Types of Travel Policies and Their Application
Travel policy settings are available for:
- flights;
- stays.
Define rules for specific employees based on their position or other criteria.
The default travel policies will apply to all company’s employees. If a department or an employee has a different travel policies, it will take precedence. Travel policies can be combined and turned on together or separately.
Travel Policy for the Flights Category
Here are the travel policy rules available for airline tickets:
- allowed cabin classes — define the available ticket classes;
- connections — set the maximum number of flight connections;
- flight duration — set the maximum flight time from takeoff to landing;
- departure time — set departure intervals for which tickets can be booked;
- restricted countries and cities — define a list of available countries and cities for flights;
- checkout no later than… — set the maximum number of days before departure from the moment the ticket is issued;
- cabin classes and routes — set the allowed cabin classes based on the flight duration to certain destinations;
- seat selection — allowed; prohibited; paid seats prohibited.
- deviation from the minimum cost — set the maximum cost of the ticket;
- route limits — set the maximum cost of the ticket for certain destinations;
- restricted days of the week — specify the days of the week allowed for flights;
- flights with baggage — define the allowed fare types: with or without baggage;
- fare groups — set restrictions on the purchase of tickets of expensive subclasses;
- refundable tickets only — allow booking only those tickets that can be refunded in case of cancellation.
Travel Policy for the Stays Category
Here are the travel policy rules available for stays:
- timely purchase — set the minimum number of days before check-in from the moment of booking;
- location limits — set the maximum price per night at accommodations;
- prohibited hotel categories — set hotel star rating limits;
- rooms in the cheapest category — allow booking only the most affordable options available at the property;
- prohibited rooms with and without meals — specify the allowed rates for booking: with or without meals;
- prohibited days of the week — define the allowed days of the week for staying at the hotel;
- rooms with free cancellation — restrict stays to those that include free cancellation.
How to Find Out if the Travel Policy Has Been Violated?
While searching for any type of service, the system will take into account settings of your travel policy. If you violate travel policies, an icon of a red shield appears in the lower left corner of the service block. When you hover your cursor over it, the system will show which specific criterion doesn’t match to the established travel policy.
A service with a deviation from the travel policies can be booked if the department head approves it (depending your company’s approval schemes).
Next section «Trip Approval»