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Travel Presentation Transcript

  • 1. Organise and Monitor Travel and Accommodation Arrangements Outcome 4 Administration Services
  • 2. Organise Travel and Accommodation Arrangements
    • Employees travel to meetings, conferences, events
    • Can be within UK or overseas
    • Administrator will organise travel and accommodation arrangements
    • All travel arrangements confirmed in writing – fax, e-mail, memo, letter
    • Name and dept of employee, purpose, dates, method of travel, type of accommodation, budget, smoker/non-smoker, special needs eg diet
    • Pre-printed request form – see page 5 of notes
  • 3. Booking Travel and Accommodation
    • Good planning is absolutely essential
    • Consequences of bad planning are – missed appointments, long delays, unsuitable accommodation
    • Large organisations have in-house specialists to deal with travel
    • Most organisations – it is the duty of the admin staff
    • Local travel agent, internet can provide help
  • 4. Methods of Travel - Road
    • Road – Car (including car hire): choose own time of departure, door-to-door, inexpensive, tiring, delays due to traffic problems, must not drink alcohol, parking may be a problem
    • Road – Taxi: convenient, no parking problems, no difficulties, finding address, more expensive, traffic delays, difficulty getting taxi at peak times
  • 5. Train
    • Fast
    • Reliable in most weathers
    • Useful travelling from city to city
    • Frequent service
    • Pre-book seat
    • Space to work, move around, relax
    • Can be expensive at peak times
    • Overcrowding
    • Need to change trains
  • 6. Air
    • Fastest type of travel
    • Facilities at airports
    • Domestic flights – minimal check-in time
    • Most popular mode of travel for going abroad
    • Expensive
    • Location of airports
    • Long check-ins for flights abroad
    • Bad weather – rerouting, cancellation
    • Baggage limits
    • Parking at airports
  • 7. Sea – Ferry and Hovercraft
    • Reasonably priced
    • Useful for Britain as it is an island
    • Hovercrafts faster than ferries
    • Cars allowed on most vessels
    • Regular sailing times
    • Sleeping accommodation
    • Slower than air travel
    • Delays, cancellations
    • Location of ferry ports
  • 8. Channel Tunnel
    • Fastest crossing
    • Regular service
    • Booking not always required
    • Simplified customs procedures
    • Can take your car can get on the train at a London train station and go straight to Paris (Eurostar)
    • Can be expensive at peak times
    • Delays possible
  • 9. Now complete the following :
    • Read pages 4-7 of Admin Services Notes – Outcome 4
    • Complete Task 2
  • 10. Factors Influencing Method of Travel
    • Reason for trip
    • Who is going (level of responsibility)
    • Distance
    • Amount of time available
    • Budget
    • Company policy
    • Least expensive will not necessarily be the one chosen
    • Takes one hour to fly and 7 hours to drive to London
  • 11. Costs of travelling
    • Prices are subject to frequent change
    • Flights at peak times more expensive
    • Promotional offers
  • 12. Other factors to be considered:
    • More than one train station in some cities
    • Travel agents and internet – excellent sources of information
    • Extra comfort – first class travel or Business Class
    • Choosing a car hire company – can it be picked up at the airport?
  • 13. Booking Accommodation
    • Employee must be at his best to conduct business
    • Hotel facilities – desk area for working, office services, stationery, etc – can be expensive and therefore outwith budget
    • Generally the more important the trip the higher is the standard of accommodation
    • Travel agent can often obtain better rates when booking accommodation
  • 14. Booking Accommodation
    • Specify accommodation requirements
    • Check the rate – is the price per room or per person
    • Special requirements – disabled, dietary
    • Check-in times
    • Inform hotel of expected time of arrival – after 6 pm rooms are often re-let
    • Exact location and maps
    • Car parking facilities
    • Confirm booking in writing
  • 15. Monitor Travel and Accommodation Arrangements in Line with Financial Limitations
    • Keep within budget – if problem contact superior
    • Report back from employee after trip – questionnaire can be used
    • This information can be used for future trips
    • Positive/negative responses
  • 16. Now complete the following :
    • Read pages 8-10 of Admin Services Notes – Outcome 4
    • Complete Tasks 3-4
  • 17. International Time Zones and Effects on Travel Arrangements
    • Britain changes clocks twice a year to maximise use of daylight
    • Australia +10, USA –5, Japan +9 (hours)
    • Check tickets for departure and eta (expected time of arrival) – shown in local time
    • Jet lag – extreme tiredness (west to east)
  • 18. Looking after your health on long flights
    • Deep vein thrombosis – exercise/walk every hour
    • Avoid alcohol, drink water
    • Pre-flight exercise
    • Comfortable clothing
    • Alter your watch to be in line with the country you are going to – helps you to adjust
    • Avoid overnight flights
    • First class or Business Class allows more leg room
  • 19. Travelling through different time zones
    • Jet lag – west to east
    • First appointment should not be scheduled until the next morning
    • East to west – gain time
    • Administrator must consider time difference when contacting the business traveller
  • 20. Dealing with cultural differences
    • When in Rome…
    • Be aware of cultural differences when in foreign countries or receiving foreigners in this country – avoids offence and embarrassment
    • Show an interest in the culture and language of the country
    • People will be more welcoming if traveller has taken the time to understand their customs
    • 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.
  • 22. Preparing an Itinerary:
    • Show dates, destinations, names of contacts
    • Start at office (home) and return to office (home)
    • List in date and time order
    • Use 24-hour clock
    • Accommodation information, flight numbers, terminals, check-in times
    • Names and addresses, etc of hotels, car hire
  • 23. Now complete the following :
    • Read pages 11-15 of Admin Services Notes – Outcome 4
    • Complete Tasks 5-7
  • 24. Monetary Arrangements
    • Keep cash to a minimum in case of loss or theft
    • Alternative methods of payment – credit cards, charge cards, travellers’ cheques, euro cheques
    • Foreign currency required for incidental expenses – taxis, cup of coffee, tips
    • Allow approx 7 days for order for foreign currency to be processed
  • 25. Travellers’ cheques
    • Available from banks and travel agents
    • Various denominations, eg £20, £100
    • Collected and signed for in front of bank teller or travel agent
    • When cashing – passport and sign cheque
    • Unique number – lost or stolen – contact bank from list and cheque will be replaced – must know number
    • Unused cheques can be exchanged on return to UK
  • 26. Eurocheques and Eurocheque Card
    • Only valid in European and Mediterranean countries
    • Used in same way as normal cheques
    • Can be used to withdraw cash from autobank machines
    • Allow approx 10 days to obtain cheque book and card
  • 27. Direct Payment by the Organisation
    • Most popular method of payment is ‘plastic’
    • Credit cards, charge cards, debit cards
    • Used by travellers and organisation is billed directly by credit card company
    • Credit cards – pre-agreed credit limit – monthly statement of transactions – no interest if paid in full in the time allowed – otherwise interest is charged – but must pay minimum amount
  • 28. Charge Cards
    • Bill must be paid in full at the end of a pre-set period – usually between 45 and 60 days
    • No pre-set spending limit
    • Annual charge is made for this service
    • Corporate cards can be issued under the name of the company – breakdown account for each separate card
  • 29. Debit Cards
    • Linked to current accounts and act as a cheque substitute
    • Used to pay for goods and obtain cash from autobank machines
    • Amount automatically deducted from account and paid to supplier’s account – no bills
    • Some countries still do not accept ‘plastic’ so administrator must always check
  • 30. Checking and Verifying Expenditure
    • Must check and verify expenditure incurred on business trips
    • Check they are not over paying + assists in estimating for future trips
    • Types of expenditure: invoices from travel agents, airlines expenses claim form from travellers
  • 31. Now complete the following :
    • Read pages 16-21 of Admin Services Notes – Outcome 4
    • Complete Tasks 8-9
  • 32. Passports
    • Required for travel outwith UK
    • Valid for 10 years from date of issue
    • Check validity prior to travel
    • Order new passport well in advance
    • Keep note of passport number, date of issue
    • Lost passport - contact British Embassy or consulate
  • 33. Visa
    • Permission to enter a country
    • Apply to country concerned
    • Travel agent can make visa arrangements
    • Passport is stamped with date of expiry
    • May be refused entry to a country on grounds of having visited another particular country
  • 34. Medical and Travel Insurance
    • Medical expenses and emergencies - treatment
    • Personal liability - accidental injury or property
    • Cancellation or early return - illness, disaster, death, jury service
    • Belongings and luggage - compensation is paid if luggage is delayed on route
    • Delayed departure - more than 24 hours - full cost of trip recovered
  • 35. Driving Abroad
    • Travel insurance does not cover driving abroad
    • Own car - must ensure adequate cover
    • Car hire - rental company will issue insurance - can be costly
  • 36. E111
    • Obtained from Post Office
    • Entitles traveller to free or reduced- cost emergency medical treatment in most European countries
    • Visitors from these countries entitled to these benefits in this country - reciprocal arrangement
  • 37. Vaccinations
    • Vaccinations or inoculations - highly recommended for visiting certain countries
    • Administrator must be up-to-date with vaccination requirements
    • Can take several weeks for vaccinations to become effective
  • 38. Checklist for Travelling Abroad
    • Tickets
    • Current passport and visa (if required)
    • Current vaccination certificates (if required)
    • Confirmation letters - hotels, car hire
    • Business papers eg reports
    • E111
    • Maps
    • Emergency numbers
  • 39. Now complete the following :
    • Read pages 22-26 of Admin Services Notes – Outcome 4
    • Complete Task 10