U.S. entry is no longer routine. Travel programs must plan earlier.

Across global mobility and managed travel programs, U.S. entry has become a sensitive pressure point. It’s time for travel programs to shift.

The flight is ticketed. The hotel is confirmed. Meetings are set. On paper, the trip to the U.S. looks ready. But in 2026, one of the most critical variables may still be unresolved: entry clearance.

For years, U.S. entry requirements were treated as administrative housekeeping. For many travelers, an Electronic System for Travel Authorization (ESTA) was a quick online task. For others, a visa renewal was simply “in progress.” Rarely did it derail business plans.

Today, things are different.

Across global mobility and managed travel programs, U.S. entry has become a sensitive pressure point. Screening decisions are increasingly determined well before departure, sometimes by automated systems, sometimes through expanded consular review, and not always on predictable timelines.

In practical terms, the border has shifted upstream. Travel programs must shift with it.

The end of “last-minute ESTA”

The ESTA was once viewed as routine, something handled close to departure without much concern. Today, that approach introduces measurable risk.

Approval timelines are less predictable. A “pending” status 48-72 hours before departure can quickly become a cancelled trip with no realistic recovery option. There is no same-week visa workaround. No emergency consular solution that resolves the issue overnight.

Adding complexity is the transition toward mobile-first biometric application processes, requiring:

• Live biometric verification
• Biometric passport chip validation
• Expanded background disclosures

Applications now require direct traveler engagement. Administrative delegation is no longer sufficient.

For travel programs, this means documentation cannot remain a downstream task completed days before travel.

Visa timelines vs. business timelines

For travelers requiring B1/B2 visas, the gap between business urgency and consular capacity remains significant.

Commercial teams move at deal speed. Consular backlogs in some markets are still measured in months. Interview waivers, once a dependable renewal pathway, are narrowing. Executives who previously renewed without issue may now face in-person interviews with limited notice.

If internal policy assumes visas can be expedited when business needs escalate, it is relying on outdated logic.

The gray area at the border

Even with proper documentation, risk does not end at approval.

U.S. Customs and Border Protection officers continue to scrutinize the distinction between permissible business activity and productive employment. The line can be nuanced and difficult to articulate after a long-haul flight.

Generic invitation letters that once passed without issue may now trigger additional questioning if language suggests unauthorized work. Phrases such as “project delivery” or “technical support” can create complications if not aligned precisely with visa classification.

In this environment, invitation letters function less as administrative attachments and more as compliance instruments. Centralized, legally reviewed templates are increasingly viewed as best practice.

The objective is not to restrict business travel. It is to align traveler messaging with regulatory expectations and reduce unnecessary exposure.

Re-sequencing the workflow

This is not about adding bureaucracy. It is about smarter sequencing.

Historically, immigration compliance often followed booking. Leading programs are reversing that order.

Three adjustments are becoming standard:

1. Gate the booking: Confirm entry eligibility before ticket issuance.
2. Monitor proactively: Track ESTA and visa validity for frequent travelers as rigorously as passport expiration.
3. Standardize documentation: Ensure invitation language is centrally managed and legally vetted.

Through coordinated solutions across the BCD Marketplace, organizations can integrate visa compliance support alongside risk intelligence and traveler communication. This creates a connected infrastructure rather than a series of isolated steps.