THE TRAVEL

MANAGEMENT
CYCLE
 To describe the functions involved in the
managing of travel arrangements for leisure
travel.

To plan a flight itinerary using a map and a

flight planner.
LEARNING
OBJECTIVES
To understand the rules and principles of
flight planning and airfare calculation.

To accomplish a Booking Card for Travel.

The Travel Management Cycle

Travel Operations Department is the core of the TMC

business. It is engaged in the efficient and effective delivery
of the organization’s services as partners or agents of travel
suppliers. The Operations functions are divided into five,
namely:
– Counter Counseling
– Reservations
– Fare Calculations
– Ticketing
– Documentations
 –It aims to conclude counter sales, which
are transactions captured by the travel
counselors or staff.
–These transactions are the results of
providing information, and
COUNTER recommending suitable and attractive
COUNSELING products.
–Effective counter counseling leads to
counter sales. It includes suggesting
itineraries and insuring proper travel
documentation.
 –It is the process by which cities to
be visited are arranged in the
WHAT IS
desired sequence to conform
FLIGHT
with the passenger’s desired
ITINERARY
travel plans, starting from the
PLANNING?
point of origin, to the
destination/s to be visited.
 – To do this, agents must identify the city pairs
involved – that is, origin/destination, or where a
sector begins and ends. Roundtrips are having
WHAT IS two segments (Origin/Destination, and
Destination/Origin). Once this is placed, the
FLIGHT agent shall locate and reserve based on the
ITINERARY schedules of flights (ETD/ETA) and frequency of
flights (Daily, Weekly or any day of the week).
PLANNING?
– To do this correctly, agents should have prior
extensive knowledge on world geography, airline
flight geography, and map reading.
 When planning a flight itinerary, the
following rules should be made
WHAT IS implemented:
FLIGHT – Avoid crisscrossing
ITINERARY – Avoid backtracking
PLANNING? – The lesser carriers used, the better.
– It is always concerned with
competitive airfares.
PROCEDURES IN FLIGHT
ITINERARY PLANNING
– The simplest procedure is to select direct,
non-stop flights from one point to another,
until the final destination.
– Should there no non-stop flights from the
origin, to the destination, the procedure is
to use an imaginary circle around a key city,
and use it as a Hub of a wheel, with various
destinations located at the spokes of the
wheel.
PROCEDURES IN FLIGHT
ITINERARY PLANNING
– For example, you are to locate a flight from
Cebu to Istanbul (CEB-IST). As an agent,
you can locate any flights connecting thru
the GDS. But, should there be no direct
flights from CEB to IST, you are to locate
any possible cities as transfer airports that
will connect to Istanbul.
 RUH

IST ICN

HKG

EXAMPLE:
MANILA

CAI
CEBU
24 Hour Time Zones

– The arrival and departure

times are expressed in local
times. These are in a 24-hour
format, where hours are
expressed in four digits
– (Example: 07:30am is 0730H, and is
read as “o-seven-hundred-thirty
hours”).
 –The world is divided into 24 time zones,
with the Greenwich Meridian Line as the
24 Hour reference. Each 15-degree deviation from
the GML corresponds to 1-hour time
Time Zones difference. A movement of 15 degrees
East of GML is GMT+1, while a 15-degree
movement westward, is GMT-1.
 –The GMT, or the Greenwich Meridian
Time is the basis of locating time zones
around the world. The east and west
zones meet finally at the International
24 Hour Date Line (IDL), where 1200H east is the
Time Zones same as 2400H in the west. Note that the
time zones are not set straight, thus, it is
jagged so as to avoid crossing between
landmasses which can make the same
country having multiple time zones.
 Greenwich Meridian Line (GML)

International Date Line (IDL)

Each deviation on this side = GMT – 1-12 Each deviation on this side = GMT + 1-12
24 Hour Time Zones
–During the summer months,
some countries modify their
standard times by one hour. This
temporary change is called
Daylight Saving Time (DST). The
reason for this is that countries
wish to spend more waking
hours in daylight.
 24 Hour Time
Zones
• At the IDL, if a plane
crosses it from west to
east, a day is gained.
Otherwise, when a plane
crosses IDL from east to
west, a day is lost.
(Example: Plane A leaves
LAX by July 10, can reach
MNL by July 12; and
Plane B leaves MNL by
July 11, can reach LAX by
July 11 also).
 The Booking
Card for Travel
– Booking card is the
working form of the
Operations Department.
It has complete record of
all requirements of the
passenger and provides
a history of actions taken,
confirmation, option
dates and relevant
information.
Reservations
and
Confirmations
Reservations and
Confirmations
– Advanced requests for
available space and
services at some time in
the future are called as
reservations.
– A written or obvious
advice by a supplier that
a reservation has been
accepted and honored
is called a confirmation.
 Manual Electronic Automated
Reservation Reservation Reservation

Methods of Flight Reservations

 –Manual Reservations – these are
traditional ways of placing reservation
before the advent of e-commerce and
Methods of the Internet.
Flight –It involves direct contact with the
Reservations supplier’s staff via mobile or regular
phone. It is highly personal and fosters
client-intermediary and intermediary-
supplier commercial relations.
Methods of Flight
Reservations
– When doing this method, provide the
following:
– Sector/Leg Required
– Date of Travel
– Flight Number/Class of Service
– Passenger/s Name/s
– When these are provided, the airline will
issue a PNR, with a status of the
reservation – Confirmed, Waitlisted,
Unable.
 – Electronic Reservations – it was introduced
thru the advent of e-mail correspondence,
and involves writing to the email address of
the supplier and receiving a reply from a
Methods of department or individual.
Flight – Another way is to place an electronic
Reservations reservation thru an interactive website where
no human contact is involved. The site has
field and boxes to fill in requests, and the site
automatically issues a PNR once the request
has been confirmed.
 Airline's Website

Airline's Mobile Application

Electronic
Reservation
 Electronic
Reservation
–Through the suppliers'
email address, active
websites, mobile apps
and partnered
intermediaries that
accepts reservation
and provides
Online Intermediaries
information
–There is no direct
human contact
 – Automated Reservations – these are
placed through a Global Distribution
Methods of System wherein the supplier is a member.
Unlike electronic, this method provides the
Flight availability of a service first, allowing the
Reservations client to make a choice. After selection is
made and inputted, the system can
provide confirmations.
 Automated
Reservation
– The GDS in the travel
industry are the
Abacus,
Amadeus, Galileo and
Sabre and in the hotel
industry the
commonly used CRS
is the Fidelio System.

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 ACCOMMODATIONS
In placing manual reservations with hotels, resorts or any
other lodging establishments, for lodging or board, the
following information must be provided:
– Passenger’s Name and Number
– Inclusive Dates – specify the check-in and check-
OTHER out details
RESERVATIONS – Rooms Breakdown – specify the type of rooms
desired, and the number of rooms.
– Arrival and Departure Information
– Meals Required
– Special Functions and Activities
– Form of Payment (FOP)
 SIGHTSEEING TOURS AND TOUR
PACKAGES
– Passenger’s Name and Numbers
OTHER – Date of the Sightseeing Tour/Inclusive
RESERVATIONS Dates of the Tour Package
– Number of rooms and types
– Forms of Payment (FOP)
 CRUISES
– Passenger’s Name and Numbers
– Date of Departure and Arrival
OTHER
RESERVATIONS – Embarkation/Disembarkation or
debarkation Points
– Type of Accommodation and
Breakdown
 RESTAURANTS AND OTHER
ESTABLISHMENTS
OTHER – Passenger’s Name and Numbers
RESERVATIONS – Date of Event/Function
– Number of Tables
– Form of Payment
FARE
CALCULATION
 – FARE – amount charged by a carrier of a
passenger and his allowable free baggage, and is
FARE the current fare which a carrier in the publication
it normally uses to publish fares, holds out to the
public as being applicable to the class of service
to be furnished.
 – The amount to be charged for an air journey is
dependent on the type of journey to be
undertaken. For example, a passenger who
boards an aircraft at point A, flies direct, non-stop
FARE to point B, and disembarks will be charged the
corresponding published fare for that trip.
– However, most journeys are not that simple. A
passenger may ask for an intermediate stop/s,
return trips or different classes of service.
TICKETING
 A ticket is a contract between a
What is a passenger and a carrier and
Ticket? represents a passenger’s payment
to the travel agent.
 –Only after the reservations have been
processes and confirmed and the
What is a applicable airfares calculated, can
Ticket? the Ticketing Officer issue an air
ticket. It is the final step in processing
a passenger’s air travel requirements
Paper Ticket
– AUDIT COUPON – contains the original
details of the transaction. It is detached
after completion and validation of the
ticket and attached to the sales report.
– FLIGHT COUPON(S) – which are left in
the ticket until a passenger checks in at
the airport. Upon checking-in, the
counter staff lifts the applicable coupon
as his flight pass. Each coupon is valid
only for travel between the points
named in the said coupon.
Paper Ticket

– AGENT COUPON – removed at

the time the ticket is completed
and validated; it is retained by
the issuing office as its copy.
– PASSENGER COUPON –
retained by the passenger after
the trip. It contains the details of
the transaction and is similar to a
receipt for money paid.
 – IATA announced in 2004 that it would aim to
eliminate paper tickets by December 1, 2007.
– An E-Ticket (ET) is a paperless electronic
document used for ticketing passengers,
particularly in the commercial airline industry.
Electronic – The ticket per se is stored in the airlines vast
computerized reservation system, while the
Ticket passenger is provided with a so-called transaction
receipt, which specifies all details of the air
journey.
– E-Ticketing is the process of simplifying the
issuance of paperless e-tickets, generating
electronic reports and monitoring materialization
of bookings.
 RECORD
TICKET NUMBER COUPON LOCATOR
STATUS

COUPONS

BAGGAGE
ALLOWANCE

FLIGHT
NUMBER

CRYPTIC ELECTRONIC TICKET

 TICKET NUMBER COUPON
RECORD STATUS
LOCATOR

COUPONS
BAGGAGE
ALLOWANCE

FLIGHT
NUMBER

GRAPHIC ELECTRONIC TICKET

DOCUMENTATION
What Documents Do you
Need when Traveling to
Another Country?
It refers to the process of legally
securing the necessary travel papers for
prospective passengers. These are
divided into:
– Documents required for leaving the
country of origin
– Documents required for transit countries
– Documents required for entry to, and exit
from, the destination country
– Documents required for reentry to the
country of origin
–The documentation function in a TMC is
the primary responsibility of the Liaison
or Documentation Officer. In small and
medium sized TMC, the Documentation
Officer reports to the Travel Counselor.
However, in large TMC’s, where the
volume of documentation is substantial,
a documentation supervisor oversees
filing and releasing of documents, and
the scheduling of the required personal
appearance at various embassies.
 It is document issued by a
government or international
TRAVEL treaty organization to a
DOCUMENT certain individual to facilitate
traffic across intercontinental
boundaries
 CU ME NTS
VE L D O
TRA
Part of the travel services
provided by a travel agency is
assistance and advice for its
clients in acquisition and
processing of travel
documents. Documents
required for leaving the
country of origin and
documents required for entry
to and exit from the country of
destination.
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 PAS S P ORT

A Philippine passport is a
travel document and is a
Primary National ID issued to
citizens of the Philippines. It
is issued by the Department
of Foreign Affairs and
Philippine diplomatic
missions abroad, with certain
exceptions.

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 PAS S P ORT

Under Republic Act No. 8239,

also known as the “Philippine
Passport Act of 1996,” a
Philippine passport is a
document issued by the
Philippine government to its
citizens requesting other
governments to allow its
citizens to pass freely, and in
case of need to give them
lawful aid and protection.

55
 P h i l i p p i n e
Ty p e s o f
Passport
1. Regular (Maroon)
• A regular passport is issued to any
citizen of the Philippines applying for
a Philippine passport. It is the most
common type of passport issued
and is used for all travel by
Philippine citizens and non-official
travel by Philippine government
officials.

56
Types of assport
p p i n e P
Phili
2. Official (Red)
• An official passport is issued to members
of the Philippine government for use on
official business, as well as employees of
Philippine diplomatic posts abroad who are
not members of the diplomatic service.
• It is the second of two passports issued to
the President and the Presidential family.
As such, this passport does not extend the
privilege of diplomatic immunity.
Government officials are prohibited from
using official passports for non-official
business, and as such also have regular
passports.

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T y p e s o f
P a s s p o r t
Phi l i p p i n e
3. Diplomatic (Blue)
• A diplomatic passport is issued to
members of the Philippine diplomatic
service, members of the Cabinet, service
attachés of other government agencies
assigned to Philippine diplomatic posts
abroad and Philippine delegates to
international and regional organizations.
• It is the first of two passports issued to the
President of the Philippines and the
Presidential family. This passport has a
dark blue cover and extends the privilege
of diplomatic immunity to the bearer.
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59
 CORE REQUIREMENTS FOR ADULT NEW APPLICATIONS

– Confirmed Online Appointment

– Personal Appearance

– Accomplished Application Form

REQUIREMENTS – Original and photocopy of Philippine Statistics Authority (PSA)

Authenticated Birth Certificate on Security Paper
FOR PH
– Married Females (who are using their spouse’s last name) must
PASSPORT also present Original and submit photocopy of PSA Authenticated
APPLICATION, Marriage Contract on Security Paper or Report of Marriage
CERTIFICATION – Local Civil Registrar Copy is required if PSA Birth Certificate is not
clear or cannot be read
AND ISSUANCE
– Any of the following acceptable IDs with one (1) photocopy

– NOTE: If woman opts to retain maiden name, a Marriage Contract is

not required.
Additional requirements may be required, please refer to the section
below.

– Supporting Documents for Adult New Applications

 The following IDs may also be used in lieu of the Philippine Identification
(PhilID) / ePhilID:

– Social Security System (SSS) Card

LIST OF – Government Service Insurance System (GSIS) Card
ACCEPTABLE – Unified Multi-Purpose Identification (UMID) Card
IDS FOR
– Land Transportation Office (LTO) Driver’s License
PHILIPPINE
– Professional Regulatory Commission (PRC) ID
PASSPORT
APPLICATION – Philippine Identification (PhilID)/ePhilID

– Overseas Workers Welfare Administration (OWWA) E-Card

– Commission on Elections (COMELEC) Voter’s ID or Voter’s Certificate

issued from COMELEC main office in Intramuros, Manila.
 The following IDs may also be used in lieu of the Philippine Identification
(PhilID) / ePhilID:

– Philippine National Police (PNP) Permit to Carry Firearms Outside

Residence

LIST OF – Senior Citizen ID

ACCEPTABLE – Airman License (issued August 2016 onwards)

IDS FOR – Philippine Postal ID (issued November 2016 onwards)
PHILIPPINE – Seafarer’s Record Book (SRB) or Seafarers Identity Document (SID)
PASSPORT (*must be issued Feb 2020 onwards) issued by the Maritime Industry
APPLICATION Authority (MARINA)

– Valid or Latest Passport (For Renewal of Passport)

– School ID (if applicable)

For minor applicants -(if school ID is not applicable) Certificate of
Enrolment with photo of minor and dry seal of school
For adult applicants -School ID and Certificate of Registration
LAISSEZ-PASSER
– In French, laissez passer means "let pass," and
the phrase is used for documents that give a
person permission to pass.
– It is a diplomatic travel document issued by
the United Nations under the provisions of
Article VII of the 1946 Convention on the
Privileges and Immunities of the United
Nations in its offices in New York
City and Geneva, as well as by the International
Labour Organization (ILO).
– The UNLP is issued to UN and ILO staff as well
as staff members of international organizations
Visa

• A visa is a conditional authorization

granted by a country to a noncitizen
to enter and temporarily remain
within that country. Visas were
usually stamped or attached to
passport and typically include limits
on the duration of the noncitizen's
stay, territory within the country they
may enter, the dates they may enter,
or the number of permitted visits.

64
Vi s a

65
 o f V i s a
Types
• TRANSIT VISA - for passing through the country to a destination
outside that country. Validity of transit visas are usually limited by
short terms such as several hours to 10 days depending on the size
of the country and/or the circumstances of a particular transit
itinerary.
• AIRSIDE TRANSIT VISA - required by some countries for passing
through their airports even without going through passport control.
• CREW MEMBER, STEWARD OR DRIVER VISA, issued to persons
employed or trained on aircraft, vessels, trains, trucks, buses and
any other means of international transportation, or ships fishing in
international waters.
• SHORT-STAY OR VISITOR VISA, for short visits to the host country.
Many countries differentiate between different reasons for these
visits, such as:
66
 o f V i s a
Types
Transit Visa Crew Visa

ADD A FOOTER 67
 o f V i s a
Types

Short Stay or Visitor

Visa
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SCHENGEN
VISA
 SCHENGEN
VISA
– The Schengen visa is
the most common visa
for Europe. It enables
its holder to enter,
freely travel within, and
leave the Schengen
zone from any of the
Schengen member
countries. There are no
border controls within
the Schengen Zone.
 o f V i s a
Types
• PRIVATE VISA, for private visits by invitation of residents of the
country.
• TOURIST VISA, for a limited period of leisure travel, no business
activities allowed.
• Visa for medical reasons, for undertaking diagnostics or a course
of treatment in the host country's hospitals.
• BUSINESS VISA, for engaging in commerce in the country. These
visas generally preclude permanent employment, for which a work
visa would be required.
• OFFICIAL VISA is granted to officials doing job for their
governments or otherwise representing their countries in the host
country, such as the personnel of diplomatic missions.
• DIPLOMATIC VISA is normally only available to bearers of
diplomatic passports.
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 o f V i s a
Types
Tourist Visa

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