Travel policy

Learn how you can set a simple travel policy for your company.

Salil Menon avatar
Written by Salil Menon
Updated over a week ago

When it comes to booking flights and hotels for business trips, you can now create a simple travel policy for your employees to follow. Based on your settings, we will flag flight or hotel reservations that are outside the boundaries of the policy you have put in place. 

With this, employees will have a clear understanding of what they can and cannot book, which will improve compliance with your travel policy. 

Company Owners and Admins can set up travel policy by following these steps:

  • Click Sign in on the Travelstop homepage and select your company (You can directly sign in using your company's Travelstop URL as well). 

  • Go to Company settings and select Policy.

  • You will see a section for Travel policy, where you can set your Policy for flights and hotels based on budget, class, or advance booking.

  • Click Edit next to the section you'd like to define.

For flights you can define your policy based on the following criteria:

  1. Advance booking:  Number of days in advance employees must book their flight

  2. Cabin class: Default cabin class you want employees to book (you can set exceptions for longer flights)

  3. Budget: Maximum budget for all flights (with exceptions for longer flights and flights for specific routes)

💡 Pro-tip: For tighter control on flight budgets, setup route based budget exceptions instead of duration based ones. You may select a specific airport, or all airports for a city, or an entire country when defining your budget. We recommend you setup only one type of budget exception (duration or route) to avoid confusion.

Similarly, for hotels, you can define your policy based on the following criteria:

  1. Advance booking:  Number of days in advance employees must book their hotel

  2. Class: Default class of hotel allowed (e.g. 4-star)

  3. Budget: Maximum budget for hotel bookings (with an option to add exceptions for cities)

Associate Policy With a User

You have the option to set up a policy either at an individual user level or at a group level. To ensure clarity and enable a more deterministic policy selection process, we are introducing a concept called the 'primary group.' It is especially important when employees belong to multiple groups and we need to determine which policy to apply when they book flights or hotels. The primary group serves as the designated group for an employee from the list of groups they are a member of, enabling a more definitive and consistent approach for administrators

Let's begin with the process of setting up a policy at the employee level

  • Go to the "Settings" tab and click on "Users"

  • Locate the specific employee for whom you wish to set up the policy and click on their name. This action will open the "Edit User" modal, allowing the admin to modify the employee's metadata.

  • Inside the modal, you will find a field labeled "Travel policy" Click on the dropdown menu, and you will see a list of available travel policies for your company.

  • Select the desired travel policy from the options provided and assign it to the employee.

  • Finally, click on "Save" to save the changes.

📝 Note: Going forward, whenever this employee books flights or hotels, the travel policy designated by the admin will be applied.

Now, let's go through the process of setting up a policy at the group level

  • Access the "Settings" tab and click on "Groups"

  • A list of groups will be displayed. Choose the desired group by clicking on it.

  • In the group details view, you will find information such as the group name, the designated approvers, the group members, and the "Policy" section.

  • a. By default, no policy is attached to any group, which means the option "Use default policy" is selected automatically.
    b. If the admin wishes to select a specific policy for the group, they can click on "Select custom policy" and choose the desired travel policy for that particular group.

📝 Note : The default option applies no policy to the group, while the custom option allows the admin to assign a specific travel policy.

The following are other important points to remember

  • If the admin has assigned a policy at both the employee and group levels, Travelstop follows the following logic to determine which policy gets applied to an employee:
    a. If a policy is set up at the employee level, it will always take precedence over any other selection.
    b. If the employee does not have a policy at the employee level but has a primary group (since they are a member of multiple groups), the policy set up for the primary group will be applied.
    c. If the employee does not have a policy at the employee level and is not a member of any group with a designated policy , or if there is no primary group, then the default policy for the company will be applied. Please note that the default policy exists for the company and cannot be deleted.

  • If an employee is a member of one or more groups but none of the groups are designated as the employee's primary group, and the admin has not set up any policy at the employee level, then the default policy will be applied.

  • If an employee is removed from a group, even if it was their primary group, and the admin has not set up any policy at the employee level, the default policy will still be applied to that employee.

  • What happens if the admin deletes a policy? If a booking has been confirmed for either a flight or hotel for an employee in the past and has been attached to a deleted policy (Policy A), the booking will remain associated with it.

  • Let's consider a scenario in which Policy A is attached to a specific booking that has not yet been submitted from the employee's side. If the admin updates the set of rules of Policy A before the employee submits the booking request, the new set of rules will be applied to future travel bookings. However, the new rules will not be applied retrospectively to anything in the past.

📝 Note: By default, we only show a warning for out of policy trips. If you need to enforce approvals for out of policy trips, you can do so in Trip approvals

💡 Pro-tip: Employees can click on the 📖 icon on the navigation bar (top right) to view the current travel policy

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