Chapter 10 Making Travel Arrangements

Chapter 10Making Travel Arrangements Burton/Shelton, Procedures for the Automated Office, 6e, C10

Making Travel Arrangements • Planning the Trip • Arranging the Travel • Following Through • International Travel Tips

Planning—Who’s Responsible? • What are company policies and procedures? • Who’s responsible for making travel arrangements? • Do designated office professional handle travel arrangements for all managers? • Is a travel agency involved? • What class is used when flying?

Who is responsible for making travel arrangements? (continued) • What are company policies and procedures? (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?

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

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 • Approved by International Air Transportation Association (IATA)

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 Is ground transportation needed: At destination Shuttle service Rental Car Make and/or size Trip Information Needed Know details before you contact a travel agent or a carrier:

Arranging—Air Travel • Become well informed about air travel services • Sources of air travel information • Types of flights • Classes of service • Flight reservations • Advantages of making online reservations • Timetables • Ground transportation

Air Travel—Sources of Air Travel Information • Obtained via: • Local travel agent • Airline • Internet • Consult North American and International editions of Official Airline Guide (OAG) for valuable information • Also available on Internet

Air Travel—Types of Flights • Nonstop – direct from point of departure to destination • Direct – regardless of the number of stops, the passenger remains on the same plane • Connecting – a flightthatconnects with another flight (can be any airline) • Commuter – short direct flights between two neighboring cities

Air Travel—Classes of Service • Type of service passengers receive aboard the plane • Where they sit • Food and beverage served • Basic classes of service • BusinessClass – includes expeditious check-in and boarding, plus more seating space • EconomyClass – less space and limited meal service

Air Travel—Flight Reservations • Handled over 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

Air Travel—Advantages of 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

Air Travel—Timetables • No two airline timetables are identical • Airline timetables are different from rail timetables • All carriers publish electronic and paper timetables and update them often • Air travel uses a 24-hour clock

Air Travel—Ground Transportation • Airports are typically located twenty or more miles from cities • Shuttle bus, limousine, taxi, car rental, and air taxi are types of available services • Compare cost and how much time each saves when making connection: • Is it needed to connect airports/heliport? • Is it needed to/from airport to hotel?

Car Rental Services • Arrange for vehicle ahead of time • Know city, date and time, size of car, where to be pickedup, who will pick it up, where to be left, length of timeneeded, and method of payment • Upon arriving, traveler can pick up car at airport rental agency near airport • Indicate reservation and present proper ID.

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 • Get guaranteed reservation and get confirmation number. Use credit card for late arrivals.

Passports • Travel document granting permission to leave your own country and travel in certain specified foreign countries • U.S. citizen must carry abroad • Not needed for short visits between Canada, Mexico, and some countries in Caribbean where U.S. birth certificate may be accepted • Applied for and valid for ten years

Visas • A stamped permit to travel within given country for specified length of time • Used with passport • Obtain before going abroad • Not given with passport • Obtained from embassy or consulate of each country, or consult travel agency • Allow ample time to receive, since one is needed from each country

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

Security • Avoid countries that are unfriendly to Americans • Expect to be thoroughly examined before boarding a flight • Have computer batteries charged, should they need to be turned on • Do not wrap gifts • Have passports and immunization cards on their person, since government officials can request these at any time

Following Through—Prior to Trip (continued) • Check tickets – compare with itinerary • Get money for Trip • Reply on credit cards, but carry some cash in small bills for tips, etc. Use traveler’s checks. • Understanding Per Diems • Company’s expense allowance per day

Following Through—Prior to Trip (continued) • Preparing itinerary • Travel dates and times, flight information, dates, time and purpose of people traveler will see, name of hotel for each overnight stay, car rental information, software or documents needed • Make copies for traveler, supervisor, family members, and you

Following Through—Prior to Trip (continued) • Assembling materials for trip • Compile complete list of items manager will need • If taking notebook computer, include fully charged spare power pack, diskettes, CD • Place papers for each appointment in separate envelopes or folders • Makes two copies of list • One for manager and one for you

Following Through—Getting Special Instructions • What do you do in manager’s absence? • 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?

Printing Business Cards • Print new business cards prior to trips abroad • Include usual information in English on one side • On reverse side, print information in foreign language • Foreign business contacts will view this as courteous gesture

During Your Manager’s Absence • Work at same normal pace • Manager will use e-mail and phone to keep up with information and work • Keep notebook of important mail and phone calls • Communicate with person left in charge and assist as necessary • Keep both manager, and your calendars free on first day back • Update him or her of new appointments, etc.

After Your Manager Returns • Brief manager on what has happened during his or her absence • 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

After Your Manager Returns—Travel Expense Voucher • Know company’s policy of allowable expenses • Complete form showing reportable expenses based upon receipts obtained. Show: • Date, location, type of item, and cost • Must be approved by senior employee

International Travel Tips • Tips for Success • Learn about the country • Know “do’s” and “taboos” • Know time of day that is best for meetings? • Be open-minded to their customs, manners, gestures, etc. • Listen carefully • Be careful of body language • Do they want to know about you before jumping into business mode?

Chapter 10 Making Travel Arrangements