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Corporate Travel Risk Management Program & Duty Of Care

Traveller Risk Management

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Put your business travelers first with a robust strategy to help you mitigate and manage risk.

Ensuring Traveller Security

Put duty of care front and centre

Business travel can be unpredictable. The wellbeing and security of your people shouldn’t be.

If a natural disaster happens or travel security issues arise, knowing about the problem and getting in touch with your travelers is paramount.

Duty of care falls on travel managers’ shoulders. With the right travel risk management program in place, you can ensure that the welfare of your employees — from the time they book a trip until they return home — is a significant part of your travel policy. Let us help you protect your business’ biggest investment and most valuable asset.

We can help you to make sure your travelers don’t feel vulnerable and make managing risk simple with our effective travel risk management solutions.

Why you should do a travel risk assessment

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COVID-19 has impacted businesses and travelers across the globe. Because of this, now could be the time to optimize your travel management program. One way to do this is to examine your options when it comes to negotiating with suppliers.

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Know where your business travelers are.

Wherever your travelers may be, our Traveler Tracker lets you monitor specific regions across the globe. In no time, you can generate a report on travelers’ booking details and get up-to-date information on flight updates or new trip bookings.

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travel program duty of care

Duty of care: An integral part of your corporate travel program

Some years ago, a volunteer working for an NGO in Papua New Guinea contracted cerebral malaria and died [1] . When a lawsuit was brought against the NGO, the jury found the organisation guilty of failing to protect its volunteers in not one, but four ways—they failed to inform volunteers of the malarial risk, did not train them to recognise symptoms of prevalent local diseases, didn’t provide them with anti-malarial drugs, and didn’t provide a support helpline for volunteers to use in case of emergencies.

Duty of Care for Travelling Employees

What is duty of care?

Duty of care is the legal responsibility of an organisation to look after its employees while they are away from office on business. It means doing everything in your power to mitigate risks and ensure the safety, comfort, and well-being of your employees. It is applicable when your employees are on business trips (domestic or international), working remotely, or any other similar scenario.

Why should you focus on duty of care?

Duty of care is an essential part of a corporate travel program. As an employer, your obligations extend to your employees, remote workers, board members, consultants, and contractors.

It is an employee’s legal right to be cared for when they are away on business, and if an employer fails in its obligation to do so, and the employee suffers harm due to lack of care, they have every right to sue the company for negligence.

Many countries are passing laws that impose criminal liability on firms in case of any duty of care breach. For example, in the U.K., under the Corporate Manslaughter Act, a firm and its senior officials can be civilly or criminally charged for gross breach of duty of care.

However, you can avoid breaches and their legal ramifications by establishing a well-defined duty of care program. Obviously, you want to prevent harm to your employees. But if something does happen despite your best efforts, you still need to be able to show that you took all the right precautions. In one example, two employees of an oil and gas firm were killed in Venezuela. When a lawsuit was filed against the firm, it was dismissed by the jury because the firm had done everything proper to prevent such a tragedy—in other words, it fulfilled its duty of care obligations to a T.

Setting aside the legal and moral obligations, duty of care is good for your business in other ways too. Simplifying corporate travel increases your employees’ productivity and makes it easier for them to get their work done, and taking good care of your employees is a time-tested way of retaining them. Taking steps to prevent accidents also keeps your plans moving smoothly. Suppose you are expanding your business into a developing country, and your only employee at a remote work location is taken ill during a sudden disease outbreak without any access to assistance from you. Your employee’s faith in your company is shaken, the work at that site is on hold, and your expansion plan is derailed. A few incidents like this can do some major damage to your company’s plans, finances, and reputation.

What are the risks that business travellers face?

To develop a comprehensive corporate duty of care program, you will need to understand the kinds of risks your employees might face while they are out on business trips, such as:

Health risks:  These range from global pandemics like COVID-19 to individual travel-related sicknesses like jet lag, sleep disorders, food poisoning, and the common flu. The level of severity can vary widely depending on the individual traveller’s circumstances.

Political risks: Civil unrest including terrorist attacks, riots, and political conflicts pose extreme security threats to any travellers who are caught up in them.

Cultural risks: Standing out from the local population is a risk by itself. Travel often means that your employees find themselves in unfamiliar environments or amidst unfamiliar customs. Language barriers can complicate everything from daily navigation to emergency responses.

Natural disasters:  Depending on location, business travellers can find themselves in the midst of blizzards, hailstorms, earthquakes, tornadoes, or other disasters requiring immediate shelter or evacuation.

Accidents:  Airline emergencies (such as air collisions and emergency landings) and road traffic accidents are the two most common risks in this category.

Theft and harassment: This is often all about profiling. Business travellers who are dressed immaculately and carrying high-end mobile devices are going to stand out from the crowd, making them a target for pickpocketing, abuse, and threats. Female travellers face even greater risks while they are on the road, including sexual harassment, assault, theft, and kidnapping.

Being prepared to respond to any possible incident at any time is essential to protect your employees and your company’s reputation. That is why companies need a solid duty of care plan to prepare for these types of risks.

Tips to implement a successful duty of care program

We have put together some helpful tips to help you initiate and develop a solid duty of care program. The tips have been split into pre-trip, during trip, and post-trip for your convenience.

Risk assessment: The first step involves analysing the level of risk involved in every step of the trip. Take into account everything about the location before booking travel and accommodation: road safety, the climate and any adverse weather conditions, the presence of diseases like malaria or respiratory viruses, and political and civil conditions. It’s good to assess your likely business destinations periodically and rate them as low, medium, or high risk. This practice helps you maintain realistic internal travel policies, such as restrictions on travel to highly risky countries.

Know your traveller:  The more you know about your traveller, the better you can protect them from conditions that might be harmful. If employment laws in your area allow you to collect information about employees’ physical and mental health, use that information to prepare for any special risks that individual travellers may be facing.

Educate your employees:  Ensure that your employees are well-informed about your company’s travel policies. Share helpful tips and tricks about travelling safely, and educate them about the location they are travelling to. Before your employees leave, make sure they have the emergency contact numbers of your travel insurance provider and your travel team.

Prep your team: Create and distribute a travel policy that provides guidance to your employees who are handling travel administration. Make sure your team keeps an eye on the company’s bookings to weed out any high-risk or out-of-policy travel plans. Before a traveller sets out, ensure you have contact information for their next of kin and any clients or business partners they will be meeting during their trip. Finally, set up travel alerts to keep your travellers and travel team informed of any potential disruption.

During travel

The main task at hand is to know where your travelling employees are at all times. It’s a good idea to implement a traveller tracking application in partnership with a TMC or a third-party duty of care service provider. These applications will tell you which travellers are at risk, track your employees in real time, communicate with them about active alerts, and identify future bookings that might be affected. Whether you’re using a third-party provider or handling duty of care yourself, always give your travellers 24/7 support in case of emergencies or itinerary changes.

Post-travel

It’s a good practice to survey your travellers once they are back in the office and collect feedback so you can make improvements. You may also want to provide post-trip health checkups. For example, in most organisations, employees who returned from business trips during the spread of COVID-19 were given post-travel checkups to curb any travel-related virus transmission.

Here’s your takeaway!

Some companies are already taking their duty of care seriously, while for others it may appear too daunting to attempt. For the latter, it’s high time to make sure you’ve got this covered. If you need some motivation to get started, remember the big picture: duty of care means taking care of your employees and indirectly boosting their productivity, while saving your business from failed plans and unnecessary lawsuits. Work with your in-house travel team or TMC to put together a comprehensive duty of care program that combines best practices with advanced technology to give you and your travellers the safety you all deserve.

Visit our COVID-19 Resource Center for more guides, webinars, and other resources to help your teams navigate the challenges ahead.

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travel program duty of care

Navigator Blog   >   4 Ways Duty of Care Matters to Your Travel Program

4 Ways Duty of Care Matters to Your Travel Program

As the world of corporate travel continues to adapt to a new model of business shaped by COVID-19, the principles of Duty of Care have remained consistent: Companies still have a legal need to limit liability and a moral obligation to provide a reasonable standard of care to their employees, including their road warriors.

However, while the principles remain unchanged, the COVID-19 pandemic has revealed that many businesses lack a comprehensive Duty of Care (DOC) platform . In order to be effective, your DOC solution must go beyond written policy and offer risk management tactics and communication tools that allow you to respond to an evolving situation. Here are four key ways DOC should work in lockstep with your travel program.

1. Provide a consistent standard of care to all employees

Before the pandemic, most travel program DOC policies focused exclusively on the traveler. According to Direct Travel’s Chief Technology Officer, Darryl Hoover, this has its roots in a traditional mindset that seeks to mitigate location-based travel risks, such as a terrorist incident or natural disaster. In those scenarios, only the employees traveling in the affected areas would be provided with the relevant information and DOC procedures.

COVID-19 has shown that this strategy can be effective only up to a certain point. With an outbreak of infectious disease, the corporate traveler is just one point of entry from a risk perspective. A “non-traveling” employee vacationing in an area that experiences a disease outbreak poses the same level of threat as an employee traveling for business to a known hot spot. One solution includes incorporating a managed leisure program underneath your corporate travel umbrella to provide a line of sight into employee travel. We’ve explored this topic more in depth as part of an earlier blog post on the future of health management and employee safety, which you can access here .

2. Locate and communicate with employees on the road

The ability of your organization to respond to threats and alert your employees is only as good as the quality of your data. At the onset of the pandemic, some businesses struggled to pinpoint their employees’ locations and navigate border closures in time, leaving travelers stranded . Unlike traditional location-based threats, an incident happening on an international scale like COVID-19 does not provide companies with the necessary time or capacity to individually track down each employee through manual systems of communication. Instead, your DOC platform should provide an automated way to provide a global view of all employees and instantly communicate with them.

3. Keep employees informed of developing situations

Your DOC solution and risk management strategy should also extend beyond reactive measures. Until a COVID-19 vaccine is developed, experts predict reoccurring outbreaks of varying levels . A business with a proactive strategy anticipates such emerging threats and keeps employees informed of growing and waning risks. Use your DOC platform to provide your employees with up-to-date information on a regular basis. For those returning to the road, utilize trip briefs to provide destination intelligence and appropriately set traveler expectations.

4. Offer accountability beyond the corporate sphere 

The principles of Duty of Care apply not only to a business’s obligation to its employees, but also to society as a whole. As Hoover points out, the COVID-19 pandemic further showed how interconnected the world has become thanks in part to travel. Without a DOC solution integrated into your travel program, this moral imperative (and corporate liability) becomes more challenging to uphold.

For example, if an employee tests positive for an infectious disease after staying with a preferred hotel supplier or using a car rental service, what obligation does the company have to notify partners who may have been exposed? Employers also have to consider how they should use expense management tools to track possible sites of exposure created by the employee, such as restaurants they may have visited during their trip. These types of situations contain layered nuances of responsibility and become even more difficult to tackle accordingly if your organization already lacks a robust DOC platform.

Your Travel Management Company can help you address those questions and ensure your Duty of Care solution meet the needs of the moment and anticipates future challenges. Contact us to schedule a complimentary demo of Direct Travel’s intelligence risk management platform, Direct Duty of Care.

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5 of the best duty of care companies for corporate travel

What does duty of care mean, services offered by all duty of care companies, pre-booking.

  • Conducting a thorough risk assessment: first, duty of care companies will identify the risks involved in a trip. These include health risks and hazards, natural disasters, personal injury, pickpocketing, road safety, threats of diseases and infections, and more.
  • Knowing your travelers: next, the company will gather enough information about your employees. This will include their contact details, health records, and any health issues that can potentially affect them during the trip.
  • Providing in-depth information: based on the previous two analyses, you will get in-depth information about the destination—including emergency contact numbers, travel itineraries, location reports, and other alerts.

During Travel

  • Constant support: The business travel management team will be present round-the-clock to help your employees in case of an emergency.
  • Tracking software: Duty of care companies use their tracking apps or rely on a third party integration to track traveling employees at all times.

Post-travel

  • Insightful reporting: Duty of care companies will conduct a survey to gather feedback from your employees so you can easily detect any loopholes in your travel security procedures and optimize your travel processes for the future.

Top features to look for in a duty of care company

  • Covers pre-booking, during travel, and post-travel services
  • Offers 24/7 support to travelers over calls and messages
  • Provides a thorough report on the location and its ongoing situation
  • Conveys regular updates about the location to travelers
  • Uses a tracking software to track the travelers at all times
  • Employs powerful tools to gain real-time insights into traveler activities and the location

5 Best-fit duty of care companies for business travel

1. travelperk, travelperk’s main usps:.

  • Full-scale solution : TravelPerk lets you create, modify, and manage your itineraries from start to finish, from a single platform. Employees can get real-time alerts about bookings before the trip, while travel managers can track employee movement 24/7 during the trip.
  • Powerful integration : TravelPerk’s integrated partnership with International SOS and Northcott Global Solutions makes its duty of care solutions even more impactful. This partnership includes access to 5000+ medical experts , 24/7 chat and direct call support, educational courses, and planning assistance.
  • 360-degree view : Since travel managers can track employee movements at all times, companies can deliver real-time help in emergencies and safeguard their employees’ well-being.
  • On-demand trip information: Travelperk delivers travel requirements and alerts on things that may affect your upcoming or ongoing trips. Travel managers also get access to maps to monitor who's traveling where. This is also available on TravelPerk’s API, for businesses that want to create custom solutions.
  • Flexibility: Get the ability to cancel for any reason and get 80% of your money back . Get access to a 24/7 support team to help you do this.

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2. northcott global solutions, mains usps according to ngs:.

  • Contingency planning : strategizing tailored solutions for any expected and unexpected emergencies during a trip.
  • Continuous tracking : non-stop tracking of employee movement using GPRS/GSM/GPS/satellite integrated platforms.
  • Quick emergency response : swift and cost-effective emergency response—including in-country assistance, evacuation, and relocation—within 24 hours anywhere in the world.
  • eLearning course : informs employees about possible solutions through its accredited eLearning course on travel protection.

3. Safeture

Mains usps according to safeture:.

  • Security overview : brings you a Risk Map to pinpoint potential threats for a trip and select a region to communicate with all employees within that region.
  • Risk intelligence : collects and analyzes data to deliver alerts about high-risks areas, risk level, and category in any location.
  • Manage travel data : integrate any travel management company’s platform with Safeture to centrally view and store travel data.
  • Reliable communication: communicate with your employees regardless of their internet connectivity.

4. Riskline

Mains usps according to riskline:.

  • Safety reports : updated and in-depth safety reports from the street level for over 260 cities worldwide.
  • Pre-trip advisories : extensive reports, advising human resources about potential risks in their destination.
  • Expert consultations : connect with qualified risk management professionals to plan and prepare for business trips.
  • Travel check widget : keep all risk-related information handy in your phone with Riskline’s TravelCheck widget.

5. International SOS

Mains usps according to international sos:.

  • Sustainable solutions : meet sustainability commitments through careful strategies as per the Global Reporting Initiative (GRI) standards.
  • Layered threat monitoring: real-time updates on employees present anywhere near an emergency or crisis and 24/7 on-ground care providers.
  • Global infrastructure : truly global support with its human resources spread across the world in the form of a Global Assistance Network.
  • Effective communication : interact with any employees in distress or danger via International SOS’ Tracker.

Effectively plan your duty of care program

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Duty of Care

Dynamic spend management in higher education: establishing a travel program with strong duty of care principals.

As colleges and universities work to relaunch and prioritize their travel and spend management programs disrupted by the COVID-19 pandemic, institutions have an obligation – duty of care (DOC) – to protect their travelers. DOC processes have evolved over time to become more encompassing and now is top of mind of university leadership. Before the 1960s, colleges and universities were operating “in loco parentis,” or in the place of one’s parent, creating an expectation that a university would look after the welfare and safety of students under its care. When the United Kingdom passed the Corporate Manslaughter and Corporate Homicide Act (Manslaughter Act) in 2007 — which posed criminal liability on corporations that had a gross breach of duty of care — more organizations implemented DOC processes. While colleges and universities have now followed suit, challenges remain especially with staff, faculty and students dispersed worldwide.  

While DOC protocols have always been in place for domestic and international travel, the growing globalization of education and increased focus on student study abroad programs are catalyzing advancements in the field. Colleges and universities are now tasked with identifying areas of automation, streamlining supply and increasing communication with travelers. Here are four ways leaders can optimize DOC principles within their institution’s travel policy.

1. Establish a travel approval and booking process

For colleges and universities, setting up a travel management program means deciding what data to track and how, logistically, to do so. By adopting SAP Concur technologies, a university can streamline reporting, gain insight into spend and be informed should an emergency arise during travel. For example, when using Concur Request, universities can determine if the destination is safe to visit and if the risk outweighs the need for the travel. By including additional criteria on the request form, universities can modify workflow and check if a medical screening is needed prior to trip approval. This formal request process for all travel helps to mitigate possible risks. Universities can also minimize risk by mandating travel programs that traditionally have not been enforced. We are hearing from many institutions that are now mandating, at minimum, air travel to be booked with Concur Travel or promoting the usage of TripLink to gather this data inside of SAP Concur. For example, in the SAP Concur case study on the University of Alabama , the university outlines its plan for mandating all non-essential travel to be booked through Concur Travel. Recent discussions with our clients suggest that these processes appeal to faculty, staff and students because traveler sentiments have shifted surrounding safety in wake of the pandemic.

2. Optimize traveler communication

Once a trip has been approved and booked, it is up to the university to communicate important messages to the traveling population, including briefing students and faculty on travel risk, and implementing communication/check-in protocols. This is a partnership between the traveler and the university to provide the best possible service to the traveler. One of the more challenging aspects of university-based DOC programs is understanding where the traveler is always. For example, a faculty member or student my fly into one location but drive to their destination. If an event occurred in that destination and the university only leveraged air booked data, they would not know to support the traveler. Universities need to leverage and send intended travel data, booked itinerary data and mobile check-ins to the DOC worldview/map partner so that the Risk Managers can quickly develop the list of impacted travelers and send out mass communications to those that need support or ground evacuation.

3. Encourage campus-wide engagement in travel programs

Universities should ensure that their duty of care program is free of gaps and that their partners, technologies and policies are not operating in silos. Leadership can create stakeholder engagement by forming a committee including representatives from public relations, human resources, safety and security, campus travel and international program departments. This committee should also include program directors and deans that can drive more awareness, compliance and consistency in communications. This would ensure awareness and the success of the university’s travel program, allowing the university to protect the well-being of faculty and students, as well as helping to attract top talent and students.

4. Use tech to mitigate foreseeable risk

Using the right combination of technologies and removing manual reporting and processes, universities can streamline reporting, be better informed and, when needed, speed up the ability to track and rescue those at risk. SAP Concur has stated that in their 25+ year history, what propels them forward is by asking themselves the question, “Is there a better way?” for solving complex business challenges. For over a decade, SAP Concur has focused on how to solve the gaps in Duty of Care programs, especially in universities where managed programs were not mandated. Duty of Care needs have rapidly evolved and considering the post-pandemic DOC-related needs such as providing medical assistance or security needs, DOC providers have become very specialized. However, they are still in need of comprehensive data to provide the best service to their clients. In 2021, SAP Concur moved to the model of providing all itinerary services from Concur Request, Concur Travel, Concur TripIt and Concur TripLink for outside bookings via API automation to university-based DOC providers, thus sunsetting Locate and providing their consolidated data to their partners. As the travel and technology providers continue to evolve in supporting DOC regulations, universities should consistently review their DOC needs and combine technology partners to develop best-in-breed programs to support travelers.

Huron is a global consultancy that collaborates with clients to drive strategic growth, ignite innovation and navigate constant change. Through a combination of strategy, expertise and creativity, we help clients accelerate operational, digital and cultural transformation, enabling the change they need to own their future. By embracing diverse perspectives, encouraging new ideas and challenging the status quo, we create sustainable results for the organizations we serve. As a Certified SAP Concur Advisor, Huron has extensive experience in implementing travel and expense solutions and understanding the unique challenges of assessing, building, and optimizing best-in-class travel and expense management programs. Learn more at www.huronconsultinggroup.com

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QIF-TJI Sample Budget Narrative and Personnel Justification Table

You must include a budget narrative and a personnel justification table when you apply for Quality Improvement Fund – Transitions in Care for Justice Involved Populations (QIF-TJI) funding. Your budget narrative shows how you will use the funds you request. Your personnel justification table(s) show how much staff and contractors will be paid from the federal funds.

These samples are for reference only. You may use them to help you write your application. 

The Budget Narrative section of the Notice of Funding Opportunity (NOFO) will tell you what to include. Find the NOFO on QIF-TJI Technical Assistance webpage.

On this page:

Sample budget narrative

Sample personnel justification tables.

Include budget details for each staff position in the Personnel Justification table(s).

Fringe benefits

Include details for both local and long-distance travel.

Include items of movable equipment that cost $5,000 or more and will last one year or more.

Include items that cost less than $5,000 each per unit and other supplies.

Contractual

Clearly explain the purpose of each contract/subaward, how you estimated the costs, and the specific contract/subaward deliverables.

Include justification of costs that do not fit into any other category. In some cases, rent, utilities, and insurance may fall under this category if they are not included in an approved indirect cost rate.

Total Costs

Provide information for all personnel paid with federal funds. 

Do not use federal funds to pay anyone more than Federal Executive Level II of the Federal Executive Pay scale (PDF - 3 KB) . This amount may change annually ($221,900, as of January 2024). This applies to the base salary. It does not include fringe benefits or outside income. 

Refer to the NOFO for further guidance.

Table 1: Year 1 personnel justification table

Total: $391,930 *Use this column only when the salary is over the $221,900 limit.

Table 2: Year 2 personnel justification table

Total: $340,680 *Use this column only when the salary is over the $221,900 limit.

travel program duty of care

European discount retailer improves savings, duty of care and traveler experiences with consolidated travel program

Travelers in 17 countries worked with separate local travel agencies or no agency at all, resulting in fragmented travel data. In the absence of a travel strategy, travelers booked trips when and where they wanted, driving up costs and making it hard to trace people’s whereabouts.

To unify processes, BCD Travel implemented SAP Concur Travel integrated with TripSource® hotel content, so all markets have access to the same online booking tool and hotel offering. BCD also introduced its proprietary DecisionSource® analytics platform for better insights in travel spend.

With Concur, TripSource and DecisionSource, the client now has a consolidated travel program that provides a centralized view on travel spend, drives savings, improves duty of care and enhances the traveler experience, while providing the technology and support that serves everyone’s needs.

The client is a European chain of discount apparel and household shops, with over 26,000 employees in 17 countries across Europe. 

Previously, each country worked with a different local travel agency or no agency at all, resulting in fragmented travel data. As the company was rapidly growing and expanding into other markets, they urgently needed to consolidate their travel program as soon as possible. 

After a competitive bid process with multiple travel management companies (TMCs), they chose BCD as their single provider for business travel services.

travel program duty of care

The company didn’t have a travel strategy and travelers booked trips when and where they wanted, making it hard to trace people’s whereabouts. The company needed a consolidated travel program to:

travel program duty of care

The client’s purchasing department partnered with BCD on a consolidation strategy based on a hub concept. BCD’s centralized service hub provides one point of contact who understands the client’s needs and requirements. Global travel is consolidated into one program that aligns travel policies and booking procedures for all markets. To unify processes even further, BCD assigned a single Regional Program Manager, instead of a different program manager per country.

BCD implemented SAP Concur Travel, a powerful online booking tool (OBT), integrated with TripSource hotel content, so all markets now have access to the same OBT. It’s not only easier and cheaper to have one setup compared to individual configurations per country, it also creates a unified experience for the company’s travelers.

travel program duty of care

The platform integration between Concur and TripSource enables travelers to shop across a great mix of hotel properties and competitive rates, while staying within company policy. 

BCD also implemented its proprietary business and intelligence platform DecisionSource, allowing the client to capture all essential booking data and gain better insights into the number of travelers, travel spend, spend categories and hotel leakage. 

It also provides real-time travel and risk data, allowing their travel manager to monitor and respond to risk or emergency events quickly.

travel program duty of care

With Concur, TripSource and DecisionSource, the company now has a consolidated travel program that provides a centralized view on travel spend, enabling the company to drive savings, improve duty of care and enhance the traveler experience, while providing the t echnology and support that serves everyone’s needs.

All employees have access to the same OBT. Online adoption increased from 20% one month after implementation to 65% nine months later and continues to increase. Although there is no strict policy, most employees book the lowest logical fare, which leads to significant savings.

As travel demand grows, the consolidated travel program will help the company to:

travel program duty of care

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It's time to stop downsizing health care, the Pentagon says. This couple can't wait

Quil Lawrence square

Quil Lawrence

travel program duty of care

Matt and Helen Perry at their home in Yulee, Fla. Michelle Bruzzese for NPR hide caption

Matt and Helen Perry at their home in Yulee, Fla.

When Matt and Helen Perry first met in 2010, he had been a U.S. Marine long enough to form two strong opinions. He didn't like the U.S. Army, and he didn't like officers — which he told her on their first date.

"And I was, you know, an Army medical officer," Helen recalls.

They got married anyhow, and Matt went on the last of his four combat deployments while Helen worked at Walter Reed National Military Medical Center outside Washington, D.C. Her worst fear — that she'd see Matt come in on a medevac — never came to pass. She did start to worry though, about the military medical system that was treating troops and their families. In 2013 the Perrys were stationed at Fort Stewart, Ga.

travel program duty of care

U.S. Marine Sgt. Matt Perry on deployment in Djibouti, 2012 Matt and Helen Perry hide caption

"They were looking at closing Winn Army Medical Community Medical Hospital," says Perry.

Winn Hospital cares for tens of thousands of troops and more than twice that many family members and military retirees living near Fort Stewart. But the Pentagon was abuzz with plans to cut military medical costs, especially on families and retirees, by outsourcing them to local private health care — much to the chagrin of local providers, Helen Perry recalls.

"I vividly remember them putting out an article in the newspaper that was like ... 'We cannot absorb your obstetrical care. We can't absorb your inpatient care. We do not have the resources to absorb the amount of care that you would then be pushing out into the community,'" says Perry.

Obstetrics may not spring to mind when people think about military medicine, but troops get to have families. With the Pentagon pushing them off base to find care, the military hospitals lost the patient base they needed to justify keeping specialty clinicians. It didn't make sense to Perry.

"I was saying, well, why don't we just get the services? Why don't we get cardiology? We had it at one time, why did we lose it? Oh, well, we weren't seeing enough patients," she says.

The business end of cost-cutting

To Perry it looked like a death spiral — downsizing to the point where the military hospital is no longer viable . She even suspected some of the hospitals were attempting to avoid closure by keeping hold of patients they couldn't actually treat, to keep up numbers and justify staying open. When Perry asked questions, as a critical care nurse and junior officer, no one wanted to hear it.

"It's like, 'Lt. Perry, that's beyond you. Do your job. Stay quiet,'" she says.

She wasn't wrong though. She was just on the business end of a decades-long realignment, where the four branches of the military combined their medical services under one health agency and tried to cut costs. This year the Department of Defense has finally admitted that it's not going as planned.

"All these challenges and changes have created and affected our ability to generate and sustain a medically ready force and a ready medical force," says Dr. David Smith, deputy assistant secretary of Defense for health.

travel program duty of care

Army Capt. and critical care nurse Helen Perry at the Combat Support Hospital in Fort Eisenhower, Ga., in 2018. Matt and Helen Perry hide caption

Army Capt. and critical care nurse Helen Perry at the Combat Support Hospital in Fort Eisenhower, Ga., in 2018.

Smith is talking about two of the three missions of military health. A "medically ready force" means keeping the country's army in good health. A "ready medical force" means training up enough doctors and nurses to keep that army healthy and treat the wounds of war. There's a third part though: taking care of all the military family members who get dragged across the country every time a service member gets ordered to a new base.

The Pentagon has been trying to outsource the less war-related parts, says John Whitley, former acting secretary of the Army.

"We don't want to go back to the days of ... not having the trauma surgeons, the emergency medicine physicians, the critical care physicians we need, and instead having a force of pediatricians and obstetricians and family practice docs," he told NPR.

Of course, troops might not agree that keeping their families healthy is a lower priority.

"As if it doesn't matter to the war fighter whether or not their family members can access quality care," says Karen Ruedisueli with the Military Officers Association of America.

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The self-proclaimed 'bipolar general' is waging war on the stigma of mental illness.

"If they're hearing from the family back home that they're struggling to get medical care, they can't focus on the mission," she says.

"And then my husband started having seizures"

Americans join the military for patriotic, but also practical, reasons and the quality of health care affects recruiting. In recent years, surveys show that health care is a growing concern for active duty families and also retirees as Helen and Matt Perry soon discovered.

"I stayed for two years at Fort Stewart, and I was seeing the results of families not having good access to care. And then my husband started having seizures," she says.

Matt's seizures hit in July of 2014, six years after a series of blast injuries in Afghanistan had left him with a traumatic brain injury.

"We knew he had a TBI. He got blown up three times in Afghanistan in 2008, like big booms. And we knew things were a little bit harder to learn for him after that. He was a little bit more forgetful. I mean, he had all of the classic sort of early TBI stuff that we see from, from most of our guys who've been blown up, but we just didn't know how bad it was," she says.

His first seizure lasted several minutes and he stopped breathing. A few hours later, he seized again and Helen took him to the nearest emergency room.

"He woke up in the ICU. He didn't know me, didn't know his name, didn't know anything," she says.

"We were not at a military facility. So they kept asking me like, did he ever have infantile seizures as a child? I would say, he got blown up really bad. And they would say, you know, all those explosions you see on television, that's not really how it happens," she says.

Matt's debilitating injuries sent the Perrys on a painful odyssey of seeking care within the military, trying to get Helen's Army superiors to assign her near the Marine base where Matt could get treated, and finally getting Matt the right medical discharge and the benefits he'd earned. Helen eventually left active duty and became his full-time caregiver.

"That's where we started to kind of find out all of the challenges with Tricare," she says.

Tricare is the military health care program for troops, families and retirees - which used to mean just going to almost any doctor and Tricare paid for it. In recent years the cost to military families has shot up , and millions of troops rely on Medicaid in addition to Tricare. And as the Perrys discovered, it's gotten harder to find doctors who accept it. They moved to Daytona Beach for a nursing job Helen landed, but it didn't work for Matt's care, or Helen's, or their newly arrived baby boy in 2021.

travel program duty of care

"We could not find anyone to accept Tricare, period. I work in health care so I knew all the people, so I was calling around trying to find a primary care provider," says Helen.

But the answer was consistent.

" 'Sorry, we don't take Tricare.' 'Sorry, we're not open to new patients.' We couldn't find a pediatrician for our son. Same thing — 'Sorry, we don't take Tricare,' " she says.

Not only is there a nationwide shortage of health care professionals after that pandemic, but, like Medicaid, Tricare reimburses at a lower rate than private health insurance. Helen says doctors told her they just couldn't afford to take Tricare patients. And she was hearing the same thing from other military caregivers nationwide.

"I got onto our little online forum, and I said, is anybody else having problems finding providers accepting Tricare?"

The replies came in a tidal wave.

"Can't find anybody to take us, we're commuting two hours, we're commuting five hours," she says.

The Perrys moved to the Jacksonville area in large part because that's where they found providers. In the meantime though, Helen was making lists of military communities where people can't find care, including many bases located in federally designated health care shortage areas.

NPR contacted a dozen families with similar complaints. Notably, the majority declined to be interviewed on the record, out of concern they'd get in trouble with their command. They told the same stories: They can't get care on base, and they can't find Tricare appointments in town. A Pentagon Inspector General Report echoed their complaints.

"Well, you can't get care at the military, so now you're gonna get care through Tricare. When they both fail, which is what they're currently doing, where are service members expected to go?" says Helen Perry.

The answer to veterans homelessness could be one of LA's most expensive neighborhoods

The answer to veterans homelessness could be one of LA's most expensive neighborhoods

Pentagon about-face on private care.

David Smith, the deputy assistant secretary of Defense, says the Pentagon has realized the private sector doesn't have any extra capacity to lean on, and after a decade of pushing private care, the Pentagon will now do the opposite.

"We're having difficulties with access across the system. And so what we've concluded is bringing more into our system will actually have the best benefit. I think that's part of the epiphany," he told NPR.

That epiphany took the form of a recent DOD internal memo titled " Stabilizing and Improving the Military Health System ." The memo looks back at a decade's worth of downsizing and outsourcing and concludes, "This has resulted in increasing overall health care costs for the Department and missing readiness opportunities for the Force."

The memo calls on the Military Health System to grow and attract more patients back on to base for their health care. Smith says the Pentagon will train or hire more doctors and nurses to re-fill its clinics. The memo directs the Pentagon to review all medical staffing levels by June 30th. It may be the start of another long and monumental attempt to change military health care.

New memories

Helen Perry is glad to hear a fix is coming, but she hasn't seen any sign of that memo in action yet. Matt is making new memories with their son and now a baby daughter. He's seems at peace with the memories that he's lost.

"Stuff from way, way back there, that's kind of wiped clean. That hard drive's gone," he says.

travel program duty of care

Helen and Matt Perry at Helen's promotion to captain in July 2015, at San Antonio Military Medical Center, Texas. Matt and Helen Perry hide caption

Helen and Matt Perry at Helen's promotion to captain in July 2015, at San Antonio Military Medical Center, Texas.

That's a blessing in one way. Matt doesn't remember his time at war, so he doesn't have PTSD. When he gets frustrated, he calls one of his Marine battle-buddies. They remember.

"When I get a lot of anxiety or I just need to get away, I talk to them. I used to see a ... therapist. And that was OK, but they don't understand what I went through. Once I started talking to my buddies, man, that is the best therapy you can have right there. And it's free," says Matt.

Matt knows his biggest champion is Helen. Now retired from the reserves, she does aid work in conflict zones, like Ukraine, as a critical care nurse. Still, Matt worries that he's holding her back.

"There's a lot of stuff I wish was different. Like I know she wanted to become a doctor. I know she wants to do a lot more humanitarian work, but ... there's always that worry that something happens to me while she's gone," he says.

They juggle their two young kids between them, but being Matt's caregiver can be a full-time job. That, along with having been an Army nurse and a Tricare patient gives Helen some expertise she thinks the Pentagon and Congress might lack.

"I can speak to it from an active duty officer, from a reserve officer ... I can speak to it as a medical provider currently working in the health care system, and as a caregiver. I can speak to it from every angle, and I want to know that they know because I don't think that they do. Because I think if they did, they would be doing different things," she says.

Recently, Matt's condition has gotten unstable again. That means they are looking, again, for a new medical team that accepts Tricare.

  • Health Care

Lawsuit against Moab by OHV businesses mostly dismissed

Threat of $1 million in damages gone; plaintiffs still seek judgement on noise ordinances..

(Times-Independent file photo) Off-highway vehicles travel down Kane Creek Boulevard in October 2022.

A judge has agreed to dismiss a substantial portion of a 2022 lawsuit filed by 12 local off-highway vehicle (OHV) businesses and an advocacy group against the City of Moab and Grand County, for ordinances that restricted OHVs and related businesses.

Seventh Judicial District Judge Don Torgerson agreed to dismiss 11 of 12 claims with prejudice, meaning they cannot be brought back to the attention of the court. Only one claim, for declaratory relief, remains.

Moreover, all individual defendants were released from the lawsuit, which remains against only the city and county themselves. The 17 individuals included members of the previous Grand County Commission and Moab City Council as well as other elected officials and staff.

Grand County Attorney Stephen Stocks said he viewed the March 28 order as a big win.

“That’s exciting news for the county, as the ability for [the plaintiffs] to get substantial damages is now no longer a threat,” Stocks said at the April 2 Grand County Commission meeting.

The plaintiffs — originally 12, now 11 local OHV outfitter and rental companies and the BlueRibbon Coalition, a motorized recreation advocacy group — had sought $1 million from the city and county. Their Sept. 26, 2022, complaint alleged that various local regulations enacted in 2020 and 2021 had unduly burdened their operations, costing revenue and clientele.

But plaintiffs said they found it wise to drop many of the allegations after a 2022 Utah bill — passed by the state Legislature the same days plaintiffs filed the preludes to their lawsuit — repealed many of the regulations the lawsuit itself targeted.

BlueRibbon Coalition Executive Director Ben Burr said the legislation, House Bill 146, rendered somewhat moot the businesses’ claims of financial harm.

“To this day, these businesses can still point to their balance sheets to where the actions from the city and county hurt their business,” Burr said. “[But] once HB 146 got passed, it really mitigated some of those damages that were starting to occur and brought some relief to the situation.”

The bill rolled back Grand County laws that required OHV companies to test their vehicles for compliance with a noise ordinance; maintain inventory lists; install whip flags and stickers on vehicles; restrict their caravan and fleet sizes; and, in some cases, become liable for clients’ behavior.

It did not touch, however, a cap on OHV businesses in the county, or noise ordinances passed by both Moab and Grand County. The noise ordinances require motor vehicles to comply with decibel limits, typically capped at 92 decibels as measured 20 inches from an exhaust outlet. Both ordinances also set stricter limits overnight.

Burr said BlueRibbon still believes the noise ordinances may illegally target street-legal OHVs. That’s what he hopes the sole outstanding claim, for declaratory relief, will clarify.

“We would still like to see what a judge has to say about that so we know where we stand,” Burr said. “We’ll decide what to do next from there.”

A declaratory judgement doesn’t typically result in substantial damages — Stocks said either side could win a symbolic sum, like $1 — but it would provide clarity about the legality of the ordinances germane to the original lawsuit.

“The government … passed some ordinances and based on that the county was sued,” Stocks said. “Now the question is whether it was legally permissible to have passed those ordinances.”

Stocks said arguments for that claim will likely occur in late summer or early fall.

Originally, plaintiffs alleged that the city and county had passed “broad and sweeping” prohibitions “repugnant to law” that had unfairly targeted their OHV outfitter, guide and rental operations, making it harder for them to obtain business licenses and conduct day-to-day operations.

The two government entities, the lawsuit argued, “acted with malicious intent, or at the very least with a reckless disregard,” costing plaintiffs no less than $1 million in lost revenue.

The 11 now-dismissed claims include gross negligence, ordinary negligence, intentional interference with economic relations, civil conspiracy and violations of the rights to: free speech, free association, due process, and employment and the free market.

The county, however, contended that its regulations were entirely lawful, fair and justified to protect citizens’ health.

“Grand County has acted at all times to further the legitimate governmental interest of protecting the health, safety, and welfare of its inhabitants and its visitors,” reads the county’s October 2022 response to the lawsuit. “And its actions are grounded in science, law and equity.”

Similarly, lawyers for the City of Moab argued their ordinances were legitimate attempts to ensure public safety and curb noise pollution, calling the lawsuit’s claims “baseless and untenable.”

“In the end, if the various BlueRibbon plaintiffs are unhappy about their city’s ordinances and resolutions, their avenue of redress lies at the ballot box, not the courthouse,” reads the city’s Feb. 29 motion for summary judgement.

This story was first published by The Times-Independent .

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COMMENTS

  1. Duty of Care for Business Travelers

    Duty of care vs travel risk management. Within the context of travel, duty of care is the legal obligation to research, plan, and implement a strategy to mitigate the risks involved for employees traveling for business. A company's duty of care will contain a statement of it's commitment to care for it's employees and how far that extends.

  2. Travel Risk Management (TRM)

    Duty of care - in most countries, employers have a legal responsibility to care for staff when working, and this includes work-related travel. The responsibility is less clear for non-employees traveling on the company's behalf, but it seems sensible to include them within the wider scope of duty of care.

  3. Why is Duty of Care important for corporate travel?

    Duty of care for business travel. For corporate travel, duty of care is an obligation to a standard of care that a business has to its employees and others. When someone is traveling on behalf of a company, the proper procedures and travel policies need to be in place and understood. This involves anticipating potential risk, implementing ...

  4. Duty of Care & Travel Risk Management

    Duty of Care. Duty of care is an obligation to a standard of care, that a business has to its employees and others. When individuals are traveling on behalf of a company and to ensure their safety, the proper procedures and travel policies need to be in place and understood. Learn more about duty of care in these articles and how you can change ...

  5. 6 Questions to Ask When Incorporating Duty of Care into Your Travel Program

    Over the past few years, employee wellness has taken center stage. Leaders are increasingly expected to weave wellness into the fabric of their companies, which means creating a culture of care is no longer a nice-to-have, it's a must-have. And that's exactly why duty of care — an organization's legal obligation to protect employees from harm — matters.

  6. Corporate Travel Risk Management Program & Duty Of Care

    Duty of care falls on travel managers' shoulders. With the right travel risk management program in place, you can ensure that the welfare of your employees — from the time they book a trip until they return home — is a significant part of your travel policy. Let us help you protect your business' biggest investment and most valuable asset.

  7. Duty of Care Solution

    Duty of care is a fiduciary responsibility held by companies that requires them to live up to a certain standard of care. Among other things, this includes looking after the health, safety, and well-being of employees while they travel for work. In principle, duty of care is straightforward - in practice, exact laws and responsibilities vary ...

  8. Understanding Travel Risk Management (TRM)

    Understanding Travel Risk Management (TRM) There are three good reasons to implement an effective TRM program: duty of care, moral and ethical duty, and company reputation. This report summarizes everything you should know about travel risk management. The report has been compiled in collaboration with our Marketplace partner Safeture, a global ...

  9. The complete guide for duty of care for business travel

    Leadership and people managers. Your company leaders should be involved in creating your business travel strategy and, just as importantly, in championing policies to their teams. HR. HR can play a key role in communicating your duty of care program to the company. Travel policies should be built into onboarding, available for reference on your ...

  10. Duty of care for business travelers

    A partner like BCD Travel can help your company meet your legal duty of care requirements, while also helping you expand to manage overall business traveler care. We can help you build a best in class travel risk management program through a comprehensive assessment, uncovering opportunities and providing actionable solutions.

  11. Duty of Care Business Travel: What Employers Need to Know

    Employer Duty of Care. As an employer, your company's duty of care is the obligation to protect all employees from undue risks. Your corporate travel risk management program likely already has plans in place for the most common problems that could impact the safety, well-being, and health of your employees.

  12. 10 Tips for Creating a Duty of Care Program That Supports All ...

    Here are the top 10 tips for creating a duty of care program that supports your employees anytime and anywhere: 1. Identify a Crisis Management Team. If an established crisis management team exists at your company, become an active member. If not, reach out to your various counterparts, in particular your security department, to agree on the ...

  13. Duty of care: An integral part of your corporate travel program

    That is why companies need a solid duty of care plan to prepare for these types of risks. Tips to implement a successful duty of care program. We have put together some helpful tips to help you initiate and develop a solid duty of care program. The tips have been split into pre-trip, during trip, and post-trip for your convenience. Pre-travel

  14. 4 Ways Duty of Care Matters to Your Travel Program

    Here are four key ways DOC should work in lockstep with your travel program. 1. Provide a consistent standard of care to all employees. Before the pandemic, most travel program DOC policies focused exclusively on the traveler. According to Direct Travel's Chief Technology Officer, Darryl Hoover, this has its roots in a traditional mindset ...

  15. Duty of Care Assessment

    Duty of care is a top priority for travel programs right now. Companies worldwide are implementing new security and health standards to keep traveling employees safe. To help you identify any gaps in your duty of care program, we have developed this editable self-assessment scorecard so you can evaluate your program and create goals to address ...

  16. 5 of the best duty of care companies for corporate travel

    A well-designed duty of care program allows you to protect your traveling employees and win their trust for future travel. With the right duty of care solution, you can minimize the hassle of planning the right itinerary. Let's look at five of the top companies that offer the solutions you'll need. 1. TravelPerk.

  17. Dynamic Spend Management in Higher Education: Establishing a Travel

    As colleges and universities work to relaunch and prioritize their travel and spend management programs disrupted by the COVID-19 pandemic, institutions have an obligation - duty of care (DOC) - to protect their travelers. DOC processes have evolved over time to become more encompassing and now is top of mind of university leadership. Before the 1960s, colleges and universities were ...

  18. QIF-TJI Sample Budget Narrative and Personnel Justification Table

    Budget Line Item Year 1 Federal Year 1 Non-Federal Year 2 Federal Year 2 Non-Federal Category Total Federal Category Total Non-Federal; TOTAL DIRECT CHARGES Sum of TOTAL Expenses tables above (e.g., Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, and Other): TOTAL INDIRECT CHARGES (X.XX% Indirect Rate). Include only if your organization has a negotiated indirect cost rate ...

  19. Veteran travel 101: Applying for travel reimbursement

    You may be eligible for travel reimbursement if you pay expenses to and from your appointment. Learn if you're eligible and how to file a claim.

  20. USDA-APHIS: Animal Welfare

    Animal Care works to ensure the humane treatment of more than 1 million vulnerable animals, nationwide. Through inspections and outreach, we oversee thousands of groups, from breeders to managers of horse shows, to make sure their animals receive care and treatment that meets Federal standards.

  21. Pet Travel

    Find out if your pet qualifies to travel. Your animal doesn't qualify for pet travel and is subject to different import regulations and export regulations if you: Don't see your pet listed below. Are exporting semen or embryos from any animal. Have a pet that's considered livestock or poultry, like pigs or chickens.

  22. BETA GIDA, OOO Company Profile

    Find company research, competitor information, contact details & financial data for BETA GIDA, OOO of Elektrostal, Moscow region. Get the latest business insights from Dun & Bradstreet.

  23. Consolidated travel program improves savings and duty of care

    With Concur, TripSource and DecisionSource, the client now has a consolidated travel program that provides. a centralized view on travel spend, drives savings, improves duty of care and enhances the traveler experience, while providing the technology and support that serves everyone's needs. The client is a European chain of discount apparel ...

  24. It's time to stop downsizing health care, the Pentagon says. This ...

    Helen eventually left active duty and became his full-time caregiver. ... Tricare is the military health care program for troops, families and retirees - which used to mean just going to almost ...

  25. Elektrostal Map

    Elektrostal is a city in Moscow Oblast, Russia, located 58 kilometers east of Moscow. Elektrostal has about 158,000 residents. Mapcarta, the open map.

  26. Lawsuit against Moab by OHV businesses mostly dismissed

    A judge has agreed to dismiss a substantial portion of a 2022 lawsuit filed by 12 local off-highway vehicle (OHV) businesses and an advocacy group against the City of Moab and Grand County, for ...

  27. Elektrostal to Moscow

    Rome2Rio is a door-to-door travel information and booking engine, helping you get to and from any location in the world. Find all the transport options for your trip from Elektrostal to Moscow right here. Rome2Rio displays up to date schedules, route maps, journey times and estimated fares from relevant transport operators, ensuring you can ...

  28. Gardeners & Lawn Care Companies in Elektrostal'

    Search 14 Elektrostal' gardeners & lawn care companies to find the best gardener or lawn care service for your project. See the top reviewed local gardeners & lawn care services in Elektrostal', Moscow Oblast, Russia on Houzz.