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 knowledge reported by Deloitte present organizations count on to ratchet up their company journey bills to 55% of pre-pandemic ranges by the finish of this 12 months. The development is predicted 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 reworking 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 circumstances was business-as-usual for company journey.

As just lately as June of final 12 months, 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 normal use in individuals 16 and older, and hundreds of thousands of individuals had but to obtain a primary dose.

Needless to say, it is simple 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 guaranteeing 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,” not less than relating to enterprise journey.

Imagine an worker that traveled incessantly for work earlier than the pandemic. There was little doubt a time when the worker might fill out an expense report with their eyes closed. What about right now?

“Hope” will not 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 workers 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 workers to anticipate the kind of sensible questions they’re prone to ask, comparable to:

  • How do I submit an expense report? Do we’ve got 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 energetic?

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

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

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

In addition to insurance policies that straight tackle authorized or regulatory necessities, some of the most necessary journey insurance policies outline expectations of worker conduct. These may be subjective, however are particularly important. Traveling workers function ambassadors for their group, typically able to affect high-stakes enterprise relationships throughout off-work hours. Behaviors comparable to the giving or receiving of presents and the affordable consumption of alcohol are amongst these organizations that ought to evaluation and outline as half of anticipated journey conduct.

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

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 matter 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 important coverage, and R&C leaders ought to use the renewal of journey guidelines as a chance to evaluate their evaluation 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 consists of intensive steering for tips on how 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 purpose is exterior popularity, as resuming journey indicators a form of return to normalcy. Another is the potential for disruption for workers that will grown accustomed to have feed important in enterprise conferences from a video the comfort of a house workplace.

In many organizations, solely a subset of workers might want to journey. This presents a chance to focus restricted coaching sources on workers who want it most, although all workers 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 workers 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 workers accessing the coverage for evaluation. 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 offers a stage of accountability.

R&C professionals at organizations which might be 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 workers would require coaching. It could have been years since workers 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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