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China, Coronavirus, Corporate Travel and Duty of Care

February 5, 2020

If your CEO or head of risk management walked into your office today and asked you how many employees recently traveled to China, and hence could be at risk for exposure to coronavirus, how confident are you of your answer?

Importance of Data Visibility During the COVID-19 Outbreak

The swift outbreak of the coronavirus (now known as COVID-19) across China and beyond has underscored how important it is for travel managers to have immediate, comprehensive access to data about their employees’ travel activity – including bookings made directly with airlines, hotels, and other travel suppliers (leakage), which aren't visible via TMC reports. These blind spots in travel data present a serious duty of care risk for both companies and employees.

Traxo Identifies Travel Program Leakage 

Traxo recently conducted an analysis of a clients’ leaked booking activity to, from, and through China for the month of January, and identified hundreds of travel segments (air and/or hotel bookings) booked outside companies' mandated booking tools or agencies.

This means there were potentially hundreds of employees at risk for exposure to this virus outbreak during their business trip, but because these bookings were made outside their company’s TMC channel, they were otherwise “invisible” to their travel teams, duty of care support, and risk management providers.

Some of these travelers may be also subject to significant disruptions as airlines suspend service to the region, delaying their return flights home. The U.S. is just this week (Early February 2020) beginning to evacuate stranded citizens via charter flights out of China.

Real-Time Data is Mission Critical

As a travel manager, the need for timely, accurate, and comprehensive data is critical for addressing fast-moving situations like this. Regardless of your travel program mandates, you will have some bookings occur out of channel -- which means you must have a data strategy to address those blind spots so you don't leave any employees behind.

flight map

Source:  https://kepler.gl/demo/world_flights

If you are relying on expense data to get this type of visibility, you’re already too late. You likely won’t know about these trips until 30-90 days from now, when employees submit their expense report.  That’s well beyond the reasonable window to notify them of the potential exposure risk from their trip.

If you’re relying on employees to self-report these trips, you’re missing out on timeliness and coverage -- employees don’t always remember to self-report their off-channel bookings, and even when they do, it may not be until the day of the trip or after they’re already back. You lose the opportunity to advise them of the risk pre-trip, or provide enough notice so they could change their travel plans accordingly.

Duty of Care: Comprehensiveness is Key

Whether you use Traxo or another data aggregation service, the core value of having real-time, comprehensive visibility into all your corporate travel bookings goes well beyond compliance enforcement or supplier negotiations. 

Events that impact the health and safety of traveling employees will continue to happen -- and so will off-channel bookings. Enlisting data aggregation technology solutions helps eliminate your booking blind spots by bringing these off-channel bookings into the risk management workflows you already deploy.

Data Strategy: No Silver Bullet 

The coronavirus outbreak may turn out to be a relatively small event, or it could grow even worse -- there is no way to tell at this point. But it’s just the latest example in a string of contagious disease outbreaks: MERS, Ebola, Zika, SARS, and various flu strains have all had major impacts on business travel. And the important thing to bear in mind is that these outbreaks not only impact your traveling employee, they can also impact that employees’ family and co-workers upon return.

A well-defined data strategy that supplements your TMC booking data with off-channel booking data in a timely, actionable  manner is foundational to a successful modern travel program -- which includes comprehensive duty of care support. There is no longer a one-size-fits-all approach to travel management, so you will need to enlist multiple partners to help you, along with your security and risk teams, your finance team, and your data privacy team. 

When it comes to business travel, everyone is a stakeholder in keeping your traveling employees safe.

Additional Duty of Care Information

If you’d like to learn more about current US Centers for Disease Control and Prevention policies for travelers going to and returning from China, read more at CDC.gov.

For ongoing risk management updates, visit our partners:

To experience real-time data visibility for yourself, contact us today

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Small-to-medium size

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This especially rings true for hotel programs, which are usually on an annual renewal cycle. Hotel

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Insights

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Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

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Travel Managers have a duty of care responsibility to keep their business travelers safe while on the road and can try to mitigate risk by ensuring they have good programs, policies, and procedures in place should the need arise. However, travelers also need to be mindful and aware of their surroundings. They need to be able to mitigate risk, and

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4 Ways to Support Employees During an International Conflict

Many organizations had offices, work-from-home employees, and travelers visiting Ukraine when Russia invaded on February 24th, 2022. Regardless of why employees were in the country, organizations had a legally binding duty of care to their team members. Before they could ensure employees were out of harm's way, they needed to locate them. Today,

Insights

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How Business Travel Data Helps Organizations Manage COVID Variants

The latest highly-transmissible COVID-19 variant, Omicron, became publicly known in December 2021 when South Africa sounded the alarm to the World Health Organization (WHO). Almost immediately, borders were closed for travel. Organizations with business travelers in South Africa quickly scrambled to locate them and launch relocation plans before

Insights

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Data voids became a major concern for travel managers when the pandemic gripped the travel industry in 2020. Locating, contacting and moving travelers before the impending border closures came into effect was urgent. This shed light on the challenge travel managers have faced for years – incomplete travel data and the inability to contact ALL

Insights

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Insights

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2019 started off like any other year: busy calendars, overbooked flights, sold-out hotels and a bustling meeting schedule. Business was booming and travel managers were busy. Their time was spent assisting travelers, negotiating contacts, managing rates, auditing itineraries, and other mundane tasks — Until everything stopped.

When the pandemic

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As the global economy begins to reopen, corporate travel teams worldwide are planning for how best to restart their company’s business travel activity. Most firms have made it through the initial “triage” stage of the pandemic. Now, teams are taking stock of how their travel programs performed in the midst of the crisis, in order to assess how

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Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

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4 Ways to Support Employees During an International Conflict

Many organizations had offices, work-from-home employees, and travelers visiting Ukraine when Russia invaded on February 24th, 2022. Regardless of why employees were in the country, organizations had a legally binding duty of care to their team members. Before they could ensure employees were out of harm's way, they needed to locate them. Today,

Insights

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The role of a travel manager often varies with the size and scale of organizations. Global organizations may have large, complex travel programs, typically managed by a team of corporate travel professionals. Whereas small to medium-sized businesses may only have a single point of contact managing the travel program. Regardless of the size of your

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Having multiple travel management companies (TMCs) supporting an organization is common in today’s business sector, especially for those with a global presence. This fragmentation makes leveraging a travel program data aggregation and auditing solution mission-critical.

What Are TMCs (Travel Management Companies)?

TMCs, travel management companies

Insights

New Travel Management Technology

Over the last two years, we’ve seen new industry-leading travel management technology emerge. We’ve also witnessed businesses reinvent themselves to stay relevant in our post-pandemic world. To continue future-proofing corporate travel programs, there are three key areas where travel managers should focus:

Insights

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How do you move the needle on

Insights

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A corporate

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As the global economy begins to reopen, corporate travel teams worldwide are planning for how best to restart their company’s business travel activity. Most firms have made it through the initial “triage” stage of the pandemic. Now, teams are taking stock of how their travel programs performed in the midst of the crisis, in order to assess how

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Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

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Three Ways Travel Managers Are Approaching COVID-19

  1. Employees first – Ensuring

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7 Practical Tips for Safer Business Travel

Travel Managers have a duty of care responsibility to keep their business travelers safe while on the road and can try to mitigate risk by ensuring they have good programs, policies, and procedures in place should the need arise. However, travelers also need to be mindful and aware of their surroundings. They need to be able to mitigate risk, and

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Travel Managers often juggle their company's best interest and traveler satisfaction. Depending on your company, it may be challenging to satisfy both parties or come to a mutually beneficial agreement on your corporate travel policy. Here we will uncover the benefits of having access to complete travel data through Traxo and how travel managers

6 Considerations for Managing Bleisure Travel

Bleisure trips are simply the blending of a business and a leisure trip into one journey—a concept that is no stranger to modern business travelers or travel managers. An example of a bleisure trip would be an employee traveling to San Francisco for a business conference at her company’s expense, then tacking on a couple days for a quick jaunt to

3 Aspects of an Effective Price Assurance Strategy

What Is Price Assurance?

Price assurance is a corporate travel savings strategy made of three components — supplier negotiations, rate auditing and re-shopping. Technologies that continually audit rates and re-shop for discounts are crucial to ensuring your suppliers adhere to your contracted discounts and non-negotiated bookings are optimized.

Insights

How to Audit Your Travel Program with Pre-Trip Booking Data

Between managing the day-to-day operations of travel procurement, maintaining best-in-class programs, ensuring policy compliance and the responsibilities of data management, the travel manager’s role is multifaceted. For decades, travel managers have struggled to aggregate travel data because of its many storage points. After collecting the data,

4 Ways to Optimize Business Traveler Safety in 2022

Travel Managers are continually expected to further optimize travel programs. How you go about making optimizations year after year depends on the results expected from you. As the world continues to resume pre-pandemic activities, the top priority for 2022 will undoubtedly be business traveler safety. Let’s break down ways to optimize business

Insights

Pre-Trip Travel Data: How You Can Reduce Costs in a Business

Pre-trip travel data creates endless opportunities for travel managers to connect with travelers prior to departure, ensuring bookings are compliant and identifying missed savings opportunities before lift-off.

What Are Business Travel Costs

Business travel expenses can be defined as costs associated with traveling for the purpose of conducting

Insights

Corporate Travel Management: When Should You Submit an RFP?

RFPs have become part of a structured, annual process for many travel managers, while others only open discussions with suppliers as needed.

Regardless of the reason behind your RFP, it’s essential to ask yourself if the ROI is likely to justify the work that goes into an RFP.

What Is an RFP?

RFP stands for ‘request for proposal’ and is a

Insights

How the Pandemic Transformed Corporate Travel Programs

2019 started off like any other year: busy calendars, overbooked flights, sold-out hotels and a bustling meeting schedule. Business was booming and travel managers were busy. Their time was spent assisting travelers, negotiating contacts, managing rates, auditing itineraries, and other mundane tasks — Until everything stopped.

When the pandemic

Insights

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Insights

Corporate Travel Program Policy Types

A well-written corporate travel policy provides guidance for business travelers while helping organizations influence behavior, manage spend, utilize preferred suppliers, and keep travelers safe. Despite the numerous benefits a travel policy provides, travel managers still face policy compliance challenges.

How do you move the needle on

Insights

Corporate Travel Policy: Best Practices and Benefits

You’re familiar with the three travel program policy types – mandated, flexible and hybrid – but what comes next? Before diving headfirst into policy changes, take a step back to evaluate the entire change management process, from understanding your travelers’ needs to winning executive approval.

What Is a Corporate Travel Policy?

A corporate

Insights

2021 Business Travel Predictions

The new year has arrived, and people from all corners of the earth are anxiously looking to move beyond the chaos and uncertainty brought about by COVID-19. As we know, due to widespread shutdowns and stringent health protocols, travel was a particularly hard-hit industry that’s poised to rebound as we progress through 2021. But, what will the

Traxo and Your TMC, Ensuring Your Travel Program is Prepared

Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

COVID-19 and Corporate Travel: Steps to Take Now for What Comes Next

Travel managers have been on the front line of corporate travel’s response to the COVID-19 outbreak. Companies are in varying stages of dealing with the outbreak, but we’ve heard three common themes in how travel teams are approaching this unprecedented new reality.

Three Ways Travel Managers Are Approaching COVID-19

  1. Employees first – Ensuring

Traxo and Data Privacy: FAQs

We frequently get questions from prospective clients regarding data privacy and security, and how Traxo's services meet legal requirements for both areas. For corporate travel managers seeking to understand their booking blindspots, we've compiled some of the most common questions and our responses, which can be shared with internal legal and IT

Traxo at ACTE 2018: Off-Channel Spend Takes Center Stage

The Traxo team was in New York City last week for the annual ACTE Global Summit and enjoyed the opportunity to connect with hundreds of corporate travel managers and buyers.  Our booth at InterACTE was busy nonstop! Thanks to all who stopped by to say hello -- we hope we helped shed some light on the challenges of managing your off-channel

Traxo and Data Privacy: FAQs

We frequently get questions from prospective clients regarding data privacy and security, and how Traxo's services meet legal requirements for both areas. For corporate travel managers seeking to understand their booking blindspots, we've compiled some of the most common questions and our responses, which can be shared with internal legal and IT

Traxo Services Ready for GDPR

We are happy to announce that Traxo is GDPR compliant. This has been a lengthy, company-wide process of detailed reviews of all services and business operations, how they function, as well as assessing our critical partners involved with delivering our services.

In addition to assessing the security of customer data throughout this process, we

Traxo and Your TMC, Ensuring Your Travel Program is Prepared

Uncertain times – I have lost count of how many times I heard the phrase “uncertain times” over the last two months. Since the spread of COVID-19 began, the world has certainly been faced with innumerable challenges on every imaginable level - physically, mentally, spiritually, and more, especially in the realm of business travel. There are many

Traxo and Data Privacy: FAQs

We frequently get questions from prospective clients regarding data privacy and security, and how Traxo's services meet legal requirements for both areas. For corporate travel managers seeking to understand their booking blindspots, we've compiled some of the most common questions and our responses, which can be shared with internal legal and IT

Traxo Services Ready for GDPR

We are happy to announce that Traxo is GDPR compliant. This has been a lengthy, company-wide process of detailed reviews of all services and business operations, how they function, as well as assessing our critical partners involved with delivering our services.

In addition to assessing the security of customer data throughout this process, we

Traxo and Data Privacy: FAQs

We frequently get questions from prospective clients regarding data privacy and security, and how Traxo's services meet legal requirements for both areas. For corporate travel managers seeking to understand their booking blindspots, we've compiled some of the most common questions and our responses, which can be shared with internal legal and IT

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