5 Key Checklists For the Pandemic Traveler's Journey

5 Key Checklists For the Pandemic Traveler’s Journey

Introduction Let’s face it: When it comes to business travel, every department has more to think about these days. Travel managers, HR, operations, and finance teams—and of course road warriors—are all faced with the challenge and stress of managing ever-changing logistics, maintaining duty of care, and realizing cost savings. In other words, it’s more important than ever for everyone to stay on top of the details that can make or break a trip. And with so many details, checklists can help. In this guide, you’ll find checklists for 5 steps of the traveler journey: Planning Booking Preparing Traveling Returning And don’t miss the TripActions resources page at the end of this guide.

Plan Review this checklist when setting policy and communicating to travelers. ❏ Indicate ❏ Determine ❏ Define which type of destinations if vaccines are required for any pre-booking each group is allowed to a destination or the requirements: risk travel to: local, domestic, company a traveler is assessment, COVID-19 or international. meeting with. tests, waivers, approvals. ❏ Encourage ❏ Provide ❏ Talk employees to update their a resource where with HR, security, and risk travel profile, especially travelers can understand managers about data their emergency contact requirements for testing privacy of employee information. and vaccines. health information. ❏ Determine ❏ Ask ❏ Understand which employees are if a centralized group of the impact of the allowed to travel and for vaccinated employees will company’s decisions what purpose. be used for travel. around vaccines. 1. Plan 2. Book 3. Prepare 4. On Trip 5. Return

Book Testing? Vaccinations? Here are the additional steps to keep in mind. ❏ Agree ❏ Educate ❏ Determine on the level of safety the employees about how they if the company will only departure and arrival should approach the travel allow employees to book locations should have. booking experience. approved suppliers. ❏ Assess ❏ Decide ❏ Resolve if an airline ticket’s rules if pre-trip approvals are if employees can add have changed (seat class, needed for vaccinated vs. personal time to a non-refundable, etc). unvaccinated employees. business trip. ❏ Understand ❏ Agree ❏ Ensure whether COVID-19-related how best to share specific you have automated travel requirements are test requirements for processes to utilize surfaced in the travel COVID-19, based on origin unused tickets in the booking tool. and destination. booking tool. 1. Plan 2. Book 3. Prepare 4. On Trip 5. Return

Prepare Start here to ensure that employees have what they need to travel safely. ❏ Determine ❏ Talk if you will provide or with risk managers and reimburse for personal legal department about protective equipment. insurance coverage. ❏ Review ❏ Outline expenses allowed for the preferred process for things like PPE, coverage pre-trip testing (which type if quarantined, or if a of test, where to get it, COVID-19 test is required. coverage). ❏ Consider ❏ Inform establishing partnerships employees about any new with labs and clinics for documents/technology travelers to get tested needed for destinations or before a trip, within the suppliers (COVID-19 tests, required time frame. digital health passports). 1. Plan 2. Book 3. Prepare 4. On Trip 5. Return

On Trip Here’s how to keep travelers top of mind when they’re out of sight. ❏ Inform ❏ Prepare travelers where to for if a traveler falls ill and get itinerary updates, like the process they should airport closures or limited follow with HR, legal, and in-flight services. risk management teams. ❏ Indicate ❏ Review if modes of transportation, your meal per diem, like rideshare or public especially if hotel dining transport, will be limited. is limited. ❏ Review ❏ Decide your on-trip support on a process for remote resources and alerts in traveler testing in the case of border closures, event of potential outbreaks, or changes to COVID-19 exposure travel requirements. while on a trip. 1. Plan 2. Book 3. Prepare 4. On Trip 5. Return

Return Help ensure a successful continuation of your travel program. ❏ Decide ❏ Determine if travelers should leave if travelers should time between trips to immediately return to ensure their safety. the office after a trip. ❏ Establish ❏ Create if travelers will be required a post-trip survey to to take a COVID-19 test gather feedback on after their trips. their experience. ❏ Assess ❏ Talk whether your with HR teams about organization has if and how travelers resources (i.e. telehealth) should report symptoms to support travelers. after a trip. 1. Plan 2. Book 3. Prepare 4. On Trip 5. Return

Ebook: Vaccine Consideration Checklist Webinar: How to Next-Level Your Travel Support Game Ebook: 5 Ways to Better Manage Unused Tickets & Waivers Read more about how TripActions’ features can help you return to travel: TripActions Resources ● Latest COVID-19 updates Your go-to list for a deeper dive into helpful information for all ● Business Travel Continuity Tools phases of the traveler journey. ● TripActions Traveler Safety Features ● Trip-Planning Tools

TripActions is a leading corporate travel & expense management platform trusted by 5,000+ companies globally. TripActions empowers organizations with real-time data and insights to make business decisions, paired with flexible travel management tools that enable quick and decisive action to keep traveling employees safe, control costs, and save money. Learn more at www.tripactions.com. Join the TripActions Community at https://community.tripactions.com. #LetsGo tripactions.com | #tripactions | #LetsGo