Lesson 1Advance booking rules and lead-time targets by trip type (domestic vs international)Defines how far in advance trips should be booked fi optimize fares an availability. Differentiates domestic an international lead times, handles urgent travel, an sets metrics fi monitor booking behavior.
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 fi cap costs, an when upgrades are justified. Covers baggage, seats, Wi-Fi, an hotspots, wid guidance on equity, accessibility needs, an documenting approvals in tools.
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 fi use per-diems versus receipt-based reimbursement an how fi set fair limits. Covers regional variations, tax implications, mixed models, an controls fi prevent abuse while keeping admin light.
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 fi structure change, cancellation, an refund rules fi different fare types. Covers non-refundable tickets, rebooking windows, penalties, no-show handling, an traveler responsibilities fi timely changes.
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 fi allowed cabin classes an upgrades based on role, flight length, an health needs. Balances cost wid productivity an well-being, an defines how fi request an record exceptions transparently.
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 fi selecting hotels dat balance cost, safety, an comfort. Covers star ratings, corporate rate bands, nightly caps, preferred brands, location safety, an handling exceptions in high-cost cities.
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 fi write a concise, readable travel policy dat leaders will approve an employees will follow. Covers structure, tone, ownership, version control, an aligning wid HR, finance, an legal requirements.
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 fi choosing ground transport modes by cost, safety, an trip context. Details ride-share vs taxis, rental car classes, public transit use, airport transfers, an when fi prioritize sustainability or security.
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 traveler check-in expectationsDefines duty of care expectations within de travel policy. Covers emergency contacts, baseline insurance, visa an passport guidance, health alerts, traveler check-ins, an coordination wid security providers.
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 authorization levels (employee, manager, finance), thresholds, and exception processDescribes how fi design approval workflows dat are clear, fast, an auditable. Details pre-trip authorization levels, spend thresholds, exception routing, escalation paths, an integration wid booking tools.
Standard pre-trip approval flowsSpend thresholds by traveler levelDocumenting and routing exceptionsEscalation paths for urgent tripsAudit trails and reporting needs
