A manual for Administrative Profesionals

1. TRAVEL
ARRANGEMENTS

2. Travel Arrangements - Carmen Fischer 2
Introduction
Planning a trip for business or pleasure involves different tasks. Depending on the size of
the organization or the type of business travel arrangements can be made through a
Travel Agency or directly on line.

3. Travel Arrangements - Carmen Fischer 3
Travel Agency
Definition of a Travel Agency:
A travel agency is a retail business that sells travel related products and services to customers on
behalf of suppliers. These suppliers include:
• Airlines
• Car Rentals
• Cruise Lines
• Hotels
• Railways
• Sightseeing tours
• Package holidays
In addition to dealing with ordinary tourists most travel agencies have a separate department devoted
to making travel arrangements for business travelers . Some agencies represent foreign travel
companies allowing them to have offices in different countries other than where just the headquarters
are located. Every country has different type of agencies for specific markets and all the agencies
have in common that they operate on a commission-basis meaning that for every service provided a
charge of a certain percentage is expected.
Services
Most of the travel agencies provide travel reservations, booking accommodation, car rentals, travel
documentation, and foreign currency puchases.

4. Travel Arrangements - Carmen Fischer 4
Benefits in using Travel Agencies
• Reduce the travel arrangement workload because they have instant access to all travel
related data
• Offer excellent advice on all travel services
• Knowledge of exchange rates, suitable clothing, travel insurance and climate conditions
How to select the right Travel Agency?
All agencies are controlled by the Travel Industry Council of Ontario, a self-managed, not-for-profit
corporation, responsible for administration and enforcement of the Ontario Travel Industry Act, 2002
and Ontario Regulation 26/05 on behalf of the Ontario government. The legislation governs all of the
approximately 2,500 travel retailers and travel wholesalers registered in Ontario. In addition, TICO
administers an industry-financed Travel Compensation Fund. This is a perfect source to verify the
reputation of an agency because all travel agencies must have a registration number that you can find
on the TICO website www.tico.ca. This organization regularly publishes a revocation list of agencies
that are not in compliance with the Act. There are other factors that are important to take into
consideration such as the size of the organization and the scope of services. The internet and social
media are important tools for research when looking at the reputation of a travel agency. Select at
least three agencies and make an appointment with a counseling agent to compare fees, terms and
referrals.

5. Travel Arrangements - Carmen Fischer 5
Booking directly in person or on line
When the administration staff is responsible to make the travel arrangement there are different resources with carriers
on the internet for no fee. Start by doing your research in the internet and check two or three airlines to compare fares
and schedules. The most convenient way to make a reservation is over the phone because you can ask as many
questions as you wish with the flight operator. Tickets are prepared when payment has been made or credit has been
established. The following is a list of information that you will be required to have handy when making a reservation:
• Name(s) of the traveler(s)
• Dates and preferred time of travel
• Departure and airport arrival time
• Class of service – First Class, Executive(Business) and Economy
• Method of payment – Credit Card
• Type of flight – Direct, scheduled, connecting flight, charter
• Frequent flyer plan/air miles #– Consult companies policies before registering with these programs.
• Timeframe for confirmation and cancellation
• Luggage allowance
• Check – in time at the airport
For locating the lowest airfares go to www.travelocity.com and for hotels and flight information for business travelers go
to www.thetrip.com . Additional information can be found at
www.travelweb.com, www.biztravel.com, www.ticketsprceline.com, www.expedia.com, www.airlinesticketsdirect.com
Getting to and from the airport
There are services provided by taxis and limousine companies at the airport and there are also airport buses that
operate from the major hotels. A useful resource is checking in the internet in the www.yellowpages.ca website

6. Travel Arrangements - Carmen Fischer 6
Rental Cars
Some companies quote unlimited distance rates and others a flat fee plus a charge per kilometer.
Reservations made in advance are important to compare rates. It is important to obtain all the
information that is included in the daily or weekly rental fee. You can find rental car companies at
http://www.airport-carrentals.com/
Hotel Accommodations
Before making a hotel reservation it is important to find out the number of people who are going to be
traveling, the type and size of room ( single, double, twin or suite) length of occupancy and arrival
and departure date. Always keep in mind the policies of the organization regarding travel budgets.
There are many ways of reserving hotel or motel accommodation:
• Large hotel chains provide toll-free telephone numbers, online booking websites and fax
numbers for travelers.
• A travel agent could arrange reservations
• An airline company might arrange discounted accommodation at designated hotels if the
staff travels with that airline.
Ask about a group rate or corporate discount and the extras offered such as continental breakfast or
discount coupons.

7. Travel Arrangements - Carmen Fischer 7
Itinerary and Reservations
Once you have made all the necessary reservations prepare an itinerary for the traveler and send it by
e-mail and print a copy for your records. Attach a copy of the itinerary sent by the airline and hotel
including information regarding the travel documents required such as Visa and passport. Prepare an
itinerary template that looks like the following:
Itinerary for John Reyes
Montreal April 1 – April 6, 2012
Date Departure Information Location
Sunday April 1, 2012 Oakville United Taxi pick up at: To: Pearson International Airport
2:00 p.m. (14:00) 555 Speers Road Terminal 1
Oakville, ON
5:00 p.m. (17:00) Leave Toronto To: Montreal Dorval Airport
Air Canada Flight # 130
6:30 p.m.(18:30) Arrive in Montreal Taxi to Four Seasons Hotel
Reservation #:V122
Check-In
Friday April 6, 2012 Taxi pick up at: Taxi from Hotel to Dorval Airport
4:00 p.m.(16:00) Four Seasons Hotel
6:00 p.m.(18:00) Leave Montreal for Toronto To: Pearson International Airport
Air Canada Flight #:190 Terminal 1
7:30 p.m.(19:30) Arrive at Pearson International Taxi to home
Airport Terminal 1

8. Travel Arrangements - Carmen Fischer 8
Travel expenses report
Once the people are back from their trip they will require to submit an expense report that looks like
the following template
Name: John Reyes Title: Marketing Manager
Department: Marketing Dates: April 2- April 6, 2012
Purpose: Annual Marketing Conference in Montreal
Transportation
Date From-To Own Car Taxi Paid by Receipt # Cost
April 2 Hotel- x Credit 567 $20.00
Conf. Card
Center
Accommodation , Meals and Other expenses
Date Hotel Amount Accommodatio Brea Lunc Dinner Other Receip Paid
Name n kfast h expens t# by
e
April Four $30.00 x 3256 Credit
2 Seaso Card
ns
April Four $ x Credit
6 Seaso 500.00 Card
ns

9. Travel Arrangements - Carmen Fischer 9
Travel Arrangement Notes
• Open a file for each business person who is travelling
• Have websites available for airlines and hotels for quick reference
• Have travel agencies, rental car and airlines contact information.
• Have links for customs information in your favorites.
• Pay attention to details and make traveler aware of bringing all original receipts for expense
reimbursement and policies regarding maximum expenditures.
• Be aware of special needs for the traveler
• Confirm all booking and reservations one week before the trip
• Keep updated all new information regarding the itinerary with the traveler.
• Remind the traveler to submit the expense report with his signature upon his return

10. Travel Arrangements - Carmen Fischer 10
References
• Travel Industry Council of Ontario
• Pitman Office Handbook – Joan I. Campbell 5th Edition
• The Travel Detective – Peter Greenberg
• Internet Explorer