Admin Services Int 2 - Outcome 51 Outcome 5 The procedures for arranging and paying for business travel and accommodation  Information required before arranging business travel and accommodation  Methods of payment

Admin Services Int 2 - Outcome 52 Information required An administrator responsible for making travel arrangements should: require that all requests are confirmed in writing by fax, , memo, brief note or a pre­printed request form (signed)

Admin Services Int 2 - Outcome 53 Information required name and department of the employee(s) going on the business trip destination purpose of the trip dates of the trip method of travel preferred type of accommodation required (if necessary) budget for the trip smoker/non-smoker any special needs, e.g. wheelchair access or special diet.

Admin Services Int 2 - Outcome 54 Booking Travel and Accommodation After obtaining the necessary requirements for the trip - the administrator should make use of the relevant sources of information. Many of these sources of information are either available at a travel agent or, increasingly, on the Internet:

Admin Services Int 2 - Outcome 55 Booking Travel and Accommodation travel timetables, for example Scotrail timetable directories, eg Guest Houses in the UK hotel guides, eg Holiday Inn brochure maps, eg AA British Road Map brochures, eg Short Breaks brochures CD-ROM, eg AutoRoute Express and Europe in the Round.

Admin Services Int 2 - Outcome 56 Factors affecting choice of method of travel and accommodation Must consider the advantages and disadvantages of each method. The method of travel chosen will depend on: reason for the trip who is going (level of responsibility) preferred methods distance, time, budget available company policy.

Admin Services Int 2 - Outcome 57 Factors affecting choice of method of travel and accommodation Hire car – choose own time/breaks V tiring/parking Taxi – convenient/no parking V expensive Rail – fast/reliable?/pre-book/work V crowded/delays/change Ferry/h-craft – fast/take cars/sleep V time/delays/rough seas Tunnel – fast/regular/car V expensive/delays Air – fast/food/facilities V expensive/check- in/car parking

Admin Services Int 2 - Outcome 58 Booking accommodation The accommodation chosen should: ensure that the employee is well rested and ready to conduct business the next day. take into account the budget available cater for needs - eg desk area, Internet access, photocopier/ fax, stationery, telephone, private bathroom, tea/coffee making facilities, 24-hour room service, TV and video, early morning breakfast, fast check-out service.

Admin Services Int 2 - Outcome 59 Booking accommodation An accommodation booking form may be required to specify the accommodation requirements: An administrator must then check: the rate quoted- per room or person, breakfast included? special requirements e.g. disability or special diet expected time of arrival at the hotel – especially if this is likely to be after 6.00 p.m. – otherwise the room may be re-let exact location of the hotel - obtain maps if needed car-parking facilities (if appropriate).

Admin Services Int 2 - Outcome 510 International Time Zones Time difference between UK and other countries Eg USA (New York) -5 hours, France +1 hour Always check the air ticket - shows time of departure and time of arrival in each country (at local times). NB: USA and Australia are so large that different parts have different time zones. MUST also take account of JET LAG when arranging meetings in other countries after long flight Jet lag is extreme tiredness and other bodily effects felt after a long flight involving marked differences in international time zones.

Admin Services Int 2 - Outcome 511 Itineraries  is a programme of travel, accommodation and events for a trip, which gives a brief summary of all the arrangements made, in date and time order, for easy reference  is the main document that the administrator arranging a business trip will be expected to prepare once all the travel and accommodation bookings have been made and confirmed.

Admin Services Int 2 - Outcome 512 Itineraries RULES: show clearly (at the top) all the dates covered by the trip, the destination and the names of those involved arrangements start from the traveler's home (or the office) and return to the home (or office) list the arrangements in date and time order always use the 24-hour clock give clear information about travel and accommodation arrangements (flight no, hotel name)

Admin Services Int 2 - Outcome 513 Itineraries The administrator should include the following along with the itinerary: travel tickets relevant maps letters/faxes of confirmation for hotels and car hire current passport (if business trip is abroad) reports, presentation materials and other relevant business documentation

Admin Services Int 2 - Outcome 514 Methods of Payment From booking flights and accommodation to paying for meals, there are a variety of different payment methods available Currency Travellers’ cheques Credit card Debit card Cheques

Admin Services Int 2 - Outcome 515 Methods of Payment Currency (foreign) - small amount to pay for incidental items such as newspapers, snacks, bus or cab fares Travellers’ cheques - signed by the traveller on receipt and then again when used (must be done in the presence of a cashier) who will check their passport for identification Credit card - (business?) credit card to purchase goods and services or obtain cash advances Debit card – (ATMs)/pay for goods/services (in local currency). Immediately (almost) deducted from the holder’s bank account. Cheques – (relatively) safe payment of travel and accommodation in advance. Cheques for foreign currency have to be arranged in advanced at a fee.

Admin Services Int 2 - Outcome 516 Expenses Claim Form On return from the business trip: the business traveller will claim back any money he/she spent on business expenses by completing tan Expenses Claim Form. It also assists the business in checking the claim and verifying expenditure.

Admin Services Int 2 - Outcome 517 Expenses Claim Form the administrator must: take a careful note of the prices being charged when making reservation – then this figure should be checked against the final invoices. check with the business traveler if there is a difference – to see if there is a simple explanation for the different invoice charge. Eg s/he upgraded room check the attached receipts - to verify that the expense was actually incurred (and to checking that the claim is for the correct amount.)