TRAVELTRAVEL

SG ADMINISTRATIONSG ADMINISTRATION

THINK ABOUT YOUR IDEAL HOLIDAYTHINK ABOUT YOUR IDEAL HOLIDAY

In pairs think about the questions above and note down your ideas.

Organisations also need to consider some of the questions above when their representatives are travelling.

WHY DO BUSINESS PEOPLE TRAVEL?WHY DO BUSINESS PEOPLE TRAVEL?

• Attend meetingsAttend meetings

• Receive trainingReceive training

• Attend a business outing/conferenceAttend a business outing/conference

• Inspecting a worksiteInspecting a worksite

• Visiting customers/suppliersVisiting customers/suppliers

• Visiting other branchesVisiting other branches

TRAVEL ARRANGMENTSTRAVEL ARRANGMENTSBefore making travel Before making travel arrangements the admin arrangements the admin assistant will need to assistant will need to find out about:find out about:

Firms may use a Travel Agent to helpwith arrangements.

METHODS OF TRAVELMETHODS OF TRAVEL

There are 4 main methods of transport which There are 4 main methods of transport which employees could use to reach their employees could use to reach their

destination:destination:

Road – private/company car, hire car, taxi, Road – private/company car, hire car, taxi,

busbus

Train – local/national, EurostarTrain – local/national, Eurostar

Sea – Ferry, Hovercraft, SeacatSea – Ferry, Hovercraft, Seacat

Air – domestic/international flightsAir – domestic/international flights

METHODS OF TRAVELMETHODS OF TRAVEL

The method of travel chosen will depend upon:The method of travel chosen will depend upon:

the reason for the tripthe reason for the trip

who is going on the tripwho is going on the trip

the destination/distance involvedthe destination/distance involved

amount of time availableamount of time available

budget availablebudget available

company policycompany policy

STRUCTURED PLANNING PROCESSSTRUCTURED PLANNING PROCESS

1.1. Gathering Gathering informationinformation about the trip about the trip

2.2. Searching relevant Searching relevant sources of informationsources of information

3.3. Evaluating Evaluating alternativesalternatives eg accommodation, eg accommodation, method of travelmethod of travel

4.4. Make Make bookingsbookings

5.5. Prepare necessary Prepare necessary documentsdocuments

GATHERING INFORMAITONGATHERING INFORMAITON

Name of employeeName of employee

Department and job Department and job titletitle

DestinationDestination

Dates of tripDates of trip

Purpose of tripPurpose of trip

Preferred method of Preferred method of traveltravel

Accommodation required Accommodation required (may use (may use Accommodation Request Accommodation Request Form)Form)

Special requirements eg Special requirements eg vegetarian, internet vegetarian, internet accessaccess

A A Travel Request FormTravel Request Form can be used to gather can be used to gather information such as:information such as:

SOURCES OF INFORMATIONSOURCES OF INFORMATION

InternetInternet – up to date information, direct booking for flights, – up to date information, direct booking for flights,

accommodation, car hire etc, compare pricesaccommodation, car hire etc, compare prices

Travel AgentTravel Agent – specialist advice and expertise, make – specialist advice and expertise, make

bookingsbookings

TimetablesTimetables – trains, flights – trains, flights

Hotel DirectoriesHotel Directories – star ratings, facilities, location, cost – star ratings, facilities, location, cost

Travel GuidesTravel Guides – information on specific places, countries, – information on specific places, countries,

areasareas

CD-ROMCD-ROM – computerised maps eg AA Routefinder – computerised maps eg AA Routefinder

Maps/Satellite NavigationMaps/Satellite Navigation – locate towns, routes etc in the – locate towns, routes etc in the

UK and abroadUK and abroad

CHOOSING THE METHOD OF TRAVELCHOOSING THE METHOD OF TRAVEL

The method of travel may depend upon:The method of travel may depend upon:

• Costs (budgets)Costs (budgets)

• Time availableTime available

• DistanceDistance

• Organisation/Company policy (the rules or guidelines on Organisation/Company policy (the rules or guidelines on

how travel should be organised)how travel should be organised)

• Preference of travellerPreference of traveller

• Position in organisation eg Senior ManagementPosition in organisation eg Senior Management

SOME QUESTIONS…SOME QUESTIONS…

1.1. Give one reason why employees need to travel.Give one reason why employees need to travel.

2.2. What is the purpose of a travel request form?What is the purpose of a travel request form?

3.3. Can an employee travel using any method of Can an employee travel using any method of transport? Give reasons for your answer.transport? Give reasons for your answer.

4.4. Travel information can be found using paper-Travel information can be found using paper-based sources. Name two other sources of based sources. Name two other sources of information that could be used.information that could be used.

5.5. Justify the use of the internet as a source of Justify the use of the internet as a source of information for making travel arrangements.information for making travel arrangements.

SOME ANSWERS…SOME ANSWERS…1.1. Give one reason why employees need to travel.Give one reason why employees need to travel.

To attend meetings, receive training, visit To attend meetings, receive training, visit customers/suppliers/other branches.customers/suppliers/other branches.

2.2. What is the purpose of a travel request form?What is the purpose of a travel request form?To help the travel administrator gather all the necessary details in To help the travel administrator gather all the necessary details in order to make arrangements.order to make arrangements.

3.3. Can an employee travel using any method of transport? Give Can an employee travel using any method of transport? Give reasons for your answer.reasons for your answer.No, it will depend on destination/distance, reason, who is No, it will depend on destination/distance, reason, who is travelling, preferred method of travel, time available, budget, travelling, preferred method of travel, time available, budget, company policycompany policy

4.4. Travel information can be found using paper-based sources. Travel information can be found using paper-based sources. Name two other sources of information that could be used.Name two other sources of information that could be used.Travel agents & electronic sources eg CD Rom, InternetTravel agents & electronic sources eg CD Rom, Internet

5.5. Justify the use of the internet as a source of information for Justify the use of the internet as a source of information for making travel arrangements.making travel arrangements.To allow access to online information eg timetables, hotel guide, To allow access to online information eg timetables, hotel guide, route planner, compare prices, suitability, make bookingsroute planner, compare prices, suitability, make bookings

ACCOMMODATION BOOKING FORMACCOMMODATION BOOKING FORM

If accommodation is needed by the traveller If accommodation is needed by the traveller then the administrator would need to then the administrator would need to

complete complete an an Accommodation Booking FormAccommodation Booking Form

They would need to consider:They would need to consider: Location of the hotel – directions needed, Location of the hotel – directions needed,

close to meeting location?close to meeting location? Cost – per person or per night?Cost – per person or per night? Meals – does the cost of the room include Meals – does the cost of the room include

all/any meals?all/any meals? Special Requirements – will the employee Special Requirements – will the employee

need internet access, telephone. Are they need internet access, telephone. Are they vegetarian or disabled?vegetarian or disabled?

ACCOMMODATION/TRAVEL BOOKING FORMACCOMMODATION/TRAVEL BOOKING FORM

TRAVEL DOCUMENTATION – TRAVEL DOCUMENTATION – TRAVELLING ABROADTRAVELLING ABROAD

PASSPORTPASSPORT Valid 10 year passport requiredValid 10 year passport required

EUROPEAN HEALTH EUROPEAN HEALTH INSURANCE CARD INSURANCE CARD (EHIC)(EHIC)

Allows free or reduced cost Allows free or reduced cost emergency medical treatment in EU emergency medical treatment in EU countriescountries

VISAVISA Required for entry to certain non-Required for entry to certain non-European countriesEuropean countries

IMMUNISATION/IMMUNISATION/

VACCINATION VACCINATION FORMFORM

Precautions required for visiting Precautions required for visiting non-European countries eg prevent non-European countries eg prevent malariamalaria

TRAVEL TRAVEL INSURANCEINSURANCE

To protect against unforeseen To protect against unforeseen circumstances eg injury, theft, lost circumstances eg injury, theft, lost luggageluggage

OTHER TRAVEL DOCUMENTSOTHER TRAVEL DOCUMENTSDRIVING LICENCEDRIVING LICENCE Necessary for hiring a car or for IDNecessary for hiring a car or for ID

TICKETS/E-TICKETS (from TICKETS/E-TICKETS (from the internet)the internet)

A valid ticket is required for travelA valid ticket is required for travel

BOOKING BOOKING CONFIRMATIONSCONFIRMATIONS

Written evidence or booking numbers are Written evidence or booking numbers are essential when a problem occurs with a essential when a problem occurs with a bookingbooking

MAPSMAPS Essential for travel to unknown areas Essential for travel to unknown areas (especially if driving)(especially if driving)

CREDIT CARDCREDIT CARD Safer alternative than using cashSafer alternative than using cash

TELEPHONE CHARGE TELEPHONE CHARGE CARDCARD

Allows the cost of calls to be charged to an Allows the cost of calls to be charged to an accountaccount

MOBILE TELEPHONEMOBILE TELEPHONE Easy contact on the move. Can also Easy contact on the move. Can also access the internet to search for access the internet to search for information and send emails.information and send emails.

Notes required for presentations and meetings during the tripNotes required for presentations and meetings during the trip

THINGS TO REMEMBER WHEN THINGS TO REMEMBER WHEN MAKING TRAVEL ARRANGEMENTSMAKING TRAVEL ARRANGEMENTS

Allow time between appointments for Allow time between appointments for the traveller to get from one the traveller to get from one appointment to the nextappointment to the next

Provide the traveller with check in Provide the traveller with check in times, flight numbers, booking times, flight numbers, booking referencesreferences

If travelling abroad, remember to If travelling abroad, remember to check time differencescheck time differences

ITINERARYITINERARY

An An itineraryitinerary is a document showing, in time order is a document showing, in time order the travel, accommodation and appointments for a the travel, accommodation and appointments for a traveller.traveller.

It will include:It will include:

Who is travellingWho is travelling

Days and dates of travel and visitsDays and dates of travel and visits

Times (shown in 24 hour clock)Times (shown in 24 hour clock)

Travel details eg flight numbers, arrival timesTravel details eg flight numbers, arrival times

Accommodation details eg address, booking numberAccommodation details eg address, booking number

Other booking details eg address, contact detailsOther booking details eg address, contact details

ITINERARYITINERARY

An itinerary should be organised in An itinerary should be organised in chronological order (date & time)chronological order (date & time)

EVALUATIONEVALUATIONAt this point feedback on the travel At this point feedback on the travel arrangements can be sought.arrangements can be sought.

The travel administrator/organisation can The travel administrator/organisation can find out the good (and bad) features of the find out the good (and bad) features of the arrangements. It could be carried out arrangements. It could be carried out through:through:

Informal chat with the travellerInformal chat with the traveller Short meetingShort meeting QuestionnaireQuestionnaire

EVALUATIONEVALUATION

Once the travel Once the travel administrator/organisation has administrator/organisation has gathered the information they can gathered the information they can use this for planning for future use this for planning for future business trips and also help to business trips and also help to estimate costing for trips in the estimate costing for trips in the futurefuture

PAYING FOR TRAVEL ARRANGMENTSPAYING FOR TRAVEL ARRANGMENTS

Before travelling:

Some items such as flights, hotel, car hire may require payment before the employee embarks on the trip. They may be paid by cheque or business credit or debit card.

Businesses may also have an Account with the travel agent or airline and be invoiced for payment, usually at the end of each month.

PAYING FOR TRAVEL ARRANGMENTSPAYING FOR TRAVEL ARRANGMENTS

CashCash Sterling (£) or local currency (bought Sterling (£) or local currency (bought from banks, travel agents etc). Ideal for from banks, travel agents etc). Ideal for small purchases but no protection if small purchases but no protection if stolen/lost.stolen/lost.

During the trip:

Some expenses cannot be paid in advance eg taxi fares, restaurant bills, car parking. They may be paid using:

ChequeCheque Printed document which tells the bank Printed document which tells the bank to pay the named person/business the to pay the named person/business the amount noted on the cheque. Safer amount noted on the cheque. Safer than cash.than cash.

Credit Card Credit Card

eg MasterCard, Visaeg MasterCard, Visa

Used to pay for goods on credit (ie without cash) Used to pay for goods on credit (ie without cash) or withdraw money from cash machines. or withdraw money from cash machines.

A safer method of payments as purchases are A safer method of payments as purchases are covered by insurance. The traveller may use covered by insurance. The traveller may use their own credit card or the business’s.their own credit card or the business’s.

However, they may not be accepted by all However, they may not be accepted by all businesses and interest may be charged if businesses and interest may be charged if balance is not paid in full at the end of the balance is not paid in full at the end of the month. month.

Debit Card Debit Card

eg Switch, Deltaeg Switch, Delta

Payment is deducted automatically from the Payment is deducted automatically from the employee/business bank account. The traveller employee/business bank account. The traveller may use their own debit card or the business’s may use their own debit card or the business’s one. one.

Safer than cash but may not be accepted by all Safer than cash but may not be accepted by all businesses.businesses.

Travellers’ ChequesTravellers’ Cheques

It may also be charged when It may also be charged when exchanging currency in banks abroad exchanging currency in banks abroad or a Bureau de Change.or a Bureau de Change.

Cheques, in different currencies eg $, worth a fixed Cheques, in different currencies eg $, worth a fixed sum of money, that must be signed by the traveller sum of money, that must be signed by the traveller when bought and again when paying for items when bought and again when paying for items (normally with proof of ID). Can be bought in banks, (normally with proof of ID). Can be bought in banks, travel agent, Post Office etc.travel agent, Post Office etc.

Safer than cash as lost or stolen cheques are replaced Safer than cash as lost or stolen cheques are replaced if reported and unused cheques can be converted back if reported and unused cheques can be converted back to sterling.to sterling.

Commission may be charged at the time of purchase. Commission may be charged at the time of purchase.

EXPENSES CLAIM FORMEXPENSES CLAIM FORM

If an employee uses their own cash when travelling then they can claim the money back using an Expenses Claim Form.

They must provide all receipts as proof of purchase along with their Expenses Claim Form.

This allows the company to pay back the correct amount, either by cheque or as part of their wages, once the form has been checked and verified by the finance department.

EXPENSES CLAIM FORMEXPENSES CLAIM FORM

SOME QUESTIONS... SOME QUESTIONS...

1.1. Give an example of when a business Give an example of when a business credit card might be used?credit card might be used?

2.2. When might it be suitable to use cash for When might it be suitable to use cash for a business expense?a business expense?

3.3. What form should be completed in order What form should be completed in order for an employee to have their travel for an employee to have their travel expenses reimbursed?expenses reimbursed?

SOME ANSWERS... SOME ANSWERS...

1.1. Give an example of when a business credit Give an example of when a business credit card might be used?card might be used?To pay for flights, accommodation, meals To pay for flights, accommodation, meals etcetc

2.2. When might it be suitable to use cash for a When might it be suitable to use cash for a business expense?business expense?To pay for small purchases eg taxi fareTo pay for small purchases eg taxi fare

3.3. What form needs completed in order for an What form needs completed in order for an employee to have their travel expenses employee to have their travel expenses reimbursed?reimbursed?Expenses Claim FormExpenses Claim Form

SOME REVIEW QUESTIONS... SOME REVIEW QUESTIONS...

1.1. A hotel room has been booked for tonight and must be A hotel room has been booked for tonight and must be confirmed. How can this be done, justify your answer?confirmed. How can this be done, justify your answer?

2.2. What document should be given to an employee to What document should be given to an employee to provide them with all relevant information for their trip?provide them with all relevant information for their trip?

3.3. What is an e-ticket?What is an e-ticket?

4.4. Explain the purpose of an EHICExplain the purpose of an EHIC

5.5. What documentation is required by an employee visiting What documentation is required by an employee visiting Africa?Africa?

SOME ANSWERS... SOME ANSWERS... 1.1. A hotel room has been booked for tonight and must be A hotel room has been booked for tonight and must be

confirmed. How can this be done, justify your answer?confirmed. How can this be done, justify your answer?Confirmation may be by fax or email as the booking is Confirmation may be by fax or email as the booking is for tonight.for tonight.

2.2. What document should be given to an employee to What document should be given to an employee to provide them with all relevant information for their provide them with all relevant information for their trip?trip?ItineraryItinerary

3.3. What is an e-ticket?What is an e-ticket?A travel ticket printed from the internet following an A travel ticket printed from the internet following an online bookingonline booking

4.4. Explain the purpose of an EHICExplain the purpose of an EHICAllows for free or reduced cost medical treatment Allows for free or reduced cost medical treatment when travelling in Europewhen travelling in Europe

5.5. What documentation is required by an employee What documentation is required by an employee visiting Africa?visiting Africa?Passport, visa, immunisation (as required), travel Passport, visa, immunisation (as required), travel insurance, travel tickets, driving licence (if required).insurance, travel tickets, driving licence (if required).