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TRAVEL

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TRAVEL SG ADMINISTRATION THINK ABOUT YOUR IDEAL HOLIDAY WHY DO BUSINESS PEOPLE TRAVEL? Attend meetings Receive training Attend a business outing/conference Inspecting ... – PowerPoint PPT presentation

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Title: TRAVEL


1
TRAVEL
  • SG ADMINISTRATION

2
THINK ABOUT YOUR IDEAL HOLIDAY
Where do you want to go?
How are you going to get there?
How much money are you taking?
Can you use Sterling?
Where will you get information for your holiday?
What documents might you need?
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.
3
WHY DO BUSINESS PEOPLE TRAVEL?
  • Attend meetings
  • Receive training
  • Attend a business outing/conference
  • Inspecting a worksite
  • Visiting customers/suppliers
  • Visiting other branches

4
TRAVEL ARRANGMENTS
  • Before making travel arrangements the admin
    assistant will need to find out about

How?
Where?
Who?
When?
Firms may use a Travel Agent to help with
arrangements.
5
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

6
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

7
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

8
GATHERING INFORMAITON
  • A Travel Request Form can be used to gather
    information such as
  • 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

9
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

10
CHOOSING THE METHOD OF TRAVEL
  • The method of travel may depend upon
  • Costs (budgets)
  • Time available
  • Distance
  • Organisation/Company policy (the rules or
    guidelines on how travel should be organised)
  • Preference of traveller
  • Position in organisation eg Senior Management

11
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.

12
SOME ANSWERS
  • Give one reason why employees need to travel.
  • To attend meetings, receive training, visit
    customers/suppliers/other branches.
  • What is the purpose of a travel request form?
  • To help the travel administrator gather all the
    necessary details in order to make arrangements.
  • 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
  • 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
  • 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

13
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?

14
ACCOMMODATION/TRAVEL BOOKING FORM
15
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
16
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 emails.
Notes required for presentations and meetings during the trip Notes required for presentations and meetings during the trip
17
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

18
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

19
ITINERARY
  • An itinerary should be organised in
    chronological order (date time)

20
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

21
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

22
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.
23
PAYING FOR TRAVEL ARRANGMENTS
During the trip Some expenses cannot be paid in
advance eg taxi fares, restaurant bills, car
parking. They may be paid using
Cash Sterling () or local currency (bought from banks, travel agents etc). Ideal for small purchases but no protection if stolen/lost.


Cheque Printed document which tells the bank to pay the named person/business the amount noted on the cheque. Safer than cash.
24
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 businesss. 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.
25
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 businesss
    one.
  • Safer than cash but may not be accepted by all
    businesses.

26
Travellers Cheques
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.
It may also be charged when exchanging currency
in banks abroad or a Bureau de Change.
27
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.
28
EXPENSES CLAIM FORM
29
SOME QUESTIONS...
  1. 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?

30
SOME ANSWERS...
  • Give an example of when a business credit card
    might be used?
  • To pay for flights, accommodation, meals etc
  • When might it be suitable to use cash for a
    business expense?
  • To pay for small purchases eg taxi fare
  • What form needs completed in order for an
    employee to have their travel expenses
    reimbursed?
  • Expenses Claim Form

31
SOME REVIEW QUESTIONS...
  1. 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?

32
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 email as the
    booking is for tonight.
  • What document should be given to an employee to
    provide them with all relevant information for
    their trip?
  • Itinerary
  • What is an e-ticket?
  • A travel ticket printed from the internet
    following an online booking
  • Explain the purpose of an EHIC
  • Allows for free or reduced cost medical
    treatment when travelling in Europe
  • What documentation is required by an employee
    visiting Africa?
  • Passport, visa, immunisation (as required),
    travel insurance, travel tickets, driving licence
    (if required).
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