Are Your Policies Ready for the Return of Business Travel?  |  NAVEX

Are Your Policies Ready for the Return of Business Travel? | NAVEX

[author: Eric Gneckow]

Travel pillow? Check. Business playing cards? Check. Up-to-date insurance policies and procedures? Maybe not.

After successfully vanishing amid the rise of the COVID-19 pandemic, enterprise journey is coming again. Survey information reported by Deloitte present organizations anticipate to ratchet up their company journey bills to 55% of pre-pandemic ranges by the finish of this yr. The pattern is anticipated to proceed, reaching 68% of pre-pandemic spend by the finish of 2023.

Workers are as soon as once more hitting the street. Are your journey insurance policies falling behind?

It was lower than two years in the past, in early 2020, when organizations confronted the all-hands-on-deck train of remodeling their companies to accommodate the realities of COVID-19. This meant a pivot to distant work for some and revamped office security practices for others. What it did not imply in the overwhelming majority of instances was business-as-usual for company journey.

As not too long ago as June of final yr, company journey spending was nonetheless solely 10 % of pre-pandemic ranges, in response to Deloitte. It would not be till August that the US Food and Drug Administration would approve the first COVID-19 vaccine for basic use in individuals 16 and older, and hundreds of thousands of individuals had but to obtain a primary dose.

Needless to say, it is easy to think about that company journey coverage was a low precedence for many coverage writers. That’s to not say coverage writers weren’t busy – in NAVEX’s 2022 Risk and Compliance Benchmark Report, solely three % of R&C professionals mentioned COVID was “very disruptive” to coverage and process administration. What’s extra, 43% mentioned it was “minimally disruptive.”

Policy writers have spent years making certain that their group had guidelines in place to function amid the disruption of the pandemic. The local weather of danger is altering once more – solely this time, indicators level to one thing extra “regular,” at the least relating to enterprise journey.

Imagine an worker that traveled ceaselessly for work earlier than the pandemic. There was little doubt a time when the worker may fill out an expense report with their eyes closed. What about at the moment?

“Hope” shouldn’t be an R&C technique. Organizations might want to affirm that even seasoned worker vacationers are up-to-date of their understanding of all journey insurance policies. When staff journey, it is necessary for the group’s insurance policies to journey with them.

Risk and compliance professionals ought to put themselves in the footwear of their group’s touring staff to anticipate the type of sensible questions they’re more likely to ask, reminiscent of:

  • How do I submit an expense report? Do now we have a brand new system in place? Have my login credentials modified?
  • Where is our journey and bills (T&E) coverage? Can I entry it remotely?
  • Is our T&E coverage updated?
  • Is my company card nonetheless lively?

These are only a small slider of the questions staff are more likely to ask as they reengage in company journey. And remember that some staff could also be touring for the first time in any respect since the pandemic started, that means they might have basic questions on issues like masks mandates and proof-of-vaccination.

There are two tranches of work mandatory to make sure organizational insurance policies are able to help the return of company journey: coverage overview and coaching.

First, danger and compliance professionals should overview each conceivable coverage associated to worker journey. This ought to be comparatively simple for well-run compliance packages that possess a regular overview interval, usually 12 months. Yet given the pandemic’s disruption of regular priorities, normal protocols could profit from a re-assessment.

In addition to insurance policies that immediately deal with authorized or regulatory necessities, some of the most necessary journey insurance policies outline expectations of worker conduct. These may be subjective, however are particularly essential. Traveling staff function ambassadors for their group, usually able to affect high-stakes enterprise relationships throughout off-work hours. Behaviors reminiscent of the giving or receiving of presents and the cheap consumption of alcohol are amongst these organizations that ought to overview and outline as half of anticipated journey conduct.

Apart from public well being necessities, organizations may additionally take into account discretionary company journey necessities associated to COVID-19. These may embody an expectation for mask-wearing throughout company journey or, as some organizations have determined, restrictions on company journey for unvaccinated staff.

Any company coverage can broadcast a set of values ​​that affect the group’s standing in the market, and insurance policies round worker well being and COVID-19 are a superb instance given the politically charged nature of the subject in the United States. This highlights how necessary it’s for the proper senior leaders to have a say in the improvement and updating of any essential coverage, and R&C leaders ought to use the renewal of journey guidelines as a chance to evaluate their overview course of and “meta coverage” – their “coverage on insurance policies – could possibly be higher optimized. NAVEX’s most up-to-date version of The Definitive Guide to Policy & Procedure Management contains in depth steerage for easy methods to govern the course of and monitor contributions from a number of stakeholders.

Once worker journey insurance policies are reviewed, the subsequent step is coaching.

Firstly, the resumption of company journey could also be worthy of a well-considered announcement technique. One motive is exterior status, as resuming journey indicators a kind of return to normalcy. Another is the potential for disruption for staff that will grown accustomed to have feed essential in enterprise conferences from a video the comfort of a house workplace.

In many organizations, solely a subset of staff might want to journey. This presents a chance to focus restricted coaching assets on staff who want it most, although all staff ought to be suggested the place to look for any given coverage.

All coaching ought to require the worker to attest to their understanding of related journey insurance policies, and staff ought to be reminded of the place to look if they’ve questions.

Ideally, danger and compliance professionals will be capable of monitor worker attestation to journey insurance policies, and even higher, the exercise of staff accessing the coverage for overview. Corporate journey bestows a big quantity of belief on the worker as a consultant of the group, and if the worker doesn’t meet the requirements set out in the coverage, attestation and entry monitoring supplies a stage of accountability.

R&C professionals at organizations which are resuming company journey ought to guarantee their insurance policies and procedures are up to date and as much as the process. Policies would require updating, and staff would require coaching. It could have been years since staff final traveled in any respect, and R&C can lay the basis to make sure the course of happens easily.

For extra details about coverage and process administration, obtain the newest version of the NAVEX Definitive Guide to Policy and Procedure Management.

Download the Policy and Procedure Management Definitive Guide

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