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Related UKRI​ UK travel code

​Contents​

• 1. Purpose
  
• 2. Scope
• 3. Definitions
• 4. Responsibilities
  
  • 4.1 Employees​
    
  • 4.2 Line managers
  • 4.3 Directors
    
  • ​4.4 Occupational Health Department
    
  • 4.5 SHE Group​
    
• Appendices
  
  • Appendix 1 - Guidance for driving on ​council business
    
  • Appendix 2 - Guidance on overseas travel risk assessment​
    
  • Appendix 3/4​ - Template risk asses​sments
  • Appendix 5 - Health and safety guidelines for staff visiting high altitude locations
  • Appendix 6 - Travel risk​ ratings
    
  • Appendix 7 - Training requirements
  • Appendix 8 - Audit checklist
  • Appendix 9​ - Document Retention Policy

Revisions

Changes resulting from versions 2.0​ were extensive and ​readers should assume that significant portions of the body and Appendices have changed.​​

1. Purpose

The nature of the work undertaken by the STFC necessitates that some employees travel extensively in the course of their employment. Travel, particularly by car, is the major cause of work-related fatalities in the UK. Travel on Council business is therefore a significant safety hazard for staff in the course of their work.

The STFC has a ‘duty of care’ responsibility under the ‘Health and Safety at Work etc. Act, 1974’, to “take care of the health, safety and welfare of its entire staff”. This responsibility extends beyond work at STFC sites and includes instances where staff travel on Council business or conduct work at non STFC sites in the UK and overseas. The STFC expects staff to demonstrate an equivalent commitment to take reasonable care of their health and safety while travelling, and driving, on Council business. The nature of travel arrangements, especially by car, necessitates that flexibility and pragmatic judgement is applied to ensure traveller safety.

This code sets out the controls and policies adopted by the STFC to minimise the likelihood of injuries or ill health arising from travel on Council business.​

2. Scope

This code addresses all aspects of travel on STFC business: to meet suppliers; install equipment; attend conferences and training events; visit other laboratories; travel between STFC sites for example between RAL and DL; and travel to and between overseas destinations.

This code also references the 3^rd party emergency support company, International SOS, who are contracted by UKRI to provide travel risk guidance and traveller support in times of emergency.

In particular this code addresses:

• Travel by car and other vehicles, especially when driving for extended distances or periods of time..
  
• Travel outside of the UK on STFC business
  
• ​To Low-risk countries.
  
• To Medium, High or Extreme-risk countries
  

This code does not address the:

• health and safety of staff undertaking work at a non STFC site, such issues should be considered using the STFC's standard risk assessment code, see STFC SHE Code 6, 'Risk Management'. 
  
• routine travel by staff between their home and normal place of work. 
  Where staff are on long term secondment or attachment to non STFC laboratories the normal place of work shall be the non STFC laboratory to which they are seconded;
  (Note - It does apply where the STFC requires staff to attend work outside of their normal working hours, for example, staff on call.)​
  
• use of fork lift trucks or electrically powered vehicles, see SHE Code 4 'Safety and safe use of Work Equipment; 
  
• travel arrangements for facility users, visitors to STFC sites or tenants on STFC sites; and 
  
• Activities of professional drivers whose activities should be considered in more detail through general risk assessment for their role, see STFC SHE Code 6 'Risk Management'.

Although this code makes reference to insurance, it is important to note that in most circumstances insurance is not a safety issue but a financial issue (i.e. insurance does not prevent accidents from happening; however it ought to help with the financial consequences). An exception to this is that in certain countries, for example the USA, a person without insurance may not be able to access medical treatment

UKRI and STFC provide comprehensive medical and travel insurance cover for all employees travelling on official council business. Employees must ensure that suitable medical and travel insurance is in place for any given destination prior to any overseas travel. For collaborators or other third parties travelling under STFC arrangements, STFC will ensure that insurance cover is in place. See the information on insurance on the STFC s​taff intranet 

When planning work with ionising radiation at non STFC locations in the UK or overseas see SHE Code 29, Appendix 16 and discuss with your site Radiation Protection Advisor (RPA)​.

3. Definitions

3.1 Professional Drivers

Professional drivers – those employed by the STFC whose primary role is the use of cars and/or other vehicles to transport people and/or goods.

3.2 FCDO - the Foreign, Commonwealth & DEvelopment Office

A source of information on overseas travel risks.

3.3 International SOS

This service provides comprehensive support for all aspects of travel from pre-trip planning and advice, through practical assistance for travellers while overseas, including the organisation of any medical treatment or repatriation.

3.4 Country risk ratings

A system of security and health risk ratings provided by International SOS for use by STFC.

4. Responsibilities

4.1 Employees shall:

• 4.1.1 Consider whether their journey is necessary - can the objectives of the visit be achieved through other means e.g. telephone call, conference call or video conference. Where practicable consider travel public transport, e.g. by rail in preference to driving.
   
• Requirements for Employees Driving on Council business:
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• 4.1.2 When driving within the UK follow the controls identified in Appendix 1.​​
• ​​ 
• 4.1.3 Be formally authorised through a “Permit to Drive” by the STFC to drive a hire/lease vehicle or use your own car to travel on Council business. STFC travel and car insurance for hire or lease cars is valid only where such authorisation exists. The “Permit to Drive” can be found on the Travel and Transport section of the STFC staff intranet​.
  
•  
  
• 4.1.4 ​Avoid the use of motorcycles and bicycles for business travel off site. If special circumstances require the use of such vehicles off site a specific risk assessment must be carried out and approved by the line manager.
•  ​
  
• 4.1.5 ​Inform their line manager, HR and Occupational Health teams if they are aware of any medical condition or take medication that may adversely affect their ability to drive or affect the length of time they can drive.
  
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• 4.1.6 Actively take steps to safeguard their own and others health and safety when driving. The unpredictability of driving conditions and road congestion makes establishing absolute rules for safe driving times difficult. The following guidelines should provide the basis of journey planning for drivers. Such guidelines must be implemented pragmatically and depend most critically on the driver’s awareness and alertness for driving and the journey undertaken:
•  
  
  • Maximum driving period 2.5 hours, to be followed by a 15-minute break/stop out of the vehicle
  • Where business travel takes place at the end of a working day the total working day including business travel (and breaks) should not exceed 12 hours.
  • The maximum continuous driving time, including breaks/stops, should not exceed 9 hours, or 400 miles, in one day: and
  • Business driving and breaks must be included in consideration of total weekly working hours.
•  
  
• 4.1.7 Attend defensive driving training when considered a STFC high mileage driver, driving greater than 3000 business miles per annum, or when they believe they are likely to exceed ~3000 business miles per annum.
  
•  
• 4.1.8 Ensure that when using private cars to travel on any Council business the vehicle is insured for business use. In the event of an incident, the STFC will not accept liability for damage to employee’s vehicles.
• ​  
  
• 4.1.9 Drivers must not engage in telephone conversations or text message exchanges when driving and should use scheduled or other breaks to pick up and respond to messages. Mobile phones may remain switched on so that their emergency and navigation functions are active.
•  ​
  
• Requirements for Employees Overseas Travel
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• 4.1.10 During travel planning consult the Foreign, Commonwealth & Development Office (FCDO) website and International SOS website these identify the medical, security and road safety risks for the country(s) being visited. Use the International SOS Risk Maps​ to quantify the medical and security risk levels. Travel plans must be prepared based on the highest risk rating obtained for medical or security.​
  
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• 4.1.11 ​Follow the FCDO and International SOS travel health recommendations for a particular destination and allow sufficient time to enable the effective implementation of prophylactic/preventative drugs, immunisations, vaccinations, or medical treatments by local Occupational Health teams.
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• 4.1.12 Inform their line manager, HR and Occupational Health teams if they are aware of any medical condition or take medication that may adversely affect their ability to travel on Council business.
•  
  
• 4.1.13 Must complete the STFC overseas Travel Approval Request ​form.
  
•  ​
  
• 4.1.14 Travel MUST be booked via the UKRI/STFC travel management company Travel Booking If this is not possible Director approval is required for alternative booking arrangements
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• 4.1.15 Inform their line manager of travel itineraries and contact details when travelling abroad, for example through their Outlook Calendar.
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• 4.1.16 Prior to travelling abroad register ​with International SOS, download the travel advice app, and complete all required training (ISOS training hub).
  
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• 4.1.17 Ensure that they have all relevant insurance documents and contact details available during transit.
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• 4.1.18 At their destination, familiarize themselves with the fire management provisions (escape routes, fire extinguishers, manual call points etc.) in their place of work and accommodation.
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• 4.1.19 When travelling to Low Risk countries (identified in 4.1.10) follow the controls identified in Appendix 2 (Guidance – Overseas Travel).
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• 4.1.20 When travelling to Medium Risk destinations (identified in 4.1.10) inform their line manager and conduct a documented risk assessment based on Appendix 2 (Guidance - Overseas Travel Risk Assessment)
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• 4.1.21 When travelling to High Risk destinations (identified in 4.1.10) documented approval must be obtained from the employee’s Director. Conduct a documented risk assessment based on Appendix 2 (Guidance - Overseas Travel Risk Assessment).
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• 4.1.22 The risk assessment must identify risk controls and mitigation measures which will be used, proportionate to the risk ratings identified. The Risk Assessment process is described in SHE Code 6 “Risk Management”.
  
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• 4.1.23 Not travel to Extreme Risk destinations (identified in 4.1.10) or any country where the FCDO web site advises against “all travel” or “all but essential travel”.
  
   If special circumstances require travel to such a country, documented approval must be obtained in advance from the STFC Executive Chair or Chief Operating Officer.
  
  The advice of International SOS must be sought for all such travel and specific consideration should be given to ensuring regular contact with the individual is maintained throughout the visit and to obtaining insurance for such trips.
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• 4.1.24 Notify UKRI and STFC insurers before travelling to destinations categorized as High or Extreme risk.
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• 4.1.25 Identify suitable contact and communication measures which will be used during travel. Plans must identify methods to be used both ways, i.e. how the traveller will report safe progress back to base, but also how the Council will contact the traveller in urgent circumstances. Protocols will need to be more frequent and more prescribed in travel to areas with higher risk ratings.
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• 4.1.26 When travelling, inform their line manager where an incident, for example natural disaster or terrorist related, occurs local to them to provide assurance of their safety and plans as soon as is practicable.
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• 4.1.27 Report at the earliest opportunity all travel related health and safety incidents:
  • to their line manager.
  • to SHE Group using Evotix Assure.
  • to the relevant site contacts if the incident involves damage to vehicles/hire cars.
  • to Occupational Health teams any instances of travel related ill health occurring up to 2 weeks following travel on Council business in the UK or overseas.

4.2 Line Managers of STFC Staff shall:

• 4.2.1 Review the travel plans of their staff and satisfy themselves that suitable and sufficient control measures have been identified. Particular attention should be given to the travel plans of inexperienced travellers and lone travellers.
•  
• 4.2.2 Ensure that for Medium, High or Extreme risk destinations (see 4.1.10​) a risk assessment has been carried out. The risk assessment must evaluate country, region and city specific travel risks, including consideration of security, health, method of travel and the welfare of the traveller. The assessment should reference the risk ratings for health and security published by International SOS Risk Maps and the advice provided by the UK Foreign, Commonwealth & Development Office (FCDO​).
  
•  
  
• 4.2.3 Ensure that all employees travelling overseas are sufficiently competent and have received all relevant information before travel.
  
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• 4.2.4 Inform Ocupational Health of the names of professional drivers to allow regular health monitoring to take place.
  

4.3 Directors of STFC Staff shall:

• 4.3.1 ​Review and, where agreed, formally approve any travel to High-Risk destinations. The approval must cite all relevant information and sources.

4.4 Occupational Health Department shall:

• 4.4.1 Provide travel health screening, high altitude medical examinations (see Appendix 2), verification of fitness to travel, and advice when requested by those travelling overseas and provide as appropriate inoculations/immunisations and other preventive health measures relevant to the travel destination as recommended by the Medical Advisory Services for Travellers Abroad, (MASTA).
  
• 
  
• 4.4.2 Maintain records and conduct 2 yearly health assessments for STFC professional drivers until they reach the age of 50 and thereafter conduct health assessments annually.
  

4.5 SHE Group shall:

• 4.5.1 ​Arrange Defensive Driving training for staff who, via the permit to drive system, indicate that they​ drive more than 3000 miles per year on Council business.

Further travel advice from the Royal Society for the Prevention of Accidents (RoSPA) :

• Safer Travel 
  
• ​Driver safety​