When travelling between the UK and the EU, companies should expect added complications in the form of regulations, paperwork, and more. To ensure that employee travel operates smoothly and safely, companies will have to establish new routines and plan for longer lead times. Communicating changes and new requirements—including what employees can and can’t do while abroad—will be critical to successful business trips in the post-Brexit era.
Over the past months, we have created many blog posts and guides on how to navigate business travel in a post-Brexit world (from How To Travel In The EU to what your can and can’t take in your Baggage Allowance). But now that travel is starting to move back up companies’ agendas, we thought it useful to revisit some of the Brexit basics to ensure you and your travellers are ready.
Below we outline the new rules and changes that Brexit has brought to business travel and provide a checklist for travel policy and planning changes you should consider.
New Rules
Awareness of these essential changes to EU business travel from the UK can spare your company—and your travellers—many headaches. The new trade cooperation agreement lays out many of the constraints and is required reading. Key highlights include:
Passports
Be sure your passport has enough validity left before it expires. Always check the rules for both the UK and the EU before travelling.
Visas
Most EU countries now require business visas for some types of work travel.
Health Coverage
Expired European health insurance cards need to be replaced with the Global GHIC card (and/or private coverage).
Company Sponsorship
Proof of sufficient funds and return travel. Business travellers may need both of these to cross borders; a company sponsorship letter may suffice.
Customs & Duty
Travellers should be aware of new limitations on importing currency, meat, dairy, and agricultural products; they should also take into account alcohol and tobacco allowances.
Driver’s Licence
International driving permits and special insurance coverage may be required, depending on the country.
ETIAS
The European Travel Authorisation System, expected in 2023, will require an additional step prior to travel. It is expected to be a relatively straightforward and quick online visa waiver application, similar to the ESTA for the U.S.
Do’s and Don’ts
The new rules forbid some previously permissible activities while on business travel, such as offering training to employees outside the company while in the EU.
Travel Planning Checklist
The following suggested practices will make life a lot easier for travel managers:
Do Your Research
Because of ongoing travel bans and COVID-19 restrictions, new regulations and the timeline for their implementation have been evolving—such as the need for work permits in certain countries or specific requirements for EU-wide paperwork. Keep an eye out and become familiar with them so you can quickly adapt as restrictions ease.
Adapt Your Travel Policy
Evolving regulations will require ongoing changes to travel policy; be prepared to expedite their implementation. Speak to your Account Manager for help or check out the GET SET services from Gray Dawes Consulting for more information.
Plan Ahead
Business trips will require more lead time and careful planning, especially when visas are required. Travel managers must also ensure that staff travel falls within EU guidelines and that employees know the rules in advance.
Understand All Requirements
In addition to the EU-wide rules, individual countries have implemented their own specific regulations, such as economic means testing and special work permits.
Duty of Care
Travellers may require more agent support than before, in order to navigate the changes. Make sure they have access to the right support channels, including phone, chat, and VIP services when necessary. And appreciate that travellers will need more time for their actual journeys – let travellers know that British passport holders can’t use EU lanes at passport control and customs, so waiting times may be longer.
To help you navigate the changes of business travel, we’ve created the brand-new Traveller Toolkit. This invaluable online resource is packed full of easy-to-use guides and checklists for every stage of every journey. We detail exactly what you need to know and do before, during and after your trip.
You’ll also find innovative and interactive virtual trips, which walk you through each step of being at the airport, on the train and in the hotel. You can even check the travel restrictions and health status of your destination with our comprehensive COVID-19 Country Tracker, updated five times daily to ensure you have the very latest information to help keep you and your travellers safe.
Travel is changing. But with common sense and a good TMC behind you, travellers should have the confidence to once again take to the skies. It’ll soon be business as (un)usual.