Corporate Travel Checklist

Corporate travel checklist

It is important to recognise that international corporate travel is not without risk. The following corporate travel checklist will help minimise some of the risk associated with travelling overseas for work.

I suggest you print off the corporate checklist and put in a safe place for further reference.

Before you leave:

1. Approval

{ } Obtain written approval from the head of your organisation, this will ensure you are covered under the terms of the organisations insurance policy.

{ } Read the organisations corporate travel policy.

{ } Make sure you have a passport which is valid at least six months past your expected return date and ensure any relevant visas have been obtained. Carry additional copies of your passport photo page in case you need a replacement while overseas.

{ } Once you have approval to travel ensure your flights are booked early. Make sure you check your flight documentation and keep two copies, one to leave with your family and the other with your colleagues. You may also want a copy hidden in your suitcase for emergencies.

{ } Get a colleague to check your corporate travel checklist with you.

2. Insurance

{ } The organisation should cover your insurance but if you intend to do any private travel purchase extra cover if required.

{ } Check with Workers Compensation to see if it covers you overseas on official business. It should cover you for work-related injuries incurred overseas, but check first.

{ } Obtain a list of 24 hour emergency assistance services from your organisations international corporate travel department. If they do not have one make a list of your own. Include contact numbers for manager, host company, colleagues, embassies, consulates, hospitals, doctors etc.

3.Department of Foreign Affairs

{ } Check , smartraveller.gov.au for the status of your destination country when you book and again just before you travel. Or contact the Department of Foreign Affairs & Trade (DFAT)advice.Register with DFAT for an automatic email update to travel advice online for all countries or complete an advanced subscription for specific countries.

{ } If DFAT advice is "do not go to" or similar then travel should not be undertaken.

{ } If DFAT advice is or similar, then travel should not be undertaken unless there is specific approval from your Director.

{ } Register your presence overseas with the closest Australian Embassy. You can do this online. This ensures the Embassy can contact you in the event of an emergency.

4. Itinerary

{ } Provide a complete copy of your itinerary to your Department within your organisation, including phone numbers for accommodation.

5. Booking travel and accommodation

{ } Arrange for transport and accommodation bookings.

6. Communication and emergency contacts

{ } Check that you can access your email through the internet. You can do this by trying from home to access your work emails.

{ } Advise a back-up email address if available.

{ } Provide current next of kin/emergency contact details to your department.

{ } Advise mobile telephone number.

{ } Obtain two emergency contacts for your department.

7. Vaccinations and Medications

{ } Complete all mandatory vaccinations for your destination/s. Some vaccines need to be started a few months before you travel. For further advice see the smartraveller website or the travel doctor.com.au

{ } Make sure you have a travellers medical kit provided by your organisation.

8. Pre-existing health conditions

{ } Have clearance to travel from your GP if you have a pre-existing health condition that may be affected by your travel plans, otherwise insurance cover may be affected.

{ } Have more than enough supply of any regular medications to cover delays.

{ } If you are carrying needles, be ready to declare them at the airport screening point and have written documentation to confirm your medical condition.

{ } If you have medication requiring refrigeration then take a small cooler with you. Airline staff should be able to replenish this with ice.

{ } Staff in the advanced stages of pregnancy should seek advice about travel.

While inflight

9. Flight safety and comfort

{ } Check your carry-on luggage items which may not pass detectors (scissors, nail file etc.) to avoid frustration and delay.

{ } Drink plenty of water.

{ } Exercise regularly

{ } Eat small meals and minimise alcohol consumption.

{ } Try to sleep.

10. Jet lag and fatigue

Minimise jet lag and fatigue by:

{ } Getting a good night's sleep before the flight.

{ } Giving yourself a day or two (if possible) to adjust to the new time zone after arrival.

{ } Flying direct to minimise flight time.

{ } Taking a brisk walk when you arrive to help you sleep.

When you arrive

11. Financial and travel records

{ } Keep receipts for all work-related expenses.

{ } If you are away for more than 5 nights keep a travel diary.

12.DFAT advice

{ } Follow DFAT travel advice. If the advice is upgraded to 'leave immediately' or 'should depart' then you must not remain in that country. Follow DFAT instructions regarding evacuation.

{ } If DFAT advice is upgraded to you must obtain specific approval from your Director to remain in that country.

13. Personal safety and security

{ } Check if the local water is safe to drink.

{ } Take advice on what foods are safe to eat.

{ } Take steps to avoid local diseases (eg. Malaria, bird flu)

{ } Keep your personal hygiene standards high to avoid problems caused by different local sanitation standards.

{ } Remember that alcohol consumption may make you vulnerable. It may be illegal so check before you consume.

{ } Be cautious about accepting food and drink from strangers.

{ } Don't leave personal items such as handbags or laptops unattended.

{ } Avoid being distracted in public.

{ } Avoid displaying jewelery, portable electronic equipment or other signs of wealth.

{ } Be aware of where to stay and places to avoid after dark.

{ } Be sensitive to local customs and dress accordingly.

{ } Check with your travel agent or guide books for advice.

Emergencies

14. Emergencies

{ } Call the emergency assistance service or the numbers you have listed.

{ } Also contact your department/organisation immediately if you are injured or become ill overseas. Also call the Australian embassy or consular.

When you return

15 Travel documentation

{ } Complete any travel expense claim forms.

{ } Complete travel report. Most organisations have a process for reporting.

{ } Complete any insurance claims.

You can print off your corporate travel checklist or save to your desktop for future reference. Check the international travel checklist for more detailed information

click here for more detailed coporate travel advice