The Business of Travel: Adapting to the digital world

As global travel and immigration systems become increasingly digitalised Louise Senior, Manager at immigration law practice Fragomen says businesses must stay ahead of the curve. Preparing now, by understanding the upcoming shifts and proactively informing employees, is essential to minimise travel disruptions and maintain business continuity.

Understanding the current landscape

In the UK, two key developments are underway. First, the Biometric Residence Permits (BRPs) will be phased out. Second, the Electronic Travel Authorisation (ETA) for all visitors coming to the UK who do not require a visitor visa is being expanded. 

Transition to eVisas

A BRP is a physical document used to demonstrate the visa status of all non-European migrants living in the UK, including those with Indefinite Leave to Remain. Before 31 December 2024, BRPs must be replaced with a digital ‘eVisa’. This registration process is already open, takes just a few minutes and is free of charge. Once issued, the eVisa is automatically linked to the holder’s passport and can be accessed online via the UKVI portal. Through this, individuals can generate share codes for Right to Work or Right to Rent checks, as well as to update the eVisa with any new changes, such as passport details.  

For HR professionals, it’s important to note that as long as a valid Right to Work check was undertaken originally by the business, repeat checks are not needed once the new eVisa is secured. 

The ETA scheme

The ETA is a digital permit required for visitors coming to the UK. It must be applied for ahead of travel, much like a US ESTA. Currently the ETA requirement is already in place for visitors from Bahrain, Kuwait, Oman, Qatar, Saudi Arabia and the UAE, but it is being extended to all non-visa national travellers. Starting 27 November 2024, non-visa national travellers (excluding those from the European Economic Area) will be able apply for an ETA ahead of its launch date on 8 January 2025. For the remaining EEA national visitors, applications open on 5 March 2025 ahead of its implementation date of 2 April 2025. British and Irish nationals are exempt from these requirements.

An ETA costs £10 per applicant and is valid for two years or until the individual’s passport expires-whichever the sooner. Once secured, it allows for multiple trips to the UK.

How can businesses prepare?

1. Raise awareness

It is recommended that HR professionals:

• ensure the wider business is aware of the different schemes being implemented and who is impacted;
• identify employees who frequently travel for business and those for whom travel readiness is critical; and identify the employees who are required to register for an eVisa, and prompt them to take immediate action.

To raise awareness, HR should also consider:

• • sending communications to all employees;
  • posting information on their intranet;
  • hosting town hall meetings for different travelling groups; and
  • displaying notices or information boards up around the office/work site. 

2. Plan timelines

After raising awareness, HR professionals are advised to:

• communicate critical dates to the business and schedule reminders;
• factor in delays around the festive season by encouraging employees to apply  for ETA or eVisa ahead of holiday travel; and 
• anticipate increased queries and plan internal processes for handling them. 

3. Engage with stakeholders

Once timelines are clear, HR professionals should:

• engage with leadership to establish the businesses approach (i.e. what costs business will support and what the employee will be personally responsible for);
• consider financial implications of the policy changes;
• update written policies employee information if applicable (e.g., travel policies, booking procedures, expenses policies);
• engage with third-party vendors, such as travel desks and travel management companies, to ensure processes are clear and they are providing employees with the necessary information; and
• verify that Right to Work checks are completed correctly (e.g. ensuring expiry dates were recorded properly).

 4. Implement plans

As final steps, HR teams can:

• provide information to employees and ensure it is kept up to date;  
• consider offering hotlines or emergency lines for out-of-hours support or during office closures, especially during the fesitive season and early into the new year;  
• determine if ongoing support will be provided to employees for tracking and maintaining permissions; and evaluate whether to offer assistance in monitoring ETA expiration dates and tracking employees’ travel days in specific countries. 

Planning for 2025 and beyond

Although Q4 is well underway, it is crucial for businesses to take necessary steps now to maintain operations and employee mobility as the year comes to a close. The UK is not the only region in pursuit of a fully digitalised border, with the ETIAS scheme also on the horizon for travellers into Europe. The key to managing these changes is raising awareness and ensuring key details are clearly communicated to impacted staff. By adopting a proactive approach, businesses can ensure that employees will be well positioned to travel freely around the holidays and reduce stress and anxiety around this busy time of the year.