Important Things about Business Travel that You Need to Know

Many people assume that official trips are simple, but in reality, they require thorough preparation to be successful.

Among the many administrative requirements that need to be prepared, the presence of employees who are on duty is also important to be monitored for the evaluation and monitoring of employee performance. Fortunately, there are now various technologies and devices that support online attendance systems to facilitate business trips, allowing offices and HR departments to monitor employee attendance through these applications.

More information about business trips will be discussed in our upcoming article.

Business Trips

Business trips are assignments given to employees to complete work outside the office, either abroad or out of town. These trips vary, including supervision, resolving licensing issues, or attending events or meetings.

Purpose of Business Trips

Business trips have various purposes and forms, some common goals include:

1. Meetings

Business trips often aim to attend work-related meetings, whether with partners, clients, or certain parties for the smooth running of work. Preparations required for business trip meetings include meeting materials and recording the results of the meetings that will be reported to the office as a form of accountability.

2. Knowledge Development

Business trips can also aim for knowledge development, such as attending training sessions, seminars, or other academic activities. Accountability for these business trips is the application of the acquired knowledge to facilitate work and share knowledge with colleagues who need it.

3. Surveys or Visits

Another common purpose of business trips is to conduct surveys or visits related to work. Examples include surveying new building construction, surveying for clients, or other types of surveys. These visits or surveys are important for collecting field data, whether for monitoring progress, conducting supervision, or other related needs. Professions such as contractors, architects, interior designers, and others often conduct field surveys to complete their tasks.

4. Social Activities

Other business trips may relate to social activities, such as providing educational materials for students, inaugurating new buildings or businesses, or participating in charity events.

5. Handling Agreements

Employees delegated for business trips sometimes are responsible for handling office agreements with other parties. Their responsibilities include conveying the results of the agreements that have been approved by both parties.

Besides the five points above, there are many other types of business trips that employees can undertake. Whatever the purpose, business trips are part of job responsibilities that must be taken seriously. Offices can also monitor employee performance through online attendance applications that are now widely used for business trips.

Important Documents for Business Trips

Business trips, whether domestic or international, require the preparation of certain documents to ensure smooth travel. The following documents need to be prepared well in advance to avoid any issues.

1. Assignment Letter

An assignment letter is an important document that must be prepared by employees designated for business trips. This document serves as official proof of the assignment from the office and is necessary for both domestic and international travel.

2. Passport

A passport is an official identification document for international travel. It serves as permission from the home country to travel to another country and ensures identity and legal protection while abroad. Employees on international business trips must prepare their passports properly to ensure smooth travel.

3. Visa

In addition to a passport, another important document that employees must have for international business trips is a visa. A visa is a permit for entry or visitation to a foreign country. While a passport is managed by the home country as proof of departure, a visa is required to gain entry into the destination country. Visas come in various forms, ranging from stamps and stickers to electronic visas received via email.

The visa application process varies between countries; some require visas to be obtained upon arrival at the destination country, while others require visas to be obtained before departure. Visas can be obtained at foreign immigration posts or embassies in the home country. Although the process can be complicated, employees need to understand the procedures to obtain the necessary visa for their business trips.

4. Health Certificate

A health certificate is an important document that employees must carry when going on business trips. This document is a requirement for international travel according to WHO to prevent the spread of infectious diseases.