How-To

Policy Types

You can set policy in two ways: across your entire company and by traveler group. For example, you can require that all travelers fly on United Airlines, but allow only executives to fly first class. Common distinctions are employee type, department, trip type, region, office, etc.

Air Policies

Advance Purchase

The Advance Purchase policy is how you define what fare purchase date is accepted as in-policy for advance purchase status. You may establish a minimum and maximum number of days in advance of travel the client may purchase his or her ticket and be in-policy.

Class of Service

The Class of Service policy is how you define what is accepted in-policy for first-class and business-class flights. You can restrict flights on whether are domestic or international, or if the flight time exceeds a limit you specify. There are no restrictions on coach class.

Low Fare

The lowest in-policy flight option matching your Reasonable Flights settings.

Preferred Airlines

Encourage travel on your preferred carriers. You can give more than one airline preferred status. When you specify that flights between two specific airports be given preferred airline status, those flights will take precedence over airlines you label as preferred for all flights. You can also allow inexpensive non-preferred carrier flights to be in-policy by setting a Savings Tolerance (e.g., allow non-preferred carrier flights to be in-policy so long as they are less expensive than the lowest preferred carrier option by a specified threshhold).

Out-of-Policy Airlines

Discourage travel on specified carriers.

Reasonable Flights

The Reasonable Flights policy is how you define what flights are most desirable for Travelers. You specify a departure time window (number of minutes before or after the traveler-specified departure time that travelers should consider), a maximum trip duration, and a maximum number of connections.

Web Fares

Promotional Web fares might be cheaper than "standard" fares but usually come with tight or costly restrictions on changes, cancelations, etc. Your company can put limits on whether or not (or under which circumstances) travelers can purchase Web fares.

Alternative Airports

Choose a base airport and specify the alternate airports you want travelers to consider. (When the user searches for ____, also search for these nearby airports ____ | ____ | ____.) Help travelers find alternative airports for flights to a given metro area. Control costs and provide more choices. Maximize savings and ensure that travelers review alternative airport options in key markets.

Hotel Policy

Lodging Per Diem

The hotel per diem applies to the base rate of the hotel stay, minus any taxes and fees. Per diem limits are set by international hotel rates and domestic hotel rates, and allow any number of per-region overrides. Hotel per diem values may be adjusted by Traveler Group. Hotel rates exceeding the specified per diem will be marked as out of policy in the search results display.

Negotiated Rate Property

The Negotiated Rate policy is your policy for booking preferred hotels. Preferred properties are hotels with which your company has negotiated a discounted rate. You can set the policy so that both preferred and non-preferred hotels are allowed as in-policy, or you can allow only preferred hotels to be in-policy.

Hotel Policy

Car Class

Encourage booking within your car class (full-size, luxury, etc.) guidelines.

Preferred Vendor

Encourage car rentals from your preferred vendors. You may enforce that negotiated rates are always preferred over all other rates (by selecting Always choose negotiated rates), or you may allow cheaper non-negotiated rates to override negotiated rates.