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 people or groups. 

When booking a trip, we’ll tell employees 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, you can edit different settings. 

• 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. 

1. Go to Settings > Travel management > Travel policies.
2. Click New travel policy.
3. Enter a name for the policy and click Create travel policy.
4. On the new travel policy, select the type of travel you want to update and click Edit.
5. Select the Default Budget, Budget Exceptions, and Advanced Settings.
6. 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

1. Go to the People page.
2. Search for the person and click their name.
3. Go to the Organization tab and under Policies and approvals, click Edit.
4. Under Travel policy, search for or select the policy from the list.
5. Click Save.

Edit a travel policy

1. Go to Settings > Travel management > Travel policies.
2. On the travel policy you want to edit, select the type of travel and click Edit.
3. Update the relevant section and click Save changes.