Short-term travel = long-term benefits

Signs for 2010 are that we are emerging from the recession. As a result, Australian companies are likely to gain momentum in the number of employees they send overseas for business purposes as well long term work assignments. American Express Business Travel expects a pent up need for travel and meetings to be unleashed in 2010, with business travel increasing by as much as 5% from 2009.

This article focuses on short-term business travel and tips to help ease the pain of quickly having to facilitate a business visa for regions that do not allow individuals to enter automatically through a visa waiver or visa on arrival process. 

What activities constitute a business visit?
One of the major considerations in any travel is assessing whether the visa being applied for is appropriate for the intended purpose. This is particularly the case when applying for business visitor visas, as an assessment of the proper purpose will be made by immigration officials and in some circumstances, a work permit/visa may be more appropriate. Where you are unsure as to the appropriateness of the visa, you should seek guidance from an immigration professional or the local consulate in Australia.

Ramifications of an individual entering on an incorrect visa can be far reaching to both the traveler and the business.

The Do's - Ensure the purpose of business travel falls within the following general parameters:

• Survey potential sites for business
• Attend conferences, business events, meetings or trade shows
• Sell a product or services
• Undertake research
• Service contracts
• Attend short term training

The Don'ts - It is important that the employee traveling overseas for business will not receive an income and, in most instances, a per diem allowance from the company/ entity they will visit abroad.

If your employee will be attending to a project or performing a day-to-day productive work function for the company to be visited overseas, an employment visa or work permit is likely to be required.

Australian passport holders and visas
In most instances, Australian citizen business travellers are fortunate in not being required to apply for and obtain a business visa prior to arrival for most European nations, North America, and certain countries within the Middle East, South America and Asia Pacific regions. In these situations, the Australian citizen will enter the country under a visa waiver arrangement, or will be granted the business visa upon immigration clearance at the destination airport.

The table below provides basic guidance on the most frequented countries by Australian business people. The table outlines whether or not a visa is required to be processed and obtained prior to departure by the Australia citizen and the maximum permitted duration of stay within those countries. Please note that should your employees hold temporary or permanent resident status here in Australia, the entry criteria will be dependent on the passport held.

* May also utilise the APEC Business Travel Card Scheme for entry.

HR professionals taking charge
Preparation is key. If not already done, establish a process under which visa assistance is to be handled by the business and the traveler. Some recommendations:

1. That your employee speak with their HR professional or nominated immigration provider to ensure their activities fall within the parameters of the business visa requirements for the country to which they are traveling.
2. Ensure the employee and business unit understand that the documentary requirements are to comply with the requirements of the foreign country.
3. Arm your employee with a basic checklist for visa processing to ensure they are immediately aware of the documentary requirements for most visas (see sample checklist below).
4. Set expectations from the outset by advising that visa preparation and issuance can take between 5-15 working days depending on the country your employee is required to travel to.
5. Advise the traveler that criminal and health issues can impact the visa process, potentially delaying visa issuance and subsequently travel if additional checks are conducted by the respective Embassy, High Commission or Consulate General.
6. Advise the business that visa requirements and processes are subject to frequent change, often without notification by the Embassies, High Commissions or Consulate Generals.

Common documentary requirements for visa processing 

• Passport valid for at minimum 6 months from date of entry into country to be visited √√
• If not an Australian citizen, is the applicant able to demonstrate sufficient residency ties to
• Australia to permit the visa application to be processed in Australia? √√
• Passport sized photograph(s) √√
• Return travel itinerary, including hotel booking(s) √√
• Visa application form √√
• Business support letter from sending company stating activities to be conducted overseas and duration of stay √√
• Invitation letter from company to be visited  √√
• Evidence of sufficient funds to cover employee for duration of stay √√

The APEC Business Travel Card Scheme
An excellent option available to Australian citizen business travellers, but one which is seldom availed, is the APEC Business Travel Card. This Card is valid for 3 years (but linked to the validity of the travellers passport) and through successful application, permits multiple short-term business visitor entry to accredited business people to travel within the APEC region without a visa.

Some real benefits of the card include the longer period of stay allowed than those applying for the usual business visitor visa, and the cardholders ability to access special 'APEC lanes' at major international airports which fast-track immigration processing on arrival and departure.

The APEC Business Travel Card Scheme is an APEC initiative. The Scheme was developed in response to the need of business people to gain streamlined business visitor entry to the economies of the Asia-Pacific region to explore business opportunities, attend meetings, and conduct trade and investment activities.

Just like a visa however, the APEC Business Travel Card Scheme does not affect the right of each participating economy to determine who may travel to, enter and remain in their economy, even after a business person has been issued with an APEC Business Travel Card

Staying compliant
All in all, it is important, from a risk perspective to ensure your traveler is 100% compliant with the immigration laws of the country to be visited. This will mitigate the travel risk not only to the employee but also avoid the company potentially being penalised for failure to comply with local immigration standards either by the way of a monetary fine or in a worst case scenario, being barred from conducting business activities. If in doubt as to whether your employee will be meeting immigration law requirements, we recommend that you to speak with an immigration service provider to gain the necessary information before travel is embarked upon.

Useful websites:

• Index of Embassies and Consulates in Australia: www.protocol.dfat.gov.au/Mission/list.rails
• Travel to the United States:  www.esta.cbp.dhs.gov/esta/esta.html
• APEC Business Travel Card Scheme: www.immi.gov.au/skilled/business/apec/
• Australian Passport Information Service (APIS): www.passports.gov.au/images/apis.pdf

Your comment