Business Travel Arrangements: Procedures, Legislation and Policies

This assignment delves into the essential aspects of business travel, focusing on booking procedures, relevant legislation, organizational policies, and work health and safety (WHS) considerations. It identifies travel agencies and Serko as key booking methods, emphasizing direct billing and automated approval processes. The assignment also highlights the importance of anti-discrimination legislation, ethical principles, codes of practice, and privacy laws in shaping business travel policies. Furthermore, it underscores the need for policies related to bookings and documentation, ensuring timely arrangements and alternative solutions. WHS considerations, such as time between appointments and rest periods, are addressed to safeguard employee well-being. Finally, the assignment outlines steps for researching and booking travel through online providers, including verifying website security, reading terms and conditions, and obtaining travel insurance. Desklib provides solved assignments for students.

PART – A
Question 1: Identify two booking procedures relevant to business travel.
Answer: Following are the two booking procedures which are relevant for business travel:
 Travel agencies- Bookings must be made through designated travel agencies such
as by make direct call to the agent or by using the online tool of agency. It is also
advisable for organization to make direct payment to the travel agency. When
reservation for travel is made through designated travel agency, then organization
can choose direct billing option because it helps the organization in eliminating
unnecessary payment confusions and chaos. These agencies are able to access the
travel profiles in more effective manner and also meet the preferences of travellers
in context of airlines and accommodations1.
 Serko- this software helps the organization in booking domestic travel and
international flight itineraries at point to point travel. This system mainly
centralize and automates different approval at internet, the electronic updating in
context of travel diaries needed by the Australian Taxation Office for the purpose
of ensuring fringe benefit tax, and it also help the organization in making
calculation and payment related to travel allowances. Travel bookings made
through Serko automatically update the details related to travel on Mytrips2.
Marking: q Satisfactory q Unsatisfactory
Question 2: List two types of legislation that may affect business operations related to travel.
Answer: Following are some important provisions of the applicable legislation, codes, and
standards that may affect operations conducted by the business related to travel:
 Legislation related to anti-discrimination- business travel policy of the
organization must not be discriminatory in nature, which means it must provide
equal and similar travel experience to every employee of the organization.
 Ethical principles- business travel policy of the organization must be based in the
ethical standards and does not include any such provisions which are unethical in
nature.
 Codes of practice- business travel policy must be based on the organization’s code
1 RIT, Travel Policies & Procedures Manual, < https://www.rit.edu/fa/controller/content/travel-policies-
procedures-manual>, Accessed on 8th February 2018.
2 Serko, Transforming Business Travel & Expense Management, < http://www.serko.com/about-serko/>,
Accessed on 8th February 2018.

of practice.
 Privacy laws- business travel policy must ensure privacy of the employee while
making business trip. In other words, there must be any disturbance in the privacy
of the employee while arranging or making the business travel by the employee3.
Marking: q Satisfactory q Unsatisfactory
Question 3: List two types of organisational policies and procedures you require to arrange business
travel.
Answer: It is necessary for business organization to confirm instructions and requirements related
to travel and accommodation for business purpose. While arranging travelling and
accommodation in business context, it is important to frame effective policies and
procedures. Following are the two types of organizational policies which are required for
business travel:
Policies related to bookings- organization must made policy in context of bookings of
travelling such as flights, accommodations, etc. For this purpose, organization must
decide the budget and number of peoples travelling, and this is important for making the
further process. Booking policy also ensures alternatives for employees in case of failure
of actual planning. This policy also ensures that booking related to travelling must be
made within designated timeline for avoiding any issues in future.
Policies related to documents- in this policy, department must identify and arranged the
things in the basis of itinerary and individual requirements. Following things are
confirmed in this policy:
 After getting the conformation in context of arrangements related to travelling,
department must make sure that documents related to confirmation are checked
and send to the traveller within designated timelines.
 This policy also ensures that alternative arrangements are negotiated and
3 Australian Government, BSBADM406B Organise business travel, <
https://training.gov.au/TrainingComponentFiles/BSB07/BSBADM406B_R1.pdf>, accessed on 8th February 2018.

confirmed in context of changes occurred in requirements4.
Marking: q Satisfactory q Unsatisfactory
Question 4: Describe two work health and safety (WHS) considerations you may need to take into
account when arranging business travel and preparing an itinerary.
Answer: Organizations are liable for health and safety of the employees at the time when
employees are on travelling in context of business, and this accountability on
organization is imposed by the work health and safety legislation5.
Following are the two considerations which must be considered by the organization
while arranging business travel:
 Time between the appointments- organization must ensure appropriate time for
preparation and relaxation between the two appointments. Limited appointments
are held on signal day, so that it does not provide stress to the employees.
 Rest periods- organization must ensure that employee get proper rest periods
while business travelling and must limit the total amount of time related to
travelling per day. Proper arrangements for lunch and dinner breaks must be
made for employees, and employee must get appropriate amount of time for
lunch and dinner breaks6.
Marking: q Satisfactory q Unsatisfactory
4 Toughnickel, Unit 2: Organisation of Travel and Accommodation in Business, (2017),
https://toughnickel.com/business/Business-and-Admin-Level-2, accessed on 8th February 2018.
5 Federation University Australia, Travel, http://policy.federation.edu.au/finance/travel/travel/ch02.php,
accessed on 8th February 2018.
6 OCR, Administration, http://www.ocr.org.uk/Images/78163-level-2-unit-12-organise-business-travel-and-
accommodation.pdf, accessed on 8th February 2018.

Question 5: What steps can be taken when researching and booking travel through an online
provider?
Answer: Following steps must be considered by the organization while researching and booking
business travel through online provider:
 Organization must conduct research about the online providers such as reviews,
comments on travel websites, and blogs.
 Must choose the online provider whose websites provide accurate information
related to issues, replacements, and refunds.
 Whether payment option of the website includes the basic features of security.
 Organization must make payment through debit or credit card by using the credit
function. In case online provider does not provide for what they promise then
consumers must be able chargeback from their bank.
 Must ensure that business website of online provider include their contact
details.
 Must read the terms and conditions carefully.
 Must take travel insurance of the employee7.
Marking: q Satisfactory q Unsatisfactory
7 Consumer Affairs Victoria, Booking online,
https://www.consumer.vic.gov.au/products-and-services/problem-with-a-service/booking-travel, accessed on
8th February 2018.

References:
Australian Government, BSBADM406B Organise business travel, <
https://training.gov.au/TrainingComponentFiles/BSB07/BSBADM406B_R1.pdf>, accessed
on 8th February 2018.
Consumer Affairs Victoria, Booking online, https://www.consumer.vic.gov.au/products-and-
services/problem-with-a-service/booking-travel, accessed on 8th February 2018.
Federation University Australia, Travel,
http://policy.federation.edu.au/finance/travel/travel/ch02.php, accessed on 8th February 2018.
OCR, Administration, http://www.ocr.org.uk/Images/78163-level-2-unit-12-organise-
business-travel-and-accommodation.pdf, accessed on 8th February 2018.
RIT, Travel Policies & Procedures Manual, < https://www.rit.edu/fa/controller/content/travel-
policies-procedures-manual>, Accessed on 8th February 2018.
Serko, Transforming Business Travel & Expense Management, <
http://www.serko.com/about-serko/>, Accessed on 8th February 2018.
Toughnickel, Unit 2: Organisation of Travel and Accommodation in Business, (2017),
https://toughnickel.com/business/Business-and-Admin-Level-2, accessed on 8th February
2018.