Brex travel overview

OverviewBrex travel usersTravel policiesTravel spend limitsBooking rulesTravel insuranceTrip feesBrex travel trip IDsCurrenciesNew Distribution Capability (NDC)Credit card authorizationBooking options

This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.

Overview

Brex travel is your all-in-one solution for booking and managing travel and events, integrated with our expense management software and corporate cards


Brex travel users

Add and edit users

If you have Brex travel enabled on your account, users will be able to access the Trips tab in their dashboard after they’ve accepted their invitation to Brex. Users with the role types of employee, account admin, card admin, or travel admin can request travel spend limits, book travel, and enable other employees at the company to book travel on their behalf. This includes designated managers with these role types.

Deactivated users
Upcoming trips

If a user's account is deactivated, any upcoming bookings made under that account will remain valid unless they are canceled. To view and manage these bookings, account and card admins can either generate a booking report or contact Brex travel support. There are two options for handling these bookings:

  1. Cancel the booking(s) and forfeit any payment made.
  2. Cancel the booking(s) and request a refund or credit directly from the provider.
Airline credits

Depending on the circumstances, you might be able to transfer airline credits from a deactivated user account to a collective company pool of credits. Please reach out to Brex travel support to begin this process.


Travel policies

Premium Enterprise P-card Policies are a set of rules that a manager, account admin, card admin, or travel admin can set for booking travel with Brex. For example, admins can restrict employees from flying certain airlines, sitting in certain cabin classes, or staying in lodging above a certain star rating threshold. 

Airlines

Step 1: Create an expense policy. Step 2: Under Add categories, click Airline expenses > Customize. Step 3: (Optional) Toggle on Spending limits per booking. Provide the hour limits under up to and the dollar amount, then fill in the information for flight. Step 4: (Optional) Toggle Cabin class restrictions and set policy by flight duration or by destination type.

  • For flight duration: Enter in the number of hours (1-20 hours) and cabin class via the dropdowns. Choose up to four cabin class restrictions. To add another restriction, click Add duration.
  • For destination type: The splits will be either by domestic or by international. You can choose up to four cabin class restrictions (economy, premium economy, business and first class). To add another restriction, click Add duration.

Step 5: (Optional) Toggle booking lead time and enter the number of days you require employees to book in advance of your trip. Step 6: (Optional) Toggle ticket refundability and choose between three options: non-refundable tickets only, refundable tickets only no additional fees, or refundable tickets only additional fees allowed. Step 7: (Optional) Toggle maximum spend limit outside of Brex travel and enter the dollar amount of expenses equal or above the amount you entered to require review. Step 8: (Optional) Toggle Specify by merchant and enter the merchant name in the dropdown. Choose between Allow or Review under the smaller dropdown. Under What about all other merchants? select either Review to require review for all other spending, or Allow to allow spending with other merchants in this category. Step 9: (Optional) To add a note, enter in your note in under 250 characters or less. Step 10: Click Update & review. If you would like to add lodging and car rental expense policies for your travel policy, see the relevant section below. Step 11: Click Next and then Save.

Hotels

Step 1: Create an expense policy. Step 2: Under Add categories, click Lodging > Customize. Step 3: (Optional) Toggle average nightly limit and enter the dollar amount. Under search location, type in the location and enter the dollar amount for the location that you entered. Step 4: (Optional) Toggle lodging rating restrictions and enter in the star rating under the dropdown menu. The options are one through up to five stars. Step 5: (Optional) Toggle booking lead time and enter in the number of days that you require employees to book in advance of your trip. Step 6: (Optional) Toggle maximum spend limit outside of Brex travel and enter the dollar amount of expenses equal or above the amount you entered to require review. Step 7: (Optional) Toggle specify by merchant and enter the merchant name in the dropdown. Choose between Allow or Review under the smaller dropdown. Under What about all other merchants? select either Review to require review for all other spending, or Allow to allow spending with other merchants in this category. Step 8: (Optional) To add a note, enter in your note in under 250 characters or less. Step 9: Click Update & review > Next > Save.

Car rentals

Step 1: Create an expense policy. Step 2: Under Add categories, click Car rental > Customize. Step 3: (Optional) Toggle specify maximum spend and enter the dollar amount. Step 4: (Optional) Toggle specify vehicle class and choose whether you’d prefer a compact, standard, convertible, economy, full size, luxury, mid size, mini, or minivan. Step 5: (Optional) Toggle maximum spend limit outside of Brex travel and enter the dollar amount of expenses equal or above the amount you entered to require review. Step 6: (Optional) Toggle specify by merchant and enter the merchant name in the dropdown. Choose between Allow or Review under the smaller dropdown. Under What about all other merchants? select either Review to require review for all other spending, or Allow to allow spending with other merchants in this category. Step 7: (Optional) To add a note, enter in your note in under 250 characters or less. Step 8: Click Update & review > Next > Save.

Rails

Step 1: Create an expense policy. Step 2: Under Add categories, click Public transportation & rail > Customize. Step 3: (Optional) Toggle Set spending limits per booking and enter the hours and specified maximum spend limits based on rail duration. Step 4: (Optional) Toggle Cabin class restrictions and enter the hours and cabin classes based on rail duration and destinations. Step 5: (Optional) Toggle Booking lead time and enter in the number of days that you require employees to book in advance of your trip. Step 6: (Optional) Toggle maximum spend limit outside of Brex travel and enter the dollar amount of expenses equal or above the amount you entered to require review. Step 7: (Optional) Toggle specify by merchant and enter the merchant name in the dropdown. Choose between Allow or Review under the smaller dropdown. Under What about all other merchants? select either Review to require review for all other spending, or Allow to allow spending with other merchants in this category. Step 8: (Optional) To add a note, enter in your note in under 250 characters or less. Step 9: Click Update & review > Next > Save.


Travel spend limits

Create/request travel spend limit

Step 1: Request a travel spend limit.

Note: You won’t be able to modify the existing fields.

Step 2: Under How you are traveling, select either round trip air, one-way air, or other.

Step 3: Under From, enter in your departing airport. Under To, enter in your arrival airport.

Step 4: Under Depart on, enter in your departing date. Under Return on, enter in your arrival date.

Step 5: Under Location of stay, enter your city of stay.

Step 6: Toggle I don’t know my travel dates to either on or off.

  • If you don’t know your travel dates or if your trip involves multiple cities, toggle the button on.
  • If you do know your travel dates or if your travel does not involve multiple cities, leave the toggle off.

Whether the toggle is on or off, you can manually enter the spend limit amount you think you need to take your trip under Spend limit to request. If you’re not sure what limit to give your travel spend limit, your dashboard can generate a suggested dollar amount after you enter your trip details.

Assign travel spend limit

Assign your travel spend limit to your Brex card prior to your trip so that your current and future incurred travel expenses map correctly.

Before your trip, we’ll send a push notification to your mobile device reminding you to switch your card to the correct travel spend limit. By tapping the notification and following the in-app instructions, you can select the right travel spend limit. You can also press and hold the notification directly to activate your travel spend limit.

Travel spend limits generally aren’t relevant anymore after your trip ends, so we’ll send you another push notification after your trip to reassign your card to your original spend limit. You can tap the notification to follow the in-app instructions and select the right spend limit. You can also press and hold the notification directly to change your spend limit.

Manage travel spend limit requests

To manage and view travel spend limit requests, the spend limit approver will see approval requests in their dashboard. When a spend limit is given a soft limit, employees can spend above their limit threshold but the transaction will be flagged for review. By default, account, card, and travel admins are set as approvers of these transactions, though they can either designate a different user to act as final approver or add an additional approver. Choosing the second option creates a chain of approvals that will go to the designated approver first and the admin second. Approvers — account, card, travel admin, or someone they’ve designated — can view, manage, and approve trip spend limit requests or flexible spend limit overages in their dashboard Tasks.


Booking rules

Premium Enterprise P-card

Car rental

Specify maximum spend

The Specify maximum spend settings under the car rental policy allow account, card, and travel admins to set the average daily rate, including taxes and fees, that will trigger a review. Maximum spend rules can be configured by toggling the Specify maximum spend button on. Set the type of car rental that, when booked, will trigger the expense to be reviewed. Maximum daily rate in a specific currency can be used to define a travel policy. You can also exclude maximum daily rate rules. Example: Car rentals costing more than $100 a day will require the expense to be reviewed.

Allowed car classes

Set the type of car rental that, when booked, will trigger the expense to be reviewed. Car class can be used to define a travel policy. Car classes include economy, mini, compact, mid-size, standard, premium, luxury, sport, pickup, and many more. You can also exclude allowed car class rules. Example: Car rentals in which the car class is not one of "economy," "standard," "mini," "compact,” or "mid-size" will require the expense to be reviewed.

Lodging

Booking window

Set the minimum number of days a lodging booking must be made before the expense gets triggered for review. You can also exclude booking window rules. Example: Booking a hotel less than 15 days in advance will require the expense to be reviewed.

Maximum star rating

Set the type of hotel booking that, when booked, will trigger the expense to be reviewed. Maximum star rating can be used to define a travel policy. You can also exclude maximum daily rate rules. Example: Booking a hotel rated more than three stars will require the expense to be reviewed.

Maximum average nightly rate

Set the type of hotel booking that, when booked, will trigger the expense to be reviewed. Maximum average nightly rate, location, and price can be used to define a travel policy. You can also exclude the maximum average nightly rate rule. Example: Hotel bookings greater than $300 per night on average will require the expense to be reviewed. Hotel bookings over $400 per night on average in Boston will require the expense to be reviewed, and hotel bookings over $500 per night on average in New York will require the expense to be reviewed.

Flight

Set spending limits per booking

Toggle on Set spending limits per booking setting under the airline expenses policy to specify the maximum spend limit based on flight durations. The duration is determined by the shortest leg of the trip. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Flight duration in hours, and maximum price can be used to define a travel policy. You can also exclude maximum price rules. Whether you book a single roundtrip or multi-city ticket, the maximum price policy will apply against the total ticket price. Example 1: Flights up to three hours costing more than $500 will require the expense to be reviewed. Flights longer than three hours costing more than $750 will require the expense to be reviewed. Example 2: If a flight has a stopover, and each segment is two hours each, with a one-hour layover, The total flight duration for the policy will be four hours. Example 3: If a flight is a roundtrip flight and the departing segment is five hours, and the return segment is six hours, the total flight duration of the policy will be the lower amount, which is five hours.

Lowest Logical Fare Policy

The Lowest Logical Fare (LLF) Policy gives you a more reasonable and efficient approach to determining flight prices. Here are some key points about the LLF policy:

  1. It filters out unreasonable flights, such as those with too many or long-duration layovers.
  2. It is time-aware when comparing the price of your flight to other flights at the same time of day. For example, morning flights will only be compared to other morning flights.
  3. Skew doesn’t affect it when there are a large number of available options.
  4. It doesn’t require different rules and exceptions for different routes, international and domestic flights, or time of the day.
    1. Travel managers can set a single number so travelers don’t spend excessively when there are cheaper options available.
Cabin class restrictions

Toggling on Cabin class restrictions under the airline expense policy lets you set cabin class restrictions based on duration and destination. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Flight duration in hours, whether the flight is either domestic or international, and cabin class can be used to define a travel policy. Flight duration can be between zero and two hours, travel can be classified as domestic or international, and cabin classes are defined as economy, premium economy, business class, and first class. You can also exclude cabin class rules. Example: For domestic and international flights up to six hours, the highest allowed cabin class is economy. For flights longer than six hours, the highest allowed cabin class is premium economy. Flight bookings that violate this policy will require the expense to be reviewed.

Booking lead time

Toggling on Booking lead time under the airline expense policy requires employees to book in advance of their trip. You can set the minimum number of days in advance a flight must be before the expense gets triggered for review. Example: Booking a flight less than 15 days in advance will require the expense to be reviewed.

Ticket changeability

Toggling on Ticket changeability under the airline expense policy allows you to specify ticket changeability requirements. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Examples of ticket types for selection are non-changeable tickets only, changeable tickets only no additional fees, and changeable tickets only additional fees allowed. You can also exclude ticket change rules. Example: Booking a ticket that is non-changeable or that has a change fee will require the expense to be reviewed.

Ticket refundability

Toggling on Ticket refundability under the airline expenses policy lets you specify ticket refund policy requirements. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Examples of ticket types for selection are non-refundable tickets only, refundable tickets only no additional fees, refundable tickets only additional fees allowed. You can also exclude ticket refund rules. Example: Booking a non-refundable ticket will require the expense to be reviewed.

Rail rules

Set spend limit per booking Premium Enterprise P-card

Under the public transportation and rail expenses policy, toggle on Set spending limits per booking to specify the maximum spend limit based on rail durations. The duration is determined by the shortest leg of the rail. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Rail duration in hours and maximum price can be used to define a travel policy. You can also exclude maximum price rules. Whether you book a one-way or a round-trip ticket, the maximum price policy will apply against the total ticket price.

Cabin class restrictions Premium Enterprise P-card

Under the public transportation and rail expense policy, toggle Cabin class restrictions on to set cabin class restrictions based on duration and destination. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Rail duration in hours and cabin class can be used to define a travel policy. Rail duration can be between zero and nine hours, and cabin classes are defined as standard/coach, business, and first class. You can also exclude cabin class rules.

Booking lead time Premium Enterprise P-card

Under the public transportation and rail expense policy, toggle on Booking lead time to require that your employees book in advance of their trip. You can set the minimum number of days in advance a flight must be before the expense gets triggered for review.


Travel insurance

Please review World Elite Mastercard benefits to learn more about the coverage options available with your Brex card.


Trip fees

Brex charges a single fee per trip, which can include an itinerary with multiple bookings. A trip is created by booking a flight, hotel, or rental car with additional bookings added. You can add another booking to an existing trip without a charge, but every new trip created will incur a trip fee.

Essentials Your trip fee is visible on every booking and billed separately from the travel charges. PremiumEnterprise Your trip fees are visible to account and card admins at Company settings > Billing > Invoice details > Commitment charges > Trips booked. You can also review your billed trips from Travel > Trips. Filter by Trip billable date > Between and set the date range to match the date of your invoice statement period. This calculates your Total trips. To avoid excess trip fees, travelers may want to arrange transportation and accommodation under a single trip. For example, if you’re meeting with clients in New York and Boston, your single trip in Brex may include a roundtrip flight, hotel stays in both cities, and a rental car between cities. For questions relating to the trip fee, please contact your customer success manager.


Brex travel trip IDs

A Brex travel trip ID is generated whenever a booking is made via Brex. This 10-digit number can be found within the Trips page in both the Brex app and dashboard, or in the booking confirmation email. You’ll need to provide this ID when contacting Brex travel support. To copy the number, click or tap on the ID.


Currencies

All travel costs will be billed in USD. It will also appear in USD in your dashboard at the time of booking.


New Distribution Capability (NDC)

For more information on how Brex travel supports NDC integrations or what an NDC is, please see these articles:


Credit card authorization

When you book a trip or select a paid seat, our systems verify your payment method by requesting authorization for the total amount of your booking, which can result in multiple charges appearing on your card. This authorization is a temporary hold on your funds that ensures your payment method is valid and has sufficient funds to cover the transaction. These authorizations are temporary holds and won’t result in multiple charges to your account. Typically, the authorizations will automatically expire within a few business days. Note: Authorizations may fail due to insufficient funds, an expired card, etc. If this happens, we’ll reattempt to authorize the payment method. This can result in multiple authorizations being placed on your account until getting a successful authorization.


Booking options

Flights

Basic economy

Brex travel offers basic economy inventory in the US. Basic economy has the lowest fares in the economy cabin and comes with more restrictions than the standard economy fare. Although basic economy appears less costly, the cost of basic add-ons can sometimes equal or surpass standard economy fares. Typical restrictions of basic economy include but are not limited to:

  • Seat selection
  • Flight change/cancellation
  • Priority boarding options
  • Voluntary changes, including same-day changes
  • Traveler status upgrades
  • Restrictions surrounding carry-on luggage
Low-cost carriers

Brex travel provides access to low-cost carriers such as Ryanair in EMEA, or Spirit and Frontier Airlines in the US. Ryanair, in particular, mandates that all bookings made through Brex travel be manually added and managed via the traveler's Ryanair profile in Ryanair’s mobile app or desktop page. This is required for online check-in. Ryanair flight modifications and cancellations will be processed via Ryanair and not through Brex travel support. Additionally, any changes or cancellations made through Ryanair may not show up in Brex travel. For more information, please contact Ryanair support.

Hotels

Brex travel provides travelers with comprehensive lodging choices by sourcing inventory directly from a variety of sources. We also offer flexible payment options for hotel bookings, including the option to prepay at the time of checkout or provide payment to the hotel at the time of stay.

Prepaid

When booking a prepaid hotel, your payment details will be sent to the hotel and you’ll be charged before your stay. How soon this charge is applied can vary between different hotels. A prepaid hotel room is charged at the time of checkout in Brex travel and excludes resort or other fees. If there are no ancillaries or extra charges for the room rate disclosed in the terms — like a resort fee, local tax, etc. — there will be no additional charges. If there are extra charges from the property, such as local taxes and resort fees, those may be collected upon check-in or checkout at the hotel.

A credit card is still required at check-in for incidentals.

Pay at hotel or Pay later

A pay at hotel room is charged at the hotel either upon check-in or checkout by the hotel and varies based on hotel policy. When this charge occurs is solely at the discretion of the hotel. A credit card tied to your spend limit is required to reserve the room through Brex but will not be charged prior to your stay at the hotel. You’ll need to give the hotel a physical credit card at the time of check-in for the cost of the room and incidentals.

Rail

Brex travel provides travelers with inventory for the following countries/suppliers: Amtrak and most rail vendors in Europe

Was this article helpful?