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Travel Policies & Procedures Manual

Travel policies pertaining to RIT approved business travel are summarized below.
More detailed information is available in section D.
1. Advances - Advances are limited to $50.00 per day. Complete an IPF and forward it
to the Accounts Payable Office to be processed. NTID employees may obtain
advances using their Citibank Travel Card. Note: individuals traveling on RIT
business, who are not RIT employees, are not eligible to receive a travel advance (see
Section E).
2. Airfare - Only coach class or promotional fares will be paid by RIT. First class air
travel is not an allowable expense (see Section D, 1); however, officers of the
University are permitted to travel business class for international flights only.
3. Approval for Reimbursing Travel Related Expenses - All reimbursements to
employees for travel expenses must be approved by an authorized individual (i.e...,
designated budget authority) who is at least one level of management above the
person submitting the request (see Section D, 5).
4. Documentation - Original receipts for all expenses must be submitted via an PDF
attached file to the online TER; however, if the traveler has chosen a per diem meal
reimbursement, receipts are not required (see Section D, 7)
5. Mileage Reimbursement Rate - Reimbursements for mileage are made at the RIT
business mileage reimbursement rate in effect at the time of the trip (see Section D,
12). Refer to the Controller's Office web page for the current rate as well as
instructions about how to process a reimbursement request.
6. Non-reimbursable Expenses - Travel expenditures that are not reimbursable
include:
a. Additional travel insurance, travel accident insurance or trip cancelation
premiums (see Section G).
b. Alcoholic beverages consumed as part of meal or otherwise while traveling on
University business. Refer to Section A of RIT's Policies for Selected
Discretionary Expenditures for more information.
c. Insurance (both Collision Damage Waiver and Liability) from a car rental
agency except when renting a vehicle outside of the United States (see Section
G for more information about Insurance and Sections F for information about
foreign travel).
d. Additional expenses associated with the cost of first class airfare.
e. Childcare and babysitting expenses.
f. Corporate Travel Card delinquency assessments (see Section H, 6).
g. Costs for commuting between your home and the RIT campus.
h. Costs for personal medications.
i. Costs incurred by your failure to cancel transportation or hotel reservations.
j. Costs incurred by your spouse or other dependents traveling with you.
k. Entertainment expenses, including movies in your hotel room.
l. Gasoline expenses when the automobile mileage reimbursement rate is
claimed.
m. Host/hostess gifts, in lieu of meals and lodging, when the cost exceeds what
meal and/or lodging expenses would have been.
n. Hair styling and haircut expenses.
o. Kennel/boarding expenses for pets.
p. Laundry or dry cleaning expenses for trips less than one week.
q. Magazines or newspaper expenses.
r. NYS sales tax and sales tax paid in states that recognize RIT's tax exempt
status (see Section D, 18).
s. Other expenses not directly related to the business purpose of the travel
assignment.
t. Costs incurred for parking or speeding tickets.
7. Reimbursable Expenses - Travel expenses that are reimbursable to you include:
a. Airline Baggage Fees - RIT will reimburse you for the cost associated with
one checked bag. Refer to the Controller's Office web page for details
regarding baggage fees, or click here to view.
b. Automobile rentals (see Section D, 17).
c. Expenses associated with baggage handling, storage, and tips.
d. Fees to confirm your seat on a flight.
e. Hospitality, if directly related to the educational or research purpose of the trip
(see Section D, 9).
f. Host/hostess gifts, in lieu of lodging, when the cost does not exceed what
lodging expenses would have been.
g. Laundry and/or dry cleaning expenses for trips of seven or more consecutive
days.
h. Lodging expenses (see Section D, 10).
i. Meal expenses up to $56.00 per day including tips (see Section D, 11).
j. Telephone calls, including those calls necessary to obtain transportation and
hotel reservations, communicate with the office, and one personal call per day
to your family.
k. Transportation costs (see Section D, 1, 2, 13 & 17).

D. Travel Procedures - General

The following travel procedures are standard within RIT. As a general rule, all RIT business
travelers or travel arrangers will book air fare and reserve hotel, rail, and car rentals through
one of RIT's designated travel agencies. Other arrangements may be made for student travel.
All other exceptions must be approved in advance by the Controller's Office.
1. Air Travel - Book airfare through one of RIT's designated travel agencies
either by calling an agent directly or by using the travel agency's on-line booking tool,
if available. RIT will pay the travel agency directly. Note: almost all tickets are now
ticket less; however, if you need a paper ticket, it will be mailed to your office. Refer
to Section C.2. for more information.
a. When you make a reservation through one of the designated travel agencies,
use the direct bill option. To confirm that you are an RIT employee, provide
the travel agent with your RIT University ID (UID) number for billing
purposes.
b. Book flights on the normally traveled route to your destination.
c. While some restrictions or penalties may apply, advance reservations secure
the lowest fares.
d. Air carrier selection and method of payment cannot be selected based upon
your frequent flyer affiliation.
e. Purchases made through another agency are not permitted. Exceptions to the
RIT policy must be approved in advance by the Controller's Office.
f. Since RIT's insurance program does not cover aircraft liability associated with
non-commercial air travel, you may not operate an aircraft that you own, rent
or borrow when traveling on RIT business. If your RIT business travel
requires the use of a privately chartered aircraft, please consult with RIT's
Global Risk Management Office (GRMS) before leaving for your trip. See
Section G, Insurance for additional information about insurance coverage
while traveling on RIT business.
2. Automobile Travel - Use your private automobile only if the itinerary or
other aspects of University business make it the most practical method of travel.
a. RIT will reimburse you for costs associated with automobile travel for
business use based upon the current RIT business mileage reimbursement rate.
Complete the mileage tab of the online TER for reimbursement of mileage
expenses. If your travel does not include airline fare or an overnight stay,
request reimbursement via the Oracle process: Reimbursement for Expenses.
Refer to Section 12 below for more information.
b. Visit the Controller's Office web page to obtain the current auto mileage
reimbursement rate. The rate per mile changes periodically; RIT faculty and
staff are notified via the message center when a change is made.
c. The mileage rate is intended to reimburse you for gasoline, oil, normal
maintenance, insurance, etc. It is not intended to reimburse full costs; it is to
cover the incremental costs incurred when using your private vehicle for
University related travel.
d. Expenses incurred due to automobile mechanical failure or accidents,
including personal automobile insurance deductions, are not reimbursable, nor
are fines for parking or traffic violations.
e. See Section D 17 for information about rental vehicles.

PRIVACY AND DATA PROTECTION POLICY


At Rakso Air Travel and Tours, Inc. (“Rakso Travel”), we understand that your privacy is
important and that disclosing your personal information involves a great deal of trust on your
part. Rakso Travel is truly committed to respecting your privacy and we recognize the need to
ensure the protection and confidentiality of the personal information you provide to us.

Rakso Travel will ensure that your personal data is administered and protected to the extent
required under the Republic Act No. 10173, otherwise known as the “Data Privacy Act 2012
(the “Act”) and other applicable laws, rules and regulations.
CONSENT
By submitting your personal data to Rakso Travel, you consent to our using the personal data
and information you have shared for the purpose (the “Purpose”) for which you submitted the
same. You further consent to us disclosing the information and personal data you have given
to our third-party vendors or suppliers who provide services or functions on our behalf,
including but not limited to airline and hotel bookings, credit card processing, business
analytics, customer service, marketing, and other related activities.

In addition, by sharing your information to us you further accept, confirm, and agree that: (a)
the information you have given to Rakso Travel is complete and accurate; and (b) that your
failure to provide complete and accurate information may potentially result in Rakso Travel’s
inability to provide you with any of the products and services you have requested from Rakso
Travel. In such a case, you agree that Rakso Travel shall not be liable for any damage arising
from the said inability.
INFORMATION COLLECTED
Rakso Travel receives and stores the information you provide. This includes information that
can identify you (“personal information”), including your first and last name, telephone
number, postal and email addresses, fax number, credit card information (such as credit card
number, cardholder name, and expiration date). We may also request information about your
airline and hotel room preferences, loyalty, frequent flyer and/or car rental program
information. While you can choose not to provide information, some information about you is
required in order for you to initiate and complete transactions with us.

Rakso Travel may periodically obtain both personal and non-personal information about you
from affiliated entities, business partners and other independent third-party sources and add it
to its information. Examples of information we may receive include: updated delivery and
address information, and demographic information.
INFORMATION USE
We use credit card information (such as cardholder name, credit card number, and expiration
date) for the purpose of completing the transactions with us. We use other information about
you for the following general purposes: to provide you with the products and services you
request; to provide you with travel confirmation and updates; to manage your account, to
communicate with you in general; to respond to your questions and comments; to allow us to
contact you for customer service, if necessary; to measure interest in and improve our products,
services, and website; to notify you by email or post about special offers and travel-related
products and services that may be of interest to you; to solicit information from you, including
through surveys; to resolve disputes, collect fees, or troubleshoot problems; to prevent
potentially prohibited or illegal activities; to enforce the Terms and Conditions of our
agreements with you; and as otherwise described to you at the point of collection.

We want to make it easy for you to take advantage of travel-related opportunities. One way we
do this is by sending you email messages and/or SMS (short message service) that contain
information about your travel-related interests. We believe these email messages and/or SMS
will provide you with useful information about travel-related special offers available. Please
note that you will have the opportunity to choose not to receive these email messages and any
such email we send.
SHARING OF INFORMATION
Rakso Travel may share your information with:

Suppliers, such as hotel, airline, car rental, and activity providers, who fulfill your travel
reservations. Please note that these suppliers also may contact you as necessary to obtain
additional information about you, facilitate your travel reservation, or respond to a review or
complaint you may submit.

Third-party vendors who provide services or functions on our behalf, including credit card
processing, business analytics, customer service, and marketing. We may also authorize third-
party vendors to collect information on our behalf to facilitate your transactions with us. Our
third-party vendors or suppliers use the information you provide to perform their functions.
Our third-party vendors are not permitted to share or use the information for any purpose that
has not been authorized by Rakso Travel.

Business partners with whom we may jointly offer products or services. Please note that we do
not control the privacy practices of these third-party business partners.

Companies within our corporate family. We may share your personal information with our
corporate affiliates in the leisure and travel sector. This sharing enables us to provide you with
information about products and services which might interest you.

Rakso Travel may also share your information:

Where required by law in the good faith belief that disclosure is necessary to comply with
applicable laws or legal processes. For example, under US law, airlines are required to provide
the US Department of Homeland Security with certain information about passengers flying to,
from or over the US.

When we believe it is appropriate to investigate, prevent, or take action regarding illegal or


suspected illegal activities; to protect and defend the rights, property, or safety of Rakso Travel.
In connection with a corporate transaction, such as a sale of a subsidiary or a division, merger,
consolidation, or asset sale, or in the unlikely event of winding-up.

We also may share aggregate or anonymous information with third parties, including
advertisers and investors. For example, we may tell our advertisers the number of visitors for
the most popular hotels and holiday destinations. This information does not contain any
personal information and is used to develop our services and to audit the efficacy of our
advertising.

RETENTION
After the completion of the Purpose, your personal data may be retained by Rakso Travel for
record purposes over a period of time.
DATA PROTECTION
We want you to feel confident about our services and we are committed to protecting the
information we collect. While no company can guarantee 100% security, we have implemented
appropriate administrative, technical, and physical security procedures to help protect the
personal information you provide to us. Only authorized Rakso Travel employees are permitted
to access personal information, and they only may do so for permitted business functions. In
addition, we use encryption when transmitting personal information that is sensitive to you
(e.g., credit card details) between your system and ours, and we employ firewalls and intrusion
detection systems to help prevent unauthorized persons from gaining access to your
information.

COMPANY PROFILE

Sarap Mag Biyahe (SMB) Travel and Tours is an accredited Travel agency by the
Department of Tourism (DOT) and Philippine Tour Operators Association (PHILTOA) and a
proud member of NAITAS. SMB Travel has been operating for 7 years and is now an
wholesaler of Cebu Pacific and Skyjet. SMB Travel is an accredited agent of Philippine
Airlines, Airasia, Jetstar and Scoot one of the top wholesalers for Asia and Philippine Tour
Packages.
Our team is composed of 25 employees: 11 travel consultants, 4 graphic designers, 3 visa
officers, 4 department heads and 3 accounting officers. We have assisted more than 6,000
clients to Asian Destinations and more than P8,000 clients to Philippine Destinations for the
past two years (2016-2017).

SMB TRAVEL MISSION: Travel made E.A.S.Y (Excellent Service, Affordable Prices
and Secured travel for You and your family.)
SMB TRAVEL VISION: To be the number 1 travel agency in the Philippines by 2021.

SMB Travel is a one-stop travel consulting firm catering to the travel needs of
private companies, government offices and individual clients. The team is
composed of travel specialists who are well versed with the complexities of
travel and tourism trade.

SMB Travel brings fresh and innovative approach to travel services by acting
as a travel consulting firm. The clients can consult the team with regard to
destination facts, travel tips, famous attractions and itinerary planning.

Established in 2011, SMB Travel started as a home-based travel agency and


after a year of operation it grew as a one-stop travel consulting firm catering to
the travel needs of private companies, government offices and individual
clients. The team is composed of travel specialists who are well versed with the
complexities of travel and tourism trade.

SMB Travel brings fresh and innovative approach to travel services by acting
as a travel consulting firm. The clients can consult the team with regard to
destination facts, travel tips, famous attractions and itinerary planning.

SERVICES OFFERED:

o Online Travel Agency Business for only P24,999
o Airline Ticketing and Promo Fares (Philippine and International
Destinations)
o Hotel Booking (Philippine and International Destinations)
o Airbnb and Agoda Transactions (Philippine and International
Destinations)
o Sightseeing Tours (Philippine and International Destinations)
o Theme Park Tickets (Philippine and International Destinations)
o Travel Insurance (Philippine and International Destinations)
o Visa Assistance (Korea, Japan, China, Dubai, US, Canada,
Australia, New Zealand, UK, Schengen, Turkey)
o Airport Lounges (Philippine and International Destinations)
o Pocket Wifi Rental (Philippine and International Destinations)
o Car, Van, Mini-bus and Bus Rental (Philippine and International
Destinations)
o Philippines & International Tour Packages (FIT/Groups,
Customized Tour Packages, Meetings, Incentive Travel,
Conventions and Exhibitions/Events (M.I.C.E.) Conference, Team
Building/ Company Excursion/Company Outing.

TOP PHILIPPINE DESTINATIONS:

1. Batanes
2. Boracay
3. Coron
4. Puerto Princesa
5. El Nido
6. Cebu
7. Bohol
8. Siargao
9. Ilocos
10. Davao
11. Banaue-Sagada
12. Baler
13. Hundred Islands
14. Caramoan
15. Albay-Legaspi

Why Start your own Travel Agency?

1. It is easy to learn. No travel background is required.


2. It is a perfect business for starting entrepreneurs wherever you are.
– Low Investment with very low risk.
– Low Operational Cost (Internet Connection and Contact Number).
3. The Business provides a huge earning potential from P250/person income up to
P5,000/person depending on the type of service.
*Domestic Tickets Php 250.00 – Php500.00/person
*International Tickets Php 250.00 – Php2,500.00/person
*Domestic Tour Packages Php 300.00 –Php1,500.00/person
*International Tour Packages Php 500.00 – Php5,000/person
*Passporting Scheduling Php 400/person
*Visa Assistance Php 500 – 2,500/person
*Travel Insurance Php 50 – 500/person
4. Automatic Discounts or even Free of Charge Travel on your personal trips
5. An Ideal Long term business. Travel is now a necessity.
6. Clients are not only Philippine-based but worldwide since you have access to
WORLDWIDE FLIGHTS, HOTEL ACCOMMODATIONS and even TOURS and
PACKAGES.

What are the advantages of becoming an SMB Travel Franchisee?

1. SMB Travel is already well-known and trusted travel agency.


2. SMB Travel is accredited by the Department of Tourism and a proud member
of NAITAS and PHILTOA
b. Official Wholesaler of Cebu Pacific and Skyjet
c. Eagle Wings Awardee of Cebu Pacific
d. One of the top wholesaler of Skyjet
e. One of the top wholesaler of Flightraja Travel
f. Authorized Ticketing Agent of Airasia, Flyscoot and Jetstar
g. Wholesaler of Domestic and International Packages
h. Unbeatable Batanes, Japan and Korea Packages
i. Awarded as the Best Domestic and International Tour Provider in Metro Manila by
the GOLDEN GLOBE AWARDS and NATIONAL CONSUMERS CHOICE
AWARDS for 4 consecutive years (2015, 2016, 2017 and 2018)
j. Featured in ABS-CBN Swak na SWAK: https://goo.gl/jKftzg
k. Featured in ENTREPRENEUR MAGAZINE -> turned an P8,000 capital to
millions worth. https://goo.gl/jgeH9P
3. SMB Travel will you with the best airline rates in the industry

a. Up to P600/person discount for Cebu Pacific International Flights vs website price


b. Up to P200/person discount for Cebu Pacific Domestic Flights vs website price
c. Up to P448/person discount on Airasia Flights vs website price
d. Up to P300/person discount on Skyjet flights vs website price
e. Up to P200/person discount on PAL Domestic Flight vs website price
f. Up to P1,000/person discount on PAL International Flight vs website price
g. Up to P350/person discount on Jetstar Flights vs website price
h. Up to P350/person discount on Fly Scoot Flights vs website price
i. 7% Commission on Air Canada Flights
j. 7% Commission on China Airline Flights
k. 7% Commission on Kenya Airways Flights
l. 7% Commission on Kuwait Airways Flights
m. 5% Commission on Air China Flights
n. 5% Commission on Philippine Airlines Flights
o. 5% Commission on Asiana Airline Flights
p. 5% Commission on Eva Air Flights
q. 5% Commission on China Eastern Flights
r. 5% Commission on Emirates Flights
s. 5% Commission on Etihad Flights
t. 5% Commission on Gulf Air Flights
u. 5% Commission on Qatar Airways Flights
v. 5% Commission on Oman Air Flights
w. 5% Commission on Korean Air Flights
x. 3% Commission on Delta Airline Flights
y. 3% Commission on Jeju Air Flight and many more

4. Continuous training and support

5. Our Franchisee can operate a full service travel agency: ticketing, hotel booking,
package tours, sightseeing tours, travel insurance, travel wifi, passporting visa
assistance.

Account executive job description

 Meeting clients to discuss their advertising needs


 Working with account planners to devise a campaign that meets the client's brief and
budget
 Presenting campaign ideas and costings to clients
 Briefing the creative team who will produce the adverts
 Negotiating with clients, solving any problems and making sure deadlines are met
 Checking and reporting on the campaign's progress
 Keeping in contact with the client at all stages of the campaign
 Managing the account's budget and invoicing the client
 Making 'pitches' to win new business

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