Report on Budgetary Constraints and Travel Arrangements for Business

This report analyzes business travel and accommodation, focusing on budgetary constraints, financial arrangements, visa procedures, and foreign currency exchange. The report uses Thomas Cook as a case study to explore how the company manages these aspects. It details the importance of income-based customer selection, providing allowances, and offering services to attract customers. The report also covers financial arrangements including loans and bank accounts, along with the procedures for obtaining visas and relevant documentation. Furthermore, it identifies various suppliers, recommends travel and accommodation arrangements, and emphasizes the importance of email, online services, cancellation policies, and travel agents. The report concludes by offering recommendations for suppliers that best meet the needs of travellers, emphasizing transport, hotel facilities and other accommodation services.

BUSINESS
ADMINISTRATION
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Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................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
2.1 Identify different suppliers that are capable of delivering the services required within
budget.....................................................................................................................................4
2.2 Recommend travel or accommodation arrangements that best meet the requirements. . .4
2.3 Recommend suppliers of travel or accommodation that best meet the requirements......5
3.1 Confirm the requirements for travel or accommodation..................................................5
3.2 Agree arrangements that specify any limitations, prohibitions or 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 within 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..........7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9
.......................................................................................................................................................10

INTRODUCTION
Business administration is the wide sector which consist with various types of
management positions. There are different major corporation related to independent business, in
this every business operation required skills and knowledge in order to gain success and growth.
It is consist with management and performance of business operations and make appropriate
decisions. An organisation people and other resources are perform direct activities and functions
for attaining set goals and targets (Ariani, 2013). The report is based on Thomas cook which is
international travel company and it is related to tour and travel for operating hotel industry. The
main purpose of this assignment is to understand budgetary policy of business travel and
accommodation. It will identifying various suppliers and process of exchange foreign currency,
arrange visa and manage travel tour documentation. Also it determine the limitations and
responsibilities to meet with all major requirements and issues related to schedule evidences.
MAIN BODY
1.1 Explain any budgetary or policy constraints relating to business travel or accommodation
Budgetary policy consist with all the combination which are associated with travel and
accommodation sector.
Select customers on the basis of Income - The main constrains analysed that company
select customers as per their income and revenue level. It is depend upon user preferences and
choices which includes business travel and accommodation services that they are selected
(Eriksson-Zetterquist, Kalling and Styhre, 2015). In business travel, they are try to eliminate
such budgetary constraints which are directly affect while selecting consumers. Thomas cook are
develop plans which directly attract customers and they are providing maximum allowances on
food, fixed cost of the hotel services as per the guest needs or demand. Along with this such
policies assist business travel and accommodation in proper manner. Budgetary constraints are
demonstrated by chart, graph which represent the budget constraints that directly affect on
business tour and travel services.
Offer services and facilities as per customers demand - At the time of travelling,
Thomas cook are offer best hotels and accommodation services which are appropriate as per
their guest income level and it includes room cost, food price and extra charges when they are
booking (Wheeler and et. al 2014). These are useful in reducing constraints and also attract large
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number of customers towards company products and facilities. By decreasing such constraints, it
is necessary for them is to provide particular agent from an organisation who are taken actual
price. Sometime they are take extra commission and offer high price products and services in
better manner. There are various reasons which are face by firm and they are not provide
travelling to much for their consumers. It directly affect to business in respect to business travel
and accommodation.
1.2 Describe financial arrangements relating to business travel or accommodation
For surviving in the business travel and accommodation, there is requirement of financial
services because this is necessary for smoothly run of business operations (Kabungaidze,
Mahlatshana and Ngirande, 2013). In Thomas cook, funds and capital assist in expanding
business at international level. While beginning the company, they are not getting loan in easy
way so they are required any authorisation which are provide effective security and safety at the
time of return the loan. Thomas cook collect and gather all revenue receipt for further enquiry
because they required this at any time. When firm has taken loan from bank so they are make
contact with bank manager for identify issues regarding credit cards. After that they are open
bank account as named travelling account which are provide various advantages to the customers
in proper manner.
They need to provide guest accommodation services which are required more funds or
finance and such type of arrangement are useful for Thomas cook. In business travel and tour
company, they are face various issues related to time which are promise while return the loan
amount in given time period. Then they have maintain and arrange such arrangement which are
useful to pay capital to bank on specific period of time. There are various sources of funds which
can be used by company while taking loan such as bank, investors and capitalist and so more.
1.3 Explain how to make arrangements for visas and related foreign travel documentation
A visa is the permit which are given by country government that allow someone to go
towards another nation. A visa is legal document that is stamped on individual's passport by an
embassy by which they can easily move one country to another (Clermont, Dirksen and
Dyckhoff, 2015). It is required for a person while travel in another country is that they needed
visas which develop on the basis of travelling within given time period. There are various types
of visas which issue by immigration officer at entry point. Such as (1) single entry visa; in which
they are provide visa to travel for one time, (2) business visa; it allow people who really required
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to travel and then discussion they have to approve, (3) multiple entry visa; in this type of visa
they are set specific validity to travel in specific nation. After some time this will expired so they
does not move from their location. There are large number of travellers who are taken one time
visa which are associated to tour.
When customers are contact with Thomas cook so they are investigate documentation
and check their validity and analyse the evidence in better manner. There are various documents
or evidence which are checked by company that includes visa, passport, approval and
background details. It is required to understand by customer is that of company does not approve
their visa so they can not move one place top another. In the procedure of visa, company can
analysing and examining background of each person who are willing to travel from their side.
Customers are check the travel agency sites where they get whole information and data regarding
destination.
1.4 Describe the procedures for obtaining or exchanging foreign currency
It is the set procedure which easily obtain and exchange foreign currency. At the time,
when travellers are travel from one place to another so they required currencies of specific
nation. By exchanging foreign currency they are required to follow such process which are
described as under:
 Before change in country currency, firstly they understand about pound value change as
per floating exchange rate (Duckworth and Duckworth, 2016). It refers that there is
calculated value after evaluating current supply and demand in present time period which
are always fluctuate in given time. There are certain factors which directly affect on rate
such as political, economical and others.
 They are try to ignore exchange currency in hotels and airports because they are taken
unfavourable exchange rate and gain commission on specific nation currency so while
travelling they are exchange currency from authorise location.
 At the time of travelling, they need to exchange currency from travel company because
they have another country currency and provide on accurate rate.
 In Thomas cook, they are taking accurate amount while exchange currency from them so
they are check all the currencies in proper manner.
 After getting appropriate documents signs by the travellers and describe the main reason
and all required details which are related to documents.
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 Also they are providing foreign currency of specific nation on accurate rate.
2.1 Identify different suppliers that are capable of delivering the services required within budget
Thomas cook develop and prepare budget as per estimation and follow the budget in
order to reach with set goals and objectives effectively (Slavnic, 2014). Every travel company
required suppliers who deliver products to their customers and it help firm in generating
profitability and income. These suppliers are known as mediators and agents of an organisation.
They are taking commission from travel firm and from customers in proper manner (Wang,
2014). Every company set their commission for providing suppliers which are provided as per
the budget. It help in identify suppliers who are delivering services and facilities as per the
budget that are as under:
Online suppliers – Such suppliers are connected with firm through online and also
attract large number of people with sites and blogs of the company.
Offline suppliers – Such suppliers are doing work for the company through offline and
they are connect to the Thomas cook and also taking description regarding company.
Hotels – They are work for travel and tour company so when they are arriving there, they
are provide services and facilities which are already set in agreement.
2.2 Recommend travel or accommodation arrangements that best meet the requirements
There are various recommendations which are required to follow by Thomas cook in
order to reach with best requirement and facilities. These are described as under:
 Email – They are provide accurate email Id which help in making connection and
provide relevant information in easy manner (Hanf, 2014). With the help of email, people
are booking their tickets and also gather information related to firm. On company sites,
people are post their reviews and experience regarding their products and facilities.
 Online – They are offer facilities such as online payment services and various other data
who are connected through online or offline. In addition to this, they are save time and
take important information easy manner.
 Cancelling reservation – Thomas cook offer services and facilities to cancellation per
booking on the day and it is main facility which provide to the customers in make contact
with company and also maintain future relation.
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 Bed & breakfast – It is the main requirement of customers because when they are
chosen and select packages so this includes basis needs which provided by firm on given
time period.
 Travel agent – The company appoint some agents for the firm in different nations which
assist customers in order to reach with appropriate data and information to know accurate
data and information regarding packages.
2.3 Recommend suppliers of travel or accommodation that best meet the requirements
During travelling, they are face various issues and problem so every visitor want fully
accommodation conveyance (Ismail, 2013). There is common need of accommodation which are
provided by Thomas cook that provide rests to travellers at the time of travelling. Travel
accommodation is the convenience which help in satisfying needs and wants such as food
lodging and travelling space, plural tourist accommodation that includes public conveyance like
train which are stopped on every stage and loan. The recommendation provided to suppliers of
travel and accommodation which meet the needs and requirements that are as under:
Transport services – In suppliers involves trains, buses which provide all facilities to
people and they are not feel uneasy during visit.
Hotel facilities – In this, company are providing best services or facilities to the
customers in given time period. They also offer time lunch, dinner and breakfast.
3.1 Confirm the requirements for travel or accommodation
In order to provide accommodations and services to clients, it is compulsory for travel
agencies to confirm from suppliers first. For example: Thomas Cook wants to give luxury
services to business class people. In this regard, its managers will need to confirm from suppliers
first about services they want to give customers. It includes available of rooms as per client's
requirement, transportation facilities, local guides and other accommodations. By confirming
with managers of hotels and transportation suppliers, this travel agency can provide effective
services to travellers on time.
3.2 Agree arrangements that specify any limitations, prohibitions or responsibilities and which
meet the requirements
After determining the needs and demands of travellers, managers of travel companies like
Thomas Cook will now prepare documents for providing services to travellers. It includes
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complete planning about when and where the tourists will go, their tour destinations, kind of
transportation, facilities and other accommodations. In addition to this, it also includes terms and
conditions, limitations, prohibition and more, which entails rights for customers as well as
company’s policies also. Therefore, this kind of legal documents are signed by customers who
are going to take facilities from tour operators. It gives rights to both travellers and tour operators
to take any legal actions if information given in agreement will not avail as per desired manner.
For example: Thomas Cook has arranged a passenger cab for 25 travellers but if three
more passengers are want to take the same cab facility, then it impacts on entire arrangement.
Therefore, it is essential for managers to confirm with clients what they exactly wants. This
would to make arrangement in appropriate manner.
3.3 Prepare and issue itinerary/schedule documentation that reflect agreed arrangements
accurately
Itinerary refers to an important process under which tour operators design the complete
tour packages in a systematic way. It defines the nature of tour, time-frame of each activity,
types of services and more. In this regard, tour packages are operated as per descriptions as well
instructions in itinerary. Tour operators get full-proof survey of places where tourist wants to go,
facilities and accommodation, services, hotel bookings etc. are given after finalization of
itinerary (Levashina and et. al 2014). Therefore, sale of tour packages tour is determined by type
of itinerary and programmes.
3.4 Obtain travel or accommodation documentation within the required timescale
While designing travel and tour packages, it is essential to obtain entire documents of
customers’ data before providing services. In this regard, documents like passport, visa, travel
insurance etc. after obtaining must verified from authenticate or government offices, from where
travellers belong. This would help in giving proper and ethical services to tourists as well as
operated tour activities in legal manner (Pollard, Minor and Swanson, 2014).
3.5 Confirm the acceptability of payments to be made within the limits of their own authority
In order to gain satisfaction of travellers, Thomas Cook have provided e-payment services
to them. Through this process, tourists can easily make payments for availing tour packages in
safe and secure manner. In addition to this, it has provided various platform to all types account
holders such as option to pay by credit or debit card. As Government of UK has set some
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limitations for tour travel companies, related to acceptance of payment. Therefore, travel
companies like Thomas Cook cannot set more price for particular services. In this regard, some
rules and regulations set by regulatory rules are:-
 Limitations are set on price of each services which are taken from travellers. Therefore, it
cannot be vary as segmentation of customers.
 Budget plan must be prepared as per services including all expenses which should be
given to authority for further assessment.
 As per type of holiday packages like business class, medium and upper class, price
should be fixed. These details must provide to government authorities also.
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 essential for tour operators to collect
proper documents of customers. It includes passport, visa, proof identity card (residential card,
driving license, voter ID etc.) and other valid documents. Along with this, it is amendable for
each traveller to must carry valid travel documents during travelling into other countries or some
restricted areas of domestic. Furthermore, processing of travel documents includes some
technical formalities also. It includes confirmation from foreign consulate offices, authorized
money exchangers, passport offices, insurance companies, income tax offices and so on.
Documentations related to tours are then processed for clients and tourists before confirmation
for purchasing tour packages. In addition to this, travel documents also involve passport, visa,
travel insurance, health certificates, currency certificate, endorsement of currency in passport,
income tax statements, etc.
3.7 Adhere to organisational policies and procedures, legal and ethical requirements
It is essential for all tour and travel companies to must adhere their businesses with laws and
legislations (Zeleny, 2012). They must formulate organisational policies and procedures as per
governmental laws. In this regard, Thomas Cook has implemented all laws in business. It
includes Health and Safety Act which gives safety to both travellers and employees who are
associated with business. It also gives rights to tourists and staff members to be outspoken if they
find any kind of discrimination while travelling.
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CONCLUSION
From the above described report, it can be analysed that business administration is the
wide sector which consist with various types of management positions. Budgetary policy and
strategy consist with all the combination which are associated with travel and accommodations.
For surviving in the business travel and accommodation, there is requirement of financial
services because this is necessary for smoothly run of business operations. When customers are
directly contact with international travel company such as Thomas cook so they are investigated
documentation whether it is valid or not. It is the set procedure which easily obtain and exchange
foreign currency. At the time, when travellers are travel from one place to another so they
required currencies of specific nation.
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REFERENCES
Books and journals
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& Business Media.
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Pollard, H., Minor, M. and Swanson, A., 2014. Instructor social presence within the community
of inquiry framework and its impact on classroom community and the learning
environment. Online Journal of Distance Learning Administration. 17(2).
Wang, P.C. ed., 2014. Graphical representation of multivariate data. Elsevier.
Eriksson-Zetterquist, U., Kalling, T. and Styhre, A., 2015. Organisation och organisering.
Upplaga 4. Liber,.
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behavior, and counterproductive work behavior. International Journal of Business
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Wheeler, A. R. and et. al 2014. Student‐recruited samples in organizational research: A review,
analysis, and guidelines for future research. Journal of Occupational and Organizational
Psychology. 87(1). pp.1-26.
Kabungaidze, T., Mahlatshana, N. and Ngirande, H., 2013. The impact of job satisfaction and
some demographic variables on employee turnover intentions. International Journal of
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Clermont, M., Dirksen, A. and Dyckhoff, H., 2015. Returns to scale of Business Administration
research in Germany. Scientometrics. 103(2). pp.583-614.
Duckworth, A. and Duckworth, A., 2016. Grit: The power of passion and perseverance (Vol.
124). New York, NY: Scribner.
Slavnic, Z., 2013. Immigrant small business in Sweden: A critical review of the development of
a research field. Journal of business administration research. 2(1). p.29.
Hanf, J. H., 2014. Literature survey on new participative pricing mechanisms for wine
tastings. Journal of Applied Management and Investments. 3(4). pp.201-213.
Ismail, S., 2013. Critical success factors of public private partnership (PPP) implementation in
Malaysia. Asia-Pacific Journal of Business Administration. 5(1). pp.6-19.
Online
Requirements for travel or accommodations. 2018. [Online]. Available through:
<https://transferwise.com/us/blog/currency-exchange-london>.
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