Lesson 1Advance booking rules and lead-time targets by trip type (domestic vs international)Sets how early trips should be booked to get best prices and spots. Tells apart local and outside lead times, deals with sudden travel, and sets measures to watch booking habits.
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 reimbursementSets which extras can be paid back, how to limit costs, and when better options are okay. Covers bags, seats, Wi-Fi, and hotspots, with advice on fairness, access needs, and noting 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 reimbursementMakes clear when to use daily allowances versus receipt pay back and how to set fair limits. Covers area differences, tax effects, mixed ways, and checks to stop misuse while keeping admin easy.
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 set change, cancel, and money back rules for different price types. Covers no-money-back tickets, rebook times, fines, no-show dealing, and traveler duties for 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 for okay seat classes and better seats based on job, flight time, and health needs. Mixes cost with work output and well-being, and sets how to ask and note exceptions clearly.
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 ways to pick hotels that mix cost, safety, and ease. Covers star levels, company price bands, night limits, liked brands, place safety, and dealing with exceptions in costly 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 to write a short, easy-to-read travel rule that bosses will okay and workers will follow. Covers build, voice, ownership, version check, and matching HR, money, and law needs.
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 picking ground travel ways by cost, safety, and trip setting. Details ride-share vs taxis, rent car types, public travel use, airport moves, and when to pick green or safe options.
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 expectationsSets care duty hopes in the travel rule. Covers sudden contacts, base insurance, visa and passport advice, health warnings, traveler check-ins, and working with safety 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 to make approval ways that are clear, quick, and checkable. Details pre-trip okay levels, spend limits, exception paths, rise paths, and mix with booking tools.
Standard pre-trip approval flowsSpend thresholds by traveler levelDocumenting and routing exceptionsEscalation paths for urgent tripsAudit trails and reporting needs
