A corporate travel duty of care checklist

The checklist is published by the team behind GTOS, the Global Travel Operating System from Voraal, and draws on operating experience across 100,000+ trips. You can use it with any programme. Where an item maps to GTOS, the feature is linked.

1. Know who is travelling, and on which record

• Every business trip is booked or recorded in a single system of record, not only in email or a personal travel account.
• The same record is visible to the traveller, the travel manager, and anyone who has a role in duty of care.
• Contractors, guests and other non-employee travellers are either in that record, or explicitly out of scope.
• A leaver cannot remain on a live itinerary because no one updated the organisation data.

In GTOS, requested and booked trips sit on one record across My Mobility, the Client Portal and Control Tower. The traveller map reads that record.

2. Know where people are

• You can see current and upcoming trips on a live map or equivalent list, without building a spreadsheet after a disruption starts.
• The view includes trips that have been requested as well as those already ticketed, so a disruption can be assessed early.
• Group movements, meetings and delegations appear in the same view as everyday trips.
• After a change, the map or list shows the revised itinerary, not the original one.

3. Confirm readiness before departure

• Passport validity is checked against the trip before travel, not at the airport.
• Visa or entry-document status is held on the trip. Visa decisions rest with the authorities; your job is readiness, not granting permission.
• Travellers can see their documents and confirmations in one place, including on a phone.
• A specialist path exists when a document case is complex, still attached to the same trip.

See visas and My Mobility for how this looks in GTOS.

4. Be able to reach people when plans change

• Contact details for the traveller are current and available to the people who are allowed to use them.
• A desk or on-call path exists outside a single office's hours. 24/7 operations should work on the trip record, not on a blank message.
• Travellers know how to raise a change or a disruption without repeating the entire itinerary from memory.
• Finance and travel can see the cost of a change on the same booking, so duty of care and spend do not diverge.

See traveller support and the duty of care programme.

5. Set access, policy and ownership

• Access to location and document information is by role, not by a shared generic login.
• The written travel policy includes readiness and the requirement to book in the system of record. See how to write a corporate travel policy.
• Ownership is named: who reviews the map in a disruption, who owns documents, who owns the policy.
• You have decided what is in software, and what remains a people or security-team process. Software does not replace a destination-risk judgement.

In GTOS, each company sees only its own data, with access by role and two-step sign-in on the app. We do not claim certifications we do not hold.

How to use the checklist

Walk the list in a meeting with travel, people or risk, and finance. Mark each item as “in place,” “partial,” or “missing.” A partial item is usually a process that exists in a document but not on the trip record. Those are the gaps that fail first during a disruption.

Then test one live scenario: a delayed connection in a city where two of your people are already booked. If you cannot see them, reach them, and change the itinerary on the same file, the checklist is not yet complete. A GTOS demo can run that scenario on a sample trip; book one if you want to see the map, the documents and Control Tower together.

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