Duty of care: Why you need to keep your travellers details up to date
Some travel arrangers may struggle to obtain all the relevant information from their travellers but keeping up to date records is not only an important part of your travel policy but also vital to mitigating risk. Whether someone travels once a year or once a week, you will need to know certain things about them to ensure your organisation and your Travel Management Company (TMC) can make sure travellers are looked after if anything goes wrong.
First and foremost, explain to all travellers why you need information such as first name, last name, passport number, frequent flyer card details and an emergency travel contact. All these details should be kept not only by your HR department but also held securely by your TMC, who may be tasked with repatriating employees if there is an incident.
More private and personal
More personal details such as medical history, medication people are taking, allergies and whether they carry an epi pen, home address and next of kind should also be held by your HR. Bear in mind people may not always be honest about their state of health but do not underestimate the importance of knowing these details – if someone is unable to return home due to an unexpected event, it is essential that your company knows what medication they might need to tide them over.
If your employees use their own mobile for work, then their personal mobile number is another requirement. Generally, people are happy to give this for travel use but do not necessarily want it in used for work. Where they decline to give their personal mobile number, document this so that all parties know why the number is missing; you can always contact them by email if necessary.
Update profiles regularly
Ask travellers to update their profile regularly and as a travel arranger, you should run regular checks to monitor gaps in detail. These can include a change of surname where someone has got married, new address after moving to a new house to out of date emergency contact numbers. Give the reasons why you need any emergency number – traveller tracking, duty of care and to be able to provide support in the event of disruption to travel.
Travel profile best practices
- Build a profile of all travellers, from those who are rarely on the move to regular road warriors
- Explain to everyone why you are doing this and that it is for their benefit and protection
- Profiles should contain not only basics such as name, address, passport number but more personal details such as medical record, medication being taken, allergies, etc.
- Make sure you have an emergency number for all travellers
- Update profiles regularly and remind travellers why you are doing it