Travel Policy Overview
Travel policies in Zoho Expense lets you define rules and spending limits for employees’ business travel. You can set caps on flight, hotel, car, and train bookings, including maximum prices, cabin classes, star ratings, and car options, and keep travel spending in check. Each policy is assigned to specific users, ensuring that employees book within the guidelines set by their organization. Bookings that exceed these limits are flagged as Out of Policy, giving a clear visibility into policy compliance.
Create Travel Policy
You can configure the travel policy, set limits for employees’ flight and hotel bookings, and assign users to it. To create a travel policy:
- Navigate to Settings.
- Go to Travel Policies under Users and Control.
- Click + New Travel Policy.
- Enter a name for your travel policy in the Name field. The name given in this field will be visible in this page and used for internal purposes only.
- The Display Name is the name by which a travel policy will be visible to all the users in your organization. If you don’t want the travel policy name to be visible to all users or if you want to track the travel policy with another name, you can provide another name under Display Name.
- In the Description field, you can add a description of the travel policy.
- Configure travel policy currency. All the amounts, including the price for booking flights, hotels, etc. in the travel policy will be calculated in the chosen currency.
- To configure travel policy currency, select a currency from the Currency dropdown.
- You can set limits for employees’ flight bookings:
- Maximum Price Per Booking: Enter the maximum amount that a user can spend on a single flight booking.
- Maximum Cabin Class Allowed: Select the maximum flight cabin class employees are permitted to book, such as Economy, Premium Economy, or Business for domestic and international travel.
Note: Flights that do not comply with your travel policy will be labeled Out of Policy, but can still be booked.
- You can set limits for employees’ hotel bookings:
- Maximum Booking Price Per Night: Enter the maximum amount that a user can spend on a hotel booking per night.
- Star Rating: Select the minimum and maximum range of hotel star ratings allowed for employees.
Note: Hotels that do not comply with your travel policy will be labeled Out of Policy, but can still be booked.
Manage Policy Users
Users who are associated to a travel policy can book trips based on the rules and limits defined in the travel policy.
To assign users to a policy:
- Navigate to Settings.
- Go to Travel Policies under Users and Control.
- Click the travel policy to which you want to add users.
- Under Manage Policy User, click Assign Users.
- You can apply filters to find users in the organization more easily such as their name, email address, the policies they are associated with, department they belong to, and their role in the organization.
- Click Apply. To remove the filters, click Reset. Based on your filter, users will be displayed.
- Select the users and click Save. The users will be added to the travel policy.
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