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Ch11 ppt

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  • 1. Chapter 11 Making Travel Arrangements
  • 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
  • 15. Arranging Travel—24-Hour Clock  Time begins at one minute past midnight (0001) and continues through next 24 hours to midnight (2400)
  • 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
  • 22. Arranging Travel—Security  Allow extra time to clear security areas  Leave gifts unwrapped if in carry on baggage
  • 23. Following Through  Prior to Trip  During Manager’s Absence  After Manager Returns
  • 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