Duty of Care: Your Obligation to Traveling Employees
When employees travel for business, companies have both legal and ethical obligations to ensure their safety. Ground transportation is a critical—and often overlooked—component of duty of care.
What is Duty of Care?
Duty of care refers to an organization's responsibility to take reasonable steps to protect employees from foreseeable harm during business travel. This includes:
Physical safety
Health and wellbeing
Security from crime
Emergency response readiness
Legal Framework
While requirements vary by jurisdiction, companies generally must:
Assess travel risks
Inform employees of potential dangers
Provide appropriate resources and support
Have response plans for emergencies
Document policies and compliance
Failure to meet duty of care obligations can result in:
Legal liability for injuries
Workers' compensation claims
Regulatory penalties
Reputational damage
Difficulty attracting talent
Transportation and Duty of Care
Ground transportation is a significant risk area:
The Risks:
Traffic accidents (leading cause of workplace fatalities for traveling employees)
Assault or robbery
Unvetted drivers
Vehicle safety issues
Stranded employees
Rideshare Concerns:
Popular rideshare apps create duty of care challenges:
Drivers aren't employees and face minimal vetting
Vehicles aren't commercially insured in most cases
Companies have limited visibility into rides
No centralized tracking or support
Incident response is challenging
Best Practices for Transportation Duty of Care
1. Use Vetted Providers
Professional ground transportation companies offer:
Background-checked chauffeurs
Commercial vehicle insurance
Regular vehicle inspections
Professional training standards
Accountability for service
2. Enable Tracking
Ensure your transportation provider offers:
Real-time GPS tracking
Trip status visibility for travel managers
Estimated arrival times
Route documentation
3. Establish 24/7 Support
Employees should have access to:
Round-the-clock dispatch
Emergency assistance
Alternative transportation if needed
Direct communication with drivers
4. Document Everything
Maintain records of:
Approved vendor contracts
Insurance certificates
Safety policies
Incident reports
Employee acknowledgments
5. Plan for Emergencies
Have protocols for:
Accidents
Medical emergencies
Security incidents
Natural disasters
Stranded employees
Risk Assessment by Destination
Not all destinations carry equal risk. Consider:
Domestic Major Cities:
Generally low risk with proper planning
Traffic safety is primary concern
Vetted providers readily available
International Destinations:
Research local conditions
Use pre-arranged transportation
Verify driver credentials
Consider security drivers for high-risk areas
Implementation Checklist
☐ Establish preferred transportation vendors
☐ Require commercial insurance minimums
☐ Implement booking procedures through approved channels
☐ Enable trip tracking for all business travel
☐ Create emergency response protocols
☐ Train employees on safe travel practices
☐ Document policies in employee handbook
☐ Review and update annually
The Business Case
Beyond legal compliance, strong duty of care practices:
Reduce incidents and associated costs
Improve employee confidence in travel
Enhance recruitment and retention
Demonstrate corporate responsibility
Protect company reputation
Duty of care isn't just about avoiding liability—it's about valuing your people. Start with transportation.
