Duty of Care policy considerations

Employers have a legal and ethical responsibility to ensure the health, safety, and well-being of their employees who are travelling for work. This duty of care extends to all aspects of business travel, including transportation, accommodation, and activities undertaken during the trip.

Using an established Travel Management Company will assist a business to mitigate the risks to their employees.

XL Turners Travel has decades-long experience managing business travel to every corner of the globe. Our affiliation with international travel organisations gives us insight and in-depth knowledge of just about every destination on the map.

We work with our clients to establish a Duty of Care Policy where one does not exist and will revise and update existing policies where necessary.  

Key components of a Duty of Care policy should include:

Company Travel Policy: Every company with employees who travel for business needs a comprehensive travel policy that provides guidelines, grants permissions, and outlines protocols for business travel.

Risk assessment: Employers should conduct a thorough risk assessment of the destinations where their employees will be travelling, taking into consideration, health risks, safety concerns, political stability, and local laws and regulations.

Health and safety measures: Employers should provide resources to help employees stay safe and healthy during their travels, such as access to medical care, travel vaccinations, and emergency contact information.

Keeping in touch: Employers should establish mechanisms for regular communication and monitoring of their employees’ whereabouts and well-being during business trips. This should include regular check-ins with travellers, monitoring their progress, and providing access to a 24/7 emergency assistance hotline.

Travel insurance: Employers should provide adequate travel insurance coverage for their employees to protect against unforeseen events, such as medical emergencies, accidents, or trip cancellations.

Emergency response plans: Employers should have well-defined emergency response plans in place for business travellers, including procedures for handling medical emergencies, natural disasters, political unrest, or other crisis situations that may arise during travel.

Training and education: Employers should provide appropriate training and education for their employees about travel safety, security awareness, cultural norms, and local laws and regulations of the destinations they are visiting. This will help employees make informed decisions and avoid risks while travelling.

Our account managers are available to help employers to understand and fulfil their duty of care obligations for their business travellers and to ensure the safety and well-being of their employees, comply with legal requirements, and maintain a positive and responsible corporate image.