Set Up Travel Policy

Enter an existing policy group to inherit permissions then. You can then update each setting individually to configure this group. Select DEFAULT to inherit permissions from the existing travel policy that applies to all employees that aren’t added to a separate policy group.

Enter a descriptive name for the policy group.

Select the default currency for this policy group.

Toggle this field to enable travel bookers to book travel even if it overrides restricted countries, users, and suppliers.

No approvals are required.

No approvals are required. The manager or designated approver receives an email notification of the booking.

Approvals are not required for in-policy booking, they proceed automatically but they can be rejected.

Approvals are required. The manager or designated approver can approve or reject bookings.

Select a price buffer for approved bookings. Bookings aren’t finalized until the manager or designated approver accepts or rejects the request. If the request is not answered in 24 hours it is canceled. If approved, the booker has 24 to complete their booking.

Set out-of-policy bookings to be automatically canceled.

Select

Allow

or

Don’t allow

.

Select 1 or more of these cabin classes to restrict them from bookings:

Economy
Business
Premium economy
First

You can enter text in the

Let your traveler know why

field explaining why they can’t book this option. For example: Your company policy doesn’t allow you to select this fare.

Select 1 or more of these cabin classes to restrict them from bookings:

Economy
Business
Premium economy
First

You can enter text in the

Let your traveler know why

field explaining why they can’t book this option. For example: Your company policy doesn’t allow you to select this fare.

Select to apply the fare name restriction to every airline.

Select 1 or more airlines you want the fare name restriction to apply to.

Enter the fare names you want to restrict, separating each word with a comma.

Select the default cabin class. Click the

Add customization

button to apply different rules for longer flights. Click

Add condition

to create a rule for different lengths of flights.

Toggle to enable employees to upgrade their cabin class at their own personal expense.

Select 1 of these options for approvals for out of policy bookings:

Default to policy group action
No action
Passive action
Soft approval
Hard approval
Pre-booking approval
Block booking

Set a highest cabin class for overnight flights.

Define the start and end time that constitutes an overnight flight. This is calculated based on the traveler’s point of origin.

Enter the minimum number of hours a flight must be to be treated as an overnight flight.

Toggle to include layover time in the flight duration.

Toggle to enable cabin upgrades on domestic flights.

Toggle to enable cabin upgrades on international flights.

Select 1 or both of these options to determine when cabin upgrades are allowed:

Allow if cheaper than lowest fare in the in-policy cabin
Allow if in-policy cabin is not available

Select the maximum upgrade level that cabin class can be upgraded to:

Economy
Premium Economy
Business
First

Set a condition for flight fares for domestic flights. Enter either the percentage or numeric amount in dollars over 1 of these conditions a flight can be to be bookable:

More than lowest fare
More than median fare
Less than median fare
More than the lowest logical fare

Set a condition for flight fares for international flights. Enter either the percentage or numeric amount in dollars over 1 of these conditions a flight can be to be bookable:

More than lowest fare
More than median fare
Less than median fare
More than the lowest logical fare

Enter the maximum price in dollars for flights.

Enable whether 1 or more of these options can be added to a booking:

Additional Baggage
Early check-in
Seat

Define the number of days before departure a domestic flight becomes out of policy.

Define the number of days before departure an international flight becomes out of policy.

Select 1 of these refundable options for in-policy tickets:

Any (allow all)
Fully refundable fares only
Partially refundable fares only
Non-refundable fares allowed

Select 1 of these changeable options for in-policy tickets:

Any (allow all)
Fully changeable fares only
Partially changeable fares only
Non-changeable fares allowed

(Optional) Enter the maximum amount of CO2 produced per passenger in grams. If the CO2 exceeds this amount, the flight is out of policy.

Select 1 or more car categories to restrict them from bookings.

Select 1 or more of these car categories to make them available for in policy bookings:

Economy
Mini
Compact
Mid Size
Standard
Full Size

Select 1 or car engine types to make them unavailable for booking.

Enter the maximum daily dollar price for each car booking excluding taxes and fees.