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Procedures for Arranging and Paying for Business Travel and Accommodation

This guide outlines the essential procedures for arranging and paying for business travel and accommodation. Admin assistants must gather necessary information via the Travel/Accommodation Request Form, including the traveller's name, department, destination, budget, reason for travel, dates, preferred method of travel, and accommodation. It highlights sources of information such as travel agents, travel guides, timetables, and the internet, emphasizing the importance of using current data. Selecting the right source is crucial for making well-informed arrangements for business travel.

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Procedures for Arranging and Paying for Business Travel and Accommodation

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  1. Int 2 only ADMIN SERVICES 5 Explain the procedures for arranging and paying for business travel and accommodation

  2. You need to know … • The information required before arranging business travel/accommodation

  3. Travel/Accomm Request Form –used to gather information from the employee so the Admin Assistant is able to make suitable arrangements

  4. Information required: • Name/department of traveller/s • Destination • Budget • Reason for travel • Dates and times • Preferred method of travel • Preferred accommodation

  5. Sources of Information Internet Travel Agent Travel Guides Maps Timetables

  6. Choosing a source of information Source Points to consider Travel Agent Has travel expertise; makes bookings Travel Guides Can become out of date quickly Timetables Ensure current version is being used Maps May become out of date, particularly road maps Internet Allows comparisons; bookings can be made; most up-to-date; print e-tickets; often cheaper to book. However can be out of date; too much info can be confusing; technical problems

  7. To sum up, you need to know… • The use of the Travel/Accommodation Request Form • Methods of researching travel/accommodation

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