travel safety policy

The complete guide to corporate travel policies 

The business travel policy guide you’ve been waiting for .

Creating a business travel policy for employees can feel really daunting. You don’t want to just throw something together and hope for the best, but it feels impossible to anticipate every possible scenario. The truth is your policy serves as more than a rule book; it's a guide to better decision-making about your corporate travel program and can save you a world of headaches down the road. 

Introduction

What is a travel policy .

• Why do you need a travel policy?
• How to create a travel policy

What to include in a travel policy 

• Travel policy best practices
• How to promote travel policy compliance
• When to review and update your travel policy
• Final thoughts

When it comes to company travel, a travel policy brings it all to one place. It acts as an influencer for travelers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right. 

If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way. 

Ready to get cracking? Let’s go! 

A travel policy is a guide for business travelers to follow that outlines: 

• How, where, and when to book 
• Approved technology for travel management 
• Preferred suppliers for air travel, land travel, and accommodations 
• Approvals process for out-of-policy bookings 
• Trip extensions and personal travel 
• Expenses and what is covered or not covered 
• Reimbursement processes 
• Business travel insurance information 
• Emergency procedures and contacts 

Your company’s travel policy should reflect your company culture and values, be supportive of your travelers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish! 

While you might hear a few grumbles and groans around the words “policy” or “process,” don’t worry! A travel policy does not need to be rigid and inflexible. 

Do your travelers prefer to book on their own? Don’t take away their autonomy. They can still self-book, you’ll just provide them with a better tool and way to do it more efficiently. 

Do your people feel prepared for any event that can cause a travel hiccup? With a travel policy, you can give them clarity and help them feel more prepared when traveling for business purposes. 

Why do you need a travel policy? 

Your travel policy is an extension of your travel program and company culture. It’s the glue that holds your travel program together – from approvals, expenses, booking processes, and emergency contacts. 

Having a travel policy helps you: 

• Control travel costs 
• Determine how reimbursement works 
• Compile a list of trusted and approved travel vendors 
• Manage an employee’s travel experience and safety 
• Cut rogue bookings – and simplify approvals 
• Budget, report on travel expenses and activity and reconcile bookings 

It’s a roadmap or guidebook that your travelers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes. 

As a company though, your travel policy helps centralize your travel program, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travelers are happier to follow. 

How to create a travel policy for employees 

• Determine business travel guidelines 
• Create a travel policy that puts your people first 
• Set reasonable budget limits 
• Simplify the process of expense claims 
• Adopt a user-friendly all-in-one travel platform 

Once you’ve read through our tips, be sure to download our free  travel policy template  so you can get started on creating a travel policy of your own! 

1) Determine corporate travel guidelines 

When you take the time to create a policy that meets the needs of your business, you are making sure that your travelers are safe, costs are controlled, and you’ve made every business trip count. 

Start by looking at what types of travel are allowed and the reason for each trip. 

If you have team members traveling all over the globe, you might want to set some extra safety measures. You should also decide if there will be restrictions on the type of ground transportation used or where employees can stay. 

Create a process for booking flights, hotels, and other ground transportation needs. How far in advance should they be booking? Do different rules apply based on the traveler’s position? Who is the point of contact for bookings and other travel questions? 

Making sure to include your company’s travel insurance info is also important. Make sure to note if your policy covers medical expenses and/or any losses due to cancellations or delays in transportation services due to factors outside an employee’s control. 

Do you have a policy for reporting and documenting expenses? This includes having a system in place for claims (like meal expenses) and a reimbursement process, so your team can easily get their money! 

2) Create a travel policy that puts your people first

You’ve heard the term “duty of care” before, so it’s important to create a corporate travel policy that puts traveler safety and accessibility needs first. You’ll need to define and assign the roles and responsibilities of everyone involved, including a travel manager, if you have one. 

Set up an emergency plan and provide access to traveler safety information. Determine who is the emergency contact (your TMC?) and how to get in touch. Do they have 24/7 emergency support available by phone or chat? What about email support? 

Invite your HR department, the travelers themselves, and your DE&I manager into a discussion to find out what needs your team has as individuals, what hiccups they face when traveling, and what holes exist in your travel program that make it difficult to navigate. 

Working with a TMC is a great way to ensure travelers are kept safe before and during their trip.  

3) Set reasonable budget limits for business travel

You have a budget you need to adhere to, but is it realistic? Setting reasonable budget limits is key to an effective policy. 

Your budget should account for all travel-related expenses, including airfare, accommodation, meals, and ground transportation. And once you’ve set your budget, you can determine reasonable costs for hotels and accommodation, ground transport, flights, and more. Build these caps into your  travel booking software  to help travelers stay within the set parameters, which will later help with accountability. 

It's important to set clear rules on what the company can pay back and what types of expenses are out-of-pocket. 

If you’ve set a maximum daily rate for meals on work trips, it's crucial that travelers understand the limit before racking up additional charges. Requiring receipts can also help keep track of employee spending and make sure they're not going over budget. 

By working with a  travel management company  like Corporate Traveler, you can review your previous year’s expenses and find where you can optimize or make changes based on market changes. 

4) Simplify the process of expense claims 

If you're unfamiliar with how to write a travel expense policy, creating a simple process for claiming expenses is key to getting your team on the same page. Do you have access to a payment system that pays for the majority of expenses at the time of booking? This could be a good way to save time and stress down the road.  

The more you can pay for before your travelers get to their destination, the easier everything is to reconcile after they get home.  

If you have a person in charge of reviewing expense reports and watching pre-trip approvals, make sure to set criteria for claim approvals and look at automating processes to make approvals simple! 

5) Adopt a user-friendly all-in-one travel platform  

Finding the right  corporate travel platform  is essential. The right booking platform can provide travelers with an easy-to-use experience, giving them access to the best fares and availability. 

For example, at Corporate Traveler, we use Melon . It’s a booking tool, reporting suite, travel policy pusher, traveler profile manager, and so much more. Melon features a “recommended spend” function, which helps keep travelers booking in policy. Hello, visual guilt! 

Melon’s simple user interface, combined with dedicated travel consultants and expert 24/7 support, makes it simple to book, manage, and keep track of your business travel. You’ll be able to access Melon-exclusive deals and perks (alongside many negotiated contracts and online deals) and take care of all your travel needs from one place. 

From the get-go, you’ll be able to work closely with our team to ensure that all of your needs are met. We'll help you customize your travel program to meet specific business needs, build your travel policy into the platform, and offer training to staff to help them along the way.   

Putting it all together  

Wow! You’ve reached the end and should have a better idea of how to write a corporate travel policy. High five! Now it’s time to put it all together and get it on paper.  

Maybe you already have something in place that needs some work or an entire overhaul. Check out our easy-to-use template and start checking those boxes! 

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a travel policy template! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

When you’re crafting your business travel policy, there are so many considerations to be made. Things might come up that you never even thought of, but not to worry. We have loads of resources to help you see this through. 

Starting out, it might be looking a little drab and wordy, but depending on your travel program size, a visual travel policy might be just what you need. You can search for examples online or take a look at an example of a visual travel policy we’ve created.  

When building your policy, it’s important to include: 

1. International or foreign travel policies  

When you’ve got travelers all over the globe, you need to build out a policy for international or foreign travel. This is a protects them (and you) on anything from travel safety, to expenses, and everywhere in between. 

Whether your travelers are individuals or entire teams, your international travel policy needs to cover: 

• How and where to book – is that with a travel manager, online booking tool, a travel management company (TMC) ? 
• Travel insurance coverages and contact info – international numbers and policy information 
• Emergency contacts – how to reach them and the process of in-destination emergencies 
• Travel expenses – limits and how to file for reimbursement 
• Travel documentation – who to contact with questions 
• Advance booking timelines – when should they be booking for international travel? 
• Travel extensions – are these allowed and what are travelers expected to cover if they choose to extend their trip for leisure? 

By outlining all of this information in your policy, you’ll streamline the process for your finance teams, travel managers, and your travelers. And really, who doesn’t want to make travel a smoother experience? 

2. Corporate travel policy for business class travel 

Does your corporate travel program have different rules, limits, or allowances for different levels of seniority? Are some junior members expected to travel in economy class, while some executives are allowed to book in business class? 

If some certain exceptions and situations might allow for an employee to book business class, regardless of their position, you should include that in your policy as well. 

Making this as clear as possible will avoid an approvals nightmare down the road. 

3. Corporate meal allowance policy 

It’s great if you’ve already centralized most of your business travel expenses like flights, accommodation, transportation, and car rentals, but your people gotta eat! It’s super important to include a meal allowance policy that clearly outlines which meals (and how much) you’ll cover. 

Some of your team might be traveling with corporate credit cards, while others might need to be reimbursed. The guidelines and procedures for submitting expenses or asking for reimbursement need to be crystal clear! 

Make sure to outline if you have a corporate travel policy for alcohol, too! You don’t want murky policies when it comes to footing the bill for drinks. 

Some things to consider for your meal allowance and alcohol travel policy: 

• Which meals are covered and for how much? 
• Who is footing the bill for an alcoholic beverage with dinner? 
• If entertaining clients, what is the budget, and how flexible is it? 
• What is the process of submitting company card expenses? 
• What is the process for requesting reimbursement? 

Your team will always have questions about the policy on food and drinks, so make sure they can find the info easily and have a point of contact for whoever can offer more clarity. 

4. Executive travel policy 

We briefly touched on executive travel when we talked about traveling in business class, but there is certainly more to the top dogs traveling. 

Executive travel can be a touchy subject if there are more lenient policies in place than there is for less senior team members. Your executives also may need to know the guidelines in place for their own travel, so they don’t accidently go overboard, which could be an accounting nightmare! 

You’ll need to make sure you deliver a guide for approvals, procedures, booking deadlines, meals, accommodation, basically everything. 

Lay it all out. Make your policy as digestible as possible, and for a busy exec, consider bullet points and titles in bold so they can easily skim to the areas they need to know. 

5. Natural disaster or COVID-19 business travel policy  

We can all agree that COVID-19 caused business travel to come to a screeching halt. Across most industries, the pandemic impacted client relationships, the ability to gain new clients and caused budgets to get slashed pretty dramatically.  

While this was only one event, many businesses have begun to consider the “what-ifs” of their travel programs should another outbreak of COVID or something else happen. Crossing our fingers and toes doesn’t cut it, unfortunately. 

There is also the chance of their travel being impacted by a natural disaster. We’ve seen it before – earthquakes, tsunamis, volcano eruptions, hurricanes. Do you have a plan or policy to aid your team and guide them through the unthinkable? 

In 2022, we surveyed 120 employees across various industries and businesses. More than half, 51% of respondents said their companies didn’t provide resources or tips for safety on their trips. Duty of care isn’t something to put on the back burner, it’s your legal obligation to make sure your team is informed. 

So, what’s the solution, you ask? 

Working with a TMC gives you the backup you need if anything ever happens and you have people traveling abroad. At Corporate Traveler, our travel management software, Melon, is a central place to house your policy for quick and easy access. Plus, our travel experts can help you paint the big picture of what to do, who to call, and how to get your team home safely as quickly as possible. 

Is there anything missing from your travel policy? 

Let’s break it down. If you think of your policy like a sandwich, it should include: 

The bread and butter  

• Where and why: Are there any restrictions on who travels domestically or internationally? Or guidelines around reasons for travel? 
• When: Are there any restrictions on when business travel is a no-no, like during an auditing period or financial downturn? 
• How? How should travel arrangements be booked? Through your corporate travel booking software or with a preferred Travel Management Company (TMC)? How far in advance should domestic and international trips be booked? 
• Preferred suppliers: Do you have preferred partners for air travel, accommodation, ground transport or travel insurance? 
• Approvals: Who’s responsible for giving the green light on trips? 
• Show me the money: What’s the process for managing/submitting expenses, paying for travel and reimbursements? 
• Uh-oh: How will you prevent or deal with non-compliance to the travel policy? 
• Noise level: Getting loads of ‘noise’ and questions about things in your policy? This means it’s not clear and it’s time to review why and where the stumbling block is for travelers (or your finance team!) 

 The filling  

• Classy, baby: Who gets to fly business class, book 5-star properties or order UberLUX? And how does your business handle upgrades or airport lounge access for long-haul flights? 
• All work, some play: What are the conditions if someone wants to extend their business trip to take personal leave? Are you happy for them to enjoy a bleisure trip, and if so, who foots the bill and for what? 
• Loyalty: Are there any travel rewards or business loyalty programs that can be used during booking? 
• Spending money: Do your business travelers have a daily allowance for meals, snacks, and drinks? How much is it, what does it include – and what’s not covered? Can they order room service, drink from the mini-bar, or use the in-house laundry service? 

The not-so-secret sauce  

• Safety first: your policy should support air, accommodation and ground transport suppliers that have been safety and security vetted. Guidelines or information on travel insurance for work trips is also helpful. 
• Now what: What’s the plan of action in the case of Acts of God or Force Majeure events? Does your team know who to call for help? 
• What’s next: Who is responsible for updating and reviewing your travel policy, and how often? 

Corporate travel policy best practices

• Write for skim readers
• Guide travelers to the right resources
• Automate your policies
• Stipulate a timeframe for expense claims
• Be prepared for the unexpected

1. Write for skim readers  

One of the first steps towards writing a people-first travel policy is understanding how your travelers will read it. And the truth is…  

They probably won’t.   

Research has shown that  adults get distracted every 47 seconds . So if a business traveler is looking at your policy, they’re most likely just searching for a specific answer – and they want it fast. So what can you do?  

First, make sure the document is easy to navigate. That means including things like:   

• A table of contents  
• Visual elements to help guide the eye toward crucial information, like flow charts and tables  
• Clear headings and important details in bold  
• Bulleted lists (see what we did here?) 

And even though it’s a technical document, don’t make it sound like one. An effective travel policy should be clear, concise, and easily comprehended. So skip the long, complex sentence structures and technical jargon, and write in plain, simple English. It helps to pretend like you’re writing it so an eighth-grader can understand it.   

2. Guide travelers to the right resources  

Remember when we said travelers will only read your policy to find a solution for a specific need? Whether it’s a link, a phone number, or a step-by-step tutorial – a well-managed travel policy should provide them with the right resources.  

Instead of treating a travel policy as a list of rules, treat it like a resource sheet. Here are some key pieces of information travelers might need to pull up easily:  

Your approved online booking tool (and steps on how to use it)  

• QR codes to download your  mobile travel app   
• Preferred airlines, including class, budgets, and other limits  
• Permissible hotels, including guidelines on star-class and incidental expenses  
• Guidelines on ground transportation (trains, ride-sharing services, rental cars, and personal car usage)  
• How to get travel support  
• Travel insurance carrier  
• Clarification on the reimbursement process (more on this later)  

You can also include other factors specific to your company, but this should at least be the necessary groundwork to help employees make the right choices on their own.  

3. Automate your policies  

Let’s face it: even with the best communication efforts, there’s always a chance that an employee may violate policy, even unintentionally. So, what can you do?  

Build policy into booking.  

By building your travel policy into your travel management software, it becomes unavoidably embedded in the booking process, so even the most easily confused employees end up following by default.   

Automation tools can sound the alarm on out-of-policy bookings and even provide an audit trail. This can be especially helpful for employees who may struggle to remember procedures and policies, especially after big changes to your travel program.  

4. Stipulate a timeframe for expense claims  

No one wants to get stuck waiting on the money they’re owed – or worse – find out they’re not getting reimbursed for an expenditure they thought would be covered.  

Having a clear and well-defined expense claim process is critical in any travel policy. Employees need to know how to claim their travel expenses, how soon they need to submit an expense report, and when to expect reimbursement.   

The policy should also be clear about what expenses are and are not reimbursable, including any limits or exceptions. For example, if an employee needs to book a different seat class to  accommodate a disability , the policy should include the process for requesting and approving this expense.   

Plus, a submission deadline reduces cash flow issues and provides more accurate and complete expense data for that period (your finance team will thank you later).  

5. Be prepared for the unexpected  

As a company, you have a duty-of-care responsibility. When it comes to business trips, you need to be prepared for the unexpected. No matter how much effort you put into planning, there will always be a few hiccups along the way.   

For instance, lost luggage, canceled or delayed flights, and sudden weather or political emergencies in unfamiliar destinations could all leave your employee stranded.   

“Companies need to be prepared to plan for the particular, not just the universal. Every aspect of the travel program needs to be able to fit each of your travelers like a glove, from adaptable plans and experts on call, to technology that makes the journey seamless.” - Emese Graham, DE&I Manager @ FCTG  

Don’t let unexpected situations blindside you. Have processes in place to ensure travel safety and security. Make sure they know what to do, where to go, and who to get a hold of if something goes wrong. Taking a proactive and prepared approach to your policy can minimize the impact of emergencies and take care of your team’s well-being while they’re on the road.  

BONUS TIP: Update your policy regularly  

Here’s a free business travel policy best practice just for you! It isn’t just a “one and done” deal – it’s a living document.  

What’s that mean? As your company grows and travel conditions change, so should your travel policy. Revisit your expense policy at least once a year to keep it relevant and effective – and lead you towards new cost-saving solutions.    

Data is going to be your best friend here. Here are a few key factors you should look into when updating your travel policy:  

• Analyze travel spend patterns – are you throwing a lot of company money at certain suppliers? You might want to see if you can negotiate a new deal or find better rates elsewhere.  
• Identify areas of overspending or inefficiency – are employees accruing high parking or travel costs? See if you can get season tickets or other accommodations.  
• Evaluate the overall performance of your policy – are you still compliant with any new regulations that have come into play since the policy was established? How can traveler experience be improved?  

You may even want to consider enlisting the help of professionals, such as a travel management company with experience in expense management, to give advice on how to optimize your travel policy to better meet the needs of your employees and your business as a whole.   

Building a travel policy that's good for business and travelers and meets their needs is no small feat. But whether you're looking to retain your team, attract new talent, or make life a little easier for your travelers, investing in a well-designed travel policy is definitely worth the effort and great for company culture.  

By following these travel policy best practices and ensuring your policy meets all travelers' needs, you’ll be on your way to smoother, safer, and more enjoyable travel experiences for all.  

How to promote travel policy compliance  

Whether compliance is a big or small issue in your company, it takes a little bit of investigating to figure out why it’s an issue at all. 

Maybe your policy meets the needs of only a few of your team members. Maybe it’s too difficult to navigate your policy. Or maybe, your policy is written in legalese and makes your travelers vision blur before they go rogue and book how they want. 

It could be that your travelers prefer a bit of freedom in booking and would rather do it on their own. Or, maybe they have specific needs that aren’t being met by the options provided. 

Whatever their reasons, it’s your job to figure out why they aren’t following and what you can do to build better compliance. 

Here are a few tips to improve travel policy compliance: 

• Make your policy easy to navigate, understand, and find 
• Use an online booking tool (OBT) for travelers who prefer to self-book 
• Allow a bit of flexibility so travelers feel they have some autonomy 
•  Include a category for last-minute bookings so it doesn’t mess up your data 
• Understand your traveler needs and build an inclusive policy 

Read the full guide:

You've researched, gathered the necessary resources, and communicated your travel and expense (T&E) policy to your employees. But now, you're not so sure they're actually following it.  

Read the full guide:  How to Improve Corporate Travel Policy Compliance

When to review and update your travel policy 

If the last time you reviewed or upgraded your travel policy was more than a year ago, it’s outdated and needs a refresher. If your company is small and has low turnover, you could probably get away with making small tweaks and optimizations. 

But if you have a larger company with multiple departments and higher turnover, you probably need to do an overhaul and review it more regularly. We’re not saying you have to change it every time someone is hired or leaves the company, but making sure it’s relevant to the people who are there and are traveling matters! 

Corporate Traveler conducted a survey in 2022, which showed that 48% of respondents didn’t know if their company had resources for specific traveler profiles, while 41% said their company didn’t provide resources for specific traveler profiles. This really goes to show that there’s room for improvement in how policies are built to support their people and their businesses. 

A people-first travel program and policy have become necessary as the world grows and begins to understand neurodiversity, disabilities, and cultural differences. When we learn about our team members’ diverse needs, we can better understand how to support them when they venture abroad for our businesses. 

GUIDE: Download the How to design a people-first travel program guide 

We recommend policy reviews every 3-6 months, but at the minimum, once per year. 

Final thoughts 

Business travel is so unpredictable, as we’ve seen in recent years. There will always be circumstances you can’t avoid as a company, but making sure that you have the necessary checks and balances in place can help to make things just a little easier. If you have groups traveling, VIPS, or people heading to high-risk destinations, it’s important that your policy is relevant. 

Don’t forget that travel policies shouldn’t be written and forgotten about – these are living documents that must be regularly updated to make sure they best protect your people. 

Remember these best practices when writing your travel policy: 

• Keep it simple and make it pop with visuals, bullet points, and bold headings. 
• Answer any and every question possible – think of all the eventualities 
• Always put your people first 
• Implement a quick and simple approval process 
• Automate as much as you can 
• Use technology that’s supports your policy 
• Be flexible with due reason 
• Be clear about what’s not allowed 
• Update your travel policy at least once a year 
• Keep it somewhere easy to find  

And finally, it doesn’t hurt to have a couple of different formats. Consider a visual version and an extended version so the message is delivered best depending on the person reading. For some, it might be easier to digest one over the other. 

Looking for a policy review? We’d be happy to work with you. 

Let’s chat .

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How to Build Your Corporate Travel Safety Policy

After hitting a pause button several years ago, companies are back to sending employees on the road. According to the Global Business Travel Association, business travel will continue to spike in the years ahead, with growth between 5.8 and 6.9 percent through 2019.

Retailers are central to this surge in employee travel. As they look to become more nimble, many are focused on maximizing global sourcing opportunities, seeking new customers in emerging markets, and sending employees to comb the globe for the next jungle superfood or local fashion to turn into a trend on Brooklyn streets.

Of course, opportunity—as it often does—runs headlong into risk. More international assignments put more workers outside of the protective shield that companies try to place around their workforce via their corporate travel safety policy.

It’s tempting to let the prospect of capitalizing on the next hot global marketplace overwhelm security concerns. In a survey of clients, International SOS, a provider of medical and security assistance, found that of 3.5 million international trips taken by employees, 25 percent were to what the firm identifies as high- or extreme-risk destinations.

Companies aren’t blind to the security and safety risks of international travel. In a world where luxury hotels have become recognized terrorist targets, most organizations appreciate the importance of helping traveling workers stay safe. So why do companies struggle to make security central to their corporate travel safety policy?

The Coordination Challenge

Communicating with traveling employees, tracking their whereabouts, and extending help to them if necessary are important parts of an organization’s effort to protect employees from harm. However, a survey of 300 corporate security directors by Security Director’s Report ( SDR ) found that many international trips that employees take go without a security review. Without sufficient advanced notification of employees’ travel plans, threat assessment and logistical planning to support safe travel are impossible.

The SDR survey points to another difficult challenge: goal alignment. Employers may fail to meet their responsibilities for protecting traveling workers because responsibilities fall to different business areas and functions, which often have different objectives. Individuals with responsibilities often have such diverse roles as corporate security managers, risk managers, travel managers, medical directors, insurance managers, legal managers, heads of HR, global HR, and line managers.

Improving the security of traveling workers overall relies on the extent to which the different players fill the security aspects of their broader assignment. For example, a corporate travel manager may issue a request for proposal (RFP) to develop a preferred list of hotel properties, with the ultimate goal of improving efficiency and reducing the cost of travel. Within the RFP, hotel properties will be asked a range of questions on which their suitability will be judged, from services and amenities, available technology, rate proposal, to whether or not they will provide a traveler with free transportation to a new hotel if they are oversold.

Modernizing PoE Networks for Loss Prevention and Physical Security: Familiar vs. Right

A safety and security module will typically be part of this RFP, but the extent to which security criteria is examined in the selection of preferred properties can vary. A travel manager, whose primary objective is to please workers who want convenient and quality accommodations and heed management’s desire to trim expenses, may not let something like incomplete responses on safety issues interfere with property selection.

So what is the key? In a word, coordination. With the amount of corporate travel ramping up, security management might start by mapping out the security roles that different function areas are expected to play in the protection of traveling associates and ensuring that the responsibility for those roles are assigned to specific employees.

Security staff might also want to review how well information is being shared among departments. It can be helpful to use a comprehensive database that houses all travel-related information, including employee profiles, corporate and employee contact information, and risk intelligence information on travel destinations. Through a centralized data collection point, security, HR, and the corporate travel department can better coordinate their activities and responsibilities with respect to ensuring the safety of traveling employees.

Finally, security leaders might find it helpful to determine whether individuals who provide security advice to traveling employees are sufficiently informed and knowledgeable, and get them up to speed if they’re not.

Components Needed for Your Corporate Travel Safety {Policy

There are challenges beyond coordination to keeping a corporate travel safety policy operating effectively, including cost and management complacency.

In a presentation at the 2015 National Retail Federation (NRF) PROTECT loss prevention conference in Long Beach, CA, Scott McBride, vice president of loss prevention, safety, security, and emergency response for American Eagle, described how his company’s travel safety program has, over time, built out to include a complete compendium of traveler safety information.

A corporate travel safety policy typically includes the following items:

• Risk ratings for travel locations,
• A traveler tracking system,
• Pre-trip assessments, training, and awareness briefings,
• A travel safety website, and
• An emergency response plan in the event a traveling worker runs into trouble.

It should also define a process for examining employee travel itineraries, comparing them against the unique risks and availability of services in the destination region, and concluding if additional security steps need be taken before travel, such as specialized traveler education or equipping the employee with tracking technology.

But a travel safety program starts with a company travel policy, which McBride says to write with your duty of care in mind. To demonstrate a company’s due diligence, it should cover and include the following elements:

• A statement from management that employees’ personal safety is a primary concern of the organization and that it does not want business interests to put workers at undue risk.
• How the company will determine which destinations are unsafe for travel, such as prohibiting employees to travel to countries or regions the US State Department has declared as unsafe.
• Responsibilities related to business travel for both employees and those in charge of monitoring the safety of travel destinations.
• Special action employees should take if they are traveling to high-risk locations.
• The individuals who are responsible for the daily monitoring for notices about travel to high-risk countries to ensure the safety of employees during their travel out of the country.
• Procedures for communicating warnings to employees and for locating and communicating with employees in a crisis event.
• Actions employees must take before departure, such as leaving their supervisors with a detailed itinerary, flight information, destination contact information, contact numbers, and updated emergency contact information.

As he built off the corporate travel safety policy in his company’s program, McBride said his team realized that ancillary policies are also important part. Data security , for example, has become an integral part of minimizing a company’s risk with respect to workers traveling abroad.

Some of the ancillary policies his team identified included the following:

• Travel Code of Conduct.“We have a travel code of conduct policy in addition to an ethics policy,” McBride explained. More than just keeping workers in line, American Eagle strives to provide traveling workers with information that will prevent them from unwittingly getting into sticky situations, which can result when local laws or customs differ from the United States, such as on the treatment of homosexuality or alcohol consumption. “What about people living in a hotel overseas for two months? What are the acceptable behaviors? You need to spell those out in a policy so you have evidence you told people about them,” McBride warned.
• Foreign Ground Transportation Policy. “With us, you’re not permitted to rent a car if you can’t read the language,” said McBride.
• Foreign Corrupt Practices Policy.Traveling workers need to be aware of actions they might take—to smooth out a travel snafu, for example—that could violate the FCPA.

McBride and other security pros SDR interviewed offered additional tips for enhancing the value of a travel safety program—without breaking the bank. Review the expert advice by reading the full article, “ Keeping International Travelers Safe .”

This article was excerpted from “ Keeping International Travelers Safe ,” which was originally published in 2015. This post was updated May 29, 2018.

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How to write an effective corporate travel policy

Everything you need to do business travel right.

Writing an effective corporate travel policy

There’s a lot to consider when arranging business travel, so it makes sense to have a robust corporate travel policy in place. Setting out all the relevant procedures will help keep your employees safe while working to reduce your business’s travel spend. Some of the key steps to creating your ideal company travel policy include:

• Defining your objectives. These could include keeping costs down, ensuring employees are safe and comfortable and helping them make decisions on their travel.
• Ensuring your travel policy reflects travelers’ needs. Consider the most common destinations for your business travelers and the best way to get to them, are there specific needs or considerations related to your company’s activities?
• Giving your employees options. Everyone likes to have a choice, so try to give your employees a selection of hotels or airlines. You can keep costs down by capping the hotel star rating or class of airline ticket.
• Setting clear guidelines for all aspects of travel and more. Your travel policy needs to be all-encompassing so it leaves no room for doubt – that includes everything from airline booking rules to the policy on areas such as additional expenses and the acceptance of gifts.
• Making sure everyone knows what the travel policy is. All relevant documents need to be readily available to everyone within your company whether via the intranet or a travel platform. The policy needs to be clearly communicated to all, including line managers so they can enforce it.

Corporate travel policy best practices

When writing a corporate travel policy document, one size doesn’t fit all. You should start by thinking about the nature of your organization – is it pretty strict or relaxed? Make sure your travel policy follows the same tone.

Highlight how important it is that your employees read the document, not least for their own safety, and clarify what they need to do in an emergency situation, as well as who they’d need to contact.

Other information you should include is how business travelers should get to and from airports, and to what extent they’re permitted to combine their business travel with their own leisure.

Empower your employees by giving them a choice of hotels while capping the star rating or cost per room. Impress upon them the fact that complying with your travel policy will ensure the smooth and easy reimbursement of additional expenses. Finally, keep reviewing your corporate travel policy. Flexibility is key, and your travel policy and procedures should be open to the changing requirements of your employees and your business.

Remind your senior leaders that this is for them as well as business travelers –if everyone follows the policy it will help your company offer more effective support to its strategic partners, as well as allow better management of its expenses budget.

What to include in your corporate travel policy

There are many aspects of business travel to consider before writing your corporate travel policy. While your policy should reflect the unique needs of your business and employees, you’ll need to establish policies for these fundamental areas:

• Airline, rail, hotel and rental car reservations.
• The use of other transportation, such as taxi cabs.
• Rules for on-site spending, including meals, entertainment and phone calls.
• Security relating to travel – both in terms of personal safety and work materials.
• The rules around gifts and favors that may be bought or received during business travel.
• The approval process that employees and managers need to follow.
• The system for the payment of any expenses incurred during travel.

Laying out your travel expense policy

Establishing a clear and fair expenses policy is vital to the health of your business – poor management of travel expenses costs your business money. Here’s how we’d recommend your policy approaches a range of key expenses:

Additional travel State that travel costs will cover the purposes of business travel only – whether to events, meetings or training – and that non-business or leisure travel comes out of the employee’s pocket. You should also encourage business travelers to use the most cost-effective mode of transport, taking expected journey time into account. Accommodation Empower your business travelers by giving them control over their own spending – capping their budgets by hotel star rating or amount per room. You could provide average room rates in each location, and ask them to stay within that range. Specify that standard rooms should be the required room type, and clearly outline whether your business will cover minibar charges, Wi-Fi costs, etc. Meals Depending on your company culture, you can be as explicit as you like with your meal policy. Many companies find it easier to offer a daily allowance that covers breakfast, lunch and dinner, but your policy should include a statement about alcoholic beverages – usually to clarify that they will be at the employee’s cost, unless they’re with a client. Tips Many corporate travel policies cover tips to 20 percent, but only when it’s already been included in the bill as a service charge. If a business traveler decides to add a tip for anything else it should be out of their own pocket, or at a manager’s discretion. Entertainment Entertainment can cover eating, drinking or any other hospitality. The most effective way to manage entertainment expenses is by setting a limit or range, and advising that managerial approval will be required for any reimbursement above and beyond this amount.

How to forecast your budget

Using data on traveler behavior and previous expenses is key to setting intelligent forecasts for your annual expenses budget. Different employees will travel in different ways, to different locations, and at different frequencies. However, having data on the average flight cost per mile, as well as the nightly hotel, average meal and ground transportation costs, will mean you can accurately predict and anticipate your expenses budget for the year ahead.

Setting expense limits

For the most part, business travelers want to do what’s right for their company – and many companies find that giving employees control over their own spend can actually reduce overspending. Find a happy middle ground by giving employees control while setting key limits.

For example, meal expenses can be set as an overall allowance per day, giving the employee the choice of how much to spend individually on breakfast, lunch and dinner.

When it comes to booking accommodation, give employees the choice of a standard room in any hotel of a certain star rating or a maximum price per night.

For ground transportation, a corporate travel policy should clearly advise employees to choose the most cost-effective method considering the journey time. Most business travelers will accept being restricted to flying economy on short-haul trips.

Handling expense claims

It’s important that business travelers have a clearly defined method of claiming back their expenses. Ask them to fill out an expense report for the date, amount, category, location and business purpose of their claim – and decide whether you’d like them to file receipts for all their expenses, or just ones that exceed a certain amount.

Give your employees a time frame for submitting expenses – this will help your business maintain a stable and accurate cash flow. Similarly, let them know when they can expect money to be credited back into their accounts. Depending on the amount spent, it might be a good idea to clarify who will approve their expenses in each case.

Setting up your guidelines and procedures

There is no one, uniform corporate travel policy. If your policy doesn’t fit with the nature of your organization, it’s unlikely to ever meet the expectations of your stakeholders. Fundamentally, your travel policy and procedures must be adapted to your business’s culture, and be flexible around the needs of your employees, industry and economy. They also need to be widely circulated and understood.

Your guidelines and procedures will help your business travelers make decisions within the framework of your corporate travel policy. They should include procedures for all bookings – after all, it’s important that employees are clear on what is expected of them at every point of their business trip.

It might also be necessary to include a section about the consequences of not following the set guidelines and procedures.

Considering safety and security procedures

The safety, security and well-being of employees must be at the heart of every corporate travel policy. While they’re engaged in business travel, your employees are your responsibility, so it’s crucial your policy has procedures in place that can ably respond to personal risk, severe weather or political unrest in a foreign country.

Highlight how important it is that your employees read your corporate travel policy document for their own safety, and clarify what they need to do in an emergency situation and who to contact. If your employees are regularly flying out to high-risk countries, organize additional travel safety and security training. We work closely with International SOS to offer enhanced medical and security assistance, and keep your employees safe on the road.

Take a look at how else we’ll support your employees at every stage of their journey.

Delivering the travel policy to employees

Once you’ve written your corporate travel policy, you need to make sure your employees read and understand it. Whether you choose to deliver the policy in a printed document, via intranet or in an email, there are some general ways to make sure it’s communicated as effectively as possible.

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20 Business Travel Safety Tips and Guidelines for Employees

Traveling for business introduces a host of problems. Following these business travel security tips will lead you in the right direction.

Benefits of a Business Travel Safety Plan

20 business travel safety tips.

• Preparation Is the Key to Safety and Security

Business travel is a large part of many corporate jobs today—but how should businesses go about protecting their employees when emergencies happen away from the home office? Worryingly, the Global Business Travel Association found that 46% of those who travel for work don’t have a corporate travel safety plan in hand.

Safety culture might begin in the office—but it must also include employees who travel domestically and internationally. Would you want to be one of the 22% of business travelers who haven’t been told who to contact if they have an emergency abroad? Accidents, illnesses, pickpocketing, and getting caught in extreme weather events can happen on any business trip. Committing to employee well-being should include travel safety guidelines for employees that help them stay safe while performing their job—wherever in the world it may take them.

In this article, we’ll explore why every company needs a corporate travel safety plan and share 20 essential business travel safety tips that will help keep employees safe while traveling .

Download Our Business Travel Safety Template

Pandemic business travel trends.

In 2019, U.S. travelers took 464 million domestic business trips. During the COVID-19 pandemic in 2020, this figure dropped to 185 million. By 2024, researchers estimate domestic business travel will be almost back to pre-pandemic levels, at 457 million.

International travel followed a similar pattern. In 2019, there were 5.6 million business visitors to the U.S., and by 2020, this number dropped to 1.2 million . Again, these figures are expected to slowly climb back to pre-pandemic levels.

As business travel slowly returns to pre-pandemic levels, companies have a duty of care to provide their employees with the necessary tools and resources for a safe and successful trip. Whether you’re integrating business travel security into an existing safety policy or creating a separate document, preparing for secure travel comes with many benefits.

Enhancing safety

Business travelers are exposed to a huge variety of risks. These risks can be related to civil unrest, weather events, or terrorist incidents, to name a few possibilities. A corporate travel safety plan can provide your employees with the information they need if they’re affected by one of these alerts.

Increasing employee trust and retention

Many employees enjoy traveling for business, with 85% of those traveling for work saying they look for this benefit when considering new job opportunities. Business travel can help boost professional development, provide job fulfillment, and help employees perform better at their jobs. But only when it’s done right. A negative experience due to a poorly planned or unsafe trip can impact an employee’s opinion of their overall role.

Saving time and money

Business travel can lead to higher profits and revenue , but only if it is done safely and with the proper preparation. Employees who haven’t been properly prepared to travel safely are more likely to encounter complications that cost significant additional resources for the company, monetary and otherwise.

Even the largest multinational corporations can improve how they prepare for the hazards of business travel. International SOS recently provided support to a business traveler who had to undergo hospitalization for additional COVID-19 tests when traveling to Vietnam for business. Complicating matters, the employee was unsure how to go about obtaining discharge paperwork and what he needed to do while waiting for approval to catch his return flight. Not only do situations like this one incur business costs, but they can also take a significant toll on the individuals involved.

Building a culture of safety

Showing your employees that you’re invested in keeping them free from danger from the moment they leave home to the moment they return builds a culture of safety in your business. With safety ingrained in your company culture, employees know they are empowered to practice safety, which means they are more likely to make safer choices when working away from the office.

Additionally, you are empowered to make safe choices for your staff. You can fully consider the safest way to incorporate business travel and know your employees will trust your decision. Additionally, you can ask for their input when developing your business travel safety plan to show you’re committed to your safety culture.

Now that we’ve covered the rationale and benefits of developing a work travel safety and security policy, it’s time to consider exactly what you’ll need to include in your own safety plan. Our business travel safety tips below are designed to help you take action with confidence to protect your employees.

1. Develop a corporate travel safety policy

It’s always better to be proactive rather than reactive—and a business travel safety and security policy is one of the best ways to fulfill your duty of care to employees while they’re traveling. This document should include all training, procedures, and resources required for your business to keep employees safe.

2. Prioritize health and safety

In the global threat landscape, both predicable and unpredictable risks emerge, and travelers are particularly vulnerable. Your corporate travel safety policy should place employees’ health and safety front and center—with business priorities taking a back seat. It is your duty to care for employees no matter where they may be working, and traveling employees adopt a higher level of risk, which calls for an equal expansion of support and protection. Only when your people are safe and secure can they fulfill their own responsibilities to the business.

3. Secure buy-in

Consult key stakeholders, particularly those responsible for travel risk management , about your plans for business travel. They can help support your team members while they’re abroad or bolster your safety planning with their perspective and expertise.

4. Delegate responsibilities

As with any policy creation, assigning specific roles is best to ensure accountability and thoroughness. Travel safety can be a big undertaking depending on the destination and nature of the trip, so having a team to back you up will make complicated operations run more smoothly. Your plan should specify who is responsible for which tasks to ensure everything is taken care of.

5. Conduct a risk assessment

Business travelers face a wide range of threats and impediments, including but not limited to

• Travel disruptions
• Crime and terrorism
• Political or social unrest
• New travel laws
• Disease outbreaks and health emergencies
• Extreme weather
• Natural disasters

Companies need to actively monitor an employee’s travel destination before a business trip to gain a clear understanding of whether there are any active or potential threats in that area. A formal threat assessment calls on stakeholders to analyze potential travel risks and determine whether preventive measures are necessary—or whether to avoid specific high-risk travel plans altogether. Travel safety maps are another useful way to visualize the threats affecting different locations, and utilizing a threat intelligence system with threat history can give you an idea of previous incidents in an area.

6. Ready your team for anything

The all-hazards approach can be a valuable framework to follow when designing standard practices for employee travel. While you don’t need to obsessively catalog every potential detail and create a corresponding solution (although you should do so for likely or high-impact events), you can cultivate the capacity, resources, and security measures to react to anything at any time.

7. Create an essential travel safety checklist

Corporate travel safety policies will likely vary from company to company and trip to trip, but there are a few things to consider every time an employee travels:

• Pre-trip planning
• What to pack (safety-related)
• Travel documents
• COVID safety
• How to find emergency services or healthcare
• Ground transportation safety (e.g., car rental or public transport guidelines)
• Communication protocols

8. Maintain a living document

Once you create your corporate travel security policy, review and update it regularly—at least once per year. Communicate any changes to your employees, and offer training refreshers. Without the most up-to-date plans, your employees may be ill-equipped to make the best safety choices before and during their trips.

9. Provide safety training for traveling employees

Safety training can help employees gain situational intelligence and know how best to react to threats, from natural disasters to political instability or terrorism. If something goes wrong, you won’t be there in person to help support your people. By training your team ahead of time and offering essential safe-travel advice, they will be ready to react to common threats and stay as safe as possible. In particular, situational awareness training can help people stay sharp even in unfamiliar environments and situations.

10. Research and respect local customs

Many travelers remark on “culture shock” when immersed in a new place. Sometimes, visitors can transgress cultural boundaries without even knowing it. Provide education on local customs to help prepare your people and reduce any social friction they might encounter on their trip.

11. Train to avoid violent incidents

Many business trips are perfectly peaceful, but violence is a potential threat that calls for advance planning, employee training, and threat monitoring of all locations your employees may visit. In 2017, 53% of business travelers were impacted by terrorism. While these risks may be difficult to imagine, it’s important to feel entirely confident in your preparedness efforts around potential violent incidents. Practicing drills with crisis simulation exercises can help your employees know how to react and stay aware of the risks if they find themselves in a dangerous situation.

12. Be mindful of individuals’ varying risks

Keep in mind which of your employees might be at greater risk while traveling. For example, 83% of female business travelers have safety concerns. Any business travel safety training should also include specific guidance and resources to address or report issues that may predominately affect marginalized groups, like assault, hate crimes, kidnapping, or sexual harassment. It is especially important to keep a record of travelers’ itineraries in these cases to help them as soon as possible if anything goes wrong.

13. Educate travelers on insurance coverage

If your company has a business travel insurance policy, ensure employees understand what it covers and how to use it in an emergency. For example, many policies cover expenses related to medical emergencies, trip cancellations or interruptions, medical evacuations, and lost valuables. If your traveling team members don’t know about that support, they might not use it and put themselves or their work at risk.

14. Establish a reporting process

Providing employees with a method for reporting issues will lead to a better overall travel experience. Despite your best efforts, the world of travel is chaotic, and your plans may fall through. Stay in communication with agents managing travel plans to learn of canceled flights, double-booked accommodations, and other snags as soon as possible so you and your team can remedy them and keep your traveling workforce on track.

15. Observe repeat travel spots between visits

Even after your employees return from a travel location, it’s a good idea to continue monitoring the area. This will give you a firmer idea of the local threat landscape and the frequency and severity of common risks. This is especially important if your employees travel to this area frequently, such as to visit a partner or client’s office.

16. Invest in quality communication software

The right tools can go a long way to ensuring your employees stay safe, and this is especially true of communication for business travel. Your emergency communication tool should include a combination of the following capabilities and characteristics:

• Intuitive interface: Send and receive alerts with ease
• Two-way messaging: Allow users to reply with status updates
• Multichannel notifications: Use different channels such as text message, phone call, email, or WhatsApp , to communicate
• Wellness checks: Quickly survey employees to see if they’re safe or need assistance
• Reduced delivery time: Use pre-built notification templates for different scenarios when seconds count
• Centralized information: Create event pages to provide one source for all updated information related to a specific event
• Availability: Access via mobile devices as incidents can occur at any time

PRO TIP : Use our Buyer’s Checklist to help you determine what kind of emergency communication system your organization needs.

17. Maintain an up-to-date database of employee contact information

No matter how robust your communication technology and processes are, if you don’t have the right info, all of your thoughtful notifications won’t reach the people who need them. Common solutions include self-service information updating in HRIS systems or company directories. You need a communication system that syncs contact info with those existing records so you don’t have to worry about an employee missing important information because their phone number is out-of-date.

18. Deploy threat intelligence and monitoring tools

Leading up to and during an employee’s business trip, the more you know about potential threats, the better you’ll be able to ensure their safety and security. A threat intelligence system is critical for keeping track of threats where your employees are traveling, as well as at home. Reliable threat monitoring tools can help you protect your employees during their trip by tapping into thousands of data sources to intelligently track and monitor threats in real time. These tools also take into account threat history to help you form a clearer picture of what’s happening where.

19. Engage with intelligence analysts

Keeping track of every emerging threat can be an enormous task, especially for small in-house teams. Luckily, high-quality threat intelligence services include live professional analysts who help you sift through the firehose of information and isolate only the most relevant. Some solutions, such as AlertMedia’s, even allow you to chat directly with an analyst to fine-tune your awareness.

20. Increase visibility with location data

If your employees deviate from the plan, willingly or not, you’ll be aware only if they take the time to notify you. By equipping employees with location-tracking technology or apps like GPS-enabled employee communication software , you eliminate the guesswork. This form of tracking should be voluntary to avoid unnecessary surveillance, but employees in certain situations might feel more comfortable if they know their location is being shared with those who are looking out for them.

Preparation Is the Key to Business Travel Safety and Security

A detailed corporate travel security plan is a must in today’s threat landscape. With business travelers exposed to a wide variety of risks—it’s vital for companies to create a culture of safety that extends to employees’ diverse destinations so they can stay safe and perform at their best.

Your travel safety guidelines for employees should not be a static document. Consistently reassess relevant threats and update the plan to account for changes to your travel program or policies. It’s vital to account for all hazards and make sure your employees have the latest information about how to respond. Use the tips and tools we’ve covered to help keep your business running—and give your employees peace of mind .

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Destinations unknown: how to create travel and transport policies that balance safety and flexibility.

By Melanie Lockwood Herman

If you haven’t updated your travel and transportation policies lately, they may be out of sync with your current reality. This article explores a pragmatic approach to creating new or updated travel and transport policies that will help you get out in the community where your mission comes to life.

Make Traveler and Community Safety Top of Mind

Three years of managing through a global pandemic reminded nonprofit leaders that personal safety is key to mission success. In the pre-pandemic era, many nonprofit travel policies focused on the twin pillars of cost and compliance. Such policies reminded employees to always choose the most economical mode of travel, while imposing strict requirements for use of organization credit cards and completion of expense reimbursement forms.

While cost and compliance remain valid considerations, in today’s new reality, safe travel practices should headline travel communications. Staff whose travel choices put cost ahead of safety cannot be effective mission ambassadors. Remember that negative experiences leave a deeper imprint than positive ones. You’re more likely to remember the one time an airline lost your suitcase than the dozens of times your bag arrived safely. One business traveler we spoke with for this story explains: “We were required to stay in a dumpy hotel to save a few bucks; next time I’m asked to travel, I’m going to find an excuse not to. It was impossible to sleep with the noise happening in the rooms on either side of mine.”

Heather Chadwick, Director of Risk & Policy at Teach For America (TFA), told me that TFA now prohibits staff from using “any home-sharing services (Airbnb, VRBO, HomeAway, etc.) for lodging, since laws for such services vary for each state and these services may create greater safety, security and harassment risks compared to hotels offered through our centralized travel booking site. We are aware that home-sharing can sometimes be more economical, but we do not allow exceptions because of our concern for the safety of the TFA team.” TFA also keeps safety top-of-mind for vehicle rentals. Heather reports that TFA staff may “not use any peer-to-peer car rental services (Getaround, Turo, Maven, etc.) for transportation since laws for these services vary for each state and these services may create greater safety or security risks.”

Tip: When you read your travel and travel reimbursement policies, does your commitment to safe travel leap off the page? Or is it buried in dense narrative about submitting timely expense reports and getting advance approval before booking trips?

Provide Important Information in an Accessible Format

A common experience for frequent travelers is landing in a distant city and struggling to remember the name and address of your destination. I’ve taken a few trips where I wound up sitting in the baggage claim area to recharge my phone so I could look up the name and address of my hotel. To avoid that scenario, I write down that important info on a small piece of paper and keep it tucked in a pocket. Working outlets on a plane are nice, but not always available!

A colleague I consulted about this topic told me that at his company they have taken that small piece of paper one step further: they provide a handy, business-sized card to all travelers. The card lists the services and points of contact the traveler might need in an emergency. The company also requires that travelers post their full itineraries on calendars available to the team.

Tip: Before printing up handy cards for travelers, ask your team what numbers, services, providers, web addresses and other information they would find most valuable on a small, printed card. Set a reminder to review the printed cards at least twice annually to make sure they remain up-to-date. With a plethora of providers offering low-cost printing for business cards, the small expense to create a travel safety card will pay off the first time a traveler relies on the information. And the peace of mind a printed card offers is priceless.

Revisit Dollar Limits and Per Diems

While a growing number of nonprofits simply ask travelers to use discretion and judgment in booking reasonably priced accommodations, others continue to use per diem rates. If you’ve been part of the wave of people traveling for pleasure and business after three years of staying close to home, you’ve probably noticed that travel costs are much higher this year. According to NerdWallet, “…the overall cost of travel is up 16% compared with May 2019…” although airfare ticked downward in 2023 after hitting record levels in mid-2022.

One of my colleagues in the insurance industry told me his company has increased per diem amounts for all travel categories across the board, and has set separate per diem rates for each meal of the day and by type of location. The company’s policies don’t have city-specific rates, but rates are higher for major metropolitan areas. The Federal government’s FY 2023 per diem rate for lodging is incredibly low at $98, but 316 non-standard areas in the US have higher per diem rates. And the Federal Travel Regulation allows for actual reimbursement when the per diem rate is insufficient.

Another colleague, who leads operations for an international nonprofit, told me her organization has changed its travel policies to permit staff to book refundable fares and provide a per diem of 100% of meals and incidentals expense, instead of the prior practice of providing 50 or 75%. She added that the nonprofit is now more generous in covering airplane seat upgrades, day rooms for long layovers, and contributing to lounge memberships.

Tip: If you have chosen the dollar limit or per diem route, consider whether you’re requiring travelers to spend endless hours (time = money) finding safe, suitable accommodations instead of focusing their attention on your mission and their critical work tasks.

Ask, Don’t Assume, That Staff Are Available to Travel

One senior nonprofit leader I interviewed for this article told me that “A trend we’re seeing is an overall decrease in some employees’ desire to travel for work, or for as long or often.” If you’re a member of the Gen X or Baby Boomer generation, you may recall a time when you were told, not asked, about an upcoming business trip. And that was long before business travel expectations were added to position descriptions!

Keep in mind that a staff member’s availability and interest in travel will likely change during the course of their employment at your nonprofit. Following an intense period of caring for an elderly parent or after the kids have finally left the nest, a team member may be eager to resume travel. Check in with team members regularly to inquire about availability to travel; don’t assume the employee’s preference last year remains true today.

Tip: If a high-performing employee tells you they are unable to travel outside the area, refrain from questions that simply satisfy your curiosity about why. Accept the employee at their word, encourage them to reach out if that preference changes, and ask if it would be ok to revisit the topic in a year’s time.

You Can’t Go Back: Recognize the Staying Power of Remote Work

Heather Chadwick shared that Teach For America’s business travel practices have changed significantly in recent years, but while business travel has increased some, she doesn’t expect it will ever return to pre-pandemic levels. She adds, “We continue to balance budget constraints with org-wide needs and we recognize the impact that in-person work can have so we are trying to be intentional about when in-person work happens.”

Tip: Convene your team to talk about remote versus in-person meetings. What circumstances truly warrant the inconvenience and cost associated with business travel? At NRMC we believe site visits for Risk Assessments are very helpful when the mission of the nonprofit includes delivering diverse programs from multiple facilities. If a client’s team mostly works remotely, we conduct the entire Risk Assessment without ever getting on an airplane or on the road.

Be Proactive: Just Because It Hasn’t Happened Doesn’t Mean It Can’t or Won’t

A senior risk leader from an international nonprofit told me that “From supervision, and housing policies and protocols, to insurance coverage (travel-related, medical, repatriation, etc.), travel crisis communications plans, medical/health considerations/assessment, to general travel safety provisions, we take proactive steps to help ensure the health and safety of everyone who travels under our auspices.”

Being proactive and prepared are key to building organizational resilience. No nonprofit mission can afford to be stalled or waylaid because of an incident leaders believed could never happen. Advance preparation to equip travelers with tools and a safety mindset will reduce the likelihood of mishaps, and ensure that travelers know what to do and who to call if something does happen.

If you’re relying on providers that offer emergency assistance, seek assurances that those services will be available when you and your travelers need them. One senior nonprofit leader told me her organization has grown concerned about the performance of emergency evacuation providers who may be overtaxed and unable to live up to their promise of immediate and potentially life-saving services.

Tip: Risk readiness requires thinking of disruptive events and circumstances that have never happened. Invite your team to brainstorm potentially disruptive events that could impact staff travel. Ask: what can we do now to ensure resilience should that ‘what if’ event occur?

It’s a New Day: Refresh Your Travel and Transportation Policies

Each of the people I reached out to for this article offered insights into some of the most relevant trends and developments that will guide future decisions about staff travel as well as valuable recommendations to colleagues updating travel policies. These insights and recommendations included:

• “Approach your policies in a way that addresses business needs and realities, yet leaves room to reasonably accommodate, when possible, the increased overall travel health and safety concerns and needs some individuals may have coming out of the pandemic.”
• “Communicate, don’t assume! If you don’t have a travel policy, develop one.”
• “The most important thing we did was to emphasize that staff are not required to travel if they are uncomfortable traveling—no questions asked. While we emphasized it initially due to different tolerances/circumstances with the pandemic, we are also referring to it in other contexts, such as in connection with travel to countries with anti-LGBTQ laws.”
• “Make sure you’re looking at your policies through an equity lens. For example, our organization has added additional benefits for parents with small children.”

With respect to policies concerning the transport of clients and participants, remember to:

• Ensure all drivers have been screened and deemed eligible to drive on your behalf.
• Institute checks to verify that vehicles your nonprofit owns are properly maintained and checked to ensure safety features are working as intended; these checks should be more frequent than the safety inspections required by your state.
• Properly train drivers and require them to sign a pledge agreeing to safe driving practices.
• Carefully review telematic devices and other tech tools available from your automobile insurer, and use those that have more advantages than disadvantages for your nonprofit.
• Regularly review accident and incident reports to identify root causes and follow-up items.

In the Disney/Pixar film “Up,” the globetrotting, profound Charles F. Muntz says, “Adventure is out there.” When I’m asked how I cope with the drudgery of business travel, I sometimes reply: “I love traveling because that’s where the people are!” Personally, every flight delay or cancellation, every disappointing hotel stay, and every moment of utter exhaustion has been well worth it. Without traveling to the places where nonprofits serve people and communities, my appreciation for the incredible work and impact of our sector would be a teeny fraction of the vast whole.

An up-to-date travel policy grounded in simple safety messages should be a resource, not a burden, to staff who travel to support your mission. And a practical, clearly-written transportation policy should inspire pride among those who drive on your behalf. You owe it to your mission and your traveling ambassadors and passengers to right-size and streamline these polices without delay. The world around you is waiting: are you ready?

Melanie Lockwood Herman is Executive Director of the Nonprofit Risk Management Center. She has always loved to travel, and is grateful anytime an airline delays takeoff to address maintenance and mechanical issues. Whenever possible, she sits in the window seat of the exit row. She welcomes your questions about any topic in this article or your tips for finding low-cost, last minute trips anywhere, at [email protected] or 703-777-3504.

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Blog / Business Travel / How to Create a Corporate Travel Policy & Implement it Correctly

Business Travel

How to create a corporate travel policy & implement it correctly.

A strong corporate travel policy is the unsung hero in business travel.

A corporate travel policy is a company’s comprehensive set of guidelines to manage business travel. It covers travel costs, meal expenses, business travel accommodation , and ground transportation. The primary goal is to streamline travel arrangements, control expenses, and ensure employee safety during business trips. A well-defined corporate travel policy benefits both employees and the organization by providing clear guidelines on travel expenses, booking processes, and reimbursement procedures.

Business travel managers play a pivotal role in implementing these travel policies — they ensure compliance with the company’s travel policy, manage costs effectively, and oversee the entire travel program. It is a nuanced role that involves negotiating with preferred suppliers, handling emergencies, and keeping abreast of cultural differences in various locations. But, following a few tips can make a big difference in supporting company culture and ensuring business travelers' safety, productivity, and comfort.

Why Having a Corporate Travel Policy is Essential

A corporate travel policy is essential for all types of business travel for several reasons. Firstly, it sets clear guidelines for employees, detailing what is covered under travel expenses and helping them select air travel, a rental car, and hotel accommodations. This clarity helps manage corporate travel more efficiently and prevents confusion regarding expense claims.

For the organization, a corporate travel policy helps control costs and ensures that employees use company money judiciously. It also facilitates compliance with a finance team and other documentation requirements, like submitting expenses within a set time frame or adhering to daily allowances. Additionally, such policies are crucial for managing risks associated with business travel. The approach keeps employees safe during their travels by defining travel insurance requirements, emergency contacts, and procedures for different situations.

A corporate travel policy is much more than a document — it’s a crucial tool for managing business travel effectively, keeping employees safe, and controlling travel-related expenses. 

Benefits for Your Company

The 2023 Corporate Travel Study from Deloitte Insights found that about half of respondents report that employees’ expectations of luxury services and the need for flexible or last-minute bookings are pushing costs up in 2023. Implementing a corporate travel policy helps manage and control travel costs effectively. It ensures employees follow set guidelines for expenses like air travel, accommodation, and ground transportation, leading to significant savings. Here are more of the benefits that a travel policy provides:

• Risk Management: A well-defined travel policy includes corporate travel risk management software , which minimizes risks associated with business trips and keeps company assets safe.
• Policy Compliance: A corporate travel policy improves compliance with internal and external company rules, reducing the likelihood of legal or financial issues and points travelers to certain suppliers.
• Streamlined Processes: Clear travel policies streamline the booking process, expense reporting, and reimbursement process, making managing corporate travel more efficient.
• Employee Safety: Ensures employee safety during travel through guidelines on travel insurance, emergency contacts, and medical expenses.
• Enhanced Travel Program Management: Allows travel managers to work closely with preferred suppliers, negotiate better rates, and manage the overall travel program more effectively.
• Consistency Across Locations: Ensures consistency in travel arrangements and policies across different locations, fostering a unified company culture.
• Data and Reporting: Facilitates accurate tracking and reporting of travel expenses, helping the finance team budget and forecast.

Benefits for Your Employees

With a well-defined travel policy, employees understand what expenses are covered, such as business class flights, rental cars, and meal expenses, leading to fewer misunderstandings and disputes. Employees can make travel arrangements within the policy framework, offering them a sense of autonomy. Business travel has many benefits, from professional development and entertaining clients to cultural exposure, and a fair and well-managed travel policy opens the door to all of these opportunities, increasing employee loyalty and reflecting the company’s commitment to their well-being.

The travel policy also includes provisions for comfortable travel arrangements, like corporate housing , and accounts for their safety with emergency contacts and travel insurance provisions ensuring their safety and peace of mind while traveling.

Key Elements of a Thorough Corporate Travel Policy

Incorporating these elements into your corporate travel policy will clarify the travel process and business purpose and ensure compliance and efficiency in managing business travel. By addressing these key areas, businesses can create a travel policy that meets their specific needs and objectives while keeping their employees informed and prepared for their business trips.

A Clearly Defined Purpose Statement 

The purpose statement establishes the overall objectives and goals of the corporate travel policy. It communicates the company’s approach towards business travel. This statement is a reference point for all policy decisions, ensuring they align with the company’s values and travel objectives.

• To ensure safe, cost-effective, and efficient travel arrangements for all employees.
• To align travel practices with the company’s ethical standards and sustainability goals.
• To provide clear guidelines on allowable expenses and travel procedures.

Process For Gaining Permissions & Booking Trips

The travel policy outlines employees' steps to approve their business trips, ensuring transparency and consistency in the decision-making process. It provides specific directives on how far in advance employees should book their trips, what booking tools to use, and the preferred suppliers.

• Employees must submit travel requests via the company’s booking tool at least two weeks in advance.
• Approval from direct supervisors and the travel manager is required for all international travel.
• Use of preferred suppliers for booking flights, accommodations, and ground transportation

Accommodation Booking Guidelines 

The travel policy establishes what procedures to follow when booking accommodations for business travel, including the use of preferred suppliers, a booking window that falls at least two weeks in advance to secure the best rates and availability, and adherence within the allocated budget for accommodation, considering factors like location, safety, and amenities.

• Use the company’s booking tool for all hotel reservations.
• Choose corporate housing options that meet the company’s safety and quality standards.
• Prioritize accommodations that offer essential amenities for business travelers.

Use of Alternative Transportation

The Deloitte study found that four in 10 European companies and a third of US companies say they need to reduce travel per employee by more than 20% to meet their 2030 sustainability targets. But it doesn't have to be that way: Corporate travel policies can optimize sustainable decision-making, encourage business travelers to select electric rental cars, and consider carbon emissions when choosing a flight. Of course, they'll need to keep cost and safety in mind.

• Opt for rail travel, which is more economical or efficient than air travel.
• Use ride-sharing services for short distances instead of renting cars.
• Employ eco-friendly transportation options, such as bicycles or electric scooters, for short commutes.

Expense Guidelines 

The corporate travel policy outlines specific per diem costs and allowances for items such as food and lodging. A per diem sets a daily allowance that covers meal expenses, with adjustments based on the cost of living in the travel location, and includes minor, necessary expenses such as tips and public transportation fees. The all-in-one travel and expense management platform Navan highlights how having a modern expense management tool can streamline these processes and make the policy accessible at the time of swipe.

• Allocating a daily meal allowance based on the city or country of travel.
• Capping hotel expenses at a predetermined rate per night.
• Reimbursing for minor, incidental expenses with proper documentation.

Guidelines for Travel Safety 

For travel safety, the policy should include specific guidelines for employees traveling alone, focusing on staying in secure locations and maintaining regular contact with the company, and clear instructions for handling emergencies, including contact details for local embassies and medical facilities.

• Mandatory safety briefings for solo travelers.
• Providing a list of emergency contacts and medical facilities in the travel destination.
• Choosing AltoVita accommodations that meet rigorous safety standards.

Reimbursement Procedures 

To claim and get company money reimbursed for business travel expenses, employees should submit expense reports within a specified time frame after the completion of the trip and provide all necessary receipts and documentation for expenses incurred during the trip. Expense claims must be approved, often involving the direct supervisor and the finance team.

• Using a designated expense reporting tool to file all claims.
• Keeping all meal, lodging, and transportation receipts for submission.
• Adhering to the company’s guidelines on the maximum limits for various expense categories.

How to Implement Your Corporate Travel Policy

Implementing a corporate travel policy effectively involves several key strategies, each designed to ensure that the policy is not only understood and accepted but also adhered to by all employees. 

• Communication Strategy: Keep employees informed of any policy updates or changes. Considering that corporate travel spend is projected to surpass half of 2019 levels in the first half of 2023, it's vital to keep everyone updated on the evolving travel landscape​​. Leverage various communication platforms like emails, intranet, and meetings to reach all employees effectively.
• Policy Documentation and Accessibility: Ensure the travel policy is accessible to all employees. With international trips growing and accounting for a significant share of travel costs, having a readily accessible policy is crucial for informing employees about international travel guidelines​​. Create a user-friendly policy document clearly outlining corporate travel's do's and don'ts.
• Approval Workflows: Develop a transparent and efficient process for travel approvals. This is important as about half of the companies report increasing costs due to the need for flexible or last-minute bookings​​. Implement digital tools for quicker and more transparent approval workflows.
• Employee Support and Assistance: Offer support services, such as a 24/7 helpline, especially for international travel, which is increasing in frequency​​. Conduct training sessions to educate employees about travel policies, focusing on areas like sustainable travel, a growing concern for many businesses​​.
• Monitoring and Enforcement: Continuously monitor travel activities to ensure adherence to the policy. Almost half, or 45%, of companies, limit travel frequency to control costs, indicating the importance of monitoring to manage expenses​​. It shouldn’t be this way! Establish clear consequences for non-compliance to maintain the integrity of the travel policy.
• Feedback Mechanisms: Regularly collect employee feedback to understand their needs and challenges. This is crucial as employees’ expectations of services and flexible bookings influence travel costs​​. Use the feedback to refine and improve the travel policy continually.

Best Practices for Business Travel Managers: A Checklist

Follow this checklist of best practices to enhance your business-class corporate travel policy's effectiveness significantly: 

Regularly Update and Review the Policy

Travel managers must ensure that the company’s corporate travel policy stays current and reflects the ever-changing business travel landscape, which includes adapting to new travel trends, regulatory changes, and company needs. A regular review schedule is crucial.

• Review Frequency: Conduct semi-annual or annual reviews of the travel policy.
• Stay Informed: Keep abreast of industry changes, such as new travel technologies or shifts in travel costs.
• Engage Stakeholders: Involve various departments in the review process, such as finance, HR, and operations, to get diverse perspectives.

Use Clear Communication

Transparent communication is vital when implementing policy changes. Travel managers should use clear, concise language and diverse channels to ensure all employees understand the travel policy.

• Multi-Channel Communication: Use emails, company intranet, meetings, and newsletters to communicate changes.
• Feedback Mechanism: Encourage feedback from employees to gauge understanding and gather suggestions.
• Regular Reminders: Send out periodic reminders about critical aspects of the travel policy.

Create Employee Awareness

Educating employees about the travel policy is as important as the policy itself. Travel managers should develop strategies to ensure employees understand the travel policy best practices well.

• Training Sessions: Organize regular training sessions to walk employees through the travel policy.
• Informational Materials: Develop easy-to-understand guides, FAQs, and policy summaries.
• Accessibility: Ensure the travel policy is accessible to all employees, possibly through the company’s internal portal.

Nurture Supplier Relationships

Building strong relationships with travel suppliers can lead to better deals, enhanced service, and a more personalized travel experience. This aspect ties back to AltoVita’s emphasis on customer support and personalization for business travelers.

• Regular Communication: Keep in constant touch with suppliers to stay updated on new offerings and negotiate better terms.
• Feedback and Improvement: Share input from employees with suppliers to improve the services offered.
• Strategic Partnerships: Look for opportunities to turn suppliers into strategic partners, aligning their services with your company’s travel needs.

Adapting Travel Policies to Industry-Specific Legal Requirements

Corporate travel policies must align with stringent legal and regulatory requirements for industries like finance and healthcare. Many businesses in these sectors face unique compliance challenges, making an effective travel policy their best friend. Here’s a complete guide to navigating these complexities:

• Address Specific Compliance Challenges: Some industries require employees to follow different rules, especially during business trips. A corporate travel policy document should clearly articulate these requirements. For instance, in finance, the policy should address handling sensitive information on a business trip, while healthcare might focus on transporting medical equipment.
• Customized Policy Elements: Travel policies in these sectors should include elements that address these unique requirements. For instance, finance companies might need guidelines for handling confidential client information on the go. In contrast, healthcare organizations might need to consider the transport of medical equipment or samples.
• International and Industry-Specific Requirements: It makes sense to include clear communication of international legal requirements in your company travel policy. Traveling to other locations might involve additional expenses, such as specific insurance or vaccinations. Industry-specific legal requirements should also be a crucial part of your business travel policy, requiring employees to adhere to specific guidelines when they fly business class or use rental cars.
• Documenting and Reporting: To meet audit and regulatory requirements, implement thorough documentation and reporting procedures for travel-related expenses. This might include detailed expense reports and the necessity to use certain approved suppliers.

Key Takeaway

For effective travel policy compliance, it’s essential to consider the unique needs of your business. This includes everything from managing costs of business expenses, like entertainment expenses and alcoholic beverages, to ensuring that all travel expense policy elements are in place. An expense report should be easy to submit, and the booking process for flights and car rentals should align with your expense policy. 

A well-communicated and thoroughly understood corporate travel policy is not just a document — it’s a tool to improve travel policy compliance across many businesses, making company travel a smoother and more enjoyable experience for every business traveler.

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How to write a corporate travel policy

In today's fast-paced world, travel has become an essential part of doing business for organizations from startups to enterprises. Without proper guidelines in place, however, travel expenses can quickly become tough to manage. That's where a corporate travel policy comes in. In this post, we’ll give you an overview of what you need to know.

This article explores travel policy topics, including:

What is a corporate travel policy?

Why does your company need a travel policy, how to write your corporate travel policy.

• Key topics to cover in your policy
• 7 Common roadblocks when creating a comprehensive policy

A travel policy is a set of guidelines that covers the rules and regulations regarding employee travel. It may cover topics such as travel and accommodations booking, reimbursement procedures, and travel expenses. A travel policy ensures that travel expenses get managed effectively and that all expenses are within the company's budget.

Having a travel policy offers many benefits for employees and for your company. It helps ensure compliance, improve safety, and enhance the overall travel experience for your employees. For example, a clear travel policy can make employees aware of the company’s guidelines and what the recommendations are for avoiding risks related to security issues and other incidents. A well-crafted policy can also help improve employee morale and satisfaction, as they'll know what to expect when they're on the road.

An in-depth exploration of business traveler and travel manager priorities, in partnership with GBTA.

Writing a travel policy may seem like a daunting task, but when you have guidelines for where to focus your attention, it becomes much easier. Consider these tips the starting line to put travel policies together.

Identify your company’s travel needs

Determine the purpose of the travel policy. What are your primary goals? Example goals might include needing to stay within company budget, complying with safety and security regulations, or streamlining travel processes. Consider the types of travel your team members will participate in, including domestic or international travel, and the frequency of travel. This information will help you develop a clear and concise policy that addresses the specific needs of your company.

Set your guidelines

The next step is to make note of the dos and don’ts for employees booking travel. This includes identifying and approving vendors that employees should use. Specify the reimbursement rates for each type of expense. Make sure that the guidelines are easy to understand and that they align with the goals you set for yourself in the first step.

Establish approval and reporting procedures

After you define the guidelines for booking travel, it’s important to establish the process for obtaining approval for travel and reporting expenses. Define who has the authority to approve travel requests and what criteria to consider before approving them. There should also be a process for reporting expenses and submitting reimbursement requests.

In addition, outline what documentation employees need, like receipts or invoices, to support each expense. Your process should specify how long employees have to submit their expenses for reimbursement and what the timeline is for receiving their funds.

Consider flexible options for your employees

Flexibility is key to creating an effective corporate travel policy. By providing a range of options and accommodating individual preferences, you can encourage adherence and increase employee satisfaction, all while maintaining control over your travel budget.

Here are a few ideas about where to add flexibility to your policy:

Encourage local experiences: Support employees in exploring local businesses, like restaurants and independent retail locations that cater to their preferences.

Include alternative lodging options: Employees who prefer a more home-like environment or require longer stays may appreciate choices like serviced apartments or co-living spaces.

Provide a travel allowance: This approach empowers employees to make their own decisions about some of their travel-related expenses while staying within a predefined budget.

Think through formatting

Employees should be able to quickly understand your travel guidelines. It may be helpful to create a travel policy template with headings, bullet points, and other formatting elements to make it easier to comprehend and navigate. Additionally, it’s important to ensure that the policy is accessible to all employees. You can do this by making the travel guidelines available in print and digital versions.

Key topics to cover in your business travel policy

There’s no one-size-fits-all method for creating a corporate travel policy, but there are best practices. Consider the 3 concepts below as key pillars as you build out your document.

Travel arrangements

It's essential to clearly outline which modes of transportation and accommodations are acceptable, in order to avoid any confusion. For instance, you may want to make sure employees stay in hotels that you’ve preselected or have them fly with preferred airlines. To make the booking process easier, consider using company-approved travel agents or online booking tools that meet your standards.

Expenses and reimbursement

Another critical topic to cover is travel expenses and reimbursement. According to Runzheimer’s Business Travel Expense Trends: Conference Travel Costs report from 2020, the average business trip cost is divided among lodging (34%), airfare (27%), meals (20%), and car rentals (19%). Many companies set per diems for these expenses to simplify the tracking and reporting process. Consider this as you develop your plans and define the expenses that are reimbursable.

Additionally, you may decide to invest in resources that assist employees with expense reporting, like a mobile app or online platform. For example, with Uber for Business , employee ride and meal receipts can flow directly into your expense provider dashboard. This helps employees save time by not needing to track down receipts.

Safety and security

Another topic that you’ll want to cover is travel safety and security. In this section of your policy, establish guidelines including recommendations on what to do if a problem arises and which locations are currently unsafe.

Consider providing employees with resources, such as specific training and emergency contact information. By prioritizing travel safety and security in your policy, you can help employees stay out of harm’s way while traveling and help ensure that the company isn’t taking on unnecessary risks.

7 common roadblocks when creating a comprehensive policy

Landing on the right standards for business travel comes with a specific set of challenges. Let’s take a closer look at the 7 common obstacles businesses face when developing their corporate travel policy and how to overcome them.

Balancing company needs with employee preferences . It can be a challenge to develop a travel policy that meets the needs of the company while also considering the preferences and needs of employees. To make a policy effective, strike a balance between cost efficiency and employee satisfaction.

Keeping up with travel regulations . Travel regulations can change, which makes it difficult to always have the right information. Many countries, for example, frequently assess and revise entry policies. You must stay up to date with changing requirements and adjust your documentation accordingly.

Ensuring consistency . Making sure travel policies are followed consistently across all departments and employees is not easy. Create a system that can monitor and enforce policy compliance.

Addressing unique travel needs . Employees may have travel needs—such as disabilities or medical conditions—that require special attention. Consider these unique needs so that you can provide the necessary accommodations and resources.

Communicating the policy effectively . It’s essential to share the details about this initiative with all employees and make sure they know where to find relevant information. Establish a process for introducing the guidelines, and be sure to have a plan to address questions and concerns.

Auditing expenses . Regular monitoring and reporting can help ensure that you’re on track with the budget. Make time to review travel expenses so that everything lines up as expected.

Keeping the travel policy current . As technologies and employee needs evolve, it’s important to routinely review and update your policy so that it remains relevant and effective. You’ll also want to ask employees regularly for feedback.

Streamlining the overall business travel experience doesn’t have to be complicated. By addressing critical elements like travel arrangements, expenses and reimbursement, and safety, you can create a functional travel policy that caters to the needs of both your company and your employees.

Are you looking for a way to manage corporate travel with ease? Uber for Business offers a range of features to help companies enforce their travel policies. With Uber for Business, companies can set spending limits for employees, track expenses, and receive detailed reports on employee travel.

Frequently asked questions

The purpose of a company travel policy is to provide employees with guidelines for booking travel, managing expenses, and staying safe while traveling. A travel policy helps to ensure that all employees are following the same standards and procedures for travel, and it can help manage expenses and reduce risk for the company. By providing clear guidelines and resources for travel, a company travel policy can improve efficiency and reduce stress for employees who travel frequently.

A comprehensive travel policy should cover topics such as travel booking and arrangements, travel expenses and reimbursement, travel safety and security, and approval and reporting procedures. This includes guidelines for which modes of transportation are acceptable, which accommodations are approved, and the maximum amounts that can be reimbursed for meals, lodging, and transportation. It should also specify the process for obtaining approval for travel and for reporting expenses and submitting reimbursement requests.

Corporate travel policy best practices include investing the time needed to create a clear and comprehensive policy, prioritizing safety, leveraging technology, and continually reviewing and updating the policy. Together, these elements will help ensure that your travel policy remains relevant and effective.

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Corporate Travel Safety & Wellbeing 101

Prioritizing business traveler wellbeing

Duty of care has traditionally been defined as the legal responsibility for the safety of corporate travelers. But in today’s world, duty of care has expanded to include the additional facets of business risk and traveler wellbeing. Employees need to feel confident that the travel risk of their business trips is minimal and that they’re fully — and authentically — supported from the time they start planning and booking to their return home.

Because of the shift in the corporate travel industry, the scope of a company’s travel risk management program has also widened. Companies need to show genuine empathy and concern for their employees’ wellbeing, which means considering new factors beyond just basic corporate travel safety to give their travelers peace of mind.

Another area that has broadened with this shift is the role of the travel manager. Where travel managers typically focused on optimizing value and maximizing savings, they now need to be working in partnership with executives, human resources, and security to create systematic ways to reduce travel risk and increase traveler wellbeing.

This organizational change starts with  defining essential business travel , updating guidelines, and implementing a revised travel policy that is ultimately rolled out through process integration and employee communication.

Egencia is here to help you navigate this new landscape. Here’s the path to optimizing your travelers’ wellbeing.

Consider — and counter — travel risks

The first step in addressing any situation is to gather all the facts. Identify how you want to uphold your company’s travel security standards. Understand any risks involved to make sure travelers are getting what they need to feel confident and prepared. The best way to do this is to conduct a risk assessment .

A risk assessment leads travel managers through the steps they need to take to pinpoint potential risks and safety concerns. They can then address those risks and adjust portions of their travel policy accordingly while also looking for opportunities to enhance the overall wellbeing of travelers. These types of risks and counter measures can include:

Natural disasters like hurricanes, wildfires, earthquakes and record rain or snowfall.

Stay informed with up-to-date alerts. The Egencia crisis communications team is constantly monitoring global events to help travel managers keep their travelers up to date on emerging situations. If a natural disaster is imminent, the team creates Global Customer Impact reports. This powerful combination of monitoring and messaging helps travel managers and business travelers proactively reroute or alter travel plans before chaos ensues.

Health safety in areas where food and/or water-borne illnesses are a concern.

Create content with travel tips on how to stay safe if a destination’s food or water supply is a concern to your travelers. Some suggestions could be to only eat hot food, use disposable utensils (or bring your own kit), and stick to canned or bottled beverages. Travel managers can distribute this information to travelers as they’re planning their trip.

Physical risk in areas with high crime rates or potential gang activity.

Help your travelers decrease their travel risk with your travel policy. Approve additional measures like flights that arrive during daylight hours and let your travelers choose private cars over public transportation. These are simple changes that can improve a sense of travel security and deliver peace of mind.

Government travel alerts and advisories are necessary due to political unrest, disease outbreaks, quarantine measures and other issues specific to a particular area.

Make sure you’re aware of every government alert and advisory . It’s important to be proactive and stay informed throughout the cycle of what is happening.

Government-issued travel alerts generally involve short-term immediate risks, like an expected worker’s strike, or can be abrupt but have longer-term impacts, like natural disasters. Travel advisories are frequently issued, whether it’s a short-term impact or an extended risk involved in traveling to an area, like ongoing political unrest. We’ve pulled together information on four ways you can use travel advisory data to help your travelers.

For emerging situations, Egencia proactively posts daily alerts for travel managers on the Egencia homepage and in Travel News. This allows travel managers to update their travel policy in near real-time to keep travelers informed of any changes. Egencia also pushes detailed alerts to travelers on the Egencia mobile app within an hour of when an event has happened or is expected to occur.

For ongoing risk, travel managers have the ability to flag certain regions or destinations as out of policy, which we’ll talk more about below.

And then there are novel situations like the COVID-19 pandemic, where the risk is complex, and highly fluid. Egencia® Travel Advisor gives travelers, arrangers and travel managers on-demand access to up-to-date information on regulations and requirements for travel based on origin, destination and country issue of passport so travelers can make informed decisions in the moment.

International travel considerations that may impact business travelers’ wellbeing.

Trips to foreign countries can bring a whole host of additional factors regarding business travelers’ wellbeing. Considerations around cultural norms (like behavior and dress), views of gender roles and sexual orientation, and language barriers all come in to play, along with practical considerations like jet lag.

Travel managers can help to educate and inform their travelers by creating regional guides about cultural norms and expectations. One way to easily distribute this information is through customized messages in the booking experience.

Travel managers can also consider easing travelers’ stress by amending their travel policy to allow for a higher class of travel on long-haul flights, for example, or extend a trip to include a day off to recover from trips with flights over a certain distance or time threshold. Your policy could also include reimbursement for any health screening or testing mandated before departure or upon return.

Build a strategy and processes to enhance wellbeing

Once a risk assessment has been done, it’s time to update your travel policy to reflect the findings. Travel risk management best practices include maintaining the traditional elements of duty of care — practices that help keep travelers safe and accounted for — and additional measures related to traveler wellbeing as a whole.

According to a poll conducted by Global Business Travel Association (GBTA), 56% of travel buyers have revised their travel policy to better reflect the needs of this new era. This includes 53% adding new rules about pre-trip approval, 35% providing more detailed pre-trip communications, and 22% changing rules about ticket credits.

But that same poll also uncovered the fact that discomfort — in the form of poor internet service, flying economy for long-haul flights, and the inconvenience of indirect flights, for instance — ranked as top stressors for frequent business travelers . So, the importance of addressing the softer elements of traveler wellbeing as a factor in reducing travelers’ stress and anxiety shouldn’t be overlooked.

Here’s how you can build wellbeing into your travel policy:

Balance flexibility with oversight. Empowered travelers are happier travelers . While flexibility and policy compliance are sometimes seen as mutually exclusive, travel managers can accomplish both. Consider setting overall travel and security policy guidelines and using traveler group and exception settings to allow for more comfort in certain situations.

For example, adding a cabin class exception based on flight duration or specific routes will reduce the stress of long-haul flights. And increasing hotel rate cap — either overall or based on season or region — will allow travelers to factor additional variables into their choice, like health and hygiene practices or free high-speed Wi-Fi. These types of adjustments reinforce that you’re looking out for your travelers’ best interests.

Build traveler safety, security, and comfort into every step of the journey. Business travel isn’t only about being on the road. It’s about the entire experience from planning and booking travel and understanding advisories for your trip to being supported on the road and enabling a smooth return home. Here are ways to make your travelers feel cared for every step of the way:

Pre-travel — empowering traveling employees with knowledge and guidance during the booking process

• Intuitive booking experience across devices. Asking travelers to use a variety of clunky apps to book travel or to go through lengthy offline processes can be frustrating. A familiar, intuitive experience, on the other hand, alleviates stress. Egencia booking works in the same way that people book vacations, with a seamless experience across devices.
• Traveler-centric search results. It’s a hassle — and a waste of time — to scroll through pages of search results when trying to book a trip. With Egencia Smart Mix technology, search results are prioritized based on intelligent weighting of variables like layover time and bag costs. It uses machine learning , based on travelers’ previous choices — and their colleagues — to continuously improve what travelers see. With Smart Mix, our customers skip the scroll and, on average, book hotels within four minutes and flights, trains, and car rental in less than five minutes.
• Built-in policy guidance. The last thing travelers need (or want) is to have to memorize a lengthy set of travel policies. What’s more, situations are so fluid these days that travel policy is — or should be — continually updated. Having a travel solution that allows travel managers to quickly and easily update policy settings, and that flags out of policy choices in the search results, will help travelers make smarter, more compliant choices without additional time or effort on their part.
• Streamlined approval processes. Travel risk management programs are meant to support travelers, but a lengthy or complicated approval process can add unneeded hassle. Egencia offers plenty of flexibility for setting your approval requirements, from granular trip-level approval and project- or group-level approval to out-of-policy only approval. For instance, if a traveler wants to book a trip to a destination flagged as out of policy, travel managers can choose settings that will trigger an approval request and ask for a reason for travel. Simplifying things even more, trips can be approved on any device.
• Up-to-date travel information. It’s important for travelers to feel well-informed if they’re going to feel confident about travel. When they’re booking, they’ll see personalized, relevant alerts and advisories. And they have on-demand access to the Egencia® Travel Advisor to see all current information on requirements, restrictions, and guidelines concerning COVID-19 related and other advisories for their destination. To get what they need to know, travelers simply enter their origin and destination. Travel Advisor also makes it easier for travel managers to bolster their duty of care programs and travel policies. And travelers can still check for pertinent travel alerts on the Egencia homepage.
• Relevant hotel and supplier updates. Another way to empower travelers is by giving them access to supplier-specific information regarding health and hygiene practices right in the search results. Having this level of transparency built right into the booking process makes it easier for travelers to make informed choices they feel comfortable with.

On the road — keeping travelers feeling safe, secure, and cared for while traveling

• Let travelers manage their itinerary. When situations are fluid , whether due to global concerns or individual plans, giving travelers the ability to cancel and rebook quickly and easily on their own is an important way to alleviate stress. Egencia enables travelers to cancel or change their airline, hotel, and rail reservations right on the website, mobile app or chat and logs credit for unused flights for later use.
• Empower travelers on their mobile devices. According to data from Spend Journal, over 70% of travelers in the U.S. always use their mobile phones while traveling . This means travelers should have full access to their trip at their fingertips.  The Egencia mobile app allows travelers to access all the information about their itinerary in one place, make changes to their itinerary, receive travel alerts, and even make smart decisions about ground travel. Our mobile app will show how long it takes to get from one point to another for several different modes of transport — train, bus, walking or Uber — so travelers have the flexibility to make the best choice.
• Taking care of details behind the scenes. When a traveler is delayed en route, the last thing they want to do is have to deal with rerouting a connecting flight or rebooking a hotel. Egencia travel experts are constantly monitoring travel disruptions and proactively adjust itineraries for travelers on the road.
• Provide real-time travel alerts. When crisis strikes or is on the horizon, it’s important travelers are immediately informed. Our crisis communications team keeps travel managers and travelers abreast of any disruptions to an itinerary through instant messaging on their phones and in the mobile app.
• Make it easy to get in-person help. No matter how robust the technology, there are still times when travelers want the reassurance of speaking to a human being . With Egencia, it’s as easy as tapping the AssistMe button in the mobile app for help 24 hours a day, seven days a week, every day of the year in more than 60 countries in over 30 languages.
• On-demand support with Egencia chat. Our AI-powered virtual agent empowers travelers to quickly amend their reservations, including past and cancelled bookings. Chat can help increase your travelers’ confidence with proactive virtual agent notifications of trip-related advisories. Travelers can also transfer their online chat to a live chat with an Egencia travel consultant.
• Be able to contact travelers in the event of an emergency. In case of crisis, it’s crucial that you have the ability to identify travelers whose trips may be disrupted or are at risk. With Egencia Traveler Tracker , travel managers can search bookings by country, city or region. Expanded data filtering capabilities include the ability to search by name and bookings made on one or several airlines using marketing and code share information. You can download the reports for easy analysis, send emails or emergency push notifications to travelers, and get read receipts.

Upon return — removing the stress post-trip

• Give travelers the ability to freely share feedback. One important element to traveler wellbeing, especially in today’s world, is making sure travelers feel heard. Putting a post-travel survey into practice will provide a venue for travelers to share their thoughts on how to make the entire travel process a smoother, safer one.  Maybe they felt unsafe having to take mass transit and would prefer a larger per diem that would allow for taxis or private cars. Or maybe they would feel more comfortable booking a flight with an airline that’s blocking middle seats. This type of real-world data will help inform travel policy decisions so travel managers can be sure they’re serving travelers’ needs.
• Streamline expense reporting. One of the biggest headaches travelers face upon return is expense reporting . With Egencia, trip expenses incurred when booking on our platform are in one place to greatly reduce time and hassle when it comes to expense reporting.
• Easily access travel data. Traveler Tracker allows travel managers to identify where travelers are in real-time. You can view current bookings and up to 30 days of prior travel information. This helps to inform your risk reporting and contact tracing, if that’s needed. Traveler Tracker also lets travel managers look at trips planned for a specific date range or for any future 30-day time period.
• Make it easy to apply airline waivers and unused tickets. When travelers have to change or cancel a flight, they shouldn’t have to go through the hassle of managing vouchers or jumping through tedious hoops to recoup unused tickets. Egencia makes it easy to apply credit from unused tickets to new bookings, displaying credits right in the search results.

Additional wellness support. What are the other ways you can support your employees in this new era of business travel? Travel managers can consider sending a company-wide poll asking employees to rank, according to priority of importance, a list of potential ways for enhancing their personal safety and wellbeing. Here are some options:

• Free Personal Protective Equipment (PPE) kits. If hygiene and health are a high concern to your travelers, consider offering them free PPE kits before they travel. Kits can include hand sanitizer, at least three disposable face masks, sanitizing wipes, and a pre-travel safety checklist. Many companies are considering these kits as standard issue as laptops these days.
• Free testing. If a traveler returns from a trip concerned that they may have been exposed, consider offering reimbursement for COVID-19 testing .
• Bleisure. Business travelers often lament that they’ve been to a destination for back-to-back meetings, but never really experienced the place. Allowing travelers to add additional vacation days or a weekend stay to a business trip will give them the chance to enjoy where they are and alleviate overall stress.
• Wellness apps. In a GBTA study, poor diet and lack of exercise ranked high in stressors travelers feel. We’ve compiled some tips to help keep your business travelers healthy on the road and recommend compiling a list of recommended wellness apps for travelers and reimbursing any premium costs.

Communicate your risk management program

We’ve built communication loops into several of the suggestions above, which is crucial when it comes to serving travelers because travel managers need to know what travelers want so that they can deliver it to them.

But it’s also important to clearly and continually communicate all of the benefits already available to travelers through your travel program.

Here are key messages to get across to travelers to make sure they’re aware of all that’s available to them:

Travel safety tips. Give travelers a pre-trip checklist for how to stay safe on the road. Here are examples of reminders to include:

• Make sure your phone is approved for international roaming
• Turn on notifications in the Egencia mobile app
• Pack hand sanitizers, masks, and disinfectant wipes or the PPE kit you’ve been provided
• For travel when infection is a concern, the CDC recommended following these basic guidelines: - Wear a mask in all public settings like airports, train stations and on public transportation - Keep six feet (about 2 arms’ length) away from others even when wearing a mask - Avoid crowds - Wash your hands often, and for at least 20 seconds, or use hand sanitizer - Avoid touching your eyes, nose and mouth

Mobile app. Our app puts the ability to book, manage and view business trips in the palm of travelers’ hands . Send travelers a prompt to download it on their mobile phones (available on Apple and Android ), along with a reminder of all they can do with it, including:

• Access itineraries, receipts and get assistance. Easily change or cancel your travel plans with personalized searches, easy filtering and a clear display of available amenities.
• Compare ground transport options and find the best way to get where you need to go.
• Get better value for a lower price with special hotel rates — up to 70% less — and additional amenities available exclusively on the mobile app.
• View and streamline payments with mobile expense reporting and receipt management.
• Get fast access to a travel consultant — anywhere at any time, just by tapping the AssistMe button in the mobile app.

Personal safety and security. Some travel destinations could have a higher level of crime like pickpocketing. Provide guidelines to protect your business travelers by advising them how to guard their belongings or how they can avoid unsecure internet connections.

Lean into your TMC. We’re here to support travel managers with communication toolkits, helpful travel program relaunch tips, and a full suite of business travel solutions to keep your travelers engaged and satisfied.

Partner with the right travel management company

Your travel management company (TMC) is a big part of your corporate traveler wellbeing strategy. A TMC that’s simply a booking app will miss the mark when personal help and reassurance is needed. A legacy TMC without robust digital capabilities means travelers aren’t as empowered as they should be.

Egencia is a trusted source for both sides of the equation, and beyond. The combination of world-class people, partners, and a global travel management platform is why International Data Corporation (IDC) — the leader in market intelligence for the IT, telecommunications, and consumer technology fields — named Egencia a leader in the field of cloud-enabled corporate travel booking applications.

Now, more than ever, equipping travelers with cutting-edge digital capabilities backed by world-class support is key to optimizing travelers’ wellbeing, making them feel in control, knowledgeable, and cared for every step of the way.

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Looking for better business travel solutions? Get in touch with us.

Update January 10, 2024

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Overview of Travel Insurance Coverage

What does travel insurance cover, what does credit card travel insurance cover, what travel insurance coverage do you need to pay more for, choosing the right travel insurance, what does travel insurance cover frequently asked questions, understanding what travel insurance covers.

Affiliate links for the products on this page are from partners that compensate us (see our advertiser disclosure with our list of partners for more details). However, our opinions are our own. See how we rate insurance products to write unbiased product reviews.

The information for the following product(s) has been collected independently by Business Insider: Chase Freedom Flex℠. The details for these products have not been reviewed or provided by the issuer.

• Travel insurance is intended to cover risks and financial losses associated with traveling.
• Coverage can include trip cancellation, baggage protection, medical care, and emergency evacuation.
• When filing a claim, be specific and comprehensive in your documentation to ease the process.

Whether it's a trip across the world or a trip across the state, having travel insurance provides major relief if things go awry. Flight delays, lost baggage, illness, injuries, and other unforeseen events can disrupt even the best-laid plans. With a major disruption comes the potential for unanticipated expenses.

Travel insurance and the coverage it offers can help keep you protected and save you money in the long run.

Travel insurance policies protect travelers from financial losses should something go wrong during their trip. You can customize which coverages you want to include, and there are several to choose from.

"Common types of coverage include trip cancellation, trip interruption, baggage protection, coverage for medical care if you get sick or hurt during your trip, and emergency medical evacuation," says Angela Borden, a travel insurance expert and product strategist for travel insurance company Seven Corners.

Travel insurance plans offer nonrefundable payments and other trip-related expenses. While monetary compensation is a primary benefit, there is another valuable perk of travel insurance. It can provide peace of mind.

Your specific travel insurance plan (and its terms and conditions) will determine the minutia and specifics of what is covered. As with most other forms of insurance, a general rule of thumb is the more you spend, the better your coverage.

"Travel insurance can be confusing, so it's best to research a reputable company that specializes in travel insurance and has a long history of successfully helping travelers all over the world," says Borden.

Trip cancellation and interruptions

A travel insurance policy can reimburse you for a prepaid, nonrefundable trip if it is canceled for a covered event, such as a natural disaster or a global pandemic.

Trip interruption insurance covers you if you're already on your trip and you get sick, there's a natural disaster, or something else happens. Make sure to check with your travel insurance providers to discuss any inclusions, coverage, and more.

Travel delays and missed connections

Travel delay insurance coverage provides reimbursement for any expenses you incur when you experience a delay in transit over a minimum time. Reimbursements can include hotels, airfare, food, and other related expenses.

Medical emergencies and evacuations

Typically, US healthcare plans are not accepted in other countries. So travel insurance with medical coverage can be particularly beneficial when you are abroad. Medical coverage can also help with locating doctors and healthcare facilities.

Medical transportation coverage will also pay for emergency evacuation expenses such as airlifts and medically-equipped flights back to the US. Out of pocket, these expenses can easily amount to tens of thousands of dollars. Certain plans may even transport you to a hospital of choice for care.

Travel insurance generally does not include coverage for pre-existing conditions. That said, you can obtain a pre-existing condition waiver, which we will talk about later.  

Baggage and personal belongings

Most airlines will reimburse travelers for lost or destroyed baggage, but be prepared for limitations. Travel insurance plans will typically cover stolen items, such as those stolen out of a hotel room. This may not include expensive jewelry, antiques, or heirloom items. Typically, airlines have a few days to recover your bag.

In the meantime, you can make a claim to pay for items like certain toiletries and other items you need to pick up. If your bag is truly lost or you don't get it for an extended period, you can file a true lost baggage claim.

A major perk on several travel credit cards is embedded credit card travel insurance . Typically, you will need to use the specific card for the transaction (at least with partial payment) for travel coverage to kick in.

Each card has specific rules on what exactly is covered. But one of the industry leaders is the $550-per-year Chase Sapphire Reserve credit card. Here's a snapshot of what is covered with this specific card:

• Baggage delay: up to $100 reimbursed per day for up to five days if a passenger carrier delays your baggage by more than six hours.
• Lost and damaged baggage: up to $3,000 per passenger per trip, but only up to $500 per passenger for jewelry and watches and up to $500 per passenger for cameras and other electronic equipment.
• Trip delay reimbursement: up to $500 per ticket if you're delayed more than six hours or require an overnight stay.
• Trip cancellation and interruption protection: up to $10,000 per person and $20,000 per trip for prepaid, nonrefundable travel expenses.
• Medical evacuation benefit: up to $100,000 for necessary emergency evacuation and transportation when on a trip of five to 60 days and traveling more than 100 miles from home.
• Travel accident insurance: accidental death or dismemberment coverage of up to $100,000 (up to $1,000,000 for common carrier travel).
• Emergency medical and dental benefits: up to $2,500 for medical expenses (subject to a $50 deductible) when on a trip arranged by a travel agency and traveling more than 100 miles from home.
• Rental car coverage: primary coverage for damages caused by theft or collision up to $75,000 on rentals of 31 days or fewer

More protections are included with cards with an annual fee, but there are exceptions. The no-annual-fee Chase Freedom Flex, for instance, includes up to $1,500 per person (and up to $6,000 per trip) in trip cancellation and trip interruption coverage.

However, there are some differences between credit card travel coverage and obtaining coverage from a third party.

"Credit card coverage does not typically provide travel medical benefits," Borden says. "For protection if you get sick or hurt while traveling, you'll want a travel insurance plan with medical coverage."

Whether you get your travel insurance in a standalone policy or through a credit card, it's important to review your plan details carefully. In either case, there may be exclusions and other requirements such as deadlines when filing a claim, Borden notes.

Knowing what travel insurance doesn't cover is as important as knowing what it does cover.

"Travelers should understand that travel insurance benefits come into play only if a covered reason occurs," Borden says. Most standard travel insurance plans won't reimburse you for the following:

Cancel for any reason (CFAR)

Cancel-for-any-reason travel insurance covers a trip cancellation for any reason, not just a covered event. your standard benefits won't kick in unless it's a covered event. For instance, you'll be reimbursed simply for changing your mind about taking a trip.

That said, CFAR travel insurance is not without its downsides. For one, it's more expensive than traditional insurance, and most CFAR policies will only reimburse you for a percentage of your travel expenses. Additionally, CFAR policies aren't available for annual travel insurance . 

You can find our guide on the best CFAR travel insurance here.

Foreseen weather events

Sudden storms or unforeseen weather events are typically covered by standard travel insurance plans. There are exceptions to be aware of. For example, an anticipated and named hurricane will not be covered.

Medical tourism

If you're going to travel internationally for a medical procedure or doctor's visit, your travel insurance plan will not cover the procedure itself. Most medical travel plans also won't cover you if something goes wrong with your procedure.

Pre-existing conditions and pregnancy

Those with specific pre-existing conditions, such as someone with diabetes and needing more insulin, will not be covered by most plans. In addition, pregnancy-related expenses will likely not be covered under most plans.

That said, you can obtain a pre-existing condition waiver for stable conditions. In order to obtain a wavier, you will need to purchase travel insurance within a certain time frame from when you booked your trip, usually two to three weeks, depending on your policy.

Extreme sports and activities

Accidents occurring while participating in extreme sports like skydiving and paragliding will typically not be covered under most plans. However, many plans offer the ability to upgrade to a higher-priced version with extended coverage.

Navigating claims and assistance

When a trip goes awry, the first thing you should do is document everything and be as specific as possible with documentation. This will make the claims process easier, as you can substantiate and quantify your financial losses due to the delay.

For example, your flight home has been delayed long enough to be covered under your policy, you'll want to keep any receipts from purchases made while waiting. For instances where your luggage is lost, you will need to file a report with local authorities and document all the items you packed.

Cancellation protection also requires meticulous attention to detail. If you're too sick to fly, you may need to see a doctor to prove your eligibility. If an airline cancels a flight, you'll also need to document any refunds you received as travel insurance isn't going to reimburse you for money you've already gotten back. 

Part of the benefit of CFAR insurance is the reduced paperwork necessary to file a claim. You'll still need to document your nonrefundable losses, but you won't have to substantiate why you're canceling a trip.

Each plan should be personalized to meet the insured party's needs. Some travelers prefer to stick to the bare minimum (flight cancellation benefits through the airline). Others want a comprehensive plan with every coverage possible. Before you buy anything, set your destination. Are there any travel restrictions or changes pending? Does your destination country require emergency or other medical coverage?

If the destination airport is known for lost or delayed luggage, travelers should keep important items in carry-ons. Lost or delayed luggage coverage protects insured parties in the event of a significant delay or total loss.

Second, check current credit card travel benefits to avoid redundancies. Savvy travelers don't need to pay for the same coverage twice.

Finally, consider your individual needs. Do you have a chronic medical condition, or do you feel safe with emergency-only medical coverage? Keep in mind, this does not include coverage for cosmetic surgery or other medical tourism. Do you have a budget limit for travel insurance? Asking and answering these important questions will help every traveler find the right product.

Most travel insurance plans are simple, and Business Insider's guide to the best travel insurance companies outlines our top picks. Remember, read your policy and its specifics closely to ensure it includes the items you need coverage for.

No one likes to dwell on how a trip might not go as planned before even leaving. However, at its core, travel insurance provides peace of mind as you go about your trip. While the upfront cost may seem significant, when you compare it to the potential expenses of a canceled flight, emergency evacuation, or a hefty medical bill, it's a small price to pay in the grand scheme of things.

Coverage for pandemics vary from policy to policy. Some travel insurance companies have specific provisions for pandemic-related cancellations, while others may exclude them entirely.

Sports injuries are often covered under travel insurance, but high-risk or adventure sports might require additional coverage or a special policy.

Travel advisories have different effects on your travel insurance depending on your policy. Traveling to a country already under travel advisory may invalidate your coverage, but if you're already traveling when a travel advisory is announced, you may be covered.

Travel insurance usually covers the cost of emergency medical evacuations to the nearest suitable medical facility, and sometimes back to your home country, if necessary.

Many travel insurance policies provide coverage for the cost of replacing lost or stolen passports during a trip.

Editorial Note: Any opinions, analyses, reviews, or recommendations expressed in this article are the author’s alone, and have not been reviewed, approved, or otherwise endorsed by any card issuer. Read our editorial standards .

Please note: While the offers mentioned above are accurate at the time of publication, they're subject to change at any time and may have changed, or may no longer be available.

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• Main content

Illinois International International Safety and Security

• What Travelers Need to Know
• Frequently Asked Questions
• Travel Policies
• Identifying High-Risk Destinations
• Approving Travel to High-Risk Destinations
• High-Risk Activities
• Considerations
• Planning Your Program
• Program Review
• Planning & Review for RSOs
• Export Control
• Policy FAQs
• Coverage and Benefits
• Undergraduate Enrollment
• Graduate Enrollment
• Faculty/Staff Enrollment
• Exclusions and Limitations
• Using Your Insurance
• Claims for Reimbursement
• Other Insurance Products
• Remote Insurance Resources
• Insurance FAQs
• Faculty & Staff
• Program Leaders
• Illini Abroad Network
• Personal Travel
• Resource Library
• Forms & Documents
• General Tips
• Transportation
• Shared Economy
• Information Privacy and Security Abroad
• Sun Exposure
• Mental Health
• Sexual Assault & Misconduct
• Water Safety
• Identity & Inclusion
• Managing an Incident
• Reporting an Incident
• Meet Our Staff
• 24/7 Emergency Contact

The University of Illinois Urbana-Champaign prioritizes the health, safety, and security of students, faculty, and staff during university-related international travel. International Safety and Security works closely with many campus units and offices to coordinate the review, revision, and implementation of policies focused on health, safety, and security.

University of Illinois System International Travel Safety Policy

The International Travel Safety Policy establishes the baseline for the university policy on travel abroad. It includes directives regarding travel registration, insurance, orientations, national and international laws, and programmatic reviews. View and download the full International Travel Safety Policy .

UIUC International Travel Safety Policy (CAM HR-39)

The International Travel Safety Policy for the University of Illinois Urbana-Champaign (CAM HR-39) supports the University of Illinois System policy, establishing campus criteria for international travel. Key requirements include insurance enrollment, orientations, training for faculty and staff traveling with students, and review of high-risk destinations and activities. This policy also identifies other policies of interest for international travel.

Policy on Education Abroad

The Policy on Education Abroad establishes requirements for education abroad, including health and safety.

Student Code

The Student Code and Campus Integrity Statement apply while participating in university-related international abroad. The Student Code governs both behavior and academics:

• Behavior. Most violations of the Student Code for behavior correspond to Article 1, Part 3, §1-302 through §1-310. These sections address rules of conduct, use of drugs and alcohol, possession of weapons, and other behaviors.
• Academic. Academic misconduct is addressed in Article 1, Part 4, §1-402 and includes cheating, plagiarism, fabrication, and other actions.

Export Control Policy

The Export Control Policy establishes the criteria and process for university-related international travel to comply with Federal export controls. For more information, please visit the University of Illinois Export Control website . In addition, individuals should review the university’s information on data security and managing foreign influence .

Guidelines for Individuals Accompanying Education Abroad Programs

The Guidelines for Individuals Accompanying Study Abroad Programs establishes requirements for non-university individuals to accompanying education abroad programs.

Family Educational Rights & Privacy Act

International Safety and Security adheres to the Family Educational Rights and Privacy Act (commonly referred to as FERPA), "a Federal law that protects the privacy of student education records" ( U.S. Department of Education ). The university has established guidelines for the implementation of this law, which are contained in Section X-6 of the Campus Administrative Manual and the Illinois Student Code .

How the Policies Above Apply to You

The chart below describes how the above travel policies apply to students, faculty and staff, and Registered Student Organizations (RSOs).

* Student and RSO enrollment in the Illini Abroad Network is accomplished by registering for international insurance.

Travel Safety

I. general policy statement.

This policy promotes travel safety for Syracuse University faculty, staff, students, and volunteers. It requires, among other things, travel registration, training, and approvals for different types of travel and travelers.

II. Reason for Policy/Purpose

The Travel Safety Policy provides a framework for reducing the risk of harm to University travelers and enhances the ability of the University to support constituents who experience distress while travelling.

III. Policy

A.  General

• Aspects of the travel safety policy apply differently depending on whether the traveler is an undergraduate student, a post-baccalaureate student, or faculty/staff. Groups of travelers that include different types of travelers are subject to the aspect of the policy that applies to the most restricted member of the group.

B.  Definitions

• Syracuse University Travel – Faculty/Staff (SUT) Faculty or staff who are traveling more than 100 miles from Syracuse, NY or outside the United States within the context of their job responsibilities, and/or at the request of an authorized University official, are considered to be on Syracuse University Travel (SUT). Faculty/Staff based primarily in satellite campuses (e.g. New York City, Los Angeles) are on SUT if more than 100 miles from that location also within the context of their job responsibilities and/or at the request of an authorized University official. Job responsibilities are understood to include those that are formally part of a job description, as well as activities not specifically enumerated but directly related to the execution of job responsibilities, or those tasks assigned by an authorized University authority. For faculty, this includes those activities reasonably related to teaching, research, or the presentation and exchange of knowledge. More specifically:a. Faculty or staff members whose travel is supported by either Syracuse University funds or funds managed by Syracuse University are on SUT b. Faculty or staff members traveling to deliver an invited presentation in their field of expertise, even if entirely supported by an external host, are considered to be on SUT c. While a trip might include brief personal excursions and other activities outside the traveler’s job responsibilities, if the primary purpose is work-related, the trip is SUT d. Any staff or faculty on SUT in which a student participates is obligated to follow policies that apply to student travel.
• Syracuse University Student Travel (SUST) If the principal destination is at least one hundred miles from Syracuse, NY (or 100 miles from a designated satellite campus if the student’s travel originates from that location), or outside the United States, and any one or more of the other conditions below apply to the planned travel then the student is engaging in Syracuse University Student Travel (SUST):a. Student receives Syracuse University credit for the experience, and/or b. Student receives travel funds provided or managed by Syracuse University, and/or c. The travel is planned, managed, or organized by Syracuse University, and/or d. The travel is intended by the traveler to achieve a Syracuse University degree requirement, including dissertation field research, practica, internships, etc., and/or e. Travel is funded, managed, or organized by a Recognized Syracuse University Student Organization, and/or f. Travel is part of a program or trip that is formally sanctioned by a Syracuse University unit.
• Syracuse University Travel – Student Group Travel (SUSGT) – Two or more students participating in SUST who are pursuing a common objective and common activities. Participants must be largely acting in concert or participating in a coordinated activity. A common destination alone is not sufficient to be considered Syracuse University Student Group Travel (SUSGT).
• High Risk Destination – A country or a region designated by the US State Department as either a level 3 or 4 risk and/or by the US Centers for Disease Control (CDC) as a level 3 risk.” (See: https://travel.state.gov/content/passports/en/country.html and https://wwwnc.cdc.gov/travel )
• International High-Risk Travel Oversight Committee (IHTOC) – Jointly appointed by the Vice Chancellor and Provost (VC&P) and the Senior Vice President for Safety (SVPS),the committee reviews requests for SUST and SUSGT to high-risk destinations.
• Waiver of Liability form – Form used to document a traveler’s voluntary acceptance of the risks inherent in travel and to establish that the traveler releases the University from anyliability associated with the negative effects of events that may occur while they travel.
•  Home Country – for the purposes of this policy, a traveler’s home country is the location of their current permanent address.
• Trip Leader – University or department-sanctioned faculty, staff, or volunteer responsible for planning travel and/or serving as the principal responsible party for trip safety, logistics, and/or crisis response during the planned travel.
• Associate Trip Leader – University or department-sanctioned faculty, staff, volunteer, or post-baccalaureate student who may assist a Trip Leader with the planning or execution of planned travel. The Associate Trip Leader performs roles as assigned including crisis response.
• Student Trip Leader – For University or department-sponsored travel within the United States only. An undergraduate or post-baccalaureate Student Trip Leader may be appointed by a  sponsoring unit to provide basic communication and support during a crisis.

Volunteer – Any individual that is neither employed by nor enrolled in a course of study at Syracuse University who is invited by a sponsoring department to participate in University travel.

C. Exclusions

• Students participating in Syracuse University Student Travel (SUST) or Syracuse University Student Group Travel (SUSGT) associated with their participation in inter-collegiate athletics, club sports, or SU Marching Band are NOT expected to register their travel within North America. a. Students participating in SUST or SUSGT associated with their participation in inter-collegiate athletics, club sports, or SU Marching Band MUST register travel outside North America and otherwise adhere to all elements of the travel safety policy.
• Travel to a user’s home country does not constitute travel for University purposes and is not subject to any provision of this policy.
• SUST and SUSGT associated with a student’s participation in a program originating at a Syracuse Abroad Center or World-Partner program are not subject to the provisions of this policy. Students are expected to adhere to all travel safety policies associated with the programs they are attending.
• Travel to main campus while enrolled in a program at a satellite campus does not constitute Syracuse University Travel (SUT) or SUSGT for the purposes of this policy.
• Faculty/staff employed at Syracuse University Centers outside the United States are not subject to the provisions of this policy.

D. Travel Registration

• All travelers on University business (SUT, SUST, SUSGT) with international destinations are required to register their travel with the University prior to departure.
• All undergraduate student travelers on SUST or SUSGT are also required to register travel within the United States.

The University’s travel registry is available at http://travelregistry.syr.edu.

E. High-Risk Travel Approval

• All participants on SUST and SUSGT are required to petition the International High-Risk Travel Oversight Committee (IHTOC) for approval no less than three (3) months before planned travel to a high-risk destination.
• The Trip Leader (or designee) for planned SUSGT may petition the IHTOC for travel to a high-risk destination on behalf of the entire group.
• Should the risk rating for a planned destination become high risk within three-months of the planned travel, every effort will be made to work with the traveler(s) to complete the review in a timely fashion. However, in no circumstance may SUST or SUSGT proceed to a high-risk destination without the review and approval of the IHTOC.
• Should the IHTOC deny a request to travel to a high-risk destination, petitioner(s) may appeal to the Vice Chancellor and Provost. Decisions made by Vice Chancellor and Provost are final and may not be further appealed.
• Participants in SUT (faculty/staff) are NOT required to seek review and approval for travel to high-risk destinations. However, such travelers are strongly advised to consider the risks involved in traveling to such locations and to consult with the Office of Global Safety and Support prior to travel.
• Student, faculty, staff, or volunteer travel to high-risk destinations, as defined by this policy, may not be required in furtherance of academic credit or other University business. (see also 7.c)
• A material change in the safety conditions of a destination for planned high-risk travel may result, at the discretion of the IHTOC, in a change in the status of an approved trip. More dangerous c onditions may result in travel approval being withdrawn and safer conditions may result in the approval of travel that had previously been denied.

F. Right to Restrict Travel for Safety Reasons

• The Senior Vice President for Safety, in consultation with the Vice Chancellor and Provost, may restrict SUT, SUST, and/or SUGST to locations where the risk to health or safety is such that reasonable efforts to mitigate known risks are judged to be insufficient to allow for safe travel.
• SUT, SUST, and SUGST to locations that have been banned for US nationals by the US government are prohibited unless approved by the Vice Chancellor and Provost and the Senior Vice President for Safety.
• The Senior Vice President for Safety, with the concurrence of the Vice Chancellor and Provost, may cancel in-progress SUT, SUST, and/or SUGST and repatriate travelers to the United States at the University’s expense if local conditions are such that the risk to health and/or safety is judged severe, imminent, and beyond reasonable steps to mitigate.

G. Required Pre-travel Safety Orientation

• All participants in SUST or SUSGT must complete a pre-travel safety orientation before departure.
• Participants in SUST or SUSGT must only complete a pre-travel safety orientation once per academic year regardless of the number of distinct travel experiences during that year.
• Participants in SUST or SUGST travelling to locations designated as high risk must participate in a pre-travel safety orientation each time they travel to a high-risk destination.
• Failure to complete a pre-safety orientation may result in the cancellation of planned SUST or SUSGT.
• Participants in SUT (faculty/staff) are encouraged, but not required, to participate in a pre-travel safety orientation.

H. Waivers of Liability

• All participants in SUST or SUSGT (students) must complete a waiver of liability form prior to travel.
• All volunteers must complete a waiver of liability form prior to travel.
• Completed waiver forms are maintained as electronic records within the travel registry system. Record retention and destruction is the responsibility of the Office of Global Safety and Support. Completed forms are to be kept for 7 years from the date the relevant travel is completed.
• Student, faculty, staff or volunteer travel to high-risk locations as defined by this policy may NOT be required in furtherance of academic credit or other University requirements. Participation must be voluntary. (See also 4.d)

I. Leading Student Travel

• Eligibility a. Any staff, faculty, or approved volunteer may serve as a Trip Leader or Associate Trip Leader for SUSGT. b. Sponsoring departments may approve volunteers to serve as either Trip Leaders or Associate Trip Leaders for SUSGT within the United States. c. Volunteers may NOT serve as Trip Leaders for international SUSGT but may serve as Associate Trip Leaders. d. Any volunteer providing leadership for SUSGT must complete a criminal background check prior to their first travel as a Trip Leader. e. Sponsoring departments may approve undergraduate or post-baccalaureate students to serve as Student Trip Leaders for domestic SUSGT. f. Students may not serve as Trip Leaders for international SUSGT with the exception of department-approved post-baccalaureate students whose leadership constitutes professiona training for their discipline. Eligibility for this exception rests with the department sponsoring the travel. Post-baccalaureate students approved to lead SUSGT are expected to complete training for Trip Leaders. g. Additionally, departments sponsoring SUSGT that includes ONLY Post-Baccalaureate students may appoint members of the group to serve as trip leader and, if desired, associate trip leader. h. Post-baccalaureate students may serve as Associate Trip Leaders without reservation.
• Requirements a. All SUSGT must have one Trip Leader authorized by the sponsoring department, though two or more are recommended depending on the size of the group. Departments sponsoring SUSGT have the option to require additional Trip Leaders at their discretion. Departments are recommended, but not required, to have one Trip Leader for every ten students. b. Departments authorizing SUSGT with only one Trip Leader must have a contingency plan for providing support to students in the event the Trip Leader becomes incapacitated. c. SUSGT wherein the Trip Leader is accompanied by one or more members of their family must include an additional Trip Leader or other contingency plan approved by the sponsoring department for providing support to students should the Trip Leader’s family member become ill or injured. d. SUSGT that includes ONLY post-baccalaureate students is not required to have a Trip Leader though such is recommended. Departments sponsoring such travel should consider how they would support students in distress who are travelling without a Trip Leader.
• Training a. All Trip Leaders must participate bi-annually in a training program that will include, but is not limited to, current best practices in travel logistics, risk mitigation, crisis response planning and practice, and essential travel communication practices. 1. Trip leaders must participate in training each time they lead a group to a high-risk destination as defined by this policy. b. Associate Trip Leaders must participate bi-annually in a training program that will include, but is not limited to, responding in the event of a crisis and crisis communication. c. Student Trip Leaders must be briefed on the expectations of their role in advance of travel by the sponsoring department.

J. Policy Administration

The Office of Global Safety and Support is responsible for administering this policy.

IV. To Whom Does This Policy Apply

☒ Students ☒ Faculty ☒ Staff   ☒ Other Volunteers

• The Student Experience
• Financial Aid
• Degree Finder
• Undergraduate Arts & Sciences
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• Research, Scholarship & Creativity
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• [email protected] Contact & Department Info Mail
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Travel safety policy, summary of policy.

This policy applies to all Dartmouth Travelers and any Dartmouth Entity or individual organizing, administering, or funding Dartmouth Travel.

Affected Parties

Policy statement.

Table of Contents

• Information for Dartmouth Travelers
• Dartmouth Entities Organizing, Administrating, or Funding Student Travel  
• Travel Resources
• Effectiveness of Policy, Amendments, and Dispute Resolution  

Dartmouth College (referred to in this Policy as "Dartmouth") is committed to supporting travel opportunities for all members of the Dartmouth community, both domestically and abroad, and encourages off-campus and experiential study, research, fieldwork, community-based learning, internships, and other activities. These experiences help members of our community develop important competencies through first-hand travel experience. Dartmouth recognizes that its scholars are part of intellectual communities that span the globe, and supports its students, staff, and faculty to travel to perform scholarly work, attend scientific conferences, present their discoveries, serve as peer reviewers, and engage in other forms of academic and scholarly partnership. Supporting these activities requires managing risks and weighing the benefits to participants to maximize personal safety and compliance with regulations while enhancing the academic experience and respecting commitments to our off-campus partners.

This policy applies to all Dartmouth Travelers and any Dartmouth Entity or individual organizing, administering, or funding Dartmouth Travel .

III. INFORMATION FOR DARTMOUTH TRAVELERS

A. Travel Registry

The Global Dartmouth Travel Registry ("Travel Registry") is used to assist in identifying the needs of Dartmouth Travelers in the event of an emergency. Registration in the Travel Registry is required for all Dartmouth Travelers traveling to international locations.

B. Travel Exceptions

Before traveling, Dartmouth Travelers must determine if a location they are traveling to requires a " Travel Exception ". Participating in Dartmouth Travel without an approved Travel Exception when one is required is prohibited; expenses for such travel will not be covered by Dartmouth.

Using travel risk assessments conducted by several international organizations, Dartmouth identifies when Dartmouth Travelers are required to obtain a Travel Exception before departure. Dartmouth's requirements for a Travel Exception may change based on updated assessments or changing conditions. Dartmouth Travelers are required to sign a release of liability form as part of the Travel Exception process.

C. Visas and Immigration

A visa or other documentation may be required for any Dartmouth Travel off campus. Dartmouth Travelers are responsible for confirming what documentation is needed well in advance of departure.

Dartmouth has partnered with a third-party vendor for assistance with visa and passport services for Dartmouth Travel. Individuals who are not United States citizens or lawful permanent residents (Green Card holders) should contact Dartmouth's Office of Visa and Immigration Services to understand any impact that traveling may have on their ability to re-enter the United States.

D. Compliance with Dartmouth Policies

Dartmouth Travelers must comply with all applicable handbooks, codes of conduct, and policies and procedures while participating in Dartmouth Travel. Additionally, Dartmouth programs or activities may have specific policies and procedures (e.g., requirements imposed by sponsors of research) that Dartmouth Travelers are expected to follow. Failure to comply with applicable policies and procedures may subject Dartmouth Travelers to disciplinary action.

E. Financial and Staffing Arrangements and Vendor Contracts

Official Dartmouth bank accounts may be opened only with prior approval from the Controller's Office, which will consider United States federal and local rules and regulations (e.g., banking and tax) applicable to the country in which the account will be opened. Legal matters, such as those related to contracts, employment and/or engagement of independent contractors in support of Dartmouth programs operated internationally, must be reviewed by Procurement Services and the Controller's Office, with consultation to the Office of the General Counsel and the Office of Risk and Internal Controls Services as needed, before execution to ensure compliance with regulatory and other legal requirements. For more information on international staffing, see the Dartmouth International Staffing Policy .

F. Incident Reporting and Clery Act Compliance

All health and/or safety incidents should be reported to the Dartmouth Traveler's program or department. In emergency situations, or when Dartmouth Travelers learn of health or safety incidents that are of immediate concern, they should report such matters as soon as possible to their program or department and to Dartmouth Safety and Security . When communicating about incidents, it is important to include information about the date, time, and location of the incident, identify who was involved, and provide a brief description of the incident. To report events like the theft of a camera, laptop, or other personal belongings, Dartmouth Travelers are encouraged to email a summary of the incident to their Dartmouth program administrator and/or faculty advisor. Having detailed information about incidents enables Dartmouth to better support travelers.

Responsible employees (known as Campus Security Authorities or CSAs) are required to disclose the occurrence of certain crimes and incidents to Dartmouth Safety and Security to ensure that Dartmouth meets federally mandated reporting requirements. For more information about CSAs and reportable offenses, please read Dartmouth's Clery Act resources or contact Safety and Security at +001 (603) 646-4000.

IV . DARTMOUTH ENTITIES ORGANIZING, ADMINISTERING, OR FUNDING STUDENT TRAVEL

A. Orientations and Pre-Departure Resources

While an in-person pre-departure orientation is considered best practice, especially for trip organizers, less experienced travelers, or travel to unfamiliar locations, at minimum a department, program, or unit ("Dartmouth Entity") organizing, administering, or funding Dartmouth Travel by students should disseminate these sharable resources to Dartmouth Travelers during the travel planning process, well in advance of departure. For consultation on developing orientation materials for Dartmouth Travel, email the Travel Safety Working Group at [email protected] . 

B. Continued Oversight

In addition to providing pre-departure orientation and resources, Dartmouth Entities have the following responsibilities when organizing, administering, or funding Dartmouth Travel by students:

• Ensure that any required Travel Exceptions are approved prior to departure. Read Dartmouth's guidance for organizing student travel for more information.
• Maintain records of signed risk acknowledgement and release of liability forms .
• Ensure Dartmouth Travel to international locations is registered in the Travel Registry prior to departure.
• Advise travel participants to enroll with the United States State Department or the nearest embassy or consulate of their country of citizenship at their travel locations.
• Maintain and communicate clearly written emergency response protocols, including identifying the primary contact for travel emergencies and after-hours support and filing that information with Dartmouth Safety & Security and the Deans' on-call lists.
• Maintain an active record of travel itineraries, emergency contacts , and on-site contact details (e.g., mobile phone number including country code for international numbers, web or app-based messaging information, local addresses, and/or other information beyond a Dartmouth email address).
• Except as may be otherwise required, issue Dartmouth funding, academic credit, etc., only after all required forms are completed and filed with the sponsoring department or program, any required Travel Exceptions have been approved, and, if traveling internationally, Dartmouth Travel has been registered in the Travel Registry.

V. TRAVEL RESOURCES

Additional resources are available to Dartmouth Travelers on the Global Dartmouth website. These resources may be amended from time to time by the Travel Safety Working Group.

VI . EFFECTIVENESS OF POLICY, AMENDMENTS, AND DISPUTE RESOLUTION

This Policy is effective as of August 1, 2022, and replaces the previous Dartmouth Travel Safety Policy, revised in August 2021. This Policy may be revoked or amended by Dartmouth, in whole or in part, from time to time. The Provost (or their designee) and the Executive Vice President (or their designee), acting together, shall have the power to make revocations or amendments. Any such revocation or amendment shall become effective upon adoption by the Provost or the Executive Vice President, or as of such other time as the Provost or the Executive Vice President shall specify. Questions or disputes regarding the application, interpretation, or implementation of this Policy shall be resolved by the Provost and the Executive Vice President, in consultation with the Director of Risk and Internal Controls Services and the Office of the General Counsel as needed. The decision of the Provost and the Executive Vice President shall be binding on Dartmouth and all individuals subject to this Policy.  

DEFINITIONS

Dartmouth Entity : A Dartmouth department, program, or unit.

Dartmouth Travel : Travel that Dartmouth requires, supports, supervises, controls, or manages, which is financially supported by Dartmouth or through any Dartmouth account, and/or is expected to result in the granting of academic credit from Dartmouth. This includes travel supported by external grants (e.g., from federal agencies or private foundations) made to Dartmouth.

Dartmouth Travelers : All Dartmouth community members (students, faculty, staff, alumni, volunteers, and others who are participating in Dartmouth programs) participating in Dartmouth Travel.

Travel Exception : A required review of a Dartmouth Traveler's proposed plan to travel to a higher risk location. Higher risk locations are determined using travel risk assessments conducted by various international organizations, following the International SOS (ISOS) assessment most closely. A Travel Exception is either approved or declined by the Global Dartmouth team.

Travel Registry : Dartmouth's registration system used to assist in identifying the needs of Dartmouth Travelers in the event of an emergency. This includes facilitating delivery of support services.

Effective Date

Last revised date, office of primary responsibility, last reviewed date, next review date.

What Airbnb’s New Security Camera Policy Means For Travelers

Airbnb announced a new policy: no more indoor security cameras. Here's how the change could impact future stays.

Madeline Holly-Carothers • Mar 19, 2024

AirBnb announced a new policy that will affect stays at each of the more than six million listings across the globe. Through an update on its website, the home rental platform shared that beginning April 30, it would ban the use of all indoor cameras.

Previously, the global vacation rental giant allowed hosts to use interior cameras during stays for security and check-in purposes. Cameras could be placed in “common areas” like living areas or hallways so long as they were totally visible, but were not allowed at all in private areas where people slept, bathed or used the restroom. 

Prioritizing Privacy

The message read, “Airbnb is banning the use of indoor security cameras in listings globally…to continued to prioritize the privacy of our community.”

At the time, one specific stipulation for indoor camera use was that guests had to be informed of the devices and their locations via the listing. The new policy, however; overrules the previous one. According to Airbnb’s website, the change “makes clear that security cameras are not allowed inside listings, regardless of their location, purpose or prior disclosure.”

Concerns Over Safety

@brittany..walsh Found a hidden camera in our Airbnb bathroom and for some reason it got deleted so here it is again 🙄 ♬ original sound – brittany

In recent years, more instances of “peeping Toms” or people being watched without their knowledge , has become increasingly concerning for travelers. And with indoor security cameras becoming less expensive, they’ve also become more common.

With Airbnb’s ‘no-indoor-cameras’ policy, guests can feel safer and more at ease inside private rentals. The website mentions that instances of indoor cameras in use after the policy takes effect on April 30 will be investigated and responded to.

The new policy also mentions outdoor cameras, which are still permitted at listings. Outdoor security measures, like doorbell cameras and noise monitors can still be used, but must now be disclosed, along with location, on the listing. 

Increasing Security

According to the website, cameras in “outdoor areas where there’s a greater expectation of privacy” like a sauna or outdoor shower are no longer permitted. And noise monitors are only permitted, provided the appropriate disclosure, if they do not transmit or record actual sounds or conversations, which would violate guests’ privacy.

Airbnb says the new policy will impact a “small” portion of listings worldwide.

With the new updates, Airbnb guests can expect to feel more comfortable and not worry about things like hosts watching, listening to, or generally invading their privacy during a stay.

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CDC updates Covid isolation guidelines for people who test positive

People who test positive for Covid no longer need to isolate for five days , the Centers for Disease Control and Prevention said Friday.

The CDC’s new guidance now matches public health advice for flu and other respiratory illnesses: Stay home when you’re sick, but return to school or work once you’re feeling better and you’ve been without a fever for 24 hours.

The shift reflects sustained decreases in the most severe outcomes of Covid since the beginning of the pandemic, as well as a recognition that many people aren’t testing themselves for Covid anyway.

“Folks often don’t know what virus they have when they first get sick, so this will help them know what to do, regardless,” CDC director Dr. Mandy Cohen said during a media briefing Friday.

Over the past couple of years, weekly hospital admissions for Covid have fallen by more than 75%, and deaths have decreased by more than 90%, Cohen said.

“To put that differently, in 2021, Covid was the third leading cause of death in the United States. Last year, it was the 10th,” Dr. Brendan Jackson, head of respiratory virus response within the CDC’s National Center for Immunization and Respiratory Diseases, said during the briefing.

Many doctors have been urging the CDC to lift isolation guidance for months, saying it did little to stop the spread of Covid.

The experiences of California and Oregon , which previously lifted their Covid isolation guidelines, proved that to be true.

“Recent data indicate that California and Oregon, where isolation guidance looks more like CDC’s updated recommendations, are not experiencing higher Covid-19 emergency department visits or hospitalizations,” Jackson said.

Changing the Covid isolation to mirror what’s recommended for flu and other respiratory illnesses makes sense to Dr. David Margolius, the public health director for the city of Cleveland.

“We’ve gotten to the point where we are suffering from flu at a higher rate than Covid,” he said. “What this guidance will do is help to reinforce that— regardless of what contagious respiratory viral infection you have — stay home when you’re sick, come back when you’re better.”

Dr. Kristin Englund, an infectious diseases expert at the Cleveland Clinic, said the new guidance would be beneficial in curbing the spread of all respiratory viruses.

“I think this is going to help us in the coming years to make sure that our numbers of influenza and RSV cases can also be cut down, not just Covid,” she said.

Latest news on Covid

• Common Covid symptoms follow a pattern now, doctors say.
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• How big of a risk is coinfection with Covid and other viruses?

Still, the decision was likely to draw criticism from some clinicians who point to the fact that the U.S. logged 17,310 new Covid hospitalizations in the past week alone.

“It’s something that is likely to draw a wide array of opinions and perhaps even conflicting opinions,” said Dr. Faisal Khan, Seattle’s director of public health. “But [the CDC’s] rationale is sound in that the pandemic is now in a very different phase from where it was in 2021 or 2022 or 2023.”

Though the isolation guidelines have been wiped away, the CDC still encourages people to play it safe for five days after they are feeling better. That includes masking around vulnerable people and opening windows to improve the flow of fresh air indoors.

The majority of viral spread happens when people are the sickest. “As the days go on, less virus spreads,” Cohen said.

People at higher risk for severe Covid complications, such as the elderly, people with weak immune systems and pregnant women, may need to take additional precautions.

Dr. Katie Passaretti, chief epidemiologist at Atrium Health in Charlotte, said it was a “move in the positive direction.”

“We are continuing to edge into what the world looks like after Covid, with Covid being one of many respiratory viruses that are certain that circulate,” she said.

The new guidance is for the general public only, and does not include isolation guidelines in hospital settings, which is generally 10 days.

On Wednesday, the agency said that adults 65 and older should get a booster shot of the Covid vaccine this spring. It’s anticipated that the nation will experience an uptick in the illness later this summer.

Winter and summer waves of Covid have emerged over the past four years, with cases peaking in January and August, respectively, according to the  CDC .

Another, reformulated, shot is expected to be available and recommended this fall.

CDC’s main tips for reducing Covid spread:

• Get the Covid vaccine whenever it is available. Cohen said that 95% of people who were hospitalized with Covid this past winter had not received the latest vaccine.
• Cover coughs and sneezes, and wash hands frequently.
• Increase ventilation by opening windows, using air purifiers and gathering outside when possible.

Erika Edwards is a health and medical news writer and reporter for NBC News and "TODAY."

The complete guide to corporate travel policies 

The business travel policy guide you’ve been waiting for .

Creating a business travel policy for your company can feel really daunting. You don’t want to just throw something together and hope for the best, but it feels impossible to anticipate every possible scenario. The truth is your policy serves as more than a rule book; it's a guide to better decision-making about your corporate travel programme and can save you a world of headaches down the road.  

Introduction

What is a travel policy .

• Why do you need a travel policy?
• How to create a travel policy

What to include in a travel policy 

• Travel policy best practices
• How to promote travel policy compliance

When to review and update your travel policy 

• Final thoughts

When it comes to company travel, a travel policy brings it all to one place. It acts as an influencer for travellers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right.  

If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way.  

Ready to get cracking? Let’s go!  

A travel policy is a guide for business travellers to follow that outlines:  

• How, where, and when to book  
• Approved technology for travel management  
• Preferred suppliers for air travel, land travel, and accommodations  
• Approvals process for out-of-policy bookings  
• Trip extensions and personal travel  
• Expenses and what is covered or not covered  
• Reimbursement processes  
• Business travel insurance information  
• Emergency procedures and contacts  

Your company’s travel policy should reflect your company culture and values, be supportive of your travellers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish!  

While you might hear a few grumbles and groans around the words “policy” or “process,” don’t worry! A travel policy does not need to be rigid and inflexible.  

Do your travellers prefer to book on their own? Don’t take away their autonomy. They can still self-book, you’ll just provide them with a better tool and way to do it more efficiently.  

Do your people feel prepared for any event that can cause a travel hiccup? With a travel policy, you can give them clarity and help them feel more prepared when travelling for business purposes.

Why do you need a travel policy? 

Your travel policy is an extension of your travel programme and company culture. It’s the glue that holds your travel programme together – from approvals, expenses, booking processes, and emergency contacts.  

Having a travel policy helps you:  

• Control travel costs  
• Determine how reimbursement works  
• Compile a list of trusted and approved travel vendors  
• Manage an employee’s travel experience and safety  
• Cut rogue bookings – and simplify approvals  
• Budget, report on travel expenses and activity and reconcile bookings  

It’s a roadmap or guidebook that your travellers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes.  

As a company though, your travel policy helps centralise your travel programme, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travellers are happier to follow.  

How do I create a travel policy that works for my business? 

• Determine business travel guidelines 
• Create a travel policy that puts your people first 
• Set reasonable budget limits 
• Simplify the process of expense claims 
• Adopt a user-friendly all-in-one travel platform 

Once you’ve read through our tips, be sure to download our free  travel policy template  so you can get started on creating a travel policy of your own! 

1) Determine corporate travel guidelines 

When you take the time to create a policy that meets the needs of your business, you are making sure that your travellers are safe, costs are controlled, and you’ve made every business trip count. 

Start by looking at what types of travel are allowed and the reason for each trip. 

If you have team members travelling all over the globe, you might want to set some extra safety measures. You should also decide if there will be restrictions on the type of ground transportation used or where employees can stay. 

Create a process for booking flights, hotels, and other ground transportation needs. How far in advance should they be booking? Do different rules apply based on the traveller’s position? Who is the point of contact for bookings and other travel questions? 

Making sure to include your company’s travel insurance info is also important. Make sure to note if your policy covers medical expenses and/or any losses due to cancellations or delays in transportation services due to factors outside an employee’s control. 

Do you have a policy for reporting and documenting expenses? This includes having a system in place for claims (like meal expenses) and a reimbursement process, so your team can easily get their money! 

2) Create a travel policy that puts your people first

You’ve heard the term “duty of care” before, so it’s important to create a corporate travel policy that puts traveller safety and accessibility needs first. You’ll need to define and assign the roles and responsibilities of everyone involved, including a travel manager, if you have one. 

Set up an emergency plan and provide access to traveller safety information. Determine who is the emergency contact (your TMC?) and how to get in touch. Do they have 24/7 emergency support available by phone or chat? What about email support? 

Invite your HR department, the travellers themselves, and your DE&I manager into a discussion to find out what needs your team has as individuals, what hiccups they face when travelling, and what holes exist in your travel programme that make it difficult to navigate. 

Working with a TMC is a great way to ensure travellers are kept safe before and during their trip.  

3) Set reasonable budget limits for business travel

You have a budget you need to adhere to, but is it realistic? Setting reasonable budget limits is key to an effective policy. 

Your budget should account for all travel-related expenses, including airfare, accommodation, meals, and ground transportation. And once you’ve set your budget, you can determine reasonable costs for hotels and accommodation, ground transport, flights, and more. Build these caps into your  travel booking software  to help travellers stay within the set parameters, which will later help with accountability. 

It's important to set clear rules on what the company can pay back and what types of expenses are out-of-pocket. 

If you’ve set a maximum daily rate for meals on work trips, it's crucial that travellers understand the limit before racking up additional charges. Requiring receipts can also help keep track of employee spending and make sure they're not going over budget. 

By working with a  travel management company  like Corporate Traveller, you can review your previous year’s expenses and find where you can optimise or make changes based on market changes. 

4) Simplify the process of expense claims 

If you're unfamiliar with  how to write a travel expense policy , creating a simple process for claiming expenses is key to getting your team on the same page. Do you have access to a payment system that pays for the majority of expenses at the time of booking? This could be a good way to save time and stress down the road.  

The more you can pay for before your travellers get to their destination, the easier everything is to reconcile after they get home.  

If you have a person in charge of reviewing expense reports and watching pre-trip approvals, make sure to set criteria for claim approvals and look at automating processes to make approvals simple! 

5) Adopt a user-friendly all-in-one travel platform  

Finding the right  travel management software  is essential. The right booking platform can provide travellers with an easy-to-use experience, giving them access to the best fares and availability. 

For example, at Corporate Traveller, we use Melon . It’s a  corporate travel platform  that includes booking tool, reporting suite, travel policy pusher, traveller profile manager, and so much more. Melon features a “recommended spend” function, which helps keep travellers booking in policy. Hello, visual guilt! 

Melon’s simple user interface, combined with dedicated travel consultants and expert 24/7 support, makes it simple to book, manage, and keep track of your business travel. You’ll be able to access Melon-exclusive deals and perks (alongside many negotiated contracts and online deals) and take care of all your travel needs from one place. 

From the get-go, you’ll be able to work closely with our team to ensure that all of your needs are met. We'll help you customise your travel programme to meet specific business needs, build your travel policy into the platform, and offer training to staff to help them along the way.   

Putting it all together  

Wow! You’ve reached the end and should have a better idea of how to write a corporate travel policy. High five! Now it’s time to put it all together and get it on paper.  

Maybe you already have something in place that needs some work or an entire overhaul. Check out our easy-to-use template and start checking those boxes! 

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a  travel policy template ! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

When you’re crafting your business travel policy, there are so many considerations to be made. Things might come up that you never even thought of, but not to worry. We have loads of resources to help you see this through.  

Starting out, it might be looking a little drab and wordy, but depending on your travel programme size, a visual travel policy might be just what you need. You can search for examples online or take a look at an example of a visual travel policy we’ve created.   

When building your policy, it’s important to include:  

1. International or foreign travel policies  

When you’ve got travellers all over the globe, you need to build out a policy for international or foreign travel. This is protects them (and you) on anything from travel safety, to expenses, and everywhere in between.  

• Whether your travellers are individuals or entire teams, your international travel policy needs to cover:  
• How and where to book – is that with a travel manager, online booking tool, a travel management company (TMC) ?  
• Travel insurance coverages and contact info – international numbers and policy information  
• Emergency contacts – how to reach them and the process of in-destination emergencies  
• Travel expenses – limits and how to file for reimbursement  
• Travel documentation – who to contact with questions  
• Advance booking timelines – when should they be booking for international travel?  
• Travel extensions – are these allowed and what are travellers expected to cover if they choose to extend their trip for leisure?  

By outlining all of this information in your policy, you’ll streamline the process for your finance teams, travel managers, and your travellers. And really, who doesn’t want to make travel a smoother experience?  

2. Corporate travel policy for business class travel 

Does your corporate travel programme have different rules, limits, or allowances for different levels of seniority? Are some junior members expected to travel in economy class, while some executives are allowed to book in business class?  

If some certain exceptions and situations might allow for an employee to book business class, regardless of their position, you should include that in your policy as well.  

Making this as clear as possible will avoid an approvals nightmare down the road.  

3. Corporate meal allowance policy 

It’s great if you’ve already centralised most of your business travel expenses like flights, accommodation, transportation, and car hires, but your people gotta eat! It’s super important to include a meal allowance policy that clearly outlines which meals (and how much) you’ll cover.  

Some of your team might be travelling with corporate credit cards, while others might need to be reimbursed. The guidelines and procedures for submitting expenses or asking for reimbursement need to be crystal clear!  

Make sure to outline if you have a corporate travel policy for alcohol, too! You don’t want murky policies when it comes to footing the bill for drinks.  

Some things to consider for your meal allowance and alcohol travel policy:  

• Which meals are covered and for how much?  
• Who is footing the bill for an alcoholic beverage with dinner?  
• If entertaining clients, what is the budget, and how flexible is it?  
• What is the process of submitting company card expenses?  
• What is the process for requesting reimbursement?  

Your team will always have questions about the policy on food and drinks, so make sure they can find the info easily and have a point of contact for whoever can offer more clarity.  

4. Executive travel policy 

We briefly touched on executive travel when we talked about travelling in business class, but there is certainly more to the top dogs travelling.  

Executive travel can be a touchy subject if there are more lenient policies in place than there is for less senior team members. Your executives also may need to know the guidelines in place for their own travel, so they don’t accidently go overboard, which could be an accounting nightmare!  

You’ll need to make sure you deliver a guide for approvals, procedures, booking deadlines, meals, accommodation, basically everything.  

Lay it all out. Make your policy as digestible as possible, and for a busy exec, consider bullet points and titles in bold so they can easily skim to the areas they need to know.  

5. Natural disaster or COVID-19 business travel policy  

We can all agree that COVID-19 caused business travel to come to a screeching halt. Across most industries, the pandemic impacted client relationships, the ability to gain new clients and caused budgets to get slashed pretty dramatically.   

While this was only one event, many businesses have begun to consider the “what-ifs” of their travel programmes should another outbreak of COVID or something else happen. Crossing our fingers and toes doesn’t cut it, unfortunately.  

There is also the chance of their travel being impacted by a natural disaster. We’ve seen it before – earthquakes, tsunamis, volcano eruptions, hurricanes. Do you have a plan or policy to aid your team and guide them through the unthinkable?  

In 2022, we surveyed 120 employees across various industries and businesses. More than half, 51% of respondents said their companies didn’t provide resources or tips for safety on their trips. Duty of care isn’t something to put on the back burner, it’s your legal obligation to make sure your team is informed.  

So, what’s the solution, you ask?  

Working with a TMC gives you the backup you need if anything ever happens and you have people travelling abroad. At Corporate Traveller, our travel management software, Melon, is a central place to house your policy for quick and easy access. Plus, our travel experts can help you paint the big picture of what to do, who to call, and how to get your team home safely as quickly as possible.  

Is there anything missing from your travel policy? 

Let’s break it down. If you think of your policy like a sandwich, it should include:  

The bread and butter  

• Where and why: Are there any restrictions on who travels domestically or internationally? Or guidelines around reasons for travel?  
• When: Are there any restrictions on when business travel is a no-no, like during an auditing period or financial downturn?  
• How? How should travel arrangements be booked? Through your online booking tool or with a preferred Travel Management Company (TMC)? How far in advance should domestic and international trips be booked?  
• Preferred suppliers: Do you have preferred partners for air travel, accommodation, ground transport or travel insurance?  
• Approvals: Who’s responsible for giving the green light on trips?  
• Show me the money: What’s the process for managing/submitting expenses, paying for travel and reimbursements?  
• Uh-oh: How will you prevent or deal with non-compliance to the travel policy?  
• Noise level: Getting loads of ‘noise’ and questions about things in your policy? This means it’s not clear and it’s time to review why and where the stumbling block is for travellers (or your finance team!)  

 The filling  

• Classy, baby: Who gets to fly business class, book 5-star properties or order UberLUX? And how does your business handle upgrades or airport lounge access for long-haul flights?  
• All work, some play: What are the conditions if someone wants to extend their business trip to take personal leave? Are you happy for them to enjoy a bleisure trip, and if so, who foots the bill and for what?  
• Loyalty: Are there any travel rewards or business loyalty programmes that can be used during booking?  
• Spending money: Do your business travellers have a daily allowance for meals, snacks, and drinks? How much is it, what does it include – and what’s not covered? Can they order room service, drink from the mini-bar, or use the in-house laundry service?  

The not-so-secret sauce  

• Safety first: your policy should support air, accommodation and ground transport suppliers that have been safety and security vetted. Guidelines or information on travel insurance for work trips is also helpful.  
• Now what: What’s the plan of action in the case of Acts of God or Force Majeure events? Does your team know who to call for help?  
• What’s next: Who is responsible for updating and reviewing your travel policy, and how often?  

Corporate travel policy best practices

• Write for skim readers
• Guide travellers to the right resources
• Automate your policies
• Stipulate a timeframe for expense claims
• Be prepared for the unexpected

1. Write for skim readers  

One of the first steps towards writing a people-first travel policy is understanding how your travellers will read it. And the truth is…  

They probably won’t.   

Research has shown that  adults get distracted every 47 seconds . So if a business traveller is looking at your policy, they’re most likely just searching for a specific answer – and they want it fast. So what can you do?  

First, make sure the document is easy to navigate. That means including things like:   

• A table of contents  
• Visual elements to help guide the eye toward crucial information, like flow charts and tables  
• Clear headings and important details in bold  
• Bulleted lists (see what we did here?) 

And even though it’s a technical document, don’t make it sound like one. An effective travel policy should be clear, concise, and easily comprehended. So skip the long, complex sentence structures and technical jargon, and write in plain, simple English. It helps to pretend like you’re writing it so an eighth-grader can understand it.   

2. Guide travellers to the right resources  

Remember when we said travellers will only read your policy to find a solution for a specific need? Whether it’s a link, a phone number, or a step-by-step tutorial – a well-managed travel policy should provide them with the right resources.  

Instead of treating a travel policy as a list of rules, treat it like a resource sheet. Here are some key pieces of information travellers might need to pull up easily:  

Your approved online booking tool (and steps on how to use it)  

• QR codes to download your  mobile travel app   
• Preferred airlines, including class, budgets, and other limits  
• Permissible hotels, including guidelines on star-class and incidental expenses  
• Guidelines on ground transportation (trains, ride-sharing services, rental cars, and personal car usage)  
• How to get travel support  
• Travel insurance carrier  
• Clarification on the reimbursement process (more on this later)  

You can also include other factors specific to your company, but this should at least be the necessary groundwork to help employees make the right choices on their own.  

3. Automate your policies  

Let’s face it: even with the best communication efforts, there’s always a chance that an employee may violate policy, even unintentionally. So, what can you do?  

Build policy into booking.  

By building your travel policy into your travel management software, it becomes unavoidably embedded in the booking process, so even the most easily confused employees end up following by default.   

Automation tools can sound the alarm on out-of-policy bookings and even provide an audit trail. This can be especially helpful for employees who may struggle to remember procedures and policies, especially after big changes to your travel programme.  

4. Stipulate a timeframe for expense claims  

No one wants to get stuck waiting on the money they’re owed – or worse – find out they’re not getting reimbursed for an expenditure they thought would be covered.  

Having a clear and well-defined expense claim process is critical in any travel policy. Employees need to know how to claim their travel expenses, how soon they need to submit an expense report, and when to expect reimbursement.   

The  travel expense policy  should also be clear about what expenses are and are not reimbursable, including any limits or exceptions. For example, if an employee needs to book a different seat class to  accommodate a disability , the policy should include the process for requesting and approving this expense.   

Plus, a submission deadline reduces cash flow issues and provides more accurate and complete expense data for that period (your finance team will thank you later).  

5. Be prepared for the unexpected  

As a company, you have a duty-of-care responsibility. When it comes to business trips, you need to be prepared for the unexpected. No matter how much effort you put into planning, there will always be a few hiccups along the way.   

For instance, lost luggage, canceled or delayed flights, and sudden weather or political emergencies in unfamiliar destinations could all leave your employee stranded.   

“Companies need to be prepared to plan for the particular, not just the universal. Every aspect of the travel programme needs to be able to fit each of your travellers like a glove, from adaptable plans and experts on call, to technology that makes the journey seamless.” - Emese Graham, DE&I Manager @ FCTG  

Don’t let unexpected situations blindside you. Have processes in place to ensure travel safety and security. Make sure they know what to do, where to go, and who to get a hold of if something goes wrong. Taking a proactive and prepared approach to your policy can minimise the impact of emergencies and take care of your team’s well-being while they’re on the road.  

BONUS TIP: Update your policy regularly  

Here’s a free business travel policy best practice just for you! It isn’t just a “one and done” deal – it’s a living document.  

What’s that mean? As your company grows and travel conditions change, so should your travel policy. Revisit your expense policy at least once a year to keep it relevant and effective – and lead you towards new cost-saving solutions.    

Data is going to be your best friend here. Here are a few key factors you should look into when updating your travel policy:  

• Analyse travel spend patterns  – are you throwing a lot of company money at certain suppliers? You might want to see if you can negotiate a new deal or find better rates elsewhere.  
• Identify areas of overspending or inefficiency – are employees accruing high parking or travel costs? See if you can get season tickets or other accommodations.  
• Evaluate the overall performance of your policy – are you still compliant with any new regulations that have come into play since the policy was established? How can traveller experience be improved?  

You may even want to consider enlisting the help of professionals, such as a travel management company with experience in expense management, to give advice on how to optimise your travel policy to better meet the needs of your employees and your business as a whole.   

Building a travel policy that's good for business and travellers and meets their needs is no small feat. But whether you're looking to retain your team, attract new talent, or make life a little easier for your travellers, investing in a well-designed travel policy is definitely worth the effort and great for company culture.  

By following these travel policy best practices and ensuring your policy meets all travellers' needs, you’ll be on your way to smoother, safer, and more enjoyable travel experiences for all.  

What are you waiting for? Start with this travel policy template and watch your business soar to new heights!  

How to promote travel policy compliance  

Whether compliance is a big or small issue in your company, it takes a little bit of investigating to figure out why it’s an issue at all.  

Maybe your policy meets the needs of only a few of your team members. Maybe it’s too difficult to navigate your policy. Or maybe, your policy is written in legalese and makes your travellers vision blur before they go rogue and book how they want.  

It could be that your travellers prefer a bit of freedom in booking and would rather do it on their own. Or, maybe they have specific needs that aren’t being met by the options provided.  

Whatever their reasons, it’s your job to figure out why they aren’t following and what you can do to build better compliance.  

Here are a few tips to improve travel policy compliance:  

• Make your policy easy to navigate, understand, and find  
• Use an online booking tool (OBT) for travellers who prefer to self-book  
• Allow a bit of flexibility so travellers feel they have some autonomy  
• Include a category for last-minute bookings so it doesn’t mess up your data  
• Understand your traveller needs and build an inclusive policy  

Work with your DE&I Manager, HR manager, and travellers better learn how to diversify your travel program me.  

Read the full guide:

You've researched, gathered the necessary resources, and communicated your travel and expense (T&E) policy to your employees. But now, you're not so sure they're actually following it.  

Read the full guide:  How to Improve Corporate Travel Policy Compliance

If the last time you reviewed or upgraded your travel policy was more than a year ago, it’s outdated and needs a refresher. If your company is small and has low turnover, you could probably get away with making small tweaks and optimisations.  

But if you have a larger company with multiple departments and higher turnover, you probably need to do an overhaul and review it more regularly. We’re not saying you have to change it every time someone is hired or leaves the company, but making sure it’s relevant to the people who are there and are travelling matters!  

Corporate Traveller conducted a survey in 2022, which showed that 48% of respondents didn’t know if their company had resources for specific traveller profiles, while 41% said their company didn’t provide resources for specific traveller profiles. This really goes to show that there’s room for improvement in how policies are built to support their people and their businesses.  

A people-first travel programme and policy have become necessary as the world grows and begins to understand neurodiversity, disabilities, and cultural differences. When we learn about our team members’ diverse needs, we can better understand how to support them when they venture abroad for our businesses.  

READ MORE: Learn how to diversify your travel programme to support your team

We recommend policy reviews every 3-6 months, but at the minimum, once per year.  

Final thoughts 

Business travel is so unpredictable, as we’ve seen in recent years. There will always be circumstances you can’t avoid as a company, but making sure that you have the necessary checks and balances in place can help to make things just a little easier. If you have groups travelling, VIPS, or people heading to high-risk destinations, it’s important that your policy is relevant.  

Don’t forget that travel policies shouldn’t be written and forgotten about – these are living documents that must be regularly updated to make sure they best protect your people.  

Remember these best practices when writing your travel policy:  

• Keep it simple and make it pop with visuals, bullet points, and bold headings.  
• Answer any and every question possible – think of all the eventualities  
• Always put your people first  
• Implement a quick and simple approval process  
• Automate as much as you can  
• Use technology that’s supports your policy  
• Be flexible with due reason  
• Be clear about what’s not allowed  
• Update your travel policy at least once a year  
• Keep it somewhere easy to find   

And finally, it doesn’t hurt to have a couple of different formats. Consider a visual version and an extended version so the message is delivered best depending on the person reading. For some, it might be easier to digest one over the other.  

Looking for a policy review? We’d be happy to work with you. 

Let’s chat .

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ESMO Preceptorship on Breast Cancer 2024: Sao Paulo

Learning objectives.

• To enable the interdisciplinary discussion and collaboration in the care of patients with breast cancer.
• To understand subtype-specific breast cancer management.
• To improve the understanding of current radiological and pathological diagnostics.
• To learn about the latest developments in neoadjuvant and adjuvant therapies.
• To gain insight into the role of complementary and lifestyle interventions and supportive care.
• To review approaches to the care of patients with advanced breast cancer.
• To learn about specific needs of young patients with breast cancer.

Download the preliminary programme   

How to apply

Application is via online form. During the application process you will be required to upload the following:

• Your CV including a list of your publications
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Application deadline

Applications for the course are now closed.

Who can apply?

While this course is primarily aimed at  oncologists resident in Latin America , application is open to all ESMO members.

To apply, ESMO membership is mandatory. If you are not an ESMO member or need to renew your membership, please visit the  ESMO membership pages .

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During the event, ESMO will apply health and safety protocols according to the latest local authority guidelines and regulations.

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Successful applicants will benefit from complimentary course registration and accommodation.

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In addition to the course registration and the hotel accommodation,  a travel grant of maximum 800 euros  is offered to selected applicants as a contribution versus their travel costs. The reimbursement will be processed after the course against original invoices/vouchers. Please be aware that immigration visa costs are NOT covered by the travel grant and are the participant's responsibility.

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At Abortion Clinic Visit, Harris Says U.S. Is Confronting ‘Health Care Crisis’

The trip made history and offered a vivid look at how the politics of abortion rights have transformed since the Supreme Court overturned Roe v. Wade.

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By Lisa Lerer and Nicholas Nehamas

Lisa Lerer reported from New York and Nicholas Nehamas from St. Paul, Minn.

• March 14, 2024

Vice President Kamala Harris described the flood of laws restricting abortion access as a “health care crisis” as she visited with abortion providers and staff members on Thursday at a clinic in St. Paul, Minn.

The stop by Ms. Harris at the Planned Parenthood clinic was believed to be the first official visit by a vice president to an abortion clinic. No presidents are known to have made such visits, either.

Speaking to reporters in the lobby of the clinic, which was open and seeing patients, Ms. Harris assailed conservative “extremists” for passing laws that restrict abortion, resulting in the denial of emergency care for pregnant women and the shuttering of clinics that provide reproductive health care beyond abortion.

“These attacks against an individual’s right to make decisions about their own body are outrageous and, in many instances, just plain old immoral,” she said. “How dare these elected leaders believe they are in a better position to tell women what they need, to tell women what is in their best interest. We have to be a nation that trusts women.”

The image alone of the nation’s second-ranking leader walking into an abortion clinic provided a vivid illustration of how the politics of abortion rights have transformed since the Supreme Court overturned Roe v. Wade in 2022. In the lobby was a map showing Planned Parenthood clinics in Minnesota and neighboring states. Minnesota had by far the most, with a few in Iowa. Nebraska, North Dakota and South Dakota were almost bare — all have restricted abortion access since the overturning of Roe.

For decades, many Democrats viewed affirmative support for abortion rights as a political risk, fearing such a position could alienate more moderate voters who were uncomfortable with open discussion of the procedure. The party embraced cautious slogans like “safe, legal and rare” and policies like banning taxpayer funding of abortions.

But the fall of Roe upended those politics, energizing a new generation of voters energized by their support for abortion rights. The issue has become one of the Democrats’ biggest strengths, party strategists say. In campaign speeches, as he did in his State of the Union address, President Biden casts the issue of abortion rights as one of personal freedom and the right to make private health care decisions.

Celinda Lake, a Democratic pollster who has been surveying voters about abortion for more than four decades, said she could not recall a time when abortion rights were as motivating for their voters.

“It’s the No. 1 issue working for Democrats at every level in office ,” Ms. Lake said. “Everything from county commissioners to presidents are being elected around this issue.”

The issue is firmer ground for Democrats. Ms. Harris was visiting Minnesota a week after 19 percent of voters in the Democratic primary voted for “uncommitted,” as many of them treated it as a protest against the administration’s policies in Gaza.

After little discussion of abortion during Mr. Biden’s 2020 campaign, his strategists are embracing the issue. They’ve run ads featuring the testimonials of women denied access to the procedure in conservative states and attacked former President Donald J. Trump for appointing three of the justices who voted to overturn Roe.

Democrats’ efforts have been helped by a steady drumbeat of litigation, legislation and court decisions in conservative states that restrict not only abortion but also other aspects of reproductive health, including contraception and fertility treatments.

Tresa Undem, a pollster who tracks public opinion about abortion, said those actions had changed how voters — particularly women — view the role of government in their reproductive health care.

Recent polling from KFF , a nonprofit group focused on health policy, found that 86 percent of female voters of reproductive age say decisions about abortions should be made by a woman, in consultation with her doctor. Broad majorities also want laws guaranteeing a national right to abortion, access to abortion for women facing pregnancy-related emergencies and the right to travel to get an abortion.

“They are scared about their own mortality,” Ms. Undem said. “And they don’t want politicians or the government to have any say in the circumstances and the reasons, the why and the when.”

Mr. Biden has promised to restore federal abortion rights and preserve access to medication abortion, which faces new threats from a case set to be argued before the Supreme Court this month. Those assurances represent a notable escalation for Mr. Biden, an observant Catholic who spent decades caught between his religious opposition to the procedure and the policy of his party.

But Mr. Biden has still expressed some uneasiness with the procedure itself, often avoiding uttering the word “abortion.”

It is Ms. Harris who has emerged as the administration’s most forceful champion of abortion rights, touring the country to highlight the actions taken by the administration to preserve abortion access. She has taken a far more assertive approach than the president, holding meetings about the topic with hundreds of state lawmakers, meeting with abortion doctors and patients and speaking about the once-taboo issue in plain language.

“Please do understand that when we talk about a clinic such as this, it is absolutely about health care and reproductive health care. So everyone get ready for the language: uterus,” she said, speaking outside the clinic in St. Paul. “Issues like fibroids. We can handle this.”

Nearly all of her stops have been in Democratic-led states that have become havens for abortion seekers, as broad swaths of the South and the Midwest have ushered in more restrictive laws.

On Thursday, at St. Paul Health Center, Vandalia, where Ms. Harris was speaking, about two dozen anti-abortion protesters stood in the street outside holding signs that read “Planned Parenthood = Abortion” and “Abortion is not healthcare.”

A doctor at the clinic said it had experienced a 25 percent increase in abortions and a 100 percent increase in out-of-state patients since Roe was overturned.

“Minnesota has become a bastion of access for abortion care,” said Dr. Sarah Traxler, the chief medical officer of Planned Parenthood North Central States. “Our new abortion landscape is difficult. It is dangerous. And it is putting my patients and health care providers at severe risk.”

White House officials say they have largely reached the limits of their power to protect abortion rights . Legislation codifying federal abortion rights has failed twice and has no chance of passage, given the narrow Democratic majority in the Senate and disagreements within the president’s own party over the scope of such a bill.

Administration officials have encouraged Democratic state legislators to take a proactive role on the issue. Last year, Gov. Tim Walz of Minnesota signed legislation enshrining abortion rights into state law, an effort to ensure the procedure remains legal no matter who takes office in the state.

The Society of Family Planning, a health research organization, found that the average number of abortions in the state increased by about 36 percent in the year after the Supreme Court decision.

“What happened here in Minnesota with the re-election of the governor and the turning of the State Legislature, is what has led to ensuring that these fundamental rights are intact and are protected,” said Ms. Harris, before leaving the clinic for a Women for Biden-Harris rally in St. Paul. “Elections matter.”

At the campaign rally later in the afternoon, Ms. Harris put the blame for what has happened post-Roe on Mr. Trump, calling him “the architect of a health care crisis.”

The former president, she said, was “proud that women across our nation are suffering, proud that doctors and nurses could be thrown in prison for administering care.”

Lisa Lerer is a national political reporter for The Times, based in New York. She has covered American politics for nearly two decades. More about Lisa Lerer

Nicholas Nehamas is a Times political reporter covering the re-election campaign of President Biden. More about Nicholas Nehamas

Our Coverage of the 2024 Elections

Presidential Race

The Democratic Party, increasingly alarmed by the possibility that third-party candidates could swing the election to former President Donald Trump, has put together a team of lawyers  to track that threat.

President Biden’s re-election campaign had $71 million on hand at the end of February, more than double the money in Trump’s campaign account, as he continued to expand his fund-raising advantage  over his rival.

Trump indicated that he was likely to back a 15-week federal ban on abortion , with exceptions for rape, incest and life-threatening emergencies.

Other Key Races

March 19 was the biggest primary night since Super Tuesday, and there were few surprises in the results. Here are the key takeaways .

Vote counting was still underway in Chicago , where a proposal to raise the transfer tax on sales of high-value properties was trailing and two Democrats were locked in a close Cook County prosecutor primary.

Democrats in Arizona are leaning heavily into their support for abortion access to shore up support for Biden and hang on to a key Senate seat. But a legal dispute means it remains unclear what restrictions  will actually be in effect when Arizonans vote in November.