Travel policy
Travel policy, applied at booking
Rules are evaluated while the traveller is choosing, not reviewed after the fare is paid.
- Cabin rules
- Spend caps
- Hotel tiers
- Advance purchase
- Exception audit trail
What you can set
What you can set
Cabin class rules
Which cabin is permitted, by route, duration or employee grade.
- Domestic and international separately
- By grade or department
- Duration-based exceptions
Spend caps
Ceilings on fare and nightly room rate, set where they bite.
- Per-sector fare caps
- Per-city nightly hotel caps
- Grade-based variation
Hotel tier rules
Star tier and property grade permitted per band and per city.
- Star-tier limits by grade
- City-level differentiation
- Applied at search time
Advance-purchase windows
The single most effective lever on air fare, expressed as a rule.
- Minimum lead time by route type
- Warnings before the window closes
- Exceptions require a reason
In-policy options first
Compliant choices are surfaced ahead of everything else, so the easy path is the correct one.
- Ranked at search time
- Non-compliant options clearly marked
- Reason shown to the traveller
Exception audit trail
Out-of-policy flight decisions are recorded with their justification and approver.
- Justification captured at the time
- Approver on record
- Reviewable later
The quarterly review
Because attribution happens at booking, the reporting is correct by construction. Nobody has to reverse-engineer a quarter from a folder of invoices.
- Spend by department, traveller, route and supplier
- Policy compliance with exception reasons attached
- Period comparison
- Exportable for finance review
Why timing matters
Why the timing matters
By the time a non-compliant booking reaches finance, the fare has been paid, the change fee applies and the conversation is retrospective. Evaluating the same rule at the point of search costs nothing and changes the choice.
- Rules evaluated during search, not during reconciliation
- Traveller sees why an option is outside policy, in plain language
- Approver sees the policy verdict alongside the request
- Finance sees compliance as a report, not as an argument
Practical
How companies usually start
You do not need a finished policy document to begin. Most programmes start with three or four rules.
- Economy on domestic sectors, with a duration-based exception for senior grades
- A nightly hotel cap for your three or four most-travelled cities
- A minimum advance-purchase window for planned travel
- Approval required on anything outside those rules
- Tighter caps added later, once you can see where the spend actually sits
- Department-level variation introduced when the pattern justifies it
Ready to see it on your own travel programme?
Walk through the platform with our team, using your routes, your policy and your approval chain.