What's a business travel duty of care? A concise guide

When employees travel for work, their safety isn’t a personal concern—it’s an employer’s responsibility. Whether it’s a missed flight, medical emergency, or unexpected crisis, companies need a business travel duty of care policy.

A strong corporate travel plan includes clear safety protocols, communication guidelines, and contingency measures to handle risks and mitigate emergencies.

If you’re wondering what an employer’s obligations are to their team of business travelers, and how you can make sure that your corporate travel policies withstand disruption, this guide will walk you through everything you need to know.

What’s duty of care in business travel?

Duty of care refers to an organization’s legal and ethical responsibility to protect employees' health and safety while they’re on the road. 

According to the IRS, corporate travel applies to any work-related trip that takes an employee away from their home for longer than a typical workday and requires an overnight stay. Duty of care covers both physical and psychological well-being, ensuring business travelers have the support, resources, and backup plans they need to stay safe. 

Business travel managers and coordinators are largely responsible for upholding this duty. Travel decisions should prioritize employee safety, including safe transportation, appropriate accommodations, and clear emergency protocols. 

Although duty of care and risk management are closely related, they serve different purposes. Risk management focuses on identifying and planning for potential threats to business operations, while duty of care protects individual travelers. For example, a risk management strategy might analyze the financial impact of canceled flights, whereas the duty of care ensures an employee has resources to rebook travel and accommodations after a canceled flight. 

With the right duty of care policies in place, companies protect their employees and keep business travel efficient and productive. 

Why is duty of care important in business travel?

Business trips come with risks, like medical emergencies, accidents, and unexpected natural disasters. Employers can’t prevent these disruptions from popping up, but they can prepare for the worst. 

While it’s mostly a health and safety concern, a robust duty of care also speaks volumes about a company’s values. Clear, actionable plans show employees that their safety is a priority, signalling a culture of trust and mutual responsibility.

Who is responsible for duty of care?

Business travel duty of care is a company-wide responsibility, and that includes the individual traveler. Let’s examine everyone’s obligations.

Employer duty of care

As an employer, you’re responsible for protecting employees from risks to their health and safety during a business trip. To build a flexible and quick-acting risk management program, bring everyone on board, including HR, finance, and risk and compliance teams. Together, you can plan for the most common disturbances to a trip itinerary. 

A duty of care policy should outline steps to take if a business traveler: 

• Misses a flight
• Becomes ill
• Loses an important document (like their license or passport)
• Has an accident

Ultimately, employees will need to act, whether replacing a lost passport or navigating doctor’s visits. However, it’s up to employers to have clear protocols and resources ready, so travelers have the support they need to return home safely. The Occupational Safety and Health Administration (OSHA) has helpful resources and safety tips to plan for unexpected emergencies. 

Traveler duty of care

Duty of care obligations fall entirely on the employer’s shoulders. Additionally, employers may be held liable for an employee’s actions while traveling on business. For instance, if an employee engages in high-risk behavior, like excessive drinking, and harms themselves or others, the employer could be held liable for damages or legal consequences. 

Clearly communicated policies regarding acceptable behavior during business trips can help mitigate risk and liability. Having business travelers sign these policies and complete training on healthy business travel before the trip guarantees everyone is on the same page. 

Best practices regarding a business travel duty of care

A good business travel duty of care policy is extensive. But that doesn’t mean you have to plan for every extreme scenario. Here are a few best practices to keep your travel policy focused and actionable.

Conduct a risk assessment for specific dangers

Every destination has its unique risks. Prior to booking a trip, travel managers should assess any specific dangers—like high crime rates or possible natural disasters. This proactive risk assessment allows employers to evaluate whether the trip is safe. For example, if a business trip to Florida coincides with hurricane season, you might book refundable flights. 

Book transportation and accommodations that meet reasonable standards

Business travelers deserve to feel comfortable away from home—and we don’t just mean a plush bed and laundry service. Prioritize travel arrangements that meet high safety standards, like airlines and ground transport with strong reputations and accommodations with serious security measures. 

Mitigate unavoidable risks with insurance

You can’t predict a nasty fall or tornado, but you can prepare for them with proper planning. Choose travel insurance that covers medical emergencies, trip cancellations, and evacuations. Additionally, use travel monitoring tools that provide a connection to employees at all times. This allows you to quickly assist during a crisis and adapt swiftly to changing needs, like booking a different flight home or checking into a hotel out of harm’s way. 

Ensure employees have required vaccinations or medication for destination-specific illnesses

For some destinations, travelers need to get the right shots and learn about potential disease outbreaks. Many countries require specific vaccinations or medications, such as malaria or yellow fever shots. A visit to a medical specialist at least one month prior to departure should be on every international travel checklist. For certain regions, you might also provide general health briefings, like precautions around tap water or site-specific safety guidelines. 

How to create a business travel duty of care policy: 4 steps

A duty of care policy might not cover every emergency, but it can make sure employees are supported while traveling for work. Here’s how to build one in four steps: 

1. Assess your current travel policy: Evaluate your existing travel policies and identify any gaps. This includes reviewing past travel incidents and taking feedback from employees about their experiences. With Engine, you can set clear rules and tailor policies for different teams to build an efficient and safe travel experience. 
2. Establish a clear pre-travel process: Make a comprehensive pre-travel checklist that outlines necessary steps before departure. This might include obtaining vaccinations, reviewing destination-specific risks, and getting all documentation in order (like visas, passports, and work permits).
3. Incorporate contingencies: Plan for the unexpected by outlining what actions should be taken in case of a travel emergency. Make sure employees know who to contact, which communication channels to use, and what documentation they need to hold onto. Additionally, be clear about the emergency support services and insurance coverage available to them. 
4. Plan for domestic and international travel: Domestic and international travel require different planning. Ensure that your duty of care policy addresses both scenarios. Consider specific guidelines for international travel, like vaccination requirements and safety risks, and domestic travel, like road safety and access to emergency medical care. 

Stay in control with Engine

If your employees frequently travel for work, clear travel procedures and effective training help keep everybody safe. Whether dealing with unexpected natural disasters, illnesses, or lost passports, it’s up to you to guide your employees back to safety. 

With Engine, you can track your travelers in real time on your dashboard, allowing you to respond quickly in emergencies. Contact us to learn more about how we can help you manage travel and prioritize your team’s health and safety.