Business Administration Report: Thomas & Cook Travel Analysis

This report examines business travel and accommodation, focusing on a case study of Thomas & Cook. It covers budgetary constraints, financial arrangements, visa procedures, and foreign currency exchange. The report identifies different suppliers and recommends travel and accommodation arrangements, considering factors like email communication, cancellation policies, and online services. It emphasizes confirming travel and accommodation requirements, including limitations, responsibilities, and schedule documentation, to ensure adherence to organizational policies and ethical requirements. The report provides a detailed analysis of various aspects related to business travel management, highlighting the importance of supplier selection and customer satisfaction. It also discusses the procedures for obtaining and exchanging foreign currency and the importance of adhering to organizational policies and procedures.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Explain any budgetary or policy constraints relating to business travel or accommodation 1
1.2 Describe financial arrangements relating to business travel or accommodation..................2
1.3 Explain how to make arrangements for visas and related foreign travel documentation.....2
1.4 Describe the procedures for obtaining or exchanging foreign currency...............................3
TASK 2............................................................................................................................................4
2.1 Identify different suppliers that are capable of delivering the services required within the
budget..........................................................................................................................................4
2.2 Recommend travel or accommodation arrangements that best meet the requirements........4
2.3 Recommend suppliers of travel or accommodations that best meet the requirements.........5
TASK 3............................................................................................................................................5
3.1 Confirm the requirements for travel and accommodation....................................................5
3.2 Agree arrangements that specify any limitations, prohibitions ore responsibilities and
which meet the requirements......................................................................................................6
3.3 Prepare and issue itinerary/schedule documentation that reflect agreed arrangements
accurately....................................................................................................................................6
3.4 Obtain travel or accommodation documentation with in the required timescale..................7
3.5 Confirm the acceptability of payments to be made with in the limits of their own authority
.....................................................................................................................................................7
3.6 Keep up to date records of travel or accommodation arrangements and agreed
commitments...............................................................................................................................7
3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements for others..........................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Business administration is a wide field that related to various management positions in
incorporates. In major corporations for independent business there is need to skilled operations
and administration in order to succeed (Zeleny, 2012). In addition, administration related to the
broader management functions and including the related to finance and MIS services. In the
presented report selected company Thomas & cook company which are provided travel and
travel related financial services. The company also provided international & domestic holidays,
visa, passport, foreign exchange etc. The presented report consist of budgetary or policy
constraints of business travel or accommodation, financial arrangement, visa and related foreign
travel documentation. Describe the procedure of foreign currency, delivering the services in
budget, confirm the requirements of travel or accommodation. In addition, prepare schedule
documentation to reflect agreed arrangements accurately, acceptability of payments with in the
limit of authority and keep records up to date for organisational policies, procedures, legal and
ethical requirements.
TASK 1
1.1 Explain any budgetary or policy constraints relating to business travel or accommodation
There is important to booking business of travel or accommodation that time prepare
budget for good value for money. There is company
Threshold cost of hotels – When hotel searching in particular area so it will be search on
reasonable price, possibly in a reasonable distance to a required place. For this read out views of
trip advisor and there feedback is useful according to budget constraints. This is the way of
obtaining value of money. According to budget or policy constraints looking 3 star hotel and
above to insure for a comfortable stay.
Maximum allowance for meals – Mostly companies are providing fix allowance for
meals so according to company facilities take meals. Some times breakfast is required from the
hotel so firstly confirm the price from the managers. It is followed on the basis of budget policy
and search restaurants on reasonable rates (Levashina and et. Al 2014).
Standard class rail and air fare only – For travelling oner place to another place first
class seating in rail will be informed before hand. So there is need to start search on thomas for
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travel or accommodation. It is the way of find out the example , which train or airline is provide
good facility at reasonable rate to reach destination.
Use of specific travel agent – If there is budget policy good so that time take advise from
specific travel agent who provides all detailed information regarding to hotel, place, food and all
necessary information. There is taking advise or booking specific travel agent for travel and
accommodation according to budget.
1.2 Describe financial arrangements relating to business travel or accommodation
When people goes for business meeting, travel or any other reason so they are following
their budget policy and according to budget they are prepare financial arrangements. They are
mention below -
Company credit card -
The company Thomas cook use company credit card for travel or accommodation and it
will helpful to conduct all business activities in proper way. The manager provide all card details
and ensure about the card limit related to expenses (Pollard, Minor and Swanson, 2014).
Receipts must accompany expenses claims -
In this arrangements the company take all receipts of expenses so the person who will go
for business tour so take all receipts related to their expenses. These receipts are submit after
completing tour and company has to pay according to their budget policy.
Appropriate authorization -
When booking travel or accommodation so always get appropriate authorization before
any purchase are made. It is important to do this with all the extra add ons that have to make sure
to exactly what managers require. When booking hotel instance so people getting option pay
now or pay later (at arrival).
Travel account -
Most of the companies are opened travel account who is mainly work in marketing fields
so people goes on business tour. This time the travel account work and company has to paid from
this account. All of the employees who are travelling from business purpose they have to paid
from this account.
1.3 Explain how to make arrangements for visas and related foreign travel documentation
On the time of make arrangements for Visas and other related foreign travel
documentation. It is important to have sufficient amount to company on the particular time for
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acquire all documents are correct prior to travel. For foreign travel need to different travel
documents that depends on place of travelling. The company Thomas & cook arrange all
necessary documents because different countries. The visas can impact on travel and allowed to
country for travel and according to that arrange all foreign travel documentation. There are
company recognise different visa like student, tourist, working or holiday visas. So according to
this need nationality identification, reason for travelling fro authorise UK government and
appropriate fees for visas (Wang, 2014). For arrangement of visas and other foreign travel
documentation there is follow a particular processes such as – Report, Professional discussion
and Questioning. After that they are getting all documents if there purpose is good.
1.4 Describe the procedures for obtaining or exchanging foreign currency
It is the fixed procedure which easily get and exchange from foreign currency. On the
time of travelling, the travellers are travel one place to another place so for this need to another
country currency which are related to specific nation. By exchanging foreign currency they are
required to adopt such process which are mention below -
 Before the change currency of country, firstly they understand about the value of pound
which are changes according to exchange rate. There is calculated value after evaluating
current supply and demand in current time period which are changing changeable time.
There are many factors which are affected to exchange rate such as – economical,
political and others.
 They are try to ignore exchange currency in hotels and airports because they are taken
unfavourable exchange rate and earn too much commission from customer regarding to
particular nation currency. So during travelling the currency are exchange from authorise
location.
 At the time of travelling, the currency has to exchange from travel company because they
have another country currency which are provided on accurate rate.
 After getting appropriate documents signs by the travellers and describe the main reason
and these are required on the basis of all details and documents (Eriksson-Zetterquist,
Kalling and Styhre, 2015).
 They are also providing foreign currency of specific nation on accurate rate.
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TASK 2
2.1 Identify different suppliers that are capable of delivering the services required within the
budget
The company Thomas cook develop and prepare budget as per predication and follow the
budget in order to reach with set goals and objectives in effective way. Every travel company
wants to affordable suppliers who provides all facilities to their customers and help in generating
profitability and income. There supplier are very helpful and these are also called as mediators
and agent of a company. For their facilities they are charged fixed commission from the
company and customers. Every company set their commission according to their services and it
is mainly based on their budget policy. There are mention many suppliers who delivering the
services according the budget of company, they are as follows -
Online suppliers
These types are suppliers are connected with company through online and they are more
effective to attract customer with the help of their sites of blogs of a company (Ariani, 2013).
Offline suppliers
These suppliers are working through offline basis and they are connected with company
the Thomas cook and provide all detailed information to their customers.
Hotels
Mostly hotels are survive because of they are connected with travel company so they are
also working with travel company and help to generating more incomes. When customers are
arriving through travel company so they are provided extra services according to agreements.
2.2 Recommend travel or accommodation arrangements that best meet the requirements
There are provided several recommendation that will follow by the travel company of
Thomas cook as a result to meet best requirements and facilities. These are mention below -
 Email – The company has to provided correct Email id on their site to connect with their
customer easily. Through mail provided all right information to customer and provide
facilities like tickets booking. On the site of company there is people post their reviews
and experience related to their products and facilities.
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 Cancelling reservation – Thomas cook has provided service and offer on cancellation on
booking on the day to day customers. And it is help to company to increase contact and
maintain relation for long time (Wheeler and et. Al 2014).
 Online – They are provided facility like online payment service and various other data
which are provided through online and offline. In the broadly terms, they are save time
and take important information from easy manner.
 Bed & breakfast – It is the basic need of any customer and it provides them according to
their package which are selected by them.
 Travel agent – The company has appointed some mediators who provides many
customers from different nations. They are also provided appropriate data, information
and service regarding information to know accurate data for different packages.
2.3 Recommend suppliers of travel or accommodations that best meet the requirements
During the travelling, Thomas cook face several issues and problems which are arising
any time and every customer wants to fully accommodation. It is provided by the company
during the travelling time but some are unsatisfied with their facilities. Travelling
accommodation is the convenience which help to satisfy needs and wants like as travelling
space, lodging and plural tourist accommodation that includes public conveyance like airline,
train which are stop on every station and loan. There is provided recommendation to their
suppliers regarding to meet their needs and requirements, they are mention below -
 Transport services – In this services including those services who provided transport
facilities like train, buses which are provided all facilities and they are not feel uneasy
during to travelling.
 Hotel facilities – In this company, there is provided best services or facilities to their
customers in particular time period. They are also provided breakfast, lunch and dinner.
 Customer satisfaction - In this section Thomas cook focus on customer satisfaction and
fulfilled their requirements after that they are providing positive feedback. They are
maintained and mange good relation to help them in future time period (Kabungaidze,
Mahlatshana and Ngirande, 2013).
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TASK 3
3.1 Confirm the requirements for travel and accommodation
When prepare the plan for travel and accommodation according to requirements, it is
foremost duty of travel companies for make proper communication with travellers first. In the
case of proper conversation with tourists, the company Thomas cook analysis the services of
different department. There is included different department like this transportation i.e. bus,
train, metro and others. In addition the customer travelling by train and flights also which are
categorized in different class like business, economy or first and second class. In the other, with
regards to accommodation, other facilities like hotel, luxury rooms, food facility etc. Hence, all
the types of facilities provided by Thomas cook to their customers and firstly they are confirm
their needs after that resolve their problems. It would help to giving best services to their tourists
who are related to travel or accommodation. So it leads to increase level of satisfaction of
customers and get their retention for longer profitability (Clermont, Dirksen and Dyckhoff, 2015)
.
3.2 Agree arrangements that specify any limitations, prohibitions ore responsibilities and which
meet the requirements
After evaluation the needs and demands of travellers, managers of travel companies like
Thomas cook will now prepare documents according to their requirements. There is including
proper planning about their schedule like when and where the tourists will go, their tour
destination, kind of transportation, facilities and other accommodation. In the addition, there is
including different terms and conditions, prohibition and limitations more. The limitations are
related to right of customers that are set according to customer policies. The prohibition there
legal document checked by company and these are signed by customers who are going to take
facilities from tour operators. It is also provided many rights to travellers and tour operators to
take legal actions if information is given in agreement will not avail as per desired manner
(Duckworth and Duckworth, 2016) .
3.3 Prepare and issue itinerary/schedule documentation that reflect agreed arrangements
accurately
Itinerary mention to an important process which are operate by tour operator to design the
complete tour packages in systematic way. It described the nature of tour, time frame of each
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activity, types of services and more. In this regard, tour packages are directed according to
description as well as instruction in itinerary. Before travelling the travel company analysis of
every places and take survey because of facilities and accommodation and hotel bookings,
services etc. are provided after finalization of itinerary. Hence, the tour package are sales
evaluated by their type of itinerary and programmes. It also includes collection of information
which are related to duration of stay of particular destination with check in and check out time
procedure. There are many issues are faced by travel agencies, they are as follows -
 Reduction the revenues which may be obtained from ticket sales.
 It is harder for agencies like Thomas cook to maintain profitability.
 Bargaining power of customers are belonging from the upper and middle class of
societies.
3.4 Obtain travel or accommodation documentation with in the required timescale
When designing travel and tour packages, it is important to receive whole documents of
customers' data before providing services. In the context of documentation passport, travel
insurance, visa etc. After that all documents are verified by authentic or government officers who
are belongs fro travel and tourism department. They are firstly check all documents and help in
giving proper and ethical services to tourists as well as operator tour activities in effective
manner. The UK government authorities provided list of all documents which are according to
require time scale. There is checked all documents according to list and it will be in up to date
formate (Slavnic, 2013) .
3.5 Confirm the acceptability of payments to be made with in the limits of their own authority
In the case of gain more satisfaction from travellers, Thomas cook is provided many
facilities in the section of payment and they are provided many options regarding to e-payment
services to them. Many customers who are coming in company they have different cards and
option for payment so company has provided them all facilities to payment. These services are
like as pay pal, UPI, debit cards, credit cards etc. the authority set some limits regarding to
payments like set cards which are acceptable and particular banks included for payments list.
3.6 Keep up to date records of travel or accommodation arrangements and agreed commitments
In order to give travel packages to travellers, it is duty of travel operator to collect all
documents to each and every tourists. In these documents consist of passport, visa, proof identity
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card (residential card, driving licence and voter ID) and other valid document. Before the
travelling make sure about health condition of each tourists and their approval as a valid travel
document. Because of some tourists are restricted from particular areas and countries. Therefore,
in the process of travel document there is including passport offices, authorized money
exchange, income tax offices and insurance companies (Hanf, 2014). The travel operator prepare
all list of accommodation that are related to basic need of every tourist. The list related to hotel,
breakfast, lunch and dinner and tickets to related areas. The operator prepare list to all tourist and
take all documents and verify about their visas and passport to reduce issues in future.
Documentation are related to touring process for clients and tourists before purchasing tour
packages.
3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements for others
It is important for all tour and travel company to must check their businesses with the
laws and legislations. They must set their organisational policies according to legal and ethical
requirements. Thomas cook has to implement and follow all rules and guidelines according to
travel and tourism departments. They are provided proper instruction and guidelines that are
authorize by UK governments and instruct to all companies to follow them. There is including
health and safety act which is related to safety of every tourist and also operator who associated
it. It also provides particular rights to tourists and their staff member to be outspoken if they feel
and find out and discrimination related to travelling (Ismail, 2013).
CONCLUSION
From the above discussion it is concluded that business administration is wide sector
where is included many departments and business of various sectors and these are related to
management positions. Budgetary policy and constraints helps to know future problems and
reduce for travel and accommodation. For run business of travel and accommodation, there is
requirement of financial services which are helps to conduct business activities smoothly. Some
customers are direct contact to international travel company and some are connected through
suppliers. Before travelling the company verify all documents of all tourists and their validity of
travelling from passport office, insurance companies, exchange offices. For travelling in another
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country there is need to another country currency so for this apply in authorize place and paid
exchange rte that are different on different place.
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