Policy setting is most convenient for companies with existing travel vendor preferences (e.g. one specific airline for all travel), corporate travel rewards affiliations, or limits imposed on travel choices by department, status or other delineation.
Should You Create a Travel Policy?
It is not as recommended for companies desiring a greater range of flexibility for their employees' travel itineraries.
Policy is particularly recommended for companies who currently:
- Have their own negotiated rates with air carriers, hotel chains and car rental companies
- Regularly schedule travel by type of employee, company department, or travel function
- Require travel itinerary approval by managers
NOTE: Flight, hotel and car results violating policy settings are simply flagged as out-of-policy. Travelers will be able to purchase these items, though you may opt to require that they supply a customizable Reason Code for doing so and sent a notification e-mail to a specified e-mail address (see more in the Enforcing Policy & Reason Codes sections).
Sample Company Policies
Depending on the size or the degree of centralization of your company, you may desire a highly-managed or lightly-managed travel planning experience.
Sample Company #1 - Highly Managed
- Several Traveler Groups, each with their own policy settings
- Requires use of specific airlines, hotel chains, car rental companies - no exceptions
- Does not allow purchase of Web fares (air tickets)
- Assigns one specific Central Billing credit card to each group
- Tight price range controls
- Requires use of Reason Codes if policy is broken, sends notification to manager
Sample Company #2 - Lightly Managed
- One default Traveler Group for all employees
- Recommends specific airlines, but does not place limits on others
- No specifications for hotels or car rental companies
- Assigns choice of three Central Billing credit cards to group
- Wide price range allowed for all types of travel
- Requires use of Reason Codes if policy is broken for record-keeping, but does not notify manager
Sample Company #3 - Moderately Managed
- Two Traveler Groups, "VIP" and a default "General" group
- No restrictions on airlines, recommendations only
- VIPs allowed to fly First Class on air carriers, General group restricted to Coach
- All travelers required to use hotel chains with which company has negotiated rates
- No use of Reason Codes required