Ukraine International Airlines Agency Debit Memo Policy
Effective August 28, 2018
Ukraine International Airlines (UIA) Agency Debit Memo (ADM) Policy is intended to make clear to Travel Agents the circumstances under which ADMs will be issued and the guidelines that the Airline applies.
An ADM will be issued to notify the Agent that, unless evidence exists to the contrary, the Agent owes the Airline the amount shown on the ADM for the reasons indicated.
UIA ADM applies to all GDS users: accredited and non-accredited travel service suppliers as well as any entity accessing UIA internal reservation system via internet or any other electronic means.
ADMs will be processed through BSP / ARC within nine months of the final travel date or, when the final travel date cannot be established the expiry date of the travel document or in the case of Refunds within 9 months of the BSP / ARC remittance date. In case of extra climes from the site of interline partners ADM can be issued during 12 months of the final travel date.
1. UIA policy.
1.1. UIA will issue an ADM to collect amounts or make adjustments to agent transactions related to the issuance and use of UIA traffic documents, issued by, or at the request of the Agent, regardless of which airlines are included in the itinerary of the UIA traffic document. An ADM may also be used to collect amounts where a traffic document has not been issued, if agreed with the Agent, for example, deposits for group sales.
1.2. An ADM will represent a single charge or multiple charges if the reason for the charge is the same. Unrelated charges will not be included in the same ADM.
1.3. The Airline will include details and, where appropriate, supporting documentation to make clear the reason why a charge is being made in an ADM.
1.4. UIA will provide the Agent with the contact details of the department at the UIA, which the Agent can contact to discuss the ADM or the contact details of the external auditor in case when ADM was issued by him.
2.1. To adjust refunds, an ADM will only be issued within nine months of the BSP / ARC remittance date on which the document was settled. For any charge due beyond this period, the Airline will agree with the Agent bilaterally the best settlement method and only submit an ADM through the BSP / ARC process if agreed in writing by the Agent.
3.1. UIA complies with local BSP / ARC procedures in providing Agents with a minimum period of time to review any ADM and dispute it.
3.2. If an Agent disputes an ADM through BSP Link / ARC UIA will investigate and communicate their decision on the dispute in accordance with local BSP / ARC procedures.
3.3. If an Agent disputes an ADM before billing:
A. Agent should use online disputing mechanism on BSPlink / ARC or send an e-mail.
B. UIA will investigate provided evidence and communicate decision to the Agent within 30 days after dispute receiving.
4. Agency Best Practices:
The Agent should:
4.1. Train their staff in ADM procedures, their purpose and the dispute period that exists.
4.2. Not dispute an ADM where the reason is valid and evidence to the contrary is not available.
4.3. Raise all disputes within the BSP / ARC dispute period in accordance with Resolution 850m.
4.4. Ensure that when an ADM is disputed the response is specific in detail and relevant.
4.5. Ensure that the contact details (phone numbers, fax numbers and email addresses) for the Agent are up to date in BSP Link / ARC.
4.6. Provide specific contact details when logging a dispute in BSP Link / ARC , to enable the Airline to make contact with the Agent concerning the dispute.
01.06.14-31.10.15 Ukraine International Airlines Agency Debit Memo Policy