To maintain a low cost structure, US Airways carefully reviews all reservation activity to address unnecessary GDS costs and help lower our no-show rate. Any infractions made and not corrected will result in a debit memo.

Please enter waiver codes in the tour code box in the exact format that we provide. Do not add waiver codes to any other areas; this will cause problems with ticketing endorsements and may result in debit memos.

ARC Memo Manager

All newly issued memos are distributed electronically through ARC Memo Manager. US Airways charges a $25 fee to issue any paper debit memos. Please register to access, view and correspond with US Airways regarding memos.

For help, contact the ARC Customer Support Center at 703-816-8003 or email cschelp@arccorp.com.

Authorization

If you speak to a US Airways employee and have authorization for something that is outside US Airways policy, it must be written-authorization documented in the record of the ticket. US Airways does not honor verbal authorizations.

Back-to-back ticketing

US Airways does not allow the combination of two or more roundtrip excursion fares end to end for the purpose of circumventing minimum-stay requirements.

Changing & reissuing non-refundable tickets

If a customer misses his or her flight but contacts the travel agency before midnight on the day of departure, the travel agent must call US Airways Reservations to document the PNR to retain value. Failure to contact US Airways and simply canceling the past segment in the GDS will result in the ticket being marked with a 'no value' status. Cancellations made in the GDS before flight departure do not require a call to US Airways.

A change fee applies to all non-refundable tickets. Any flights or flight segments canceled on or before the scheduled date of travel will retain ticket value and can be credited against the price of another ticket.

Rules:

  • If a reservation is cancelled on/before the ticketed departure date, the value of the ticket may be applied toward future travel up to one year from the original issue date.
  • Travel on the new ticket must be completed within 1 year of the original date of issue.
  • If any part of the ticket is unused after the ticketed departure date and the reservation has not been canceled, the ticket has no value.
  • Once the value of a non-refundable ticket has been applied toward the purchase of a new ticket, the original ticket is considered valueless.
  • Any difference in fare, if greater, must be collected. No refund is given for a decrease in fare (no residual value), and the residual amount cannot be applied to the change fee. All non-refundable values remain non-refundable.

Churning (repeated cancel/rebook)

Repeated canceling and rebooking of space is often done to circumvent ticketing time limits of the fare rule. Participating in this activity prevents other agencies from selling available space and ultimately blocks seats from all of our customers.

Any GDS or other costs incurred by US Airways resulting from any of the activity identified above will be charged to the responsible agency, and a service fee will be added. To avoid debit memos associated with these booking infractions, please refrain from engaging in this activity.

US Airways values your business and appreciates your cooperation and support in helping us reduce our GDS expenses and better manage our inventory.

Questions? Please email debitmemos@usairways.com.

Conjunction tickets

If a domestic ticket is issued in conjunction with an international ticket, the international ticket number must be included in the endorsement box to be exempt from the U.S. taxes. If the international ticket number is not included in the endorsement box and the U.S. taxes are not collected, a debit memo will be issued to reclaim the U.S. tax and any service fees.

Creating multiple tickets for one passenger

Creating multiple itineraries for 1 passenger in the same PNR is prohibited; it causes problems during check-in and processing upgrades and reissues. When booking more than 1 roundtrip or multiple similar one-ways (either the same or different dates or creating an illogical itinerary) for the same passenger, each itinerary must be separated and booked in different PNRs. If multiple roundtrips or multiple one-way itineraries exist in 1 PNR for 1 passenger, a debit memo will be issued.

Duplicate reservations

US Airways does not allow customers to hold more than one reservation for travel on or about the same date to one or more destinations. A duplicate reservation where two or more reservations are made for the same passenger when it is evident the passenger will be able to use only one is prohibited. A reservation created for a passenger when one already exists in the US Airways internal reservation system or any GDS is considered a duplicate reservation.

Domestic

If a travel agent creates exact duplicate bookings (domestic or international) with identical data (same dates, flights and amount), the most recent ticket can be refunded:

  • A check for $75 (per ticket) with the record locators must be sent to the refund department.
  • When the refund department receives the check, the most recent ticket will be refunded.

If the tickets are identical (same dates, flights and amount) but the FOP is different:

  • A check for $100 (per ticket) with the record locators must be sent to the refund department.
  • When the refund department receives the check, the most recent ticket will be refunded.

If the tickets are non-identical (same dates, but different flights or different amounts):

  • A check for $150/$250 (depending on the penalty amount in the fare rules), along with the record locators, must be sent to the refund department.
  • When the refund department receives the check, the lowest ticket value will be refunded.
  • *Non-refundable tickets will have no residual value.

International

If a travel agent creates exact duplicate bookings (domestic or international) with identical data (same dates, flights and amount), the most recent ticket can be refunded:

  • Send in a request with the record locators to the refund department.
  • When the refund is issued, an ADM will be issued to recover the $75 duplicate ticket fee.

If the tickets are identical (same dates, flights and amount) but the FOP is different:

  • Send in a request with the record locators to the refund department.
  • When the refund is issued, an ADM will be issued to recover the $100 duplicate ticket fee.

If the tickets are non-identical (same dates, but different flights or different amounts):

  • Send in a request with the record locators to the refund department.
  • When the refund is issued (for the lowest ticket value), an ADM will be issued to recover the $150/$250 duplicate ticket fee.
  • *Non-refundable tickets have no residual value.

Fictitious reservations

The creation of a fictitious reservation, passive or active, for any reason (including training purposes or to meet GDS productivity requirements), is not allowed. US Airways incurs booking fees for these unproductive segments, and failure to cancel active segments also results in seat spoilage.

The passenger's full first name must be entered in the reservation; initials are not sufficient. A passenger who attempts to travel under a reservation booked with initials only must have his or her ticket reissued. The name in the reservation and on the tickets must match the name on the passenger's identification.

General rules

In addition to the rights and remedies available to US Airways under the ARC Reporting Agreement, if an agent is in violation of the ARC Reporting Agreement or this Supplement, US Airways may debit the agent for any deficiency or any loss incurred by US Airways by reason of such violation and/or may immediately terminate the agent's appointment upon notice to the agent.

Administrative processing fee

Each debit memo issued by US Airways is subject to a service fee, and the agent agrees to pay the service fee included as part of any debit memo issued to the agent.

  • Each debit memo issued by US Airways is subject to a service fee, and the agent agrees to pay the service fee included as part of any debit memo issued to the agent.

Payment of debit memos

Agent agrees to pay or reconcile all debit memos issued by US Airways within 30 days of the date of issuance. To comply with Visa/MasterCard regulations that prohibit charging a cardholder’s account more than once for the same transaction, US Airways no longer accepts credit cards as a form of payment for a debit memo. Additionally, in an effort to streamline our payment application process and reduce costs, US Airways no longer accepts checks as a form of payment for debit memos. All payments related to debit memos must be submitted to US Airways using the ARC Interactive Reporting System (IAR). Any check or credit card payment received directly by US Airways will result in the assessment of a service charge to cover processing.

Group travel

Travel agents must go through the US Airways Group department when booking/ticketing groups of 10 or more passengers on the same flight itinerary, otherwise a debit memo will be issued.

Hidden city/point beyond ticketing

US Airways does not allow the purchase of a fare from a point before the passenger's actual origin or to a point beyond the passenger's actual destination.

Inactive segments

US Airways may send status codes like HX, NO, UC and UN (among others) to respond to certain actions taken on the reservation – for example, duplicate bookings, no-show or waitlisted segments, upgrades and schedule changes. Travel agents must remove these segments at least 24 hours before flight departure to avoid a debit memo.

Refundable tickets

All changes to refundable tickets (whether fully or partially used) can be made at no charge. (Changes to passenger name are not permitted.) The value of the original reservation will be credited against the price of the new reservation.

Any difference in fare must be collected if greater and refunded if less. All non-refundable values remain non-refundable. All unused ticket segments must be canceled.

Residual

Any difference in fare, if greater, must be collected. No refund is given for a decrease in fare (no residual value), and the residual amount cannot be applied to the change fee. All non-refundable values remain non-refundable.

Payment processing

When credit card payments are rejected, we will issue a debit memo to collect our funds.

Plating on US Airways

Any ticket plated on US Airways must contain at least one US Airways (or codeshare of US Airways) operated segment. If a ticket is plated on US Airways and all segments are operated by OAL, a debit memo will be issued to the travel agent.

Schedule changes

If a schedule change causes a passenger to arrive more than 2 hours before or after his or her originally scheduled arrival time and the new segments are unacceptable, the agent may rebook the passenger on any US Airways flight (for the original city pairs) where the original booking code is available on the original date of travel. Reissue the ticket and type '*SCHG' in the 'tour code' box.

Throw away ticketing

US Airways does not allow the use of roundtrip excursion fares for one-way travel.

Ticket endorsements

Follow all fare rules and list any applicable endorsements on the tickets when processing the original sale and any subsequent exchanges.*

Example fare rule that requires endorsements:
FB UX28NY RULE 4084 TARIFF DFR CAT 18 REQUIRES 'THE ORIG AND REISSUED TKT MUST BE ANNOTATED STNDBY/CHG FEE/NO RFND//CXL BY FLT DT IN THE ENDORSEMENT BOX'

*Failure to apply the proper endorsements may result in a debit memo.

Ticket stock

Follow all fare rules that require fares to be issued on specific airline ticket stock. Some fares require tickets to be issued on US or OA ticket stock.

Ticketing time limits - reissues

All changes made by a travel agent require that the ticket be reissued, with fees and fare difference collected, at the time of the change. If the travel agent is unable to complete the reissue at the time the change is made, the agent should not make the change and should contact US Airways to complete the change and reissue. Failure to do so will result in a debit memo. (All domestic debit memos must be paid via IAR in ARC. There will be a fee associated with any debit memo payment received by the carrier via check.)

US Airways airport employees are not responsible for reissuing or collecting fees for changes made by travel agencies.

Ticket validity

On all domestic fares, travel must be completed 1 year from the original ticket issue date. Ticket validity can be found in the fare rules for all US Airways fares.

Universal charge forms

US Airways does not accept a Universal Charge Form as payment for a debit memo.

If a chargeback debit memo is received and the travel agency has the original Universal Charge Form – signed and imprinted with the approval code – that was used for the purchase of the ticket, you may send it to debitmemos@usairways.com for further review and possible closure of the debit memo. Universal Charge Forms stating 'Signature on File' will not be accepted.