2. Making Travel Arrangements
Planning Trip
Arranging Travel
Following Through
Ethical Issues in Reporting Travel Expenses
Culture and International Travel
3. Planning—Ask Questions
What
are company policies and procedures?
Who’s
responsible for making travel
arrangements?
Do
designated office professional handle travel
arrangements for all managers?
Is
travel agency involved?
What
class is used when flying?
4. Planning—Ask Questions (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
7. Planning--Trip Information Needed
Know details before you contact travel agent or
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
Ground transportation
needed:
At destination
Shuttle service
Rental Car
Make
and/or size
8. Arranging Travel—Air Travel
Sources of Travel Information
Types of Flights
Classes of Service
Flight Reservations
Making Online Reservations
Timetables
Reading 24-hour clock
Ground transportation
9. Arranging Travel—Air Travel (continued)
Sources of Information
Obtained
via:
Local travel agent
Airline
Internet
10. Arranging Travel—Air Travel (continued)
Types of flights
Nonstop – direct
from point of departure to destination
Direct – regardless
Connecting – a
Commuter – short
of number of stops, passenger
remains on same plane
flight connecting with another flight (can
be any airline)
direct flights between two
neighboring cities
11. Arranging Travel—Air Travel (continued)
Basic
classes of service
Business
Class – includes expeditious check-in
and boarding, plus more seating space
Economy
Class – less space and limited
meal/snack service, if any
12. Arranging Travel—Flight Reservations
Handle via 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
13. Arranging Travel—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. Arranging Travel—Timetables
No two airline timetables are identical
Airline timetables are different from rail timetables
All carriers publish electronic and paper timetables and update often
16. Arranging Travel—Ground
Transportation
Airports are typically located twenty or more miles from cities
Shuttle bus, limousine, taxi, car rental, and air taxi
Compare cost and time each saves when making connection:
Is it needed to connect airports/heliport?
Is it needed to/from airport to hotel?
17. Arranging Travel—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
18. Arranging Travel—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
Use credit card to guarantee reservation; get
confirmation number
19. Arranging Travel—Passports
Travel document granting permission to leave country and travel in
certain specified foreign countries
U.S. citizen must carry to travel beyond U.S.
Valid for ten years
20. Arranging Travel—Visas
Stamped permit to travel within given country for specified time
Used with or stamped in passport
Obtained from embassy or consulate of each country requiring visa, or
consult with travel agency
Allow ample time to receive
21. Arranging Travel—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 Certificate of Vaccination that must be
stamped by office administering vaccinations
24. Following Through—Prior to Trip
Check tickets—compare
Request travel funds, if needed
Understand per diem rate
with itinerary
Company’s expense allowed per day
25. Following Through—Prior to Trip (continued)
Prepare itinerary
Travel dates and times
Flight/airport information
Hotel information
Car rental information
Dates, time and purpose of meetings
26. Following Through—Prior to Trip (continued)
Assemble materials
Place papers for each appointment in separate envelopes or
folders
Makes two copies of list
One
each for manager and office
Get special instructions
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
27. Following Through—During Your
Manager’s Absence
Keep list of important mail and phone calls
Communicate
with person left in charge
and assist as necessary
Keep both your and manager’s calendars
free on first day back if possible
Update
him/her of new appointments, etc.
28. Following Through—After Your
Manager Returns
Give
update on events
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. Following Through--After Your Manager
Returns
Travel expense voucher
Know company’s policy of allowable expenses
Complete form showing reportable expenses based upon receipts obtained.
Date, location, type of item, and cost
Submit for signatures
30. Ethical Issues In Reporting Travel Expense
To
prevent unethical behavior, commit to
organization’s values and beliefs—code of ethical
conduct
Follow
travel expense policies to ensure honest
and efficient use of company funds
Be
diligent in ensuring accuracy and integrity of
reporting travel expense items
31. Culture and International Travel
Tips
for Traveler
Learn
about country
Know “do’s” and “taboos”
Know time of day that is best for meetings
Be open-minded to customs, manners, gestures, etc.
Listen carefully
Be careful of body language
