The long hours are paying off. Your team is excited. Your bottom line is rising as quotas are being met. Your team has started to imagine their spot on your incentive trip. They’re pulling out suitcases, deciding what to pack, and dreaming about warm sunshine and the cool taste of a tropical libation when they’re stopped in their tracks by the expiration date on their passports!
Every year HMI’s travel team experiences the stress and anxiety of travelers waiting to receive their renewed passports. Most had overlooked passport expiration dates and many did not consider the entry requirements of the destination.
This year marks the 10th anniversary of passports being mandatory for U.S. citizens traveling between the United States and Canada, Bermuda, Mexico, and the Caribbean. As passports are valid for ten years, the U.S. Department of State anticipates a surge in passport renewals, which could take up to 6 weeks to process and even longer during peak travel seasons like summer. Rush services are available but will cost more to expedite.
The expiration date notes the validity of a passport – 10 years from the date of issue for U.S. passports. However, many countries now require up to a six month validity on passports, meaning a passport must remain valid for up to six months after travel dates (counting from either the departure date or the return date). The key is to renew passports early. It’s a good idea to count back nine months from the noted expiration date and renew.
Additionally, significantly damaged passports are ineligible for travel according to U.S. Department of State guidelines. Whether a passport has been damaged via normal wear, rips, staining or water, it must be replaced immediately. If the damage involved the photo I.D., the front or back cover, or any of the stamped visa pages, airline and custom officials have the right to deny boarding or entry into a country. Don’t take a chance – apply for a replacement.
It is noteworthy that cancellations due to lack of correct travel documentation and/or passport ineligible for travel will incur penalties and perhaps reservation revision charges with airlines, hotels, and tour companies.
Include information regarding entry requirements in your trip announcement and promotional guidelines.
- Before you start to plan for your international journey, check your passport to be sure it is not set to expire before the departure date or six months after scheduled return date.
- Re-check the condition of your passport –invest in a protective passport cover.
- Some countries may also require a passport have two to four blank visa stamp pages or will require a visa for entry. (For a nominal fee passports can be updated with additional pages – this can take up to three weeks.)
- Information on passport entry and visa requirements for individual countries may be found on the U.S. Department of State website (travel.state.gov).
- Generally, travelers will be asked to present an outgoing ticket. For extended stays of 90 days or more a visa is usually required.{{cta(‘e6b2608d-d4c8-4b45-a8ff-3eab34890491′,’justifycenter’)}}
A few reminders about passport protection:
- Before leaving home make multiple copies of your passport – copy the page with personal information and photo and keep these copies in different places – separate from your passport. Leave one copy at home and one with an emergency contact. (Have extra photos ready – should you need to replace your passport).
- While abroad store your passport in the safe. If there is no safe in your hotel room ask the front desk if they have safety deposit boxes for guests or a safe where you may store your passport/travel documents.
- When traveling keep your passport concealed. A good option is a flat money belt which can be worn under clothing.
- Passports should be protected from the elements as well. A passport wallet or cover will conceal and protect the passport. If water damage should occur (damaging the cover of personal information page) during travel outside the United States, head to the nearest embassy or consulate for a replacement passport.
