TRAVEL SG ADMINISTRATION

THINK 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? Attend meetings Attend meetings Receive training Receive training Attend a business outing/conference Attend a business outing/conference Inspecting a worksite Inspecting a worksite Visiting customers/suppliers Visiting customers/suppliers Visiting other branches Visiting other branches

TRAVEL ARRANGMENTS Before making travel arrangements the admin assistant will need to find out about: Firms may use a Travel Agent to help with arrangements.

METHODS OF TRAVEL There are 4 main methods of transport which employees could use to reach their destination:  Road – private/company car, hire car, taxi, bus  Train – local/national, Eurostar  Sea – Ferry, Hovercraft, Seacat  Air – domestic/international flights

METHODS OF TRAVEL The method of travel chosen will depend upon:  the reason for the trip  who is going on the trip  the destination/distance involved  amount of time available  budget available  company policy

STRUCTURED PLANNING PROCESS 1. Gathering information about the trip 2. Searching relevant sources of information 3. Evaluating alternatives eg accommodation, method of travel 4. Make bookings 5. Prepare necessary documents

GATHERING INFORMAITON  Name of employee  Department and job title  Destination  Dates of trip  Purpose of trip  Preferred method of travel  Accommodation required (may use Accommodation Request Form)  Special requirements eg vegetarian, internet access A Travel Request Form can be used to gather information such as:

SOURCES OF INFORMATION  Internet – up to date information, direct booking for flights, accommodation, car hire etc, compare prices  Travel Agent – specialist advice and expertise, make bookings  Timetables – trains, flights  Hotel Directories – star ratings, facilities, location, cost  Travel Guides – information on specific places, countries, areas  CD-ROM – computerised maps eg AA Routefinder  Maps/Satellite Navigation – locate towns, routes etc in the UK and abroad

CHOOSING THE METHOD OF TRAVEL The method of travel may depend upon: Costs (budgets) Costs (budgets) Time available Time available Distance Distance Organisation/Company policy (the rules or guidelines on how travel should be organised) Organisation/Company policy (the rules or guidelines on how travel should be organised) Preference of traveller Preference of traveller Position in organisation eg Senior Management Position in organisation eg Senior Management

SOME QUESTIONS… 1. Give one reason why employees need to travel. 2. What is the purpose of a travel request form? 3. Can an employee travel using any method of transport? Give reasons for your answer. 4. Travel information can be found using paper-based sources. Name two other sources of information that could be used. 5. Justify the use of the internet as a source of information for making travel arrangements.

SOME ANSWERS… 1. Give one reason why employees need to travel. To attend meetings, receive training, visit customers/suppliers/other branches. 2. What is the purpose of a travel request form? To help the travel administrator gather all the necessary details in order to make arrangements. 3. Can an employee travel using any method of transport? Give reasons for your answer. No, it will depend on destination/distance, reason, who is travelling, preferred method of travel, time available, budget, company policy 4. Travel information can be found using paper-based sources. Name two other sources of information that could be used. Travel agents & electronic sources eg CD Rom, Internet 5. Justify the use of the internet as a source of information for making travel arrangements. To allow access to online information eg timetables, hotel guide, route planner, compare prices, suitability, make bookings

ACCOMMODATION BOOKING FORM If accommodation is needed by the traveller then the administrator would need to complete an Accommodation Booking Form They would need to consider:  Location of the hotel – directions needed, close to meeting location?  Cost – per person or per night?  Meals – does the cost of the room include all/any meals?  Special Requirements – will the employee need internet access, telephone. Are they vegetarian or disabled?

ACCOMMODATION/TRAVEL BOOKING FORM

TRAVEL DOCUMENTATION – TRAVELLING ABROAD PASSPORT Valid 10 year passport required EUROPEAN HEALTH INSURANCE CARD (EHIC) Allows free or reduced cost emergency medical treatment in EU countries VISA Required for entry to certain non- European countries IMMUNISATION/ VACCINATION FORM Precautions required for visiting non- European countries eg prevent malaria TRAVEL INSURANCE To protect against unforeseen circumstances eg injury, theft, lost luggage

OTHER TRAVEL DOCUMENTS DRIVING LICENCE Necessary for hiring a car or for ID TICKETS/E-TICKETS (from the internet) A valid ticket is required for travel BOOKING CONFIRMATIONS Written evidence or booking numbers are essential when a problem occurs with a booking MAPS Essential for travel to unknown areas (especially if driving) CREDIT CARD Safer alternative than using cash TELEPHONE CHARGE CARD Allows the cost of calls to be charged to an account MOBILE TELEPHONE Easy contact on the move. Can also access the internet to search for information and send s. Notes required for presentations and meetings during the trip

THINGS TO REMEMBER WHEN MAKING TRAVEL ARRANGEMENTS  Allow time between appointments for the traveller to get from one appointment to the next  Provide the traveller with check in times, flight numbers, booking references  If travelling abroad, remember to check time differences

ITINERARY An itinerary is a document showing, in time order the travel, accommodation and appointments for a traveller. It will include:  Who is travelling  Days and dates of travel and visits  Times (shown in 24 hour clock)  Travel details eg flight numbers, arrival times  Accommodation details eg address, booking number  Other booking details eg address, contact details

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

EVALUATION At this point feedback on the travel arrangements can be sought. The travel administrator/organisation can find out the good (and bad) features of the arrangements. It could be carried out through:  Informal chat with the traveller  Short meeting  Questionnaire

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

PAYING 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 ARRANGMENTS Cash Sterling (£) or local currency (bought from banks, travel agents etc). Ideal for small purchases but no protection if stolen/lost. During the trip: Some expenses cannot be paid in advance eg taxi fares, restaurant bills, car parking. They may be paid using: Cheque Printed document which tells the bank to pay the named person/business the amount noted on the cheque. Safer than cash.

Credit Card eg MasterCard, Visa Used to pay for goods on credit (ie without cash) or withdraw money from cash machines. A safer method of payments as purchases are covered by insurance. The traveller may use their own credit card or the business’s. However, they may not be accepted by all businesses and interest may be charged if balance is not paid in full at the end of the month.

Debit Card eg Switch, Delta Payment is deducted automatically from the employee/business bank account. The traveller may use their own debit card or the business’s one. Safer than cash but may not be accepted by all businesses.

Travellers’ Cheques It may also be charged when exchanging currency in banks abroad or a Bureau de Change. Cheques, in different currencies eg $, worth a fixed sum of money, that must be signed by the traveller when bought and again when paying for items (normally with proof of ID). Can be bought in banks, travel agent, Post Office etc. Safer than cash as lost or stolen cheques are replaced if reported and unused cheques can be converted back to sterling. Commission may be charged at the time of purchase.

EXPENSES 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 FORM

SOME QUESTIONS Give an example of when a business credit card might be used? 2. When might it be suitable to use cash for a business expense? 3. What form should be completed in order for an employee to have their travel expenses reimbursed?

SOME ANSWERS Give an example of when a business credit card might be used? To pay for flights, accommodation, meals etc 2. When might it be suitable to use cash for a business expense? To pay for small purchases eg taxi fare 3. What form needs completed in order for an employee to have their travel expenses reimbursed? Expenses Claim Form

SOME REVIEW QUESTIONS A hotel room has been booked for tonight and must be confirmed. How can this be done, justify your answer? 2. What document should be given to an employee to provide them with all relevant information for their trip? 3. What is an e-ticket? 4. Explain the purpose of an EHIC 5. What documentation is required by an employee visiting Africa?

SOME ANSWERS A hotel room has been booked for tonight and must be confirmed. How can this be done, justify your answer? Confirmation may be by fax or as the booking is for tonight. 2. What document should be given to an employee to provide them with all relevant information for their trip? Itinerary 3. What is an e-ticket? A travel ticket printed from the internet following an online booking 4. Explain the purpose of an EHIC Allows for free or reduced cost medical treatment when travelling in Europe 5. What documentation is required by an employee visiting Africa? Passport, visa, immunisation (as required), travel insurance, travel tickets, driving licence (if required).