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