As a Payhawk administrator, you can configure your company’s travel policies for business trips directly within the Travel Agent. Based on the defined travel policies, the Travel Agent will display only options that align with these policies and will guide the employee through the booking process in accordance with them.
Default travel policies
By default, Payhawk suggests a travel policy, which you can modify according to the requirements of your company.
Travel policies for flights
You can define travel policies for flights using the following options:
Maximum flight cost - For example, you can specify a maximum allowable amount of up to 300 EUR for a round-trip flight.
Preferred airlines - For example, you can set a policy that allows employees to book flights only with your preferred airlines such as Lufthansa and British Airways.
Travel policies for accommodations
You can define travel policies for accommodations using the following options:
Maximum hotel rate - For example, you can set policies that allow up to 200 EUR per night.
Hotel chains - For example, you can specify a policy that allows employees to book only your preferred hotel chains.
Hotel ratings - For example, you can set a policy that allows employees to book only your preferred hotel categories such as 3-star or 4-star hotels.
Editing travel policies
To edit an existing travel policy:
Go to Settings > AI Office > Travel Agent.
Under Travel policy, click on Edit Policy.
On the next screen, edit the desired details of the exisiting travel policy by entering your text input.
Click on Save.
Alternatively, you can edit an existing travel policy directly in the Travel Agent by uploading a file in Slack that contains your company’s travel policy in plain text. The Agent will process the information and request final confirmation before updating the policy.