International travel policy for employees

Employees always need approval from their supervisor or manager prior to travelling abroad. Before approval can be given, both the supervisor and employee are asked to make a risk assessment of the health and safety risks (by making use of the travel advice of the Dutch Ministry of Foreign Affairs (MinBuZa)) and to set agreements to minimise these risks. 

Approval is based on the guidelines and procedures described in the checklist below.

Dutch Ministry of Foreign Affairs Travel Advice

VU Amsterdam follows the Dutch Ministry of Foreign Affairs travel advice. Below is an overview of this travel advice and the VU Amsterdam policy.

1. Destinations with a green-coded travel advice: no particular safety risks
   Travel is possible without significant risks. The level of security risks is comparable to that in the Netherlands. Persons travelling must, however, always remain alert and ensure that they stay informed of the latest news and events.
   • Travel for work or study purposes is permitted.
2. Destinations with a yellow-coded travel advice: security risks
   There are security risks in this country or region. Circumstances differ from those in the Netherlands. Persons travelling must prepare accordingly and exercise special caution (political, medical, etc.). Persons travelling must also ensure they are aware of any access restrictions and discuss the potential risks with their line manager or supervisor.
   • Travelling for the purpose of study, work or research is permitted but any risks must be discussed with the line manager (staff member) or supervisor (students).
3. Destinations with an orange-coded travel advice: travel only if necessary
   There are security risks in this country or region, and daily life may be disrupted. Circumstances may be dangerous. The Dutch Embassy is often unable to provide assistance in this situation and advises persons travelling to visit this destination only if absolutely necessary.
   • Travelling for the purpose of study, work or research is not considered essential and is therefore not permitted.
   • Transit through an orange-coded area is not permitted.
   • If the travel advice changes to code orange during travel abroad, the person travelling must also leave the area immediately.
   • In certain limited cases, exceptions to an orange travel advisory may be granted for employees. For advice or to request an exception, please email to internationaltravelpolicy@vu.nl.
   • No exceptions can be made for students; they are not permitted to travel to a country with an orange colour code.
4. Destinations with a red-coded travel advice: do not travel
   There are serious safety risks in this region, i.e. in the event of war, political unrest, natural disasters, with life-threatening conditions. Traveller safety cannot be guaranteed, which is why the Dutch Ministry of Foreign Affairs advises against travelling to this destination. Staff and students of VU Amsterdam are therefore not permitted to travel to red-coded destinations.
   • Travelling for the purpose of study, work or research is not permitted; no exceptions can be made.
   • If the travel advice changes to code red whilst the person travelling is abroad, they must leave the area immediately.
   • Travelling through a red-coded area is not permitted.

Note: different colour codes can occur within one country/region. 

Risk assessment in addition to the travel advice

VU Amsterdam has a duty of care towards staff and students when they travel abroad, regardless of whether the destination is considered 'safe' according to a green-coded travel advice issued by the Dutch Ministry of Foreign Affairs. The risk associated with travel is determined not only by the security situation in the country, but also by other personal and contextual factors that require extra vigilance. Consider for example:

• The nature of the stay, such as travelling to remote areas or limited access to medical care.
• The type of work or research activities, for example fieldwork in challenging conditions or sensitive research projects.
• Personal circumstances, such as health needs, access to medication, or socio-cultural factors that may increase risks.
• Natural hazards, such as earthquakes, wildfires or floods.

Risk analysis for safe areas

When travelling to areas with a green-coded travel advice, such as Belgium or Germany, the risks will generally be limited to standard travel risks such as lost luggage, health problems or road accidents. Although such travel may seem less complex, it remains important to carry out a basic risk assessment and be prepared for unexpected changes in circumstances.

Dynamic risk management

It is important to continue monitoring health and safety levels not only before departure, but also while travelling. If personal circumstances change or the situation in a previously safe area changes, action must be taken immediately.

Flexibility in the risk assessment

The steps in the travel policy, as described in the following chapters, remain applicable to all types of travel. For safe destinations, these steps can often be completed more quickly. However, for more complex travel plans – regardless of the destination’s colour code – extra attention must be paid to specific risk factors and appropriate preparations.

Safety trainings

VU Amsterdam offers external safety training courses to ensure staff are well prepared for their international travel. Depending on the destination, the nature of the activities and the specific risks, additional training may be recommended. Consider topics such as knowledge security, personal safety or cultural preparation. These training courses are designed to help staff be aware of potential risks and to provide them with practical guidance on how to deal with unexpected situations during their stay abroad.

It is the staff member's responsibility to discuss with their supervisor which training courses are relevant:

• Staff travelling to an orange-coded country with permission are required to complete the Basic HEAT training course (Hostile Environment Awareness Training), which is offered by the Centre for Safety, amongst others.
  
  Costs are borne by the faculty/service department. The training course is valid for five years; after five years it can be extended for a further two years if a Refresher course is completed. The training courses are offered regularly; to apply, click on this link. The certificate must be attached to the application form for travel to areas classified as ‘orange-coded’ destinations.
  
  
• Staff travelling to a remote green-coded or yellow-coded area, or to areas where LGBTIQ+ issues may be a factor, are strongly advised to complete the Safe Travel Course. This training course is specifically aimed at areas with low/medium safety risks, where staff may also encounter unexpected circumstances. This training course is also offered by the Centre for Safety; the costs are borne by the faculty/service department.
• Specifically for female staff, the Centre for Safety offers the training course: Safety for female travellers. Completing this training course is strongly recommended for female staff members who travel in a group or alone to areas with different cultural norms and values.

VU Amsterdam strives towards conscious and responsible travel behaviour among both staff and students, with an emphasis on limiting unnecessary travel and opting for sustainable alternatives.

Staff members and line managers make a conscious decision regarding VU Amsterdam's policy on sustainable travel.

For staff, this means carefully considering whether travel is necessary, exploring options for virtual participation in meetings or events, and, where possible, using more sustainable modes of transport such as public transport or electric car-sharing schemes. Further information on staff policy and practical tools, such as an interactive decision tree and additional guidelines, can be found on VU.nl.

Budget approval

Approval is subject to a travel plan setting out the travel details and an approved budget. Any holidays or leisure time before or after the intended travel must also be described.

VU Amsterdam staff can only be reimbursed for travel and accommodation expenses incurred during official travel abroad if a travel request – including any advance – has been approved beforehand based on a budget agreed by the line manager. For more information specifically on official travel, travelling abroad and advance payment requests, see the document: Reimbursements, provisions and expense claims.

Travel registration

To be able to locate and support staff who are travelling in the event of emergencies, it is essential to register the travel plans in advance. The following procedures apply:           

• Submitting the travel plan to the line manager
  All staff members travelling abroad for work-related reasons must submit their travel plans to their line manager. This enables the manager to monitor the staff member and, if necessary, provide support in the event of an emergency, in cooperation with any host institution or host organisation. The travel plan must include the following information: travel dates, transport and accommodation, name, address and location of any host organisation.
• Updating emergency contact details
  All staff members are required to enter or update an emergency contact person in their staff profile . This information is used exclusively for emergencies and in accordance with applicable privacy legislation. VU Amsterdam will initially contact the staff member directly. Only if it is not possible to contact the member of staff directly should the designated contact person be contacted.
• Registration with local authorities
  All staff members travelling abroad must register with the Dutch Ministry of Foreign Affairs’ 24/7 Information Service. International staff should do this at the embassy or consulate of their home country.

Registration with local authorities

All staff members travelling abroad must register with the Dutch Ministry of Foreign Affairs’ 24/7 Information Service. International staff should do this at the embassy or consulate of their home country.

Booking travel arrangements via contracted travel agent and travel documents

VU Amsterdam has entered into a contract with travel agent ATPI. International travel should preferably be booked via this organisation. In addition, the following guidelines apply:

• Depending on the destination, staff members must have a valid passport or ID card.
• Staff members are personally responsible for applying for a visa or an eTA/ESTA. (Electronic travel authorization)
• Staff are expected to make a conscious choice regarding sustainable travel, see Section 2.4.
• You may not fly with airlines listed on the 'black-listed-airlines'.

Insurance

VU Amsterdam has taken out insurance for staff travelling abroad on behalf of VU Amsterdam; this covers travel and luggage insurance, including cancellation cover and business liability insurance. Employees must arrange their own personal insurance for any non-work related part of a trip. All information regarding private insurance and VU Amsterdam insurance policies for staff that is relevant to international travel can be found in Appendix 5.

Health guidelines and working conditions

Travelling abroad can pose health risks, both physical and mental. This depends on the destination, the travel duration and the staff member's personal health situation. Before permission for international travel is granted, the line manager and staff member will identify possible health risks. It is important that the staff member takes the necessary preventive measures to limit those risks as much as possible when travelling. See Appendix 3 for an overview of general health advice.

Vaccinations

For staff members, excluding external parties, vaccination costs may be claimed from VU Amsterdam if they are not covered by their own health insurance.

Staff must ensure they are informed, or have someone inform them, about which vaccinations are compulsory and which are recommended for the area they are travelling to. If necessary, vaccinations can also be administered at the Amsterdam UMC Tropical Centre. It is important to take your medical (GGD) passport with you when travelling, as it lists these vaccinations.

Working conditions abroad

All travel abroad must be screened in advance by the staff members and their line manager regarding all aspects of health and safety in relation to the work to be carried out, including working conditions. VU Amsterdam also has a duty of care regarding its staff's working conditions abroad, where this can reasonably be expected. This means that the premises, equipment and tools in which or with which staff members are to carry out their work must be as well-equipped and maintained as possible to prevent the staff members from coming to any harm. The staff member and the manager will, as far as possible, gather the necessary information about the staff member's working conditions abroad and take appropriate steps to mitigate any identified risks. The staff member will comply with instructions given regarding health and safety measures by a competent person. Any necessary costs associated with the health and safety measures to be taken, such as personal protective equipment or protective clothing, footwear, materials, etc., are to be borne by the relevant faculty or service department. This may vary for external parties, depending on the arrangements. For more information, visit VU.nl.

Appendix 4 contains a checklist for the risk assessment of workplace safety abroad, which can be used by the line manager and staff member where there are indications of health or safety risks, such as working in the tropics, working under less favourable or primitive conditions, or working in areas where there are significant risks with regard to crime, infectious diseases etc.

Information security and knowledge security

In addition to the general travel policy based on the colour codes of the Dutch Ministry of Foreign Affairs, staff are subject to an additional travel protocol aimed at knowledge security and information security. This is laid down in a separate protocol by the Knowledge Security and Information Security departments, which are also responsible for the substantive frameworks and measures.

This protocol provides guidelines for the secure handling of business equipment and (sensitive) information during international travel. Based on a separate risk assessment for knowledge security, additional measures may apply, such as the use of special travel equipment or additional precautions.

Staff are asked to consult the travel protocol before travelling abroad and to contact the knowledge security contact persons within their own unit and/or the central information security officers if they have any questions or concerns. They assist in assessing risks and determining appropriate measures.

More information about this policy, instructions and the protocol for staff can be found on VU.nl.

Other national and international regulations

Some international guidelines and protocols play an important role in international research and travel; see for example the guidelines below. Staff who deal with this abroad must inform themselves about the following regulations.

Nagoya Protocol

This protocol concerns regulations relating to biodiversity, specifically the conservation and responsible use of genetic resources, such as plants, animals and microorganisms. When importing or exporting these resources, staff must comply with certain obligations, which may vary from country to country. Further information can be found on VU.nl and on the following website: Convention on Biological Diversity.

Other guidelines

In addition, other national and international guidelines or laws and regulations may apply, such as:

• Trade in endangered species, CITES
• Privacy legislation (such as the GDPR)
• Sanctions legislation of the United Nations and European Union

It is important to make copies of essential documents, including your passport, driver's licence, travel tickets, bank cards, insurance policies/health insurance card, vaccination certificate, medical statements, and the address and telephone number of the Dutch embassy in the host country. Information on securely storing digital copies of these documents can be found on the website of the Ministry of Defense.

Useful emergency numbers 

Advice to staff to save the following numbers in their mobile phone:

• Their own In Case of Emergency (ICE) contact person, who can be contacted by local emergency services via the ICE contacts on the staff member's telephone (accessible without a phone lock).
• In the event of an emergency, the staff member must first call the national emergency number of the host country. For EU countries, for example, this is number 112; for other areas this number can be found here.
• Dutch Ministry of Foreign Affairs: +31 247 247 247 (available 24/7).

Useful travel apps

• Travel app of Dutch ministery of Foreign Affairs: Information about changing travel advices
• International SOS Assistance App: Personalised travel advice, information on medical assistance and safety
• Travel Smart: 24/7 travel alerts, country info, travel tips, information on local emergency services and national embassies.

Useful general contacts

• Travel advice Ministry of Foreign Affairs:
  Via this link go the travel advice of your destination.
• Dutch embassies abroad: Via this link you can find an overview of all Dutch embassies and consulates abroad
• Sign up for the Information Service to let the Dutch government know you're in the country. The embassy can then reach you in case of an emergency or crisis situation. 
• BZ 24/7 Contact Center: The Dutch government operates a 24/7 emergency and information service primarily for Dutch citizens abroad and in crisis situations through the Ministry of Foreign Affairs. For advice and assistance abroad, call +31247247247.

VU Amsterdam has the responsibility to monitor possible health and safety risks, also for staff members travelling abroad. Staff members may encounter emergencies when travelling abroad that result in changes to the travel advice, or they may face personal emergencies.

General advice for all staff members:

• In the event of an emergency, staff members must first call the national emergency number of the host country. For EU countries, for example, this is 112; for other regions, the number can be found here.
• Subsequently, staff members must inform their family and their VU line manager aboput the situation and let them also know as soon as possible when they are safe.

The safety level in a particular area may deteriorate during the time spent there that increased security risk results; code yellow, orange or red of the Dutch Ministry of Foreign Affairs travel advice. It is the staff member’s responsibility to keep up to date with this information. This can be done via the MFA Information Service, for example via platform X, by telephone via +31 247 247 247 or by email by registering with the 24/7 Information Service.

If a staff member is in an area that changes to code orange or code red, they must leave the area as soon as possible. The procedure is as follows:

• Check the Dutch Ministry of Foreign Affairs general advice in the event of a crisis situation.
  • Staff must follow advice of reliable local authorities.
  • Staff must check for themselves whether flights or other transport options are available to leave the area. As long as transport options are available, the Dutch government does not organize evacuations.
  • If the staff member is affiliated with a host institution, it is important to follow their advice.
• If a staff member wishes to stay in the area despite a change to a code-orange travel advice, they must follow the procedure for requesting an exemption from the travel policy, please check the procedure for this.

If a staff member is faced with personal emergencies such as illness, an accident, etc., the following guidelines apply:

• If expert assistance is needed with respect to insurance, for example in serious emergencies, contact can be made 24/7 with VU Amsterdam's insurance agent Hienfeld. Contact with Hienfeld is via the ANWB Emergency Centre, which can be reached on: +31 70 314 50 09. Please quote policy number DL 201638. The Emergency Centre will then consult with the insurer about next steps. See also the information on VU.nl.
• The staff member contacts their line manager to discuss whether the travel plans can continue.
• The staff member will contact the Dutch Embassy or the embassy of the staff member’s home country if necessary.
• VU Amsterdam will contact those at home if necessary or requested.
• If there is a personal emergency in the Netherlands (or in another home country) while travelling, it is important to weigh up whether return is desirable/necessary.
• It is important for the staff member to contact their business and/or personal travel insurance or trip cancellation insurance provider about whether to cut short the travel plans, to avoid unexpected costs. For more information on insurance, see appendix 6 of the Travel Policy document

If an emergency occurs in an area, it is also VU Amsterdam's responsibility to proactively contact the staff member to ensure and monitor their safety. It is the manager's task to continue monitoring the travel plans against the current travel advice. In the event of safety incidents or personal emergencies, the line manager and the staff member must make contact as soon as possible to discuss the situation, consider the available options and, if necessary, make arrangements for a return to the Netherlands.

In the event of an incident or if they experience inappropriate conduct, staff members can contact their line manager or local guide/host organisation for support and advice.

More information on inappropriate conduct can be found on VU.nl.

In the event of any incidents while travelling, it is important to review this upon your return.

The aim of the post-travel assessment is, on the one hand, to provide support to staff who have experienced emergencies or incidents. On the other hand, analyzing experiences and incidents provides insight into the risks for future travel.

In terms of staff, the line manager is responsible for evaluation in the event of emergencies. Feedback from staff can be sent to Internationaltravelpolicy@vu.nl. This can be used to improve information provision or, if necessary, adjust the travel policy.

The most important topics are as follows:

• Any need for staff support, for example health problems or support from VU Amsterdam's occupational health physician/occupational social worker. More information can be found on VU.nl.
• In the event of work-related accidents or incidents abroad, staff can report these while travelling or afterwards via one of the internal safety reporting channels
• Collecting and evaluating feedback on the emergency. This may relate to the experience of travel preparation, communication during the actual travel period and the extent to which the staff member felt safe and supported. Comparing the risks experienced during travel with the risks identified beforehand: were the precautions taken insufficient or not effective enough in managing the risks; which precautions would in hindsight have been desirable?