Document No: Page:

Business Management System

HS-HS-WI-0331-PC 1 of 6
Work Instruction
Effective Date: Rev. No:
Safe Work Travel 21-JUL-2023 3
Issuing Process: Process Owner: Date Last Reviewed:
Health Safety & Environment P&PS & ES&T HSE Process Owners 20-JUL-2023

1.0 PURPOSE:
This procedure defines the process to be followed when considering and undertaking travel on company business.
This does not include the commute to and from a person’s normal place of work or their personal modes of private
transport.
2.0 SCOPE OF APPLICATION:
2.1 Processes:
2.1.1 Processes: Project Management; Engineering and Technical Services (E&TS); Global Supply
Management (GSM); Global Field Services (GFS); Project Controls; Human Resources (HR);
Health, Safety & Environment (HSE); Information Technology (IT); Global Security & Resilience
(GS&R); Legal; Ethics and Compliance; Risk; Sustainability; Records and Information
Management (RIM); Internal Audit; Mergers & Acquisitions.
2.1.2 Sub-Processes: None
2.2 Customers:
2.2.1 Internal: Jacobs People & Places Solutions (P&PS) Line of Business (LOB) and Energy, Security
and Technology (ES&T) Business Unit (BU)
2.2.2 External: All parties within our area of responsibility (sub- contractors, agency staff, visitors etc.)
2.3 Individuals/Organizations:
2.3.1 Internal: Jacobs People & Places Solutions (P&PS) Line of Business (LOB) and Energy, Security
and Technology (ES&T) Business Unit (BU)
2.3.2 External: All parties within our area of responsibility (sub- contractors, agency staff, visitors etc.)
2.4 Exclusions:
2.4.1 Internal: None, unless otherwise dictated by contract
2.4.2 External: Where contractual or regulatory requirements that mandate more stringent standards are
required to comply with a client, contractor or site process.
3.0 REFERENCES:
3.1 JJ-FA-PL-0100-JJ, Global Travel and Expense Policy
3.2 JJ-HS-PL-0002-JJ, Driving Safety Policy
3.3 JJ-SU-WI-9504-JJ, Travel Risk Management
3.4 HS-HS-WI-0331-PC-F-01, Domestic Travel Safe Plan of Action Template (TSPA)
3.5 JT-HS-WI-0331-AC-F-01, Domestic Travel Safe Plan of Action (TSPA) - CMS APAC (for use by CMS
APAC only)
4.0 DEFINITIONS:
4.1 Business Travel - Any journey undertaken by Jacobs’ personnel in connection with the Company’s business.
This does not include a commute i.e. travelling from normal place of residency, i.e. home, or temporary lodgings
if on assignment, to the usual place of work.
4.2 Go Smart: A web-based digitized safe travel planning platform, for estimated associated internal carbon
pricing of travel and to gain appropriate travel approval. Go Smart is designed to ensure the safety, security,

Copyright © 2023 Jacobs

All rights reserved. The contents of this document are proprietary and produced for the exclusive benefit of Jacobs and its affiliated companies. No part of
this document may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording,
or otherwise, without the prior written approval of Jacobs.

The applicable version of this document resides in the Business Management System (BMS). All copies are considered to be uncontrolled.
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HS-HS-WI-0331-PC Rev. 3 Effective Date: 21-JUL-2023

and sustainability of all employees’ travel, with accumulative approvals aligned to elevated country risk
ratings.
4.3 Travel Safe Plan of Action (TSPA): A TSPA is required for all travel, whether completed online via Go
Smart with automated approvals or using a manual process based on the traveler’s local requirements and
forms. A manual form, as maintained in LOB or BU processes, is to be completed and attached to Go Smart
or signed off and provided manually where Go Smart is unavailable.
4.4 International SOS (ISOS) – External tool managed by Jacobs Global Assistance and Response Program to
assist travelers in planning.
4.5 Global Assistance and Response - The Global Assistance and Response Program provides travel, security,
and medical risk management services, 24-hours per day, to Jacobs personnel and Operations globally.
5.0 INTRODUCTION:
5.1 Jacobs considers the health and safety of its personnel to be paramount. Statistics show that business travel
represents one of the most hazardous activities in which they are engaged.
The most positive step that can be taken for safety and the environment is to avoid the need for travel. The
need for travel shall be assessed by the traveler and line manager and whilst it is recognized that travel is an
essential element of our business, it shall be minimized when feasible.
6.0 PROCESS:

Step Responsibility Action

6.1 Planning Travel
6.1.1 Employee  Review all alternative options to travel before arranging business
journeys, such as tele-conferencing or videoconferencing.
Note: Approval for business travel should only be requested once all
other options have been considered and rejected.
 Choose public transport as the first option for business travel. When
organizing meetings, venues should be selected that allow the
attendees to travel by public transport.
 Note: There are limitations on the number of senior company
personnel who may travel on the same mode of transport at the same
time, notably by air. These restrictions are applied globally and are
detailed in JJ-FA-PL-0100-JJ, Global Travel and Expense Policy.
Minimize driving on company business. Driving must only be
undertaken when no other practical alternative is available.
Note: Driving is permitted only after a thorough assessment has been
conducted on the alternatives and these have been rejected as
impractical. When considering the suitability of using public transport
over driving, the following factors should be considered:
o Length of journey including the potential for fatigue
o Site Remoteness/multiple sites
o Equipment being transported – Sensitive or courier not an
option.
o Suitability of the driver to undertake the journey
o If it is required to undertake your role (e.g. Road Safety
Auditor)
 Complete a Travel Plan in Go Smart for all travel which will be
routed to the approving manager for consideration. Any driving
must be detailed in the Go Smart entry.

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Step Responsibility Action

Note: For all Travel Go Smart should be used to risk assess and prepare
for the journey. Go Smart is supported by International SOS, an
external tool managed by Jacobs Global Assistance and Response
Program. Employees should utilize the International SOS and
Everbridge applications when travelling, particularly when
undertaking international travel. Refer to JJ-SU-WI-9504-JJ, Travel
Risk Management for details on the Go Smart process.
6.1.2 Line Manager/Project  Challenge employees on the necessity of business travel.
Manger
 Approve travel for direct reports or project team only when no other
practical alternative is available to meet the business’s needs.
Note: The Go Smart processes must be used to approve business travel.
Line Managers and Project Managers must discuss the travel options
with their staff before approval.
6.2 Driving
6.2.1 Employee  Apply the requirement set out in JJ-HS-PL-0002-JJ, Driving Safety
Policy
 Complete the Jacobs approved driver assessment and training.
Once completed a permit to drive will be issued.
 Select a suitable vehicle that is properly maintained – hire vehicles
may only be rented through Jacobs’ preferred suppliers
 If using a private vehicle, it must be road legal and properly insured
for business use
 Ensure that your journey is thoroughly planned and that the most
practical route is identified
 Ensure the vehicle is checked prior to a journey
 Ensure that you are competent, understand the risks and have had
suitable training
 Ensure TSPA documentation (electronic or hard copy), breakdown
and recovery details, appropriate first aid and safety equipment are
taken on the journey with you.
6.2.2 Line Manager/Project  Ensure the employee has a current Permit to Drive, is licensed to
Manger drive the vehicle proposed and has undertaken the training
appropriate for the vehicle and terrain.
6.3 Off Road Vehicles
6.3.1 Project Manager/Project  Conduct a hazard analysis to identify the hazards relative to the use
HSE Lead of Off-Road Vehicles (ORV) and controls necessary to mitigate the
risk to an acceptable level. The hazard analysis should, at a
minimum address:
o Operation near pedestrian traffic
o Operation on roadways shared by motor vehicles and mobile
equipment
o Operation on hills and slopes and the potential for overturning
(tip over or roll over)
o Operation near plant machinery and equipment

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Step Responsibility Action

o Operation near water
o Transportation of tools, materials and equipment
o Operation in remote locations
o Fueling and/or charging of batteries
o Use of auxiliary equipment and/or accessories (e.g. blades,
snow removal equipment, towing, etc.)
 Ensure the risk mitigating controls identified in the hazard
analysis are implemented, communicated and are effective.
 Ensure compliance with project or work location specific rules or
protocols for operation of ORVs.
6.3.2 Employee/Operator  Inspect the vehicle prior to use. Do not use the vehicle if it is
found to be defective. Tag the vehicle and report the deficiencies
to the Supervisor.
 Operate the vehicle in accordance with the following:
o Manufacturer’s user manual instructions
o Site specific rules or protocols for ORV operation

6.4 Cycling
6.4.1 Line Manager/Project  Ensure that Cycling on company business is only undertaken once
Manger approval is granted.
 Ensure employees have undertaken cycle training which must
include roadcraft, hazard awareness, bicycle inspection and
maintenance.
 Ensure emergency recovery procedures are included in the safe
system of work/TSPA.
Note: Cycling is permitted provided a thorough assessment of the
cycling route has been carried out and documented in the Safe System
of Work and/or Go Smart and has been approved by the Regional
BU/OU HSE lead or designee and by a senior operations manager (VP
or above).
6.4.2 Operation Senior Manager Review requests for cycling on company business and approve if robust
(VP or above) controls are in place to reduce the risk to the lowest practical level.
Note: Cycling on company business should only be approved if there is
a demonstrable need for the activity e.g. surveying active or proposed
cycle routes or if the route is specifically designed for bicycles and
segregated from motor vehicles.
6.4.3 Employee  Inspect bicycle before use and ensure that it is fit for purpose.
 Ensure PPE suitable for or intended for cycling is used i.e. Safety
Helmet, Hi-Vis top.
6.5 Exclusions
6.5.1 Line Manager/Project  Ensure that the following exclusion are adhered to by all
Manager employees.
o Driving motorcycles and motorized scooters for Company
business is not permitted

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Step Responsibility Action

o Driving E scooters (electric powered scooters) for
Company business is not permitted
o Driving motorized or electric leisure vehicles e.g.
skateboards, hoverboards, Segways or similar for
Company business is not permitted.

6.6 Monitor
6.6.1 Line Manager/Project Monitor employees travel particularly driving and seek opportunities to
Manager/Regional/BU/OU reduce travel and mileage.
HSE lead or designee

7.0 RECORDS:
The following records shall be retained in accordance with this Work Instruction, JJ-QL-PR-0001-JJ, Control of
Documents and Records, and JJ-LG-PL-9000-JJ, Record Retention, or per contract requirements.

Responsible Individual Media, Location, and

Record Description or Organization Indexing Method

Go Smart / TSPA Domestic travel plan Employee/Line or project Paper – project/office file
manger

Go Smart International travel plan Employee/Line or project Electronic

manger

8.0 DESCRIPTION OF REVISIONS:

Rev # Date Reason for Changes
0 01-Nov-2019 Initial release.
1 29-MAR-2021 Document re-numbered and scope increased to include CMS-I (formally (IB-HS-
WI-0331-IB)
2 04-JUL-2022 Update to include references to Go Smart platform.
3 21-JUL-2023 Added reference to the CMS APAC TSPA form
9.0 FIGURES, TABLES, AND OTHER ATTACHMENTS:
None

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10.0 FLOW DIAGRAM:

Possible need for travel

identified

Can Teams or video

conference, etc… YES
Do not travel
remove the need for
travel?

NO
Where travel is required public transport Note: Where possible, select meeting
SHALL be used unless proven to be location based on its accessibility by
impractical. public transport?

YES
Overseas Employee to complete Management must authorize the
travel? Jacobs Travel Risk route and modes of transport via the
Planner (Go Smart) Go Smart Process.

NO
Note: Anyone driving on company business must complete
on-line driver training. Additional in-vehicle training is
Management must authorize the route and
modes of transport through normal/local available at the Line Managers’ request
booking procedures – this is the basis of the
Go Smart. Rental cars must only be booked through Jacobs preferred
suppliers.

Where it is appropriate for employees to use their own cars,

For journeys involving driving - the driver the traveller shall ensure that the vehicle is suitably
MUST have completed the company & maintained and insured
LOB approved driver training

Review existing Go
Has anything changed
Is this a routine YES Smart route and to alter the routine or NO
and familiar methods of transport familiar aspects of
journey? and conditions that journey?
may affect the journey

NO
YES

Employee to consider journey length, time, Utilize existing Go Smart arrangements but
mode of transport, route (including off- watch for anything that may change on-
road) and rest breaks and document within route
Go Smart

TRAVEL SAFE PLAN of ACTION

Complete journey

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