Rental Car Policies

Rental car policies control which vehicles guests can book, how much they can spend, and which vendors are preferred. When a travel policy has no rental car policy configured, rental cars are not available on invites that use that policy.

Adding rental settings to a policy variant

In a policy variant, use Add a change to select Rental cars. If the variant inherits no rental car policy, adding the section starts with the displayed default settings. Keep those defaults or customize them, then select Save to apply the rental settings to that variant without changing the base policy.

Spend Limit Calculation

Before configuring spend limits, choose which price to measure them against:

• Total cost, including taxes and fees — The full out-of-pocket cost of the rental. Use this when your budget needs to reflect what the organization actually pays.
• Base rate, excluding taxes and fees — The pre-tax daily rate only. Use this when your benchmarks or vendor agreements are quoted before taxes.

This setting affects how the maximum daily rate is evaluated. All other policy settings are unaffected by this choice.

Vehicle Classes

Select which vehicle classes guests are permitted to book. Vehicles outside the allowed classes are flagged as out of policy and require approval before booking.

You must select at least one vehicle class. Most organizations start with Economy through Standard and add classes as needed.

Seasonal Vehicle Rules

Use seasonal vehicle rules to allow specific vehicle classes or AWD/4WD vehicles during a recurring date range. Each rule uses the rental pickup date, includes both the start and end dates, and repeats every year. Date ranges can cross New Year, such as November 1 through April 30.

Choose how each matching rule is enforced:

• Allow without approval — Matching vehicles are in policy during the configured date range. Outside the date range, they require approval unless another policy rule allows them.
• Require approval — Matching vehicles require approval during the configured date range.

If multiple seasonal rules match a vehicle, a rule that requires approval takes precedence over a rule that allows the vehicle. Seasonal rules apply regardless of pickup location, so configure them only when the date range should apply to every destination covered by the travel policy.

Maximum Daily Rate

Set an optional spending cap per day. Vehicles that exceed this rate are flagged as out of policy and require approval. The rate is compared against whichever price basis you selected above (total cost or base rate).

If left blank, no price cap is applied and all cars in the allowed vehicle classes are eligible.

Vendor Policy

Control which rental car agencies guests can book from. Three modes are available:

All Agencies

No vendor restrictions. Juno returns results from all available agencies and ranks them by price.

Only Allow Specific Agencies

Restrict bookings to a specific set of agencies. Vehicles from other agencies are flagged as out of policy and require approval. Use this when your organization has negotiated rates or contractual obligations with specific vendors.

Preferred Agencies

Preferred agencies are ranked higher in search results, but guests can still book from other agencies without triggering an approval request. This gives you cost steering without hard restrictions.

When you select Prefer specific rental car agencies, choose a sorting preset that controls how Juno balances price against agency preference:

Direct Billing

If your organization has corporate billing accounts with specific vendors, bookings with those vendors are automatically charged to your corporate account rather than a payment card. See Rental Car Direct Billing for setup instructions.

Different Pick-Up and Drop-Off Locations

Use Different pick-up and drop-off locations to decide whether travelers need approval to return a rental car somewhere other than where they picked it up:

• Allow without approval — The pick-up and drop-off locations can differ without making the rental out of policy.
• Require approval — A rental with different pick-up and drop-off locations is out of policy and requires approval.

Requiring approval does not hide rental cars or prevent a coordinator from continuing with the selection. The rental follows the standard approval flow before it is confirmed.

When Approval Is Required

Rental car bookings are automatically approved when they comply with all policy rules. When a booking violates any rule, it requires approval before being confirmed.

A booking triggers an approval request when any of the following are true:

• The selected vehicle class is not in the allowed list
• The selected vehicle is outside its seasonal allowance for the pickup date, or a matching seasonal rule requires approval
• The daily rate exceeds the maximum daily rate
• The vendor is not in the allowed list (Only Allow mode only — Prefer specific rental car agencies does not trigger approvals)
• The pick-up and drop-off locations differ and the policy requires approval

When a booking requires approval, guests must provide a reason before submitting their request. Approvers review the request in the Rental Car Approvals queue.

Insurance Policy

Tell Juno what insurance coverage to select when booking:

Configuration Examples

Standard Employee Policy

Executive Policy

Best Practices

Policy Design

1. Start with common classes — Enable Economy through Standard for most organizations; add SUV or higher only where justified
2. Use rate limits before class restrictions — Set a maximum daily rate before restricting vehicle classes outright; this gives you visibility into spending patterns through the approval queue
3. Test before deploying — Validate policy behavior with a test invite before rolling out to all travelers
4. Review regularly — Update vendor lists and rate limits as your travel program evolves

Cost Control

1. Set realistic rate limits — Research average daily rates for your most common destinations before configuring the maximum
2. Choose your price basis deliberately — Base rate limits are easier to benchmark against vendor quotes; total cost limits are a better proxy for actual spend
3. Steer spend without restricting availability — Select Prefer specific rental car agencies to steer spend toward negotiated vendors while still allowing bookings when those vendors have no availability
4. Align with direct billing — If you have direct billing accounts with specific vendors, consider listing those vendors as preferred so Juno routes bookings toward them

Related Features

• Rental Car Approvals — Review and act on rental car approval requests
• Rental Car Direct Billing — Set up corporate billing accounts with vendors
• Policy Selection Rules — Automatically assign rental car policies based on traveler attributes
• Expense Policies — Configure post-travel expense submission rules for rental car costs