TRAVEL SECURITY PROCEDURES

Transcription

1 TRAVEL SECURITY PROCEDURES Personnel who travel on company business, especially to international destinations, should be alert to ever-changing conditions and risks they are not accustomed to in their home country. To assist the traveling employee the following procedure is outlined and should be followed by all employees. International Business Travel Procedures When traveling on company business, employees must use the designated travel management company, on-line booking tool, or other approved applications for all air, car and hotel reservations. Booking through one source ensures traveler safety may be monitored, earned commissions are received and travel spend is tracked and applied to the preferred supplier commitments. If employees are unable to use the designated travel management company and another travel service provider is utilized, the employee will notify their respective Corporate Security and Travel Services entity of their itinerary. To assist the traveler, the Koch companies have engaged International SOS (ISOS), a market leader in medical assistance, international healthcare and security assistance. ISOS has carefully defined and rated the level of travel risk associated with all countries and numerous geographical areas within. The travel risk, known as a Country Risk Rating, evaluates the threat posed to travelers and expatriates by political violence (including terrorism, insurgency, politically motivated unrest and war), social unrest (including sectarian, communal and ethnic violence) as well as violent and petty crime. Other factors, such as the robustness of the country s transport infrastructure, the state of industrial relations, the effectiveness of the security and emergency services and the country s susceptibility to natural disasters are also considered where they are of sufficient magnitude to impact the overall risk environment for personnel. However, not all of these issues must be present for a country to warrant a particular risk rating. SEE ISOS RATING DESCRIPTION SECTION BELOW. Employees are required to follow these steps when traveling internationally: 1. Employees who are considering international travel will first review information and the risk profile of the destination and any intermediate stop locations by accessing international travel security related resources (Resources to include but not limited to the following list): Business Travelers can access via the company intranet s homepage via the mytravel Site and select International SOS Portal. If you are outside of the company intranet you can visit and enter your membership number below. o KII: 11BYCA o INVISTA: 11BYCA o GP: 11BYCA o Molex: 11BCPA Page 1 of 8

2 2. If proposed travel is to a High or Extreme Travel Risk destination, review of the following items with appropriate management is required: Business critical nature of the proposed travel. Risk vs. return. Alternatives to travel that will still satisfy the business needs (to include but not necessarily limited to): o Telephone and/or video conference. o Travel to an alternate and lower risk location. o Other party travels to Koch Company employee location. 3. If the travel to a High or Extreme Travel Risk destination is determined to be business critical and is approved by management, the employee will ensure through coordination with their business unit and respective security group that security arrangements, which may include but may not be limited to the following, are implemented as appropriate: Appropriate review of security at proposed destination hotel or lodging. Appropriate security arrangements (arrival meet & greet, escort and transportation) at the destination. Appropriate proactive thought for an evacuation plan (including alternative means of departure or safe haven). Appropriate knowledge of emergency contact telephone numbers for local embassy/consulate and International SOS, as applicable (evacuation and medical issues). 4. Travelers will ensure required documentation (passports, visas, etc.) is in place and any medical requirements (immunizations, etc.) are valid and complete. Assistance and information is available at CIBT or home country governmental agencies, such as the U.S. Department of State Koch, INVISTA, Georgia-Pacific, Molex and Guardian CIBT Site. 5. The employee will receive and read destination security related information that will be forwarded to them by ISOS. 6. When travel to a High or Extreme Travel Risk destination is approved by appropriate management, and prior to departure, the employee will contact Koch Companies Corporate Security representatives, as identified below, for updated threat status information for their travel destination: Rich Garner, Director Corporate Security, cell phone number rich.garner@kochsec.com Page 2 of 8

3 Richard Goss, Senior International Security Manager (EMEA), cell phone number +44 (0) Aaron Leung, International Security Manager (Asia Pacific), cell phone number or Callie Glaves, Security Intelligence Specialist (Americas), cell phone number Megan Shearer, Manager, Global Travel Services, cell phone number INTERNATIONAL SOS RATINGS DESCRIPTIONS Ratings for countries and territories are, by nature, broad and cannot adequately describe nationwide conditions in even the smallest of countries. The country rating provides a consolidated overview and point of comparison between countries to assist travelers, expatriates and their managers in their decision-making process regarding secure travel. In order to provide further clarity, the country risk rating includes an exception statement that highlights regions or cities that constitute a higher or lower level of risk. This is reinforced by nuanced risk mapping that indicates areas of risk variation within countries. EXTREME TRAVEL RISK Countries or areas rated at EXTREME RISK may be in a state of war, failed states or states in which the government has lost control of significant portions of the country. Government control and law and order may be minimal or non-existent. There is a serious threat of violent targeted attacks against travelers and expatriates by terrorists, insurgents, sectarian, criminal or other extremist groups. Government and transport services are typically severely degraded or non-existent. Foreigners are likely to have no access to significant parts of the country. Armed escort and stringent preventive security precautions are essential and may not be sufficient to prevent serious injury, kidnap or loss of life. HIGH TRAVEL RISK Countries or areas rated at HIGH RISK have regular periods of political instability and associated problems of poor governance, including high levels of corruption and failed or failing institutions. Protests are frequently violent and may target or disrupt foreigners. There may be a high level of incidental risk to travelers and expatriates from terrorism or insurgency. Communal, sectarian or racial violence is common and foreigners may be directly targeted. Violent crime rates are typically high and scams targeting foreigners are common and often have police complicity. Infrastructure and internal security and emergency services are poor and there may be regular abuses of due legal process. Page 3 of 8

4 Certain parts of the country are inaccessible or off-limits to the traveler. There is a persistent risk to the traveler and expatriate and employment of security precautions is required to ensure personal protection. MEDIUM TRAVEL RISK Countries or areas rated at MEDIUM RISK may experience periodic political unrest, violent protests or insurgency. The country or area is prone to sporadic acts of terrorism and there may be terrorist organizations with significant operational capacities. Travelers and expatriates may face a risk from communal, sectarian or racial violence. Violent crime rates are likely to impact on foreigners as well as the local population. There are infrastructural weaknesses and inadequacies in the security and emergency services. Industrial action is not uncommon and can impact upon the traveler and expatriate. Transport services are likely to be subject to periodic disruption and safety records are inconsistent. Increased vigilance is warranted for travel or expatriation. LOW TRAVEL RISK Countries or areas classified at LOW RISK are on the whole secure and the authorities maintain adequate security and emergency services and sound infrastructure. These countries or areas have low violent crime rates and are generally free of racial, sectarian or political violence or civil unrest. Terrorist organizations have only limited operational capabilities and acts of terrorism are extremely rare. Industrial action and transport disruption are typically infrequent and the government has the capacity to minimize the effect on travelers and expatriates. Travelers and expatriates face few problems and are unlikely to be directly targeted or severely disrupted. Commonsense precautions help minimize associated risks. INSIGNIFICANT TRAVEL RISK Countries or areas classified at INSIGNIFICANT RISK have very low rates of violent crime and travelers and expatriates are not at risk except for isolated incidents of petty crime. There is virtually no political violence or civil unrest and no significant sectarian, communal, racial or targeted violence against foreigners. There is no recent history of terrorism. The authorities maintain effective security and emergency services and infrastructure is sound. Transport services are typically of a high standard with good safety records and only occasional travel disruption. Industrial action impacting on essential services is rare and the government has the proven capacity to manage major events, such as strikes, with minimal impact to personnel. Travelers and expatriates must ward against complacency to ensure that they do not inadvertently increase their exposure to risks such as crime. INTERNATIONAL TRAVEL SECURITY TIPS Personal security is a critical part of international travel. Current events have elevated security to the forefront, especially regarding terrorism and terrorist acts. However, awareness and application of appropriate common sense measures help reduce the Page 4 of 8

5 risk of becoming a crime victim. The following are some general travel security tips to aid in a safer trip. TRAVEL PREPARATION General Advice Keep a low profile, don t draw attention to yourself. Learn some basic phrases in the local language. Leave a copy of your itinerary with business associates and relatives. Ensure in-country telephone numbers and contact names are with the itinerary. Check carry-on and checked baggage for items prohibited in both the US and your destination country. Remove unnecessary items such as excess credit cards and cards that reveal too much personal information about you. Leave expensive jewelry at home and be careful displaying religious jewelry. Ensure you have all necessary documentation (e.g. passport, visa, inoculation record, prescriptions for medications). Make a photocopy of official documents, a list of credit card numbers and loss-notification numbers (carry copy separately and leave another copy with administrative assistant or business associate). Carry enough of the local currency or a calling card to make telephone calls. Carry enough prescription medications in the original prescribed container and other medical or hygiene products you might need in case your trip is extended or delayed. Take a laptop ONLY if absolutely necessary and if so always carry it with you or ensure it is locked securely in a safe. Refer to the Electronic Device Security Guidance document located on the ISOS Travel Security portal (refer to links in Section 1.) Dress Code Dress in appropriate, conservative style clothing. Don t take valuables and clothing that label you as wealthy. Be aware of local customs, mannerisms, speech, etc. Luggage Travel light and take only what you need with as few bags as possible. Use closed-face luggage tags with basic name, address and telephone number. Don t use business cards but use business address. Carry essentials in carry-on luggage in case of lost checked baggage. Lock luggage when possible, keeping in mind applicable airport security requirements. TRAVELING Page 5 of 8

6 At the Airport Be aware of your surroundings and stay alert to changing conditions. Travel during daylight hours, if possible. Confirm flights and leave plenty of time at the airport. Move quickly through security checkpoints to gate area or lounge. Do not carry any bags or packages for strangers or for friends unless you have seen what is inside. Say "no" if you are asked to watch luggage by unknown persons. Move away from disturbances or people drawing attention. Never leave your bags unattended. Boarding Be courteous. Check your seat area for items left by a previous passenger. Don't give personal information to other passengers. Know where the emergency exits are located. Arrival Check your seat area carefully before leaving the plane. Select licensed cabs or pre-arranged meet & greet and/or car service. Know who is meeting you, call to confirm, have a means of identifying them. Use a code to confirm, if you don't have a description. Pre-arranged ground transportation is preferred over any other means. Avoid crime areas and poorly lit areas of the destination. If possible, have a cell phone that works in-country and learn how to use the local telephone. Consider carrying appropriate coins or calling card. Hotel Meet all visitors in the hotel lobby do not give out your room number. Be careful that no one overhears your room number at check-in. Use all locks and chains while you are in your room. Check exit options and know escape systems and routes. Do not leave valuables or your itinerary in your room unless locked in a safe. In case of fire, check door for heat, don't open if hot. Seal the door with wet towels and open a window unless heat comes from outside. If possible, evacuate with your room key, wet towel over your head and stay low to the ground. Do not use elevators and follow the exit routes, unless blocked. Consider returning to your room if this is the safest option. If traveling with others, designate a pre-arranged location to meet should evacuation become necessary. Keep valuables (cell phone/blackberry, money, passport, etc.) near your bed at night. (Consider putting all in a small bag that is ready to grab in the event you need to evacuate in the middle of the night in a hurry). Page 6 of 8

7 On the Street Be aware of your surroundings when out walking and don t walk alone, if possible. Protect your valuables (hold on to purse, when not in use keep cell phone in pocket). Keep wallet or money clip in front pocket and keep hand in pocket. Do not use large bills or count money in public. If eating at an outdoor restaurant keep purses and/or bags away from street or sidewalk. Be aware of surroundings and other persons when using an ATM. Try to use ATM s located inside hotels, malls or bank branches. Immediately leave an area if there are protesting crowds and/or disturbances. Have emergency phone contact numbers programmed into your cell phone. Carry ID and/or a copy - in a separate location. Be aware of pickpockets or others bumping into you while walking on the street. Be wary of persons asking you for directions or the time, or pointing to something spilled on your clothing, or trying to distract you by creating a disturbance. Walk on the inside, away from the curb when walking. If followed, change direction and move toward well lighted businesses or locations, including a police station. If a car follows you while walking, change direction and go directly to the nearest hotel or police station. Traveling by Car Do not self-drive in unfamiliar locations. Be aware of carjacking possibilities and leave yourself a means of escape. If hit from behind, do not get out of the car; roll the window down only enough to hear and talk to other party until the police arrive. Make sure that your rental car has a lockable trunk. Check for and be aware of local driving laws, customs, and maps. Check your route in advance and don t spend too much time looking at a map (especially at night with the dome light of your car illuminated). Be aware of unsafe areas and avoid them. Keep doors locked and windows closed. Be aware of your surroundings when you leave your car. Be aware of the location and surroundings where you park your car. Try to park in well-lite areas, preferably near a guard or attendance position and under view of CCTV. Always lock your car and avoid leaving valuables in your car. If you place valuables in your trunk do so before departing one location for another. When returning to your car be prepared with your key in your hand. Check that all doors remain locked, and that you are not being followed. Page 7 of 8

8 CHANGE LOG Date of Change Change(s) 22 Jan 2014 Koch Companies Corporate Security representatives updated; added reference to the Electronic Device Security Guidance document. 8 Apr 2014 CIBT URL added for Georgia-Pacific 23 Jun addresses updated 14 Jun 2015 Contacts and ISOS Portal information updated 19 August 2015 Contacts and Molex ISOS Portal information updated 23 February 2016 Contacts update 4 January 2017 Contacts update 2 August domain update for Aaron Leung 2 October 2017 Guardian information added. Logo bar updated 25 October 2017 Contacts update 16 April 2018 Updated mytravel Site information Page 8 of 8