Crystal McField

International College of the Cayman Islands

Office Practice and Procedures

Homework Assignment #7 pg. 453

AP111
LECTURER: Dr. Alicia Law
Date: November 20, 2016

MEMORANDUM
To: Dr. Alicia Law
From: Crystal Mcfield
Date: November 6, 2016
Subject: Questionnaire on travel arrangements
For this assignment, I interviewed the assistant to the Collector of Customs Mrs. Ardell
Archer. She has been employed with the department for more than 10 years in various
administrative capacities. This interview focused on travel arrangements and the requirements
needed to effectively arrange official travel.
Mrs. Archer showed a checklist of items that has to be done before travel and after
travel. There are many components such as dates, hotel arrangements, travel compensation,
departmental staff availability, and transportation. Customs does not have a department or
section that handles travels arrangements solely, this responsibility is shared between the training
unit and financial/ administrative team. In order to plan travel arrangements, Mrs. Archer has to
provide the respective section with notification prior to deportment in order to maintain sufficient
staff to cover workload whilst out of office. She ensures that all travel documents are up to date
such as visas, passports, waivers etc.; she explained that once the dates of training, conference or
any other official travel has been confirmed she begins to look for airlines that travel to that
destination and any transportation needed.
Additionally, she stated that travel dates are set one day before the beginning of training
or conference in case of flight delays or other mishaps that can happen, return dates are set for
the following day after the completion of service. Once all travel dates and flights are confirmed

the officer is given their travel allowances which include food and transportation fees, a daily per
diem and any other miscellaneous that will be needed for the duration of travel.
Officers usually attend a secure training camp and boarding and travel included in the
training package when an officer is sent on official travel an officer does not have to call and
check in the training provider will send an email that confirms the officers arrival and departure.
The officer is responsible for turning over any receipts of payment to the institution one week
after returning to work. The officer must provide a copy of their certificates obtained at the end
of training to be placed in their employee file. After training, it is expected that the officer will
use what has been learned will be used to enhance job productivity.
Mrs. Archer stated that making travel arrangements is an easy process once there are
clear instructions, the dates are confirmed, flight arrangements such as direct or connecting
flights have enough time lapse for border security checks, per diem is allocated, resources
needed are given there should be no problems.

Reference
Archer, A., personal communication, November 15, 2016
Burton, S., & Shelton, N. (2011). Office Procedures for the 21st Century (Eighth ed.).
New Jersey: Pearson.