News

What REAL ID and New Travel Rules Mean for Your Crew Travel Program

Feb 9, 2026

As travel rules tighten, proactive planning - not airport scrambling - keeps projects on schedule. Here’s how to manage the risk before crews hit the gate.

As new ID regulations like REAL ID enforcement and programs such as TSA Pre✓ become mandatory for domestic air travel in the U.S., companies managing crew travel face a growing operational risk: a fully booked, fully staffed project can stall because one worker arrives at the airport without proper, compliant identification.

For project-based teams rotating crews across regions, REAL ID isn’t just an issue for your crews, it’s a risk for projects getting done on time and on budget. We break down what REAL ID and related travel rules mean for workforce travel, where companies get caught off guard, and how smarter planning, travel support and Duty of Care programs can prevent costly disruptions.

The REAL ID Act, passed in 2005 and enforced as of May 7, 2025, establishes minimum security standards for state-issued driver’s licenses and identification cards used for domestic air travel in the United States. Under current rules, any U.S. traveler (the program does not apply to foreign nationals) aged 18 or older must present a REAL ID–compliant license or another acceptable form of identification (such as a passport, enhanced driver’s license, or certain trusted traveler credentials) to pass through TSA security.

If a crew member arrives at the airport without compliant identification, the consequences are immediate, and increasingly costly:

TSA may deny standard screening access
Starting February 1, 2026, travelers without acceptable ID may be offered the option to use TSA ConfirmID by paying a US$45 fee
TSA will then attempt to verify the traveler’s identity before allowing them to proceed through security - a process that’s not guaranteed
Additional screening time, uncertainty, and missed connections become far more likely
Entire crew rotations can be delayed
Replacement or rebooked travel often occurs at premium, last-minute rates

While TSA ConfirmID provides a fallback option, it turns a preventable compliance issue into a live operational disruption.

For workforce-heavy industries, relying on identity verification at the checkpoint is not a strategy — it’s a risk. One missing document can ripple across schedules, sites, and crews, stalling productivity and increasing cost at the worst possible moment.

How to Tell If a Worker Has a REAL ID

Many travelers already have a REAL ID without realizing it.

A REAL ID–compliant license typically has a star (gold or black) in the upper corner. Licenses marked with phrases like “Federal Limits Apply” are not compliant.

Importantly:

State compliance does not guarantee individual compliance
Temporary or paper licenses are not accepted
Mobile driver’s licenses are only accepted in limited, approved states

For companies managing large, rotating crews, relying on individuals to self-check creates unnecessary exposure.

Why ID Compliance Is Harder for Workforce Travel

Office-based business travelers usually fly infrequently, from major hubs, with predictable schedules.

Crew travel is different:

Rotating workers from multiple regions
Short notice schedule changes
Remote or secondary airports
Workers with varied documentation maturity

When one person in a rotation is grounded, the impact multiplies.

That’s why ID compliance should be treated like safety training or site access credentials – verified before travel, not discovered at the gate.

Fragmented Travel Systems Stall Compliance

Many organizations still manage workforce travel through:

Emails
Spreadsheets
Disconnected booking tools

In these environments, there’s no central way to:

Flag non-compliant travelers
Communicate upcoming ID requirements
Adjust plans before departure

The result is reactive decision-making and preventable disruption.

How Duty of Care Extends to ID and Compliance Risk

Duty of Care isn’t limited to weather events or emergencies. It includes anticipating foreseeable risks that could disrupt travel or strand workers.

ID compliance is one of those risks.

A missed flight due to a non-compliant ID can:

Leave workers stranded
Create safety concerns
Force unplanned travel changes
Increase fatigue and stress

A proactive Duty of Care strategy reduces these risks by building visibility and communication into everyday travel management.

Construction workers checking into a hotel lobby – workforce accommodation by LodgeLink.

Preparing Your Crew Travel Program for REAL ID Enforcement

To reduce the risk of grounded workers:

Treat ID compliance as part of travel readiness
Communicate REAL ID requirements early and often
Verify acceptable ID before booking critical flights
Build buffer time into rotations where possible
Use centralized travel tools that support visibility and response

REAL ID enforcement isn’t a future problem; it’s an operational reality.

Preparing Your Crew Travel Program for REAL ID Enforcement

a hand holding a smartphone with a map of a city on it.

Mobile Tools Matter in the Field

Crews don’t manage travel from desktops.

Mobile access ensures workers can:

View itineraries and updates
Receive travel alerts
Access destination information
Communicate with support in real time

When plans change, whether due to weather, cancellations, or compliance issues, mobile visibility reduces confusion and risk.

FAQ: REAL ID, TSA ConfirmID, and What You Need to Know Before You Fly

If you travel for work within the U.S., there have been important rule changes when it comes to identification, and a newer one that may catch some travelers off guard in 2026. This quick FAQ provides some answers so you crews aren’t caught off guard on their way to the your next project.

1. I’ve been flying for years. What actually changed?

TSA ConfirmID is the newest change, introduced on February 1, 2026, and it only comes into play if you arrive at the airport without acceptable ID.

If that happens, TSA may offer you the option to use TSA ConfirmID. Under the new changes, travelers without acceptable ID would pay a US$45 fee. TSA would then attempt to verify your identity at the checkpoint. If they’re able to verify you, you might be allowed through security. The “might” is important as the verification is not guaranteed. This process takes extra time (up to 30 minutes) and increases the risk of delays or missed flights.

2. Why did this change happen?

As of May 7, 2025, under the REAL ID Program, TSA stopped accepting non-compliant state driver’s licenses for domestic flights. In other words, a regular driver’s license may no longer be enough. Travelers now need a REAL ID or another TSA-accepted form of identification to get through security

TSA ConfirmID is a last-resort fallback, not a replacement for proper ID. For crew travel, relying on it turns a preventable issue into a travel delay, exactly what teams want to avoid.

3. What is a REAL ID, exactly?

A REAL ID is a state-issued driver’s license or ID that meets federal security standards. You can tell if yours is REAL ID–compliant by looking for a star in the top corner. A lot of people already have a REAL ID and don’t even realize it.

Gold star, black star, or (in California) a bear with a star = ✔️ REAL ID
If your license says “Federal Limits Apply”, it’s not compliant

4. Do I have to have a REAL ID to fly?

No, but you do need some form of acceptable ID.

If you don’t have a REAL ID, TSA will also accept things like:

A U.S. passport or passport card
Certain trusted traveler cards (like Global Entry)
Military or federal IDs
Some approved digital IDs (Apple, Google, CLEAR — but only in limited cases)

What won’t work:

Temporary or paper licenses
Expired IDs
Assuming TSA Pre✓ replaces ID requirements (it doesn’t)

5. So ConfirmID is a backup, not a fix?

Exactly. TSA ConfirmID is meant as a last-resort option, not a travel plan. For crew travel especially, relying on it creates risks like longer screening times, missed connections, entire crew rotations delayed and last-minute rebooking at higher costs.

From a crew and safety perspective, it’s far better to be cleared before you ever get to the airport.

6. Can someone else pay the ConfirmID fee for me?

Yes. A company or coordinator can pay on your behalf through Pay.gov.

But you’ll still need:

The confirmation email or receipt
To present it at the checkpoint
To understand that payment doesn’t guarantee approval

If the receipt is lost, the fee may need to be paid again.

7. Does TSA Pre✓ or CLEAR mean I’m covered?

This is a common misconception, and a risky one for crews on the move. Even if you have TSA Pre✓, CLEAR or another trusted traveler program, you still need acceptable ID at the checkpoint.

While those programs speed things up, they don’t replace these new ID rules.

8. How can LodgeLink help with this stuff?

LodgeLink helps crews and travel teams stay ahead of issues, not react to them.

That includes better visibility into who’s traveling and when, clear itineraries crews can access on mobile, travel alerts and updates when rules or conditions change and Duty of Care support if plans go sideways

With LodgeLink, when something does go wrong, crews aren’t left guessing. They know who to contact and what to do next.

9. What should I do right now?

Before your next trip:

Check your ID for a REAL ID star
If you don’t have one, make sure you have another acceptable ID
Don’t assume TSA Pre✓ covers you
Flag issues early so they can be fixed before travel day

A few minutes of prep can save hours of stress and keep the whole crew moving.

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