Organize meetings &
Organize business travel
There are 2 parts to this assignment.
Part A is a Scenario. Read the scenario and respond to the requirements.
Part B is a Project. Read the instructions and respond to the requirements.
Use the appropriate software program to develop your documents or files. You must upload your document in the required format. Do not compress the document(s) when uploading it/them for assessment. They must be uploaded as individual files.
1. Read the following scenario and complete the task that follows.
You have recently heard about some new technology/equipment that could be of enormous benefit to your organisation.
You have spoken to the supplier and they have invited you to attend another site interstate to see the product in action. The supplier has also agreed to pay half of the costs for this trip.
2. Complete the following task:
Prepare a script of an oral presentation you will deliver to your Senior Management Team to convince them to pay the remaining half of your trip. Include in your script the costs, benefits, timeframes, who you will be meeting, the agenda for the meeting and any other relevant details.
1. Read the following scenario and complete the tasks that follow.
You’re employed as the personal assistant to Rachel Corley, the Managing director. Part of your role includes organising Miss Corley’s business travel. Rachel needs to travel overseas to meet with potential clients.
Rachel has sent you the following email to outline her requirements:
From: Rachel Corley
Sent: Monday, 23 April 1:22 PM To: PA
Subject: Overseas business trip Good morning,
As discussed I need to go the USA to meet with these potential clients. Please can you organise my travel arrangements.
My preferred travel dates are July 3rd – July 14th
I need you to set up meetings with Dinesh Chawla of Marketing Misters; Dave Burrows of main land Marketing and Becky Lamb of Marketing heads.
I am hoping to take a couple of day’s personal leave whilst away so please mark these as free time in the calendar.
I’ve attached the following templates for you to complete:
• Traveller profile form – Personal details you should have on file and everything else is as per my usual requirements.
• Travel Itinerary.
• Expense reimbursement claim form.
I’ve also attached our travel policy for your reference.
T: (03) 9999 9999
M: 046 666 666
(PO Box 555)
Melbourne VIC 3000
The attachments to Rachel’s email were:
Traveller Profile Form
Section 1: Personal details Name:
Date of birth:
Section 2: Business details Position:
Business contact number:
Section 3: Travel details Current Passport?
Passport Number: Expiry date:
Private health insurance? ? Yes ? No
Any dietary requirements? ? Yes ? No
If yes please specify:
Current drivers licence?
? Yes ? No
Section 4: Travel preferences
Mode of travel preferred
? Aisle ? Smoking Do you have an aversion to air, car or rail travel?
? Window ? Non Smoking
? Rear ? Disability access ? Yes
? Forward ? Kitchen facilities ? No
? Bulkhead ? Other (please specify) If yes please specify:
Other (please specify)
Office use only
Date entered: Signed:
Expense reimbursement claim form
Date Details Amount GST Total
All expenses must be supported by tax invoices. Only expenses incurred during business travel will be paid.
The Organisation Travel & Expense Policy
This document ensures that employee travel is consistent with the business objectives of The Organisation. It also ensures fair and equitable treatment of employees by defining procedures for authorised business travel and guidelines for expense reimbursement.
A critical balance must be sought when requesting travel. This is the company’s need for cost effectiveness and the employee’s need for quality services and support. Employee travel should be via the lowest cost alternative, consistent with good business practices. Neither luxury, nor sub-standard modes of transportation and accommodations should be used.
Employee travel and the expenses associated with it will be authorised only in circumstances which are clearly consistent with the mission of the company. It will be the responsibility of each company manager to ensure that all employee travel meets this objective and that reimbursement made only for actual, reasonable business expenses in connection with authorised travel as defined in this document. In order to maintain control over expenditures, any expense submitted which does not comply with the guidelines of this procedure will not be reimbursed, unless accompanied by a valid exception by management. Expense reports must be submitted in a timely manner.
Subsequent to approval; travel arrangements, including airfare, rental car, lodging and planning of meetings can be coordinated through the appropriate departmental support staff.
3) Implementation & Responsibility:
1. Managers should know current travel policy and inform their departmental staff of company policy and procedures.
2. Determine travel is really necessary to achieve goal.
3. Approve expenses accordance with policy.
1. Notify support staff as early as possible of necessary travel arrangements. If you notify the support staff of your travel plans seven (7) days or more in advance, your trip will, in most cases cost considerably less.
2. If travel is requested less than 7 days prior to departure, a low-fare airline must be used.
3. Work around customer’s schedule when requesting travel arrangements. Never should you inconvenience a customer, so that you can travel on your frequent flyer carrier.
4. Incur only expenses that are consistent with the business needs, and exercise care in determining appropriate expenditures.
5. Submit expense reports as outlined in the expense section on this policy, on a timely basis (within 60 days). Employee must pay company credit card balances when due.
4) Air Travel:
1. Air travel will be via the most direct and economical means, accommodating the comfort, needs and preferences of the employee. Deviations from the lowest fare must have manager approval.
2. Use of -Non-Refundable- airfares is recommended. These fares are usually considerably less expensive than refundable un-restricted fares. In most cases, if the travel must change or the trip cancelled all together, the funds can be used as a credit toward future travel, less a service charge imposed by the airline.
3. Business class travel is not permitted. All employees will fly least expensive economy class including international flights, as well as domestic.
4. Employees may retain all benefits from frequent flyer club memberships. All dues for such clubs must be paid by employee.
5. Employee choosing to use personal modes of travel between cities serviced by regularly scheduled airlines will be reimbursed based on least expensive airfare or actual expenses, whichever is less.
5) Car Rental:
1. The company insurance package covers employees while travelling. Therefore, decline the optional insurance coverage. In the event of an accident while travelling, you must notify Human Resources immediately.
2. Employees can request either compact or intermediate size cars. Rentals for other types of cars are not permitted except with manager approval. Luxury, premium and specialty car rentals will be reimbursed only at the intermediate car rate.
3. Wherever possible employee must refill gasoline prior to returning rental car for drop off. Gas charges at the rental locations average 50% more than independent filling stations.
6) Personal Auto Reimbursement:
1. Employees are only authorised to use his/her automobile if they have both a valid driver’s license and current comprehensive auto insurance, including liability. If not, the employee is not authorised to travel for the company.
2. When an employee uses his/her personal automobile on approved company business, the company will pay .60 cents per Kilometre. Company will also reimburse all actual auto tolls and parking fees, with a receipt.
3. Mileage from employee’s home to regular assigned work location is not a reimbursable expense. However, if the employee goes directly from home to another work assignment other than the regular work location, and the distance to the work assignment is greater than the distance to the regular work location, the employee can expense the difference.
4. In order to receive reimbursement for mileage, the employee must complete an expense report specifying purpose of trip, start and finish odometer reading, point of origin, destination and time of trip.
5. The employee assumes the responsibility for all parking and traffic fines.
1. All company authorised accommodations must meet with industry accepted business travel standards with reference to comfort, convenience and cost. You are free to make other arrangements, however the organisation will NOT reimburse for more than $175.00 per night base rate, unless approved by a manager.
2. Lodging reservations must be placed through the designated travel agency, or trade show booking office.
3. The employee is responsible for confirming that the rate being charged is also the rate listed on the travel itinerary. Any discrepancies should be reported immediately to the travel agency.
4. All hotel reservations will be guaranteed to your personal credit card. It is the employee’s responsibility to cancel hotel reservations within the hotel cancellation policy time frame. This can be done by contacting the travel agency or the hotel directly. You must obtain a cancellation number when cancelling a hotel reservation. The company will not reimburse hotel -no-show- fees, unless approved by a manager.
8) Meals and Entertainment:
1. Actual, reasonable, and necessary costs for meals will be reimbursed. The employee should be guided by what he/she eats at home. Receipts are required for any meal in excess of $20.00.
2. Entertainment expenses are reimbursable only with manager approval, and must meet the following conditions:
a) The employee’s specific assignment requires the entertainment of the company’s customers or potential customers, or others as appropriate.
b) The entertainment expense is fully receipted (original receipts required)
c) Expenses are authorised by the employee’s manager
d) The persons entertained, the place and the purpose of the entertainment must be clearly specified.
e) Non-reimbursable expenses include, but are not limited to: Alcoholic beverages, airline club dues, rental car club membership fees, airline head seat rental, in-room movies, fines for traffic violations, insurance on life or personal property while travelling, purchase of clothing and/or other personal items, expenses for family, child, pet, home and property care while on a trip.
9) Laundry Service:
Actual and reasonable laundry expenses will be reimbursed. Receipts must be provided. This applies only after the employee has been away from home for five (5) consecutive days, or if the trip has been unexpectedly extended.
10) Expense Reporting:
The following conditions apply when submitting expense reports:
1. Actual and reasonable expenses are reimbursed in accordance with the provisions of this policy and procedure.
2. Employee must submit expense reports during the week after incurring the expenses, or upon returning to the office, whichever is sooner. Failure to submit expense reports within ninety (60) days, will disqualify the employee from receiving reimbursement for expenses incurred while travelling on company business.
3. Include the following items in, or attached to, the expense report when submitting it for payment:
a) Original or carbon copies of receipts for meal, lodging, air or auto transportation, tolls, gasoline.
b) Explanation of any deviation from policy, unauthorised vendors, lodging or transportation, and/or charges submitted -in lieu of- normal expenses.
c) Check made payable to the company, if repayment of travel advance is due.
12) International Travel Expenses:
1. Please complete expense reports in Australian currency, during the week after returning to the office. It is best to convert foreign money to Australian currency at the airport when departing a foreign airport.
2. When preparing expense reports, convert foreign expenditures to AUD Dollars as follows:
a) Use the foreign exchange rate printed on the bank exchange receipts for cash expenditures. Attach exchange receipts to the expense report.
b) Average the exchange rates when AUD. Dollars are changed to foreign currency more than once in the same country.
3. Employees will be reimbursed for expenses on regular pay days. In order for this to occur employee must have submitted expense report to Accounting Department at least 7 working days prior to the next regular pay day.
Amended from: http://www.westrav.com/corporate/TravelPolicy.html
Complete the following tasks
1. Complete the Traveller profile form – simulate the information that you do not have.
2. Complete a Travel Itinerary for Rachel including travel times, transfers, meetings and personal leave time.
3. Complete the Expense reimbursement claim form for all travel and accommodation expenditure.
4. Make travel arrangements in accordance with the organisations policy and attach the following documents:
• Print outs of flights.
• Print out of accommodation details.
• Draft emails to be sent to the three prospective clients Rachel will meet with confirming their availability.
• Visa details for travel to the USA.
• Travel documents that Rachel will require for her meetings.
5. Compile all information in an email to send to Rachel.
(NB: ensure to include in the email any researched WHS requirements Rachel may need to be aware of in regards to her trip).
6. Rachel informs you last minute that she now cannot travel until July 6th. List all of the changes that will need to be made to the existing travel arrangements.
This project is designed to take the underpinning knowledge you have gained throughout this unit and apply it to industry. If you are currently in the workforce you should apply this to your organisation.
If you are unable to apply this to a current organisation you must simulate the evidence required.
Read the following project outline:
You’re to organise a meeting to be held in your workplace. Provide the following documentation as evidence:
• Agenda for the meeting.
• A copy of the notes you took during the meeting.
• Meeting minutes.
• An email to all participants stating the purpose of the meeting with papers and agenda attached.
• Request to book meeting venue – to include an outline of seating, equipment requirements.
• Request for catering if applicable.
• An email asking the chair for approval on meeting minutes.
• An email dispatching meeting minutes to all participants.