Travel Policy Compliance

Ensuring that you comply with your travel security policy

Travel Policy Compliance

Your corporate travel policy defines how travel should be done by employees and travel coordinators. It covers things like what class of travel is allowed, how to expense travel, which agencies can be used and more.

Our goal is to help you comply with your travel policy by automating what can be automated, while simplifying those aspects that cannot be automated.

Ensuring that you comply with your travel policy

Trip Approval

Travel approval is becoming more common within organizations, and having a formal and logged process is essential. How the approval process is implemented will vary from company to company, somehting our approval process is designed to accommodate these processes.

The most common trip approval process requires the traveller to step through a basic trip plan wizard. For low and medium risk countries, the system automatically gives them the go ahead to book and travel, but for higher risk travel approval is required.

Through the portal travellers can create a new trip. If trip approval is enabled they will be required to fill in a trip plan. The trip plan guides the travellers through a number of easy steps, which will ask them to provide some information, and give them guidance. The sections cover are travel destinations, destination guides, recommended vaccinations, immigration issues, tax issues and finally the travel risk assessment. Once the traveller has submitted the plan for approval your compliance manager will be notified of the new trip plan, which they can approve, decline or return to traveller requesting more information.

Trip approval ensures that travellers have approval to travel before travelling.

Travel Risk Assessment

Your travellers may be required to fill out travel risk assessments (TRAs) prior to booking their travel as part of your travel risk management strategy. The information your employees are required to provide in the TRA can be tailored to your requirements. You may for example adjust the TRA based the risk level of the country the traveller is planning to visit.

For low risk countries the TRA may only ask very basic questions, or they may not be required to fill out a TRA at all, whereas for an extreme risk country they may have to provide details on the close protection provider and processes as well as details on their kidnap and ransom training. You can also configure how we process trip plans and TRAs according to your internal processes.

Travel risk assessments ensure that travellers have enough information about the trip, destination and how to travel.

Travel Restrictions - Travelling Together

In order to minimize the risk of severe disruption to company business continuity in the case of a fatal travel incident it is important to restrict the number of travellers travelling together. It is especially important to limit the number of travellers from the same business unit or department travelling together.

Voyage Manager monitors the number of travellers travelling together based on a number of criteria, including mode of travel, department and status. Thresholds can be general across all modes of travel, or be configured per mode of travel, so planes may have a maximum of 3 travellers, whereas trains have a maximum of 4. Thresholds can also be configured based on the role or rank of travellers or based on VIP status.

When a breach occurs administrators or travel coordinators are automatically notified, so that they can take appropriate action.

Reduce business exposure by ensuring that you don't have too many travellers travelling together

Travel Restrictions - Restricted Destinations

Administration should be notified if travellers book trips to certain destinations, whether that is due to the security threat at the destination or other issues that may affect the travel.

All bookings can be monitored to ensure that all travel to restricted destinations is flagged. Any bookings to restricted destinations will trigger a notification to administrators, who can take appropriate action. The use of restricted destinations could be used as a travel ban, or it could be used to highlight higher risk travel, allowing travel coordinators to ensure that the travellers are properly prepared before travel.

Reduce business exposure by ensuring that travellers are not travelling to restricted or banned locations

Travel Restrictions - Restricted Airlines

As a company you may choose to restrict the airlines your travellers are allowed to fly on. This may be because of safety concerns of the airline, or for moral reasons.

You can choose to enable the restricted airline service so that you can be notified when there is a breach. The service can use the EU Banned Airline list, or you can maintain your own list of airlines.

Reduce business exposure by ensuring that travellers are not travellering with banned or restricted airlines.