Ground Transportation Risk Management in Your Travel Policy

By JTB Business Travel | For Executives | 0 comment | 5 August, 2025 | 0

Studies have found that travel policies often overlook ground transportation risk management. Does your policy consider all modes of travel?

Your travel policy likely accounts for the various risks that come with air travel, but how much attention does it pay to ground transportation? Ground transportation is a popular option for many business Travelers, particularly as organizations look to cut down on travel-related emissions. However, one study notes that travel policies by and large overlook ground transportation risk management.

ground transportation risk management - traveler in a taxi

Oversight in Ground Transportation Risk Management

Business Travel News Europe reported on the study, conducted by the Global Business Travel Association (GBTA) and mobility platform Freenow, late last year. The study surveyed business Travelers and Travel Managers throughout Germany, Ireland, Spain and the United Kingdom. It found that, while 85% of respondents reported having business travel risk policies, only 55% of those policies thoroughly addressed ground transportation.

For those policies that do account for ground transportation risk management, the approach varies. Some include ground transportation in travel risk analyses. Some include ground transportation within their Traveler safety training. Others attempt to track the Traveler’s whereabouts when using ground transportation.

Whatever way organizations account for ground transportation risk management, though, the study makes it clear that not enough organizations are doing so, particularly given the safety concerns associated with ground transportation.

In North America, the situation is somewhat more positive but still has room for improvement. This was discovered in a similar GBTA study also released in the latter half of last year. The study was conducted in partnership with the National Limousine Association (NLA). It surveyed U.S. and Canadian Travel Managers about their ground transportation management overall. It found that, according to 73% of respondents, safety is the top priority for their managed ground transportation programs — but what about that other 27%? Those respondents may be focusing on other priorities as indicated by the survey, such as value, cost or sustainability.

As ground transportation spend trends upward, how can you ensure that ground transportation risk management plays a central role in your travel policy? Here are four steps to take as a Travel Manager or Executive.

1. Ensure Travelers Understand the Risks of Ground Travel

As the above studies noted, most Travelers do not truly understand the risks of ground travel. Instead, they’re based on the assumption that air travel is much more dangerous. However, extensive data shows that passenger vehicles are far more deadly than passenger aircraft. Even when comparing modes of ground transportation, the risks of traveling by passenger vehicle far outweigh the risks of traveling by public transit, such as bus or train.

As such, be sure that Travelers understand the risks of ground travel and, more specifically, the risks of ground travel in their particular destination. In some countries, ground travel may be far riskier than in others, and Travelers may be advised against it during certain times of day or in certain areas. For example, you may even want to dictate that Travelers avoid self-driving after long flights or overnight travel to avoid risks associated with driver fatigue.

If Travelers are driving themselves to a foreign destination, there are also safety considerations surrounding international driving laws. Do Travelers meet the local driver requirements? Do they understand how to drive within that destination?

While other forms of ground transportation are far safer than personal vehicles, it’s still worth educating Travelers about the safety risks that come with public transportation as well.

2. Properly Vet Ground Travel Providers

Just as you vet all of your travel partners and providers, be sure that you’re properly vetting your ground travel providers as well, particularly when working with third-party driving or chauffeur services. Even when allowing Travelers to take popular rideshare services, carefully consider what safety parameters need to be put into place.

While many Travelers might not think twice about hopping into an Uber or Lyft when they leave the airport or hotel, it falls to the Travel Manager or Executive to apprise themselves of the dangers associated with these services, as part of their Duty of Care. For example, did you know that, according to Uber’s 2021–2022 safety report, during that year, U.S. riders reported more than 150 motor vehicle fatalities, 36 physical assault fatalities and nearly 3,000 incidents of sexual assault and misconduct?

Once you’ve decided on which ground travel providers and services you’ll permit Travelers to use, be sure that there are clear parameters set. Include these parameters within your travel policy. Ideally, you’ll use a travel booking platform that will necessitate that Travelers book with these approved providers.

3. Track Your Travelers’ Whereabouts When Using Ground Transportation

As mentioned, while some Travel Managers may be tracking Travelers’ whereabouts when using ground transportation already, it’s not currently common. In fact, the GBTA and Freenow survey found that less than a quarter of Travel Managers said they often or always tracked Travelers’ movements when, for example, traveling between the airport and the hotel.

Incorporate travel tech tools into your processes to track these movements. While in many cases, it may seem like your Travelers are only traveling short distances via ground transportation, these short distances can still prove dangerous.

4. Include Ground Transportation in Your Risk Assessments

Lastly, comprehensive risk assessments ahead of business travel should include all travel modes and never overlook ground transportation. When assessing risks for a trip and before approving that trip, confirm that you’re looking at all the risks that exist, including ground transportation risks, no matter how short the journey.