Analysis of Business Travel and Accommodation Procedures and Policies

This report examines the business travel and accommodation arrangements for Thomas Cook Group plc, a British global travel company. The report covers budgetary and policy constraints, including financial arrangements, visa procedures, and foreign currency exchange processes. It analyzes different suppliers and recommends travel and accommodation arrangements that best meet requirements, considering factors such as customer needs and trends. The report also addresses the procedures for obtaining travel documentation and confirms payment acceptability within the limits of authority, emphasizing adherence to organizational policies and ethical requirements. The report provides a comprehensive overview of the key considerations for managing business travel and accommodation, including the importance of financial planning, visa requirements, currency exchange, and supplier selection to ensure efficient and effective travel arrangements.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.1 Budgetary or policy constraints relating to business travel or accommodation ..............1
1.2 Financial arrangements relating to business travel or accommodation............................2
1.3 Arrangements for visas and related foreign travel documentation...................................2
1.4 Procedures for obtaining or exchanging foreign currency...............................................3
2.1 Different suppliers that are capable of delivering the services required within budget...3
2.2 Recommendation on travel or accommodation arrangements that best meet the
requirements...........................................................................................................................4
2.3 Recommend suppliers of travel or accommodation that best meet the requirements......4
3.1 The requirements for travel or accommodation...............................................................5
3.2 Arrangements that specify any limitations, prohibitions or responsibilities and which meet
requirements...........................................................................................................................5
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.............6
3.5 Confirm the acceptability of payments to be made within 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................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
In modern world, business administration can be defined as management of various
operations of a company so that it could gain many competitive advantages. Effective decisions
made by a business firm may aid them in reaching to an all new level where right amount of
strategies could easily be managed (Winterhalter, Zeschky and Gassmann, 2016). In present
assignment, organisation which has been chosen i.e. Thomas Cook Group plc which was found
in the year of 1841 and is located in London, UK. A British global travel company which has
kept its focus on delivering services like holiday packages, accommodation and many more to its
customers and carrying a good name in both hotel and hospitality industry in all over the world.
Assessment is going to be enclosed with budgetary policy of business travel or accommodation.
Various providers along with the procedures based on foreign medium of exchange. Away with
this, present report will also cover arrangements of visas along with travel and tour
documentation.
MAIN BODY
1.1 Budgetary or policy constraints relating to business travel or accommodation
Travel and tourism sector have been very uncertain in past few decades, because of
customers’ demands and trends. Therefore, preparing a budget with right funds has become vital
for business firms. Here, budgetary constraints display basic combinations which are linked with
travel or with accommodations. Primal constraints in present context that has been found is that a
customer spends money on his/her wants or needs, depending on the income (Pekuri and et. al.,
2014). Consumers basically looks for the best with spending less money. Since, there are ample
number of companies present in hospitality industry, customers make choices depending their
money which they want to spend. Thomas Cook which is an international brand also prepares
budget on the basis of need of consumers so that right amount of products or services could be
offered to them. This includes prices related to meals, setting cost of rooms of hotels based on
economy, moderate and high class. On the other hand, budgetary constraints could be used on
the basis of charts so that to prepare budget.
At the time of favourable season, Thomas Cook basically offers basic prices of hotel
rooms, bus or other fare based on needs of customers. With the help of this, constraints mainly
get reduced if number of clients stays high. Apart from this, it can also be reduced with the help
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of removing the mediators which usually takes commissions while attracting customers with
different services.
1.2 Financial arrangements relating to business travel or accommodation
Financial arrangements are required for any business in travel andor accommodation
because without this it ismay become not possible tohard for a company to survive. Financial
funds are arranged by travel lodges when they want to expand their business at broad level.
Authorisation is required as in starting no one will be willing to give loan and by authorization
there will be surety that loan can be returned. Furthermore, Thomas Cook collects expenses
because it can be needed at any movement of time. When loan is taken by organisation from
bank then they approach bank for credit cards. And they open account as traveller so that they
get all benefits which are given by bank in particular sector (Wang and Tsai, 2014).
To provide accommodation facilities to customers, there is requirement of more finance
and at this moment of time they search for those associations which provides financial aid to
Thomas Cook. Travel companies have to return loan within stipulated duration for which loan
has been granted so that bank can provide facilities to those who had paid themby banks.
1.3 Arrangements for visas and related foreign travel documentation
When an individual looks forward to visit another country for any sort of reason
(entertainment, holiday or for business purpose), he/she cannot visit the place without a visa
(ministry of external affairs, 2017). In modern world, companies like Thomas Cook, Virgin
Holidays and etc. helps the person to get visa with their services in whole package where they
may ask for demographics the individual who is willing to visit another place. Details can be
anything from passport, photo, or other details as well in order to complete all the formalities to
visit another country. This information basically taken for different reasons like verifications so
that to see if an individual has been in any criminal activities or so on (Vanhaverbeke,
Chesbrough and West, 2014).
After completing all formalities, person gets the Visa of destination which he/she wants
to visit. With the Visa, Thomas Cook gives the itinerary, which carries all the details related to
fees of all the services that the client has selected to take in use (hotel room prices, fare, visa
amount and so on). This itinerary mainly carries all the information based on selected items
taken by client. Basically, Thomas Cook company is doing business at international level and
made the contract as well with many countries. Because of good image in all over the world, it
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becomes really very easy for Thomas Cook to offer Visa to its clients if all requirements meeting
of customers.
1.4 Procedures for obtaining or exchanging foreign currency
Most of countries in present time carrying their own mode of exchange (in monitory
terms). Therefore, if an individual is visiting a different country for the native one then he/she
may require to have currency which person visited. There is a procedure which has been made
by governments, through which money could be transformed in another mode of exchange. This
mainly requires approval from both native and other country where flow of money is also being
monitored on a regular basis.
If it is talked about an individual who is looking to exchange the money, then it will be
required for the individual to give specific reason for conversation of monitory. There are many
agencies affiliated with central or regional banks where a person can exchange the money easily.
Here, banks mainly charge the people that wants to exchange the money with minimal amount as
commission. In present context, Thomas Cook have made connections with many agencies that
exchanges the money so that to give facilities to its customers where they can get the
transformed money at the time of reaching to an another country (Van Lancker, Wauters and
Van Huylenbroeck, 2016).
2.1 Different suppliers that are capable of delivering the services required within budget
Suppliers could be considered as the individuals that mainly supplies raw materials,
goods or services to organisations, persons and so on. In modern scenario, every business sector
requires suppliers that delivers right amount of items required by the company based on set
budget. In present context, Thomas Cook is doing business at international level which means it
is having ample number of suppliers in different countries. Hotels that offers food to companies
consists with different services like food and beverages (Trevino and Nelson, 2016). On the other
hand, they have also collaborated with different tour operators as well that offers buses and cars
as well. These two can be considered as suppliers for Thomas Cook.
If it is talked about Thomas Cook where it is going to prepare a tour for 50 people to visit
another place and where all of them are looking to make their stay in a 5 star hotel. Then,
manager of this tour will contact with different 5 star hotels and prepare the budget as well. Lets
take an example here that budget got set across 5,000 pounds for 50 people stay in a hotel. Here,
the negotiating skills will take place where both manager of the tour and of hotel will reach to an
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agreed amount based on set budget. Another approach which is being considered as the crucial
one and plays a crucial role here where tour details like air fare, bus prices and so on gets fixed
and here company have made a budget of 2000 pounds this information then gets forwarded to
both operators and clients as well so that no issues takes place.
2.2 Recommendation on travel or accommodation arrangements that best meet the requirements
In today's business environment, trends and customer needs plays a crucial role for every
single business organisation. Thus, it is vital for organisations that are dealing in tour and travel
tourism sector to offer best quality based services. Apart from this, it is being analysed that firms
like Thomas Cook, Virgin Holidays and other famous ones like Cocks and Kings have been
offering various services and facilities as per the requirements of consumers so that they can get
satisfied as well. In order to meet requirements of customers, Thomas Cook have kept its focus
on delivering right services to consumers so that they may reach to desired point and may go
through high experience (Tidd and Bessant, 2014). It is recommended that focusing on customer
demands along with trends are the two different things which a company needs to focus while
preparing arrangements for the customers. Customers after attending the flight, they look to
reach to the hotel as soon as possible. Therefore, it is essential for Thomas Cook to find the best
and in reach hotel where an individual do not have to travel long to reach their and through this
organisation may easily gain good reputation in all over the world. This would directly give high
range of experience to customers.
2.3 Recommend suppliers of travel or accommodation that best meet the requirements
It is essential for an organisation to study the needs of the customer. So that they can
provide better services and products accordingly to satisfy the customer. Thomas Cook is a
service provider who always try to full fill the requirements of the customers and try to provide
better facilities. To full fill the requirements of the customers In order to meet necessities of
clients, agencyies have different suppliers with different capabilities.
For an instance- Thomas Cook always choose best service provider for their customers,
that can full fill the needs of the customers. Like in terms of hotel services, facilities can be- pick
and drop services, healthy food, beverage, comfortable rest rooms, swimming pool facilities, free
Wi-Fi etc. If something extra is needed by some one that must be provided to satisfy the
customer. Travel agencies provide the better transportation facilities to the tourists according to
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their needs so that they can enjoy their trip. This can increase the reputation of the firm in the
market so that the customers are more likely to attract towards the organisation (Talukder, 2016).
3.1 The requirements for travel or accommodation
Travels are required, as they help the travellers to enjoy the trip comfortably and explore
the things. Thomas Cook use to study the various requirements of the customers and full fill
them, also satisfy the customer's needs. Travel agents are required for- facilitating the flight
services, food accommodation, local transportation facilities to explore the locality including the
cab and bus services, and for the comfortable trips. For night stays of the customers, organization
accommodate the hotel and food to the tourists. All this can be done accordingly to the needs of
the customer and must satisfies the customer.
This will result as increase in the number of customers in the organization. This will help
to improve the goodwill of the firm and increase the profit ratio of the firm. Travels handle the
problems that some time can arises at the time of trips and take the responsibilities for all the
happenings on the trip (Schaltegger and Wagner, 2017).
3.2 Arrangements that specify any limitations, prohibitions or responsibilities and which meet
requirements
There can be several arrangements which prohibits demands that are required to be
satisfied. What the customer wants is often more of a powerful motivator than what they need.
This becomes clear when Thomas Cook listen to their customer and ask them to tell why they
want, what they want. Usually they have a burning desire to get what they want and simply want
to show them how they can get it.
For an instance- Thomas Cook Ltd. is an integrated travel related financial services
company which arrange the transportation for its tourists and accidental a problem arises that
there are 6 more people which also wants to take cab facility than it impact their limit because
the firm had booked the cab for 50 persons only as the information provided to them. So, it is
duty of the company to take proper information from the customer and to confirm that what they
exactly need, as well as its the responsibility of the customer too, to provide the proper
information to the company so that it can arrange the things on the bass of information (Saunila
and Ukko, 2014).
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3.3 Prepare and issue itinerary/schedule documentation that reflect agreed arrangements
accurately
For every single organisation that is doing business in hospitality industry, it is required
to prepare schedule document in order to deliver information so that persons may follow the
regulations as per requirements. Schedule document of Grosvenor House Hotel is being prepared
below:
Grosvenor House Hotel
Declaration : This is to inform all the visitors that are visiting premises that they are
required to behave nicely with the staff and it is also needed to keep the hotels clean which they
are going to visit. needs to behave well and follow the There are some set of rules and
regulations which is required for every individual to follow. Failure into this may lead an
individual to get charged with appropriate amount.
Signature :
3.4 Obtain travel or accommodation documentation with in the required timescale
When traveller wants to visit a particular destination, they come in contact with Thomas
cook to know about various details. They (travellers) are supposed to provide documents which
are required during travelling (Rothaermel, 2015). All documentation is required to be done
before travelling like visa is required to travel to another country without this travelling can't be
possible legally. Set of rules and regulations are composed by government of UK for purpose of
documentation. Duration is set for completing documentation. Documents which are required
are:
 Proof of Nationality
 Background of Family
 Passport
 8 Passport size photographs
 Address proof
 2 Nominees
 Reason for travelling
 Identity card of traveller
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These are some documents which are required by Thomas Cook to send you to some
place and once documentation is complete documents will be sent for visa. Visa is required to
travel into some other country. And these are mandatory documents which organisation will keep
with them.
3.5 Confirm the acceptability of payments to be made within the limits of their own authority
Thomas Cook has their own mode of payment and that is either by cash or electronic
payment. They have tried to give platform for all types account holders like option to pay
through debit card whether it’s of HDFC or any other bank. Travel lodge has provided services
for customers to pay, it can be either online or offline depending on convenience of travellers.
But government has set certain limitations for travel companies. Tourism authority set rules
related to acceptance of payment so that they do not take more money for particular service.
Governments travel and tourism department has set certain rules, they are as:
 Limitation is being set on amount of money taken from tourists so that it does not vary
from person to person rather it should vary on basis of location they are being travelling.
 All facilities should be provided at particular amount which is paid (Pekuri and et. al.,
2014).
 Budget plan should be prepared and given to authority which should cover what all
services are given at particular amount and also income and expenses should be covered.
 Prices should be fixed depending on package being taken by traveller and provide its
details to government.
 Facilities should be provided in such a way that they are affordable to travellers.
 When travelling to different country then money has to be exchanged into particular
currency and it should be made sure that it is provided on appropriate rate.
3.6 Keep up-to-date records of travel or accommodation arrangements and agreed commitments
In order to minimise the chances of facing any sort of issue or problem, it is essential for
organisations that are dealing in travel industry to keep the records related to customers,
agreements and arrangements as well for its clients up- to- date. With the help of this, right plans
and strategies can be made by Thomas Cook related to facilities or services that are being offered
by them to their clients based on various agreements (Mezger, 2014). If it is talked about Thomas
Cook, it maintains the records for different sections and these are given below:
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Transportation and flight : Here Thomas Cook mainly carries records based on tourist
bookings of different flights along with visits based on different classes as well. For local
transportation, Thomas Cook keeps the information related to the cabs or buses and how many
persons wants to travel in cab or bus and many more.
Payment record : Thomas Cook keeps record of payments as well of different persons
that have made payments with different modes. Some consumers pay the amount. Payments are
taken on the basis on services and facilities consumers wants to take (Hakansson, 2015).
3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements for others
Thomas Cook makes their own policies and procedures for ethical and legal requirements
for organising travelling and accommodation for them. First step is policies are made as per
government rules and regulations. Then after that these procedures are followed which are build
according to policies. Ethical and legal requirements related to policies so that benefits can be
provided to travellers (Kim and Nam, 2015). Below are policies and procedures of Thomas Cook
to accomplish requirements are:
 Appropriate amount is taken from travellers and it varies as per destination.
 Prepare procedures in such a way that all rules and regulation of government are
followed.
 Policies are made in such a way that they are easy to implement effectively by every
agent.
Ethical and legal requirements
Thomas Cook has to focus on ethical and legal requirements by keeping in requirements
of travellers in mind. They are shown below:
 Traveller should not have any kind of criminal history while entering into some other
country.
 Accommodation should be provided at good places as per the commitments made to the
clients in terms of locality, environment and visual view.
 As a traveller it’s not necessary that, he (traveller) has visited that place before, so a guide
(person who is knowing that place) must be provided to direct them.
 Security of traveller is must and luggage must be as per description that is depending on
weight (Shafritz and et. al., 2016).
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CONCLUSION
With the help of above mentioned report, it is being concluded that travel and tourism
industry of hospitality sector have been playing a crucial role and is putting positive impact on
economy as well. Travel and tourism business industry sets rules along with the regulations as
well for providing right services to customers as per their needs. There are companies follow
their policies and procedures to achieve legal and ethical requirements. Keep up to date all
information regarding to company as well as customers. They have to take all documents for
travelling to one country to other country.
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