1. Organise Business Travel
Certificate IV in Business Administration

2. Elements and critical aspects
Organise business itinerary for domestic and overseas travel
Make travel arrangements
Arrange credit facilities
Evidence of the following is essential:
organising business-related travel for others, including scheduling and developing itineraries and travel-related documents
efficiently booking and organising travel within budgets and time constraints to meet traveller and organisation needs.

3. Assessments Blackboard assessment folder
Portfolio submission
1.1 Practice activity
Evidence of arranging travel for Simwen Manager:
Completed air travel request form
Business trip folder with all the relevant documentation

4. Why is business travel increasing?
Globalisation
Foreign subsidiaries manufacturing products
Participation in other markets
Competition against companies located in other countries
Improved Telecommunications
Overseas postings
Developments in international trade
Staff exchange
Increasing trade between Asia and Australia

5. Group activity – reasons for business travel
Discuss when staff may need to travel on behalf of the organisation. Make a list under the headings:
Intrastate travel
Interstate travel
Overseas travel

6. Reasons for business trips
Visit branch offices
Buy new equipment
Market products
Expand export markets
Attend conferences or seminars
Attend trade fairs
Discuss company business with interstate colleagues
Speak at a conference
Meet a consultant

7. Policy & Procedures
Procedure – specific method or way of doing something.
Policy – plan of action adopted by company

8. Travel policies and procedures
Approval process (eg names of people authorised to approve travel and expenditure - meals, taxis etc)
Preferred travel agents
Preferred airlines
Membership details (eg frequent flyer programs)
Preferred accommodation
Reservation process
Preferred method, class and suppliers of travel
Allowable expenses
Method of payment (company credit card, cash, cheque)
Documentation to be completed by travellers

9. Simwen Travel Policies and Procedures Air Travel Request Form
PF Q1, 2, 3
Air Travel Request Form
PF Q16

10. Group activity
You have been asked to book a flight for one of the Simwen Managers from Perth to Sydney for a am meeting next Friday, what information would you need to have access to?

11. Travel requirements (PF Q 4, 8)
Travel policies and procedures
Flight details (from travel agent or airline)
Available accommodation (from a travel agent or your organisation, preferred list of Sydney accommodation, hotel guide)
Class of accommodation & Travel
Connections and transfers (details of taxi companies to take the traveller to and from the airports)
Mode of transport
Time differences – between Perth and Sydney
Timetables
Calendar (to check holidays in other States)

12. Preparation
If you understand the purpose of the trip you are planning, you will know what kind of arrangements need to be made
This will make the process easier and more efficient and you will be able to make suggestions to the person you are organising travel for
Documentation may have to be prepared or collated for the traveller to take on their trip

13. Time management
Making travel arrangements is very time consuming so allow plenty of time to clarify details, make booking enquiries and confirm bookings
All meetings, appointments or conference attendance should have been confirmed weeks before the departure of the traveller and details incorporated into an itinerary

14. Individual preferences (PF Q 10, 11)
Traveller may have preferences. For example:
May want daily schedule structured in a certain way
Lunch breaks – opportunity to meet with a client
Time of first and last appointments
Schedule needs to be structured efficiently – customers situated near each other should be seen one after another if possible

15. OHS Allowances (PF Q 6) Jetlag
Time for travelling from the airport to the hotel, to appointments and in between appointments
Proper lunch breaks are taken
Limit of appointments in any one day
Limit of travel in any one day
Adequate rest periods and leisure time
It often takes longer to achieve things in an unfamiliar environment

16. Summary Understand your boss’s preferences
Have list of clients or people with whom to make appointments
Know the amount of time to allocate to each appointment
Know the time gap to allow between each one
Know guidelines regarding OHS

17. What is an itinerary? PF Q 9
Summary of entire trip - shows daily record of travel
Accommodation, meetings, lunches, dinners, business meetings and any special instructions
Arrival/departure times
Transport arrangements
Times and places of appointments
Names/contact numbers of people involved
Documentation for appointments, eg files, company brochures, reports, tenders, contracts, or reminder notes (P/F Q 4)

18. Reasons for an itinerary?
Record of events
Traveller can easily determine their destinations and appointments
Any special files or documents that should accompany them
Used to identify the traveller’s whereabouts and activities by a number of interest parties

19. Prepare itinerary Gather all details
Mode of travel
Class of travel
Transport timetables
Connections and transfers
Time differences
Budget
Accommodation (availability/class)
A draft itinerary should be handed to traveller a few days prior to their departure

20. Using Travel Agent Arrange visas Time differences
Details of connections and transfers
Timetables
Advice about car hire and booking procedures
Arrange rail or local transport passes
Arrange tickets for shows

21. Benefits of using a travel agent (P/F Q14)
Centralised booking system
Access to lower fares and discounts
Access to expert knowledge
Reduction of errors from booking over the internet
Accurate processing of complex change requests
Provision of travel warnings and advice
Assistance with travel insurance
Assistance with processing necessary visas

22. Make bookings Follow policies and procedures On-line Telephone
Being aware of health and safety issues
Procedure for dealing with telephone calls
How to contact clients to make appointments
How to respond to instructions/give instructions
Policies governing the use of voice/
On-line
Telephone
Travel agent

23. Travel folder (P/F Q 5, 15) Passport Tickets Visas
Travel insurance policy
Travel itinerary
Timetables
Maps
Health or medical documents
Travellers cheques/expense account forms
Hotel/motel confirmations
Correspondence relating to trip
Note relating to appointments
Business cards

24. Confirm/Check arrangements
E-ticket
Paper ticket
Electronic or printed airline itinerary
Accommodation confirmation documents

25. Negotiate and confirm alternative arrangements
Negotiate – to arrange for or bring about by discussion with another, to talk with others in order to reach an agreement.
Inserting additional appointments after itinerary prepared
Cancelling pre-arranged appointments
Re-scheduling existing appointments
Changing travel/accommodation bookings
Why might travel arrangements change? (P/F Q 13)

26. Record travel details/itinerary
Separate files
Single file
Checklist for you
Checklist for traveller

27. Methods of payment Company account Raising a purchase order
Company credit cards/debit card
Traveller pays and is reimbursed later
Cash payment by the traveller with cash advance
Traveller’s cheques
Electronic transfer

28. Blackboard Documents Travel request form (PF Q 16)
Organise Business Travel Learning Guide
Itinerary template
Simwen Policies and Procedures
Powerpoint presentation
Practice exercise

29. Practice Exercise
Prepare a checklist of the steps involved. Include a list documentation and materials likely to be needed
Refer to airlines timetables, hotel accommodation guides
Make itemized list of all expenditure incurred, provide realistic figures
Provide sightseeing suggestions
Prepare an itinerary outlining complete schedule and provide any additional references and documentation you think may be useful
Collate the above into a travel folder