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What’s the best way to organize international travel procedures?

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Question: “Does anyone have an established procedure for setting up international travel for managers: passports, visa procedures, itineraries, finding dependable local transportation, hotels, etc.? This is a four-person office, so standards are carried out each time.” — Lee

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Normally, I will go through Expedia. I have found them very helpful in the past in finding dependable local transporation, hotels etc abroad. Also, if it is training seminar or conference usually the information is with the seminar etc. It takes while for a passport to be received so I normally will obtain one once the person is employed with us, if they do not already have one. As far as, itineraries I normally have a form I use that has all the necessary information and along with that I attach all directions and other information. I also, will text message the info to the employee for quick reference.

I would definately work with a travel agent, preferably one that specializes in travel to the specific country. I recently saved about 40% on airfare by going through a travel agent versus an online travel site. Every country is different, so you'll have to research embassy rules for Visas for each particular country. My best advice - start months in advance preparing for international travel. Passports and Visas can soon become a nightmare if there are any holdups.

Lee, It seems like you are the one that has to create standards for your office. We use a travel agency because of the savings. The agency people are familiar with discounts most of us are unaware of and up-to-date changes. International travel documentation detail can be found at the US Dept. of State website: http://travel.state.gov/travel/travel_1744.html

Although we have a corporate travel department, I prefer to handle most of the details myself so I can give the traveler as much information as possible.
1. Passports, Visas:
www.travisa.com,
www.americanpassports.com, www.state.gov/travelandbusiness (The State Dept site also can give you travel alerts)
2. Check with the host for hotel/ground transportation recommendations, research hotels online for reviews
3. Currency converter table: www.oanda.com/convert/cheatsheet
4. International weather: www.usatoday.com/weather/forecast/wglobe.htm
5. Go the extra mile and include some info about customs, dress, food, etc.

Here are a couple of websites that will help with International travel issues:

HEALTH - CDC: http://wwwn.cdc.gov/travel/default.aspx

STREET MAPS - http://www.multimap.com/

CURRENT TIME: http://www.worldtimeserver.com/current_time_in_IN.aspx

CURRENCY CONVERSION: http://www.xe.com/ucc/

Hope these help.

{ 1 comment… read it below or add one }

james January 20, 2010 at 4:10 am

nice

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