iGATOR User Guide - 2023

Integrated Global Airline Ticket Order Record (IGATOR)
EDITION FEBRUARY 2023

Table of Contents
1. How to Access?....................................................................................................................................................................... 1
1.1 IGATOR .............................................................................................................................................................................................. 1
1.2 IGATOR Training ............................................................................................................................................................................... 2
2. User Authorization and Logging in ............................................................................................................................................................. 3
2.1 Authorization .................................................................................................................................................................................... 3
2.2 Logging in .......................................................................................................................................................................................... 3
3. Homepage and Tabs.................................................................................................................................................................................. 4
4. PROFLIGHT………………… ............................................................................................................................................................................ 5
4.1 Create Proflight................................................................................................................................................................................. 5
4.2 Manage Proflight .................................................................................................................................................................................. 8
5. TICKET ORDER RECORD ...........................................................................................................................................................................10
5.1. Create TOR ..................................................................................................................................................................................... 10
5.1.1. Create TOR IGATOR Source ................................................................................................................................................ 10
5.1.2. Create TOR MiMOSA Source .............................................................................................................................................. 14
5.1.3. Create TOR MCO ................................................................................................................................................................. 18
5.2 Manage TOR ................................................................................................................................................................................... 22
6. AMENDMENTS .......................................................................................................................................................................................25
6.1 Types of Amendments ................................................................................................................................................................... 25
6.2 Credit Note/Refund ........................................................................................................................................................................ 31
6.3 Invoice and Credit Note Status ...................................................................................................................................................... 34
6.3 Ticket Status .................................................................................................................................................................................... 35
7. REPORTS…………………………………………………............................................................................................................................................36
8. IGATOR Standard Operating Procedures (SOPs).......................................................................................................................................37
9. IGATOR Troubleshooting.........................................................................................................................................................................42
10. ACO Instructions - Staff Travel Transportation tickets processing within IGATOR and process flow to PRISM Financials...........................43
11. Resettlement and Movement Management Division (RMM) Directives ................................................................................................44
Directive 27 : Guidelines for Requesting Credit Notes ...................................................................................................................... 44
Circular 393 : Unreceived Airlines Invoices & Credit Notes in iGATOR............................................................................................. 45
Circular 391 : Temporary Adjustment in iGATOR Amendment Processing during COVID-19........................................................ 50
ANNEX A………………….. ...............................................................................................................................................................................51
HOW TO RESET IGATOR FIORI TILES ................................................................................................................................................... 51
ANNEX B………………………............................................................................................................................................................................53
In MiMOSA ............................................................................................................................................................................................ 53
In iGATOR .............................................................................................................................................................................................. 53
How to tag TOR Amendments to COVID-19....................................................................................................................................... 54
How to untag TOR from COVID-19 related amendments. ................................................................................................................ 55
RMM Directive 55 : Payment By : “AISU-GENEVA” in both iGATOR and MiMOSA......................................................................... 56
RMM Directive 62: iGATOR Amendments for Global Agreements .................................................................................................. 57
RMM Directive 105 : iGATOR Definition of Commonly Used Airline Terminology and Corresponding iGATOR Action .............. 58
1. How to Access?
1.1 IGATOR
In the upper left side corner of the RMM Portal’s main page, click on the IGATOR link.
In the dropdown menu under the Systems tab of the RMM Portal’s main page, click on the IGATOR link.
On the Intranet Portal under Corporate Applications dropdown menu in PRISM Applets or New IGATOR,
click on the IGATOR link.
Integrated Global Airline Ticket Order Record (IGATOR) 1 of 59

Updated: February 2023
The IGATOR application could be accessed directly using the link below:
https://prismapps.iom.int/prismapps#Shell-home
For effortless navigation it is strongly recommended to use Chrome browser.
1.2 IGATOR Training
IGATOR Training is accessible next to IGATOR link on RMM Portal’s main page.
In the dropdown menu under the Systems tab of the RMM Portal’s main page, click on the IGATOR Training
link.
The IGATOR Training application can be accessed after requesting training account access from MOH HQ.
Please take note of the following:
• The training site uses MiMOSA and RMI Training Data. Hence, for end-to-end processing, the user will
need to create the movements and reservations in MiMOSA Training.
• The training site creates TORs with the numbers starting with 47
• Email notifications distributed by the training site contain reference to training environment
• The training site does not create POs and GRs in PRISM Production (Live)

2. User Authorization and Logging in
2.1 Authorization
To get authorization for the IGATOR system, a new user should follow the steps outlined on the RMM
Portal under http://rmmportal.iom.int/systems/igator .
The access process follows a thorough a verification process of both PRISM data and user roles in
coordination with MSS and MFS/PCST.
2.2 Logging in
To be able to log into the IGATOR system, accessing the link as described above (in Where to Access?), the
authorized user should enter personal IOM account credentials to access the IOM Office 365 ecosystem.

3. Homepage and Tabs
The IGATOR Homepage is accessible under the PRISM applets dashboard and comprises the dynamic
applications/tiles devoted to different processes and reports. The Homepage can be customized, and the
applications rearranged by dragging tiles to new positions.
Under the User Menu screen the Edit Mode for Home Page can be accessed and the page can be further
customized to have renamed/rearranged/new tabs containing preferred applications.

4. PROFLIGHT
4.1 Create Proflight
Create Proflight is a pre-requisite action for TORs with IGATOR data source.
STEPS (mandatory fields are marked with an asterisk):

a. Click on Create Proflight Tile from the IGATOR Homepage.
b. Enter the Proflight number: the system checks if the PF already exists and if so, provides a response to
the user with the required action. The mission code is defaulted to the user’s mission/office code and
the date of departure – to the earliest date from the itinerary information (Legs).

c. Enter the WBS element/s and the percentage distribution. At this step, wbs is not a mandatory
information and the Proflight can be saved with no data in WBS section.
d. Enter the Legs: flight details (flight number, dates, from/to), selecting approved Invoice Vendors.

e. Enter the Passengers or Migrant Passengers bio data. For IOM Staff, enter the staff number (in case
available) and click Copy to complete the details, or click search icon in Staff No field and search by the
Last Name. For Migrant Passenger enter Individual No and bio data as per the information in MiMOSA. If
the details are not correct, the system will not allow to Save.
f. Click Save to preview the Proflight details and proceed with Create TOR or Edit in case some information
requires correction.
g. In case the TOR is to be created later, click Home icon in the upper left corner to exit the page.

4.2 Manage Proflight
a. Click on Manage Proflight Tile from the IGATOR Homepage.
b. Enter the Proflight number in full or partly and click on Go to find the specific PF or a list of PFs. It is also
possible to use some other filters to narrow down the search and identify the Proflights matching the
parameters.
c. Click on the Proflight line in the search result table to access the PF details page.

d. Click Edit to modify the Proflight elements (Wbs, itinerary legs, passengers) or proceed with Create TOR.
If the TOR is to be created at a later stage, access the Create TOR Tile from the Homepage.
For more detailed information on functional specifications for Create and Manage Proflights in IGATOR,
please refer to the walkthrough guide below.

5. TICKET ORDER RECORD
5.1. Create TOR
There are 2 data source options: IGATOR and MiMOSA.
• Select Create TOR IGATOR Source for Proflights created in IGATOR.
• Select Create TOR MiMOSA Source for Proflights created in MiMOSA.
5.1.1. Create TOR IGATOR Source

Create TOR IGATOR Source Tile on the IGATOR Homepage must be used to create TORs for passengers
registered in IGATOR Proflight.
Prerequisites:
• Airline tickets must be purchased from an approved Vendor (Global or Local).
• Proflight details must be recorded in IGATOR.
• TA – Travel Authorization (field missions)/ TR – Travel Request (HQ)/ LOI – Letter of Invitation
(non-IOM staff) must be signed and approved.

a. Click on Create TOR IGATOR Source Tile from the IGATOR Homepage.
b. Complete the fields in Proflight section: PF number, Passenger Type, Invoice Vendor, Currency,
Remarks. The mission code is defaulted to the user’s mission/office code. For Global Vendors (invoices
settled by AIS), the currency is hard-coded to default to the Global Vendor agreement and cannot be
changed. For Local agreements, where invoices are settled by the mission’s Finance Unit, the local
currency is available.

The system offers the following 6 passenger type options: Migrant, Escort, Staff, Staff-Consultant, Non-IOM
Staff Project Funded, Private-Staff Family Member.
• Within the Staff passenger type, IGATOR includes 9 different Staff ticket types, selected depending
on the purpose of travel (Trip Schema): Staff TDY, Education Grant, Home Leave,
Transfer/Appointment, Repatriation Admin/ OPS, Medical Travel HI/ MSP, Rest and Recuperation.
With the range of staff ticket types, it is critical to select the correct one as each item is transmitted
as a corresponding material type in PRISM.
• The difference between passenger types Staff-Consultant and Non-IOM Staff Project Funded is
that the latter has no contract signed with IOM and the duty travel is supported by the LOI.
• The costs for the ticket type Private-Staff Family Member will be charged directly to staff and
posted to the staff member’s personal vendor account in PRISM. This ticket type has been included
in the Trip Schema for cases of family members accompanying staff on duty travels. As a general
rule, the negotiated IOM fares shall not be used for private travels. Please refer to the Movement
Management Manual ( Chapter 1: 1.5.4.2 Eligibility for IOM fares
http://rmmportal.iom.int/procedures/movements-procedure-chap-1-14/1-Standard-Operating-
Procedure-for-Booking-Movements/1.5-Booking-the-movement )

c. Select/check the Itinerary information (wbs, legs, costs, and passenger bio data), that has been
replicated from the previously recorded Proflight and automatically populated by the system.
d. Click on the Passenger Breakdown button and move to the Review step to check all the information in
Groups and Save the TOR. Upon Saving, an email notification from IGATOR will be sent to the user’s
email address.
e. The Save action creates financial commitment in PRISM, which also results in the Purchase Order (PO)
being posted.

f. The system displays the TOR Details page, defaulted to passenger information. Click Home icon in the
upper left corner to exit the page or Amend button in the lower right corner – to apply Amendment
actions.
Similarly, for all passenger types, including all Staff ticket types, the TOR must be recorded in the same way
as indicated above.
For more detailed information on functional specifications for Create TOR IGATOR Source, please refer to
the walkthrough guides below.

5.1.2. Create TOR MiMOSA Source
Create TOR MiMOSA Source Tile on the IGATOR Homepage must be used to create TORs for Migrant and
Escort passengers registered in MiMOSA Movements.
Prerequisites:
• Airline tickets must be purchased from an approved Vendor (Global or Local).
• Migrants and Escorts information must be entered in MiMOSA:
• Movements and Reservations must be created, ABNs generated and distributed.
• Escorts must be assigned to Movements with outbound and inbound itinerary.
• TA – Travel Authorization for Escort must be signed and approved.
a. Click on Create TOR MiMOSA Source Tile from the IGATOR Homepage.
b. Complete the fields in Proflight section: PF number, Passenger Type (Migrant or Escort), Invoice Vendor,
Currency, Remarks. The mission code is defaulted to the user’s mission/office code. For Global Vendors
(invoices settled by AIS), the currency is hard coded to default to the Global Vendor agreement and
cannot be changed. For Local agreements, where invoices are settled by the mission’s Finance Unit, the
local currency is available.

c. Verify the Itinerary details (wbs, legs, costs, and passenger bio data) replicated from MiMOSA and
automatically populated in the system.
• For the Migrant passenger type the information is defaulted to PNR details recorded in MiMOSA
Reservation. The Groups are created automatically and are ready for Review and Save action. It is
also possible to switch to Manual Grouping and proceed with required changes in the Itinerary
information.
• For the Escort passenger type the information is defaulted to Manual Grouping and the Itinerary
details (wbs, legs, costs, and passenger bio data) become available for selection.

• In Manual Grouping the existing Itinerary information populated from MiMOSA can neither be
changed nor deleted. The user has the option of adding and selecting relevant details.
d. Select the Itinerary elements and click on Passenger Breakdown button to move to the Review step to
check all the information in Groups and Save the TOR. Upon Saving, an email notification from IGATOR
will be sent to the user’s email address.

e. The Save action creates financial commitment in PRISM, which also results in the Purchase Order (PO)
being posted.
f. The system displays the TOR Details page, defaulted to passenger information. Click Home icon in the
actions.
For more detailed information on functional specifications for Create TOR MiMOSA Source, please refer
to the walkthrough guides below.

5.1.3. Create TOR MCO
Miscellaneous Charge Order (MCO) is an approved and accountable IATA document, similar to an air ticket,
is used by air companies to charge services other than airfares.
There are 6 types of MCO services identified in IGATOR:
• Ancillary Services (Staff) – a charge for extra baggage, advance seat etc.
• E-MCO Luggage – a charge applied for extra baggage (electronic document).
• MCO Luggage-Paper – a charge applied for extra baggage (paper document).
• Portable Oxygen Concentrator – a charge for POC provide by air carrier.
• Unaccompanied Minor – a charge for UMNR services.
• Unused Seats – a charge for unused seats, applicable to group bookings.

a. Click on Create TOR MCO tile from the IGATOR Homepage.
b. Complete the fields in Proflight section: PF number, Passenger Type (Miscellaneous Charge Order),
MCO Type, Invoice Vendor, Currency, Remarks. The mission code is defaulted to the user’s
mission/office code. For Global Vendors (invoices settled by AIS), the currency is hard coded to default to
the Global Vendor agreement and cannot be changed. For Local agreements, where invoices are settled
by the mission’s Finance Unit, the local currency is available.

c. Select the appropriate MCO type:
• Ancillary Services (Staff) require prior approval of Project Manager and RMO/CoM. This MCO type
cannot be used for Migrant passengers.
• Extra luggage for Migrants requires prior coordination with all parties involved.
• Air companies have different approaches to the age of Unaccompanied Minors (5-11, 5-14 etc.).
IOM defines all children under the age of 18 as UMNRs.
• The fee for Unused Seats applies to group bookings and requires information about the reason for
cancellation.
d. Complete the Itinerary information (wbs, legs, and MCO).
• For MiMOSA source, select or add new WBS and click on add Legs and Passenger bio data to select
from the information replicated from MiMOSA Proflight. Enter MCO number and MCO amount.
• For IGATOR source, select or add new WBS and select Legs and Passenger information auto
populated from IGATOR Proflight. Enter MCO number and MCO amount.

e. Select the WBS, Legs, and MCO and click on Passenger Breakdown button to move to the Review step.
f. Check all the information in Groups and Save the TOR. Upon Saving, an email notification from IGATOR
will be sent to the user’s email address.

g. The Save action creates financial commitment in PRISM, which also results in the Purchase Order (PO)
being posted.
h. The system displays the TOR Details page, defaulted to passenger information. Click Home icon in the
actions.
Similarly, for all MCO types, the TOR must be recorded in the same way as indicated above.
For more detailed information on functional specifications for Create TOR MCO, please refer to the
walkthrough guide below.

5.2 Manage TOR
Manage TOR Tile on the IGATOR Homepage must be used to retrieve TOR and apply Amendment action.
a. Click on Manage TOR Tile from the IGATOR Homepage.
b. Enter the Proflight number in full or partly and click on Go to find the specific TOR or a list of TORs. It is
also possible to use some other filters to narrow down the search and identify the TOR matching the
parameters.

c. Click on the TOR line in the search result table to access the TOR details page.
d. Click on Used or Void to change the tickets status accordingly. Click on Amend to proceed with
Amendments. Use Mass Action to apply Amendment to all selected passengers.

e. Select the appropriate Amendment action for passenger tickets or MCO and click on Review to verify the
details after which Save the Amendment. If the information requires correction, click on Cancel to return
to Amend TOR page. Upon Saving, an email notification from IGATOR will be sent to the user’s email
address.
f. The system updates the TOR Details page, defaulted to passenger information. The ticket status, sub-
total and total amounts, History and Credit Note icons update automatically.
g. The information under the History icon gets updated once any type of Amendment action has been
applied/saved. The system outlines new values of amended fields.
Similarly, for all Amendment types, the TOR must be amended in the same way as indicated above.
For more detailed information on functional specifications for TOR Amendments, please refer to the

6. AMENDMENTS
6.1 Types of Amendments
To apply any Amendment action to air tickets, the TOR must be accessed through Manage TOR Tile on the
IGATOR Homepage as described in Manage TOR chapter.
There are 9 Amendment Types identified in IGATOR:
1. Other changes (Data modification). The following fields will be updated:
• Multiple WBS assignments
• Fare and tax amounts
• Private deviation amount
This action will make changes to financial commitment/expenses on the Project.

The Amendment is also applicable to MCO.
2. Rebooked (Postponed tickets). The Amendment applies to a valid ticket if the date of departure/return
and/or PF number is different from the original TOR and the changes do not require ticket re-issuance.
The following fields will be updated:
• Proflight number
• Departure/Return Date
• Rebooking Fee amount
• Ticket number
This action will make changes to financial commitment/expenses on the WBS.


3. Used Partially Refunded. The Amendment applies when only part of the ticket is used, and the
remaining unused portion is refundable. For example: if on a round trip ticket the outbound portion is
used, but the return portion is not used and is refundable. The system will create a Credit Note for the
refundable amount. For refundable tickets, make sure you have received the refund details. The
following fields will be updated:
• Ticket number
• Refundable amount
4. Unused Fully Refunded. The Amendment applies when the ticket is not used, and the cost is fully
refundable with no penalty. The system will create a Credit Note for the fully refundable amount. For
refundable tickets, make sure you have received the refund details. The following field will be updated:
• Ticket number

5. Unused Fully Refunded with Penalty. The Amendment applies when the ticket is not used, the cost is
fully refundable, and the Vendor will issue a new Invoice for the penalty amount. The system will create
a Credit Note for the fully refundable amount. For refundable tickets, make sure you have received the
refund details. The following fields will be updated:
• Ticket number
• Cancellation penalty amount

6. Unused Partially Refunded. The Amendment applies when the ticket is not used, and the Credit Note
amount is deducted from the gross amount. For example:
• The penalty amount is deducted from the air ticket cost to obtain the refundable amount.
• Airport taxes are refundable and entered in the Refundable amount field.
The system will create a Credit Note for the refundable amount. For refundable tickets, make sure you
have received the refund details. The following fields will be updated:
• Ticket number
• Refundable amount
7. Unused No Refund. The Amendment applies when the ticket is not used, and the cost is unrecoverable.
The following fields will be updated:
• Ticket number


8. Void. The Amendment applies when there is no Invoice for unused ticket from Vendor. The action closes
the TOR in IGATOR and PO in PRISM. There are 2 options for Voiding tickets:
• Applicable to all tickets on TOR. Void button accessible on TOR Details page.
• Applicable to TOR ticket line item. Void action accessible on Amend TOR page and used for separate
tickets.
If All ticket statuses in a TOR are VOID, the Used, Void, Reverse Used Ticket, and Amend buttons will be
disabled.

9. Used. The Amendment applies when ticket has been confirmed as used (passengers departed). This will
create Goods Receipt (GR) in PRISM and expenses will be charged to the Project
There are 2 options for updating ticket status to Used:
• Applicable to all tickets on TOR. Used button accessible on TOR Details page.
• Applicable to TOR ticket line item. Used action accessible on Amend TOR page and used for separate
tickets.
Reverse Used Ticket button becomes available on TOR Details page if there is at least one ticket USED in a
TOR and the Invoice status is still Outstanding.
Click on the Reverse Used Ticket button and Save in order to change Ticket Status to Issued and close
Goods Receipt in PRISM.
The Reverse Used Ticket button will be available exclusively for staff with supervisory functions.

If there is a need to revoke other actions (cancellation, void etc.), please address this to the AIS Unit for
support at ais@iom.int.

6.2 Credit Note/Refund
The Credit Note is generated by the system and is only applicable to the following refundable amendment
types:
• Used Partially Refunded.
• Unused Fully Refunded.
• Unused Fully Refunded with Penalty.
• Unused Partially Refunded.
a. Click on Manage TOR Tile from the IGATOR Homepage.
b. Enter the Proflight number in full or partly and click on Go to find the specific TOR or a list of TORs. It is
parameters.

c. Click on the TOR line in the search result table to access the TOR details page.
d. Click on Amend to proceed with Amendments. Use Mass Action to apply Amendment to all selected
passengers.
e. Select the appropriate refundable Amendment action for passenger tickets or MCO and click on Review
to verify the details after which Save the Amendment. If the information requires correction, click on
Cancel to return to Amend TOR page. Upon Saving, an email notification from IGATOR will be sent to the
user’s email address.

f. The system updates the TOR Details page, defaulted to passenger information. The ticket status, sub-
g. The information under the History icon gets updated once any type of Amendment action has been
h. The information under the Credit Note icon gets updated only when one of the refundable amendment
types has been applied/saved. The system creates a Credit Note repeating the TOR number with CN1
suffix.
Upon Saving the refundable amendment, the line item in the PRISM Purchase Order (PO) is automatically
updated and the Credit Note line item is created.

6.3 Invoice and Credit Note Status
The Invoice and Credit Note Status information is displayed in the header on TOR Details page and also
available in IGATOR Reports.
There are 3 types of Invoice Statuses identified in IGATOR:

• Outstanding. Default status is assigned once the TOR has been created.
• Partially Invoiced. The status is assigned once the Invoice for some of the TOR tickets has been
received.
• Fully Invoiced. The status is assigned once the Invoice for all TOR tickets has been received.
There are 4 types of Credit Note Statuses identified in IGATOR:

• Created. Default status is assigned once the CN has been created.
• Outstanding.
• Partially Reimbursed. The status is assigned once some of the refundable TOR tickets have been
reimbursed.
• Fully Reimbursed. The status is assigned once all refundable TOR tickets have been reimbursed.

6.3 Ticket Status
The Ticket Status information is displayed in the ticket line under Passenger information on TOR Details
page and also available on IGATOR Reports.
There are 3 types of Ticket Statuses identified in IGATOR:

• Issued. Default status is assigned once the TOR has been created.
• Cancelled. The status is assigned once any of the Cancellation Amendment types (Unused tickets) has
been applied/saved. Also, status is assigned once the tickets have been made Void and there is no
Invoice from Vendor.
• Used. The status is assigned once the ticket has been confirmed as Used and passenger departed
(including Used Partially Refunded).

7. REPORTS
The IGATOR Reports have been grouped on the Homepage under one tab and can be accessed by clicking
on the corresponding Report Tile.
Different filters are available to narrow down the search results and identify the TORs matching the
parameters.
There are 8 Reports available in IGATOR:

IGATOR REPORT DESCRIPTION EXPECTED USER ACTION
The Report provides information on the
Missing Migrant TOR migrants who have been assigned to Record Migrant tickets in
MiMOSA Movement but not yet IGATOR.
processed in IGATOR.
The Report includes air tickets with
Rebooked Not Used Rebooked Amendment still having Update ticket status to Used.
Issued Status after the departure date.
The Report covers air tickets that still
Pending GR have Issued Status after the departure Update ticket status to Used.
date.
The Report includes air tickets with Contact Vendor and request
Outstanding Invoice Outstanding Invoice Status. Invoice if aging period is more
than 60 days.
Outstanding Credit Note The Report lists refundable air tickets For information and statistical
with Credit Note. analysis if required
The Report lists refundable air tickets Contact Vendor and request
Credit Note Aging with Outstanding Credit Note Status CN if aging period is more than
grouped by Vendor indicating action 90 days.
status.
Used Tickets The report includes finalized air tickets Statistical analysis.
with Used Status.
Most comprehensive Report provides
Global Search 14 filters enabling users to mix the Statistical analysis.
search criteria to best suit their needs.
All the reports are defaulted to the Mission in Set Mission Tile and can be downloaded in Excel format for
further detailed analysis.
For more detailed information on functional specifications for TOR Reports, please refer to the

8. IGATOR Standard Operating Procedures (SOPs)
1. Ticket Order Records (TORs) must be created for ALL air tickets issued under global or local agreements.
TORs are the link between the IOM Staff ordering the tickets and the Invoice Settlement staff (AIS for
global agreements and Field Mission’s Finance Unit for tickets purchased from local vendors).
2. PF Numbers are mandatory for all IOM movements and all passenger types: Migrant, Escort, Staff, Staff-
Consultant, Non-IOM Staff Project Funded and Private-Staff Family Member. See PF allocation document
for further instructions.
Proflight encompasses movement data applicable to an individual or group of individuals travelling on
the same date and flights from the same point of departure to the same Port of Entry (PoE) in the
destination country.
Each ‘Proflight’ identifies a movement (individual or group of migrants/refugees) with a unique reference
number used for linking costs incurred in the Ticket Order Records and Invoices.
a. Escort PF Number Allocation
The PF Number used for ESCORT TORs should be the same PF number as for the MIGRANT TOR. This
rule is crucial for correct reporting to donors and for IOM Statistical data. The PF range for Staff /
Consultants should be used for non–escort travel.
b. 8 Character Staff PF Number Range
The Staff and non-Staff PF range is normally 7 characters. It is only when you reach the end of the 7-
character PF allotment that you should start using the PF range with 8 characters.
3. PF Information and Passenger Details:
a. MiMOSA PFs: PF information for Migrant and Escort tickets, including itinerary, passenger and
reservation details, is retrieved from MIMOSA to be replicated in IGATOR TOR using MiMOSA data
source.
b. GATOR PFs: PF information and passenger details are captured directly in IGATOR to create TOR
using IGATOR data source.
c. For MCOs charged to IOM by the Vendor TOR information is captured in IGATOR based on the PF’s
data source.
4. Passenger ticket types for TOR creation:
a. Migrant
• In compliance with general instructions IN/184, for the accuracy and consistency in the statistical and
donor reports, it is important that recording of migrant air tickets must be done in MiMOSA. iGATOR
then extracts the recorded migrant air tickets from MiMOSA , thereby removing duplicate entries and
ensuring consistency of data.
• As an option, it has been made possible to enter Migrant PF directly in IGATOR, replicating migrant’s
bio data from MiMOSA and further create TOR using IGATOR data source.
b. Escort
• This type of passenger includes IOM Staff or Non-IOM Staff escorting migrants either for
operational/ social or medical purposes.
• Outbound and Inbound flight details as well as bio data of IOM and non-IOM escorts travelling on
tickets purchased by IOM, must be recorded in MiMOSA under the Escort tab of the Passenger List.
iGATOR then automatically replicates the recorded escort details while creating TOR based on
MiMOSA data source.
• Escort TOR information is transmitted to PRISM under special account code for escort (306260).
Medical or Non-medical escort are identified by the WBS. In case of several escorts with the same
PF and routing, they can be grouped into a single TOR.
• As an option, it has been made possible to enter Escort PF directly in IGATOR and further create
TOR using IGATOR data source.

c. Staff
• PF Information and Passenger Details for staff are captured directly in IGATOR. Staff personal
number can be used to retrieve bio data from PRISM.
• Travel authorization/request number (TA) is compulsory information for validating the TOR prior to
its transmission to PRISM.
• Different material codes have been created for each staff ticket type or travel activity. Appropriate
material code should be used for proper posting of ticket costs in PRISM. A TOR can only include a
single passenger ticket type: Staff TDY, Education Grant, Home Leave, Transfer/Appointment,
Repatriation Admin/ OPS, Medical Travel HI/ MSP, Rest and Recuperation.
TRIP SCHEMA IGATOR PASSENGER/

(Field 4 OF TRAVEL PRISM GL ACCOUNT TICKET TYPE
AUTHORIZATION FORM)
Escort 306260 - Escorts service Escort
Travel on Duty TDY
Evacuation 301060 - Staff Travel (air transportation) Staff - TDY
Rest and Recuperation (R&R)
Education Grant 300075 - Education grant travel - officials Staff - Education Grant Travel
Home Leave 300050 - Home leave (travel, subsistence,
Staff - Home Leave
Family Travel etc. - officials)
Transfer 300060 - Travel on appoint/transfer
Staff -Transfer / Appointment
Appointment (travel, sub., etc.)
300095 - Repatriation Tra/Ship cost
Repatriation - Admin Staff -Repatriation - Admin
(Personal effect) – Adm
251250 - Repatriation Tra/Ship cost
Repatriation - OPS Staff -Repatriation - OPS
(Personal effects) - Ops
211550 - Health Insurance - medical
Medical Travel - HI Staff -Medical Travel - HI
advances
Medical Travel - MSP 211560 - MSP - medical advances Staff -Medical Travel - MSP
d. Staff-Consultants
• This type of passengers encompasses non-Migrant and non-IOM Staff such as country or
organization officials, experts, consultants etc. who has an agreement signed with IOM and
whose travel is arranged by IOM.
• Travel authorization number (TA) is compulsory information for validating the TOR prior to its
transmission to PRISM.
• PF Information and Passenger Details for Staff-Consultants are captured directly in iGATOR.
e. Non-IOM Staff Project Funded
• This type of passengers encompasses non-Migrant and non-IOM Staff such as country or
organization officials, dignitaries, experts, consultants etc. whose travel is arranged by IOM.
• Letter of Invitation number (LOI) is compulsory information for validating the TOR prior to its
transmission to PRISM.
• PF Information and Passenger Details for Non-IOM Staff Project Funded are captured directly in
iGATOR.
f. Private-Staff Family Member
• This type of passengers includes Family Members accompanying IOM Staff on Duty Travels
whose travel is arranged by IOM.
• The incurred ticket costs will be charged directly to the Staff Member’s PRISM account and
further deducted from the salary.
• PF Information and Passenger Details for Private-Staff Family Members are captured directly in
iGATOR.
g. For All Ticket types, if the air travel expense is to be charged to multiple Project Budget Lines, the
iGATOR user is responsible for recording in the PF/TOR the multiple WBS and for allocating the
percentage for each one accordingly.

5. TORs are created in IGATOR by Operations staff/users in the IOM mission requesting the issuance of air
tickets from a particular vendor. The same applies to those missions who request for air tickets issuance
on behalf of another mission.
6. One TOR is created per e-ticket to the same vendor. In case additional tickets have been issued for a
same PF after the initial ticketing, a new TOR must be created.
7. TOR naming convention: 10-digit number as dictated by PRISM e.g.: 4420000001. The TOR number is
system generated.
8. The TOR Default Status is “Created”.
9. TORs must be created upon confirmation of air ticket issuance (normally when ticket numbers have
been received) and actual ticket fare and tax amounts are available, but not later than 3 working days
after departure. Once saved, the TOR information is transmitted to PRISM Financials Material
Management Module.
If the SOP is not followed, delays in TOR creation have the potential risk of AIS or Mission Finance not
meeting the payment deadlines, which in turn has the potential of jeopardizing the airline agreements.
10. Upon saving or amending a TOR, email notifications from IGATOR will be sent to the user’s email
address. For passenger type Private-Staff Family Member staff members covering air ticket costs will
also receive notifications.
11. Saved TORs cannot be edited. All modifications must be recorded through Amendments.
12. Only tickets with Used status can be reversed. The Reverse Used Ticket button will be available
exclusively for staff with supervisory functions. In order to revoke other saved amendments, contact
AIS unit at ais@iom.int.
13. TOR Amendment Number is system-generated, and first amendment is indicated with a qualifying
number “001” following the original TOR number. Subsequent amendments are qualified with 002,
003 etc. Once saved the amendment information as well as whenever applicable, the credit note
information, are transmitted to PRISM Financials Material Management.
14. Credit Notes are automatically created for refundable costs, after the relevant amendment has been
saved. CN Number is system-generated, and first CN is indicated with a qualifying number “CN1”
following the original TOR number. Furthermore, it is the mission’s responsibility to follow up with the
Vendor until full reimbursement has been received.
15. For a saved TOR recorded in PRISM Financials the system doesn’t accept to change the Vendor. In case
the Invoice has not been issued, the tickets need to be Voided in IGATOR and TOR closed upon saving
the amendment, and a new TOR should be created with the relevant Vendor.
16. IGATOR includes a functionality enabling user to view the information on all related transactions
applied on a particular TOR (TOR, Amendments, Credit Notes) and download this information in .pdf
format.
17. The Ticket Status must be updated to indicate Used when it is confirmed that the individual passenger
has departed and therefore the ticket has been used. Once the tickets are updated to Used in IGATOR
this information is transmitted to PRISM Financials and Goods Receipts are posted using corresponding
TOR line item information.
18. In case of Rebooking TOR is updated with the new date of departure, as the ticket status functionality is
dependable on the departure date. The system auto-generates a check on tickets based on the
departure date. For USRAP passengers rebooked with same tickets beyond a delay of 72 hours from
the original date of departure TOR is also updated or amended with a new PF number.
19. Any rebooking must be done within 45 days of the original travel date after which, the ticket must be
returned to the vendor for the refund. In case the individual passenger becomes travel ready after 45
days, a new PF number must be allocated, new ticket must be purchased, and therefore a new TOR
must be created.
20. As a general rule, Duplicate TORs are Not Permitted in IGATOR. In case the user tries to create a
duplicate TOR for the same passenger ticket, the system will provide a warning, indicating that the
information already exists on another saved TOR.

In the event that a duplicate TOR is justified, the only way to re-create the TOR with IGATOR or
MIMOSA data sources, is to amend the current TOR by means of an amendment type, which results in
updating passenger ticket status to “cancelled” and then create a new TOR, if all other details remain
the same. The matrix below shows the TOR and passenger ticket statuses allowing or preventing the
TOR duplication:
TICKET TOR DUPLICATION ACTION TO ALLOW
TOR STATUS
STATUS ALLOWED DUPLICATION
Validated Issued No
Amended (Pending
Issued* No
validation)
Amended Issued No
Amended (Re-Booked) Issued-R No
Amended (Re-Booked /
Issued-R* No
Pending validation)
Amended (Pending
Cancelled* No Validate amendment
validation)
Closed (Pending validation) Voided* No Validate amendment
Amended (Voided Tkt - No
Voided* No Validate amendment
Invoice)
Amended partially used
Used* No
(Pending validation)
Validated Used No
Amended Used No
Revoked NULL Yes
Amended Cancelled Yes
Closed Voided Yes
Amended (Voided Tkt - No
Voided Yes
Invoice)
21. Once the Ticket has been Cancelled in IGATOR by means of any Unused Ticket or Void amendments
and the amendment has been saved and transmitted to PRISM, it is no longer possible to use the same
ticket. Users must return the ticket to the vendor for a refund if applicable and purchase a new ticket
for the passenger which requires the creation of a new TOR.
In the event that flight itinerary has changed, user actions are as follows:
a. Edit PF record (IGATOR or MIMOSA) to include the new leg(s) with the new flight(s) and departure
date(s).
b. Create new TOR (PF number and Pax info will be the same) with new flight info. and to enable
smooth ticket status update at final checking.
22. The Ticket Status for MCOs defaults to Issued at the time of TOR creation and must be updated to Used
in order to trigger Goods Receipt in PRISM.
23. For Local air ticket Invoice payments, the Ticket Status should be updated from Issued to Used within 3
working days of the departure being confirmed, even if the vendor invoice has not yet been received.
For internal control purposes, should any deviation occur between the TOR ticket fare / tax amount
and the Invoice cost, the difference will first have to be authorized by the Operations staff before
Finance staff can make the necessary adjustment entry in PRISM and thus pay the vendor the
difference. To avoid this extra step, Operations staff are encouraged to review their processes with the
airlines to ensure that the correct fares and taxes are provided at the time of ticket issuance for entry
into iGATOR.
The same applies to open return trip tickets, Ticket Status should be updated from “Issued” to “Used”
at the time of the outbound departure and in case the return portion would need to be re-validated at
a later stage with penalty fees, the surcharge amount should be posted directly into PRISM as
unrecoverable costs.

24. A TOR creation is required in IGATOR for IOM staff or non-IOM staff air tickets issued by low-cost
vendors and paid with Staff or consultant’s credit card.
Regarding Migrant Air Tickets issued online by low cost vendors or paid in cash directly to an airline
counter, this information would need to be recorded in a Mimosa reservation and posted in PRISM
through an iGATOR TOR. Then Finance can perform vendor account clearing and credit bank account
or staff cash refund as per following transactions:
IF PAID BY CASH IF PAID BY CREDIT CARD
IGATOR TOR IGATOR TOR
MIGO Expense D MIGO Expense D
GR/IR C GR/IR C
MIRO GR/IR D MIRO GR/IR D
Vendor - Airline C Vendor - Airline C
F-44 Vendor-Airline D F-44 Vendor-Airline D
Staff Vendor C Vendor-Credit card C
FBCJ Staff Vendor D F-53 Vendor-Credit card D
Staff Cash C Bank C

9. IGATOR Troubleshooting
If an error message is generated by the system, please raise a ticket on IOM Global Support & Services
webpage https://gss-ict.iom.int or send an email with screen shot to support-ict@iom.int for further
escalation of the issue to IGATOR support team.

10. ACO Instructions - Staff Travel Transportation tickets processing within IGATOR
and process flow to PRISM Financials
Dear Colleagues,
Further to the advance notice dated 24 December 2013 and below message on the enhancement to the
Staff Travel transportation ticket processing going live on Monday 20 January 2014, ACO wishes to highlight
that the Staff Ticket Order Records created in iGATOR, will now post directly to the appropriate GL (expense
or liability) account when the official travel commences. This is in line with IPSAS compliance, ie when the
Ticket Status in iGATOR is changed to “USED”. For most types of Staff Travel there will be no need for
reposting and clearing of the suspense GL account 210120.
In order to minimize repostings from GL 210120, it will be critically important that Finance Staff, who
currently confirm that the WBS(s) to be charged are correct during the Travel Authorisation (TA) approval
process also check that the correct Trip Schema (Field 4 of Travel Authorization Form) has been selected as
these fields will be used by iGATOR staff, which will ultimately post directly to the appropriate WBS(s) and
GL accounts (ie when ticket status is changed to “USED”). As is currently the case, for internal control
purposes, Staff Tickets should not be issued without a signed TA.
For reference the trip schemas (Field 4 of Travel Authorization Form) are provided in the below table,
presented and aligned to the respective GL accounts (and the PRISM MM Material Description, for
reference).
TRIP SCHEMA PRISM MM MATERIAL
GL ACCOUNT
PER TRAVEL AUTHORIZATION FORM DESCRIPTION
Travel on Duty TDY
Evacuation Ticket Staff TDY
301060 - Staff Travel (air transportation)
Rest and Recuperation (R&R)
Escort 306260 - Escorts service Ticket Escort
Education Grant 300075 - Education grant travel - officials Ticket Education Grant
Home Leave
300050 - Home leave (travel, subsistence, etc. - officials) Ticket Home Leave
Family Travel
Transfer
300060 - Travel on appoint/transfer (travel, sub., etc.) Ticket Transfer/Appointment
Appointment
Repatriation - Admin 300095 - Repatriation Tra/Ship cost (Personal effect) – Adm Ticket Repatriation - Admin
Repatriation - OPS 251250 - Repatriation Tra/Ship cost (Personal effects) - Ops Ticket Repatriation - OPS
Medical Travel - HI 211550 - Health Insurance - medical advances Ticket Medical Travel - HI
Medical Travel - MSP 211560 - MSP - medical advances Ticket Medical Travel - MSP
Blank – not specified on the TA form 210120 - Staff Travel Costs Paid by IOM - Clearing Account Ticket Unknown
Important for Finance Staff, there remains two exceptions where posting will not be directly to the
appropriate GL account but will be posted to the suspense GL account 210120. These postings still require
manual clearance by finance staff prior to closing the accounts for the month:
1. When Staff Ticket “Unknown” is used in iGATOR - typically, this should only occur when the Ticket
Type field has not been properly selected in the TA Form.
2. When Private Travel deviations are involved, the amount relating to the Private deviation will be
posted to GL 210120 for clearance to the Staff Vendor account.
If any problems arise with the implementation of this change or if you have any queries, please feel free to
contact Willem von Bratt in ACO.
Note for iGATOR users a separate alert and instructions will follow shortly.
Best regards,
ACO Dpt – 16-Janvier-2014
Appendix A_TA Template

11. Resettlement and Movement Management Division (RMM) Directives
Directive 27 : Guidelines for Requesting Credit Notes
MOVEMENT Number
MANAGEMENT 27.00
DIRECTIVE
Related MMM
Subject: Guidelines for requesting credit notes Chapter: 14
Date:
To: Movement and movement-related operational staff of IOM worldwide
2 June 2006
The purpose of this directive is to inform all missions about the procedure to request credit notes if a
movement is cancelled (whether it has been completed or partially completed).
PAPER TICKET REFUND PROCEDURE
• If paper tickets are issued a refund request must be done in writing by the mission to the carrier or
through RMM (in this case, kindly send a email to Virginia Rault, vrault@iom.int).
• Before returning a paper ticket to the airline or to RMM for refund, please follow the below steps:
1. Check if the ticket has a refund value.
2. Check the refund deadline and ensure the ticket is sent back in due time.
• Prepare a summary list including the below information:
1. Ticket number (s)
2. Passenger (s) name
3. Routing
4. Pro-flight number
• Information related to the refund value/deadline can be found under the HIT.
• Status of the pending credit note can be checked through Gator.
• Pending = credit note not received yet
• Reimbursed = AIS has processed the reimbursement
E-TICKETS REFUND PROCEDURE

• For e-tickets please send an e-mail to the airline with the above information.
If the tickets are sent through RMM, we will ensure that:

• All tickets have been received
• File a copy of the list
• Acknowledge the tickets received
• Return tickets to the airline
A regular follow-up of the status of pending refund remains under the sole responsibility of the Mission until
the matter is finalized and IOM is duly credited.
Contact person(s):
Resettlement and Movement Management Division

Phone: +41 22 717 9474
Fax: +41 22 717 9507
E-mail: rmm@iom.int

Circular 393 : Unreceived Airlines Invoices & Credit Notes in iGATOR
Resettlement and Movement Management Circular Number 393
Subject: Unreceived Airlines invoices & credit notes in iGATOR Related HIT Chapter:
Date:
08 July 2020
The purpose of this circular is to inform missions that Airline Invoices Settlement Section (AISS) is currently
addressing the issue of unreceived /outstanding invoices and credit notes in the system and to request
missions’ attention to address any query received from AIS to facilitate the clearing process.
AISS needs the requested data on their query from the field missons in order to perform the clearing of
TORs/POs in the system.
Also we would like to remind colleagues in field offices that it is mandatory to enter accurate TICKET NUMBERs
in iGATOR once cancellation amended is created in iGATOR. The main concern is that many of our Airline
Partners request for ticket numbers when the AISS follows up with credit notes. AISS only source of
information is from TOR data in iGATOR”
Please follow below procedure in processing Credit Note/Refund in iGATOR Application.
1. The Credit Note is generated by the system and is only applicable to the following refundable
amendment types:
• Used Partially Refunded.
• Unused Fully Refunded.
• Unused Fully Refunded with Penalty.
• Unused Partially Refunded
Steps (mandatory fields are marked with an asterisk):
1. Click on Manage TOR App from the iGATOR Homepage.

2. Enter the Proflight number in full or partly and click on Go to find the specific TOR or a list of TORs. It is
parameters.
3. Click on the TOR line in the search result table to access the TOR details page
4. Click on Amend to proceed with Amendments. Use Mass Action to apply Amendment to all selected
passengers.

5. Select the appropriate refundable Amendment action for passenger tickets or MCO and click on Review
to verify the details after which Save the Amendment. If the information requires correction, click on
Cancel to return to Amend TOR page. Upon saving, an email notification from IGATOR will be sent to the
user’s email address.
6. The system updates the TOR Details page, defaulted to passenger information. The ticket status, sub-
7. The information under the History icon gets updated once any type of Amendment action has been

8. The information under the Credit Note icon gets updated only when one of the refundable amendment
types has been applied/saved. The system creates a Credit Note repeating the TOR number with CN1
suffix.
9. Upon saving the refundable amendment, the line item Delivered (Goods Receipt posted) in the PRISM
Purchase Order (PO) is automatically updated and the Credit Note line item is created.
Please refer to AISS Escalation matrix below in sending notifications/follow-ups to Missions.

Below conditions are being implemented by AISS to their unresponded queries:
INITIAL 1ST 2ND 2ND
ISSUE CYCLE 1ST ESCALATION
EMAIL REMINDER REMINDER ESCALATION
3 Business Days 5 Business Days 8 Business Days 10 Business Days
Ticket
after Ticket after Ticket after Ticket after Ticket
AS NEEDS ARISE Creation
Creation/Initial Creation/Initial Creation/Initial Creation/Initial
Email Email Email Email
AIS to Previous All Previous All Previous All Previous

Mission Recipient Recipients Recipients Recipients
OPS TOR
Add Add Add Add
ASSIGNEE AND Creator
Mission’s OPS Mission’s OPS pdureza@iom.int Regional OPS
NOTIFICATIONS
Group email Officer Officer
imassad@iom.int
cpolner@iom.int

Thank you for your attention and cooperation.
Contact person(s):
Airline Invoice Settlement Section Movement Systems Support Unit

Phone: +632-8230-1645 Phone: +632-8230-1641
E-mail: pdureza@iom.int E-mail: imassad@iom.int
Resettlement and Movement Management

Phone: +41-22-717-9910
E-mail: cpolner@iom.int

Circular 391 : Temporary Adjustment in iGATOR Amendment Processing during COVID-19
Resettlement and Movement Management Circular Number 391
Subject: Temporary adjustment in iGator amendment processing during Related HIT Chapter:
COVID-19 General application
Date:
15 April 2020
The purpose of this Circular is to inform missions about the temporary adjustment in iGator amendment
processing due to the current COVID-19 crisis.
Although the COVID-19 public health emergency has had an unprecedented impact on air travel, the
airlines’ obligation to refund passengers for cancelled flights remains unchanged. Unfortunately, most IOM
partner airlines have significantly reduced their capacities to process refunds timely given limitation due to
working from home arrangements and reduced working hours.
IOM Missions should not wait for refund amounts to be confirmed by Airlines. The refund conditions of IOM
fare tickets follow refund policies outlined in the HIT. Cancellation amendments need to be processed in
iGator and TOR status updated.
• Lack of air-transport expense commitment in PRISM Financials prevents accurate and efficient project
monitoring and inaccurate financial reports. RMM is in close contact with Partner Airlines and
monitoring further developments.
As many airlines have currently deprioritize refund processing and do not provide timely information on
refund amounts the following steps should be followed.
• Make sure to request the refund from the airline in a timely manner and to properly document the
request.
• Refunding tickets of Global agreement Airlines (see the HIT Manual):
- If cancellation is due to IOM cancelling the flight - Refer to HIT Manual for applicable penalties if
any*
- If cancellation is due to Airline cancelling the flight – Fully Refundable Cancellation Amendment
must be created
• Travel Agents (global / local) and Local airlines agreements:
- Contact Agent or airline to confirm refund value-based on ticket fare rules (which should be
known upon ticket issuance).
• Published fares issued by Global agreement Airline:
- In case a published fare has been issued by an IOM Airline Agreement Partner, please follow
fare refund rules of the applicable fare conditions. In case of doubt, please contact MOH HQ.
*We anticipate discrepancies between the projected credit amount created in iGATOR and actual credit note
amount once received from airlines due to currency fluctuation and refundable taxes. Missions can still void
the TOR and recreate in case of differences between CN projected amount and actual CN.
This action can be taken as long as invoice status in iGATOR is still “outstanding” In the case of paid invoice
status in iGATOR, no further amendments / changes can be done on the TOR. AIS Manila will get in touch
with respective missions once CNs are received to confirm discrepancies & adjust directly in PRISM.
REMINDER
For all cancellation/rebooking amendments resulting from the COVID-19 pandemic, please follow the
annexed SOPs (Annex A – Setup of iGATOR Fiori tiles; Annex B - iGATOR Amendment Tracking – COVID 19)
to track rescheduled and cancelled movements. This is applicable for all passenger types; including migrant,
escort, staff, staff-consult, non-IOM project funded, private staff family member and MCO.
Contact person(s):
Movement Operations HQ
IOM - International Organization for Migration
Phone: +41 279 363 1096
E-mail: moh@iom.int

ANNEX A
HOW TO RESET IGATOR FIORI TILES
If the Amendment Reason COVID-19 Tile is not showing in your iGator Browser, the below are the steps to
reset your tiles.
1. Go to the iGator Main Page
2. Click the User Profile Icon on the upper left side of the screen.
3. Click the Edit Home Page button.
4. Scroll down to iGator tiles and click the “Reset” button.

5. Click the “Reset” button on the pop-up message to confirm changes.
6. The “Amendment Reason COVID-19” tile should appear in the IGator tiles.
7. Click the close button on the lower right to return to the main page

ANNEX B
In MiMOSA
Change of Departure Date guidelines
http://gvaconfluence.iom.int:8090/confluence/display/MIMW1/Change+Departure+date
In iGATOR
Proceed with the usual amendment process in iGATOR.
Tagging of amended TORs related to COVID-19:
The purpose of this tile is to track TOR’s that are rebooked/cancelled related to COVID-19.
After doing the amendments in iGATOR, use the new tile Amendment Reason – COVID-19
Filter/Parameters is same as other tiles except with the new drop-down list “COVID-19 Related”
List will display TOR’s with Amendments
New links for tagging to COVID-19 related TOR Amendments

How to tag TOR Amendments to COVID-19
1. Select the TOR from the list that needs to be tag as COVID-19 or set parameters in the Filter Bar.
Note: Multiple TOR’s can be selected by clicking the checkbox on the right side
2. Click the Tag link
3. Popup screen will appear, and user will have the option to input reasons/comments.
4. Click Save button to apply changes
5. TOR is now tagged as COVID related.

How to untag TOR from COVID-19 related amendments.
In case of wrong tagging, the user has the option to “untag” the TOR.
1. Select the TOR that needs to be untag or set parameters in the Filter Bar.
Note: Multiple TOR’s can be selected by clicking the checkbox on the right side
2. Click the Untag link:
3. Pop-up screen will appear to confirm the TOR will be untagged.
4. Click Save button to apply changes
5. Selected TOR is now untagged.

RMM Directive 55 : Payment By : “AISU-GENEVA” in both iGATOR and MiMOSA
MOVEMENT Number
MANAGEMENT 55.00
DIRECTIVE
Related to
Subject: Payment By: “AISU-GENEVA” in both iGATOR and MiMOSA
MiMOSA & i-GATOR
Date:
September 15, 2008
The purpose of this directive is to inform MiMOSA and iGATOR users of the change in description of the
‘payment by’ field in i-GATOR and the ‘payment type’ field in MiMOSA for GLOBAL Agreements (invoices
settled by AIS) in order to provide consistency in both the applications.
With effect from 15 Sep’08, the MiMOSA look-up table will be updated from ‘AISU-Manila’ to ‘AISU-
Geneva’ for Global agreement vendors. Users must still select ‘H’ in the payment type field in the
MiMOSA Reservation node & this will now correspond to the description ‘AISU-Geneva’ in MiMOSA.
A MiMOSA lookup table patch file including this update will be sent out by Mimosa Helpdesk team and
should be executed by each office as soon as received.
Simultaneously, the ‘payment by’ field in iGATOR will be updated from ‘Geneva – Switzerland’ to ‘AISU -
Geneva’ for Global agreement vendors.
This change will result in consistent data in i-GATOR, regardless of the data source selected at the time of
Ticket Order Record creation.
i-GATOR MiMOSA
Payment by Payment type ‘H’ corresponds to:
OLD (up to 14 Sep’08) Geneva - Switzerland Manila - AISU
NEW (as from 15 Sep’08) AISU - Geneva AISU - Geneva
Contact person(s):

Phone: +41 22 717 9474
Fax: +41 22 717 9507
E-mail: rmm@iom.int
Integrated Global Airline Ticket Order Record (iGATOR) 56 of 59

RMM Directive 62: iGATOR Amendments for Global Agreements
MOVEMENT Number
MANAGEMENT 62.00
DIRECTIVE
Subject: iGATOR Amendments for Global Agreements Related MMM Chapter:
To: Movement and movement-related operational staff of IOM worldwide Date: 23July 2009
The purpose of this circular is to remind missions of the importance of checking the i-GATOR TOR
“Payment Status” field prior to creating amendments for Global Agreements.
The iGATOR Version 2.0 includes a ‘Payment Status’ field when viewing TORs. AIS updates this field to
‘paid’ when an invoice for a Global Agreement vendor has been processed.
In several instances, iGATOR users create amendments, mainly ‘Voided tickets’ and ‘Change of Invoice
Vendor’ amendment types resulting in the closure of the TOR.
When the invoice is paid on the basis of the original TOR, such amendments create a conflict in the system
at the time of invoice posting. It is therefore necessary that all i-GATOR users check first the ‘Payment
Status’ field before proceeding with amendment types ‘Voided tickets’ and ‘Change of Invoice Vendor’.
If the ‘Payment Status’ field indicates ‘Paid’, you are required to co-ordinate the amendment with AIS
(ais@iom.int).
If the ‘Payment Status’ field is blank, you may proceed with the amendment.
Contact person(s):

IOM - International Organization for Migration
Phone: +41 22 717 9474
Fax: +41 22 717 9507
E-mail: rmm@iom.int
Integrated Global Airline Ticket Order Record (iGATOR) 57 of 59

RMM Directive 105 : iGATOR Definition of Commonly Used Airline Terminology and
Corresponding iGATOR Action
RESETTLEMENT AND MOVEMENT Number
MANAGEMENT DIRECTIVE 105.00
Subject: iGATOR Definition of Commonly Used Airline Related MMM Chapter:
Terminology and Corresponding IGATOR Action iGATOR User Guide
To: Movement and movement-related operational staff of Date:
IOM worldwide 2019
The purpose of this Directive is to remind iGATOR users of the definition of commonly used Airline
terminology [Rebook, Reissue, Revalidate, Void, Cancel, Refund] and the corresponding action
(do’s/don’ts) required in iGATOR .
Some terms are used interchangeably by the airlines. It is therefore critical to understand the actual
scenario in order to ensure that the correct action is taken in iGATOR and to avoid double-expensing the
Projects.
# TERM DEFINITION ACTION IN IGATOR REMARKS
Create a ‘Rebooked Tickets’
Please do NOT create a new
amendment. If a new PF is
TOR for the rebooked ticket. A
assigned, indicate the new PF
The original ticket is used new TOR is only required if a
number in the “New Proflight
for travel on a flight new ticket is issued (this is
number” field. The new
and/or date which is different from a re-issue – see
departure date should be
1 Rebooking different from the original next point). For rebooked
indicated in the “New
booking but the changes tickets, the “Rebooked ticket”
Departure Date” field. If a
do not require ticket amendment will update the
penalty is applicable, please
reissuance departure date and PF number
indicate the penalty in the
in PRISM through the
‘Penalty’ field. If not, please
iGATOR/PRISM integration.
leave the ‘penalty’ field blank.
Create a “Rebooked tickets”
Do NOT create a new TOR for
A new* ticket is issued in amendment to reflect the
the additional collection or
exchange for the original changes. Save and validate the
penalty amount. *Although a
ticket to reflect a revised amendment. If the re-issuance
“new ticket” is issued for the
itinerary, flight, date, results in an additional fare
2 Re-issue (i) revised details, a new TOR is
booking class and/or fare. collection, create the ‘Other
not required because the re-
Reissued tickets can be changes’ amendment and
issued ticket is issued in
with or without additional indicate the new* fare in the
exchange for the original
collection. ‘Fare’ field (*total of old fare +
ticket.
additional collection amount).
Please clarify with the airline
In such cases, 2 TORs are
the actual "re-issued"
Some airlines use the required. One is for the original
scenario in order to take the
term 're-issue' to mean ticket which has been refunded
appropriate action in iGATOR.
that the ticket has been and the 2nd one is for the new
Re-issue (ii) It is recommended to insist on
cancelled and ticket. Please contact
re-issuance in exchange as
refunded, and a new mss@iom.int for directions for
defined in (i) above rather than
ticket issued. creating duplicate TORs in
the cancellation, refund & new
iGATOR.
ticket issuance.
A ticket is issued by the Clarify with the airline whether
airline and then voided. the ticket is really voided or
IOM will not be billed for cancelled. It often happens
the ticket. Do NOT create a TOR for voided
that the airline indicates the
3 Void (i) tickets as the invoice will not be
ticket has been voided but the
This scenario happens in sent to IOM
principle when the ticket is invoice is received by AIS for
requested and cancelled Global agreements or the local
on the same day. office for local agreements.
If a TOR has been created,
create the 'Voided tickets'
Void (ii)
amendment to update the data in
PRISM.
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# TERM DEFINITION ACTION IN IGATOR REMARKS
Create & validate the TOR as the
ticket has been issued & the
A ticket is issued by the invoice will be sent to IOM.
airline & then cancelled Depending on the kind of For refundable tickets,
4 Cancel (with or without a penalty cancellation, create the please submit your refund
depending on the airline ‘cancellation amendment’. If request to the airline.
agreement). refundable, also create the CN
request after amendment
validation.
This term tends to be
used interchangeably with
‘rebook’. If a ticket is
revalidated, it means the
Create the ‘Rebooked tickets’
airline has updated the
amendment and indicate the Do NOT create a new TOR for
5 Revalidate travel date in the system,
new departure date in the a revalidated ticket.
keeping the same
relevant field.
ticket number. The
airline may or may not re-
issue the ticket in order to
revalidate it
Only the 4 amendments (the
first 3 cancellation & the ‘ticket
partially used, unused portion
The cost of the air ticket
refundable’) are applicable for
is returned to IOM. A
refunded tickets. It is critical to Don’t forget to submit your
6 Refund refund could be full or
create the correct amendment refund request to the airline.
partial depending on the
type as well as the Credit Note
airline agreement.
request in the system in order to
ensure that IOM receives the
refund due.
iGATOR users are encouraged to check with the airlines regarding the actual action taken in order to
correctly create and update the iGATOR records. In case of any doubt as to what action to take in iGATOR
for a given scenario, please contact mss@iom.int.
Contact person(s):
Phone: +41 22 717 9474
Fax: +41 22 717 9507
E-mail: rmm@iom.int
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iGATOR User Guide - 2023

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Integrated Global Airline Ticket Order Record (IGATOR)

EDITION FEBRUARY 2023

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STEPS (mandatory fields are marked with an asterisk):

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5.1.1. Create TOR IGATOR Source

STEPS (mandatory fields are marked with an asterisk):

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STEPS (mandatory fields are marked with an asterisk):

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STEPS (mandatory fields are marked with an asterisk):

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STEPS (mandatory fields are marked with an asterisk):

a. Click on Manage TOR Tile from the IGATOR Homepage.

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This action will make changes to financial commitment/expenses on the Project.

This action will make changes to financial commitment/expenses on the WBS.

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This action will make changes to financial commitment/expenses on the WBS.

This action will make changes to financial commitment/expenses on the WBS.

This action will make changes to financial commitment/expenses on the WBS.

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This action will make changes to financial commitment/expenses on the WBS.

This action will make changes to financial commitment/expenses on the WBS.

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a. Click on Manage TOR Tile from the IGATOR Homepage.

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There are 3 types of Invoice Statuses identified in IGATOR:

There are 4 types of Credit Note Statuses identified in IGATOR:

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There are 3 types of Ticket Statuses identified in IGATOR:

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There are 8 Reports available in IGATOR:

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TRIP SCHEMA IGATOR PASSENGER/

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