Trip, transaction, and valued added service fees

Modified on Wed, 4 Jun at 1:57 PM

Trip, transaction, and value added service fees

Trip, transaction, value added service, and agent fees are the fees charged by Spotnana or the TMC for the services provided (e.g., booking assistance, access to support, certain payment methods, etc.). These fees are generally charged per trip or per transaction (in some cases both). In some cases, there is also a per agent-contact fee.

TABLE OF CONTENTS

Trip, transaction, and value added service fees

Trip fees overview

Company administrators and travel managers can select a separate payment method to be used just for trip fees and set whether travelers will see the trip fee amount on their Checkout page, Trips page, and email confirmation. TMC administrators can additionally set the actual trip fees to be charged.

Company administrators

Company administrators can:

configure the payment method for trip and transaction fees
view the fees being charged by TMCs for trips, transactions and value added services
designate whether to show trip fees to the traveler at checkout

Trip and transaction fee settings

Not all TMCs apply transaction or value added service fees.

To configure your trip and transaction fee payment method and the visibility of these fees to travelers, follow the steps below.

Login to the Online Booking Tool.
Select Company from the Program menu. The Settings page will be displayed.
Select Trip fee from the Payment section on the left. The Trip fee page will be displayed.
Select the Payment Method tab.
Expand the Default settings section.
Set the Payment method field. This designates the payment method to be used for trip and/or transaction fees. Options are:
- Same as used for booking - Use the same card the traveler selected when making the booking.
- Central card - Use a company central card. You must then select the specific corporate card to be used.
- Delayed invoicing (company administrators can’t select this option) - The trip fee will be billed to the client via an invoice issued with a regular cadence. The payment terms for the invoice (Net30, Net60) depend on the terms of the client's contract.
Set the Show trip fee to traveler field. This designates whether trip and/or transaction fees will be displayed to travelers and arrangers on the Checkout and Trips pages, within email confirmations, and on invoices/receipts.
If you wish to configure different trip or transaction fee settings per legal entity, expand the Custom settings for legal entities section. You can set the payment method to be used and whether the trip or transaction fee will be visible to travelers (just as described above, except now these settings will only apply to the legal entity you specified).
- To add legal entity-specific settings, click Add and then set the payment method and visibility to travelers as described above.
- You can also edit or delete these entity-specific settings using the menu to the right.
To view the trip and transaction fee rules, select the Pricing tab. There will be separate sections for the trip and transaction level fees (transaction fees may not be enabled by all TMCs) and potentially for valued added services. You can only view (not edit) these settings by clicking View in the relevant row (e.g., Trip fee). For each rule, there will be a Rule name, a list of Variables (the conditions that must be met for the fee to be applied), and the amount charged for Standard and VIP travelers.

TMC administrators

TMC administrators are able to configure trip, transaction, value added service, and agent-contact fees for clients.

You are also able to configure trip, transaction, value added service, and agent-contact fees per organization/company. If you create company-specific fee rules, the conditions associated with those rules will be used to apply fees to that company’s travelers and any TMC-level fee rules will be ignored for that company. To set company-specific fee rules, see Setting fees per organization.

Setting fees for the entire TMC

To configure fees at the TMC level, follow the steps below. You can set the fee pricing model to change a fee for each trip only, for each transaction, or for a combination of both. You also have the ability to charge for value added services (e.g., virtual cards).

Login to the Online Booking Tool.
Select TMC Settings from the Program menu. The General settings page will be displayed.
Select Trip fee from the Settings section on the left. The Trip fee page will be displayed.
Click Select Plan to set the fee structure you would like to use. The Select plan options will appear.
You can select one of the following depending on how you plan to charge fees:
- Trip level - A fee will be charged once per trip. Additional bookings and changes will generally not incur a charge (unless you different trip fees for different booking types)
- Transaction level - a fee will be charged for each transaction. You can specify which types of transactions will incur a charge. Examples of transactions are booking modifications, addition of ancillaries, or booking cancellations.
- Trip and transaction level - a fee will be charged for each trip and for each transaction. You can specify which types of transactions will incur a charge. Examples of transactions are booking modifications, addition of ancillaries, or booking cancellations.
The next steps will vary based on the fee plan you selected:
- If you selected Trip level fees:
  - To set the Trip fee amount, click Configure in the Trip fee row. The Default rule will be displayed.
  - Enter the trip fee amount to be charged for Standard and VIP travelers. Be sure to select the correct currency code.
  - Click Confirm.
  - To add additional configurations, click Add Configuration. The Configure rule page will be displayed. Each rule can have its own conditions that determine when its fees are applied.
  - Enter a name for the rule in the Rule Name field. This should be something that helps you remember the conditions for which this rule causes fees to be applied.
  - Enter the trip fee amount to be charged for Standard and VIP travelers. Be sure to select the correct currency code.
  - Use the fields in the Set rule conditions section to set the conditions that must be met for the fees to be applied. For example, If Booking type = Rail. To add another condition, click Add Condition. All conditions will be ANDed together (all conditions must be met for the fees associated with the rule to be applied).
  - Click Confirm when done.
- If you selected Transaction level fees:
  - To set the transaction fee amount, click Configure in the Transaction fee row. The Transaction fee page will be displayed. There is no default rule for transaction fees.
  - To add additional configurations, click Add Configuration. The Configure rule page will be displayed. Each rule can have its own conditions that determine when its fees are applied.
  - Enter a name for the rule in the Rule Name field. This should be something that helps you remember the conditions for which this rule causes fees to be applied.
  - Enter the fee amount to be charged for Standard and VIP travelers. Be sure to select the correct currency code.
  - Use the fields in the Set rule conditions section to set the conditions that must be met for the fees to be applied. For example, If Transaction = Modification. To add another condition, click Add Condition. All conditions will be ANDed together (all conditions must be met for the fees associated with the rule to be applied).
  - Click Confirm when done.
- If you selected Trip and transaction level fees:
  - To set the Trip fee amount, click Configure in the Trip fee row. The Default rule will be displayed.
  - Enter the trip fee amount to be charged for Standard and VIP travelers. Be sure to select the correct currency code.
  - Click Confirm.
  - To add additional Trip fee configurations, click Add Configuration. The Configure rule page will be displayed. Each rule can have its own conditions that determine when its fees are applied.
  - Enter a name for the rule in the Rule Name field. This should be something that helps you remember the conditions for which this rule causes fees to be applied.
  - Enter the trip fee amount to be charged for Standard and VIP travelers. Be sure to select the correct currency code.
  - Use the fields in the Set rule conditions section to set the conditions that must be met for the fees to be applied. For example, If Booking type = Air. To add another condition, click Add Condition. All conditions will be ANDed together (all conditions must be met for the fees associated with the rule to be applied).
  - Click Confirm when done.
  - To set the transaction fee amount, click Configure in the Transaction fee row (you may need to return to the Pricing tab). The Transaction fee page will be displayed. There is no default rule for transaction fees.
  - To add additional configurations, click Add Configuration. The Configure rule page will be displayed. Each rule can have its own conditions that determine when its fees are applied.
  - Enter a name for the rule in the Rule Name field. This should be something that helps you remember the conditions for which this rule causes fees to be applied.
  - Enter the fee amount to be charged for Standard and VIP travelers. Be sure to select the correct currency code.
  - Use the fields in the Set rule conditions section to set the conditions that must be met for the fees to be applied. For example, If Transaction = Modification. To add another condition, click Add Condition. All conditions will be ANDed together (all conditions must be met for the fees associated with the rule to be applied).
  - Click Confirm when done.
Once you have configured your rules, you can change the order in which they are listed by using the tool on the left to drag each rule to the desired position. The order in which the rules are listed will determine the order in which they are evaluated. Fees will be applied based on the first rule for which all conditions are met. If there is no rule for which all conditions are met, the fees associated with the Default rule will be applied.
If you selected Trip level or Trip and transaction level fees, click Configure in the Fee structure row. The Fee structure page will be displayed. The Dynamic trip fee collection field allows you to specify how the trip fee will be applied. If you wish to have a single trip fee regardless of which booking types are made (e.g., air, hotel, rail), leave this field disabled. If you wish to create rules to apply a different trip fee based on which bookings are made (e.g., $10 for hotel, $20 for air), enable this field. If enabled, the system will ensure that the traveler is never charged more than the maximum trip fee (transaction fees may still apply if you selected the Trip and transaction fee model), regardless of the order in which the bookings are made.
To set a fee for valued added services, click Configure in the Value added services fee row. The Value added services fee page will be displayed.
Click Add configuration. The Configure rule page will be displayed. Each rule can have its own conditions that determine when value added service fees are applied.
Enter a name for the rule in the Rule Name field. This should be something that helps you remember the conditions for which this rule causes fees to be applied.
Select the value added service for which this fee will be applied (currently, this is limited to Virtual Payment).
Enter the value added service fee amount to be charged in the Virtual payment fee field and select the correct currency code. There is no default rule for transaction fees.
Use the fields in the Set rule conditions section to set the conditions that must be met for the fees to be applied. For example, If Booking type = Hotel. To add another condition, click Add Condition. All conditions will be ANDed together (all conditions must be met for the fees associated with the rule to be applied).
Click Confirm when done.

Setting fees per organization

To configure company-specific fee settings and payment methods, follow the steps below.

Login to the Online Booking Tool.
Select Company from the Program menu. The Settings page will be displayed.
Select Trip fee from the Payment section on the left. The Trip fee page will be displayed.
Click Select Plan to set the fee structure you would like to use (you may need to select the Pricing tab). The Select plan options will appear (if you already have a pricing model set at the TMC level, that will be the option displayed here, but you can change it for the company). The process for selecting a pricing model and setting the conditions that must be met for various fees to be applied, is the same for TMC-level rules as for company-specific rules. Therefore, you can use the same steps provided in Setting fees for the entire TMC, starting at step 5 to configure your company-specific fees.
- Note: If you create company-specific fee rules, the conditions associated with these rules will be used to apply fees to that company and any TMC level fee rules you create will be ignored for that company.
Select the Payment Method tab.
Expand the Default settings section.
Set the Payment method field. This designates the payment method to be used for trip and/or transaction fees. Options are:
- Same as used for booking - Use the same card the traveler selected when making the booking.
- Central card - Use the company's central card. You must then select the specific corporate card to be used.
- Delayed invoicing - The trip and/or transaction fees will be billed to the client via an invoice issued with a regular cadence. The payment terms for the invoice (Net30, Net60) depend on the terms of the client's contract.
Set the Show trip fee to traveler field. This designates whether trip and/or transaction fees will be displayed to travelers and arrangers on the Checkout and Trips pages and within email confirmations. The trip and/or transaction fees will still be displayed within the payment details of the invoice and on the consolidated itinerary.
If you wish to configure different trip and/or transaction fee payment methods per legal entity, expand the Custom settings for legal entities section. You can set the payment method to be used and whether the trip and/or transaction fee will be visible to travelers (just as described above except now these settings will only apply to the legal entity you specified).
- To add legal entity-specific settings, click Add and then set the payment method and visibility as described above.
- You can also edit or delete these entity-specific settings using the menu to the right.
- Click Save when done.