Presentation on theme: "Chapter 10 Making Travel Arrangements"— Presentation transcript:
1Chapter 10 Making Travel Arrangements Burton/Shelton, Procedures for the Automated Office, 6e, C10
2Making Travel Arrangements Planning the TripArranging the TravelFollowing ThroughInternational Travel Tips
3Planning—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?
4Who 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?
5Planning—Internet Travel Services Obtain abundance of information about travel service companyFlight schedules, pricing, phone numbers, travel tips, etc.Ticket is paid for with a credit card numberTicket voucher is faxed, picked up at travel agent or airport, or printed from Web site
6Planning—Travel Agencies Provide services for making travel arrangements easierPrepare 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 organizationApproved by International Air Transportation Association (IATA)
7Trip Information Needed Know details before you contact a travel agent or a carrier:DestinationNon-stop or intermediate stopsDeparture and return datesPreferred travel timeMethod of travelAir, car, railType of service – business or economy classSeat preferenceHotel preference/locationIs ground transportation needed:At destinationShuttle serviceRental CarMake and/or size
8Arranging—Air Travel Become well informed about air travel services Sources of air travel informationTypes of flightsClasses of serviceFlight reservationsAdvantages of making online reservationsTimetablesGround transportation
9Air Travel—Sources of Air Travel Information Obtained via:Local travel agentAirlineInternetConsult North American and International editions of Official Airline Guide (OAG) for valuable informationAlso available on Internet
10Air Travel—Types of Flights Nonstop – direct from point of departure to destinationDirect – regardless of the number of stops, the passenger remains on the same planeConnecting – a flight that connects with another flight (can be any airline)Commuter – short direct flights between two neighboring cities
11Air Travel—Classes of Service Type of service passengers receive aboard the planeWhere they sitFood and beverage servedBasic classes of serviceBusiness Class – includes expeditious check-in and boarding, plus more seating spaceEconomy Class – less space and limited meal service
12Air Travel—Flight Reservations Handled over phone, Internet, or at locations in malls and hotels.Have all trip information ready prior to contactBook reservations using credit cardReceive fax or itinerary and confirmation from airline carrier
13Air Travel—Advantages of Making Online Reservations Easy access to informationAbility to print information for different times for comparison – getting best schedule for managerQuickly change if manager has change of plansDo not have to go through travel agency every time change must be made
14Air Travel—Timetables No two airline timetables are identicalAirline timetables are different from rail timetablesAll carriers publish electronic and paper timetables and update them oftenAir travel uses a 24-hour clock
15Air Travel—Ground Transportation Airports are typically located twenty or more miles from citiesShuttle bus, limousine, taxi, car rental, and air taxi are types of available servicesCompare 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?
16Car 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 paymentUpon arriving, traveler can pick up car at airport rental agency near airportIndicate reservation and present proper ID.
17Hotel Reservations Use toll-free number for making reservations Ways to save money:Use Internet to search for best ratesBook right kind of room (business traveler)Concierge levels (free breakfast, etc.)Avoid hotel chainsGet guaranteed reservation and get confirmation number. Use credit card for late arrivals.
18PassportsTravel document granting permission to leave your own country and travel in certain specified foreign countriesU.S. citizen must carry abroadNot needed for short visits between Canada, Mexico, and some countries in Caribbean where U.S. birth certificate may be acceptedApplied for and valid for ten years
19VisasA stamped permit to travel within given country for specified length of timeUsed with passportObtain before going abroadNot given with passportObtained from embassy or consulate of each country, or consult travel agencyAllow ample time to receive, since one is needed from each country
20Immunization Requirements Vaccinations may be required as condition of entry to any countryWorld Health Organization (WHO) sends communication to local health departments advising them of required and recommended immunization for travelersObtain a Certificate of Vaccination that must be stamped by office administering vaccinations
21Security Avoid countries that are unfriendly to Americans Expect to be thoroughly examined before boarding a flightHave computer batteries charged, should they need to be turned onDo not wrap giftsHave passports and immunization cards on their person, since government officials can request these at any time
22Following Through—Prior to Trip (continued) Check tickets – compare with itineraryGet money for TripReply on credit cards, but carry some cash in small bills for tips, etc. Use traveler’s checks.Understanding Per DiemsCompany’s expense allowance per day
23Following Through—Prior to Trip (continued) Preparing itineraryTravel 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 neededMake copies for traveler, supervisor, family members, and you
24Following Through—Prior to Trip (continued) Assembling materials for tripCompile complete list of items manager will needIf taking notebook computer, include fully charged spare power pack, diskettes, CDPlace papers for each appointment in separate envelopes or foldersMakes two copies of listOne for manager and one for you
25Following Through—Getting Special Instructions What do you do in manager’s absence?Mail – if forwarded, need locationMeetings manager cannot attend – are materials sent?Activate automatic message reply or forward to someone else?Follow through on important correspondence and phone calls?
26Printing Business Cards Print new business cards prior to trips abroadInclude usual information in English on one sideOn reverse side, print information in foreign languageForeign business contacts will view this as courteous gesture
27During Your Manager’s Absence Work at same normal paceManager will use and phone to keep up with information and workKeep notebook of important mail and phone callsCommunicate with person left in charge and assist as necessaryKeep both manager, and your calendars free on first day backUpdate him or her of new appointments, etc.
28After Your Manager Returns Brief manager on what has happened during his or her absenceReport most significant first – attention on items requiring immediate attentionPlace on manager’s desk:Mail that arrived during absenceSummary of appointmentsList of phone callsList of visitorsReturn items taken on trip to proper place or dispose of duplicate materials
29After Your Manager Returns—Travel Expense Voucher Know company’s policy of allowable expensesComplete form showing reportable expenses based upon receipts obtained. Show:Date, location, type of item, and costMust be approved by senior employee
30International Travel Tips Tips for SuccessLearn about the countryKnow “do’s” and “taboos”Know time of day that is best for meetings?Be open-minded to their customs, manners, gestures, etc.Listen carefullyBe careful of body languageDo they want to know about you before jumping into business mode?