Attend a meeting Receive training Attend business outings Inspect work Visit customer/suppliers Attend a conference Visit other branches.

• Attend a meeting

• Receive training

• Attend business outings

• Inspect work

• Visit customer/suppliers

• Attend a conference

• Visit other branches

• Cost of transport

• Time available to travel

• Distance involved

• Position of person in firm eg Managing Director or Clerical Assistant

• Any transport policies the company may have

The method of transport will be chosen according to:

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• Private Car

• Company Car

• Hire Car

• Taxi

• Traveller can plan own journey

• Cheap method of transport

Private Car, Company Car and Hire Car

Taxi

• Convenient for short journeys

• No need to worry about getting lost or parking in city centres

• Can be tiring for long journeys

• Traffic congestion and road works may cause delays

• Can be difficult and expensive to park in city centres

Private Car, Company Car and Hire Car

Taxi

• Expensive for long journeys compared to car

• Local Trains

eg EuroStar

• International Trains

• National Trains

• Quicker than travelling by road

• Easy to travel between city centres

• Can book seats in advance

• More comfortable to relax or work

• Quick service to European countries

• Refreshments available

• Can be expensive during peak times

• Delays can occur due to technical problems

• May have to change trains

• Can sometimes be overcrowded

• Domestic Flights

• International Flights

• Budget Airlines

• Quick method of travel - especially for trips abroad

• Refreshments etc available en route

• Faster check-in times for domestic flights

• Usually more expensive - although becoming cheaper

• Delays and cancellations can occur

• Must make travel arrangements to and from airports

• International flights may require long check-in times

• Ferry

• Hovercraft

• Seacat (catamaran)

• Easy to travel from UK mainland to UK islands

• Good facilities and cabins for overnight journeys

• Cars allowed on most ferries

• Relatively cheap form of transport

• Much slower than air travel

• Delays may be caused by bad weather

• Must make travel arrangements to and from the ferry

• Name of employee

• Department and position of employee

• Destination

• Start/end dates of trip

• Purpose of trip

• Preferred method of travel

• Accommodation needed

• Any special requirements - smoker/non-smoker

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• Timetables - for trains and flights

• Maps - major cities and towns

• Hotel Directories

• Hotel Guides

• CD Roms - computerised maps etc

• Travel Agents - help and advice & discounted fares

• Travel Guides - information on a particular area

• Internet - up-to-date information on bookings, reservations, on-line timetables and hotel information

• A valid passport

• EHIC (European Health Insurance Card) - allows free or reduced medical care in EU countries

• Vaccination form - if visiting certain non-European countries

• Visa - required for certain non-European countries

• Valid driving licence

• Travel Insurance

• Maps

• Credit Cards

• Telephone Charge Cards

• Mobile Phone

• Contact Details

• Location of hotel - ask for a map

• Cost of room

• Any special requirements - disabled, non-smoking

• Meals - which ones are included?

It is important to remember the following points:

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• Dates/days of travel

• Times (24 hour clock)

• Flight numbers

• Airport and check in times

• Arrival times

• Booking reference numbers

• Addresses and telephone numbers

It is a summary of intended activities and travel arrangements. It should include:

What is an Itinerary?

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• Travel Request Form handed in by employee

• Preferred method of travel and any special arrangements noted

• Travel Booking Form is completed before booking

• Accommodation Booking Form is completed

• An Itinerary is then prepared

• All tickets and documentation gathered and included with the Itinerary

Preparing an Itinerary

• Informal chat with employee

• Short meeting is set up

• Comments sheet completed by employee

Important that feedback is gained after a trip.

How would this be carried out:

• Did your journey take as long as was expected?

• Were you delayed? What were the reasons?

• Do you have any comments on the companies used?

• Did you find your destination easily?

• Was your accommodation satisfactory?

• Do you have any comments about the hotel?

• Did your trip run according to your Itinerary?

What might the employee be asked?

• Estimate the cost of future business trips

• Making future bookings with various companies

The answers to these questions allow the

Travel Administrators to evaluate how

suitable the arrangements have been

and helps them to:

• Taxi fares

• Restaurant bills

• Refreshments

• Car Parking

Certain expenses cannot be paid for in advance.

These can be paid for using:

• Banks/Building Societies

• Travel Agents

• Post Office

Sterling (£) or the local currency.

Foreign Currency can be purchased from:

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• Useful for small purchases

• Convenient

Advantages Disadvantages

• No protection/insurance against loss or theft

• Coins can be bulky

• Such as Visa and Mastercard

• Credit cards allow people to purchase goods and services on credit

• A statement is sent every month stating how much is owed

• An individual can use a company credit card

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• Safer than carrying cash

• Purchases are covered by insurance

• In case of emergency more cash may be available

Advantages Disadvantages

• Not accepted by all businesses

• Interest is charged on balance owed each month unless paid back in full

• Such as Switch or Delta

• Payment is automatically deducted from the account by the bank

• Can also be used to withdraw money in many countries

• Safer than carrying cash

• Automatically deducted from the bank account

Advantages Disadvantages

• Not accepted by all businesses

• Can be purchased from the same outlets as foreign currency

• Each is worth a fixed sum and must be signed on purchase

• They must be signed when being cashed along with ID (passport) being shown

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• Safer than carrying cash

• Lost or stolen cheques will be replaced

• Unused cheques can be exchanged for sterling (£)

Advantages Disadvantages

• Commission may be charged when purchasing goods

• Exchanged for currency at a Bureau de Change, or a bank when abroad.

Commission may be charged.

Whenever a business traveller pays for something they must keep a receipt.

Method of Purchase Record of Purchase

• Cash • Receipts

• Credit Card • Copy of sales voucher

• Travellers Cheques • Record of Cheque Number

The traveller will claim back expenses using an expenses claim form. This will be checked by:

• Ensuring all receipts/sales vouchers are attached to the form

• Check the receipts against the figures on the form

• Check the addition of items and the total claimed

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When the form has been checked the employee will be reimbursed by:

• A cheque

• Added onto wages

• Paid directly into his/her bank account

Questions

Answer the following questions on the worksheet provided.

Use the forward arrow to take you to the first question.

Use the help button to take you to the required slide.

Question 1

Identify four pieces of information required by the Administrative Assistant before arranging business travel and accommodation.

Question 2

When booking travel arrangements, state two factors affecting the choice of method of travel

Question 3

When booking travel arrangements state two factors affecting the choice of accommodation.

Question 4

Explain the use of the following documents which relate to travel and accommodation:

a) Travel and accommodation request form

b) Itinerary

c) Expenses claim form

Question 5

Describe the following methods of paying for goods and services while abroad:

a) Credit Card

b) Travellers’ Cheques

c) Currency

Question 6

The End