Hi All,
In my company, employees will have to travel abroad on a short-term basis for official work, for example, 3-6 months. Therefore, I need to prepare the Orientation Manual and Foreign Travel Policy. Currently, we do not have any standard policy to follow, but the frequency and duration of travel are increasing. The destination countries are the US and Dubai. In some cases, food and lodging will be arranged by the company or the client.
Apart from basic amenities, I need to anticipate what other details I can include in the orientation manual. I aim to foresee the general requirements of employees from an HR perspective. This is very urgent; please help.
Regards, Rashee
From India, Delhi
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3In my company, employees will have to travel abroad on a short-term basis for official work, for example, 3-6 months. Therefore, I need to prepare the Orientation Manual and Foreign Travel Policy. Currently, we do not have any standard policy to follow, but the frequency and duration of travel are increasing. The destination countries are the US and Dubai. In some cases, food and lodging will be arranged by the company or the client.
Apart from basic amenities, I need to anticipate what other details I can include in the orientation manual. I aim to foresee the general requirements of employees from an HR perspective. This is very urgent; please help.
Regards, Rashee
From India, Delhi
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Hi Rashee,
I've tried my best to give you a few details.
1. As soon as you receive the on-site request as an invitation:
(i) Check if the time frame is sufficient to process their visa/passport.
(ii) Obtain the names of the employees.
(iii) Verify their passports for validity, rejections, or stampings.
(iv) Obtain a formal written reply from them confirming their availability for on-site travel and verify the details provided by them.
(v) Process the visa/passport by ensuring they fill out the application in front of you and check for accuracy in date, purpose, name, location, invitee details, passport number, duration, etc. Also, gather necessary documents such as bank statements, Form 16, previous organization's relieving/offer letters, photographs (specifying size and color), and ensure the company's documents are prepared for passport submission.
Release the Travel Policy.
2. Secondly, try to find a website that can provide information about the country, including culture, food, lifestyle, customs, leisure activities, etiquette, daily life, transportation, housing, shopping, the cost of daily necessities, hospitals, weather, and working style.
3. If necessary, arrange for cross-cultural training.
4. If there is a service agreement in place, please review it and obtain acceptance accordingly.
5. If you are arranging accommodation/transport, ensure you have all the details filed.
6. If you are not arranging accommodation/transport, provide them with the necessary details.
7. If there are allowances for travel preparations (e.g., clothing, travel accessories), release the information to them.
8. Inform them about their communication mediums (IP phone, international SIM, reimbursement).
9. Advise them to plan their annual holidays and report back to you.
(Complete these tasks at least one or two months before their travel date)
(Call them for orientation at least five days before their travel)
Issuing the Travel Policy:
- Provide them with:
(i) Passport, Visa
(ii) Travel Tickets
(iii) SIM
(iv) Insurance Letter
(v) Currency
(vi) Invitation Letter
(vii) Overseas travel policy
Provide information on baggage, clothing, and food:
1. Baggage - Weight, Size, and Lock (Refer to the airline's website for details)
2. Warm clothes and shoes.
3. Pack eatables in your check-in baggage in case of flight delays.
4. Carry necessary medicines.
5. Bring food items or materials for use there.
6. Plan for cooking; seek advice from those who have visited the place.
7. Remember to carry your ID card and business card.
Before departing:
- Meet your Reporting Manager the day before you leave.
- Ensure to collect the bills for pick-up and drop from the Chennai airport to your house and vice versa.
- Meet with the Reporting Head, HR, and Finance/Admin departments on the immediate working day after your return.
- Submit necessary bills for claims within seven days of your return.
- Provide details of your pick-up and drop while in the US.
Upon arrival:
- Clarify the purpose of your travel.
- Check your Visa and Travel Tickets for the date and time.
- Arrive at the airport 2 hours and 30 minutes before departure.
- Find baggage trolleys on your own.
- Proceed with check-in through the Anna International terminal.
- Follow airport security procedures diligently.
- Be cautious with your valuables at all times.
Ask them to report to you upon reaching their destination and provide weekly updates to HR.
Give them details regarding their return.
Best regards,
Priya
From India, Madras
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I've tried my best to give you a few details.
1. As soon as you receive the on-site request as an invitation:
(i) Check if the time frame is sufficient to process their visa/passport.
(ii) Obtain the names of the employees.
(iii) Verify their passports for validity, rejections, or stampings.
(iv) Obtain a formal written reply from them confirming their availability for on-site travel and verify the details provided by them.
(v) Process the visa/passport by ensuring they fill out the application in front of you and check for accuracy in date, purpose, name, location, invitee details, passport number, duration, etc. Also, gather necessary documents such as bank statements, Form 16, previous organization's relieving/offer letters, photographs (specifying size and color), and ensure the company's documents are prepared for passport submission.
Release the Travel Policy.
2. Secondly, try to find a website that can provide information about the country, including culture, food, lifestyle, customs, leisure activities, etiquette, daily life, transportation, housing, shopping, the cost of daily necessities, hospitals, weather, and working style.
3. If necessary, arrange for cross-cultural training.
4. If there is a service agreement in place, please review it and obtain acceptance accordingly.
5. If you are arranging accommodation/transport, ensure you have all the details filed.
6. If you are not arranging accommodation/transport, provide them with the necessary details.
7. If there are allowances for travel preparations (e.g., clothing, travel accessories), release the information to them.
8. Inform them about their communication mediums (IP phone, international SIM, reimbursement).
9. Advise them to plan their annual holidays and report back to you.
(Complete these tasks at least one or two months before their travel date)
(Call them for orientation at least five days before their travel)
Issuing the Travel Policy:
- Provide them with:
(i) Passport, Visa
(ii) Travel Tickets
(iii) SIM
(iv) Insurance Letter
(v) Currency
(vi) Invitation Letter
(vii) Overseas travel policy
Provide information on baggage, clothing, and food:
1. Baggage - Weight, Size, and Lock (Refer to the airline's website for details)
2. Warm clothes and shoes.
3. Pack eatables in your check-in baggage in case of flight delays.
4. Carry necessary medicines.
5. Bring food items or materials for use there.
6. Plan for cooking; seek advice from those who have visited the place.
7. Remember to carry your ID card and business card.
Before departing:
- Meet your Reporting Manager the day before you leave.
- Ensure to collect the bills for pick-up and drop from the Chennai airport to your house and vice versa.
- Meet with the Reporting Head, HR, and Finance/Admin departments on the immediate working day after your return.
- Submit necessary bills for claims within seven days of your return.
- Provide details of your pick-up and drop while in the US.
Upon arrival:
- Clarify the purpose of your travel.
- Check your Visa and Travel Tickets for the date and time.
- Arrive at the airport 2 hours and 30 minutes before departure.
- Find baggage trolleys on your own.
- Proceed with check-in through the Anna International terminal.
- Follow airport security procedures diligently.
- Be cautious with your valuables at all times.
Ask them to report to you upon reaching their destination and provide weekly updates to HR.
Give them details regarding their return.
Best regards,
Priya
From India, Madras
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Tour & Travel Policy.docx
TRAVEL POLICY.zip