Business travel fuels growth. It strengthens client relationships, opens up new markets, and enables collaboration across geographies. But for every opportunity, there’s also a responsibility that companies cannot ignore: duty of care.
When employees are on the road, or in the air, the organization is accountable for their health, safety, and overall well-being. Yet, many businesses underestimate how complex duty of care becomes in the context of global travel. It’s not just about booking flights and hotels. It’s about making sure your people are supported, secure, and able to focus on their work without unnecessary risks.
This blog explores what duty of care means in corporate travel, why it matters, the common challenges companies face, and practical ways to implement it effectively.
What is Duty of Care in Business Travel?
At its core, duty of care is a legal and ethical obligation of employers to protect their employees from foreseeable risks while performing work-related tasks. In business travel, this means:
Ensuring safe travel arrangements
Providing access to reliable information about risks (political unrest, natural disasters, health advisories)
Offering emergency assistance and medical support
Tracking employee locations during trips
Creating clear protocols for crisis response
It’s not just a legal checkbox, it’s about building trust with your employees and showing them that their safety is valued as much as their productivity.
Why Duty of Care in Corporate Travel Matters More Than Ever
Global business travel is bouncing back strongly post-pandemic, but the risk landscape has evolved. Companies now face:
Health risks (pandemics, infectious disease outbreaks, medical emergencies abroad)
Geopolitical instability (strikes, protests, or political unrest)
Climate-related disruptions (flight cancellations due to extreme weather)
Personal safety threats (crime, theft, harassment, cultural misunderstandings)
Ignoring duty of care isn’t just risky, it can lead to legal consequences, reputational damage, and reduced employee morale. A traveler who feels unsupported is less likely to be engaged, productive, or loyal to the organization.
Key Challenges Businesses Face with Duty of Care
Despite good intentions, many companies fall short in executing duty of care effectively. Here are some common gaps:
1. Fragmented Travel Booking
When employees book flights or hotels outside approved systems, companies lose visibility into where travelers are and whether bookings meet safety standards.
2. Lack of Real-Time Tracking
In a crisis, not knowing where your employees are is one of the biggest risks. Without location tracking, you cannot provide timely assistance.
3. Insufficient Risk Intelligence
Travel managers often lack access to up-to-date risk alerts for destinations, leaving travelers underprepared.
4. Limited Emergency Protocols
Not all organizations have a clear action plan for medical emergencies, evacuations, or sudden disruptions.
5. Compliance Gaps
Companies operating across multiple geographies must comply with varying labor and travel safety laws, something that’s hard to manage without the right tools.
Building an Effective Duty of Care Strategy for Business Travel
So, how can organizations create a robust framework that prioritizes employee well-being without overwhelming admin teams? Here’s a step-by-step approach.
1. Centralize Travel Bookings
Use a single corporate travel management platform to book flights, hotels, trains, and transfers.
Ensure policies are built into the system so all bookings automatically comply with safety and budget guidelines.
Centralized data allows for better oversight and faster response during emergencies.
2. Implement Traveler Tracking
Adopt solutions that allow travel managers to view where employees are at any given time.
Use GPS-enabled mobile apps to keep travelers connected.
Ensure travelers can “check in” digitally during key points in their journey.
3. Provide Risk Intelligence
Share pre-trip briefings about the destination (health, safety, cultural tips).
Subscribe to real-time risk alert services for weather disruptions, unrest, or travel advisories.
Offer clear guidelines for what employees should do if they encounter unexpected risks.
4. Establish Clear Emergency Protocols
Have a 24/7 support hotline or partner with a provider who can deliver medical and logistical help globally.
Define evacuation procedures and ensure employees know the process.
Train managers and travelers on emergency protocols through workshops or e-learning.
5. Automate Policy Compliance
Configure policies in your booking platform (e.g., preferred airlines, hotel safety standards, fare caps).
Flag or block non-compliant bookings before they’re finalized.
Monitor adherence with detailed travel reports and dashboards.
6. Foster a Culture of Care
Communicate regularly with employees about the resources available to them.
Encourage feedback after trips to identify potential gaps in support.
Make duty of care a shared priority between HR, finance, and travel teams, not just a travel manager’s responsibility.
Technology’s Role in Duty of Care
Manual processes aren’t enough. Technology bridges the gap between intent and execution. The right travel management platform can:
Automate duty of care tasks like compliance checks and real-time location tracking.
Consolidate travel data so managers always know where employees are.
Integrate with expense systems to ensure accurate reporting.
Provide 24/7 support for travelers when they need it most.
This is where modern platforms like AtYourPrice add immense value.
How AtYourPrice Supports Duty of Care
AtYourPrice isn’t just about saving companies money, it’s about ensuring safe, compliant, and efficient travel experiences. Here’s how it strengthens your duty of care framework:
Centralized bookings across flights, hotels, ground transport, and visas, ensuring no “off-channel” travel slips through.
Policy enforcement that stops non-compliant bookings before they happen.
Traveler tracking and reporting, giving managers real-time visibility into employee locations.
24/7 global support so employees never feel stranded during disruptions.
Integrated GST-compliant expense management, reducing reconciliation headaches for finance teams.
Low Fare Search & Automation (LFSA) that not only saves costs but also ensures flexible rebooking during cancellations or delays.
By combining cost efficiency with robust risk management, AtYourPrice helps companies uphold their duty of care obligations while protecting their bottom line.
FAQs on Duty of Care in Corporate Travel
1. What does duty of care mean for business travelers?
Duty of care refers to the employer’s legal and ethical responsibility to safeguard employees while they are traveling for work. This includes health, safety, and security measures.
2. Who is responsible for duty of care in an organization?
While HR and legal teams set the framework, travel managers, finance leaders, and direct supervisors all play a role in execution. Ultimately, the employer holds responsibility.
3. How can companies track employees during travel?
By centralizing bookings in a travel management system and using mobile apps with check-in features, companies can know where their travelers are in real time.
4. What happens if a company fails its duty of care obligations?
The company risks legal action, reputational harm, loss of employee trust, and potential financial penalties depending on the jurisdiction.
5. How can technology improve duty of care in business travel?
Technology automates compliance, tracks employees, provides risk alerts, and ensures 24/7 support—making it easier to manage obligations at scale.
Final Thoughts: Protecting People Protects Your Business
Duty of care in corporate travel is more than a compliance issue. It’s a strategic investment in your people. Employees who feel safe and supported travel more confidently, perform better, and remain loyal to their organization.
With risks in global mobility constantly shifting, companies need more than good intentions. They need structured policies, reliable processes, and the right tools.
That’s where AtYourPrice comes in—empowering businesses to deliver on their duty of care promises while optimizing travel budgets.
Ready to make corporate travel safer, smarter, and more cost-effective?
Book a free demo today and discover how AtYourPrice can help protect your people on the move.
