Sending employees abroad involves a lot more than booking flights and accommodations. There’s a whole list of things that need to be addressed beforehand that determine if an employee is ready to travel internationally. Between passport rules, visa requirements, entry regulations, and other considerations, there are a lot of logistics involved in the planning process.
In this article, we’ll share some of the most common things that companies often forget before sending employees abroad, and the steps you can take to ensure that they don’t run into any complications.
There’s More to a Passport Than Its Expiration Date
Many people think having a valid passport is enough when it comes to traveling internationally. However, there are more layers to it than that. Just because a passport is valid, doesn’t mean that you are able to travel with it. For example, if your employee’s passport is set to expire within 6 months from their travel dates (the 6 month validity rule), some countries may deny entry. In this case, getting it renewed ahead of time is key to avoid running into any problems.
Another thing to keep in mind is that you usually cannot travel with a damaged passport. Wear and tear happens over time, but your employee may not realize how bad their passport has been damaged, especially if they don’t frequently travel for work. However, if their passport is damaged, they’ll have to get it replaced before going abroad or risk not being able to board the plane.
Assuming a Visa Isn’t Required
One thing that can easily be overlooked is that employees will likely need a visa to travel for business. This is because obtaining a visa isn’t always necessary depending on your destination country. It’s important that you do your research ahead of time so you know if an employee will need a visa for their upcoming trip. Failing to obtain one could mean having to alter your business travel plans or cancel them altogether.
Destination-Specific Entry Requirements
Planning an international business trip isn’t always as simple as packing your bags and heading to the airport. Many countries have certain entry requirements that travelers must meet. If someone does not meet all of these requirements, they could be turned away and have to go back home. Always look up current rules and regulations so that you know exactly what your employees will need.
Traveler Readiness Goes Beyond Documents
There are many things your employees should know before going abroad. This goes way beyond just having the correct documents. Travelers should be aware of local laws, rules, regulations, customs, and company policies, and should have access to company and emergency contact information. They should also have some insight into what to do in case any disruptions occur.
Waiting Until the Trip Is Booked to Start the Visa Process
Obtaining a visa can take time, and waiting until the last minute to start the application process isn’t always the best idea. Depending on the time of the year, it can take multiple weeks to get your visa. If someone at your company has waited too long to get a visa, there is a solution. Swift offers expedited visa processing so that you can obtain a visa or eVisa in a quick and efficient manner. Begin the application process today by visiting our website, and don’t hesitate to contact us with any questions.
Not Planning for Multi-Country Itineraries
There are times when an employee may have to visit multiple countries during one trip. Though this is great for expanding your network and getting more done at once, this can come with some complications. Each destination will have its own set of entry requirements, you’ll likely need a few different travel visas, and passport validity can differ depending on where you’re going. Be sure to review every country beforehand so that you know exactly what your employees will need.
Failing to Prepare for the Unexpected
Although you want everything to go according to plan when sending employees on work trips, this isn’t always the case. Things don’t always go the way you want them to, and everyone in your company should have knowledge on what to do in case something goes wrong. Outline company policies and provide a clear process for handling any disruptions that may arise. This helps keep everyone on the same page, and allows your employees to pivot when necessary.
Overlooking the Value of Centralized Travel Document Management
Managing business travel can become difficult as the number of employees in your company grows. You’ll have a lot more to keep track of, including passport expiration dates, visa requirements, and application statuses. Trying to manually keep track of all of this can be challenging, which is why you should consider using a centralized travel document management system, like Swiftpass.
Swiftpass, created by Swift Passport and Visa Services, provides organizations a centralized way to manage employee travel documents. Not only can it help you stay organized, but it can also reduce last-minute document issues, and make managing international travel a more efficient process. To learn more about Swiftpass and how it can help your company, please contact us. No matter where you’re going, we’ll get you there.
