a. The Secretary's Duties in Compiling Travel Documents



During an official trip, several important documents are needed that must be owned by the leader who will carry out an official trip. A secretary must prepare Travel Equipment, the equipment that needs to be prepared and what the secretary must do for the leadership trip are:

1. Prepare a Letter of Assignment or Road Order For employees or leaders who will travel on business, they will receive an Official Travel Order (SPPD) from their superiors.

2. Remind the leadership to bring personal documents

3. Book or buy Travel Tickets

4. Create and save a list of addresses for lodging, hotels, travel agencies, travel banks, offices/companies to be contacted

5. Prepare a map for the city to be visited (if the leader asks)

6. Keep receipts, checks, passbooks, credit cards, stamps and stamps

7. Prepare a health certificate from a doctor

8. Make a travel list

9. Prepare Passports, Visas, Health Certificates, Fiscal, etc. so as not to be left behind when the leadership is going on a business trip abroad.

b. The secretary's job is to arrange a meeting schedule according to the specified time

The secretary is responsible for the preparation of the leadership activity schedule during official trips. Therefore, the secretary must know the goals and plans for the leadership's business trip. The secretary can assist the leadership in compiling a travel schedule based on the airline's timetable.

According to Ernawati, Ursula in her book "Complete Secretariat Guidelines (2003:157), describes the steps that need to be taken by the secretary in preparing a travel list, as follows:

1. Know the leader's travel plans

The secretary must know the goals and plans for the leadership's official trip, including the leadership activities, either by asking directly to the leadership or studying letters related to the leadership's events abroad.

2. Studying the Time Table The secretary must study the time table guided by the airlines, including the time difference (if traveling abroad). This is necessary to arrange a schedule of leadership activities during the leadership of carrying out official trips.

c. The Secretary's Duties in Organizing Business Travel

As a secretary, the knowledge and skills that need to be possessed, one of which is arranging business trips or business trips for leaders. He must know the regulations of all types of transportation, what are the procedures, services and contact travel agents or travel bureaus easily

To improve relationships as well as develop scripts or expand productivity. So a leader often goes on official trips outside the city and even abroad. In this case the leader needs a secretary to arrange everything related to his trip. Careful preparation for official travel is expected to provide more benefits in the context of developing agency or company activities.

The secretary's duties in handling business trips include:

1. Knowing the purpose of the business trip.

2. Arrange travel and meeting schedules.

3. Set the departure date.

4. Taking care of accommodation (transportation and lodging).

5. Prepare the required documents (letters).

6. Prepare financial needs.


d. Travel Expense Report

If the leader has finished his official trip, there is still one secretary's job, which is to make financial reports. All expenditures will be inventoried by the secretary for further use as the basis for preparing reports. The secretary must also check the records in the expense book when the leader travels, from this data the secretary will know which expenses can still be refunded from the finance department.

Steps to prepare a travel expense report:

1. Inventory/collect proof of expenditure in the form of cash receipts, receipts, notes.

2. Grouping the evidence at certain posts, for example the cost of lodging, cost of activities, transportation, and entertainment. Entertainment costs are costs used to entertain relations.

Evidence:

1. Proof of expenditure from outside, for example hotels and restaurants, cash receipts or receipts from the company will be made.

2. All expenses related to entertaining relations after a cash receipt/receipt is made will be recorded again in the entertainment report.

3. The last step is to make an overall travel expense report.