Lesson 1Advance booking rules and lead-time targets by trip type (domestic vs international)Defines how far in advance trips should be booked to optimise fares and availability. Differentiates domestic and international lead times, handles urgent travel, and sets metrics to monitor booking behaviour. This ensures cost savings and smooth operations across trip varieties.
Lead-time targets by trip typeHandling urgent and last-minute travelMonitoring advance purchase complianceRole of TMC and tools in remindersAdjusting rules using booking dataLesson 2Rules for extras: baggage allowance, seat selection, Wi-Fi, and mobile hotspot reimbursementDefines which extras are reimbursable, how to cap costs, and when upgrades are justified. Covers baggage, seats, Wi-Fi, and hotspots, with guidance on equity, accessibility needs, and documenting approvals in tools. Fair rules promote consistency and satisfaction.
Standard vs premium baggage reimbursementSeat selection rules by route and roleWi-Fi and hotspot reimbursement criteriaCaps for ancillary fees by trip lengthDocumenting approvals for exceptionsLesson 3Per-diem, meal allowances, and expense limits vs receipts-based reimbursementClarifies when to use per-diems versus receipt-based reimbursement and how to set fair limits. Covers regional variations, tax implications, mixed models, and controls to prevent abuse while keeping admin light. This balances simplicity with accountability in expense management.
Designing per-diem rate structuresMeal caps by location and trip typeMixed per-diem and receipts modelsTax and compliance considerationsControls to prevent policy abuseLesson 4Change, cancellation, and refund rules including non-refundable fares and rebooking windowsExplains how to structure change, cancellation, and refund rules for different fare types. Covers non-refundable tickets, rebooking windows, penalties, no-show handling, and traveller responsibilities for timely changes. Clear rules minimise disruptions and costs.
Refundable vs non-refundable fare rulesStandard rebooking windows and feesSame-day change and standby policiesNo-show handling and cost recoverySupplier credit tracking and usageLesson 5Allowed cabin classes and upgrade rules tied to role and trip durationSets rules for allowed cabin classes and upgrades based on role, flight length, and health needs. Balances cost with productivity and well-being, and defines how to request and record exceptions transparently. This ensures equitable and justified travel comfort.
Economy, premium, and business rulesTrip duration thresholds for upgradesRole-based eligibility and fairnessMedical and accessibility exceptionsUse of miles and upgrade instrumentsLesson 6Hotel selection rules: star rating, corporate rate bands, maximum nightly rates, and preferred brand guidanceOutlines criteria for selecting hotels that balance cost, safety, and comfort. Covers star ratings, corporate rate bands, nightly caps, preferred brands, location safety, and handling exceptions in high-cost cities. These guidelines support reliable accommodation choices.
Approved star ratings and exceptionsCorporate rate bands and nightly capsPreferred hotel chains and partnersLocation safety and proximity rulesHandling high-cost market outliersLesson 7Structure and tone of a concise travel policy for internal approvalGuides how to write a concise, readable travel policy that leaders will approve and employees will follow. Covers structure, tone, ownership, version control, and aligning with HR, finance, and legal requirements. Effective policies are clear and adaptable.
Essential sections of a travel policyPlain-language and inclusive toneAligning with HR, finance, and legalVersion control and policy updatesCommunicating changes to employeesLesson 8Ground transport rules: ride-share, car rental classes, use of public transit, and airport transfersSets rules for choosing ground transport modes by cost, safety, and trip context. Details ride-share vs taxis, rental car classes, public transit use, airport transfers, and when to prioritise sustainability or security. This optimises local travel efficiency.
When to use ride-share vs taxisApproved rental car classes by roleUse of public transit on business tripsAirport transfer options and limitsSustainability and safety trade-offsLesson 9Duty of care clauses: emergency contacts, travel insurance baseline, passport/visa guidance, health alerts, and traveller check-in expectationsDefines duty of care expectations within the travel policy. Covers emergency contacts, baseline insurance, visa and passport guidance, health alerts, traveller check-ins, and coordination with security providers. These elements protect travellers comprehensively.
Emergency contact and hotline detailsMinimum travel insurance standardsPassport, visa, and entry guidanceHealth alerts and pre-trip briefingsCheck-in cadence for high-risk tripsLesson 10Approval workflows: pre-trip authorisation levels (employee, manager, finance), thresholds, and exception processDescribes how to design approval workflows that are clear, fast, and auditable. Details pre-trip authorisation levels, spend thresholds, exception routing, escalation paths, and integration with booking tools. Streamlined processes enhance compliance and speed.
Standard pre-trip approval flowsSpend thresholds by traveller levelDocumenting and routing exceptionsEscalation paths for urgent tripsAudit trails and reporting needs
