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A policy that
works at the
point of booking
A travel policy nobody reads saves nothing. The value is in making it live where the booking happens — so the in-policy choice is the easy one and the exception is visible before it is paid for, not after.
How a policy earns its keep
Four stages,
start to
reporting
Design
Cabin and hotel rules by grade, advance-booking windows, preferred airlines and negotiated rates, and who can approve what. Written around how your team actually travels, not a template.
Apply
The policy is loaded into how we quote. In-policy options are offered first; an out-of-policy request is flagged with the reason and the delta before anyone books it.
Approve
Exceptions route to the approver you nominate, with the business reason attached. The decision is logged, so an exception is a documented choice rather than a leak.
Report
Compliance rate, exceptions by cost centre and traveller, and the cost of the exceptions — the evidence you need to tighten the policy where it is actually leaking.
What a policy usually covers
The levers,
and why
they matter
Advance booking
Booking windows by trip type. The single biggest, least painful saving in most programmes — enforced gently, not by refusal.
Cabin & hotel grade
Clear entitlements by seniority and trip length, so the traveller never has to guess and finance never has to argue.
Preferred suppliers
Negotiated fares and rates routed first, so the discount you negotiated is the discount you actually use.
Approval thresholds
Who signs off above what value, and what needs a reason. Visible in the flow, not buried in a PDF.
Kept honest
What we
will not do
- Claim a compliance figure we cannot show you the working for
- Enforce a policy so rigid your travellers book around us
- Treat every exception as fraud — some are just the right call on the day
Make the policy live
Send us your current policy — we will show you where it leaks.
Share your existing travel policy (or tell us you have none yet) and your top routes. We will map where spend escapes it and how the in-booking controls would close the gap.