Recommendations for Setting Up your Flight Policy

 

Policy: What can be configured?

You have the ability to configure three separate groups (default, director, executive) and then to assign each of your users to one policy configuration. If you haven't already assigned policy levels to each person and would like to learn how please see: Step 2 of How do I invite new users?

Below is a screenshot showing taken from the flight policy page that shows where you can determine your policy limits for each of your policy groups.  Any booking that violates your set policy or the algorithm will trigger an ‘out-of-policy’ email that goes to that traveler’s approver, listed in the user tab.

You can learn more about approvals in this article.

Recommendations on the different policy levels:

When configuring your policy for each bucket, you will want to think strategically about how to blend your travel program goals for savings with your traveler's expectations and needs for business travel.

We recommend bucketing your travelers together by their travel habits and travel requirements for your business. For example, if you have a sales team who is frequently required to book a trip on short notice to meet with prospects, it might make sense to group them into their own policy so you can tailor the out-of-policy lead-time threshold accordingly.

Here is a screenshot of the Flight Policy page:

SCREENSHOT

Flights

  • Long-Haul Duration Threshold - This determines the time that short-haul and long-haul split. This is in minutes. It includes only travel time, not time spent on layovers.
  • Default Short Haul Flight Policy - This information will all be displayed for your traveler to see during the time of search.
    • Maximum Price - Maximum allowable price for a booking to be in policy. If this is set as $0 in your flight policy, the maximum allowable price to be ‘in policy’ will be determined by the TripActions dynamic algorithm at the time of a search.
    • Lead Time - The main driver for savings with flights is the lead time and generally the further out the lead time, the cheaper the flights. Your objective when setting the flight policy lead time is to encourage travelers to book as soon as they know about their trip by setting a lead time in the flight policy that should be feasible for the majority of trips. We want to correct bad booking behavior. When setting a lead time, you will want to consider the users under the policy group (default, director, executive) and their travel requirements for business. It can frustrate travelers if they are frequently required to book within 3 days of the time of the trip and they have a 7-day lead time set for their flight policy.
    • Highest Cabin Class - The highest cabin class that will be allowed for an in-policy booking.
    • Allow Paid Seats - You can toggle whether paid seat upgrades will be in policy for the travelers in this policy group by checking this box. Travelers will always be able to upgrade their seat if the loyalty membership allows them to do so for free and this will not be classified as an out of policy booking.
  • Long Haul Flight Policy  - The same options as above, but for long-haul flights. We recommend setting more lenient policies here that fit your company culture for long-haul flights. You’ve already set what defines ‘long-haul’ above.

Flight Specific Policies - This enables you to set policies for one flight path. This will override any other policy that you have.

The Median Price for the flight search results is also displayed at the time of search. This is displayed under the policy section, in the ‘Route Stats’ box. This median price gives travelers a benchmark fare to encourage responsible spending habits and compliance. This is the price at which exactly half the flights are more expensive, and half are less expensive for that seat class. This is not configurable but rather generated based on the prices of the flights at the time of search.

 

Policy - What does TripActions recommend?

It’s important to note that your employees’ and company’s business needs are unique. These recommendations are guidelines only. You can talk in more detail with your Customer Success Manager on more personalized guidelines.

Flights

  • Long-Haul Duration Threshold - Most companies use 6-8 hours (360 - 480 min)
  • Default Short Haul Flight Policy
    • Maximum Price - We recommend leaving the maximum price at 0 because flight prices vary significantly based on the airports in the search. Having a flat maximum price for flight policy may significantly limit in-policy options in cases where the airports are more expensive to fly into, even when the traveler is selecting something that is fair. If you feel more comfortable having a hard cap on flights, we recommend setting a price that you would always want to be notified if a flight is above this price - somewhere around $1,000 may be appropriate.
    • Lead Time - We recommend to try and set a lead time of seven days (this may not be possible based on your business). More than seven days is often not consistently achievable.
    • Highest Cabin Class - We recommend setting this based on your company culture. Many companies only allow ‘economy’ or ‘premium economy’ for a short-haul flight, while allowing a higher cabin class to be selected for long-haul flights.
    • Allow Paid Seats - We recommend setting this based on your company culture. Many companies do not allow paid seat upgrades for short-haul flights, but they do allow them to be selected for long-haul flights.
  • Director Short Haul Flight PolicyWe recommend setting this based on your company culture and what type of freedoms that the employees bucketed under ‘Director’ require. It has all the same options as above, but for a different policy group.
  • Executive Short Haul Flight Policy - We recommend setting this based on your company culture and what type of freedoms that the employees bucketed under ‘Executive’ require. It has all the same options as above. Often, our customers leave the ‘Executive’ group as unlimited price, first class, and paid seats available.
  • Default, Director, and Executive Long Haul Flight Policy - The same options as above, but for long-haul trips. We recommend setting more lenient limits for longer travel times to ensure your employees’ comfort. Perhaps allowing paid seats and a higher cabin class would be appropriate here.

Flight Specific Policies  - This depends on where you travel and how often. Reach out to your CSM for customized recommendations.

 

 

 

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