What are best practices for setting up flight policy?

 Best Practices for Setting Up Flight Policy

  • Short vs Long Flight Duration Threshold - Most companies use 6-8 hours (360 - 480 min). Some companies set the duration threshold to be based around how long the international flights will take from their HQ and configure short and long flight policies to support these trip types accordingly.
  • Default policy for Short Flights
    • 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. 
    • Highest cabin class - We recommend setting this based on your company culture. Many companies only allow ‘economy’ for a short-haul flight, while allowing a higher cabin class to be selected for long-haul flights.
    • Cabin upgrade - We recommend not allowing any cabin class upgrades unless you feel that your maximum price policy will always be a fair amount to book at or below.
    • Seat upgrade - 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.
    • Approval flow - We recommend leaving this as Soft Out of Policy so traveler approvers are notified via email on out of policy bookings. 
    • Booking days before departure - 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.
  • Director Policy for Short Flights - We 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 Policy for Short Flights - 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 Policy for Long Flights - 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. 
  • Specific Flight Route Policies - This depends on where you travel and how often. Some companies set specific thresholds for their most frequently traveled routes. These will apply to all policy classes.
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