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For businesses that require their employees to travel, having a duty of care travel policy is crucial. This policy sets forth the employer’s responsibility to ensure the safety and well-being of their employees while on business-related travel.
What is a Duty of Care Travel Policy?
A duty of care travel policy is a set of guidelines and procedures put in place by an employer to ensure the safety and well-being of their employees while they are travelling for business purposes. This policy outlines the responsibilities of both the employer and the employee when it comes to business travel.
Why is a Duty of Care Travel Policy Important?
A duty of care travel policy is important because it puts the safety and well-being of employees first. By having a policy in place, employers can ensure that their employees are taken care of when travelling for business purposes, which can help to reduce the risk of accidents, illness or other incidents that could cause harm to the employee.
What Should be Included in a Duty of Care Travel Policy?
A duty of care travel policy should include several key elements, such as:
| Element | Description |
|---|---|
| Travel authorisation process | How employees request travel and how it is approved |
| Travel booking process | How employees book travel and what they must consider when making arrangements |
| Health and safety guidelines | What employees must do to stay safe while travelling, including information about vaccinations, medical insurance and emergency procedures |
| Security guidelines | How to stay safe in different locations and what to do if an employee’s safety is compromised |
| Communication guidelines | How employees should communicate with their employer while travelling, including when to check in and how to report incidents |
| Expense reimbursement guidelines | How to submit expenses for reimbursement and what expenses are covered by the employer |
How to Create a Duty of Care Travel Policy Template?
Creating a duty of care travel policy template can be done by following these steps:
- Identify the key areas to be covered in the policy (travel authorisation, booking, health and safety, security, communication, and expense reimbursement).
- Develop guidelines for each area. These guidelines should be specific and include all relevant information.
- Include a section on employee responsibilities and expectations.
- Ensure that the policy is written in clear and concise language that is easy for employees to understand.
- Have the policy reviewed by legal counsel to ensure that it complies with all relevant laws and regulations.
- Distribute the policy to all employees who travel for business purposes and provide training on the policy.
- Periodically review and update the policy to ensure that it remains relevant and effective.
Conclusion
A duty of care travel policy is an essential component of any business that requires its employees to travel for work. By having a policy in place, employers can ensure that their employees are safe and well-cared for when travelling. As travel can be unpredictable, developing a duty of care travel policy is an important step in mitigating risks and protecting employees.