Travel Policy Information
A travel policy is a set of rules that govern what types of travel employees are allowed to book. There is a
Default
policy group that all employees are automatically assigned to. If you want to create a specific policy for a group of employees you can set up a policy group.Policy group actions
You can set different approval actions for Air, Hotel, Car, and Rail for each policy group. You can also set different approval actions for domestic and international Air bookings. You can select these
Approval action
settings: Option | Description |
|---|---|
No action | No approvals are required. |
Passive approval | No approvals are required. The manager or designated approver receives an email notification of the booking. |
Soft approval | Approvals are not required for in-policy booking, they proceed automatically but they can be rejected. |
Hard approval | Approvals are required. The manager or designated approver can approve or reject bookings. |
Pre-booking approval | 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.
Note: Bookings up to 10% higher than the approved price may still be finalized. To adjust this policy, contact Workday. |
Block booking | Set out-of-policy bookings to be automatically canceled. |
Approver Types
An approver can be the
Employee’s manager
, or a Designated approver
. If you select Designated approver
you can select 1 or more people to approve travel. When an employee books travel an approver can request to receive an email notification to approve or deny travel.Company Policy PDF
You can upload your company travel policy as a PDF. This applies to the
DEFAULT
policy group.Flights
In the
Flights not allowed to be booked
section on the Maintain Travel Program
task, you can restrict the fare type and cabin classes that employees can book for both domestic and international flights. When you select Don’t allow
you can also configure a message explaining why the employee can’t select this option.