Set flight policies

Modified on Wed, 19 Mar at 10:17 AM

Set flight policies

Use the settings below to set your companies air booking policies. All setting a specific to a given policy (e..g, Default Policy).

To access your flight policy settings. follow these steps. 

  1. Select Policies from the Company menu. The Default Policy (for employees) will be displayed. If you wish to configure a different policy, select it from the menu on the left (under Employee or Non-employee).
  2. Click the arrow to expand the Flight section and its settings. Refer to the table below for an explanation of the available settings. 
    FieldDescription
    Flights not allowed to be bookedSet whether you wish to allow or not allow the booking of basic economy fares for domestic and/or international flights. 
    Set the cabin classes that are not allowed for domestic and/or international flights (e.g., Business, Premium economy). 
    Note: The selections made here will override other policy settings. 
    Highest cabin class - Domestic flightsSelect the highest cabin class allowed for domestic flights (e.g., Economy) in the Default cabin class field.
    To customize this further, click Add customization and then use the flight duration bar to set the highest cabin class allowed for flights under or over a specific number of hours.
    Select the desired action in the Define out of policy action field. This will be the action taken when travelers attempt to book a cabin class above the one you have defined as the highest. This supersedes any actions you have defined in the Policy group actions fields (under General).  
    Highest cabin class - International flightsSet the highest cabin class allowed for international flights (e.g., Premium Economy) in the Default cabin class field.
    To customize this further, click Add customization and then use the flight duration bar to set the highest cabin class allowed for flights under or over a specific number of hours.
    Select the desired action in the Define out of policy action field. This will be the action taken when travelers attempt to book a cabin class above the one you have defined as the highest. This supersedes any actions you have defined in the Policy group actions fields (under General).
    Highest cabin class - Overnight flightsClick the expander to set the following fields:
    • Cabin class - The highest cabin class that may be booked for overnight flights (e.g., Premium Economy). 
    • Night time hours - The start and end time for valid night time travel rules. This will be applied to the traveler's point of origin.
    • Required night time travel time - The minimum number of hours a traveler must be within the night time hours to qualify for the overnight flight cabin class allowance. 
    • Include layover time - Used to designate whether layover time should be applied to the calculation for the overnight flight cabin class allowance. 
    Allow cabin upgrades - DomesticYou have the ability to allow cabin upgrades for domestic flights when certain conditions are met and to specify the highest cabin allowed under those conditions.
    To allow cabin upgrades, enable the toggle.
    Then, set the conditions and highest cabin allowed.
    Upgrade condition options are: 
    • Allow if cheaper than lowest fare in the in-policy cabin
    • Allow if in-policy cabin is not available

    Cabin upgrade options are Economy, Premium Economy, Business, First.

    Allow cabin upgrades - International
    You have the ability to allow cabin upgrades for international flights when certain conditions are met and to specify the highest cabin allowed under those conditions.
    To allow cabin upgrades, enable the toggle.
    Then, set the conditions and highest cabin allowed.
    Upgrade condition options are: 
    • Allow if cheaper than lowest fare in the in-policy cabin
    • Allow if in-policy cabin is not available

    Cabin upgrade options are Economy, Premium Economy, Business, First

    BudgetClick Set budget to set the following fields:
    • Dynamic flight Budget - Domestic - You can set this to a USD or percentage amount above or below the Lowest logical fare or Median fare.
    • Dynamic flight Budget - International - You can set this to a USD or percentage amount above or below the Lowest logical fare or Median fare.
    • Maximum price per booking - Set the maximum price allowed in USD for all bookings or click Add customization to set this by flight duration. 
    Lowest logical fareClick the expander to configure your lowest logical fare settings. For more details, see Configure your lowest logical fare settings.
    Add-onsSet the ancillaries that travelers may add to their air bookings (e.g., additional baggage, early check-in). The default is to allows all add-ons.
    Booking window - DomesticSet the minimum number of days in advance of domestic travel an air booking must be made.
    Booking window - InternationalSet the minimum number of days in advance of international travel an air booking must be made.
    Refundable ticketsSet whether fully or partially refundable fares are allowed or required, or whether non-refundable fares are allowed.
    Changeable ticketsSet whether fully or partially changeable fares are allowed or required, or whether non-changeable fares are allowed.
    Maximum CO2 per passenger kilometerSet the maximum amount of CO2 emissions per passenger per flight allowed for flight bookings.
    Out of policy reason codesSet the reason codes that may be used for out of policy air bookings. If the Capture out of policy reason codes for flights setting is enabled, travelers will be prompted to select one of the reason codes when booking.
    To configure reason codes that can be selected, click Manage reason codes and set as desired. 
  3. Once you have configured your policy settings, click Save changes

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