Unit 7
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Barby AngelUnit 7
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Barby AngelLECTURE 7
TRAVEL ARRANGEMENTS
CHAPTER 17
METHODS OF TRAVEL contd
AIR TRAVEL For distances over 300 miles
Flight Classifications - First class - Business class - Coach
PLANNING FOR TRAVEL FACTORS TO CONSIDER
Travel advances - must be requested, approved and acquired prior to the trip. Company travel policies - reservations for lodging and transportation must be followed.
PLANNING FOR TRAVEL FACTORS TO CONSIDER contd
Use of credit cards charge direct to business credit cards or reimbursement for personal credit cards upon submission of receipts. Business expense forms report all business-related expenses with original receipts.
PLANNING FOR TRAVEL FACTORS TO CONSIDER contd
The trip file: The business traveler will need specific materials organized for the trip. These must be organized in a trip file.
THE TRIP FILE
The trip file provides: Background information pertaining to the purpose of the trip (e.g. file containing records of previous transactions with a company)
THE TRIP FILE contd
The trip file contains: Confirmation of all travel reservations Confirmation of lodging/accommodation reservation, including the confirmation numbers quoted over the telephone and notations about early or late arrival. Copies of computer disks/USB drive with needed information.
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THE TRIP FILE contd
Hotel preferences Seat preference Timeline for arrival at airport for domestic and international flights
THE TRIP FILE contd
Dates and times for travel Cities to be visited Times and locations for appointments
THE TRIP FILE contd
Preferred airlines Class of flight Food preferences
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THE TRIP FILE contd
Car rental Company account number or the executives credit card number Transportation preferences
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INTERNATIONAL TRAVEL
The growth of international travel may be attributed to: Globalization, The need to conduct business around the world, Growth of multinational corporations, Increased competition, Technology.
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INTERNATIONAL TRAVEL CONSIDERATIONS
CULTURAL DIFFERENCES Information about the customs and cultures of the people. APPOINTMENTS Take into consideration time zone differences and jet lag.
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INTERNATIONAL TRAVEL CONSIDERATIONS contd
LUGGAGE RESTRICTIONS Weight and size BUSINESS CARDS Business executives are expected to exchange cards.
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INTERNATIONAL TRAVEL CONSIDERATIONS contd
GIFTS Small gifts are appropriate e.g a nice pen. Before giving any gift conduct the necessary research on customs and taboos of the country.
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INTERNATIONAL TRAVEL CONSIDERATIONS contd
PASSPORTS An official government document that certifies the identity and citizenship of an individual and grants the person permission to travel abroad.
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INTERNATIONAL TRAVEL CONSIDERATIONS contd
VISAS A document granted by a government abroad that permits entry and travel within a particular country.
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INTERNATIONAL TRAVEL CONSIDERATIONS contd
Other important factors: Currency Health precautions Hotel reservations Local transportation
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TRAVEL ARRANGEMENTS
Travel arrangements are usually made through a travel agency or by the office professional
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TRAVEL AGENCY RESPONSIBILITIES
Schedule flights Obtain tickets Make hotel reservations Arrange car rental
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TRAVEL AGENCY RESPONSIBILITIES contd
Delivery of ticket to traveler Provide an itinerary/flight reservation (includes name of carrier, flight number, departure and arrival times, fares and class of service etc.)
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OFFICE PROFESSIONALS RESPONSIBILITIES
Arranging all flight, hotel and car reservations Preparing itinerary (comprehensive itinerary that includes appointments, hotel reservations, reminders, flight information)
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OFFICE PROFESSIONALS RESPONSIBILITIES
Preparing materials for the trip (business correspondence, laptop, phone card, office supplies) Check for matters that need to be handled before the executive leaves or for appointments that must be cancelled
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OFFICE PROFESSIONALS RESPONSIBILITIES contd
Confirming appointments for the trip (write or call persons whom your employer plans to see during the trip) Assembling items for the trip (e.g. plane tickets, copy of itinerary, hotel confirmations etc.)
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OFFICE PROFESSIONALS RESPONSIBILITIES contd
Obtaining travel funds (cash advances, travelers cheques, credit cards) Understanding how to handle matters while the executive is away (find out who will be in charge during employers absence).
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RESPONSIBILITIES WHILE EMPLOYER IS AWAY
Handle correspondence Making decisions Keeping record of visitors and telephone calls
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RESPONSIBILITIES WHILE EMPLOYER IS AWAY contd
Setting up appointments Using time wisely (complete work in the usual way, do not feel you have extra time)
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RESPONSIBILITIES WHEN EMPLOYER RETURNS
Prepare expense reports (whether for sums advanced or for reimbursement of personal funds) Handle correspondence (thank you notes, follow-up letter as a result of contacts made on the trip)
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RESPONSIBILITIES WHEN EMPLOYER RETURNS contd
Materials taken on the trip to be returned to the files Give the manager a list of correspondences received, print out of appointments and summary of important telephone calls.
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SUMMARY
Business travel over long distances is usually by air. The basic flight classifications are first class, business class and coach. Business itineraries tend to be very detailed. Research cultural differences.
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SUMMARY contd
Planning is important prior to the business trip. Work as usual while employer is away on business. When the employer returns prepare expense reports and handle correspondences related to the trip.
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