GDS - Negotiated Rate Loading Map & Rate Access Codes
Rate Access Codes: When a corporate negotiated rate or consortia rate is being agreed, the rate access code is most important for the bookings to be processed via GDS. The rate access code is normally 3 digits. For example, for many years the American Express standard rate access code was AMX and Carlson Wagonlit has been CWT. These codes are used to define which TAs are authorised to view these secure rates.
These codes must be agreed with each GDS company. You can't just decide a code since the code may already be in use with that GDS.
Below are guidelines available on www.hedna.org that may help you with the process.
The goals for the process are:
1. to understand the roles and responsibilities of your travel agency and online booking tool account managers.
2. to understand the requirements of your travel agency and GDS.
3. to create an updated, accurate list of Pseudo City codes and rat e access codes and clear rate loading instructions.
To achieve these goals:
a) Determine contacts and scope of responsibility for each contact with corporate / consortia.
b) Who at your agency manages hotel rate viewership? Is there a specialist that can work with you to write your rate loading instructions and troubleshoot issues when rates are not loaded or are loaded incorrectly?
c) Validation: Plan for an audit process of your rates and decide who will perform the rate audit. Third party? Agency? You?
d) Know your contacts for local GDS systems support for assistance with rate loading issues.
e) Does your agency contact have a working relationship with the GDS desks at the major hotel chains?
f) Update rate loading codes and compose rate-loading instructions.
g) For each travel agency or online booking fulfilment location that uses the GDS, you should have their corresponding:
*Name of GDS
*Pseudo City Code or Master Group Code
*Rate Access Code
*Office ID (office identification)
h) include ONLY information that is necessary for rate loading.
i) Double check all codes after completion.
If this is your first time creating a negotiated rate program, you may need to establish a new 3-5-character hotel rate access code for the GDS systems. After determining a list of potential codes, your travel agency manager needs to check the availability of these
codes in your GDS to ensure another company is not using the same codes. Ideally you should choose a code that is available in all 4 major GDS systems. If your GDS system can use translation tables, then having the same code in all 4 major GDS systems is not as critical.