- Only Admins can use this feature
Travel policies let you set budgets and instructions for different services and help you manage travel spending.
You can create a default policy that applies to all employees and additional policies can be assigned to specific travelers or groups.
When booking a trip, we'll tell travelers if the service they want to book is in or out of policy. You can set up an approval process for out-of-policy trips.
Travel policy settings
Based on the type of travel, there are different settings that you can edit.
- Flights: you can set dynamic/maximum budgets, booking windows and cabin classes with exceptions for specific routes or flight durations.
- Hotels: you can set booking windows, maximum star ratings and dynamic/maximum budgets with exceptions based on the location.
- Hotel extras: you can add payment instructions, meal allowances, daily expense budgets and other instructions.
- Cars: you can set daily budgets and booking windows.
- Trains: you can set dynamic/maximum budgets and cabin class restrictions.
- In-trip: you can set instructions for things like taxis or meals.
For more information about dynamic budgets, see Set up dynamic budgets on travel policies.
Create a travel policy
If you haven't added a travel policy before, you can choose one of the recommended policies or create a policy manually by clicking Create new policy.
If you've already added a travel policy, click New travel policy.
To create a new travel policy, follow these steps:
- Go to Account settings
- Under Travel management, select Travel policies
- Click New travel policy
- Enter a name for the policy
- On the new travel policy, select the type of travel you want to update and click Edit
- Select the Default Budget, Budget Exceptions and Advanced Settings
- Click Save changes
Once you've created the travel policy, you need to assign travelers. All travel policies can be edited at any time.
Assign travelers to a travel policy
- Go to the People page
- Search for the user and click their name
- Go to Account settings and click Edit
- Under Travel policy, search for or select the policy from the list
- Click Save settings
Edit a travel policy
- Go to Account settings
- Under Travel management, select Travel policies
- On the travel policy you want to edit, select the type of travel and click Edit