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Business Travel Duty of Care: Supporting Safety by Capturing Leakage Data

November 12, 2021
Travelers cross a busy downtown street.

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 — business travel program leakage and the dangers of incomplete duty of care that come with it.  In this blog, we’ll discuss how capturing travel leakage data can help support duty of care and keep your business travel program risks in check.

What Is Travel Leakage Data?

Before we dive into duty of care, let’s talk about leakage data. Travel leakage data is important business traveler information that travel managers don’t know. Typically, leakage occurs when travelers use methods outside of an organization’s Travel Management Company (TMC) and book their own trips to reimburse later. Which isn’t necessarily a bad thing — self-booking is often used to get better prices that aren’t available through a company’s TMC. The problem is that, if the organization has no way to track that information, they are unable to fulfill their care obligation, leaving employees at risk.

Unfortunately, these data blind spots can be a matter of life or death. Lack of data visibility on off-channel bookings creates unnecessary risk for both travelers and businesses. Now, however, these risks are preventable. 

Pre-trip data capture for all itineraries, including changes and cancellations, will play a pivotal role as companies break out of the COVID-19 induced travel freeze. Traxo assists companies with real-time, pre-trip business travel data and intelligence to minimize risk and maximize data accuracy.

Answering the Call: What is Business Travel Duty of Care?

Duty of care isn’t just a buzzword, it’s a vital responsibility. Business travel duty of care is the legal requirements that companies must follow when it comes to protecting the employees it sends out of the office. What exactly those legal requirements are varies from place to place, but the idea is always the same: Keep your travelers safe. And that’s why leakage data presents a problem — you can’t protect someone if you can’t locate them.

By using a solution like Traxo, you can keep track of every traveling employee, whether they booked through you or on their own. 

Business Travel Duty of Care: The True Risks 

On average, travel managers observe that  31% of corporate bookings are made outside of the corporate program, which means that more than 30 out of every 100 business travelers are unaccounted for at some point during their trips, if not entirely. Let that number sink in for a moment while you think of your colleagues.

While some executives may feel this is an acceptable risk, it remains a burden to travel managers and a massive liability to companies when duty of care is not a priority. Legal obligations aside, no one wants to put their coworkers in danger.

An  International SOS report shares several examples of what can go wrong. Here’s an excerpt:

“In Munn v. The Hotchkiss School, a student alleged that her school had breached its duty to her when, during a school trip to China, she contracted a rare tick-borne disease. The jury in that case agreed, and entered a judgment against the school for $41.7 million.” This “duty” extends well beyond schools and universities. Businesses can be sued over car accidents, injuries, kidnappings and other tragedies that happen during corporate business travel.” 

A businessperson talks on the phone in the back of a cab.

Ease Travel Risk Management Concerns with Comprehensive Travel Data

By migrating to an “omnichannel” travel management strategy – one that incorporates data from TMC and non-TMC sources – corporate travel managers can take proactive steps toward complete travel data visibility.  Traxo’s ability to parse email reservations (without the need for email-forwarding) and consolidate itinerary information into one reporting tool provides you with accurate and comprehensive pre-trip data insights.

Want to balance travel risk management duties with employee data privacy needs to find out more information on duty of care as it relates to corporate travel? Access our whitepaper, “Risk Management: Duty of Care vs Data Privacy.

Previously, off-channel booking data could only be captured through credit card and expense reports after trips ended. Post-trip reconciliation is outdated and creates additional travel risk exposure, which can be minimized with real-time data aggregation. Now, travel managers can intervene before corporate travel occurs if a booking is non-compliant or requires an employee to travel to a high-risk area.

Leveraging Off-Channel Bookings 

Regardless of how stringently your policy and program is managed today, you know that some leakage is inevitable. By employing the right platform to eliminate inconsistent and incomplete travel data insights, you can see and manage your off-channel bookings. This proactive approach benefits itinerary management, rate re-shopping, negotiations with new and existing suppliers, and policy compliance while reducing risk to both the organization and the traveler.

If a more flexible travel policy suits your organization, you can empower your employees to book where they want without missing any necessary travel information. In many cases, such as this  Ritchie Bros. case study, this flexibility leads to increased traveler satisfaction without compromising duty of care.

Create Win-Win Scenarios for Your Business and Its Travelers

Traxo empowers corporate travel managers, globally, to act quickly and proactively when faced with an imminent crisis. You have an opportunity to create beneficial scenarios for all parties involved; you, your organization, and, most importantly, your business travelers.

Business Benefits of Traxo: 

  • Complete pre-trip data visibility in one platform, accessible 24/7, allowing you to manage your program and travelers proactively.
  • Complete data for eliminating risk, identifying missed savings opportunities, more effective supplier negotiations, and improved policy compliance.
  • Reduced administrative lift of communicating, reporting, and tracking traveler policy violations.
  • 20-minute implementation and no need for employee training.

A businessperson works on their laptop while traveling on an airplane

Traveler Benefits:

  • Peace of mind knowing their employer can easily locate them in a crisis to help reduce the severity of the situation, no matter how they booked their travel.
  • Seamless data capture that doesn’t require any action by the traveler or any traveler training. Itinerary details are automatically delivered to duty of care providers and directly accessible through Traxo’s customer portal.
  • Greater booking flexibility in organizations that embrace a “hybrid travel program.”

Are you ready to start managing the never-before-seen parts of your travel program with Traxo’s robust data insights platform?  Contact a Traxo travel data consultant today.

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Insights

When to Submit an RFP for Corporate Travel Services

Requests for Proposals (RFPs) have become part of a structured, annual process for many travel managers, while others only open discussions with suppliers as needed. While an RFP can be built for most services, this blog will focus on what you need to build an RFP for corporate travel services (e.g., hotel RFPs).

Regardless of the exact reason

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,

Insights

4 Reasons Why Travel Managers Need Access to Detailed Business Travel Analytics

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

Insights

Corporate Travel Technology: 3 Travel Management Technologies Every Business Should Implement

New, industry-leading corporate travel t technologies are emerging all the time. We’ve also witnessed businesses  reinventing themselves to stay relevant  as the world changes around us. To continue future-proofing corporate travel programs, there are three key areas where travel managers should focus:

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

In-person, Virtual & Hybrid Events: Has the M&E Landscape Changed Forever?

Many of us are eager for normal life to return. For working professionals, part of that normalcy consists of business travel and attending meetings and events in person. We’ve said it before, and we’ll say it again — nothing can replace face-to-face relationship building. After 1.5 years of Covid restrictions, handshakes, warm hugs from familiar

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

Updating Your Travel Program: 5 Corporate Travel Policy Best Practices

Once you’re familiar with the  three corporate travel program policy types – mandated, flexible, and hybrid – it’s time to decide what comes next. Do you need to make changes, and if so, what are the corporate travel policy best practices you should follow?

Before diving headfirst into policy changes, let’s take a step back to evaluate the entire

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

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