Flexible policy controls let you define how employees can save your company time and money.  Guidelines appear in search results to help employees make booking decisions within your company's policies. Travel policies are provided for you, which you can modify as you wish. For example, a provided flight policy can be modified to allow or disallow booking first-class flights, and a provided hotel policy establishes your custom per diem for all cities.

Modifying Travel Policies

To modify policies for the Travel service, choose Travel from the Services dropdown menu. The Services | Travel page appears. Click the Customize policy link on the right side of the page to make changes.

Tip: After customizing policies, the Restore default link appears. You can click Restore default to restore the default policy settings.

Changing Flight Policies

Under the Flight section you can make the following changes to policies:

The most an employee can pay over the lowest fare and still be in policy: Set the currency from the drop-down menu, and enter the amount.
Travelers are permitted to book first class: Select Yes or No. If Yes, enter the following:
- First Class allowed for international flights only: Select Yes or No.
- Minimum flight time for first class: Select the number of hours from the drop-down menu.
Travelers are permitted to book business class: Select Yes or No. If Yes, enter the following:
- Business class allowed for international flights only: Select Yes or No.
- Minimum flight time for business class: Select the number of hours from the drop-down menu.
Require connecting flights: Select Yes or No. If Yes, enter the following:
- When connecting flights are less expensive than direct flights by: Enter the amount.
- When travel time does not increase by more than: Select the number of hours from the drop-down menu.
Travelers must select an alternate airport to reduce travel costs: Select Yes or No.

Changing the Hotel Policy

Under the Hotel section, enter the amount for the Per diem for all cities.

Changing the Car Rental Policy

Under the Car Rental section, click the See all car types link. The Car Rental Vehicle Types window appears.

Select the car rental vehicle types users may book by clicking a checkbox in the Customize column for the maximum car size allowed (the Savings checkboxes are already set). Vehicle types not selected are considered out-of-policy. Click Activate to activate the car rental policy.

Saving Your Changes

When all changes have been made, click the Save button at the bottom or the page.

Entering Contract IDs and Billing Numbers

If your site uses car rental contract IDs and billing numbers, you may have to enter them for each user. See Contract IDs and Billing Numbers for instructions.

Setting the Out Of Policy Message

By default, the "out of policy" message that employees see if they violate a policy is "Your selection is out of policy." You can change the notification message and set options for the notification. Choose Policies from the Services dropdown menu. The Services | Policies page appears.

Change the message by entering text in the message box. You can optionally click the following options:

Users must provide an explanation before making an out-of-policy booking. By default, this checkbox is unchecked. If checked, users must enter an explanation.
Send email notification when a user makes an out-of-policy booking. By default, this checkbox is unchecked. If you check this option, enter the email addresses (separated by commas). This notification is typically for managers or administrators.