Navigating Travel Regulations: What Travel Managers Need to Know

A travel manager oversees the travel demands of a firm or person. They book flights and hotels and ensure employees are ready to travel. They’re in charge of many details, and a lot of planning and communication goes into each plan. 

Understanding travel regulations is one of the most critical parts of a travel manager’s job. So, it’s wise for them to have travel-related regulations at their fingertips. 

If you’re considering becoming a travel manager or would like to learn more about travel regulations, below are some tips to get you started. The following points highlight some of the essential elements to include when traveling. Understanding all these aspects will allow you to execute your travel-based duties successfully.

1. Travel Luggage

An airline’s luggage regulations determine the baggage a traveler should carry. It also explains whether they have to pay any fees. Flight companies have adopted policies that specify luggage fees, allowance, and weight limits.

Fluctuating fuel prices can cause significant changes in airline luggage rules. These constant changes encourage a travel manager to use an airline guide. The guide can reflect specific policies and the accepted baggage dimensions.

A regular elite-status passenger will likely board a plane with an extra carry-on. A travel manager must check with a specific airline to know the rules.

The destination also plays a part in defining luggage allowance and charges. So, it’s vital a travel manager carries out all the luggage details ahead of time. 

2. Travel Documents

Having the proper documents throughout your travels is vital. As a travel manager, you should have knowledge of which documents to bring. For example, when staying at an extended-stay hotel, you must have travel documents on hand. 

Below are the documents a traveler should have with them during their trips.

Personal Identification Documents

It is necessary to carry a passport, travel visa, and national ID card when traveling.

Appropriate identification is always ideal and the basis for global travel. Thus, each traveler must ensure they have an official document with them. 

A valid passport is an essential item to have to travel abroad. However, it’s vital to note that most nations apply regulations on passport expiry dates. For most states, guests should get a passport that covers at least six months. So, you must stay on top of country regulations where employees travel. So, checking a passport’s validity and expiry date is vital before travel. 

Health Documents

Having the correct health documents is expected in global travel. Some nations have had long-term entry obligations. For example, most African countries expect travelers to have yellow fever immunizations.

Additionally, most nations enforced entry requirements when coronavirus emerged, affecting most regions.

If you need clarification on the regulations for each country, do your homework. That way, each employee leaves the country with the correct health documents. 

Travel Insurance Documents

Unpredictable circumstances are often inevitable. As a result, getting travel insurance is essential. 

You must acknowledge that medical expenses and trip cancelation insurance are vital documents. Therefore, you should get employees’ insurance well before the trip. 

Those with these documents should talk to their provider to confirm all the specific items in the insurance coverage.

3. Extra Travel Requirements

There are other travel requirements to be aware of and that you should consider. For example, you should know the steps to take when an employee travels and gets ill. 

Traveling When Ill

A traveler may come down with an illness while traveling. You should include a plan if an employee has to change their travel plans. In the age of COVID-19, airlines discourage travel if you are sick. So, if someone comes down with an illness, bake in extra travel days just in case. 

Carrying Personal Items

International and domestic travel to foreign destinations allows travelers to carry personal items. But there are exceptions. For instance, people cannot take sharp objects like scissors, knives, handcuffs, or weapons. So make sure you let employees know what they can and cannot bring with them. Or provide a guide they can brush up on before they go on a business trip. 

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Conclusion 

A travel manager is vital in travel management. They must know basic travel-related information and regulations. These regulations are inevitable for all travelers. They need the essential documents and other requirements mentioned above to travel. So, as a travel manager, you must do your best to ensure smooth travel for all employees.