Business Travel and Accommodation Report: Thomas Cook Analysis

This report provides a comprehensive analysis of business travel and accommodation, focusing on the operational aspects within the context of Thomas Cook, a British travel company. It begins by examining budgetary and policy constraints, emphasizing the importance of financial planning to manage expenses and avoid limitations. The report then delves into financial arrangements, detailing the procedures for payments and financial transactions. Furthermore, it outlines the steps involved in securing visas and related foreign travel documentation, highlighting the role of travel companies in assisting clients. The report also covers the procedures for obtaining and exchanging foreign currency, as well as identifying and recommending suppliers that meet budgetary requirements. It emphasizes the importance of confirming travel requirements, agreeing on arrangements, preparing itinerary documentation, and adhering to organizational policies and ethical standards. The report aims to provide a practical guide to managing business travel, ensuring efficiency and compliance.

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............3
1.3 Explain how to make arrangements for visas and related foreign travel documentation4
1. 4 Describe the procedures for obtaining or exchanging foreign currency.........................4
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. .5
2. 3 Recommend suppliers of travel or accommodation that best meet the requirements.....5
3 .1 Confirm the requirements for travel or accommodation.................................................6
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................................................................................................................................7
3 . 4 Obtain travel or accommodation documentation within the required timescale............7
3 . 5 Confirm the acceptability of payments to be made within the limits of their own
authority..................................................................................................................................8
3 . 6 Keep up-to-date records of travel or accommodation arrangements and agreed
commitments..........................................................................................................................8
3 .7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation.............................................................................9
CONCLUSION ...............................................................................................................................9
REFERENCES..............................................................................................................................10
.......................................................................................................................................................10

INTRODUCTION
Business administration refers to managing and controlling companies operations
effectively and efficiently.It includes rules, policies and regulations which are required to be
followed so that business administration can be improved in the corporation. In this report
chosen organisation is Thomas Cook which is a British travel company and it is established in
United Kingdom. This report covers the following topics such as : budgetary or policy
constraints relating to business travel and accommodation, arrangements of visa, procedure of
exchanging foreign currency, travel or accommodation arrangement that best meet the
requirements and issue itinerary documentation that reflect agreed arrangement accurately. Apart
from this, it also discuss about acceptability of payments, records of travel or accommodation
arrangements and legal and ethical requirements in context to travel accommodation.
MAIN BODY
1.1 Explain any budgetary or policy constraints relating to business travel or accommodation
For a travel organisation, it is essential to make budgets so that policies can be framed as
per the budgetary standards and it help the organisation to control the unnecessary expenditures.
Thomas Cook can make its budgets in that manner so unnecessary expenses can be control and
constraints can be minimise. Budgetary help to manage the unplanned expenses so that budget
can be prepare in effective manner as per the needs of organisation. Policy limitations refers that
a company can not go beyond the limit of budget as a result unnecessary expenses can be contro
and manage For example, If it prepare budget that in one tour there are 3200 pound is required
for hotel booking but due to the luxury demands of consumers in hotel can create a situation of
constraints as a result customers have to spend 200 pound extra to meet the demands of
consumers. For travelling facility company makes budget that in one tour there are 10000 pound
are required but due to the demand of tourists and they want to extend the time period of tour
from 5 days to 6 days. In that case tourist have to pay 900 pound extra for the transportation
facility and it can create the situation of constraints. So it is necessary for a corporations makes
the proper plan and confirm from the consumers about the facilities they want so that budget can
be prepare in that manner. As a result constraints can be avoided or minimize (Zeleny, 2012).

1.2 Describe financial arrangements relating to business travel or accommodation
Financial arrangements are essential for the business of travel or accommodation and it
makes the process easy in context to financial transactions. For financial arrangements, it is
necessary that Thomas Cook have its travel account so that consumer can transfer money in
travel account for the holiday package. The financial arrangements can be like; Organisation
should confirm the tourists that they have received the funds from them and send a receipt of
payment through email of message. For the payment company use it credit card , company
should have its credit card so that it can make the payment for example, for booking hotel or
transportation facilities. So it is essential for a corporations to make the effective arrangement of
finance so that consumers does not face the difficulty related to money. It is the responsibility of
travelling company to satisfy the tourists so that more number of persons can attract towards the
corporation.
1.3 Explain how to make arrangements for visas and related foreign travel documentation
It is necessary to make visa if a persons wants to visits in other country It is the
responsibility of Thomas Cook to prepare visa for its consumer and for that it acquire necessary
details of consumers such as : passport size photo, passport and personal details so that
applications form can be filled by organisation and submit to that country where tour has
organised. After the verifications of all documents of tourist visa authority organisation of host
country provide visa to the Thomas Cook and then company deliver it to the tourist. There are
specified fee which has to be paid by the consumers for making the visa. Purpose is needed to be
mention and in this case reason for making visa is tourist purpose and days are also needed to be
mention while preparing it.
Thomas Cook has contract with various countries so that visa can be available easily for
their tourist because of its good image in the market. Foreign travel document involves visa ,
passport, photos and authentic identity card and it is needed to be carried because documents
can be shown as proof that a persons who visit the country has follow all rules related to
travelling. (Schiederig and Herstatt, 2012).
1. 4 Procedures for obtaining or exchanging foreign currency
To travel in different counties, a persons needs the currency of that country where they
want to visit. A person cannot posses it without prior approval of central bank of that nation and
as per the rules and regulations of host nation. To obtain the foreign currency it is essential that

there should a specific reason for acquiring it. If a persons want to spend holidays in a country
than it can mention it while exchanging the foreign currency. An individual have to visit the
central bank of that host country and fill the application form as per the requirement with specific
reasons to exchange and in return bank charge specific amount as a commission. Thomas Cook
has also provided the facility of foreign exchange to its consumers for the travel purpose and
there is a limit which can be set by the central bank of host nation it means no person can
exchange the amount beyond the set limits as per the rules. Procedures are as follows : to give
the application to central bank with reasons, make the payment to bank for exchange as
commission .
2 .1 identify different suppliers that are capable of delivering the services required within budget
Suppliers are the persons who provides the goods and services to the persons or
organisations. There are various suppliers who deliver the services as per the required budget.
Thomas Cook deals with different suppliers such as : hotels who supply food and beverage,
transport operators who provides the facility of cars (Miranda and Andrade, 2012).
For example, if Thomas Cook make budget that in upcoming tour there will be 40 tourists
and tour is organise for 5 days. In that case, organisation can prepare budget for hotel expenses
which can be 3200 pound and this information is provided to the hotel and if it is fine for the
manager for hotel than it will deliver the services as per the specified budget of organisation. For
transport facility company can provide the relevant information of consumers with the budget
that is 1000 ponds and this information can be given to the transport agent and if it is suitable for
the agent than transport operator will provide the facility of transportation to tourists of
organisation as per the specified budget. There are various suppliers such as:
Hotel : It provides foods and beverage facility.
Transport agent : Provides cab and bus facility.
2. 2 Recommend travel or accommodation arrangements that best meet the requirements
It is necessary for an travel and tourist organisation to provides the best facilities to its
consumers so that so that they can be satisfy and next time also prefer the same organisation for
the facility of holiday package. There is healthy competition in travelling industry on the basis of
price, services and facilities (Hesselbarth and Schaltegger, 2014). Thomas Cook can provides the
various services and facilities as per the requirements of consumers so that they can satisfy.
There can be various type of arrangements which be apply by company and these are : to provide

quality food and fast delivery of services in the hotel, better transportation facilities which
includes safety and security of tourists and if a consumer a demands an additional facility than it
should be provided. Proper information can be provide about the holiday tour and rules &
regulations of that company. Flight reservations as per the demand of tourist and their
preferences, local transportation facility which involves can facility, to provide visa if a
consumer demands from the corporation. Consumers wants healthy food, better transportation
facility and reservation facility etc.
2. 3 Recommend suppliers of travel or accommodation that best meet the requirements
For an organisation it is necessary to provides the services as per the needs and wants of
consumers so that they can be satisfy and feel good experience with the company. Thomas Cook
can good suppliers who provides better facilities to the consumers and always try to satisfy the
desires of consumers. There are various suppliers of company who are able to meet the
requirements of persons. Suppliers are such as : hotel, transpiration agent etc.
For example, Thomas Cook always book best hotel for its tourists so that they consumers can
take the best services as per their requirements, these services and facility can be : healthy &
tasty food, beverage, effective and comfortable rest room, swimming pool facility etc and if a
persons demand something extra than it should be provided so that it can satisfied. Transport
agent provides the better transport facility as per the needs of tourists so that persons utilise their
holiday trip in effectively with lot of enjoyment. It helps the organisation to increase its
reputation in the market as a result more number of consumers can be attract towards the
corporation (Grusec and Hastings, 2014).
3 .1 Confirm the requirements for travel or accommodation
There is the requirement for travel because it help the person to explore the things and get
the advantage of enjoyment. There are various requirements which can be fulfilled by Thomas
Cook which help the consumers to satisfy their needs and wants.
 Requirements for travel as such as follows : flight facility to the tourists with food and
water facility, to provide the transportation facilities to the persons so that they can visit
form one place to another and its involves cab facility.
 For accommodation organisation can arrange the hotel for their tourists so that they can
take rest and dinner. But one thing should be remember that all requirements are meet as
per the desire of tourist and they can feel satisfy. As a result goodwill of company can be

increase in the market which help it maximize the profits because more numbers of
persons can attract towards the corporation which is good and it help the company to
generates more revenue (Fischer and Fröhlich, 2013).
3. 2 Agree arrangements that specify any limitations, prohibitions or responsibilities and which
meet the requirements
There can be various arrangements that limits and prohibit the requirements which are
needed to be fulfilled. For example, If Thomas Cook arrange the transportation for its tourists
and if there are 5 more persons wants to take the facility of cab than it influence the limit
because organisation book the cab for 40 persons. So it the responsibility of consumers to
provide the proper information to the company so that it can arrange the things on the bass of
information. If company books a hotel for its 40 tourists and some persons says that they can
arrange hotel by himself and they does not want to take the services of that hotel and for it
tourists deny to make the payment to the company. But corporation already make the payment on
the basis of 40 persons. So hotel will charge same amount from the organisation. It shows that
tourist go beyond their limits and it affect the reputation of corporation. So it is the responsibility
of consumers that they should provide the information on time to the organisation so that it can
arranger the facilities according to the wants of persons. But Thomas Cook always try to take
care about the requirements of consumers as per their needs and wants so that they can satisfy.
3.3 Prepare and issue itinerary/schedule documentation that reflect agreed arrangements
accurately
It is needed to be prepare schedule document by the organisation so that all persons
perform and follow the regulations as per the requirements of company. Schedule document of
hotel can be prepare as follow :
Intercontinental Hotel Group
Declaration : It is mandatory that all persons who visit the hotel and take the services of it they
have to follow the rules of it. Persons does not allow to go beyond the rules of hotel.
7:30-8:00 Registration
8:00-9:00 Breakfast timing
9:00-10:00 Local visiting to the near town
11:00-12:00 Lunch

12:00-6:00 Visit to the Historical places
6:00-7:00 Musical night with dinner
Signature :
3 . 4 Obtain travel or accommodation documentation within the required timescale
It is necessary for an organisation to provide proper travel document to its consumers as
per the require timescale. Travel document of Thomas Cook has contain the following
information such as : flight time and charges, facilities in the flight, take of time and ladding
time, duration and distance. For the local transportation facility organisation can provide the
details of cab charges to every tourist (Eichfelder and Schorn, 2012). These all information
should be provided on the required time scale for example, when persons visit the office of
company than it is the responsibility of corporation to provide these relevant information to the
consumer so that they make their holiday plan on the basis of these valuable information. These
relevant information should be provide at that tome when consumer want to connect with the
corporation and show its willingness to make holiday plan with that particular organisation. It
helps the tourist to decide that it should select the company or not and it is going to be beneficial
for it or not.
3 . 5 Confirm the acceptability of payments to be made within the limits of their own authority
It is the responsibility of organisation to accept the payment from its consumers as per the
facilities and services taken by them. There are various modes through which payment can be
accepted and these ways are : online and offline mode. Online mode involves payment through
debit or credit card and net banking. Offline mode involves cash in payment (Bounfour and
Edvinsson, 2012).
Thomas Cook mostly makes the payments online for their tourist in hotel booking and it
charge that amount from its consumers at the time of holiday package agreement and after that
organization pay the amount to hotel. While booking the hotel it takes the receipts of payments
through which includes all details such as : number of days, number of persons, rate and type of
facilities and services. Payment is made on the basis of specified limits means company makes
booking for 40 persons than it will make payment on the basis of only 40 persons.

3 . 6 Keep up-to-date records of travel or accommodation arrangements and agreed commitments
To keep the up to date record is necessary for an organisation so that chances of conflicts
or losses can be minimize. Thomas Cook always maintain the record of its travel and
accommodation facilities and services as per the agreed commitments of consumers. It makes the
records of various facilities and services such as :
Transportation and flight : It makes the records that how many tourist books the
flights and where they want to visit and which class consumers book the flight such as :
economical class or business class and what are the services they demanded. For local
transportation they want to use the cab or bus and how many persons wants to travel in cab or
bus.
Payment record : Thomas Cook makes the record of the payment means how many
persons have pay the amount and how many persons does not pay the money. Some consumers
pays the amount. Payments are taken on the basis on services and facilities consumers wants to
take.
Hotel booking : Thomas Cook makes the records that how many persons wants to books
the hotel and what types of services they want. How many persons wants to arrange the hotel on
self basis. And how much price organisation have to pay the hotel so that it can provides the
services as per the agreement.
3 .7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation
There are various policies, procedures, legal and ethical requirements which are needed
to be fulfil by the organisation in context to travel and accommodation arrangements. For
example, if Thomas Cook book the hotel for its consumers than it is the responsibility of
consumers to follow the rules and policies of hotel. Policies of hotel can be such as : check in
policy which is needed to be follow by the persons and it is mandatory that no person is allow to
check in before 8 a. m (Allais and Hagen, 2013).
Procedures can involves that all persons have to give their photo and id to the receptionist
of hotel. Legal compliances involves that no person is allow to damage the property of hotel and
any persons do that than it have to pay fine. Ethical requirements involves that all people want to
behave friendly and consumer does not behave rudely with the workers of hotel. It is necessary
for the persons to follow all the rules and regulations which are made by the organisation.

CONCLUSION
As per the above report, it has been concluded that it is essential for an organisation to
make proper budget as per the policies of business. It is essential for company to make
arrangements for visas related to the foreign travel documentation. Specified procedures related
to exchange foreign currency are needed to be follow by persons as per the rules of host country.
Suppliers are needed to provided the services and facilities as per the demand of consumers so
that they can satisfy. Arrangements should be make in that manner so that limitations and
responsibilities can meet with the requirements. To confirm the payment acceptability which is
continent for payer and receiver. Thomas Cook can up to date all records of travel as well as
accommodation so that mistake or errors can be minimize. It is necessary to follow the policies,
procedures, legal and ethical requirements as per the needs of organisation in context to
accommodation arrangements.

REFERENCES
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Online
Budget. 2018. [Online]. Available through :
<https://www.investopedia.com/terms/b/budget.asp>