Travel risk management policy
When employees travel for work, there’s more at stake than just booking flights and hotels. Companies must ensure that their people are safe, informed and prepared for any situation. Whether it's sudden civil unrest, medical emergencies or even natural disasters, these unforeseen events can disrupt business operations and endanger employees. Without travel risk assessments as part of your duty of care obligation, you leave your employees and company vulnerable. In this guide, we walk you through everything you need to know about how to create your own travel risk management policy template that keeps your employees safe and helps you remain compliant.What should be included in a travel risk management policy template?
An effective travel risk management policy is made up of the following six sections:- Policy scope
- Roles and responsibilities
- Planning and approving travel
- Travel risk assessment
- Incident reporting and traveller support
- Insurance
However, each business will need to customise their policies to suit their business. To ensure your policy aligns with best practices, consider referencing ISO 31030. This international standard offers detailed guidelines for managing travel risks. It covers everything from risk assessment programmes to emergency response.Section 2: Roles and responsibilities
This section should outline the responsibilities of employees, managers and the company so each party knows their role in safeguarding business travel.Here’s what should be included:Employee responsibilities:- Pre-travel preparation: employees are required to complete a risk assessment and ensure they have all necessary travel documentation, including visas, insurance and vaccinations.
- During travel: employees must follow the safety protocols outlined in the policy, stay informed about local risks and maintain regular communication with their manager.
- Incident reporting: if an incident occurs, employees should report it immediately through the designated channels, such as a 24/7 emergency hotline or a specific point of contact.
Example: Before a business trip to a high-risk area, the employee must complete a security training session and verify that their travel insurance covers political unrest or natural disasters.Manager responsibilities:- Travel approval: managers are responsible for reviewing and approving travel requests, ensuring that all necessary precautions have been taken and that the employee is fully prepared.
- Ongoing support: during the trip, managers should remain available to provide support, monitor the situation and offer guidance if any risks arise.
Example: A manager must check that an employee travelling to a region with a health advisory has completed the required health screening and is equipped with necessary medical supplies.Company responsibilities:- Policy development: the company is tasked with creating, updating and enforcing the travel risk management policy. This includes providing resources, such as travel advisories and emergency contacts.
- Training and resources: the company should offer regular training sessions on travel safety and ensure employees have access to up-to-date information about potential risks.
- Crisis management: in case of an emergency, the company must have a plan to assist employees, which could include arranging evacuation or medical support.
Example: The company may partner with a travel risk management firm to provide real-time alerts to employees travelling in volatile regions, ensuring quick responses to any emerging threats. This section will also explain the responsibilities of employees during business trips and the responsibilities of senior, line and travel managers, both post and pre-trip.Section 3: Planning and approving travel
This section is incredibly important and should be as detailed as possible. It guides managers and employees through the process of planning and approving business travel, so all potential risks are carefully evaluated before any trip is greenlit. This includes evaluating whether the employee is travelling to a high-risk destination, and should include an assessment of the following:- Any political instability in the region
- Potential for natural disasters
- General security concerns in the region, including regions with recent terrorist attacks
- Regional endemic diseases
- Entry requirements
Creating a traveller risk profile can help protect employees vulnerable due to their sexual orientation, religious beliefs or gender identity. This ensures their well-being throughout the trip. For example, if an employee is travelling to a country where LGBTQ+ rights are not protected, the company might take additional precautions or provide specific guidance to protect the traveller. This ensures that all employees, regardless of their personal characteristics, are safe and supported while travelling for business.The process should also include real-time data and notifications about any changes in the security landscape. This is a key part of your risk management strategy and crisis management plan, as it offers peace of mind and minimises disruptions in business operations.Section 4: Travel risk assessment
The goal of travel risk assessments is to identify any threats business travellers could encounter while on a business trip. Since travel risk levels are in a state of constant flux, travel risk assessments should cover all potential risks an employee could face during international travel, and should be completed before each and every trip.A travel risk assessment should include:- The health of the travelling employee. Does the employee face any medical risks? Do they require any medical care during the trip?
- The traveller’s profile, including their gender, religion and other factors that may place them at a higher risk in the destination country.
- The travel patterns the employee will take, including their travel itinerary and how this will impact them.
- The procedures the traveller should follow in case of travel and/or hotel cancellations.
- Any high risks associated with the country and environment the employee will travel to, including any illness and disease present, natural disasters and crime rates.
Section 5: Incident reporting and traveller support
Your travel risk policy should also include your organisation’s responsibility to the traveller should they face any issues during their business travel. It should also outline how the employee can access support.This section should include phone numbers, an emergency contact and any other information that the traveller can use to access help or assistance. It should also outline how the traveller should report any incidents that occur during the business trip, and how the organisation will execute crisis management.TravelPerk’s Customer Care service is available 24/7, 365 days of the year to assist travellers who need immediate support. With a target 15-second response time and access to real humans instead of bots, travellers can rest easy knowing that their needs can be taken care of urgently and efficiently.Simplify your travel risk management with TravelPerk
A well-structured travel risk management policy is a strategic approach that empowers your employees to travel with confidence, knowing they are supported at every step. TravelPerk supports this by offering tools that simplify travel management while ensuring compliance with company policies.Automated policy and in-app approvals help you set up clear travel guidelines and make sure all travel bookings stick to these rules. This way, employees can book their trips quickly and stay within company policies. Plus, the Duty of Care lets you keep track of where employees are during their travels and respond quickly if there’s an emergency. TravelPerk gives your employees access to the information and the security they need to travel with peace of mind. ?)
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