Chapter 11 Making Travel Arrangements. Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River,

Chapter 11Making Travel Arrangements

Office Procedures for the 21st Century, 8eBurton and Shelton

© 2011 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

Reserved.2

Making Travel Arrangements

Planning Trip Arranging Travel Following Through Ethical Issues in Reporting Travel

Expenses Culture and International Travel



Reserved.3

Planning—Ask Questions

What are company policies and procedures? Who’s responsible for making travel

arrangements? Do designated office professional handle travel

arrangements for all managers? Is travel agency involved? What class is used when flying?



Reserved.4

Planning—Ask Questions (continued)

Are private cars or rental cars used? Can any airline be used? How are payments made for reservations? Are cash advances given? How are managers reimbursed for additional

expenses?



Reserved.5

Planning—Internet Travel Services

Obtain abundance of information about travel service company Flight schedules, pricing, phone numbers,

travel tips, etc. Ticket is paid for with a credit card number

Ticket voucher is faxed, picked up at travel agent or airport, or printed from Web site



Reserved.6

Planning—Travel Agencies

Provide services for making travel arrangements easier Prepare travel itinerary, secure tickets, make hotel

reservations, arrange for rental car, etc. Receive commission from airlines, hotels, and

other organizations whose services they sell—not your organization



Reserved.7

Planning--Trip Information Needed

Destination Non-stop or intermediate

stops Departure and return dates Preferred travel time Method of travel

Air, car, rail Type of service – business or

economy class

Seat preference Hotel preference/location Ground transportation

needed: At destination Shuttle service Rental Car

Make and/or size

Know details before you contact travel agent or carrier:



Reserved.8

Arranging Travel—Air Travel

Sources of Travel Information Types of Flights Classes of Service Flight Reservations Making Online Reservations Timetables Reading 24-hour clock Ground transportation



Reserved.9

Arranging Travel—Air Travel (continued)

Sources of Information Obtained via:

Local travel agent Airline Internet



Reserved.10


Types of flights Nonstop – direct from point of departure to

destination Direct – regardless of number of stops,

passenger remains on same plane Connecting – a flight connecting with another

flight (can be any airline) Commuter – short direct flights between two

neighboring cities



Reserved.11


Basic classes of service Business Class – includes expeditious check-in

and boarding, plus more seating space Economy Class – less space and limited

meal/snack service, if any



Reserved.12

Arranging Travel—Flight Reservations

Handle via phone, Internet, or at locations in malls and hotels. Have all trip information ready prior to

contact Book reservations using credit card Receive fax or e-mail itinerary and

confirmation from airline carrier



Reserved.13

Arranging Travel—Making Online Reservations

Easy access to information Ability to print information for different

times for comparison—getting best schedule for manager

Quickly change if manager has change of plans

Do not have to go through travel agency every time change must be made



Reserved.14

Arranging Travel—Timetables

No two airline timetables are identical Airline timetables are different from rail

timetables All carriers publish electronic and paper

timetables and update often



Reserved.15

Arranging Travel—24-Hour Clock

Time begins at one minute past midnight (0001) and continues through next 24 hours to midnight (2400)



Reserved.16

Arranging Travel—Ground Transportation

Airports are typically located twenty or more miles from cities Shuttle bus, limousine, taxi, car rental,

and air taxi Compare cost and time each saves

when making connection: Is it needed to connect airports/heliport? Is it needed to/from airport to hotel?



Reserved.17

Arranging Travel—Car Rental Services

Arrange for vehicle ahead of time Know city, date and time, size of car, where to

be picked up, who will pick it up, where to be left, length of time needed, and method of payment

Upon arriving, traveler can pick up car at airport rental agency near airport Indicate reservation and present proper ID



Reserved.18

Arranging Travel—Hotel Reservations

Use toll-free number for making reservations

Ways to save money Use Internet to search for best rates Book right kind of room (business traveler) Concierge levels (free breakfast, etc.) Avoid hotel chains Use credit card to guarantee reservation; get

confirmation number



Reserved.19

Arranging Travel—Passports

Travel document granting permission to leave country and travel in certain specified foreign countries

U.S. citizen must carry to travel beyond U.S.

Valid for ten years



Reserved.20

Arranging Travel—Visas

Stamped permit to travel within given country for specified time

Used with or stamped in passport Obtained from embassy or consulate of

each country requiring visa, or consult with travel agency Allow ample time to receive



Reserved.21

Arranging Travel—Immunization Requirements

Vaccinations may be required as condition of entry to any country

World Health Organization (WHO) sends communication to local health departments advising them of required and recommended immunization for travelers

Obtain Certificate of Vaccination that must be stamped by office administering vaccinations



Reserved.22

Arranging Travel—Security

Allow extra time to clear security areas Leave gifts unwrapped if in carry on baggage



Reserved.23

Following Through

Prior to Trip During Manager’s Absence After Manager Returns



Reserved.24

Following Through—Prior to Trip

Check tickets—compare with itinerary Request travel funds, if needed Understand per diem rate

Company’s expense allowed per day



Reserved.25

Following Through—Prior to Trip (continued)

Prepare itinerary Travel dates and times Flight/airport information Hotel information Car rental information Dates, time and purpose of meetings



Reserved.26

Following Through—Prior to Trip (continued)

Assemble materials Place papers for each appointment in separate envelopes or

folders Makes two copies of list

One each for manager and office Get special instructions

Mail – if forwarded, need location Meetings manager cannot attend – are materials sent? Activate e-mail automatic message reply or forward to someone

else Follow through on important correspondence and phone calls



Reserved.27

Following Through—During Your Manager’s Absence

Keep list of important mail and phone calls

Communicate with person left in charge and assist as necessary

Keep both your and manager’s calendars free on first day back if possible Update him/her of new appointments, etc.



Reserved.28

Following Through—After Your Manager Returns

Give update on events Report most significant first—attention on items

requiring immediate attention Place on manager’s desk:

Mail that arrived during absence Summary of appointments List of phone calls List of visitors

Return items taken on trip to proper place or dispose of duplicate materials



Reserved.29

Following Through--After Your Manager Returns Travel expense voucher

Know company’s policy of allowable expenses Complete form showing reportable expenses

based upon receipts obtained. Date, location, type of item, and cost

Submit for signatures



Reserved.30

Ethical Issues In Reporting Travel Expense

To prevent unethical behavior, commit to organization’s values and beliefs—code of ethical conduct

Follow travel expense policies to ensure honest and efficient use of company funds

Be diligent in ensuring accuracy and integrity of reporting travel expense items



Reserved.31

Culture and International Travel

Tips for Traveler Learn about country Know “do’s” and “taboos” Know time of day that is best for meetings Be open-minded to customs, manners, gestures, etc. Listen carefully Be careful of body language

Chapter 11 Making Travel Arrangements. Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River,

Documents