CRD Welcome Package

Corporate Relations Department

Procedures Manual

3) The lead officer receives the approved preferred travel itinerary for the Executive Committee.

4) The lead officer secures the available flights and requests the LIAT Agent to place the flights on hold for a period of at least 6 weeks prior to the date of travel.

5) Once the tickets are on extended hold, the lead officer prepares the CRD SAP Excel worksheet detailing the associated costs.

6) For arrangements for Anguilla or Montserrat delegations, the lead officer: i. Contacts the relevant airline offices to confirm available flights that would correspond with LIAT connections. ii. Obtains flight information and forward to the delegation for selection of their preferred time. iii. Confirms selected flight with the airline office and receive quotation for the flight. iv. Prepare the relevant purchase requisition and await approved purchase order. v. Receive purchase order and forward to required airline. vi. Prepares the credit card authorisation form (without last 4 number of the credit card and CIV value) for signature by the authorising officer (depending on the card used). vii. Scan and dispatch signed credit card authorisation form to the relevant airline. viii. Call the airline to submit the final 4 numbers and the CIV value to the airline in order to complete processing of the payment. ix. Receive the confirmed itinerary and dispatch to the relevant delegation. 7) The lead officer emails the itineraries to the meeting attendees and requests confirmation of the flight details. Requested changes where possible are made to flight routes/dates/times and resends the new itinerary to the delegate for further confirmation. 8) Ensure that the itineraries for all confirmed tickets are forwarded to SSMD to facilitate the completion of the service entries. Once a ticket has been confirmed, even if it is subsequently cancelled, the service entry for the confirmed ticket has to be completed upon confirmation, to record the amount charged to the credit card.

Travel Insurance for Staff

1) The lead officer contacts SSMD to request assistance with the calculation of rates for the PR for travel insurance for staff members. Prepare email with details of travel for each staff member (including any stop overs in different territories).

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