OFFICE ADMINISTRATION

WHY DO BUSINESS PEOPLE TRAVEL?

 WHY DO BUSINESS PEOPLE TRAVEL
 To attend meetings
 Attend conferences
 Receive training
 To source new and improve
euipment
 INFORMATION AND SERVICES
REQUIRED FOR TRAVEL
Fact to know when making
travel arrangements
 Who is going?
Where are they going?
 When are they going?
 Why is the trip being made?
 what company rules must you
follow?
 what is the budget and how much
can you spend?
What preference do the travellers
have?
What is an airline ticket?
TICKETS AND E-TICKETS
An airline ticket is a
document created by an airline
or a travel agency, to confirm
that an individual has purchased
a seat on a flight on an aircraft.
An airline ticket usually shows
travel information, such as:
 passenger’s name
 flight number
 seat number
 place of departure
TICKETS AND E-TICKETS
 Departure time
 Destination
 Arrival time
 Fares paid
KEY FACTS ABOUT BUYING TICKETS
 First obtain all essential
information, such as dates,
times and places.
 Compare prices online.
 Different conditions apply for
different types of tickets, so
you should balance cost and
convenience.
 Spell each traveller’s name
correctly – so that it matches
their passport.
TICKETS AND E-TICKETS
An e-ticket also known as
electronic tickets is not
physically printed on ticket
stock but is stored on the
carrier’s computerised
reservation system of an
airline.
 ADVANTAGES OF E-TICKET
 E-ticketing cost less because
there is no need to print paper
documents.
 There is no risk of e-tickets
being stolen, lost or forgotten.
 It is easier for a passenger to
make changes to travel plans
because all the information is
available online.
 Can be purchased at day or night,
any day of the week, from any
location that has internet access.
 DIS-ADVANTAGES OF E-TICKET
 All travel information can be lost
if the carrier’s computer system
crashes.
 Passengers cannot use cash to
purchase tickets.
 There might be problems if the
traveller must switch to another
carrier because of flight
cancellations.
 By booking online, travellers
cannot benefit from the
experience and expertise of
travel agents.
 SCHEDULING APPOINTMENTS
Points to be considered
when scheduling
appointments for a traveller.
 travel fatigue and jetlag –
do not make appointments too
soon after a long trip.
Ask for confirmation of each
appointment in writing (email is
ideal).
 Cost
SCHEDULING APPOINTMENTS
 Business customs vary around the world, as do public
holidays, vacations and the length of lunch hours, so check
any difference that apply.
 Allow time between appointments in case they overrun or
the distance between the location if further than expected.
 List the documents needed for each appointment and place
these in a folder that is labelled and numbered clearly.
 HOTEL RESERVATIONS
Key facts about making
hotel reservations
 Location (e.g. Distance from
the venue of meeting or
conferences)
 Quality (e.g. How the hotel is
rated according to the industry
standard)
 Additional services and
facilities (e.g. Internet access,
gym, pool, restaurant, shuttle
or limousine services).
HOTEL RESERVATIONS
Key facts about making
hotel reservations
 names of the people for
whom the rooms are being
reserved.
 date and time of arrival and
departure
 rooms required – single,
double or suite and how the
accounts will be settled.
What is a travel folder and why is it
important?
 PREPARING TRAVEL FOLDERS
A travel folder is used to arrange and
store all the documents that are needed for
travel. These include:
 Entry permit or visa if it is not attached
to the passport
 Tickets
 Itineraries
 Maps and driving instructions
 International driver’s license
 Health certificate and immunisation card
 Confirmation letters from hotels and car
rental firms
 List of names, addresses and contact
numbers of persons to be met, hotels,
restaurants, car rental agencies and so on.
WHAT DOCUMENTS ARE NEEDED FOR
TRAVEL?
 TRAVEL DOCUMENTS
 VALID PASSPORT
 VISA/ENTRY PERMIT
 HEALTH (VACCINATION)
PERMIT (IF REQUIRED)
 TAX CLEARANCE
CERTIFICATE
 DRIVER ‘S LICENCE (IF
THEY ARE GOING TO USE
A CAR WHILST ABROAD)
 POINTS TO NOTE ABOUT TRAVEL
DOCUMENTS
 Allow adequate time before the
trip to apply for any essential
documents.
 Note the passport number and
photocopy the identity page,
which states the date and place of
issue.
 Keep a photocopy of all other
permits and certificates.
 Note in the diary when the
passport, any visas and other
permits will expire.
TRAVEL DOCUMENTS
Passport – this confirms the identity and citizenship of the
holder. It is issued by the government and is valid for 10 years.
The passport contains information about the traveller,
including:
 name
 date of birth
 citizenship
 country of residence
 physical features, such as height, eye colour, distinguishing
marks. Outline the procedures for applying for a passport.
 TRAVEL DOCUMENTS
 Visa – some countries require
that visitors must have a visa (a
stamp in the passport that
indicates that a person is
authorised to enter the country
from which it was issued). A
visa maybe issued for a single
visit or for multiple entries and
allows entry for a specific
purpose (e.g. Study, vacation,
business.
TRAVEL DOCUMENTS
 Entry permit – this is
similar to a visa but it is a
printed document. It gives
the holder the right to
enter a particular country.
Re-entry permit
Exit entry
CARIPASS
 Health certificate
 Tax clearance certificate –
this document provides
evidence that the holder
does not owe any taxes on
the date the certificate is
issued.
PREPARATION OF ITINERARIES
An itinerary summarises the essential information that the
traveller needs during the trip.
KEY FACTS ABOUT ITINERARIES
The heading should state the traveller’s name, the
destination(s) and the dates.
All entries should be in date and time order.
Use the 24 hour clock to avoid confusion.
The itinerary should include all travel arrangements, from the
start of the trip to the end, details of all accommodation,
meetings, transfer and documents needed.
 MONEY INSTRUMENTS
It is unwise for a traveller to carry
large amounts of cash because of
the high risk of loss or theft.
Monetary instruments, such as
traveller’s cheque, credit
cards, letters of credits and
bank drafts, offer a safer
alternative to cash.
TRAVELLER’S CHEQUES
A traveller’s cheque is a
pre-printed cheque, worth a
fix amount that is bought at a
financial institution.
CREDIT AND DEBIT CARDS
Debit cards allows the user
electronic access to the funds
that are in his or her account.
Credit card allows the user
to borrow up to a
predetermined amount to pay
for transactions.
LETTERS OF CREDIT
 Used to facilitate trade
internationally. It is a
document issued by a bank,
on behalf of its customers
to a seller under set
conditions.
BANK DRAFTS
A cheque that is guaranteed
by a bank also called a
cashier’s cheque.
END OF PRESENTATION