Travel Policies

Travel policies in Juno control how travelers book flights, hotels, rail, rental cars, and ground transportation. Each policy has configuration sections that work together to ensure compliance, control costs, and improve traveler experience.

Overview

Travel policies control:

• Approval workflows: Who reviews and approves travel requests
• Flight booking: Cabin restrictions, seat attributes, and requirements
• Hotel selection: Rate types, location preferences, and booking strategies
• Rail support: Rail card spend limits, limit increase requests, and default rail locations
• Rental cars: Vehicle class restrictions, spend limits, preferred vendors, and approval requirements
• Ground transportation: Uber ride types, locations, and spending limits
• Disruption handling: Automated rebooking and overrides during travel issues

Multiple travel policies can be created for different traveler segments (executives, regular employees, contractors, etc.) and automatically applied using Policy Selection Rules.

Changes During Active Searches

Saving changes that affect a trip’s travel policy refreshes active flight, hotel, and rental-car searches. This includes changes to the base policy, an applied policy variant, or a trip exception, as well as hotel-selection settings for hotel searches. Juno checks results against the current settings and restarts affected searches rather than continuing to use results evaluated under the previous policy.

Guests and coordinators may see updated choices while booking or when they return to the results page. They should review the refreshed options and select again if prompted. If Juno reports that search results have expired and does not refresh automatically, start a new search.

Configuration Sections

Travel policies are organized into these main areas:

Policy Application

Automatic assignment

Travel policies are automatically assigned to travelers through Policy Selection Rules based on custom field values like department, role, or travel purpose.

During booking

When travelers search for flights or hotels:

1. System applies their assigned travel policy
2. Shows only policy-compliant options
3. Highlights preferred choices based on policy settings
4. Flags out-of-policy options that require approval

During disruptions

When travel issues occur:

1. System evaluates disruption policy rules
2. Automatically rebooks within policy thresholds
3. Escalates to backup contacts for exceptions
4. Tracks all changes for expense reconciliation

Best Practices

Policy Design

1. Start simple: Begin with basic approval and cabin restrictions
2. Test thoroughly: Validate with test bookings before deployment
3. Document rules: Maintain clear documentation of policy intentions
4. Review regularly: Update based on travel patterns and costs

Multiple Policies

1. Executive policy: Higher cabin classes, flexible companion rules
2. Standard policy: Economy focus, limited approvals
3. International policy: Different rules for long-haul travel
4. Event-specific: Custom policies for conferences or special events

Monitoring

1. Approval rates: Track how often travelers request exceptions
2. Cost impact: Monitor spending changes after policy updates
3. User feedback: Regular surveys on policy usability
4. Compliance metrics: Measure adherence to company travel guidelines

Related Features

• Policy Selection Rules - Automatically assign policies based on traveler attributes
• Custom Fields - Create data fields for conditional policy logic
• Expense Policies - Control post-travel expense submission and approval