Burton/Shelton, Procedures for the Automated Office, 6e, C10

Chapter 10

Making Travel Arrangements

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)

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• Is ground transportation

needed:– At destination– Shuttle service– Rental Car

• Make and/or size

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 flight that connects 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– Business Class – includes expeditious check-

in and boarding, plus more seating space– Economy Class – 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 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.

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?