closed

o In Authorization System ONLY, deletes the Card

• Card Status can be changed from Suspended to:

• Active or (Reinstate):

o Changes the status of the Card to Active

o Resets the credit limit of the Card to prior amount before card was suspended, if

credit limit was previously set at the card level

o Updates Authorization system with the prior credit limit before card was

suspended, if credit limit was previously set at the card level

• Closed:


o In Authorization system ONLY, deletes the Card

• Card Status can be changed to Closed:

• Closed:


o Cannot be changed (permanent change and cards cannot be used again)

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8 Payment/Adjustments

The Payment/Adjustments module provides the Issuer the ability to add payments and

adjustments directly to the Corporate Account via the Payment Entry and Adjustment screens.

The Payment screen allows payments for all types of Program Types. Prepayment of funds for

Account Types: Prepaid/Declining Balance should be entered into the Payment screen prior to

the Corporate Customer’s use of the Account. The system also accepts electronic input of

payment data directly from the Issuer or the depositor Bank(s). UATP and the Issuer will work

together, along with the Bank(s) to scope the required data elements, files and communication

means.

8.1 Payment Entry

The Payment Entry screen allows manual entry of payments for all Program Types: Charge/Gift/

Prepaid/Debit/Declining Balance Accounts.

For Prepaid/Debit/Declining Balance Accounts, Issuer should apply the Credit/Prepayment to the

New Corporate Account prior to activating or giving the Corporate Customer access to the

Account number.

• System will create the batch number by clicking on New Batch and the system will

generate a batch number using the following format: ddmmyy and 2 position sequence

beginning with zero. Example below shows New Batch number 15(15th day), 09(month),

09(year) and 00(sequence). If more than 1 batch per day, the sequence number will

increase 01, 02, etc.

• User can also enter their own batch number

• User enters the 5 digit Corporate Account number

• User tabs to Submit Date and enters date dd/mm/yyyy (best practices for Issuer to be

determined internally)

• User tabs to Type and uses drop down or enters the payment type: Check, Wire, Bank

or Other (best practices for Issuer to be determined internally)

• User tabs to Reference # and enters payment reference (best practices for Issuer to be


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• User tabs to Amount and enters payment amount using the following format:

o No dollar sign, commas, or alpha characters are allowed

o Amount must be in the format #.##

o Amount is limited to 10 characters (7 numbers + 1 decimal + 2 numbers)

o Currency of the first Account entered determines the currency for the batch

o Mixed currencies within batches are not allowed and if User selects an Account with a different currency other than the first Account entered, the system will give the User an error. User will have to correct in order to add payment.

Warning: Unable to add Payment, All payments in batch must be in XXX. Acct #XXXXX is XXX.

o If User types an invalid Account number, the system will give the User an error. User

will have to correct in order to add payment.

Warning: Account XXXXX does not exist

• User Clicks the Add button and the system automatically populates the Corporate name,

Statement date and balance. The system will ask User if they want to Add payment. User

should reconfirm accuracy before clicking Add. After Add is selected the User cannot alter

payment entry. The only option is to delete the payment and re-enter.

• User continues to enter payments until batch is complete (best practices for Issuer to be


• System totals the item count and dollar amount of batch entered

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8.1.1 Submit in Payment Entry

When User has completed batch, User will click Submit and the System will ask the User if they

wants to submit batch using the entry option and clicking the OK button. When the batch is

submitted the Payment Entry screen will clear and User can begin entering the next batch

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8.1.2 Submit an Un-Submitted Batch in Payment Entry

If User leaves the screen without submitting the batch, the system automatically saves the batch

data and adds the batch and details to the Un-submitted Batch drop down.

• User should select the Un-submitted batches for review and submit or delete payment

entries (best practices for Issuer to be determined internally). The drop down for Un-

Submitted batches is located beside the Batch # field.

User can close payment screen with Tab at bottom of screen.

8.2 Payment and Adjustment

The Payment and Adjustment screen allows the User to make corrections to unbilled payments

(payments that have not shown on a statement) and debit and credit adjustments to Corporate

Accounts. Changes to payment that have already been processed will be reflected in Account

Balance in Authorization system.

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8.2.1 Search Function

The search options within Payment and Adjustments allows the User to select parameters of

payments and adjustments to view. Searching with no parameters selected will display all un-

billed payments and adjustments.

8.2.2 Entry of Adjustments

The User can enter Payment and Adjustments to the Corporate Account.

• Account number is entered

• For Adjustments User must select “OTHER” as the Type

• User should always enter “Reference” data, which can be alpha and numeric

• For Amount, User must enter the adjustment with the proper “sign”. Entry of a positive

amount will adjust the Corporate Account with a Debit amount. Entry of a negative sign

(minus) before amount will adjust the Corporate Account with a Credit amount.

• Selection of Payment types (Bank, Wire, Check) will adjust the Corporate Account with a

credit amount automatically. Adjustment screen will not allow a negative sign (minus)

before the amount for Payment types (Bank, Wire, Check). The following error will show

and user must correct before adding.

Warning: Only type “OTHER” can have negative amounts.

• After User adds Adjustment details, click Add and the adjustment is added to the

Payment and Adjustments screen. The added entry will show in Submit Date

(descending order) then Account (ascending order).

8.2.3 Make Changes and Deletes to Un-Billed Payments and Adjustments

User can make changes to un-billed Payments and Adjustments.

• Changes to the following fields are allowed: Account, Type, Reference and Amount.

• User has to click SAVE to save changes.

• If the User selects an invalid Account number or an Account number with a different

Currency other than the original Currency entered, user will receive the following error

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and will have to change Account number with same currency displayed or delete the

entry.

Warning: Currency mismatch or wrong CorporateID

• If the User decides to delete un-billed Payment or Adjustment, click the Del option and

User will receive the following confirmation.

• User cannot Delete billed (showing on Corporate statement) Payments and Adjustments.

8.3 Unmatched Payments

System allows the Issuer to submit electronic payment files from the bank to the billing system.

The Unmatched Payments screen allows the Issuer to resolve any discrepancies in the

electronically submitted payments. The Unmatched Payments function has been designed to

identify and correct any unmatched payments from this data feed. The Electronic Payment

function will require UATP and the Issuer to work with the Issuer’s Bank submitter. A separate

scope of this function is required.

8.3.1 Electronic Payment Process

The Electronic Payment process will retrieve payment file from Issuer’s Bank and import into the

System. The Electronic Payment process will notify UATP if the Payment file is not received or

there is an error during processing. Once the Payment file is received, the system will validate

data to match to the existing Corporate accounts using the Corporate Account ID number or

Corporate Name.

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• All Payments in the file are saved into a single batch number by currency

• The Match is based on the Corporate Account ID, if present, or the Corporate Name and

the system will save to the database all matched payments in a single batch

• The Electronic Payment process will send an email notification to UATP advising that

Payments were successfully imported and provide the Batch number.

• This email only advises that file was imported.

• Matched payments are stored in Batch as an un-submitted status

• User will select un-submitted Batches on the Payment Entry screen

• User can review payments prior to processing

• Payments will not be processed to Corporate accounts until User submits the batch

8.3.2 Unmatched Payment Screen

The Unmatched Payment Screen allows the User the opportunity to resolve discrepancies in the

automatic matching of Payments for the Corporations. This only applies to Electronic Payment

files that do not include the Corporate Account ID numbers. If the Payment requires matching, it

will be displayed on this screen.

• Payments requiring matching will appear in date received order

• If needed, User can use the Existing Account screen to search for the Corporate

Account number (Corporate ID) associated with the Corporate Account Name

• User will click inside the blank Account Number field for a payment

• User will enter the correct Account Number for the payment

• User will click the Match button

• System will validate the Corporate account name with the Corporate Account number

(Corporate ID). If no match, User will receive an error message.

• System will validate the billing currency for the selected Corporate account is the same

currency of the Batch received from the Bank

• System will not allow an account number to be matched to a blank Corporate Name

• Payments can be deleted by clicking the DEL button. (Deleting a payment cannot be

undone). Issuer should use best practices for tracking Deleted payments.

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• When all Payment corrections are complete, the User will click the Submit button to

submit the Payments for processing.

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9 Credit/Collections

The Credit/Collections module allows the Issuer to manage the collections of their Corporate

Accounts. The Credit/Collection provides details for each Corporate Account by assignment to

staff. Screens display Aging and links to provide contact information and statement history. The

aged sales screen will provide the User a total of the amount owed per billing period by different

periods of days outstanding. The aging period fields will total amount owed for Corporate

Account.

9.1 Aged Sales

User can access Review Aged Sales screen and use this screen to select specific Corporate

accounts and determine Corporate accounts to contact for collections. The display screen will

list the Corporate Account number, Corporate Name and Total Amount Due. The Aging buckets

provide balances owed within each period. Only Accounts with outstanding balances show in

the Aged Sales Screen.

9.1.1 Search Function

Search options narrow the accounts displayed on the screen.

• Assigned To Staff option will list all Users who have accounts assigned to their name

• Currency option will list billing currency that Corporate accounts are billed. Only the

billing currencies that an Issuer allows will show in this dropdown.

• Status option will allow User to select the type of accounts they want to display

o Options include: Active, Closed, Suspended

• Search results are initially sorted by Account Number (descending)

• User can click on the column headings- Acct#, Corp Name, Total Amt Due, and Follow

up Date, to sort the search results by the column. By clicking the same column heading

again the sort will reverse direction. Sorting can only be done one column at a time.

• The screen refreshes with each Search option selected

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9.1.2 Follow Up Date

Once the User has selected their Accounts to review, the User can sort the data in ascending

and descending order.

• User can sort the following fields:

o Account number

o Total amount due

o Follow up Date

User can add a “follow up date” to the field by entering the date, hit enter on computer keyboard

or click the SAVE button at the bottom of this screen. This date will be maintained on the Aged

Sales screen until User changes. This date follows the Corporate Account to the Additional

Information screen under the Review Aged Sales. The User will click on Additional Information

link and Corporate Account information is displayed.

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9.1.3 Additional Information

The Additional Information screen provides the User Account details for contact, amount due

and fields to add collector data. The Account Name, Program Type and Contact Information for

Corporate account cannot be changed or modified on the Additional Information screen. User

must change or modify contact information through the Existing Account module.

Follow up date is populated from the Age Sales screen and shows on this screen. User can add

the Last Contact date and Promised date using the Additional Information screen. These two

fields are date fields only and will remain populated until User changes.

The Comment field within the Additional Information screen allows the User to add Comments

for collections and history on the Corporate Account. Once a comment is added and the ADD

button selected the comment and date added are saved and cannot be changed or modified.

Comment information will follow the Corporate Account. Data retention procedures for comment

history will follow the archive settings set up between Issuer and UATP.

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9.2 Account History

The Account History screen under the Credit/Collections module will allow the User to select the

specific account by using Search options. User can also click on the Account ID link in Account

Number list to access Account History. The Account History listing is in Account ID order. The

Account Name, Program Type and Contact Information for Corporate account cannot be

changed or modified on the Account History screen. User must change or modify Account

contact information through the Existing Account module.

The User can search by Corporate Account number or Corporate Account Name and Staff

Assigned to option. (See Screen display below with search).

• If User enters a partial search criteria for Corporate Account Number and Corporate

Account Name, the system will return all based on match.

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• User can search by the “Staff Assigned” field by using the drop down list showing Users

names for Issuer

9.2.1 Account History Detail

The Account History Detail screen is a Read only screen providing Statement History. The User

cannot make changes or edits to the Corporate Account details on this screen. User must use

the Existing Account Module to make changes to Account. The 12 Month History will provide

the last 12 billing Statements for the Corporate Account.

9.2.2 View Statements

User can click on the View PDF link for a specific Statement Date and review the billing

Statement for that period.

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10 Reports

The system provides the Issuer reporting based on Administrative, Financial and Accounting

categories. Under Reports module, the Issuer is provided access to Corporate billing

statements and Audit Log. During the set up and project scope UATP will work with the Issuer

to provide necessary reports. The reports shown are only Examples of Reports.

10.1 Administrative

Administrative Reports will provide the Issuer access to listings and status for Corporate

Accounts. Administrative reports may be helpful to the Issuer in managing their UATP

Corporate accounts.

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10.2 Financial

Financial reports will provide the Issuer access to data related to financial entries, i.e. payments

and adjustments. These types of reports will provide account history, credit limits, aging and

OAL (other airline as merchants) and Corporate Accounts with expiry dates allowing Issuer to

review prior to renewal.

10.3 Accounting

Accounting reports will provide the Issuer access to their overall Receivable/Payable balance.

The Issuer will need to reconcile their Debit, Credit and Payment entries with their internal

Revenue Accounting processes, systems and procedures.

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10.4 Statements

Viewing Statement in PDF requires Adobe Acrobat Reader version 4.0 or later.

The Statement Reports will maintain 13 months view of the Corporate statement. The user will

select Year, Month and the Statement selection.

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10.5 Audit Log

The Audit Log screen will provide the User access to system logging. The User can Search by

date (begin and end), Corporate ID and the type of auditing, i.e. Account, Card, Error, Log-in,

and Log-out, Audit Log, Payments, Issuer and by User staff. Account and Card are paired to

search together and User may select ALL by using the CTRL key.

Only the types of Log items that exist in the database will be shown in the list. For instance, if

there are no ERROR entries for the Issuer, the ERROR type will not be listed.

The Audit Log screen will display data in Date and Time sort. User can click on column

headings and sort data. Data cannot be changed or modified on the Audit Log screen.

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11 Glossary of Terms

Administrator Primary Contact person for Issuer and their Users. The Administrator will have

all access to all functions of the system. They are responsible for managing all

Users. The Administrator contact cannot be deleted or changed without

contact UATP.

AVS Address Verification System- authorization process based on subscriber’s

address

Authorization System

UATP’s Authorization System is a database connected with ARINC Data

Network Services. Processes inquiries and database updates. UATP

operates an authorization system which allows transaction verification 24

hours a day, 7 days a week. The system offers enhanced security through

credit limits, address verification, velocity checks and expiry date verification.

(See UATP Enhanced Authorization System also)

Card Embossing

Process of issuing plastic cards

Expiry Date Date the account or card expires from the Authorization System

FOP Form of Payment – type of payment used for ticket purchase

GDS Global Distribution System – Acronyms applied to reservation systems used by

airlines to track ticketing and inventory

General Ledger When the term general ledger is used in this document it is always referring to

the general ledger system utilized by the Issuer.

IATA International Air Transport Association – Global Trade Organization. IATA

allows airlines to operate safely, securely, efficiently and economically under

clearly defined rules.

ICH IATA Clearing House for settlement of claims against non-US-based air

carriers

Issuer Carriers that issue UATP accounts and accept all UATP account accounts as a

form of payment

OAL Other Airline – within UATP, referred to when another Merchant’s ticket is

purchased using an Issuer’s UATP card, other than their own

SOW Statement of Work

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UATP CONFIDENTIAL User Guide - V 1.1 2010 Page 71 of 71

TP cards Travel Plan – Acronym or Credit Card code used for UATP

TKT Ticket

UATP Universal Air Travel Plan, Inc.

UATP Enhanced Authorization System

UATP operates an authorization system which allows transaction verification

24 hours a day, 7 days a week. The system offers enhanced security through

credit limits, address verification, velocity checks and expiry date verification.

(See Authorization System also)

User Person with access to UATP Processing Solutions

URL Uniform Resource Locator

Documents

UATP Processing Solutions · 2010-06-04 · UATP CONFIDENTIAL User Guide - V 1.1 2010. 1. Overview . 1.1. Who Should Use This Guide . This guide is intended for users of different