International Travel and Assignment Policy

This policy applies where an individual who has a contract of employment with The Open University in the UK travels overseas to work on the University’s behalf. This may be a short term visit, or a longer term stay. There are separate arrangements governing the engagement of individuals who are normally resident overseas. Please note that this policy applies only to employees of the University and not to people working under a self-employed consultancy contract.

  1. Introduction

The purpose of this policy is to set out how international travel and assignments undertaken by University employees will be managed by the University, ensuring that the responsibilities of management and the individual are clearly set out and that personal, commercial and reputational risks are minimised.

All travel on University business outside the United Kingdom (UK), except to the Republic of Ireland (RoI), must be approved in advance by the relevant Head of Unit or their nominee. Failure to gain such approval is not permitted and would be a breach of this policy which may result in disciplinary action.

  1. Policy objectives

The objectives of this policy are to ensure that all employees who travel or work outside the United Kingdom on University business:

  • are treated fairly and consistently and that their health, safety and security are given full and proper consideration before, during and after a trip overseas.
  • do not suffer financial detriment, including the risk of double taxation on their income.

It also gives clear responsibilities to Heads of Unit, sponsors* and employees in the approval process, and subsequent recording and monitoring of employees movements

  1. Scope of this policy

This policy applies when individuals who are working under an Open University contract of employment within the UK travel outside the UK to work on the University’s behalf. This does not include anyone normally resident outside the UK or consultants not in receipt of a contract of employment.

* a sponsor is this context is an individual who organises and is committed to the development of a project – this could be a line manager, a project lead or someone assigned to be responsible for or has the authority to carry out that particular project or inthe case of the International Development Office (IDO), this would be the Director of IDO or their nominee.

The University will not normally require an employee to become ‘not resident’ in the UK as defined by HM Revenue & Customs Statutory Residence Test. Such an arrangement might be appropriate in exceptional circumstances and falls outside the scope of the remainder of this policy. In such an event, Heads of Unit must make a business case and this must be agreed by the Director of Human Resources in advance of any assignment.

Overseas working may be short term business visits or longer term assignments:

Type of Assignment / Description / Duration
Short term visit / A single or series of visits outside the UK / Each visit is less than 30 days
Longer term assignment / The employee is required to work overseas for a period of several months without returning home, during which time s/he may travel to another country or countries outside the UK / In excess of 30, but normally less than 183 days per UK tax year

In the following sections of this document:

  • Sections 4 and 5 apply to both short term visits and long term assignments.
  • Section 6 applies only to short term visits.
  • Section 7 applies only to longer term assignments.
  1. Responsibilities

This section applies to all overseas working, irrespective of duration.

The employee intending to travel:

  • Seek the appropriateapprovals before booking and commencing any travel
  • Book travel in advance via the University’s approved travel management company (TMC), and include your email address and mobile phone number. See Booking Process for exceptional circumstances that affect your personal safety.
  • Comply with health standards laid down for entry into the host country (e.g. vaccinations, inoculations, etc.)
  • Ensure you take a sufficient supply of continuing medication to last the duration of the trip.
  • Comply with relevant University policies that are especially applicable overseas (for example Anti-Bribery and Corruption Policy, Facilitation Payments Guidance, Hospitality and Gifts Policy, Export Control, etc. Please note that this is not an exhaustive list.)
  • Have appropriate and valid immigration documents required by the host country (e.g. valid passport, visa, etc.)
  • Take relevant contact numbers with you (e.g. University sponsor, University’s Business Travel Insurance documents, etc.)
  • Complete the eLearning course. Register using this link to gain access to the eLearning content.

Immediately before departure, during travel and whilst in host country:

  • Remain aware of local events and news in host country (e.g. consult FCO website, the Travel Risk Intelligence service (TRIS), register to receive e-mail alerts whilst away, etc.)
  • Take reasonable precautions and act in a sensible manner to ensure personal safety.
  • Advise sponsor immediately if itinerary changes or any emergencies occur that affect their personal safety.

The sponsor:

  • Ensure staff seek the appropriate approvals before booking and commencing travel.
  • Ensure all travel is booked via the University’s approved travel management company (TMC) and include the traveller’s email address and mobile phone number. See Booking Process for exceptional circumstances that affect staff’s personal safety.
  • Complete the International Travel and Assignment Budget Approval Form(Section A) for initial assignment and budget approval. Complete the International Travel and Assignment Checklist (Section B) and submit for final approval of travel arrangements) using up to date and relevant information obtained from the staff member, the FCO website, TRIS or other appropriate information.
  • Ensure a risk assessment is completed if any of the following conditions are met:
  • The FCO website advises essential travel only;
  • TRIS indicates the country you are travelling to has a risk level 3, 4 or 5;
  • If the trip involves fieldwork.
  • If the trip involves fieldwork a more detailed assessment of the activity will need to be carried out in addition to this form. Please contact the Health and Safety Team at r advice on fieldtrip risk assessments.
  • Ensure the employee has read and understands the relevant University policies that are especially applicable overseas (for example Anti-Bribery and Corruption Policy, Facilitation Payments Guidance, Hospitality and Gifts Policy, Export Control, etc. Please note that this is not an exhaustive list.).
  • Seek Head of Unit approval for initial budget and final travel arrangements.
  • Ensure appropriate Unit records are held (e.g. contact details, itinerary, etc.) in case of emergency.
  • Remain aware of local events and news in the host country (e.g. consult the FCO website, TRIS, register to receive e-mail alerts, etc.) and take action, where relevant.
  • Record any changes to the staff members travel itinerary or any personal safety/ emergency actions requested and/or taken by the staff member or the sponsor on the Unit’s records.
  • Act to resolve any personal safety issues brought to their attention by the staff member travelling in the host country.
  • Inform the Head of Unit and PRO of any worsening situations that affect the personal safety of the staff member in or travelling to/from the host country and/or where the FCO advice changes to advising against all travel or all but essential travel, or where they advise there is a high threat of terrorism; a high level of known terrorist activity, so that risks can be reassessed and appropriate action taken.
  • Where nominees are used (for example, where the sponsor is on leave), ensure they are fully briefed on their role and responsibilities and handover arrangements are made to guarantee continuity of monitoring, updating of central records, etc.

Sponsors should communicate the use of nominees to relevant staff, including the

staff travelling to the host country.

The Head of Unit:

  • Approve or reject the initial budget (Section A) and final travel arrangements (Section B) set out in the International Travel and Assignment Budget Approval Form and the International Travel and Assignment Checklist, taking into account all the risks identified and where applicable, seek PRO approval/advice.
  • Ensure all travel is booked via the University’s approved travel management company (TMC). See Booking Process for exceptional circumstances that affect staff’s personal safety.
  • Resolve any worsening situations that affect the personal safety of the staff member in or travelling to/from the host country.
  • Ensure appropriate Unit records are kept of all employees’ travel arrangements outside of the UK and RoI and ensure processes are in place to update them when plans or other details change.
  • Where nominees are used (for example, where the Head of Unit is on leave), ensure they are fully briefed on their role and responsibilities and handover arrangements are made to guarantee continuity of monitoring, updating of central records, etc. Heads of Unit should communicate the use of nominees to relevant staff, including the sponsor and staff travelling to the host country.
  1. General policies

This section applies to all overseas working, irrespective of duration.

Approvals

All travel outside the UK, except to the RoI must be approved in advance by the Head of Unit. Sponsors and Heads of Units are responsible for ensuring that each trip is documented with clear objectives, a risk assessment (where applicable), a schedule of visits, meetings and other activities, an estimated overall budget, any reporting requirements and timescales for those requirements, using the International Travel and Assignment Budget Approval Form (Section A) and the International Travel and Assignment Checklist (Section B).

Where the Foreign and Commonwealth Office (FCO) advises against all travel or all but essential travel, or where they advise there is a high threat of terrorism; a high level of known terrorist activity, or if TRIS indicates the country has a risk level or 3,4 or 5, then a full risk assessment must be conducted and submitted to the Head of Unit, then PRO for consideration.Only with prior agreement by the PRO can such travel be undertaken. The PRO may wish to consult with the Group HR Director before making a final decision. Please see Appendix A for how the FCO determines their advice.

That risk assessment must be referred to the University’s Insurance Officer. The University’s Business Travel Insurance contains exclusions for travel to certain locations. If insurance cover cannot be arranged then the proposal to travel must not be approved.

Sponsor support

A sponsor is this context is an individual who organises and is committed to the development of a project – this could be a line manager, a project lead or someone assigned to be responsible for or has the authority to carry out that particular project or in the case of the International Development Office (IDO), this would be the Director of IDO or their nominee.

Employees who travel outside the UK and RoI on University business will be supported by a sponsor who will remain in touch with the staff member during the period of overseas assignment and act to resolve any issues that cannot be resolved locally. The arrangements for routine and emergency communications must be documented in the risk assessment. This person should be contacted by the employee who is travelling if the travel itinerary changes or any emergencies occur during the arranged trip. A record of any itinerary changes or contact from the employee should be recorded, including action taken.

Health

The Head of Unit must be satisfied that the employee is medically fit for travel to, and working life in, the host country, complies with any health standards laid down for entry to the host country and has had any required vaccinations and inoculations. Where necessary, the University will meet the cost of health checks for the individual prior to overseas assignment and on final return to the UK and the cost of vaccinations, inoculations and international travel medication, such as anti-malaria medication. The offer of an overseas assignment is subject to medical clearance.

It is the employee’s responsibility to ensure that they have sufficient supply of continuing medication to last the duration of the trip. Medicines that have been prescribed in the UK and taken from home should always be accompanied by a medical certificate declaring that they are prescribed for the employee’s personal use.

Individuals are responsible for and expected to be up to date with dental treatment and, where necessary, eye checks before departure overseas.

Personal safety

Heads of Unit must ensure that an appropriate risk assessment, where required, is carried out in advance of any travel outside the UK. See also sections 4 and 5 regarding approvals to travel.

The risk assessment must be in accordance with the health and safety guidance on available on the health and safety intranet.Please contact the Health and Safety Team at r advice on fieldtrip risk assessments.

In the case of frequent short term travel to the same location, it is necessary to complete a risk assessment only once, prior to the first visit. However, this should be kept under review and re-assessed if circumstances in that country change and/or the FCO advises against all travel or all but essential travel or where they advise there is a high threat of terrorism; a high level of known terrorist activity, or if TRIS re-categorises the country to a risk level of 3, 4 or 5. In the event of this occurring, then the Head of Unit must follow the approval process above.

In all circumstances, employees should ensure that they do not take unreasonable or unnecessary risks in relation to their personal safety.

For locations where approval is given and the FCO advises against all travel or all but essential travel or where they advise there is a high threat of terrorism; a high level of known terrorist activity, or if TRIS indicates the country has a risk level of 3, 4 or 5, the Head of Unit will ensure that the employee is fully briefed prior to the start of the assignment, taking advice from the FCO website, TRIS or other appropriate agency. However, in any country, a situation may suddenly arise that could not be anticipated, so it is also expected that in these countries employees remain aware of local events and news, take reasonable precautions and act in a sensible manner to ensure their personal safety. For example, the FCO website should be consulted before departure from the UK and the traveller should register to receive email alerts whilst s/he is away.

The Head of Unit may require an employee to return to the UK at short notice should they consider that personal safety risks are worsening and the employee shall abide by that decision. The Head of Unit will seek advice from the FCO website or other appropriate agency in determining whether to take this course of action.The University will pay for the cost of travel in these circumstances (see also the section below on travel and home leave).Employees refusing to comply with the decision or employees who unreasonably delay or avoid their departure will be subject to disciplinary action.

Insurance

The University has travel insurance cover in place for its employees travelling overseas on University business. A copy of the University’s Business Travel Insurance, which includes a policy summary and medical emergency information, is provided automatically when booking through the Travel Management Company. The individual must take these documents with them.

The medical expenses cover provided under the University’s Travel Insurance Policy is not a full health insurance; it will only cover emergency treatment and associated expenses. Routine, preventative or other elective treatments are not covered. Pre-existing medical conditions are covered if travel is being undertaken in line with medical advice. Cover is not provided for anyone travelling against medical advice or for the purpose of undertaking treatment.

Any employee requiring medical or security assistance whilst abroad on University business should use the single point of contact via the dedicated Open University 24/7 assistance helpline. All receipts, doctor’s notes, etc must be retained as evidence of expense.

Any claims for minor emergency medical expenses and loss or damage to luggage or personal effects can be dealt with upon return to the University by contacting the Insurance Officer. All receipts should be kept, especially if essential items need to be bought as temporary replacement for items lost/stolen. In the event of theft of belongings a copy of the report to local police must also be supplied.

Employees are reminded that the University’s Travel Insurance Policy may be invalidated if travel proceeds against specific FCO or TRIS advice. See also section 4 General Policies regarding approvals to travel.