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

2. Making Travel Arrangements
Planning the Trip
Arranging the Travel
Following Through
International Travel Tips

3. 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?

4. 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?

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

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
Approved by International Air Transportation Association (IATA)

7. Trip Information Needed
Know details before you contact a travel agent or a carrier:
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

8. 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

9. 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

10. 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

11. 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

12. 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 itinerary and confirmation from airline carrier

13. 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

14. 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

15. 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?

16. 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.

17. 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.

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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 automatic message reply or forward to someone else?
Follow through on important correspondence and phone calls?

26. 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

27. During Your Manager’s Absence
Work at same normal pace
Manager will use 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.

28. 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

29. 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

30. 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?