Corporate Travel Risk Management 101 DeAnne Dale Chief Sales Officer

Why Should You Care? There is a legal obligation to provide a safe work environment “If you’re sending them out, you must get them back”

Duty of Care Obligation - to provide a safe work environment – this extends to hotels, airlines, rental cars, ground, etc. “Standard of Care” - Your company can be held liable for not doing it The legal requirement to do everything “reasonably practical” to protect the health and safety of employees Business Travel News Feb 4, 2013

What are the Risks? Medical Issues Political Instability Crime Terrorism Pandemic Disease Possible Impacts to: Personnel Operations/Productivity Data/Equipment Financial/Legal Reputation Natural Disaster

Reality Check 86% of travelers believe their firm has a legal obligation to support them while abroad 50%+ would consider taking legal action if an emergency was mishandled 38% of travelers said that they never do any research on the country they visit 78% of travelers said that they never carry an emergency phone number 65% of international travelers will report a health problem during their trip Of these, 8% will seek medical care while traveling or immediately upon their return Source: 1 Business Travel Report, Global Business Travel Association

Things to Consider Who Owns Risk Management at your Company? Does your Travel Policy Address Risk Management? What Pre-Trip Processes do you have in Place? How do you Track Travelers? How do you Keep Travelers Informed? How do you Assist Travelers during their trip? Is your technology fully integrated? 6

Who Owns Risk Management? 7 Business Travel News Feb 4, 2013

Cross-Functional Support Global data consolidation and reporting Compliance monitoring Pre-trip training Traveler Tracking Pushed alerts Standards of care Auditable systems Risk disclosure Lower liability Policy and procedures Corporate insurance programs 3 rd Party Liability Coverage Mobile device security Risk assessment and predictive intelligence Incident notification Crisis and evacuation plans Coordinated response Pre-trip health planning Immunizations Medical assistance and evacuation for international travelers Plan development/ implementation Monitor assets at risk Travel Department HR/Legal/IT Security Department Medical Department ERM/ BCP Organization

9 WHAT TO INCLUDE IN YOUR TRAVEL POLICY Mandate the use of Preferred Suppliers Including: TMC - Airlines, hotels, rental cars, limousines, online booking tools Define Who has trip approval authority and what is the process? Who has authority to approve, deny, or allow exceptions to travel? Who determines restricted destinations? Miscellaneous How many executives are allowed on the same aircraft? What are the risks to sharing itinerary information on Social Media sites? Are special documents required when travelling with technology into certain countries? Are there special security requirements for mobile devices? What type of aircraft and which air carriers are safe?

10 PRE-TRIP PREP Bring critical travel documents/items: Boarding pass and/or SmartPhone (fully charged) Driver’s license, passport, or other legal ID Action plan if ID is lost or stolen Prescription medicines Corporate credit card, local currency and/or prepaid debit card or equivalent Color copies of passport, driver’s license and kept separately from originals Research destinations for security risks, medical alerts, severe weather Ensure closest Embassy information is provided Provide Information on medical coverage & payment methods per country

11 PRE-TRIP PREP Current Profile data Full name as shown on the government-issued identification Date of birth – Gender address - Cell phone (primary & secondary) Emergency contacts Itinerary recipients Credit card number and expiration date Valid Passport/Visa Passports must have extra pages and be valid for 6 months before expiration Is a visa required for the destination(s) KNOW WHERE YOUR TRAVELERS ARE AND HOW TO CONTACT THEM

12 Why track travelers? To ensure their safety and well-being while traveling on company business Provides the ability to assist with Health & Medical needs Provides a tool to locate – assist move to a safe haven & evacuate Who is Responsible? Best practice is for the internal Travel Department to manage the process of tracking, reporting and communicating with travelers with the assistance of third party travel tools and TMCs When does the tracking begin? At time of booking the reservation with the TMC and/or online booking tool Continue through the entire trip duration including any changes TRAVELER TRACKING

13 Tracking Travelers Must have the ability to provide ‘real-time’ traveler tracking reports Provide the ability to drill down in to hotel and contact information Provides a tool to quickly locate & communicate with employees & expatriates Integrated Technology Must have the ability to integrate traveler bookings and tracking reports with: Internal Security Department HR 3 rd Party Risk Management Companies SERVICES FROM YOUR TMC

SERVICES FOR THE COMPANY Monitor and assess global threats to your personnel Pushed Destination Specific Security Alerts Before, During and After trip Deploy response anywhere in the world Local Medical Assistance Quickly locate & communicate with Employees, Expatriates and Dependents Evacuation Services Integrated with internal Security, HR &TMC Integrated with TMC bookings Agent and Online Review & analyze results for compliance SERVICES FOR THE TRAVELERS Online Travel Intelligence® and tips Employees can better decide when and how to travel ed trip briefs - relevant, critical information sent as soon as the trip is booked Threat alerts - Delivered to employees’ phones, PDAs and/or accounts as threats and disruptive events unfold Global hotline - One number to call, 24x7, from anywhere in the world 14 RISK MANAGEMENT COMPANIES

15 TMC BOOKING REPORTING HR SECURITY DEPT RISK COMPANY INTEGRATED TECHNOLOGY = BEST IN CLASS PROGRAM

QUESTIONS….? For further information: Travel Compliance & Safety Checklists on the GBTA hub: 16 THANK YOU!