Chapter 11 Making Travel Arrangements

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 2 Making Travel Arrangements Planning Trip Arranging Travel Following Through Ethical Issues in Reporting Travel Expenses Culture and International Travel

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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?

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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?

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 7 Planning--Trip Information Needed 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 Know details before you contact travel agent or carrier:

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 9 Arranging Travel—Air Travel (continued) Sources of Information Obtained via: Local travel agent Airline Internet

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 10 Arranging Travel—Air Travel (continued) Types of flights Nonstop – direct from point of departure to destination Direct – regardless of number of stops, passenger remains on same plane Connecting – a flight connecting with another flight (can be any airline) Commuter – short direct flights between two neighboring cities

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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 itinerary and confirmation from airline carrier

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 15 Arranging Travel—24-Hour Clock Time begins at one minute past midnight (0001) and continues through next 24 hours to midnight (2400)

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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?

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 22 Arranging Travel—Security Allow extra time to clear security areas Leave gifts unwrapped if in carry on baggage

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 23 Following Through Prior to Trip During Manager’s Absence After Manager Returns

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 24 Following Through—Prior to Trip Check tickets— compare with itinerary Request travel funds, if needed Understand per diem rate Company’s expense allowed per day

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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 automatic message reply or forward to someone else Follow through on important correspondence and phone calls

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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.

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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

Office Procedures for the 21 st Century, 8e Burton and Shelton © 2011 Pearson Higher Education, Upper Saddle River, NJ All Rights Reserved. 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