Mercosur and business travel. A practical Guide for companies

Today, Mercosur is one of South America's most important trading blocs. It was established in the early 1990s at the initiative of the region's countries, whose goals were to deepen economic integration, facilitate trade, and increase competitiveness in the global market. For entrepreneurs, this means not only new contracts and investments but also an increase in business travel. In this Guide, we will take a closer look at the real opportunities and risks associated with delegations to South America.

What is the Southern Common Market?

Mercosur (from the Spanish Mercado Común del Sur, meaning Southern Common Market) comprises Argentina, Brazil, Paraguay, and Uruguay. Bolivia, which is currently in the process of full integration, was recently added to Mercosur's structures. Venezuela is also a formal member of the Mercosur group, but its participation has been suspended. It is worth noting that Argentina and Brazil are the bloc's largest economies and the European Union's main trading partners. Paraguay and Uruguay, in turn, play a significant complementary role in the regional supply chain. The Southern Common Market is a region inhabited by hundreds of millions of people, encompassing both highly developed business centers like São Paulo and Buenos Aires and areas with less infrastructure. This diversity has a direct impact on business travel planning, as we will discuss later in this text.

Why is the European Commission - Mercosur agreement important in the context of business travel?

The agreement between the European Union and the Mercosur countries is often described as a key trade agreement. The negotiation process between the parties lasted an exceptionally long time, spanning over two decades. The talks aimed to create a framework for freer trade in goods and services and to strengthen economic cooperation between the continents. Although Europe and South America have been trading with each other for many years, the new agreement significantly increases the scale and intensity of cooperation. In practice, for many companies, this means:

• more frequent business and operational meetings,
• larger trading volumes,
• new investment projects.

How to fly from Poland to the Mercosur countries?

There are no direct flights from Poland to Argentina, Paraguay, or Uruguay. Connections are usually available with one or two stopovers at European hubs. The main airlines offering flights to Mercosur countries are KLM, Lufthansa, Air France, TAP Air Portugal, and Turkish Airlines. The total duration of a business trip is approximately 14 - 20 hours. Long-haul flights pose a real problem of jet lag, which negatively impacts employee productivity on the first day of the assignment. Therefore, more and more companies are planning a buffer period for acclimatization at the destination (e.g., one day). From an employee's perspective, the option of extending the stay, for example, by a weekend (bleisure), can also be important, especially when we're talking about South American countries. Modern travel booking tools enable such solutions, and employees can easily pay for the private portion of their trip with their funds.

Argentina: business trips in practice

Polish citizens can enter Argentina visa-free for tourism purposes for up to 90 days. A passport valid for the entire stay is sufficient. For other purposes, such as business (negotiations or participation in trade fairs), please consult your departure at the Embassy of the Argentine Republic in Warsaw. Depending on the situation, it may be necessary to obtain a visa in advance. For planned stays exceeding 90 days, obtaining the appropriate permit is always necessary.

Safety and health of traveling employees

Argentina is a country of great social contrasts. In larger cities, crime rates are higher than in Europe, requiring heightened precautions. Employees must adhere to this recommendation when traveling for business. They typically carry important documents and valuable electronic equipment. From a health perspective, there are no formal vaccination requirements for entry to Argentina. However, depending on the region, protection against hepatitis A and B and yellow fever is recommended.

Insurance: A key element of a business trip to Argentina

Although public healthcare in Argentina is also available to foreigners, in practice, hospitals often claim treatment costs from the patient's insurer. Lack of adequate insurance can mean that the employer must cover high costs. From the perspective of companies sending employees on business trips, health insurance should be standard, even if it's not formally required by law.

Business trips to Mercosur: What do companies often overlook?

Business trips to South America are different from business trips within Europe. Geographic distance, differing legal and cultural realities, and security concerns can make standard business travel approaches insufficient. Important areas that should not be overlooked include:

• personal safety of employees,
• health insurance,
• health risks and sanitary requirements,
• very long business trip and jet lag,
• cultural differences in negotiations are visible to the naked eye.

Each of these elements has a direct impact on costs, efficiency, and employer liability.

Practical information about business trips to Argentina

The currency in Argentina is the Argentine peso (ARS). The country has a wide range of climates, which should be considered when planning your trip (it's worth bringing a varied wardrobe). An international driving license is not required, but it's worth keeping in mind that driving habits differ from European standards, and many highways are toll-free. More information on travel formalities in Argentina can be found on the official government website.

Paraguay: Formalities and risks related to business trips

Business travel to Paraguay, similarly to Argentina, does not require a visa for tourist stays of up to 90 days. For business trips or longer stays, it is necessary to obtain appropriate permits, which should be obtained at the Embassy of the Republic of Paraguay in Berlin. When traveling to this country, special attention should be paid to health issues. In certain situations, vaccination against yellow fever is required. Health insurance is crucial in this country, as access to private healthcare is expensive. The currency is the Paraguayan guarani (PYG). More information about traveling to Paraguay can be found on the official website gov.pl.

Uruguay: Business travel information

Uruguay is considered one of the most stable and safe countries in the region. For companies, this means favorable conditions for implementing business projects and long-term business trips. Visa-free stays of up to 90 days are possible. For longer stays or work-related activities, as with other Mercosur countries, separate administrative procedures apply. The currency is the Uruguayan peso (UYU). For business trips to Uruguay, it is recommended to purchase comprehensive health insurance, as medical care is expensive. Information about traveling to this country is available here.

System security: How to prepare an employee for a business trip?

For safety reasons, it's worth reporting every business trip to Mercosur countries in the Odyseusz system, provided by the Ministry of Foreign Affairs. Companies are increasingly using digital tools to plan business trips, enabling not only flight, hotel, and car rental bookings but also the verification of visa and health requirements in the destination country. An example of such a system is worktrips.com, which is integrated with the Sherpa platform. This allows you to check current sanitary and visa recommendations in one place.

Employer's duty of care for delegations to South America

When sending employees on business trips to Mercosur countries, employers bear not only logistical costs but also responsibility for the employee's safety, health, and well-being. This means a duty of due diligence in preparing for a business trip – from ensuring appropriate insurance, through assessing security risks, to accessing information and support in the country. In the case of long-distance business trips to regions with increased security risks, the scope of this responsibility increases significantly.

Failure to properly prepare for a business trip can result not only in financial losses but also in employer liability in the event of an accident, illness, or emergency. Therefore, a growing number of companies are implementing online travel management tools, such as the worktrips.com platform, which includes a traveler tracker that allows employees to monitor their location. Furthermore, when choosing a worktrips.com offer, employees also receive 24/7/365 support from experienced travel agents who can assist in the event of unexpected events during the business trip.

Summary: Mercosur and business travel

The signing of the trade agreement between Mercosur and the European Union signifies growing trade cooperation, which will result in increasingly frequent business trips to South America. This presents companies with a real growth opportunity but also greater responsibility for the safety and comfort of their employees. Proper travel planning, insurance, local knowledge, and a systematic approach to business travel management help mitigate risks and fully leverage emerging business opportunities.