Learn the key terms and concepts within the corporate travel management industry. Whether you're managing a global travel program or booking your first business trip, this resource helps simplify and define the language of business travel.
Advanced Travel Partners, Inc. (ATPI) is Direct Travel’s global ticketing partner, providing international fulfillment through a network of offices and partners in key markets around the world. This partnership enables Direct Travel to support clients with consistent service, local expertise, and global booking capabilities across multiple regions.
An airline alliance is a group of airlines that work together to offer more flight options and shared benefits for travelers. This helps business travelers book smoother connections and earn rewards across different airlines in the same group.
The Airlines Reporting Corporation (ARC) is a U.S.-based organization that facilitates the distribution and financial settlement of airline ticket transactions between travel agencies and airlines. ARC plays a central role in ensuring accurate reporting, ticketing, and commission reconciliation for U.S. travel management companies.
An airport code is a three-letter abbreviation used to identify a specific airport. These codes make it easier to book flights, print tickets, and track travel details quickly and clearly.
An airport lounge is a private waiting area that offers comfortable seating, snacks, drinks, and other services for eligible travelers. It provides a quiet space to relax or work before a flight, often with added amenities like Wi-Fi and charging stations.
An airport transfer is the transportation service that takes travelers between the airport and their hotel, office, or another destination. It helps ensure a smooth start or end to a trip without the need to arrange separate travel on arrival.
Airside refers to the secure area of an airport that includes the gates, runways, and areas where planes are serviced. Only travelers who have passed through security and authorized staff can enter this part of the airport.
An aisle seat is the seat located next to the walkway on an airplane. It allows easier access to move around the cabin or exit the row without disturbing other passengers.
An Application Programming Interface (API) is a software connection that allows different systems to exchange data in real time. In corporate travel, APIs enable seamless integrations between platforms like booking tools, expense systems, and travel suppliers, helping companies deliver a more personalized and efficient traveler experience.
An arrival gate is the specific location at the airport where a flight ends and passengers exit the plane. It is typically connected to the terminal where travelers enter the airport for baggage claim or their next destination.
Average Daily Rate (ADR) is a metric used to measure the average cost per night for occupied hotel rooms over a specific period. It helps companies and travel managers evaluate hotel spend and compare negotiated rates across different regions or suppliers.
Average Ticket Price (ATP) refers to the mean cost of airline tickets purchased over a defined timeframe. It's commonly used in reporting to assess spend trends, identify savings opportunities, and benchmark the effectiveness of air travel policies.
Baggage allowance is the amount of luggage a traveler is permitted to bring on a flight without extra charges. It usually includes limits for both carry-on and checked bags based on the airline and ticket type.
Baggage claim is the area in an airport where travelers pick up their checked luggage after a flight. It is usually located near the arrivals section and marked with signs to guide passengers to the correct carousel.
Base fare is the starting price of a flight ticket, covering only the cost of travel between two locations. It does not include taxes, fees, or optional services like baggage or seat selection.
Basic economy is the lowest-priced fare class offered by many airlines, designed for budget-conscious travelers. It includes fewer benefits, such as limited seat selection and boarding priority, compared to standard economy tickets.
Blackout dates are specific days when travel discounts, rewards, or promotional fares cannot be used. These dates usually fall around busy travel periods like holidays or major events.
Bleisure is a mix of business and leisure travel, where a traveler adds personal time to a work trip. It allows travelers to explore a destination or relax before or after completing their business duties.
Blended travel combines elements of both business and personal trips into one itinerary. It allows travelers to extend work travel for leisure purposes or include family members during business travel.
A boarding group is a number or category assigned to passengers that determines the order in which they get on the plane. Airlines use boarding groups to manage the flow of passengers and help boarding run smoothly.
A boarding pass is a document or digital pass that allows a traveler to enter the secured area of the airport and board their flight. It includes important details like the flight number, departure time, and seat assignment.
A booking engine is an online tool that allows travelers to search for and reserve flights, hotels, or other travel services. It simplifies the booking process by showing available options and prices in one place.
A bulk fare is a discounted airline ticket price offered to travel agencies or businesses when purchasing multiple seats at once. These fares are often used for corporate travel or group bookings and may come with different rules than regular tickets.
A bump happens when a traveler is denied a seat on a flight, usually because the airline sold more tickets than there are available seats. This can be voluntary, with compensation offered, or involuntary if no one gives up their seat.
Business class is a premium seating option on a plane that offers more comfort, space, and services than economy class. It often includes benefits like priority boarding, enhanced meals, and extra legroom for a better travel experience.
A business expense is a cost related to performing work duties or running a company, such as travel, lodging, or meals during a business trip. These expenses are usually tracked for reimbursement or tax purposes.
Business travel is any trip taken for work purposes, such as attending meetings, conferences, or visiting clients. It supports a company’s operations and goals by allowing employees to conduct business in person.
Business travel insurance is a type of coverage that protects employees and companies from unexpected events during work trips. It can include benefits like trip cancellation, medical emergencies, lost luggage, and travel delays.
Business travel management is the process of planning, booking, and overseeing a company’s travel activities. It helps organizations control costs, ensure traveler safety, and create efficient travel experiences through policies and specialized support.
Business Travel News (BTN) is a trusted media outlet that provides news, analysis, and insights focused specifically on business travel and corporate travel management. It helps travel managers and industry professionals stay informed about trends, supplier updates, and best practices to optimize travel programs.
A car allowance is a set amount of money given to an employee to cover the cost of using their personal vehicle for work purposes. It is often used instead of providing a company car and helps with expenses like fuel, maintenance, and insurance.
A car rental agreement is a contract between a traveler and a rental company that outlines the terms of using a rental vehicle. It includes details such as rental period, fees, mileage limits, and insurance coverage.
Carbon emissions refer to the release of carbon dioxide into the atmosphere, often caused by activities like air travel, driving, or energy use. In business travel, tracking and reducing carbon emissions is an important part of meeting sustainability goals.
A carbon footprint is the total amount of carbon dioxide and other greenhouse gases produced by a person, trip, or activity. In business travel, it helps measure the environmental impact of flights, ground transport, and lodging.
A carbon offset is a payment made to compensate for the carbon emissions produced by activities like travel. These funds are typically invested in projects that reduce or capture carbon, such as reforestation or renewable energy initiatives.
Carry-on luggage is a small bag or suitcase that travelers are allowed to bring with them into the airplane cabin. It must meet the airline's size and weight limits and is typically stored in the overhead bin or under the seat
A Central Reservation System (CRS) is a technology platform used by hotels and other travel suppliers to manage inventory, pricing, and bookings. CRSs power the availability and rates seen in online booking tools and are key to securing negotiated rates and seamless reservations.
A check-in kiosk is a self-service machine at the airport that lets travelers check in for their flight without needing to visit the airline counter. It can be used to print boarding passes, choose seats, and check luggage.
Checked baggage is luggage that travelers hand over to the airline at check-in to be stored in the airplane’s cargo hold. It is picked up at baggage claim after the flight and usually has weight and size limits set by the airline.
Class of service is the category of seating a traveler selects on a flight, such as economy, business, or first class. Each class offers different levels of comfort, pricing, and amenities based on the traveler's needs and budget.
CLEAR is a service that helps travelers move through airport security faster by using biometric screening like fingerprints or eye scans. It allows members to skip the ID check line and go straight to physical screening, saving time during busy travel periods.
A codeshare flight is a partnership between two or more airlines that allows them to sell seats on the same flight under different airline names and flight numbers. This gives travelers more options and makes connecting between airlines easier.
A connecting flight is a trip that requires travelers to change planes at an intermediate airport before reaching their final destination. It usually involves moving between gates and sometimes going through security or customs, depending on the route.
Continuous pricing is an airline pricing model that offers more flexible fare options by adjusting prices in smaller increments. This allows travelers to see a wider range of fares instead of fixed price levels, often helping them find better deals.
A corporate card is a credit card issued to employees to pay for business-related expenses such as travel, meals, and lodging. It helps companies track spending, manage budgets, and streamline reimbursement processes.
A corporate negotiated rate is a special pricing agreement between a company and a travel supplier, such as a hotel or airline. These rates are typically lower than standard prices and may include added benefits to support business travel needs.
A corporate rate is a discounted price offered by travel providers to businesses for employee travel. It helps companies save money and may include extra perks like flexible cancellation or free Wi-Fi.
Corporate Social Responsibility is a company’s commitment to operate in an ethical and sustainable way, considering its impact on society and the environment. In business travel, CSR often includes reducing carbon emissions, supporting local communities, and promoting responsible travel practices.
A Corporate Travel Desk (CTD) refers to a dedicated team or service channel within an organization or TMC that manages business travel bookings and support. CTDs help ensure policy compliance, streamline the booking process, and offer real-time assistance to travelers.
A corporate travel policy is a set of guidelines that outlines how employees should book, manage, and pay for business travel. It helps control costs, ensure safety, and create a consistent travel experience across the company.
A corporate travel program is a structured approach a company uses to manage all aspects of employee travel. It includes policies, preferred vendors, booking tools, and reporting to support efficient, cost-effective, and safe travel.
Crisis management is the process a company uses to respond to unexpected events that could impact traveler safety or disrupt travel plans. It involves planning, communication, and support to help employees stay informed and protected during emergencies.
Cruise Lines International Association is a global trade group that represents the cruise industry, including cruise lines, travel agents, and partners. It provides training, sets industry standards, and promotes safe and sustainable cruising worldwide.
A customs declaration is a form travelers fill out when entering a new country to report items they are bringing with them. It helps customs officials check for restricted or taxable goods and ensures legal entry of belongings.
A departure gate is the specific area in an airport where travelers wait to board their flight. It is listed on the boarding pass and marked with signs to guide passengers to the correct plane.
A departure lounge is the waiting area in an airport where travelers stay after passing through security and before boarding their flight. It usually offers seating, restrooms, shops, and food options to make the wait more comfortable.
A direct flight is a flight that travels from the departure airport to the destination airport without any layovers or changes in planes. However, it may still make one or more stops along the way for refueling or other operational reasons.
Disembarkation is the process of leaving an aircraft, ship, or other mode of transportation after a journey has ended. It typically occurs at the arrival airport or port, where passengers exit and proceed through customs or other post-arrival procedures.
A domestic flight is a flight that takes place within the same country, without crossing international borders. It typically involves shorter travel times compared to international flights and may have fewer customs or immigration procedures.
Duty of care refers to a company's responsibility to ensure the safety and well-being of its employees, especially during business travel. It includes providing support in emergencies, monitoring travel risks, and ensuring safe travel arrangements.
Duty-free refers to goods that can be purchased at airports, seaports, or borders without paying certain local taxes or duties. These items are typically available to international travelers and often include luxury items like alcohol, cosmetics, and electronics.
Dynamic pricing is a strategy where the cost of a product or service changes based on demand, time, or other factors. In business travel, it allows airlines, hotels, and car rental companies to adjust their prices in real-time to maximize revenue or fill capacity.
Economy class is the standard seating option on an airplane, offering basic services at an affordable price. It typically includes smaller seats and fewer amenities compared to higher classes but is the most cost-effective choice for travelers.
Ecotourism is responsible travel that focuses on exploring natural environments while preserving them. It aims to minimize the environmental impact of travel, support conservation efforts, and benefit local communities through sustainable tourism practices.
EDIFACT is a standardized data format developed in 1980 by the United Nations to facilitate structured information exchange between different systems. It is widely used by airlines and global distribution systems to process bookings, ticketing, and passenger information in a consistent and automated way.
An electronic ticket (e-ticket) is a digital version of a traditional paper ticket for travel, stored in the airline’s system. It includes all the necessary flight details, such as the traveler’s name, flight number, and seat assignment, and can be accessed via email or mobile devices.
An Electronic Travel Authorization (ETA) is an entry requirement for visa-exempt travelers heading to certain countries. It is an online application that approves travel based on the traveler’s passport information, making entry into the country quicker and easier.
Embarkation is the process of boarding a ship, airplane, or other transportation at the start of a journey. It usually involves check-in procedures, security checks, and getting settled in before departure.
An exit row is a row of seats on an airplane located near an emergency exit. These seats often offer extra legroom but come with the responsibility of assisting in an emergency evacuation if needed.
An expense policy is a set of guidelines that outlines what costs are eligible for reimbursement by a company. It helps ensure consistency and control over business-related expenses such as travel, meals, and lodging.
A familiarization tour (FAM tour) is a trip organized by travel providers or destinations for travel agents, corporate planners, or media to experience the location or services firsthand. The goal is to help them better promote or recommend the destination or service to clients.
The Federal Aviation Administration (FAA) is a U.S. government agency responsible for regulating and overseeing civil aviation. It ensures the safety, efficiency, and security of air travel by setting standards for flight operations, air traffic control, and aviation safety.
First class is the highest and most luxurious seating option on an airplane, offering the most comfort and exclusive services. It typically includes larger seats, enhanced meals, priority boarding, and access to premium airport lounges.
A flight manifest is a detailed list of all passengers and crew members on a particular flight. It includes information such as names, seat assignments, and special requirements, and is used by airlines for safety and regulatory purposes.
A flight number is a unique code assigned to a specific flight by an airline, combining letters and numbers. It helps identify the airline and route, making it easier for travelers and airport staff to track flight schedules and updates.
Flight status provides real-time information about a flight’s schedule, including departure and arrival times, delays, or cancellations. Travelers can check flight status online or at the airport to stay updated on any changes.
Foreign currency exchange is the process of converting one country’s money into another’s, often needed when traveling internationally. It allows travelers to make purchases and pay for services in the local currency of their destination.
Frequent flyer miles are rewards earned by travelers through airline loyalty programs based on the distance flown or money spent. These miles can be redeemed for free flights, upgrades, or other travel-related benefits.
A frequent flyer number is a unique ID given to a traveler when they join an airline’s loyalty program. It tracks the traveler’s miles, status, and rewards across flights with that airline or its partners.
A frequent flyer program is a loyalty system offered by airlines to reward travelers for repeated business. Members earn points or miles for flights and can redeem them for perks like free tickets, seat upgrades, or priority boarding.
Full board is a lodging option that includes three meals a day—breakfast, lunch, and dinner—usually served at the hotel or resort. It offers convenience for travelers who prefer meals included in their stay without needing to dine elsewhere.
Gainshare is a performance-based commercial model where a TMC and client agree to share cost savings achieved through travel program improvements. This could include better booking behavior, vendor optimization, or policy compliance, aligning both parties around measurable financial outcomes.
A gateway city is a major airport hub that serves as an entry or exit point for international or long-haul flights. It often connects travelers to smaller cities or other countries through connecting flights.
A ghost card is a virtual credit card number assigned to a specific department or travel account within a company. It allows for centralized billing of travel expenses without issuing a physical card to each traveler.
The Global Business Travel Association (GBTA) is a leading trade organization for the business travel industry headquartered in Washington, D.C. It provides education, research, advocacy, and networking opportunities for travel professionals and organizations around the world.
A Global Distribution System (GDS) is a technology platform that allows travel agents, airlines, hotels, and other travel providers to access and book travel services. It connects multiple suppliers and helps manage reservations, pricing, and availability in real time.
Global Entry is a U.S. Customs and Border Protection program that allows expedited entry into the United States for pre-approved, low-risk travelers. Members can use automated kiosks at select airports to bypass regular immigration lines, saving time during international arrivals.
A ground stop is a temporary halt in airline departures, often due to weather, safety, or operational issues. It affects all flights at an airport or within a specific airspace, delaying or preventing takeoffs until the situation is resolved.
Ground transportation refers to any form of travel on land, such as buses, taxis, ride-sharing services, rental cars, or shuttles. It is typically used to get travelers from airports to hotels, meetings, or other destinations.
Half board is a lodging option that includes two meals a day, typically breakfast and either lunch or dinner, at the hotel or resort. It offers convenience for travelers who want some meals provided but prefer flexibility for the other meals.
Hotel sourcing is the process of finding and selecting hotels that meet a company's needs for business travel. It involves evaluating factors like location, cost, amenities, and corporate discounts to ensure the best options are available for travelers.
A hub airport is a primary airport that serves as a central point for connecting flights. Airlines often use these airports to manage a large volume of passengers and flights, making it easier for travelers to transfer between connecting flights.
Implementation refers to the process of putting a plan, system, or strategy into action. In business travel, it involves setting up new travel policies, tools, or programs to improve efficiency, control costs, and enhance the overall travel experience for employees.
In-flight entertainment refers to the various forms of entertainment provided to passengers during a flight, such as movies, TV shows, music, games, or Wi-Fi. It helps make long flights more enjoyable and can vary depending on the airline and aircraft.
An in-flight meal is a meal provided to passengers during a flight, typically on longer journeys or for premium class passengers. It can range from light snacks to multi-course meals, depending on the airline, flight duration, and class of service.
In-flight Wi-Fi is a service that allows passengers to access the internet during a flight. It enables travelers to browse the web, check emails, or use social media, though speed and availability can vary depending on the airline and aircraft.
Incentive travel is a reward program where companies offer trips or vacations to employees, clients, or partners as a motivational tool. It aims to boost performance, encourage loyalty, and create a positive corporate culture by offering memorable travel experiences.
Individual Pays Own (IPO) is a hotel billing method where the traveler is responsible for covering all charges, including room, tax, and incidentals. This setup is often used when no corporate billing arrangement is in place or when travelers are reimbursed after the trip.
Interactive Agent Reporting (IAR) is an ARC-managed system used by U.S.-based travel agencies and TMCs to report and reconcile airline ticket sales. It simplifies the process of validating, auditing, and remitting ticket transactions to airlines.
Interline refers to an agreement between airlines that allows them to transfer passengers and luggage between different carriers on a single journey. It makes connecting flights smoother and enables airlines to offer more routes and services to travelers.
The International Air Transport Association (IATA) is a global trade association representing airlines and establishing operational standards for the air travel industry. It represents over 320 airlines or 83% of total air traffic. IATA accreditation is also required for travel agencies to issue tickets directly through many airline systems.
An itinerary is a detailed plan or schedule of a traveler’s trip, including flight details, hotel reservations, meetings, and activities. It helps ensure a smooth and organized travel experience by outlining the timing and logistics of each part of the journey.
A jet bridge is a movable, enclosed walkway that connects the airport terminal to an aircraft. It allows passengers to board or disembark from the plane directly, providing a more comfortable and sheltered transition compared to outdoor stairs or buses.
Jet lag is a temporary sleep disorder that occurs when a traveler crosses multiple time zones quickly, disrupting their body’s internal clock. It can cause fatigue, difficulty sleeping, and other symptoms as the body adjusts to the new time zone.
A Known Traveler Number (KTN) is a unique identifier issued to travelers who are part of trusted traveler programs, such as TSA PreCheck or Global Entry. It allows for expedited screening at security checkpoints, making the travel process faster and more convenient.
Land arrangement refers to the non-air travel services included in a travel package, such as hotel accommodations, ground transportation, and guided tours. It covers all aspects of the trip that take place on land, ensuring a seamless travel experience for participants.
Landside refers to the area of an airport that is accessible to the public before passing through security or immigration. It includes terminals, check-in counters, baggage claim areas, and public transport access points.
Late checkout is a hotel policy that allows guests to extend their departure time beyond the standard checkout time. It is often granted based on availability and may come with an additional fee or as a complimentary service for certain loyalty members.
A layover is a break between connecting flights, where passengers remain at an airport before continuing to their final destination. Layovers can range from a short stopover of a few hours to a longer stay of several hours or overnight.
Leakage in business travel refers to the practice of employees booking travel services outside of the company's preferred travel program or negotiated rates. This often results in higher costs and a lack of control over travel expenditures.
Leisure travel refers to travel undertaken for relaxation, recreation, or personal enjoyment, rather than for business or work purposes. It includes vacations, sightseeing, or exploring new destinations without the pressures of a work-related agenda.
A Low Cost Carrier (LCC) is an airline that offers basic services at lower prices compared to traditional carriers. LCCs typically reduce costs by eliminating amenities like in-flight meals or entertainment and charging extra for things like checked luggage or seat selection.
Loyalty points are rewards earned through a company’s loyalty or rewards program, typically based on spending or frequency of use. In travel programs, these points can be redeemed for discounts, free flights, upgrades, or other travel-related perks.
A loyalty program is a rewards system offered by companies to encourage repeat business from customers. In the travel industry, it often allows travelers to earn points or miles for bookings, which can later be redeemed for perks like free flights, upgrades, or discounts.
A luggage tag is a small, identifiable label attached to a suitcase or bag that includes the traveler’s name, contact information, and flight details. It helps ensure that luggage is correctly identified and returned to its owner in case it gets lost.
Managed travel refers to a company’s approach to organizing and controlling its employees' business travel. It involves setting policies, using preferred vendors, and leveraging technology to ensure cost-efficiency, compliance, and a seamless travel experience.
A Master Account is a hotel billing arrangement in which specified charges - such as room, tax, or group meals - are billed directly to a company rather than to individual travelers. It is commonly used for business meetings, group travel, or events to simplify expense management and reconciliation.
Meal service refers to the food and beverages provided to passengers during a flight, usually based on the length of the trip and class of service. It can range from simple snacks to full meals, often tailored to dietary preferences or restrictions.
Meeting & Events (M&E) refers to the planning and execution of corporate gatherings such as conferences, seminars, and team meetings. It includes organizing logistics like travel, accommodations, venues, and technology to ensure a smooth and productive experience.
Meetings, Incentives, Conferences, and Events (MICE) is a sector of business travel focused on organizing professional gatherings. It includes conferences, reward trips, conventions, and exhibitions, designed to achieve business goals and foster engagement.
A Mirror Image Record (MIR) is a data file generated by a Global Distribution System (GDS) after a travel booking is completed. It contains detailed information about the reservation, fare, and payment, and is used by travel management companies for reporting, reconciliation, and quality control.
A Miscellaneous Charge Order (MCO) is a document issued by a travel agency or airline to process non-ticket travel charges, such as upgrades, change fees, or residual credits. MCOs are used to facilitate special transactions outside of standard air ticketing.
The National Transportation Safety Board (NTSB) is an independent U.S. government agency responsible for investigating transportation accidents. It aims to improve safety across aviation, rail, highway, marine, and pipeline systems by identifying causes and recommending changes.
Net Promoter Score (NPS) is a metric used to measure customer satisfaction and loyalty by asking how likely someone is to recommend a company or service. Scores help businesses understand customer experience and identify areas for improvement.
New Distribution Capability (NDC) is a technology standard developed by IATA that allows airlines to sell their products more directly and transparently. It gives travel buyers access to richer content, personalized offers, and real-time pricing through modern distribution channels.
NEXUS is a trusted traveler program for pre-approved individuals traveling between the United States and Canada. It offers expedited border crossing by air, land, and sea, helping travelers save time with faster security and customs processing
A non-refundable ticket is a type of airline fare that cannot be returned for a full refund if travel plans change. While it usually offers a lower price, changes or cancellations may result in fees or loss of the ticket’s value.
A non-reimbursable expense is a cost incurred during business travel that a company does not cover or pay back. These typically include personal purchases, room service, or upgrades outside of company policy.
Non-transferable refers to a travel booking, such as a ticket or reservation, that cannot be reassigned to another person. Once issued, only the original traveler can use it, ensuring security and compliance with airline or provider policies.
A nonstop flight is a flight that travels directly from the departure airport to the destination without any layovers or stops along the way. It offers the fastest and most direct route for travelers.
Occupancy rate refers to the percentage of available hotel rooms, seats on flights, or other accommodations that are filled by guests or passengers. It is a key metric used to measure the efficiency and demand for travel-related services.
Off-peak travel refers to traveling during times when demand for flights, hotels, or destinations is lower than usual. It typically occurs outside of holidays, school breaks, or busy seasons, offering travelers lower prices and less crowded experiences.
An offsite meeting is a business gathering held away from the usual workplace, often in a neutral or specialized location like a hotel or conference center. It is typically used for team building, strategy sessions, or important discussions that require focus and a change of environment.
An Online Booking Tool (OBT) is a digital platform that allows travelers to book flights, hotels, and other services within a company’s travel policy. OBTs streamline the reservation process, ensure compliance, and are often integrated with approval workflows and expense systems.
An Online Travel Agency (OTA) is a consumer-facing website that sells travel services such as flights, hotels, and vacation packages, often outside of a managed travel program. Examples include Expedia, Booking.com, and Kayak, which may not offer the policy controls or reporting needed for corporate travel.
An open jaw flight is a type of round-trip ticket where the traveler flies into one city and returns from another, with separate travel between the two. It’s useful for multi-city itineraries or when travelers plan to visit different destinations in one trip.
An out-of-pocket expense is a cost paid directly by a traveler that is not covered upfront by the company or travel program. These expenses, such as meals or transportation, are often reimbursed later if they fall within policy.
An out-of-policy booking is a travel reservation that does not follow a company’s established travel guidelines or preferred vendors. These bookings can lead to higher costs, reduced oversight, and challenges in managing travel spend and duty of care.
An overhead bin is the storage compartment located above passenger seats on an aircraft, used for storing carry-on luggage during the flight. It helps keep the cabin organized and ensures that personal items are safely stowed.
Overweight baggage refers to luggage that exceeds an airline’s set weight limit, typically resulting in additional fees. Limits vary by carrier and ticket class, so travelers are encouraged to check airline policies before packing.
A Passenger Name Record (PNR) is a digital file containing all the details of a traveler's reservation, including itinerary, contact information, and payment details. PNRs are created and stored in global distribution systems and are essential for managing, modifying, or tracking corporate travel bookings.
A Passenger Service System (PSS) is the backend technology airlines use to manage reservations, ticketing, check-in, and departure control. PSS platforms interact with GDSs and booking tools to facilitate smooth and accurate travel fulfillment.
Peak season refers to the time of year when travel demand is highest, often during holidays, school breaks, or popular vacation months. Prices for flights and accommodations are usually higher, and destinations tend to be more crowded during this period.
Per diem is a daily allowance provided by a company to cover travel-related expenses such as meals and lodging. It helps simplify budgeting and ensures travelers have consistent support while away from home.
A personal item is a small bag or item, such as a purse, backpack, or laptop case, that passengers are allowed to bring on board in addition to a carry-on. It must fit under the seat in front of the traveler and stay within airline size limits.
Personal travel refers to trips taken for non-business reasons, such as vacations, visiting family, or leisure activities. It is not covered by a company’s travel policy and is typically paid for by the traveler themselves.
The phonetic alphabet is a standardized set of words used to represent letters clearly over radio or phone communication. In travel, it helps avoid confusion when spelling names or codes, especially in noisy or high-stakes environments.
Pre-clearance is a process that allows travelers to complete customs and immigration checks before arriving at their destination. This process speeds up entry into a country, as travelers are treated as domestic arrivals upon landing.
Pre-trip authorization is the process where employees or travelers obtain approval from their company before booking travel arrangements. This ensures that the trip aligns with company policies and budgetary guidelines before any expenses are incurred.
A preferred supplier is a vendor or service provider that a company has selected based on factors like quality, cost, and reliability. Businesses often negotiate special rates or contracts with these suppliers to streamline purchasing and maintain consistency in their travel programs.
Priority boarding is a service that allows passengers to board the plane before the general crowd, often provided to frequent flyers, premium passengers, or those who purchase the service. It ensures a quicker and more organized boarding process.
Priority Pass is a membership program that provides access to airport lounges worldwide, regardless of the airline or class of service. It offers travelers a more comfortable and relaxed experience before their flights with amenities like refreshments, Wi-Fi, and quiet spaces.
Program management refers to the coordinated planning, execution, and oversight of multiple related projects or activities to achieve specific business objectives. In travel, it involves managing policies, budgets, and traveler needs to ensure a smooth and cost-effective travel program.
Rack rate is the standard, full price charged for a hotel room before any discounts, promotions, or special offers are applied. It serves as the baseline rate that hotels can adjust based on demand, season, or customer loyalty.
Rate leakage refers to the loss of potential savings or benefits when travelers book accommodations or services outside of an organization’s negotiated rates or preferred suppliers. This often results in higher costs for the company and inefficiencies in managing the travel budget.
Real ID is a form of identification that meets federal standards for security and is required for boarding domestic flights and accessing certain federal facilities in the U.S. It includes additional security features and is typically marked with a star on the top of the card.
A red-eye flight is a late-night flight that departs one day and arrives early the next morning, typically with little to no sleep during the journey. These flights are popular for maximizing time at the destination by traveling overnight.
A redress number is a unique identifier assigned to travelers who have experienced issues with their travel security screening, such as being misidentified on watchlists. It helps expedite the screening process by allowing authorities to verify a traveler’s identity and resolve any discrepancies.
A refundable ticket is an airline ticket that allows the traveler to cancel or change their flight and receive a refund, typically minus any applicable fees. It offers flexibility for changes in travel plans but usually comes at a higher price compared to non-refundable tickets.
A reimbursable expense is a cost incurred by an employee during business travel that the company agrees to pay back. This can include items like meals, transportation, or lodging, provided they follow company policies and are properly documented.
Revenue Under Management (RUM) refers to the total value of travel bookings that a TMC handles on behalf of its clients. It is a key performance metric used to measure the scale, efficiency, and impact of managed travel programs.
Ride-share is a transportation service that allows passengers to share a ride with others using a mobile app, such as Uber or Lyft. It offers a more affordable and convenient alternative to traditional taxis, often with flexible pick-up and drop-off options.
Risk management is the process of identifying, assessing, and mitigating potential risks that could negatively impact business operations or traveler safety. In travel, it involves ensuring that employees are safe, complying with policies, and minimizing financial and operational risks associated with travel.
Room and Tax to Master Account is a hotel billing arrangement in which the company pays directly for the room rate and taxes, while the traveler covers any incidental charges. This method simplifies reconciliation and is commonly used for corporate travel and group hotel bookings.
A room block is a group of hotel rooms reserved in advance for a specific event, such as a conference, meeting, or wedding. It ensures availability for attendees and often comes with discounted rates for those booking within the block.
A runway is a long, paved strip of land at an airport where aircraft take off and land. It is designed to accommodate the speed and weight of planes during the takeoff and landing process.
Scope 3 emissions refer to the indirect greenhouse gas emissions that occur in a company’s value chain, including both upstream and downstream activities. These can include emissions from the production of purchased goods and services, employee travel, waste disposal, and transportation.
Seat assignment is the process of selecting a specific seat on an aircraft before or during a flight. Passengers can often choose their seat in advance when booking or at check-in, with options ranging from standard seats to premium locations, such as window or aisle seats.
A seat map is a visual representation of the seating arrangement on an aircraft, showing the location of each seat, including classes, aisles, exits, and other key features. It helps passengers choose their preferred seat during booking or check-in.
Seat pitch refers to the distance between one seat and the seat directly in front of it, typically measured from the back of the seat to the front edge. It is often used as an indicator of legroom and comfort, with more space providing a more comfortable seating experience.
A security briefing is a set of instructions provided to travelers before or during their journey, outlining safety procedures, emergency protocols, and other important security information. This ensures that passengers are informed and prepared in case of any security-related incidents during their trip.
A security checkpoint is a designated area at airports where passengers and their belongings are screened for prohibited items before boarding a flight. This process typically involves passing through metal detectors, scanning carry-on luggage, and sometimes undergoing additional security measures.
Security screening is the process of checking passengers, their carry-on items, and luggage for security threats before they board a flight. This includes using x-ray machines, metal detectors, and sometimes manual inspections to ensure safety.
SENTRI (Secure Electronic Network for Travelers Rapid Inspection) is a program from U.S. Customs and Border Protection (CBP) that allows pre-approved, low-risk travelers to bypass standard inspection lines and expedite their entry into the United States. By using dedicated lanes at land border crossings, approved members enjoy quicker and more efficient entry, saving time and reducing travel delays.
A Service Level Agreement (SLA) is a contract between a service provider and a client that outlines the expected level of service, including specific performance metrics and response times. It ensures both parties are aligned on expectations and provides a framework for addressing any service-related issues that may arise.
Shoulder season refers to the period between peak and off-peak travel times, typically occurring just before or after the busy seasons. During this time, travelers can often find lower prices and fewer crowds while still enjoying favorable weather and attractions.
A shuttle service is a transportation option that operates on a set schedule, providing shared rides between specific locations, such as airports, hotels, or event venues. It is a cost-effective and convenient way for travelers to get to their destination without needing private transportation.
A split ticket refers to the practice of purchasing separate one-way tickets for different legs of a journey, rather than a round-trip or multi-leg ticket. This approach can sometimes result in lower overall fares, especially when flights on different airlines or routes are involved.
A standby passenger is a traveler who does not have a confirmed seat on a flight but hopes to be accommodated if there are empty seats available. Standby passengers typically wait for no-shows or last-minute cancellations to secure a seat, often on a first-come, first-served basis.
A stopover is a planned break in a journey, typically lasting between 4 and 24 hours for domestic flights or more than 24 hours for international flights. It occurs at an intermediate point before reaching the final destination, allowing travelers to explore a city or rest before continuing their trip.
Supplier negotiation is the process where businesses engage with suppliers to agree on key terms such as pricing, delivery schedules, and product quality. The goal is to secure the best possible deal while maintaining a positive and long-term relationship with the supplier.
Sustainable travel refers to tourism practices that minimize negative impacts on the environment, economy, and local cultures while supporting conservation and community development. It encourages responsible decision-making, such as reducing carbon emissions, supporting local businesses, and preserving natural resources for future generations.
The tarmac is the paved surface at an airport where aircraft are parked, boarded, or undergo maintenance. It also serves as the area where planes taxi before takeoff or after landing, and it typically refers to runways and taxiways made from asphalt or similar materials.
A terminal is a designated building at an airport where passengers check in, board, and disembark from their flights. It houses various services such as ticket counters, baggage claim, security checkpoints, and gates for departing and arriving flights.
A through passenger is a traveler who remains on board a flight during a stopover or layover and continues to their final destination without leaving the aircraft. This typically applies to non-stop international flights with scheduled layovers at intermediate airports.
A ticket number is a unique identifier assigned to a specific flight booking. It is used by airlines to track and manage passenger reservations, ensuring that the correct information is associated with the traveler’s itinerary.
Touchless booking refers to a booking process that minimizes physical interactions by allowing travelers to complete their reservations through digital platforms, often using automated systems or mobile apps. This streamlined process enhances convenience and safety, especially during health-conscious times, by reducing the need for in-person contact.
A tourist visa is a document issued by a country's government that allows travelers to enter and stay in the country for leisure or tourism purposes. It typically has a limited duration and may have specific conditions regarding travel activities, such as restrictions on work or study.
The Transportation Security Administration (TSA) is a U.S. government agency responsible for ensuring the safety and security of the nation’s transportation systems, primarily focusing on air travel. The TSA implements security measures, including screening passengers, baggage, and cargo at airports to prevent potential threats.
A travel advisory is a formal notice issued by governments or international organizations to inform travelers about potential risks or safety concerns in a particular destination. These advisories typically highlight issues such as natural disasters, political instability, or health threats, helping travelers make informed decisions about their trips.
A travel agency is a business that helps individuals or companies plan and book travel arrangements, such as flights, hotels, and transportation. They offer expertise and support to create efficient, cost-effective, and customized travel experiences.
A travel agent is a professional who assists clients with planning and booking their travel, offering advice on destinations, transportation, accommodations, and more. They use their expertise to simplify the booking process and help travelers get the best value and experience.
A Travel Agent Service Fee (TASF) is a charge applied by travel agencies or TMCs to cover the cost of booking and managing travel services. TASFs may apply to air ticketing, itinerary changes, or other value-added services provided during the reservation process.
Travel alerts are short-term notices that inform travelers about disruptions or changes that may affect their plans, such as severe weather, strikes, or transportation delays. These alerts help travelers stay informed and make quick adjustments when needed.
Travel and Expense (T&E) refers to the costs associated with business travel, including transportation, lodging, meals, and other work-related expenses. Companies typically have systems in place to manage, track, and reimburse these costs in line with their travel policies.
Travel as a Service (TaaS) is a modern approach to corporate travel management that leverages open platforms, APIs, and cloud-based systems to deliver flexible, integrated travel solutions. TaaS allows companies to customize their travel stack while maintaining control over cost, compliance, and user experience.
Travel Expense Management (TEM) is the process businesses use to track, control, and reimburse costs incurred during employee travel. It helps ensure expenses align with company policies while offering visibility into travel spending for better budgeting and compliance.
Travel insurance is a type of coverage that protects travelers from unexpected events like trip cancellations, medical emergencies, or lost luggage. It provides financial support and peace of mind before and during a trip.
A Travel Management Company (TMC) is a specialized agency that helps organizations manage their business travel needs, offering services like booking, policy compliance, reporting, and traveler support. TMCs aim to streamline travel processes, reduce costs, and enhance the traveler experience.
A travel manager is the person responsible for overseeing a company’s travel program, ensuring trips are cost-effective, efficient, and aligned with company policies. They manage vendor relationships, track spending, and support travelers before, during, and after their journeys.
Travel policy compliance refers to how closely employees follow their company’s established travel guidelines when booking and conducting business trips. It helps organizations manage costs, ensure traveler safety, and maintain consistency across travel programs.
A travel restriction is a rule or regulation that limits or prevents people from traveling to or from certain locations. These restrictions may be put in place due to safety, health, political, or security concerns, and can affect specific countries, regions, or types of travelers.
Travel Risk Management (TRM) involves the processes and tools used to ensure the safety and security of employees while they travel for business. TRM programs include traveler tracking, real-time alerts, emergency support, and policy guidance to help companies fulfill their duty of care obligations.
Traveler wellness refers to the physical and mental well-being of individuals while they are on the road for business or leisure. It includes considerations like rest, nutrition, stress management, and access to health resources to support a safe and productive trip.
Traveler experience refers to the overall journey a traveler has, from planning and booking to returning home. It encompasses convenience, comfort, support, and satisfaction at every stage of the trip, with the goal of making travel smooth and stress-free.
Traveler support refers to the assistance provided to travelers before, during, and after their trip. This can include help with bookings, itinerary changes, emergency situations, and ensuring travelers stay informed and cared for throughout their journey.
Trip cancellation insurance is a type of coverage that reimburses travelers for prepaid, non-refundable expenses if they need to cancel their trip for a covered reason. It helps protect against financial loss due to unexpected events like illness, severe weather, or emergencies.
A Trusted Traveler Program is a government-run initiative that offers expedited security screening for pre-approved, low-risk travelers. Members typically undergo a background check and interview, allowing them to move more quickly through airport security or customs.
TSA PreCheck is a U.S. government program that allows eligible travelers to use expedited security lanes at airports. Approved members can keep on shoes, belts, and light jackets, and leave laptops and liquids in their bags during screening.
U.S. Customs and Border Protection (CBP) is a federal agency responsible for securing the borders of the United States while facilitating lawful international travel and trade. It manages customs, immigration, and agricultural inspections at ports of entry to protect the country and support economic growth.
An Ultra-Low-Cost Carrier (ULCC) is an airline that offers extremely low base fares by charging separately for extras like seat selection, carry-on bags, and in-flight services. This model focuses on budget-conscious travelers who prefer to pay only for the services they use.
An unaccompanied minor is a child traveler, typically under the age of 18, who is flying alone without a parent or guardian. Airlines often provide special assistance and supervision to ensure the child's safety and comfort during the flight.
Unmanaged travel refers to travel that is not booked or overseen through a company’s formal travel program or policy. It often leads to higher costs, inconsistent booking practices, and lack of visibility into the traveler’s itinerary or expenses.
An unused ticket refers to a flight ticket that has been purchased but not used for travel. It may be eligible for a refund or credit, depending on the airline's policies, though it typically requires a change or cancellation request.
Unused ticket management is the process of handling tickets that were purchased but not used for travel. It involves tracking and processing these tickets to determine if they can be refunded, rebooked, or credited for future travel, ensuring that businesses and travelers maximize the value of their purchase.
Value-added Tax (VAT) is a consumption tax applied to goods and services in many countries outside the U.S. For global business travel, VAT may be charged on expenses like hotel stays or car rentals, and companies often seek to reclaim eligible VAT to reduce overall travel costs.
Vendor management is the process of overseeing and managing relationships with third-party suppliers or service providers. It includes selecting vendors, negotiating contracts, ensuring service quality, and maintaining effective communication to meet business goals and mitigate risks.
The Visa Waiver Program (VWP) allows citizens from participating countries to travel to the United States for tourism or business for up to 90 days without needing a visa. Travelers must be pre-approved through the Electronic System for Travel Authorization (ESTA) before departure.
A window seat is a seat on an airplane located next to the aircraft's window. It offers passengers a view of the outside, and is often preferred for its scenic views or the ability to lean against the wall for comfort during the flight.
Yield management is a pricing strategy used by airlines, hotels, and other industries to maximize revenue by adjusting prices based on demand and available supply. It involves setting different prices for the same service or product, depending on factors like time, seasonality, and customer profile.
