Why You Can’t Over-communicate About Travel Documents

Here’s a phone call you don’t want to receive: one of your execs is traveling to Moscow for an important conference. He arrives at check-in only to realize that his 3-year multiple entry visa has just expired and they won’t let him on the flight.

Sure, many savvy business travelers know to check their visa requirements when booking trips, yet many visas are obtained on a “rush” or “emergency” basis and others arrive at the airport empty-handed and are turned away. Plus, acquiring documents to meet international travel requirements can make even the most seasoned traveler stressed.

According to CIBTvisas:. More than 50% of escalations received by CIBT are related to urgent and last-minute visa and passport requests in which the traveler was not notified of travel document requirements. 

And there are a lot of misconceptions out there. Many travelers don’t realize:

  •     Visa issuance can take as long as 15 business days, even for common destinations
  •     Passports need a minimum of 6 months of validity and must be renewed prior to embassy submission for visa processing
  •     A purchased airline ticket doesn’t guarantee timely visa issuance

But there is good news. Most trips are booked far enough in advance to avoid costly expediting fees as long as the traveler takes action early. Diligent communication is the key. Most travelers rely on an agency or TMC to provide direction regarding travel documents. If they booked their trip in Concur – that notification might be buried deep in their itinerary confirmation and be missed.

Concur and CIBT have teamed up to tackle this communication problem. Enabling CIBT in your Concur environment means CIBT will be able to identify who needs a visa and can keep pestering them until they have their documents sorted. On cibtvisas.com, your travelers can also take advantage of an easy to use tool to identify if they need a visa or not.

To learn other fundamentals and best practices of visa and passport management, we invite you to join Concur and industry experts from CIBTvisas on Thursday, January 16, 2014 at 11:00am PST/2:00pm EST for a free interactive webinar.

Register to attend Visa & Passport Essentials.

Don’t miss this opportunity to learn from the experts, gain new resources and learn about the tools at your disposal to get your employees to their destination stress-free.

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