Corporate Travel Risk Management 101

DeAnne DaleChief Sales Officer

Why Should You Care?

There is a legal obligation to provide a safe work environment

“If you’re sending them out, you must get them back”

Duty of Care

• Obligation - to provide a safe work environment – this extends to hotels, airlines, rental cars, ground, etc.

• “Standard of Care” - Your company can be held liable for not doing it

The legal requirement to do everything “reasonably practical” to protect the health and safety of employees

Business Travel News Feb 4, 2013

What are the Risks?

• Medical Issues

• Political Instability

• Crime

• Terrorism

• Pandemic Disease

Possible Impacts to:

Personnel

Operations/Productivity

Data/Equipment

Financial/Legal

Reputation• Natural Disaster

Reality Check

• 86% of travelers believe their firm has a legal obligation to support them while abroad

• 50%+ would consider taking legal action if an emergency was mishandled

• 38% of travelers said that they never do any research on the country they visit

• 78% of travelers said that they never carry an emergency phone number

• 65% of international travelers will report a health problem during their trip

• Of these, 8% will seek medical care while traveling or immediately upon their return

Source:1Business Travel Report, 20072Global Business Travel Association

Things to Consider

• Who Owns Risk Management at your Company?

• Does your Travel Policy Address Risk Management?

• What Pre-Trip Processes do you have in Place?

• How do you Track Travelers?

• How do you Keep Travelers Informed?

• How do you Assist Travelers during their trip?

• Is your technology fully integrated?

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Who Owns Risk Management?

7Business Travel News Feb 4, 2013

Cross-Functional Support

• Global data consolidation and reporting

• Compliance monitoring

• Pre-trip training

• Traveler Tracking

• Pushed alerts

• Standards of care

• Auditable systems

• Risk disclosure

• Lower liability

• Policy and procedures

• Corporate insurance programs

• 3rd Party Liability Coverage

• Mobile device security

• Risk assessment and predictive intelligence

• Incident notification

• Crisis and evacuation plans

• Coordinated response

• Pre-trip health planning

• Immunizations

• Medical assistance and evacuation for international travelers

• Plan development/ implementation

• Monitor assets at risk

TravelDepartment

HR/Legal/IT SecurityDepartment

MedicalDepartment

ERM/BCP

Organization

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WHAT TO INCLUDE IN YOUR TRAVEL POLICY

Mandate the use of Preferred Suppliers Including:TMC - Airlines, hotels, rental cars, limousines, online booking tools

Define Who has trip approval authority and what is the process?• Who has authority to approve, deny, or allow exceptions to travel?

• Who determines restricted destinations?

Miscellaneous• How many executives are allowed on the same aircraft?

• What are the risks to sharing itinerary information on Social Media sites?

• Are special documents required when travelling with technology into certain countries?

• Are there special security requirements for mobile devices?

• What type of aircraft and which air carriers are safe?

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PRE-TRIP PREP

Bring critical travel documents/items:

Boarding pass and/or SmartPhone (fully charged)

Driver’s license, passport, or other legal ID

Action plan if ID is lost or stolen

Prescription medicines

Corporate credit card, local currency and/or prepaid debit card or equivalent

Color copies of passport, driver’s license and kept separately from originals

Research destinations for security risks, medical alerts, severe weather•Ensure closest Embassy information is provided

•Provide Information on medical coverage & payment methods per country

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PRE-TRIP PREP

Current Profile data•Full name as shown on the government-issued identification

•Date of birth – Gender

•Email address - Cell phone (primary & secondary)

•Emergency contacts

•Itinerary recipients

•Credit card number and expiration date

Valid Passport/VisaPassports must have extra pages and be valid for 6 months before expirationIs a visa required for the destination(s)

KNOW WHERE YOUR TRAVELERS ARE AND HOW TO CONTACT THEM

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Why track travelers?• To ensure their safety and well-being while traveling on company business• Provides the ability to assist with Health & Medical needs• Provides a tool to locate – assist move to a safe haven & evacuate

Who is Responsible?Best practice is for the internal Travel Department to manage the

process of tracking, reporting and communicating with travelers with

the assistance of third party travel tools and TMCs

When does the tracking begin?• At time of booking the reservation with the TMC and/or online booking tool• Continue through the entire trip duration including any changes

TRAVELER TRACKING

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Tracking Travelers• Must have the ability to provide ‘real-time’ traveler tracking reports

• Provide the ability to drill down in to hotel and contact information

• Provides a tool to quickly locate & communicate with employees & expatriates

Integrated TechnologyMust have the ability to integrate traveler bookings and tracking reports with:

• Internal Security Department

• HR

• 3rd Party Risk Management Companies

SERVICES FROM YOUR TMC

SERVICES FOR THE COMPANY• Monitor and assess global threats to your

personnel

• Pushed Destination Specific Security Alerts Before, During and After trip

• Deploy response anywhere in the world

• Local Medical Assistance

• Quickly locate & communicate with Employees, Expatriates and Dependents

• Evacuation Services

• Integrated with internal Security, HR &TMC

• Integrated with TMC bookings Agent and Online

• Review & analyze results for compliance

SERVICES FOR THE TRAVELERS

• Online Travel Intelligence® and tips

• Employees can better decide when and how to travel

• Emailed trip briefs - relevant, critical information sent as soon as the trip is booked

• Threat alerts - Delivered to employees’ phones, PDAs and/or email accounts as threats and disruptive events unfold

• Global hotline - One number to call, 24x7, from anywhere in the world

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RISK MANAGEMENT COMPANIES

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TMC BOOKING REPORTING HR SECURITY DEPT RISK COMPANY

INTEGRATED TECHNOLOGY = BEST IN CLASS PROGRAM

QUESTIONS….?

For further information:

Travel Compliance & Safety Checklists on the GBTA hub: http://hub.gbta.org/

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THANK YOU!