Detailed Report on Business Travel and Accommodation Arrangements

This report provides a comprehensive analysis of business travel and accommodation arrangements, focusing on budgetary and policy constraints, financial arrangements, visa and documentation procedures, and foreign currency exchange. The report examines the practices of Cox & Kings, detailing how they identify and recommend travel and accommodation suppliers that meet specific requirements within budget. It also covers the confirmation of travel and accommodation needs, arrangements specifying limitations, prohibitions, and responsibilities, and the preparation and issuance of schedule documentation. The report emphasizes the importance of adhering to organizational policies and procedures, legal and ethical requirements, and keeping up-to-date records of travel and accommodation arrangements. It also discusses procedures for obtaining foreign currency and making payments within the limits of authority.

Business
Administration

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
1.1 Explain any budgetary or policy constraints relating to business travel or accommodation 3
1.2 Describe financial arrangements relating to business travel or accommodation..................4
1.3 How to make arrangements for visas and related foreign travel documentation..................4
1.4 Describe the procedures for obtaining or exchanging foreign currency...............................5
2.1 Identify different suppliers that are capable of delivering the services required within
budget..........................................................................................................................................5
2.2 Recommend travel or accommodation arrangements that best meet the requirements........6
2.3 Recommend suppliers of travel or accommodation that best meet the requirements...........6
3.1Confirm the requirements for travel or accommodation........................................................7
3.2 Arrangements that specify limitations, prohibitions or responsibilities which meet
requirements................................................................................................................................7
3.3 Prepare and issue schedule documentation that reflect agreed arrangements accurately.....8
3.4 Obtain travel or accommodation documentation within the required timescale...................8
3.5 Confirm the acceptability of payments to be made within the limits of their own authority
.....................................................................................................................................................9
3.6 Keep up-to-date records of travel or accommodation arrangements and agreed
commitments...............................................................................................................................9
3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements for others..........................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................11
.......................................................................................................................................................12

INTRODUCTION
Business administration is define as a management of business that oversees and
supervise business operations. It is relating with the field of accounting, finance and marketing.
They are independent in corporations where operations are succeed in order to skilled
administrators (Baum, 2016). An organisation is leading with specific degree of programs that
provide general knowledge in order to manage business. This report is based on Cox & Kings
which is founded by Richard Cox in 1758. Its headquarter is in India and UK who is subsidiary
in holiday and education travel group. The main purpose of this report is budgetary and financial
arrangements which is made in relating with business travel and accommodation. Apart from
that, their identified different suppliers who are meeting business requirements for travel and
accommodation. An organisation is leading with the travel agency by accepting payments with
an authority. Lastly it adhere policies and procedures with legal requirements and providing to
others.
MAIN BODY
1.1 Explain any budgetary or policy constraints relating to business travel or accommodation
Budgetary or policy is determine by amount of money which is available by an
organisation. It is describe by people who are spending money as per their status. This is define
by monitoring and controlling costs and operations in an accounting period. They are
increasingly concentrate on project which are related with services and raw materials.
Threshold cost of travels: It is a kind of research which is define as perception of
customers that makes final purchasing decision. This is analysed by customers when travels are
reducing their prices that makes changes in perception. Cox & Kings is committing with
thresholds model which uses synthetic data of approaches. This approach is useful in context
with other choice behaviour.
Maximum allowance for meals: An organisation is charging extra amount as per meal.
Cox & Kings are leading with extra money or allowance for providing meal to employees. This
accommodation is provided by big companies. For example, SodexHo company is providing
plain vouchers to their employees for having meal and make extra amount of charge.
Standard class rail and air fare only: People are travelling in quality accommodation via
public transport which is designed comfortably and typically expensive. Cox & Kings are

providing customer's luxurious travel of seats and services in transport system. In UK, key
travellers are encouraging booking via using online tool which is get in cheapest rates.
1.2 Describe financial arrangements relating to business travel or accommodation
Financial arrangements is facilitated by making travel services which is concerned with
business and some level of regulation. Arrangements are made not only for benefits but also for
protection to customers. They are in addition with consumer protection with a level of aim in
competing closely with packages.
Appropriate authorisation: For making arrangements in travel agency it is useful for
providing responsibility or authority to an individual who can secure system with honesty. Cox
& Kings travelling company is not only based on making benefits, they are also required to
provide protection in financial terms.
Receipts must accompany expenses claims: Cox & Kings make relevant receipts and
attached with documents which is submitted in online paper form. This payment is made until
accounts payable has received hard copy of that claim. It is reached with supporting document
with detailed information about services purchased(Becker, 2016).
Company credit card: Company is having credit card facility which is used for easily
making control in greater delivery. It is streamlined in offering end to end expenses management
program. Cox & Kings are making payment by card which is issued to users. Financially they
accept payment in behalf of product or services.
1.3 How to make arrangements for visas and related foreign travel documentation
Visa is a document which is issued by foreign country with a permission in gaining entry
into another country. Visa is varying with arrangements which is made by submitting
photograph, application form and actual passport that is required. Their also required other
documents such as detailed travel itinerary, medical information etc. It is also arranged by travel
agency by collecting confirmation of documents and which is approved by government. Cox &
Kings travel is taking this responsibility for issuing Visa. Their required confirmation and details
in regarding with purpose while visiting in another country. They are proposing a letter which
include details like employment, duration and salary etc. This visa facility is applied in form of
application and widely it is most effective with alternative arrangements.
Foreign travelling documents are prepared which is made by decisions and sure about
their relevancy. For travelling in other country their require passport, visa, foreign currency,

travel insurance, air ticket and proof of accommodation/ hotel booking. It is an important for
processing application ready in time. Traveller has to keep soft copy of passport in separate as
well. This copy is replacing faster and easier in case when original copy is lost. Cox and Kings
company is preparing travelling documents and send to their leading agency who provides visa.
1.4 Describe the procedures for obtaining or exchanging foreign currency
Procedure made in order to foreign currency exchange is subject to regulations.
Currencies are exchanged in both forms online or offline which is ensured by person and that
deals in foreign exchange. In travel industry they are leading with frequent tasks which source is
integrating in country. In this sector government closely monitor foreign currency that takes
place in country. Cox & Kings has extend system by checking and maintaining records which is
introduces by government. They are define by following steps like.
 They has to obtain license when exchanging foreign currency.
 For making this change company has to authorised personnel in regarding with
transactions. Travel can extend changes in currency which is only for resident guests. Their rates are
exhibited significantly at the point of exchange.
Procedure: First verify identification from passport such as name, photo, place, date of issue and
date of expiry. As per that, when foreign exchange is accepted by government than all the
transactions are made in Dollars, Sterling Pounds, Euros and Yen.
Than receive that cash or Travellers Check.
2.1 Identify different suppliers that are capable of delivering the services required within budget
For making this identification it is made in regard by estimating value requirement of
possible suppliers. Company has lower value of requirement of supplier which is identified by
their own knowledge, trade magazines etc. Cox & Kings is making necessary assessment which
is determine by suitability and ability with purpose of contract(Cooke and Alcadipani, 2015).
They are setting criteria which is evaluated by applicants that express interest in tender. Supplier
selection or identification is made by preparing reports of different individuals and taking right
decision. This decision is made by Cox & Kings employees by discussing on that purpose. It is
made by proper report of each individual like.
Their having several factors in new suppliers for first is to judge importance of supplier.
Cox & Kings technology or processes in which supplier has quality of cost advantage in services.

Importance are judge by company in locating minimum number of viability. An organisation
required qualified supplier who can face challenges and mainly able in meeting with buyer. Cox
& Kings are screening qualification of supplier by checking them. Selection is made by
screening with interview questionnaire and last to opt perfect supplier. Supplier selection is itself
monitor in importance with buyer and make more selection in future.
2.2 Recommend travel or accommodation arrangements that best meet the requirements
Travel and accommodation arrangements is made by specific mode of transport. Their
essential arrangements are like social insurance numbers, travel documents and ticket
arrangements. Cox & Kings are connecting internationally with customers in order to campus
and city tours. Company is setting explore actions for providing safety, affordance, convenient
place that fulfil individual need. They are fit for meeting best requirements provided to
customers.
An organisation is leading with best possible accommodation which is provided to wide
range of customer's. Their provides visa, career counselling and navigate stringent application
process(Draper, 2017). They are usually making recommendations on individuals needs that to
be fulfilled by satisfaction. Arrangements are made by company responsible person who can
make it. These are defined by meeting requirements in order to make best arrangement of
services.
2.3 Recommend suppliers of travel or accommodation that best meet the requirements
Suppliers are meeting with customers for incredible enhancements of goods and services
which are continuously meeting current and future market needs and wants. Suppliers are
agreeing with existing terms and conditions. Their required supplier good idea which facilitates
and modify other travellers in managing business to business relations.
Cox & Kings travelling company is meeting in order to optimise services that results
more in future prospects. Suppliers are fulfilling best requirements by packaging variety of goods
and services. Their provides services like transport, accommodation and meals. First class
accommodation facilitates cruises, rental cars, insurance, entrance fee etc. For example,
STA(Start The Adventure) travel company which is providing adventures with awesome and
affordable booking since 1979. They are rounding with expert world like flights, tours,
accommodation and good vibes. Their suppliers are providing specific arrangements like

booking staff with hard work and make sure for all booking policy. They are basically setting
services in order to standard of account with specific rates.
3.1Confirm the requirements for travel or accommodation
Accommodation is required in concern with traveller by dealing with them in vast
manner. It is mostly required by youngsters who is enjoying by travelling through different
destination. Cox & Kings travels are concerned with alternative lodging options which is faced
by travellers(Duckworth and Duckworth, 2016). This is an important which is helpful in booking
advance for any destination. Booking can be done in any manner as per internet, through travel
agent and telephone. It is a wide range of services which is provided to customers with
administrative support. Employees of Cox & Kings are discussing and making agreements which
are refer to accommodation services. This meeting is define by gathering information for which
product and service is relevant for customers. Accommodation is required by travellers like
camping grounds, breakfast, transport arrangements, hotel packages etc. This requirement is
made by procure documents (e.g. visa). Teenagers are attracted with this services and make
acceptance in offers.
Budgets: Customers are making selection of service in order to their willingness. Cox &
Kings are varied about budgets that is made and consider customer budget in which they are
compatible to pay.
Group or individual: Requirements are made on the basis of group and individual who
are opting that service. Traveller can be a individual or in group who is accepting
accommodation services.
3.2 Arrangements that specify limitations, prohibitions or responsibilities which meet
requirements
Arrangements are specified in order to services like visa, hotel packages, affordable,
safety or protection, convenient place, foreign documents and online/ offline. Cox & Kings
company is specifying this responsibility and meet customers requirement. An organisation is
facing many challenges in travelling in which employee having responsibility to provide finest
services to customers.
Limitations are made in respect with travel company is that they are prevailing high
degree of competition which increases bargaining power. Cox & Kings customers are leading
with controlling factors which are categorised by uncertainty in elements of travelling. Their

occur disadvantages in changing currency rate which fluctuate that effect came on customers.
Company prohibition is made in respect with government restrictions(Hakansson, 2015). Ban is
made in travel agency as per wine, beer which is instructed that is not allowed in company.
Responsibility of an employee is to look after on represented era and rules. Cox & Kings
company used to fulfil requirements with specific arrangements.
3.3 Prepare and issue schedule documentation that reflect agreed arrangements accurately
This schedule and document is prepared by arrangements which is accurately done by
employees of Cox & Kings. They are preparing itinerary in proper form. It is based by preparing
programme events, timetable and plan. This documentation is prescribed by company for
recording in proper formate, so that it can recall easily. An organisation required planned
itinerary of budget, traveller preferences and requirements. Cox & Kings are making records in
according with policies and procedure of business travel. Company negotiate and confirm by
communicating in according with requirements. Their having arrangements of facilities and
services in regard that customer issues and acceptance are mention in document.
Travel agency is making day to day records of customers and their services in accurate
form which is reflected on records. Company records useful in order to reduce confusion made in
customer and supplier in future aspects. Accurate arrangements are made in respect which is
translated by procurement issues. These issues are resolved with the help of document which is
prepared by plan, schedule, budget, blueprint etc. Company is leading with funct6ional
requirements.
3.4 Obtain travel or accommodation documentation within the required timescale
Travel and accommodation is made by company in order with timescale. This is defined
by day to day customers involvement in particular service(Houston, 2014). Cox & Kings travel
company is preparing documents in respect with accommodation services which are provided to
customer's. In this documentation their required name, address, phone number, and services like
visa, hotel package, meals etc. This all are mention in that regular timescale of customer records.
An organisation has to make this records on daily basis which is determine in according with
organisational procedure.

3.5 Confirm the acceptability of payments to be made within the limits of their own authority
Payment are accessible confirmed in certain circumstances which is booked. Payment is
deposited in action with reasonable rate which is responsible for proper performance. Company
has an opportunity. Employee of Cox & Kings having authority to make payments by making
confirmation. In this, employees are accessing payments receipts which is paid by customer.
Payment acceptability is mention in book of accounts and that is also mention in customer
account(Leal and Rocha, 2014). Confirmation is made by customers while accepting terms and
conditions which is consider in report. This is useful in devising payments which is require in
company own form. According to terms and conditions which is made by company that is
accepted by customer. There principles are based on making faster payment in confirming to
customer by message.
3.6 Keep up-to-date records of travel or accommodation arrangements and agreed commitments
Employees are involved in such arrangements by keeping up to date records of travel and
accommodation. Customers are agreeing with personal commitments that is made by
arrangements. Their made arrangements which are based on products and services that are
provided by supplier. Cox & Kings company prepare complete records of adjustment relating
with travel and accommodation. It is useful in keeping proper records with up to date and
making agreed commitments in preparing them.
3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements for others
Cox & Kings company is leading with legal regulations which prescribed by ethical
requirements. Their made policies and procedure which is describe in form of principles, rules,
guidelines which is opted by company. These policies are useful in making long term goals and
widely accessible in making decisions. It is determine by influencing activities which is helpful
in making effective decisions. This process is useful for action that express in day to day
operations and resulting with best outcome for an organisation.
CONCLUSION
From the above mention report, it is concluded that travel and accommodation service is
made by company that can collect customer views on product and service. An organisation has
concluded that to make suggestion of relevant supplier who can attract many of the customers

towards accommodation service. Their is made conclusion in regarding with documentation that
is to be prepared by employee in proper form and regular basis.

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