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Booking FAQ
Egor Karpovich
By Egor Karpovich
• 16 articles

Payment Terms and Deadlines for Bookings

Understanding payment schedules is essential for securing your corporate travel bookings. All payments are subject to exchange rate fluctuations, and funds are credited based on the exchange rate at the time payment is received. Payment Schedules for Ground Services The payment timeline depends on how far in advance you book relative to your departure date. Bookings Made More Than 90 Days Before Departure - Prepayment: 20% must be paid within 3 banking days from the moment the booking is confirmed - Full payment: No later than 15 days before departure - Seychelles destinations: Full payment no later than 21 days before departure Bookings Made Less Than 90 Days Before Departure - Prepayment: 30% must be paid within 3 banking days from the moment the booking is confirmed - Full payment: No later than 15 days before departure - Seychelles destinations: Full payment no later than 21 days before departure Bookings Made Less Than 15 Days Before Departure - Full payment: Required immediately upon confirmation of the booking Payment Terms for Tours with Scheduled Flights When your booking includes scheduled flights, additional considerations apply: Critical: Payment for tickets on scheduled flights must be made in full after the booking is confirmed, in accordance with the time limit set by the airline. Bookings Made More Than 90 Days Before Departure - Prepayment: 20% (but not less than the cost of the tickets) must be paid within 3 banking days from the moment the booking is confirmed - Full payment: No later than 15 days before departure - Seychelles destinations: Full payment no later than 21 days before departure Bookings Made Less Than 90 Days Before Departure - Prepayment: 30% (but not less than the cost of the tickets) must be paid within 3 banking days from the moment the booking is confirmed - Full payment: No later than 15 days before departure - Seychelles destinations: Full payment no later than 21 days before departure Bookings Made Less Than 15 Days Before Departure - Full payment: Required immediately upon confirmation of the booking Important Reminders About Payment Deadlines Check Time Limits for Scheduled Flights Full payment is required for ticket issuance. If payment is not received before the time limit, the reservation will be automatically canceled. Rebooking at the original fare and seat availability is not guaranteed. You can find the time limit at the ticket search stage or in the booking details. Airlines may shorten the time limit, especially for flights departing within 3–5 days or during peak seasons. Meet All Payment Deadlines If payments are not made on time, the request may be canceled automatically according to the rules for non-refundable costs. If you are unable to pay within the deadline shown in your booking, please contact us in advance to resolve the issue (if possible). Understanding Non-Refundable Costs If a request is canceled during a period where non-refundable costs apply, those charges may still apply even if no payment has been made. Inform your travelers in advance and place bookings only after receiving approval. You can check potential non-refundable charges by submitting a request through the feedback form or in the relevant section of the website. Early Booking Promotions Please confirm the details before making a reservation when taking advantage of early booking promotions, as special terms may apply.

Last updated on Apr 18, 2026

Making Changes and Corrections to Your Booking

Flexibility is important in corporate travel, and you can make changes to your bookings as needed. However, understanding the process and potential costs will help you manage changes efficiently. How to Request Changes to Your Booking All changes to booked tours must be made through correspondence in your Personal Account. Changes to Hotel, Room Type, Meal Plan, Transfer, or Stay Dates To change the hotel, room type, meal plan, transfer, or hotel stay dates, please submit a request with the updated tour parameters. If any non-refundable expenses already incurred apply, we will inform you in advance. Once you confirm your agreement with the applicable costs and the new price of the booking, we will proceed with rebooking. Changing Travel Dates for Scheduled Flights Changing the travel dates is considered a voluntary ticket exchange and requires airline approval. - If the airline approves the exchange, a fare difference will be charged based on the current ticket price - If the exchange is not approved, the existing ticket must be canceled and a new one purchased Making Last-Minute Changes Yes, you can make changes to your booking at any time. However, to minimize costs, we recommend discussing any changes with your account manager or contacting our support team. Correcting Data Entry Errors If, after booking and confirming the request, you discover an error in the spelling of the client's surname/name or passport details, our staff will make the necessary corrections without penalties* in most cases. Please create a request in your Personal Account, specifying the correct client details in text format. In some cases, a copy of the document may be required. Important Notes for Flight Bookings *Does not apply to GDS tours or flight ticket bookings. In such cases, we are obliged to follow the airline's fare rules: - Mistake in MR / MRS field: According to airline regulations, this is not considered a critical error and does not require correction - Mistakes in surname/name, passport number, or date of birth: These are considered significant and require reissuing the ticket for an additional fee, based on the airline's policy - If the surname/name is changed entirely: The ticket must be rebooked at the current airline fare, and penalties may apply according to the airline's rules on the original ticket Best Practices to Avoid Changes Verify Information at Time of Booking Check the accuracy of passport details and other parameters at the time of booking. This helps avoid any non-refundable costs due to changes in hotel, departure date, or traveler names after the request has been confirmed. Review Total Cost Before Confirming Review the total cost of the booking before placing it. By placing a booking, you accept the listed price. Any price change without prior approval from us is not allowed.

Last updated on Apr 18, 2026

Booking Rules and Best Practices

Following these booking guidelines will help ensure smooth processing of your corporate travel arrangements and minimize potential complications. Keep Your Information Current Update Contact Information Verify that your company's contact information is up to date in the Booking System's Personal Account. Why? To ensure timely receipt of notifications regarding order updates and to maintain efficient communication. You can update your details anytime. Tip to Speed Up Communication When placing a booking, please add the responsible person's name, extension number, and other contact details in the comment section so we can quickly reach out if needed. Accuracy and Details Matter Check Passport Details Carefully Check the accuracy of passport details and other parameters at the time of booking. Why? To avoid any non-refundable costs due to changes in hotel, departure date, or traveler names after the request has been confirmed. Include Traveler Preferences Include traveler preferences in the booking comment. Why? This helps us do our best to fulfill them. However, please note that requests are not guaranteed and are subject to hotel discretion. Provide Flight Information When booking only hotel and transfers, include travelers' flight details in the comment section. Why? This information is essential for coordinating the transfer. Without it, we cannot guarantee transfer service. Monitor Your Bookings Check Your Personal Account Regularly Monitor the order status and comments in your Personal Account. Why? Emails may end up in the spam folder. Checking your account ensures you're informed about the booking status and confirmations. Processing typically takes up to 48 hours, though often faster. Note: During holidays or high travel periods, response time may be extended due to limited hotel availability. Respond Promptly to Alternatives If a request is not confirmed, respond promptly to alternative options. Why? Alternatives are shown in your Personal Account. You must respond within 48 hours (unless stated otherwise in the comment), or the request will be automatically canceled. Please note: we do not hold rooms or flights offered as alternatives unless this has been pre-approved. Document Verification Issue and Verify Documents on Time Issue and verify travel documents on time. Why? Documents become available after full payment and can be downloaded directly from your Personal Account. We recommend double-checking documents before providing them to travelers to allow time for corrections if needed. Understanding Preliminary Booking Requests What is a Preliminary Booking Request? This feature allows you to lock in the current tour price based on the airfare available at the time of booking. A preliminary booking can be made no later than 7 nights before the start of the tour. Activation Time Limits - Ground services – within 48 hours - Tours with scheduled flights – within 24 hours If the request is not activated within the specified time, it will be automatically canceled, and no actual incurred costs will be charged. For tours with scheduled flights, if the airline changes the ticketing time limit, the activation deadline may be shortened accordingly.

Last updated on Apr 18, 2026

Important Conditions and Liability Information for Airline Tickets

Understanding your rights and the liability limitations that apply to air travel is crucial for corporate travel planning. This information outlines the key legal frameworks and conditions that govern airline transportation. International Convention Coverage PASSENGERS WHOSE TRANSPORTATION INVOLVES A DESTINATION OR STOP IN A COUNTRY OTHER THAN THE COUNTRY OF DEPARTURE ARE HEREBY NOTIFIED THAT THE PROVISIONS OF INTERNATIONAL AGREEMENTS KNOWN AS THE MONTREAL CONVENTION OR THE PRECEDING WARSAW CONVENTION AND ITS ADDITIONAL PROTOCOLS MAY APPLY TO THE ENTIRE TRANSPORTATION, INCLUDING ANY PORTION ENTIRELY WITHIN THE COUNTRY. FOR SUCH PASSENGERS, THE APPLICABLE CONVENTION—INCLUDING SPECIAL CONDITIONS OF CARRIAGE ESTABLISHED BY APPLICABLE FARES—GOVERNS AND MAY LIMIT THE CARRIER'S LIABILITY. Liability Limitations Under the Montreal Convention The Montreal Convention or the Warsaw Convention may apply to your journey. These conventions provide for and may limit the liability of air carriers for death or injury, for loss, damage or delay of baggage, or for delay of the flight. If the Montreal Convention applies, the following liability limits are established: 1. There are no financial limits for passenger death or bodily injury. 2. For destruction, loss, damage or delay of baggage, liability is limited to 1,288 Special Drawing Rights (approximately €1,500 or $1,700 USD) per passenger in most cases. 3. For flight delay, liability is limited to 5,346 Special Drawing Rights (approximately €6,600 or $7,300 USD) per passenger in most cases. EU Directive No. 889/2002 requires EU carriers to apply the Montreal Convention's liability limits to all flights operated by them. Many non-EU carriers have voluntarily adopted the same limits. Liability Limitations Under the Warsaw Convention If the Warsaw Convention applies, the following liability limits may apply: 1. 16,600 Special Drawing Rights (approximately €20,000 or $20,000 USD) for passenger death or injury if the Hague Protocol applies; or 8,300 Special Drawing Rights (approximately €10,000 or $10,000 USD) if only the original Warsaw Convention applies. Many carriers have voluntarily waived these limits. Under U.S. law, for travel to/from the U.S. or with a scheduled stop in the U.S., liability cannot be less than $75,000 USD. 2. 17 Special Drawing Rights (approximately €20 or $20 USD) per kilogram of checked baggage and 332 Special Drawing Rights (approximately €400 or $400 USD) for unchecked baggage. 3. The carrier may also be liable for damage caused by flight delays. More information about the liability limits applicable to your journey is available from the carrier. If your journey involves multiple carriers, you must check with each carrier about the applicable liability limits. Protecting Your Baggage Regardless of which Convention applies, you may increase your baggage liability limit by declaring a higher value during check-in and paying an additional fee (if applicable). Alternatively, you may fully insure your baggage before the trip if its value exceeds the standard limits. Time Limits for Claims and Actions Legal Action Deadline Time limits for claims: Any legal action must be brought within two years from the date of arrival of the aircraft or the scheduled arrival date. Baggage Claims Baggage claims: In case of baggage damage, a written claim must be submitted to the carrier within 7 days after receiving the checked baggage. For delayed baggage, claims must be submitted within 21 days from the date the baggage was made available to the passenger. Contract Terms and Conditions Notice of Conditions Incorporated into the Contract 1. Your air transport contract with the carrier (for international, domestic, or domestic travel within international transport) is subject to this notice, the carrier's terms and conditions, applicable rules and fare conditions. 2. If more than one carrier is involved in the journey, each carrier may apply its own terms, rules, and fares. 3. These terms, rules, and fares form part of your contract of carriage. 4. Carrier conditions may include (but are not limited to): - Liability limits for death or injury of passengers - Liability limits for loss, damage, or delay of baggage, including fragile or perishable items - Rules for declaring baggage value and additional fees - Limitations of liability for actions by employees or service providers - Time limits for making claims and filing legal actions - Rules regarding booking confirmation, check-in, ticket validity and duration - Carrier rights in the event of delays, cancellations, aircraft substitutions, and route changes - Carrier rights to deny boarding to passengers who violate laws or lack travel documents 5. More information about the contract terms and how to obtain a copy is available at the ticket sales office. Many carriers also publish this on their websites. If required by law, you may review the full contract at the airport or receive a copy upon request free of charge. 6. If a carrier sells a ticket or checks baggage for a flight operated by another carrier, it acts only as the ticketing carrier for that operating carrier. 7. JSC 'TCH' (TIN 7714017443) is the executive body of the Settlement System for Air Transport (SVVT) and provides the following services on behalf of carriers: - Certification of the air transport contract issued via SVVT e-ticket - Creation and maintenance of the electronic contract record - Ensuring data preservation in the central e-ticket system - Providing the passenger with access to information corresponding to the air transport contract A fee (ZZ code) is charged for these services when the travel document is issued. Essential Travel Requirements YOU CANNOT TRAVEL WITHOUT ALL REQUIRED DOCUMENTS SUCH AS A PASSPORT AND VISA. GOVERNMENT AUTHORITIES MAY REQUIRE THE CARRIER TO PROVIDE INFORMATION OR GRANT ACCESS TO PASSENGER DATA. Denied Boarding Procedures DENIED BOARDING: More tickets may be sold than seats available. There is a small chance you may be denied boarding even with a confirmed reservation. If denied boarding, you may be entitled to compensation. If required by law, the carrier must first seek volunteers before denying boarding involuntarily. Ask your carrier for full rules and boarding priority details. Baggage Information General Baggage Rules BAGGAGE: Some items may have declared higher value. Carriers may apply special rules for fragile, valuable, or perishable items. Contact your carrier for more information. Checked Baggage Checked baggage: Free baggage allowance depends on service class and route. Extra charges may apply for excess baggage. Contact your carrier for full details. Hand Luggage Hand luggage (unchecked baggage): Free carry-on limits depend on service class, route, and aircraft type. Passengers are advised to carry minimal hand luggage. Each carrier may have different baggage rules. Special U.S. Baggage Liability SPECIAL BAGGAGE LIABILITY FOR U.S. TRAVEL: For domestic U.S. travel, federal rules set minimum liability at $3,500 USD per passenger (see 14 CFR 254.5). Check-In and Boarding CHECK-IN TIME: The time shown on your itinerary/ticket is the scheduled departure time. It is not the check-in or boarding time. If you are late, the carrier may deny boarding. The check-in time set by the carrier is the latest time passengers can be accepted. The boarding time is the latest time a passenger must arrive at the gate. Dangerous Goods Restrictions DANGEROUS GOODS: Unless specially permitted, dangerous goods must not be placed in checked or hand luggage. These include (but are not limited to): compressed gases, corrosives, explosives, flammable liquids and solids, radioactive materials, oxidizers, poisons, infectious substances, and security-equipped briefcases. Additional restrictions may apply. Contact your carrier for more information. DANGEROUS GOODS: Do not pack or carry the items shown below without the carrier's permission.   DO NOT COMPROMISE YOUR SAFETY OR THE SAFETY OF OTHER PASSENGERS TRAVELING WITH YOU. FOR MORE INFORMATION, PLEASE CONTACT YOUR CARRIER. Translation and other useful information are available on the IATA website: https://www.iatatravelcentre.com/tickets.htm

Last updated on Apr 18, 2026

Baggage: What's Included and How to Check

Understanding Your Baggage Allowance Every flight ticket includes specific baggage rules, but these vary widely depending on the airline, fare class, route, and even the aircraft operating your flight. There's no universal standard, so it's essential to check your specific booking. Before You Book When you're reviewing flight options at checkout, Travel Code displays the full tariff details for each option. This includes: - Service class and cabin configuration - Aircraft type - All included services (meals, baggage, seat selection, etc.) - Any restrictions or conditions Take a moment to compare these details across your options — a slightly higher fare may include checked baggage that would otherwise cost extra. After You've Booked Once your booking is confirmed, you can find tariff information directly in your order details. For most airlines, we also provide a direct link to the carrier's official baggage policy page, where you'll find the most current and detailed rules for your specific flight. Please note that direct links to airline baggage pages aren't available for every carrier, but the core allowance details are always visible in your order. Need Extra Baggage? If you need to add checked baggage or increase your allowance: 1. Add a note in your order comments specifying your baggage requirements 2. Contact our support team via the in-app widget, email, or phone Our team will help you arrange additional baggage and confirm any associated fees before your departure.

Last updated on Apr 19, 2026

Connecting Flights and Transfers

Understanding Connecting Flights When booking multi-leg journeys through Travel Code, it's important to understand that connection requirements vary significantly based on your specific itinerary. Each airport, airline, and terminal combination has its own operational constraints and minimum connection time requirements. Minimum Connection Times Minimum connection times (MCT) differ by airport and can range from as little as 30 minutes at smaller facilities to 2+ hours at major international hubs. Factors affecting MCT include: - Airport size and layout — larger airports require more transit time between gates - Terminal changes — connections requiring terminal changes need additional buffer time - International vs. domestic — international connections typically require longer times for customs and immigration - Airline partnerships — same-airline or alliance connections may have shorter approved MCTs Travel Code's booking system automatically filters out connections that don't meet the airport's published minimum connection time, but we recommend building in extra buffer time when possible, especially for important meetings or tight schedules. Airline-Specific Policies Connection policies, baggage transfer procedures, and rebooking protections are determined by the operating airline(s) on your itinerary. When booking through Travel Code: - Review each airline's specific connection and transfer policies - Confirm whether your baggage will be automatically transferred (especially on separate tickets) - Understand the airline's rebooking obligations if you miss a connection due to delays Need help navigating connection details? Robert AI can search flights with your preferred connection time, inspect specific routing options, and check real-time flight status for both segments of your journey. Just ask Robert to "find flights from [origin] to [destination] with at least [X] hours connection time" or "check the status of my connecting flights." If You Miss a Connection If you miss a connection because of a delay on the first segment of your journey, contact Travel Code support immediately: - In-app with Robert AI — Robert can pull your affected order, check available rebooking options with the airline, and help you understand your next steps - Phone or email support — our team can coordinate with the airline on your behalf For detailed information about delay protections and airline obligations, see our article on "Flight Delays and Cancellations." Best Practices for Corporate Travelers 1. Book longer connections for critical travel — if you're traveling to an important meeting, add buffer time beyond the minimum 2. Check terminal information — confirm whether you'll need to change terminals and factor in transit time 3. Monitor your first flight — if your inbound flight is delayed, contact support proactively rather than waiting until you've missed the connection 4. Keep airline contact info handy — while Travel Code can assist, the operating airline ultimately controls rebooking for missed connections

Last updated on Apr 19, 2026

Cancelling a flight ticket with penalty

If your booking includes a flight you need to cancel, you can do it yourself from your personal cabinet. Before the cancellation goes through, the system shows the exact penalty amount and how much will be refunded (or what's still owed). How it works 1. Open your booking → find the flight segment you want to cancel. 2. Click "Cancel with penalty". 3. A modal appears with the breakdown: - ticket price, - cancellation penalty (defined by the fare conditions), - net amount to be refunded — or to be paid on top. 4. If you're OK with the numbers, click "Cancel". If not — "Don't cancel", and the modal closes with no effect. 5. Everything from there is automatic: the ticket is cancelled with the airline, and the financial side is reflected in your booking. Frequently asked questions Why is the refund less than the ticket price? Under the fare conditions, the airline withholds a cancellation penalty. Our service fee is also non-refundable. Together they account for the gap between the ticket price and what comes back. Can the refund be zero? Yes — if the fare is fully non-refundable, or if there's little time left before departure. In that case the airline doesn't return anything, unfortunately, and we can't override that. I haven't paid for the booking yet — why is there still a penalty? The airline issues the ticket at booking time, before payment. So if you cancel, the airline still charges us the penalty. If your booking wasn't paid yet, the penalty and service fee stay on your booking as an amount owed — you can settle it with a card or from your deposit. Where does the refund go? Refunds land in your deposit balance inside your personal cabinet. You can use it right away to pay for a new trip. If you'd rather have it back on your card, message us and we'll process a payout separately (up to 15 business days). Why is the ticket in one currency and the refund in another? Airlines sometimes refund in the fare currency rather than the payment currency. We convert the amount at the exchange rate on the day of cancellation. The final figure is shown in the breakdown modal before you confirm. Can I cancel just one flight out of a multi-leg itinerary? Cancellation is performed for an entire booking at once. If your trip has several separate bookings, each can be cancelled on its own. What if I change my mind? Until you click "Cancel" in the breakdown modal, nothing happens — you can click "Don't cancel" and go back to the booking. Once you confirm, the cancellation goes through to the airline and can't be undone. If you have questions Message us in the support chat or at support@travel-code.com. Please include your booking number so we can help faster.

Last updated on Apr 29, 2026