Procedure for booking travel arrangements

Transcription

1 NIPEC/11/18 (replacing NIPEC/09/05) NORTHERN IRELAND PRACTICE AND EDUCATION COUNCIL FOR NURSING AND MIDWIFERY Procedure for booking travel arrangements November 2011 Review date: April 2014 Centre House 79 Chichester Street BELFAST BT1 4JE Tel: (028)

2 1.0 Introduction Travel arrangements include hotel accommodation, flights, train and car hire. The Purchasing and Logistics Service (PALS) has a contract with Selective Travel Management (STM) on behalf of the HPSS and Agencies, including NIPEC. Through a Service Budget Agreement (SBA) with NIPEC, the Business Services Organisation (BSO) Finance Department will continue to manage the financial aspects of travel bookings, eg. payment of invoices. All administrative tasks will be carried out and managed by NIPEC staff. As such, all travel arrangements for NIPEC officers and staff should be booked directly with STM, prior to travel taking place, by authorized bookers, who are: Mrs Deirdre Meleady, PA to Chief Executive Mrs Lorraine Andrews, Secretary to SPO Mrs Muriel Lockhart, Corporate Services Officer Mrs Linda Woods, Secretary to SPO Documentation received after the travel has taken place will not be processed. 2.0 Booking Procedure 2.1 Initial enquiries regarding travel arrangements should be ed by the authorized booker to STM at the dedicated address nipec@selective travel.co.uk or by ringing (028) see Appendix 1 for contact information. A range of options will be forwarded by for consideration. 2.2 Once travel arrangements have been agreed, a booking form should be completed and signed by the requesting NIPEC officer concerned and approved by the Chief Executive and/or line manager. A copy of the booking form can be found on NIPEC s server under ADM/Templates/General Admin. NB Please ensure that the passenger name is exactly as this appears on their passport or ID used for travel. 2.3 The relevant authorized booker within the NIPEC administrative team should the completed and authorized booking form to STM at the dedicated address. A confirmation will be forwarded by STM. 2.4 Travel arrangements should not be confirmed with STM until the booking form has been fully completed and signed by the relevant NIPEC officer and approved by the Chief Executive and/or line manager. 2.5 Any additional expenditure incurred by NIPEC staff should be processed in the normal way. 2.6 STM will make all necessary bookings and forward tickets and confirmation of these to the authorized booker. Invoicing of NIPEC will occur after each booking. Invoices will be forwarded to the Corporate Services Officer, who will check and verify the invoice, before forwarding the invoice to BSO Finance Department for processing and payment. 2.7 Copies of all booking forms, s etc. relating to each booking should be forwarded by the authorized booker to the Corporate Services Officer, who will update and maintain an Excel spreadsheet with this information.

3 2.8 The Excel spreadsheet will be forwarded to BSO Finance Department, with relevant back-up documentation after each booking. This information will be cross checked by BSO Finance Department against the invoice received from STM, following which they will authorize payment on behalf of NIPEC. 3.0 Queries / complaints 3.1 STM operate a 24-hour service. 3.2 All routine queries should be directed in the first instance to the STM officer who made the booking on behalf of NIPEC. 3.3 In the event that the arrangements made by the STM are not timely, or inappropriate for the NIPEC officer s needs, then the Contract Monitoring Form (see Appendix 2) should be completed and forwarded to the Corporate Services Manager for appropriate action. 3.4 In the event of a problem occurring outside normal working hours, the officer concerned should contact STM s Emergency Out-of-Hours service on

4 Appendix 1 SELECTIVE TRAVEL MANAGEMENT CONTACT INFORMATION 159 Durham Street, Belfast, BT12 4GY CONTACT DETAILS FOR NIPEC Dedicated Line: (028) Fax: (028) nipec@selective-travel.co.uk Booking queries: TBC Account queries: George McGladdery (028) george@selective-travel.co.uk General queries: David Fingland (028) david@selective-travel.co.uk Offices open Monday to Friday, 9.00 to 5.00pm EMERGENCY 24-HOUR DESK (when in UK) OR (from overseas) 3

5 Appendix 2 Contract Monitoring Form Selective Travel Management / BSO / NIPEC In order to assist NIPEC in the monitoring of the contract with Selective Travel Management (STM), it is important that, when issues arise which exceed or fall short of the expected normal practice, NIPEC s Corporate Services Manager is informed at the earliest opportunity, using this template. 1. NIPEC Monitoring Form for SBA covering: BSO finance Selective Travel Management (Please tick appropriate box) 2. Persons involved if applicable: STM: Name: Designation: BSO: Name: Designation: NIPEC: Name: Designation: 3. Issue involved: (Brief wording, including dates etc) 4. Has the matter been resolved? YES NO 4.1 If yes, how? (briefly) 4.2 If no, what action are you requesting? Raise the matter at the next review meeting. Immediate action to be taken by HCS in raising the issue with the BSO. 5. Signed: Date: Thank you for completing the above which will assist in the compliance monitoring of this SLA. 4