Crew Travel Arrangements Follow

Standard Operating Procedure (SOP) for Crew Travel Arrangements

SOP Title: Crew Travel Arrangements and Policy Changes
SOP Number: DG3-TRVL-001
Effective Date: August 1, 2024

1. Purpose

The purpose of this SOP is to outline the procedures and policies for crew travel arrangements at DG3. This policy is designed to enhance the benefits available to crew members by providing them with more flexible travel options, while maintaining cost efficiency and aligning with performance standards.

2. Scope

This SOP applies to all crew members employed by DG3 who are required to travel to and from ships as part of their duties. It covers the procedures for booking travel, selecting alternative flights, and managing associated costs.

3. Policy Statement

Effective August 1, 2024, DG3 will implement the following changes to crew travel arrangements:

• Default Travel Arrangements: The HR department will issue travel tickets for crew members either to embark on a ship or to return to their home port. These arrangements will be made based on the operational schedule and communicated to crew members in advance.
• Alternative Flight Selection: Crew members who wish to select a different flight than the one provided by HR have the option to do so, under the following conditions:
  • Research Responsibility: It is the crew member’s responsibility to research and identify alternative flights that better suit their preferences.
  • Cost Comparison: If the alternative flight is of equal or lower cost than the default flight, DG3 will make every effort to book it at no additional cost to the crew member.
  • Higher Cost Flights: If the alternative flight is more expensive, the crew member will be responsible for covering the difference. The additional cost will be deducted from the crew member's next payroll cycle.
• Performance and Availability: The approval of an alternative flight request will depend on the crew member’s overall performance and travel availability. HR, in coordination with the crew member’s supervisor, will review these factors before approving any requests.

4. Procedures

4.1 Default Flight Arrangements

• HR will issue travel tickets based on the crew member's operational schedule, ensuring timely arrival or departure from the ship.
• Flight details, including itinerary and booking information, will be communicated to the crew member via email and the internal travel management system.

4.2 Researching and Requesting an Alternative Flight

• Crew members are required to conduct their own research for alternative flights. They should ensure that the alternative options align with their schedules and are either of equal or lower cost compared to the default flight provided by HR.
• Crew members must submit their request for an alternative flight within 48 hours of receiving the initial flight details. This request must be made through the internal travel management system and include all relevant flight details and any necessary documentation.
• HR will review the submitted alternative flight to determine if it meets the criteria for approval (equal or lower cost) and if it aligns with operational requirements.

4.3 Cost Management for Higher Priced Flights

• If a crew member selects a more expensive alternative flight, HR will calculate the cost difference between the default flight and the chosen flight.
• The crew member will be notified of the additional cost, which will be deducted from their next payroll cycle.
• The alternative flight will only be booked after the crew member confirms acceptance of the cost difference and payroll deduction.

4.4 Performance and Availability Review

• HR will work with the crew member’s supervisor to assess the crew member’s overall performance and availability when considering requests for alternative flights.
• If there are concerns about performance or travel availability, HR may deny the request for an alternative flight.

5. Roles and Responsibilities

• HR Department:
  • Issue default travel arrangements based on operational needs.
  • Review and approve or deny alternative flight requests based on cost and operational considerations.
  • Manage cost adjustments and payroll deductions for higher-priced alternative flights.
• Crew Members:
  • Review the default flight details provided by HR.
  • Conduct research for alternative flights, ensuring they meet the criteria for cost and scheduling.
  • Submit requests for alternative flights within the specified time frame.
  • Accept any additional costs associated with their chosen flight, to be deducted from their payroll.
• Supervisors/Managers:
  • Provide input on the crew member’s performance and travel availability to HR for consideration during the flight selection process.

6. Compliance

All DG3 crew members and HR personnel must comply with this policy. Failure to adhere to the SOP may result in disciplinary action and potential revocation of travel privileges.

7. Documentation

All travel-related documents, including flight details, alternative flight requests, and cost adjustments, must be documented and stored in the internal travel management system for record-keeping and audit purposes.

8. Special Instructions

• This policy is subject to change based on feedback and operational needs.
• Any exceptions to this policy must be approved by the DG3 Director in writing.