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