Who knows the reception procedures and service standards of the tourism planning and regulation department?

Travel agency work flow

1. Quotation:

Arrange the route according to the other party's inquiry and provide the corresponding price information (quotation) in the "Quotation Form";

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2. Plan login:

After receiving the written advance plan from the group organization, log in the group number, number of people, nationality, arrival/departure (car), time and other relevant information in the team dynamics of the month table. If the other party makes a verbal forecast, we must request the other party to reissue the plan in writing, or stamp our confirmation with the other party’s special business seal and sign it by the person handling it, and send it back as a confirmation;

3. Prepare a team dynamic table:

Prepare a reception plan, including the number of people, number of companions, arrival/departure flights (cars), time, accommodation hotels, restaurants, tourist attractions, local travel agencies, pick-up time and location, Other special requirements are registered one by one in the "Team Dynamic Table";

4. Plan sending:

Send plans to all relevant units and implement them one by one.

1. Room use: Based on the number of people and requirements of the team, send the "House Reservation Plan" to the agreed hotel or designated hotel by fax and request written confirmation from the other party. If there is a change in the number of people, make a "Change" in a timely manner and send it to the agreed hotel or designated hotel by fax, and ask the other party for written confirmation; if the hotel is unable to accommodate you, you should promptly notify the organizing agency and adjust to a hotel of the same level after approval. .

2. Car use: Arrange the car use according to the number of people and requirements, send the "Car Booking Plan" to the agreed fleet by fax and request written confirmation from the other party. In case of changes, make a "Change" in a timely manner, send it to the agreed fleet by fax, and request written confirmation from the other party.

3. Meal: Based on the number of people in the group and requirements, send a "Meal Ordering Plan" to the agreed restaurant by fax or telephone notification. In case of changes, a "change document" should be made in a timely manner and sent to the contracted restaurant by fax, and request written confirmation from the other party.

4. Travel agency: Send the "Team Reception Notice" to the agreed travel agency by fax and request written confirmation from the other party. In case of changes, make a "Change" in a timely manner, send it to the agreed destination agency by fax, and request written confirmation from the other party.

5. Return transportation: Carefully implement and check the plan, issue a "Ticket Reservation Notice" to the ticketing staff, indicate the group number, number of people, flight (train number), ticket use time, ticket type, and ticket quantity , and signed by the person handling it. If there are any changes, please notify the ticketing staff promptly.

5. Plan Confirmation:

After each implementation is completed (or at the same time), prepare a reception "Confirmation Letter", stamp it with a confirmation seal, and send it to the group organization by fax and confirm the group organization. The company received it.

6. Preparation of budget estimates:

Prepare the team's "Budget Estimate Sheet". Indicate out-of-pocket expenses and purposes. Send it to the finance department manager for review, fill in the "Loan Form", and submit it together with the "Budget Estimate" to the department manager for review and signature. After reporting to the general manager for signature, collect it from the Finance Department with the "Budget Estimate", "Reception Plan" and "Loan Form" loan.

7. Issue the plan:

Prepare the "Reception Plan" and attachments. It shall be signed by the planning and adjusting personnel and stamped with a special seal for the team plan. Notify the tour guide to collect the plan and attachments. Attachments include: a list of names, a company settlement form with an operating seal provided to the agreement unit, an "Accompaniment Report" filled out by the tour guide, a "Quality Feedback Form" filled out by tourists (fully accompanied), cash that needs to be paid in cash, etc. The fare will be counted in person and signed by the tour guide.

8. Prepare settlement:

Fill in the company's "Team Settlement Form" and stamp it with the company's special financial seal after review. Fax the settlement form to the organizing agency before the team arrives to collect payment.

9. Reimbursement:

After the group trip is over, the tour guide is notified to report to the department in a timely manner with the "Reception Plan", "Accompaniment Report", "Quality Feedback Form", original receipt, etc. Calculation and adjustment personnel report accounts. The planning and adjustment personnel will review the "Accompanying Report" filled in by the tour guide in detail, and use this as a basis to fill out the "Tour Expense Summary Form" and "Final Account Form", submit them to the department manager for review and signature, and then submit them to the Finance Department for review and signature by the Finance Department Manager , signed by the general manager, and report to the finance department.

10. Accounting:

The department will timely log in the relevant funds related to the group's agreement units into the "Team Expense Transaction Detailed List" for verification.

11. Archiving:

Organize the original information of the group, and register and archive the team information of the month at the end of each month for inquiry