Agency
Співробітництво
To start cooperation, it is necessary:
Fill out the registration form
Example of filling out the form:
After filling out the form, you will be granted access (without the possibility of booking) to your personal account. In order to complete the registration, you need to go through "Search for a tour" under the "Contracts" link.
In the "Contracts" tab, create and download a new contract by clicking the "Add" link.
The contract is automatically downloaded to the "Download" of the browser after clicking on the link "The data is filled in correctly, continue", after the contract is downloaded, it must be signed and a scanned copy attached to the appropriate section, as well as all additional documents. All documents are uploaded as one file no larger than 4 MB. If you have a document with several pages, then you need to combine it into one file.
You can also sign the contract through the "Vchasno" system (EDRPOU 35254273 and e-mail dogovir@alf.ua). After both parties have signed the contract using EDS, it must also be attached in the personal account together with additional documents.
Two copies of the original agency agreement and copies of the statutory documents must be sent to the following address: 01001, Kyiv, 12/1 Mykhailivskyi Lane, ALF TO - Contracts Department, except when the contract is signed through the Vchasno system.
Importantly! If the originals of the agency contract are not received within 2 weeks, access to the reservation will be closed, unless the contract is signed through the Vchasno system.
Mandatory copies of documents for the contract for legal entities:
- a certificate of state registration of a legal entity or an extract from the Unified State Register of Legal Entities and FOP;
- single tax payer's certificate (Extract from the register of single tax payers) or VAT registration certificate (Extract from the register of VAT payers);
- bank guarantee.
Mandatory copies of documents for the contract for individual entrepreneurs::
- a certificate of state registration of a legal entity or an extract from the Unified State Register of Legal Entities and FOP;
- single tax payer's certificate (excerpt from the register of single tax payers);
- bank guarantee.
For non-residents:
- Send the founding documents to dogovir@alf.ua. List of necessary documents: Extract from the State Register, License, certificate of registration for tax registration, Protocol (order) on the appointment of the Director of the Firm. After that, a sample contract will be sent to be filled out.
- Fill out the contract (by hand).
- Scan all (from 1 to 6) pages of the contract and send them along with the statutory documents to dogovir@alf.ua
Importantly! A facsimile signature is not accepted.
In case of any changes, please notify us in writing on the company's official letterhead by mail dogovir@alf.ua
If you have any questions, please call 067-204-10-45
Agency contracts concluded before February 15, 2021 are subject to re-signing until February 28, 2021. To re-sign the contract, you need to go to the "Personal account" through the "Tour search" link "Contracts".
If the system shows that the necessary information is not filled in, you need to edit it by clicking on the "Edit partner" button.
After filling in all mandatory fields, return to the "Contracts" tab to download a new contract.
After the contract is downloaded, it must be signed and a scanned copy attached to the appropriate section, as well as all additional documents. All documents are uploaded as one file no larger than 4 MB. If you have a document with several pages, then you need to combine it into one file.
You can also sign the contract through the "Vchasno" system (EDRPOU 35254273 and e-mail dogovir@alf.ua). After the contract is signed by both parties via EDS, it must also be attached in the personal account together with additional documents.
Two copies of the original agency agreement and copies of the statutory documents must be sent to the following address: 01001, Kyiv, 12/1 Mykhailivskyi Lane, ALF TO - Contracts Department, except when the contract is signed through the "Vchasno" system.
Importantly!If the originals of the agency contract are not received within 2 weeks, access to the reservation will be closed, unless the contract is signed through the "Vchasno" system.
Mandatory copies of documents for the contract for legal entities:
- certificate of state registration of a legal entity or Extract from the Unified State Register of Legal Entities and FOP;
- certificate of a single tax payer (Extract from the register of single tax payers) or VAT registration certificate (Extract from the register of VAT payers);
- bank guarantee.
Mandatory copies of documents for the contract for individual entrepreneurs:
- certificate of state registration of a legal entity or Extract from the Unified State Register of Legal Entities and FOP;
- certificate of a single tax payer (Extract from the register of single tax payers);
- bank guarantee.
To update a bank guarantee, you need to log in to the agent's personal account through "tour search" and go to the appropriate "Bank guarantees" section.
Умови оплати
Invoices are issued based on confirmed bookings until 23:59 on calendar days at the current exchange rate.
If the booking is confirmed after 23:59, the invoice will be issued on the next calendar day at the current exchange rate.
The first issued invoice is valid for 2 calendar days.
The invoice is available in the agent's personal account under the specific reservation by clicking on the "Request Payment" link from 11:00 to 23:59 on calendar days.
The payment for the booking is credited at the exchange rate at the time of its receipt.
If there are 15 days or less before the start of the tour, the booking must be paid in full within 2 calendar days, but no later than one day before the start of the tour.
If there are 16 days or more before the start of the tour, you can use the "Payment by Installments" service. Please note that the "Payment by Installments" service does not apply to bookings of "Early Booking" if different terms of payment are specified in the "Early Booking" conditions, and it is also not possible if specific payment terms are indicated in the confirmation.
If additional services are added to the confirmed booking, the additional payment invoice is valid for one calendar day.
In case of violation of the payment schedule, the exchange rate of the day of confirmation is fixed for the booking, and all invoices, starting from the first day of overdue payment, are calculated at the current exchange rate, but not lower than the rate of the confirmation day.
GDS-tours - dynamic packaging on regular flights and calculation of the final cost of the package online. This is done by contacting airline systems directly.
When booking these tours, the first payment upon application is made in an amount not less than the cost of air tickets and according to the time limit set by the airline.
Air tickets are not issued without the actual receipt of funds according to the application for the year ALF TOURIST OPERATOR.
- Partial payment is possible if there are at least 16 days before the start of the tour.
- In the case of partial payment, the first part must be paid within 2 calendar days from the moment the invoice is issued, in the amount of at least 30% of the total cost (but not less than the cost of regular air tickets included in the application).
- Full payment for the application must be made no later than 15 days before the tour start date. The second part is paid according to the invoice issued on the day of the additional payment (the exchange rate can change both downward and upward).
- The surcharge invoice is valid for one calendar day.
The application payment schedule is displayed in the agent's personal account after the application is confirmed.
Payment in installments is available unless otherwise notified by the booking department after confirmation. Please check the payment schedule in the application after confirmation.
In case of violation of the payment schedule, the rate of the day of confirmation is fixed on the application and all invoices, starting from the first day of late payment, are calculated at the current rate, but not lower than the rate of the day of confirmation.
In order for the payment to be credited correctly, please follow the following rules:
1. Payment through the cash register of the bank is made only by one payer (individual or legal entity), even if it is made in parts.
2. The invoice number or application number must be specified in the payment order.
3. If the payment is made in parts from different payers, it is calculated on the basis of the concluded Agency contract, the Customer in the Booking, the Recipient specified in the Invoice.
4. For non-residents, 2% of the invoice amount for currency conversion is additionally included in the invoice amount.
Directions:
- package tours and ground service (accommodation only): Albania, Bulgaria, Greece, Turkey (Antalya coast), Croatia, Montenegro;
- tickets for bus flights: Albania, Bulgaria, Greece, Turkey (Antalya, Istanbul), Croatia, Montenegro.
Booking period: 18.10.2023 - 31.12.2023
Check-in dates: 01.04.2024 - 31.10.2024
Terms of payment:
- 500 UAH within 2 calendar days from the day of application confirmation;
- 35 days before the start of the tour/departure 30%;
- 15 days before the start of the tour/departure 100%.
Cancellation:
- 35 days before the start of the tour/departure - without fines;
- 34 days but no later than 15 days before the tour/departure - a fine of 500 UAH;
- 14 days before the tour/departure - according to the contract.
Importantly:
- RB conditions do not apply to SPO tours - NON REFUNDABLE, GDS-tours and unless otherwise specified at the time of booking (confirmation of the application);
- it is possible to change the names of tourists, but no later than 72 hours before the tour/departure and without changing the composition of tourists. When replacing less than 72 hours - a fine of 500 UAH;
- it is not possible to change the travel date;
- in case of violation of the payment schedule, the rate of the day of confirmation is fixed on the application and all invoices, starting from the first day of late payment, are calculated at the current rate, but not lower than the rate of the day of confirmation.
Directions:
- package tours and ground service (accommodation only): Albania, Bulgaria, Greece (except air tours), Turkey (Antalya and Aegean coast), Croatia, Montenegro (except air tours);
- tickets for bus flights: Albania, Bulgaria, Greece, Turkey (Antalya and Aegean coast, Istanbul), Croatia, Montenegro.
Booking period: 01.01.2024 - 31.03.2024
Check-in dates: 01.04.2024 - 31.10.2024
Terms of payment:
- 1000 UAH within 2 calendar days from the day of confirmation of the application;
- 35 days before the start of the tour/departure 30%;
- 15 days before the start of the tour/departure 100%.
Cancellation:
- 35 days before the start of the tour/departure - without fines;
- 34 days but no later than 15 days before the tour/departure - a fine of 1000 UAH ;
- 14 days before the tour/departure - according to the contract.
Importantly:
- RB conditions do not apply to SPO tours - NON REFUNDABLE, GDS-tours and unless otherwise specified at the time of booking (confirmation of the application);
- it is possible to change the names of tourists, but no later than 72 hours before the tour/departure and without changing the composition of tourists. When replacing less than 72 hours - a fine of 500 UAH;
- it is not possible to change the travel date
- in case of violation of the payment schedule, the rate of the day of confirmation is fixed on the application and all invoices, starting from the first day of late payment, are calculated at the current rate, but not lower than the rate of the day of confirmation.
Робота з заявками
Each agent who has gained access to his "personal account" initiates booking requests independently through "tour search".
After the request is entered into the operator's system, the reservation department has 3 working days to process and respond to the request. It is not possible to cancel the application before receiving a response from the reservation department and while the application is in the "Reservation" status.
Importantly! The "pre-booking" function does not fix the cost of the order, only the seats on the flight are fixed.
| Country | Package tours | Ground handling | Tickets | Pre-booked time |
|---|---|---|---|---|
| Albania | Bus packages - no less than 5 days before departure and no less than 10 days on the flight Air packages - daily function | no less than 7 days before check-in | Bus tickets - no less than 7 days before departure and no less than 10 days on the flight Air tickets - daily function | 24 hours |
| Bulgaria | Bus packages - no less than 5 days before departure and no less than 10 days on the flight | Daily function | Bus tickets - no less than 5 days before departure and no less than 10 days on the flight | 24 hours |
| Greece | Air packages - daily function Bus packages - no less than 5 days before departure and no less than 10 days on the flight | Daily function | Air tickets - daily function Bus tickets - no less than 5 days before departure and no less than 10 days on the flight | 24 hours |
| Egypt | Air packages from Chisinau - no less than 6 days before departure and no less than 10 months on the flight | Daily function | Air tickets from Chisinau - no less than 6 days before departure and no less than 10 months on the flight | 24 hours |
| Poland | Daily function | Daily function | Bus tickets - no less than 5 days before departure and no less than 6 days on the flight | 24 hours |
| Slovenia | Bus packages - no less than 7 days before departure and no less than 10 days on the flight | no less than 10 days before check-in | Bus tickets - no less than 7 days before departure and no less than 10 days on the flight | 24 hours |
| Turkey | Bus packages - no less than 7 days before departure and no less than 10 days on the flight Air packages - daily function | no less than 10 days before check-in | Bus tickets - no less than 7 days before departure and no less than 10 days on the flight Air tickets - daily function | 24 hours |
| Croatia | Bus packages - no less than 7 days before departure and no less than 10 days on the flight | no less than 10 days before check-in | Bus tickets - no less than 7 days before departure and no less than 10 days on the flight | 24 hours |
| Montenegro | Bus packages - no less than 4 days before departure and no less than 6 months on the flight | no less than 4 days before check-in | Bus tickets - no less than 4 days before departure and no less than 6 days on the flight | 24 hours |
In case of refusal of the Travel Agent and/or Tourist to receive tourist services for any reason beyond the control of the Tour Operator or the impossibility of receiving them due to the refusal of the embassy of the visiting country to issue a visa to the Tourist, as well as in the case of a change in the Order, the Travel Agent is obliged to pay the Tour Operator an agreed penalty in in the form of a fine, in the following amounts and order:
- if the Order is canceled or changed more than 35 days before the start of the trip, the fine is 10% of the cost of the Tour Product;
- if the Order is canceled or changed 22-35 days before the start of the trip - 30% of the cost of the Tour Product;
- if the Order is canceled or changed 15-21 days before the start of the trip - 50% of the cost of the Tour Product;
- if the Order is canceled or changed 8-14 days before the start of the trip - 80% of the cost of the Tour Product;
- if the Order is canceled or changed 7 days before the start of the trip - 100% of the cost of the Tour Product;
- in case of cancellation of the GDS system tour order - 100% of the cost of the Tour Product.
The above fine amounts are applied if no other amount of fines is specified in the Confirmation of Order provided by the Tour Operator to the Travel Agent.
In cases where, as a result of the Cancellation of the Order by the Travel Agent, the fines imposed on the Tour Operator by the Partners exceed the amount of fines calculated in accordance with the above penalties, the Travel Agent shall pay the Tour Operator the amount of fines in the amount of the fines imposed on the Tour Operator by the Partners.
The application of fines is not mandatory for the Tour Operator and is applied by the latter at its own discretion.
Cancellation of the Order under the "Early Booking" conditions is carried out according to the conditions published by the Tour Operator in the relevant section.
Samples of refund letters:
- letter for the return of funds for legal entities (payer LLC, PP, etc.)
- refund letter for FOP (payer of FOP)
- refund letter for individuals (paying tourist)
- refund letter for individuals (third-party payer)
The return letter must be sent in the original to the address 01001, Kyiv, 12/1 Mykhailivskyi lane, ALF TO for the accounting department, or send the letter through the "Vchasno" service (YEDRPOU 35254273 and mail dogovir@alf.ua). The document must be signed electronically and sent to Vchasno in PDF format. Scanned copies of letters are not accepted for work.
*returns are made till14 working days from the date of receipt of the original return letter
A sample of a letter for the transfer of funds:
- re-enrollment letter for legal entities (payer LLC, PP, FOP, etc.)
- re-enrollment letter for individuals (payer tourist or 3rd person)
The original letter for recalculation must be sent to the address 01001, Kyiv, Mykhailivskyi lane, 12/1, ALF TO for the accounting department, or send the letter through the "Vchasno" service (YEDRPOU 35254273 and e-mail dogovir@alf.ua). The document must be signed electronically and sent to Vchasno in PDF format. Scanned copies of letters are not accepted for work.
Samples of payment clarification letters:
- payment clarification letter for legal entities (payer LLC, PP, FOP, etc.)
- payment clarification letter for individuals (payer, tourist or third party)
The letter to clarify the payment must be sent in the original to the address 01001, Kyiv, 12/1 Mykhailivskyi Lane, ALF TO for the accounting department, or send the letter through the "Vchasno" service (YEDRPOU 35254273 and e-mail dogovir@alf.ua). The document must be signed electronically and sent to Vchasno in PDF format. Scanned copies of letters are not accepted for work.
We draw your attention to the fact that in accordance with the Agency Agreement, the conclusion of a contract for tourist services is carried out in the form indicated below:
Contract with a tourist for the implementation of tourist services
The offer contract on the provision of services for reservation and sale of tickets
Additional agreement to the Contract with the tourist on the postponement of the tour
Additional agreement to the Agreement with the tourist for the deposit of funds application in USD application in EUR
GDS
GDS-tours - dynamic packaging on regular flights, this is a type of tours with a flight on regular flights and calculation of the final cost of the package online. This is done by contacting airline systems directly. Very quickly you can choose and book a trip with regular flights on favorable terms.
*These offers in the online search are marked "Airline GDS country"
Advantages of booking GDS tours:
- fast and convenient search with a flight on regular flights;
- receiving the final cost of the tour without waiting;
- the possibility of selecting online not only direct flights, but also connecting flights;
- providing tourists with a well-chosen tour with alternative flights;
- the amount of commission for the agency is calculated from the total cost of the tour, excluding air surcharges. Air fare surcharges are billed NET;
- the possibility for tourists to independently register for a flight online.
Step-by-step instructions HERE
Important information:
1. In accordance with the Rules of Air Transportation of Passengers and Baggage, approved by the Order of the Ministry of Infrastructure of Ukraine No. 735 dated November 30, 2012, the Air Carrier has the right to:
- delay or cancel the flight both for commercial reasons and for reasons beyond his control;
- in case of extraordinary circumstances, cancel, delay or cancel a previously confirmed reservation without notifying the passengers;
- change the type of aircraft without notifying passengers.
Also, the air carrier has other rights regarding the change of air transportation, which are indicated in the contractual conditions of transportation and the approved rules of air transportation of the relevant air carrier. In particular, the aircraft, if necessary or for safety reasons, has the right to land for refueling, which is not a violation of the route or conditions of transportation. For additional information, you should contact the Tour Operator or the airline directly.
2. When booking GDS tours, special rules established by airlines apply. In this regard, changes to passport data, payment terms and cancellations are carried out taking into account these rules. Please take this into account when booking.
3. If the term of confirmation of stay exceeds the term of issuing tickets, the tour operator reserves the right to cancel the reservation.
4. The tour operator is not responsible for a change in the cost or time limit on the part of the carrier.
5. We recommend paying for tours with regular flights in full and to do it as soon as possible after receiving confirmation, since until the tickets are issued and paid, the carrier can change the payment terms, cancel the reservation before the time limit specified by them. As a result, the cost of air tickets may change, as the previous reservation will be canceled, and new flight options may cost more. The tour operator is not responsible for changes to the time limit or cost by the airline. In this case, the agency will be notified about the change in the amount of surcharges to save the reservation.
6. When choosing a GDS tour with one or more transit transfers, the agency is responsible for correctly choosing the time between connecting flights and informing tourists about the need or absence of such a transit visa at the airports of transfers. Please note that ALF TOURIST OPERATOR does not issue transit visas. You can get information about the need to obtain transit visas from the airline.
Страхування
Tourist insurance services are provided by ERV (PJSC "European Tourist Insurance").
The official website of the insurance company
Procedure:
- upon the occurrence of an insurance event that requires medical assistance
- accident
Franchise 0
Importantly:
- for children who are under 18 years old at the time of travel, the TIN is not required to be filled in when booking;
- for persons aged 81+, the insurance policy is drawn up as agreed with the insurance company;
- the maximum insurance period is 90 calendar days;
- the insurance policy is valid only for tours with departure/departure from Ukraine;
- if the tourist is already abroad, the insurance policy is drawn up after coordination with the Insurance Company. For this, the agent is obliged to notify the operator;
- for tourists who are already in the country of destination, it is issued with the start date of the policy for the next day.
Tourist insurance services are provided by ERV (PJSC "European Tourist Insurance").
The official website of the insurance company
Procedure:
- upon the occurrence of an insurance event that requires medical assistance
- accident
Franchise 0
Importantly:
- for children who are under 18 years old at the time of travel, the TIN is not required to be filled in when booking;
- for persons aged 81+, the insurance policy is drawn up as agreed with the insurance company;
- the maximum insurance period is 90 calendar days;
FAQ
The airline may cancel the reservation until the tickets have been paid for and issued.
Such actions of the airline may affect the final cost of the tour package. The tour operator is not responsible for changes to the time limit or cost by the airline. In this case, the agency will be notified about the change in the amount of surcharges to save the reservation. For this reason, we recommend that you pay for tours with scheduled flights in full and do so as soon as possible after receiving confirmation.
This service is not included in all package tours when booking. Please pay attention to the composition of the package and notes when searching for a tour
The agency fee is calculated from the full package, excluding air surcharges when booking GDS tours. Surcharges are billed NET.
You can book a GDS tour only if the name, surname and date of birth will not change.
Denis Pushenko / Curator of network agencies (all network agencies not tied to the region) and independent agencies of the city of Kyiv and the Kyiv region
E-mail: d.pushenko@alf.ua
Skype: d.pushenko
Mykhailo Tsapok / Curator of independent agents of the regions of Ukraine
E-mail: m.tsapok@alf.ua
Skype: m.tsapok@alf.ua