Credit Card Charge Backs
Late Reporting
Debit Memo Tips
ADM Issuance / Distribution
Travel Agency Services
Credit Card Charge Backs
The following fees will apply to debit memos resulting from credit card charge backs, when the credit card company will not pay AA.
For debit memos resulting from a cardholder dispute, the first debit memo will be sent without any extra fee. The memo can be remedied by obtaining a signed, imprinted charge form with a current validation and a current authorization code. If for any reason, the charge form used to clear the first debit memo results in a charge back, a second debit memo will be sent, this time with a $25 USD administrative fee assessed, and the only acceptable remedy for the debit memo will be a check. Payment must be made to AA or via the sales reporting process. A second charge form will not be accepted.
For debit memos resulting from a card acceptance violation, invalid account number, card was on warning bulletin, expired card, invalid or no approval code, submitted too late per credit card company, etc. The first debit memo will include a $25 USD administrative fee. The memo can be remedied with a signed, imprinted charge form with a current validation and current authorization code. If, for any reason, the charge form used to clear the first debit memo results in a charge back, a second debit memo will be sent with an additional $25 USD administrative cost of processing.
Late Reporting
U.S. (including Puerto Rico and U.S. Virgin Islands) agencies who report sales out of the appropriate sales period, i.e. late reporting, will be subject to a debit memo for 5% of the ticket value.
Debit Memo Tips
Reminder: Debit memos may be issued whenever an agent fails to follow the rules of the fare or makes an error in booking or ticketing.
ADM Issuance / Distribution:
1.1. ADMs may be issued for any type of violation such as, but not limited to, fare rule, ticketing, tax, commission, sales reporting or refund violations
1.2. ADMs are not commissionable, i.e., an Agent may not withhold commission from ADM proceeds remitted to American Airlines
1.3 American Airlines may charge administration fees based on type of violation
1.4. Fare rule violation ADM amounts may equal up to the difference between the fare ticketed and the most unrestrictive published fare for the transportation provided
1.5 The minimum ADM amount is approximately $3.00 USD in local currency equivalent; however, if there is a persistent practice of under-payment American Airlines reserves the right to lower the amount
1.6 American Airlines uses BSPLink for ADM and ACM distribution where available
2.0. ADM disputes:
2.1. American Airlines accepts notice of and processes disputes within the timeframes outlined in IATA Resolution 850m.
2.2. ADMs that are disputed must be processed using the BSPLink ADM dispute functionality
2.3. In case the ADM latency period, established by the local BSP is shorter than the dispute timeframe (see Para. 2.1), the remaining disputes must be submitted using the BSPLink ACM request functionality.
2.4. Notwithstanding the timeframes referenced in Para 2.1 above, American Airlines retains the right to require settlement or other resolution of disputes outside the BSPLink process for items aged over the 60 day time limit.
2.5. The Agent's grounds for disputing any ADM must be specific in detail. All relevant supporting information is to be provided to American Airlines. Agents should not dispute an ADM where the reason for issuance is valid and evidence to the contrary is not available.
2.6. If the requirements listed in 2.5 above are not submitted in a clear, complete and concise manner, AA will not consider the memo to be "in dispute" and will reject the claim.
2.7. AA reserves the right to inhibit booking/ticketing capabilities for any agent as a direct result of non-payment of debit memos.
Travel Agency Services
For questions about specific debit memos, contact Travel Agency Services:
Phone: (817) 931-0088
Fax: (817) 963-9002
Email: TAS@aa.com
Travel Agency Services
American Airlines
P.O. Box 619616
MD 5503
DFW Airport, Texas 75261-9616
