DISABLED TRAVEL BY BETTY LOW
Taking care of business
Diversity Travel’s ten tips for corporate travel managers who have disabled business travellers
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Create a culture where employees are comfortable in admitting to a pre-existing medical condition, and ensure this is reflected in company travel policy.
Allow plenty of time. Security checks may take a little longer if, for example, your traveller requires assistance removing shoes or if they have a large amount of medication.
Make sure your travellers are comprehensively insured. You need to check that the policy covers any claims arising from pre-existing medical conditions, or occasions such as an unexpected change of plane type to one that isn’t accessible.
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travel on business and the task is how to support them in a way that works both for them and for the company. For example, every travel manager will
ask its TMC how it would locate its travel- lers in the event of an emergency. De Lacey says that “companies have a responsibility under duty-of-care. It is essential for every traveller but especially for travellers with special needs.” He cites the example of an earthquake. “We need to get to travellers and get them out. If a traveller is disabled, there are even greater challenges because you need to find them and work out what additional support services they require.”
TRAVEL POLICY
Some aspects of company policy – for example, stipulating a preferred airline partner, which might involve a connec- tion on long-haul flights, rather than the more expensive direct flight – may not be suitable for a disabled traveller. O’Sullivan says this is one reason why
“most travel managers will have a clear ‘exceptions’ rule”. He says: “To have all the exceptions outlined would be massively long, so you would have a clear outline of what to do if you are entitled to exceptions.
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“Make sure that policy doesn’t get in the way of that person doing their job – we shouldn’t stand in the way of their travelling”
In this context it means there will be notes in the traveller profile that mean an out-of- policy travel booking may be acceptable.” If policy specifies pre-trip approval, this should be the time to flag the need for any special requirement. It is vital that the profiles of travellers with special require- ments be kept up to date, and it must be made clear whose responsibility this is. Some traveller needs might be perma- nent but some will be more temporary.
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If the traveller has a pre-existing medical condition, ensure they take a list of requirements translated into the relevant language. Supplies and equipment may be difficult to obtain when travelling.
Ensure that you have a pre-trip authorisation process in place to establish if travellers are fit to undertake the itinerary.
Up-to-date profile information is especially essential for those with specific needs. A procedure needs to be in place to ensure that information held is always current and is easily updatable.
Work with your TMC to build a database of vendors and suppliers who are suited to your travellers’ needs.
Give your TMC as much notice as possible to ensure that they can source the widest range of relevant options.
Encourage feedback and comments from travellers post trip, and communicate this to your TMC.
Promote successful travel experiences to others in the company to highlight the value of these individuals to the organisation, and encourage others to consider travel.
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