Flight Policies

Flight policies control cabin access, seat attributes, and booking requirements for air travel. These settings help travelers book appropriate flights while maintaining cost control and compliance.

Cabin Requirements

Configure approval and blocking rules for each cabin class. Each cabin (Economy, Premium Economy, Business, First Class) can have different requirements based on your organization’s travel standards.

Approval Requirements

Determine when travelers need approval before booking specific cabin classes:

Always

Always requires approval regardless of cost or circumstances. Use for cabin classes that need explicit permission.

Best for:

• Business class for standard employees
• First class for all travelers
• Strict cost control policies

Never

Never requires approval—travelers can book freely. This provides maximum flexibility for approved cabin classes.

Best for:

• Economy class for all travelers
• Premium Economy for executives
• Pre-approved cabin upgrades

Above Threshold

Requires approval when flight cost exceeds a specific dollar amount. This balances flexibility with cost control.

Configuration:

• Threshold Amount - Dollar limit for automatic approval
• Currency - USD, EUR, etc.

Best for:

• Premium Economy with cost limits
• Business class for long-haul flights only
• Executive travel with budget constraints

Above LLF (Lowest Logical Fare)

Requires approval when flight cost exceeds the Lowest Logical Fare by a specified amount or percentage. This ensures cost-effective booking while allowing flexibility.

Configuration:

• LLF Threshold - Dollar amount or percentage above LLF
• LLF Definition - Reference to your organization’s LLF rules

Best for:

• Premium cabins when cost-justified
• Flexible booking with cost accountability
• Market-rate based approvals

With Conditions

Conditional approval based on custom field values (e.g., executive level, travel distance, trip purpose).

Configuration:

• Conditions - Custom field logic for approval requirements
• Field Examples - Role, department, travel duration, destination

Best for:

• Role-based cabin access
• International vs. domestic rules
• Event-specific accommodations

Block Requirements

Determine when specific cabin classes are unavailable to travelers:

Always

Always blocked - travelers cannot book this cabin class under any circumstances.

Best for:

• First class restrictions
• Cost control enforcement
• Policy compliance

Never

Never blocked - cabin class is always available (subject to approval requirements).

Best for:

• Approved cabin classes
• Executive travel flexibility
• Emergency booking situations

Above Threshold

Blocked when flight cost exceeds a specific dollar amount. Higher costs require alternatives.

Above LLF

Blocked when flight cost exceeds the Lowest Logical Fare by specified thresholds.

With Conditions

Conditionally blocked based on custom field logic.

Seat Attributes

Control flight features and set traveler preferences for booking options.

Refundable Tickets

Allowed Options:

• Yes - Refundable tickets available
• No - Nonrefundable tickets only

Preferred Setting:

• Yes - Prioritize refundable options
• No - Prioritize nonrefundable options

Use Cases:

• Flexible schedules benefit from refundable tickets
• Cost-conscious policies prefer nonrefundable
• Executive travel needs maximum flexibility

Changeable Tickets

Allowed Options:

• Free - Free change tickets available
• Paid - Paid change tickets allowed
• Not Allowed - No changeable tickets

Preferred Setting:

• Free - Prioritize free change options
• Paid - Accept paid changes when necessary
• Not Allowed - Avoid changeable tickets

Use Cases:

• Uncertain schedules benefit from free changes
• Budget policies limit change flexibility
• Fixed schedules don’t require changes

Carry-on Bag

Allowed Options:

• Yes - Carry-on bags included/available
• No - No carry-on bags

Preferred Setting:

• Yes - Include carry-on bags
• No - Skip carry-on bags

Use Cases:

• Short trips may not require carry-on
• Business travel typically needs carry-on
• Ultra-low-cost carrier policies

Checked Bags

Allowed Options:

• 0 - No checked bags
• 1 - One checked bag
• 2 - Two checked bags

Preferred Setting:

• 0, 1, or 2 - Preferred number of checked bags

Use Cases:

• Short trips: 0 bags
• Standard business travel: 1 bag
• Extended travel: 2 bags
• Equipment transportation needs

Seat Selection

Allowed Options:

• Included - Seat selection included in fare
• Paid - Paid seat selection available
• Not Available - Random seat assignment

Preferred Setting:

• Included - Prefer included seat selection
• Paid - Accept paid seat selection
• Not Available - Accept random assignment

Use Cases:

• Premium fares include seat selection
• Budget policies use random assignment
• Accessibility needs require specific seats

Boarding Priority

Allowed Options:

• Standard - Standard boarding process
• Priority - Priority/early boarding

Preferred Setting:

• Standard - Standard boarding preference
• Priority - Priority boarding preference

Use Cases:

• Executive travel benefits from priority boarding
• Carry-on restrictions may require early boarding
• Cost control policies use standard boarding

Flight Search Options

Control advanced flight search capabilities that affect how the booking engine searches for and displays flight options to travelers.

Split-Ticket Search

Split-ticket search allows the booking engine to combine one-way tickets from different airlines into a single itinerary. When enabled, travelers can see additional flight options that combine one-way tickets from different airlines. This can unlock more itinerary choices at lower initial prices. However, these may lead to higher change fees and additional unused tickets if plans change.

Configuration:

• Enabled - Travelers see additional flight options combining one-way tickets from different airlines
• Disabled - Only round-trip or same-airline itineraries shown

How It Works:

When enabled, the flight search engine will:

1. Search for one-way flights independently for outbound and return segments
2. Identify combinations from different airlines that create viable itineraries
3. Display these split-ticket options alongside traditional round-trip fares
4. Clearly indicate when an itinerary uses tickets from multiple airlines

Use Cases:

Enable split-ticket search when:

• Cost savings are a priority over simplicity
• Your organization values having more itinerary choices
• Travelers are comfortable managing tickets from different airlines
• You want to access ultra-low-cost carriers for one leg while using major carriers for another

Disable split-ticket search when:

• Simplicity and ease of management are priorities
• You prefer single-airline itineraries for easier rebooking during disruptions
• Travelers prefer unified airline experiences (lounges, loyalty programs, baggage policies)
• Your travel policy requires same-airline bookings

Considerations:

Best Practices:

1. Set Clear Expectations - Educate travelers about split-ticket itinerary implications
2. Review Policies - Ensure your disruption policy accounts for multi-airline itineraries
3. Monitor Feedback - Track traveler satisfaction with split-ticket bookings
4. Consider Routes - Some routes benefit more from split-ticketing than others

Configuration Examples

Standard Employee Policy

Cabin Requirements:

• Economy: Never require approval, never blocked
• Premium Economy: Always require approval, never blocked
• Business: Always require approval, above $1000 threshold blocked
• First: Always require approval, always blocked

Seat Attributes:

• Refundable: No preferred, Yes/No allowed
• Changeable: Paid preferred, Free/Paid allowed
• Carry-on: Yes preferred, Yes allowed
• Checked Bags: 1 preferred, 0/1 allowed
• Seat Selection: Not Available preferred, all allowed
• Boarding: Standard preferred, Standard allowed

Flight Search Options:

• Split-Ticket Search: Enabled (to maximize cost savings)

Event Timing Buffer:

• Outbound: Show warning, 3 hours fixed buffer
• Return: Show warning, 3 hours fixed buffer

Executive Policy

Cabin Requirements:

• Economy: Never require approval, never blocked
• Premium Economy: Never require approval, never blocked
• Business: Above LLF +$500 require approval, never blocked
• First: Always require approval, above LLF +$2000 blocked

Seat Attributes:

• Refundable: Yes preferred, Yes/No allowed
• Changeable: Free preferred, all allowed
• Carry-on: Yes preferred, Yes allowed
• Checked Bags: 2 preferred, 1/2 allowed
• Seat Selection: Included preferred, all allowed
• Boarding: Priority preferred, all allowed

Flight Search Options:

• Split-Ticket Search: Disabled (prefer single-airline experience)

Event Timing Buffer:

• Outbound: Require approval, smart travel time (90 min airport buffer)
• Return: Require approval, smart travel time (120 min airport buffer)

International Travel Policy

Cabin Requirements:

• Economy: Never require approval, never blocked
• Premium Economy: Never require approval, never blocked
• Business: With Conditions (flight >8 hours), above $3000 blocked
• First: Always require approval, always blocked

Seat Attributes:

• Refundable: Yes preferred, Yes/No allowed
• Changeable: Free preferred, all allowed
• Carry-on: Yes preferred, Yes allowed
• Checked Bags: 2 preferred, 1/2 allowed
• Seat Selection: Included preferred, all allowed
• Boarding: Priority preferred, all allowed

Flight Search Options:

• Split-Ticket Search: Enabled (to maximize route options for international travel)

Event Timing Buffer:

• Outbound: Block booking, 8 hours fixed buffer (customs and jet lag)
• Return: Require approval, 5 hours fixed buffer (post-event networking)

Event Timing Buffer Policy

Control when travelers must arrive before events start and when they can depart after events end. This ensures travelers have adequate time to reach event venues and handle post-event logistics.

Buffer Calculation Modes

Choose how the system calculates required buffer time between flight arrival/departure and event start/end:

Fixed Hours

Set a fixed time buffer in hours between flight times and event times. This provides consistent, predictable requirements.

Configuration:

• Buffer Hours - Number of hours required (e.g., 3, 5, 8)

Best for:

• Simple, consistent policies across all destinations
• Organizations without complex travel time considerations
• Predictable buffer requirements

Example: Require travelers to arrive 5 hours before event start time, regardless of venue location.

Smart Travel Time

Calculate buffer dynamically using real-time travel time from airport to event venue, plus airport processing time. Uses Google Maps Distance Matrix API with live traffic data.

Configuration:

• Airport Buffer Minutes - Time needed for baggage claim, customs, and airport exit (e.g., 60-120 minutes)
• Additional Buffer - Extra time beyond travel time + airport buffer (optional)

How It Works:

When enabled, the system:

1. Calculates real-time driving time from arrival airport to event venue
2. Adds configured airport buffer (baggage claim, customs, airport exit)
3. Compares flight arrival/departure time against required buffer
4. Displays travel time estimates and requirements in flight search

Best for:

• Events with specific venue locations
• Organizations prioritizing precise time management
• Destinations with variable traffic patterns
• International travel with customs considerations

Requirements:

• Event must have venue coordinates (latitude/longitude)
• Falls back to 3-hour fixed buffer if coordinates unavailable

Example: For an event at a downtown convention center, the system calculates 45 minutes driving time + 60 minutes airport buffer, requiring flights arrive at least 1 hour 45 minutes before event start.

Enforcement Levels

Configure how the system handles flights that don’t meet buffer requirements:

Show Warning

Display a warning to travelers about insufficient buffer time, but allow booking without approval. Use when you want to inform travelers but trust their judgment.

Best for:

• Flexible policies that defer to traveler discretion
• Experienced travelers who understand timing risks
• Organizations prioritizing autonomy

Block Booking

Prevent travelers from booking flights that don’t meet buffer requirements. The flight option is unavailable and cannot be selected.

Best for:

• Strict timing requirements
• High-stakes events where late arrival is unacceptable
• Risk mitigation policies

Require Approval

Allow travelers to select flights that don’t meet buffer requirements, but require coordinator approval before booking.

Best for:

• Balancing flexibility with oversight
• Policies requiring case-by-case review
• Allowing exceptions with accountability

Outbound vs. Return Configuration

Configure buffer policies separately for outbound flights (arriving before event) and return flights (departing after event):

Outbound Flight Buffer

Controls when travelers must arrive relative to event start time. Ensures adequate time to travel from airport to venue.

Common Settings:

• Short local events: 3-hour fixed buffer
• International events: 8-hour fixed buffer (customs, jet lag)
• Events with venues: Smart travel time + 90 minutes airport buffer

Return Flight Buffer

Controls when travelers can depart relative to event end time. Ensures travelers attend full event and have time to reach airport.

Common Settings:

• Standard events: 3-hour fixed buffer
• Events with networking: 4-6 hour fixed buffer (post-event activities)
• Events with venues: Smart travel time + 2 hours (pack, checkout, travel)

Flight Search Integration

When travelers search for flights, the event timing buffer policy:

1. Evaluates each flight against outbound and return buffer requirements
2. Displays visual indicators (warning badges, approval required badges, blocked status)
3. Shows travel time estimates in tooltips when smart travel time mode is enabled
4. Explains buffer requirements so travelers understand timing constraints

Travelers see clear feedback about which flights comply with policy and why certain flights require approval or are blocked.

Approval Flow Integration

When flights violate event timing buffer policy and require approval:

1. Approval alert displays specific timing violation details
2. Shows required vs. actual buffer in minutes for both outbound and return
3. Indicates travel time calculations when smart travel time mode is used
4. Approvers see full context to make informed decisions

This helps approvers quickly understand why the flight needs review and make appropriate decisions based on specific circumstances.

Sharing Approval Details

Approvers can share flight approval request details via email with external stakeholders who need visibility into approval decisions. This feature is useful for:

• Consulting with executives or travel managers before approving premium cabin upgrades
• Coordinating with budget owners on high-cost flight bookings
• Sharing flight policy violations with finance or compliance teams
• Getting input from department heads on travel decisions

When sharing a flight approval request:

1. Navigate to the flight approval that needs review
2. Click the Share button
3. Enter the recipient’s email address
4. Optionally add a message providing context about the approval request
5. The recipient receives an email with complete flight details including itinerary, cabin class, pricing, and any policy violations

The shared email displays all relevant approval information but does not include action buttons, as only designated approvers can approve or reject requests within the Juno platform.

Best Practices

Cabin Configuration

1. Start Conservative - Begin with restrictive policies and loosen as needed
2. Use Thresholds Wisely - Set realistic dollar amounts based on route analysis
3. Consider Route Length - Different rules for domestic vs. international flights
4. Monitor Compliance - Track approval rates and policy violations

Seat Attributes

1. Align with Expense Policy - Ensure travel and expense policies are consistent
2. Consider Traveler Needs - Balance cost control with traveler experience
3. Test Booking Flows - Verify policies work as expected in booking scenarios
4. Regular Review - Update preferences based on airline product changes

Policy Testing

1. Use Test Bookings - Validate policy behavior before deployment
2. Check Edge Cases - Test unusual routes and scenarios
3. Verify Integrations - Ensure policies work with expense management
4. Monitor Feedback - Collect traveler feedback on policy effectiveness

Event Timing Buffer

1. Start with warnings - Use “Show warning” enforcement initially to gauge traveler behavior
2. Consider event types - Professional conferences may need less buffer than client meetings
3. Test smart travel time - Verify venue coordinates are accurate before enforcing travel time mode
4. Account for traffic - Smart travel time uses real-time traffic, but consider peak hours
5. Set reasonable buffers - Balance risk mitigation with flight availability
6. Different outbound/return rules - Arriving late is often worse than leaving early; enforce accordingly

Related Features

• Lowest Logical Fares - Market-based cost control thresholds
• Custom Fields - Create fields for conditional flight policies
• Policy Selection Rules - Assign different flight policies by traveler type
• Expense Policies - Align post-travel expense rules with booking policies