Travel Risk Management
Travel Risk ManagementKeeping business travelerssafe and secure
Travel Risk Management: Keeping business travelers safe and securePlease sit back, fasten yourseatbelt and read our pointof view and recommendationson Travel Risk Management.»Keeping business travelers safe and secure«2 2015 by BCD Travel. All rights reserved.
Travel Risk Management: Keeping business travelers safe and secureTravel Risk Management:Keeping business travelers safe and secureInfographic: Safe and productive . . . . . . . . . . . . . . . . . . . 4Executive summary . . . . . . . . . . . . . . . . . . . . . . . . . . 5Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Are you risk-managing your meetings? . . . . . . . . . . . . 7Why travel risk management has become even more important . 8ContentsManaging travel risk is a challenge . . . . . . . . . . . . . . . . . 11Manage risk proactively—not when it’s too late . . . . . . . . . 14Expatriate employees . . . . . . . . . . . . . . . . . . . . . 14Creating a TRM program . . . . . . . . . . . . . . . . . . . . . . 15How to win senior management buy-in . . . . . . . . . . . . 18Travelers employed by third parties . . . . . . . . . . . . . . 34Data security for travelers . . . . . . . . . . . . . . . . . . 48Your turn to manage travel risks . . . . . . . . . . . . . . . . . . . 53For more information . . . . . . . . . . . . . . . . . . . . . . . . 55Claudia Unger, Director of Research & Intelligence for BCD TravelClaudia leads a research team charged with identifying ideas that businesses can use to improve theirtravel programs. They take intriguing tactics and concepts that are being used outside our industry—and some that are way out on the frontier, like behavioral economics—and explore how to make themresonate in managed travel.3 2015 by BCD Travel. All rights reserved.
Travel Risk Management: Keeping business travelers safe and secureSafe and productiveFulfill your duty of care by protecting your travelers, your bottom line and your reputationKnowing the risks and impacts your travelers are facing and involving the right people will keep everyone safeMinorTraveler loses personal baggage loss of employee productivityRisksMedium Globalization Technology Accidents Natural events Public unrest/war ReputationTraveler mugged for laptop physical/mental harm to employee;loss of commercially sensitive dataMajorTerrorist incident business continuity threatenedSuccessful travelRisk assessment Incidents to date Destinationassessment Types of risk4 2015 by BCD Travel. All rights reserved.Draw on thevaluable insightsof experiencedtravel riskmanagementconsultantsStakeholders Human Resources IT Legal Security Senior management Suppliersrisk management starts here:Prevent and prepare Security tips Crisis management InsuranceHelp travelersmake gooddecisions beforethey leave andwhile en routeCommunicate and audit Get traveler buy-in Ask for feedback Reinforce importanceDemonstrate yourcommitment toyour employees’wellbeing
Travel Risk Management: Keeping business travelers safe and secureYour employees are at risk whenever they take a business trip: They stand out from the local population They often visit unfamiliar places Tiredness/jetlag may affect their judgment There are more/unknown health threats Driving, even to the airport, is always a riskIf one of your travelers is involved in a serious health, safety or security incident, yourcompany potentially faces several consequences, including: Legal FinancialExecutivesummary Damaged reputationAnd there are other threats to consider, including the loss of commercially sensitive data,and corruption and bribery.So it’s no surprise to find that travel managers give travel risk management (TRM) a highpriority in their travel program, sometimes even ahead of making cost savings.While the events of 9/11 promoted awareness of the importance of TRM, three recenttrends have enhanced its application: Globalization: Businesses are sending more travelers to more destinations, especially inemerging markets. More focus: Risk management has risen sharply up the agenda in corporate boardrooms. Legislation: Companies are feeling more pressure to do everything they reasonably can tolook after their employees.So how well are businesses risk-managing their travel? We surveyed 510 travel managersglobally in November 2014 and found a mixed picture.5 2015 by BCD Travel. All rights reserved.
Executive summaryTravel Risk Management: Keeping business travelers safe and secureThe good news is many companies are already using a wide range of TRM tools andprocesses. The bad news is there’s often no strategy to join all these tools andprocesses together.This lack of co-ordination is the dangerous fault line in TRM today: lots of good practices butno one co-ordinating and managing them. To create a reliable TRM strategy you need aroad-map, so we have created one for this white AuditGet the rightpeople involvedGet the right dataMap your risksMitigate your risksIntroduce theright tools andprocessesInform travelers,inform yourselfKeep the programalive and relevantThat’s our road-map. Now it’s time to take the journey. Please read on for much more detail.6 2015 by BCD Travel. All rights reserved.
Travel Risk Management: Keeping business travelers safe and secureIntroductionThe link between travel and riskTravel is a risky business. Wheneveremployees set foot outside their regularworkplace, their exposure to security,safety or medical problems increases.There are many reasons why, including: Business travelers usually stand outfrom the local population as different(and probably richer), making them atarget for criminals and terrorists. They may be visiting unfamiliar places. They are often tired and/or jetlagged. They face more health risks outsidetheir home environment. Flying and rail travel are relatively safe,but car travel (an element of mostbusiness trips) is not, especially if thetraveler is doing the driving.Hence there’s a good chance of an incidentoccurring during a trip. Examples includeunrest at a destination, mugging/theft, caraccidents, natural disasters and disease.7 2015 by BCD Travel. All rights reserved.Of course, the level of risk varies accordingto the trip, and the vast majority ofjourneys pass off incident-free. A day-tripfrom Munich to Brussels needs less riskmanagement than a tour of the oilfieldsof southern Iraq. But the reality is morecomplicated than that. No trip is totallyrisk-free; it’s easy for a traveler to becomecomplacent in familiar situations, suchas driving home from an overnight flight,and this makes them more vulnerable tounexpected incidents.So all travelers face risk when they travel,and this risk is shared by employers too. Ifemployees suffer injury or illness on a trip,the company could face legal and financialconsequences, damaging their reputation.And failing to look after employees is onlyone type of travel-related risk companiesneed to think about. Other, less obviousbut still damaging, potential challengesinclude: Loss of commercially sensitive data Misbehavior by traveling employees Corruption and briberyAre you risk-managingyour meetings?When companies think about theirtravel risk management (TRM),they usually focus on trips byindividual employees. But whatabout meetings and events? It’strue that companies don’t normallystage conferences or other groupactivities in the highest-risk countries,but that doesn’t mean their eventsare risk-free. Publicized high-profileevents such as sponsored sportstournaments, or annual generalmeetings, are known to carry risks,but even get-togethers such asglobal sales meetings can attractunwelcome attention and are notimmune to incidents. All need specificplans and briefing.
Travel Risk Management: Keeping business travelers safe and secureToday’s travel managers fully understand how important TRM is to their travel program,their travelers and their company. In fact, they rate traveler safety and security even moreimportantly than savings and cost control:Please rate the importance of each of the following program goals to your companyWhy travel riskmanagement hasbecome evenmore important100%90%80%70%60%50%40%30%20%10%0%Traveler safetyand securitySavings andcost control Not at all importantStandardsand efficiency LowTravelersatisfaction MediumEnvironmentaland social impact High(Source: Survey of 510 travel managers conducted by BCD Travel, November 2014)See the next page for several reasons why TRM has become a top priority for travel managers.8 2015 by BCD Travel. All rights reserved.
Why travel risk management has become even more importantGlobalizationGrowing focus on riskLegislationCompanies of all sizes are increasinglysending employees to more countries.Some are remote or high-risk destinations.And it’s getting more difficult to determinethe current level of risk for somecountries, particularly as this is growingeven in destinations previously regardedas low-risk.Management of all types of risk hasrisen sharply up the agenda in corporateboardrooms. Investment analysts nowassess listed companies formally onthe strength of their risk management.Many large organizations—and evensmaller ones—have created internalgroups to oversee their risk managementstrategies. Some have gone even furtherand appointed chief risk officers to takecharge of minimizing threats to all areas oftheir business.Companies are feeling greater legalpressure to do everything they reasonablycan to protect the health and safetyof employees. The United Kingdom’sCorporate Manslaughter and CorporateHomicide Act of 2007 (see next page)has been highly influential on corporatethinking about risk, but there are manyother examples of legislation in this area,particularly within the European Union.As a result, companies are aware they musttake preventative measures to ensure saferworking and know they are liable if theyhaven’t taken reasonable steps to do so.While it is encouraging that manycompanies look after their employees, it’sa serious concern that there’s still somethat aren’t doing enough. This needshighlighting, because companies canquickly find their finances and reputationsdamaged if they are judged to be negligentafter a major incident. But even if thereality is that these travelers’ employersdo have a robust TRM strategy, the poorperception could be hurting their ability toattract and keep good employees.9 Travel Risk Management: Keeping business travelers safe and secure 2015 by BCD Travel. All rights reserved.Put together, it means the bar for dutyof care has risen significantly over thepast decade. What was once consideredgood enough may not be good enoughany more. Is your company at the veryleast meeting today’s industry standardson care?
Why travel risk management has become even more importantTravel Risk Management: Keeping business travelers safe and secureRelevance to travel risk management The Act does not apply to deaths of employees outside the U.K. (unless they die onBritish-registered aircraft or ships), but it does apply to all work-related deaths in the U.K.even if the employing organization is registered in another country. The Act does not define a gross failure of management, and there is no specific referenceto travel. However, legal and security experts say the Act has three major implications forbusiness travel:The U.K. CorporateManslaughter andCorporate HomicideAct 2007This law, which came into effect in 2008,is considered to have raised the bar forduty of care towards employees not justin the UK but throughout the developedworld. Senior management may now beconsidered responsible for deaths causedby management failures that are judged tobe a gross breach of duty of care.Risk assessment – Organizations should carry out risk assessments for every journeyinvolving the U.K. For nearly all business trips, the assessment can be a simple,generic evaluation.Communication – Organizations must ensure their travelers have understood andacknowledged the duty of care responsibilities for themselves and their employers.Driving – Driving by employees is by far the greatest travel-related risk within theU.K., but it is an activity that often goes unmanaged. Consider reducing risk by, forexample, checking the documentation of drivers and their vehicles, and banningself-driving immediately after long-haul flights.InfluenceAs of March 2014, only six prosecutions had been concluded under the Act. However,corporate manslaughter cases are complex and slow, and there are many cases in thepipeline. A common theme in prosecutions so far has been a lack of risk assessments, orfailure to follow risk assessments, by the prosecuted company. All resulted in heavy fines forthe company.There are laws which treat corporate negligence as a crime in Canada, Norway, Finland,Denmark, the Netherlands, France, Germany and Australia. The U.K. Act, which came later,is considered to be tougher. So far, only one other country, New Zealand, is progressing asimilar bill, but the U.K. Act is influential in other ways: security experts say multinationalcompanies feel obliged to make duty of care in other countries consistent with what theyprovide in the U.K.10 2015 by BCD Travel. All rights reserved.
Travel Risk Management: Keeping business travelers safe and secureHow do you manage travel security and risk in your program?0%20%40%60%80%100%Enforce designated booking channelsManagingtravel risk isa challengeThe events of 9/11 acted as thecatalyst for introducing manystandard travel risk procedurestoday, such as systematic travelertracking (see page 42). Majorincidents ever since, from the 2008Mumbai terror attacks to theIcelandic volcanic ash crisis to thetwo Malaysian Airlines disasters of2014, have reminded companies ofthe need to prepare for the worst.In our survey we asked travelmanagers how they managed travelsecurity and risk in their programs.Establish travel risk policy and processesAssign responsibility for duty of careand travel risk managementCollect next of kin emergency contact detailsProvide destination informationand threat intelligenceEnforce travelers to provide their own mobilecontacts during the booking processEnforce trip authorization(from a risk perspective)Conduct pre-trip risk assessmentOffer risk awareness and mitigationtraining for employeesUse traveler tracking through PNRInclude expatriats in travel risk initiativesAudit processes and third partiesUse mobile wellness check(push/pull information)Use traveler tracking through mobiledevice or GPS trackingConduct a post-trip debrief Already in process About to take action Planned for thenext 12 months Not planned(Source: Survey of 510 travel managers conducted by BCD Travel, November 2014)11 2015 by BCD Travel. All rights reserved.
Managing travel risk is a challengeTaking the positives from thesefigures, it is clear many companieshave introduced the TRM tools andprocesses considered good practicetoday. Yet although there has beenexcellent progress, few companiestruly feel they operate a completeTRM program. Some businesses—mainly smaller ones—take very fewprecautions at all. For example,more than one-third of our travelmanager survey respondents haveyet to collect next of kin emergencycontact details. And more than halfare unable to track travelers oncetheir trip has started.What is less obvious is that even iftravel managers checked most of theboxes for the previous question, thisdoes not necessarily mean they havegood TRM strategies within theirorganization. There is a hiddendanger: While these companies mayhave several, even most, elementsof a TRM program in place, they maylack a master strategy to co-ordinatethe individual good practices theyoperate. This is most likely becausethey lack a designated individualresponsible for TRM.12 2015 by BCD Travel. All rights reserved.Travel Risk Management: Keeping business travelers safe and secureWe asked travel managers about the challenges they face when it comes to running a TRMprogram. Most of them checked several boxes, suggesting they still have a long way to go.Above all, they are struggling to create that all-important joined-up strategy:What are the key challenges for your travel risk management program?0 10 20 30 40 50 60 70 80 90 100No clearly identified ownershipof travel risk in the companyTravel policy complianceMultiple data sources:Knowing who is where and who is at riskKnowledge gap: unsure of what good travelrisk management should look likeLack of employee engagement leadingto empty contact records, etc.Data privacy concernsInformation about risk is kept in silosand isn’t easily accessible/sharedLack of senior management supportOther, please specify(Source: Survey of 510 travel managers conducted by BCD Travel, November 2014)
Managing travel risk is a challengeTravel Risk Management: Keeping business travelers safe and secureNo one is taking responsibilitySo why do companies findit so hard to put together aTRM program? Possiblereasons for a lack ofco-ordination include:The answers to the previous surveyquestion suggest a lack of ownership is thebiggest problem of all. Travel is not the onlydepartment with a connection to travelrisk management (TRM). Others includesecurity, medical, human resources, globalmobility, supply chain, business continuityand legal. There is a danger of eachdepartment leaving it up to another totake the lead role, ending up with nothingbeing done. Sometimes the problem isbudgets, with no one wanting to take fullownership of the costs of a TRM strategy.In the end, one person or department musttake lead responsibility, while creating aprocess to link all the interested partiestogether (including a way of sharing thecosts) and create a deliberate TRM strategy(see page 32).No one is sharingAt the other extreme, though lesscommon, one person or departmentsometimes takes responsibility for TRM,but ignores other important departmentsand stakeholders in the organization. Thosewho go it alone are likely to lose out onvaluable insights, manpower and buy-infrom colleagues. In particular, security andtravel departments which try to managetravel risk without each other miss out on alot of expertise—and support.13 2015 by BCD Travel. All rights reserved.Senior management is notfully engagedManagement buy-in is a concern for nearly40% of travel managers. Travel securityexperts regularly report that companiesonly take TRM as seriously as they shouldwhen an employee gets caught up in amajor incident. In other companies, seniormanagers know they need to be readyto deal with headline-grabbing securitysituations. Despite better awareness, TRMis still seen as something more relevant forprograms characterized by frequent tripsto high security risk destinations ratherthan an approach that should be appliedto all types of trips. They also understandthe need for good health and safety in thepermanent workplace. However, they don’talways connect the dots to appreciate themuch greater health and safety risks foremployees on the move.Employees are not fully engagedTravelers have a key role to play insuccessful TRM. This begins withproviding emergency contacts andtransparent trip planning, and ends withlow-risk behavior during the trip. Butemployees can often be ignorant of orcomplacent about the risks they face,and resent what they see as unnecessaryinterference. Education is therefore key,and breaching travel risk policy may needto become a disciplinary issue.
Travel Risk Management: Keeping business travelers safe and secureManage riskproactively—notwhen it’s too lateThis paper a
Why travel risk management has become even more important Travel Risk Management: Keeping business travelers safe and secure The U.K. Corporate Manslaughter and Corporate Homicide Act 2007 This law, which came into effect in 2008, is considered to have raised the bar for duty of care towards employees not just .
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a company travel configuration is created for each country the legal entity is located in. Features Available in Travel System Admin To access Travel System Admin, on the menu, click Administration Travel (on the sub-menu) Travel System Admin. NOTE: If Travel System Admin is your only Travel option, then the commands are
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Guidance - Travel Plan Contents 1. Executive Summary 2. Introduction of Travel Plan 3. Travel Plan Administration 4. Existing Travel Patterns 5. Proposed Travel Patterns 6. Measures 7. Targets 8. Monitoring and Review 9. Action Plan (example) Appendix - Travel Plan Appendices (examples) A Location of Site(s) B Site Plan C Travel Policy
ROSS User Guide Travel Plan ‐ creating and editing travel plans 2version 2.16.4 January 13, 2016. Creating a travel plan. This section explains how to create a travel plan and how to add travel plan legs to it. You do not need an incident to create a travel plan. Seeravel "T ‐ setting up resource travel."
81. Risk Identification, page 29 82. Risk Indicator*, page 30 83. Risk Management Ω, pages 30 84. Risk Management Alternatives Development, page 30 85. Risk Management Cycle, page 30 86. Risk Management Methodology Ω, page 30 87. Risk Management Plan, page 30 88. Risk Management Strategy, pages 31 89. Risk
Travel policy "Container" for the various travel rules and travel features that are used to enforce the company's T&E policies and guidelines Every Travel user is assigned to a travel class/policy. Class features Travel features General features associated with each class/policy,
