A well-structured corporate travel policy is essential to ensure that travel runs smoothly and in compliance with corporate standards and international regulations, from initial preparations to post-trip review.
Among the most important international regulations are the UNI ISO 31030 guidelines.
Implementing an effective travel policy not only optimizes the management of travel, but also demonstrates the company’s commitment to the protection and well-being of its employees.
Indeed, employers have a duty to protect the health and safety of their employees, even when they are posted abroad.
Corporate travel policy: definition
First, a few words need to be spent to better define the concept of corporate travel policy.
The travel policy is a set of corporate guidelines designed to better manage and organize employees’ business travel. It provides a clear and consistent framework for all stages of travel, from initial planning to its conclusion. Thus, they ensure that travel is organized efficiently, in accordance with company standards, and especially in compliance with international standards and national laws.
Learn more about Italian regulations in our guide on Italian health and safety laws for assignments abroad.
A well-articulated travel policy is essential to ensure that corporate travel is managed in an orderly, safe, and cost-effective manner. It facilitates the management of travel, ensures compliance with regulations, and helps protect the well-being of employees, while optimizing costs and improving the overall efficiency of business travel.
What is the travel policy of an organization?
The travel policy of an organization specifies how business travel should be conducted. It includes directives on booking processes, expense reimbursement, and compliance with legal and regulatory requirements.
The corporate travel policy also addresses how to manage travel-related risks, including health and safety concerns. It also sets expectations for employees travelling on behalf of the company.
What is the travel risk assessment policy?
The travel risk assessment policy is a critical component of the corporate travel policy. It involves identifying, evaluating, and mitigating risks associated with business travel. This policy assesses potential threats to employee safety, such as political instability, health risks, and natural disasters.
By proactively addressing these risks, the policy helps protect employees and minimize disruptions to business operations.
How and why corporate travel management is important?
Effective corporate travel management is vital for several reasons. First and foremost, because it enhances employees’ safety by providing a clear protocol for managing risks and emergencies.
A comprehensive corporate travel policy includes thorough risk assessments, addressing concerns like health hazards, political instability, and local security threats.
Implementing clear travel safety guidelines for employees helps prepare them for any potential risks they may face during their trips, ensuring their safety is a top priority. This reduces the likelihood of disruptions and ensures employees feel secure when travelling for work.
Why do we value corporate travel management?
We value corporate travel management because it directly affects the efficiency, safety, and financial performance of an organization. A well-structured corporate travel safety policy ensures that employees adhere to best practices, reducing the likelihood of travel-related issues and emergencies. Furthermore, effective travel management supports compliance with legal and regulatory requirements, safeguarding the company against potential liabilities.
Learn more in our article devoted entirely to travel risk management.
How to write a corporate travel policy?
At this point the question arises as to where to start and how to write a proper corporate travel policy.
Obviously, the process of getting to a well-crafted and efficient corporate travel policy is lengthy and can involve several key steps that need to be carried out. The ultimate goal is to create a document that is comprehensive, easy to follow, and aligned with both the needs of the company and the safety of its employees.
Here are some examples to keep in mind:
How to respond to emergencies
A corporate travel safety policy should detail how employees should respond to various emergency situations, such as natural disasters, civil unrest, or medical emergencies.
Outline the chain of communication and provide specific contacts within the organization who can assist employees in an emergency. Ensure that employees know how to contact local authorities and secure services like medical assistance, security escorts or evacuation.
Identify security measures and valuable resources
Include specific travel safety guidelines for employees, particularly for high-risk travel. These guidelines should cover basic security measures such as avoiding unsafe areas, securing travel documents, and safeguarding personal belongings. Emphasize the importance of maintaining regular contact with the company during the trip and to provide updates on their safety status.
Equip employees with tools and resources that can assist them in maintaining their security while traveling, like access to real-time security alerts.
Address health risks
In addition to security concerns, the policy should address health-related risks. This may involve requiring employees to have specific vaccinations before traveling, providing access to healthcare services abroad, or setting up procedures for dealing with illness or injury during the trip.
Update the travel policy, when needed
Certainly, one concept to keep in mind is the possibility to amend the travel policy once it is written. In fact, this document does not have to remain unchanged over the years. On the contrary, it can and it should be modified if the need arises. For example, if during the management of a business travel one realizes that the guidelines provided by the corporate travel policy does not cover some aspects of it, it is imperative to modify them.
In addition, it can be extremely useful to establish criteria by which to be warned if travel could be dangerous. Therefore, include alerts in the travel policy to be notified in real time and make timely decisions.
Studio A&P’s support
We have seen how the creation of a company travel policy is crucial for the wellbeing of employees during their business trips abroad. Indeed, this should provide workers with all the information and tools they need to travel safely.
In this regard, the Studio A&P team offers its support to companies through the use of our Atlasposting software.
Our reports compiled from the consultation of 7 government sources and risk maps are constantly monitored and updated, as they follow the updates provided by ministerial sources on a daily basis, thus allowing employees to receive security alerts as quickly as possible.
Fill out the contact form to receive more information about our Atlasposting software.