Guidelines for Procurement of Travel Services - PEMSEA.org
Guidelines for Procurement of Travel Services - PEMSEA.org
Guidelines for Procurement of Travel Services - PEMSEA.org
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Reservation and Ticketing1. For every duly approved travel request, <strong>Travel</strong> Agent(s) shall immediately make bookings onthe three (3) main airlines operating the route and prepare appropriate itineraries and <strong>for</strong>malquotations based on the lowest fare and the most direct and convenient routing;2. In the event that required travel arrangements cannot be confirmed, <strong>Travel</strong> Agent(s) shallnotify the requesting party <strong>of</strong> the problem and present three (3) alternative routings/quotations<strong>for</strong> consideration;3. For wait-listed bookings, <strong>Travel</strong> Agent(s) shall provide regular feedback on status <strong>of</strong> flightbooking;4. <strong>Travel</strong> Agent(s) shall promptly issue and deliver accurately printed tickets and detaileditineraries, (in printed and electronic <strong>for</strong>mat) showing the accurate status <strong>of</strong> the airline; andshall keep abreast <strong>of</strong> carrier schedule changes, as well as all other alterations and newconditions affecting travel, and make appropriate adjustments <strong>for</strong> any change(s) in flightschedules prior to or during the traveler’s <strong>of</strong>ficial trip. When necessary, tickets and billingsshall be modified or issued to reflect these changes;5. <strong>Travel</strong> Agent(s) shall accurately advise the ticketing deadlines and other relevant in<strong>for</strong>mation,including visa requirements, when necessary every time reservations are made, in order toavoid cancellations <strong>of</strong> bookings.6. <strong>Travel</strong> Agent(s) shall ensure that all traveling staff has complete travel documents required <strong>for</strong>their journeys, sufficiently be<strong>for</strong>e departure;7. <strong>Travel</strong> Agent(s) shall only act on travel requests <strong>for</strong> <strong>of</strong>ficial travel submitted by the responsiblestaff <strong>of</strong> <strong>PEMSEA</strong>;8. <strong>Travel</strong> Agent(s) will be briefed by <strong>PEMSEA</strong> on the travel policies and procedures and shall befully familiar and comply with these policies and procedures <strong>for</strong> all <strong>of</strong>ficial <strong>Travel</strong>;9. <strong>Travel</strong> Agent(s) shall provide an in<strong>for</strong>mation service to notify <strong>PEMSEA</strong> and the traveler <strong>of</strong> suchevents like airport closings, canceled or delayed flights, and strike situations as well as <strong>of</strong>local political or safety conditions which may affect travel to any particular destination;10. The <strong>Travel</strong> Agent(s) shall provide all <strong>of</strong>ficial travelers last seat availability and advance seatassignments and boarding passes on all airlines <strong>for</strong> which the <strong>Travel</strong> Agent(s) can <strong>of</strong>fer theseservices. The <strong>Travel</strong> Agent(s) is expected to expand these services, as they become availableon additional carriers.Consulate Visa and <strong>Travel</strong> Tax Exemption1. <strong>Travel</strong> agent should be familiar with the standard procedure <strong>of</strong> travel documentation <strong>for</strong>international <strong>org</strong>anizations, i.e., note verbale and tax exemption certificates, and be able todetermine requirements <strong>for</strong> various nationalities.• Note Verbale to consulates issued by UNDP to facilitate issuance <strong>of</strong> visa <strong>for</strong> the traveler• <strong>PEMSEA</strong>, as United Nations regional programme is exempt from paying Philippine traveltax. This is being authorized through a <strong>Travel</strong> Exempt Certificate (TEC) issued by UNDP,
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