Budget amounts are sometimes hard to determine when configuring the travel policy:
- Each service might have a different maximum budget ✈️ 🏨 🚂 🚗
- Prices might also vary depending on the period you're looking at: some seasons are more expensive to travel than others ☀️ 🍂 ❄️ 🌱
- Each provider might also offer the same service for very different prices 📈 📉
Instead of only configuring a maximum budget per service, admins are now able to set up a percentage cap based on the cheapest option available that allows the policy to remain flexible.
Good to know: for now, this feature is only available for the Flights and Hotels policies.
How do dynamic budgets work?
Dynamic budgets will use the price of the cheapest offer found in the search results and compare it to all others to decide if an offer is in policy or not.
For example: if we set a dynamic budget of 20% and the cheapest offer found costs €100, then all offers at or below €120 will be in policy. Any offer above that will be marked as out of policy.
The maximum budget still applies, so if any policy is above the maximum, even if it is inside the allowed dynamic range, the offer will still be marked as out of policy. The same is true for long-haul and domestic or route exceptions.
How do I configure dynamic budgets?
You can configure them any time from the Travel policy page:
- Go to Company settings, then Travel policy
- On the Flights section, press Edit
- Enter a maximum percentage for the dynamic budget
- Press Save changes
If the field is left empty or set with a 0% value, the dynamic budget will not apply and will remain as "Not set".