Need Help with Travel Policy for Employees Relocating to the USA – Can HR Assist?

Hi all, can anyone share the travel policy? Five to six employees are relocating to the USA from my company to support the client, and our organization needs the travel policy to be shared with them by our HR department. Looking forward to it, and thanks in advance.

Regards, Shashikant.

Hi, it depends on the organization and the nature of facilities provided at the deputed location. Normally, the company has to take care of the mediclaim, flight travel, and accommodation part.

Food and travel expenses are to be taken care of by the employees. In some companies, the client will provide cab support. Depending on this, a daily allowance of $50 to $75 may be paid to employees to take care of their needs, which is very minimal. However, the city where they are to be deputed also matters. In cities like New York, the cost of living will be higher, so $100 may be appropriate. The allowance can be loaded through a forex card. For every withdrawal through a forex card abroad, a cash withdrawal fee will be levied separately, which the employee has to manage.

In addition to the above, their monthly salary will be credited to their Indian bank account as usual.

Insurance for Medical and Accident While Abroad

The subject is insurance for medical and accident coverage while abroad, known as a Foreign Travel Policy. For extended coverage and details, please visit an insurance company and read the terms and conditions. Do not buy online policies as they may not provide full details for you to review the available facilities. Also, do not entertain mobile agents who only provide premium quotes without adequate knowledge of the subject matter, as they are solely focused on securing business rather than the client's best interest.

Policy Details

These policies are issued to foreign travelers on holiday, etc., with the purpose clearly mentioned. They have sectors for various countries like the US, UK, and others. You need to select the country/countries you will be traveling to, the number of days of travel, and the duration of stay in a foreign land. Specify the coverage you need, primarily focusing on sickness, medical care, hospitalization, and inquire about coverage for general illnesses like headaches, pain, or other common health issues.

Unforeseen Incidents and Repatriation

One of the key aspects is unforeseen and unexpected incidents like accidents while abroad. In the unfortunate event of needing repatriation to India, proper coverage is essential. Consult with an Insurance Development Officer to understand the terms, conditions, and benefits available, as well as the do's and don'ts.

Travel and Insurance Details

You will need to provide the probable date of travel. Generally, visa issuance is dependent on having insurance coverage. The effective date of coverage will begin upon the submission of information by the company to the insurer, including the insured person's name, age, passport number, and other relevant details, along with the nominee under the policy for each employee.

As the company is taking out the policy, they must certify the nominee as designated by the staff. Ensure to obtain a written declaration from the employee: if married, the spouse is the sole claimant; if not married, the employee should specify parents or blood relations as the nominee.

Are you inquiring about the company's policy regarding which expenses are allowed when traveling? Or are you inquiring about the insurance policy?