# Brex travel rail bookings Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/brex-travel-rail-bookings --- ## Overview Brex travel provides travelers with inventory for Amtrak and most rail vendors in Europe. ## Booking a trip After enabling Brex travel on your account, all employees with access to travel spend limits will have the ability to book a trip. If provisioned by an account or card admin, employees may also use their employee card limit. Depending on the settings put in place by your admin, you might be able to use a personal card for bookings and request reimbursement later. Otherwise, the card assigned to your limit will be used as a payment method. **Note: **Per our Platform Agreement, Brex travel can only be used for business-related travel. **Step 1: **In your Brex dashboard, click _Trips_ > _Add new trip_ (if there is no existing trip) or _Add booking _(if there is an existing trip). Go to the _Rail _tab_. _**Step 2: **Fill in the trip details, such as location and dates. **Step 3: **Select your limit under the _Book with the _dropdown menu and click _Search. _**Note:** If there is no travel spend limit listed, click _Request a spend limit_. Once your request is approved, you can use that spend limit to book travel. **Step 5: **Click _Select _on the train you want > click _Continue_. Review your booking details. **Step 5: **Select _Confirm and pay_** **to confirm your rail booking. Once your car is booked, you can add a flight and/or hotel to your trip by clicking _Add another reservation to the trip._ ## Viewing booked trip details You can view upcoming and past trips you’ve booked in your Brex dashboard or app. Outside of your own personal trips, managers can also view trips they manage as a spend limit owner in the dashboard, while account, card, travel admins, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can view all booked trips across your organization. ### In your dashboard You can view your upcoming and past travel arrangements in your dashboard under your _Trips _tab. Use the filters at the top of the page to help you find a specific trip. If you’re an account, card, travel admin, or spend limit manager, you’ll have additional search options such as trips by user. When you find the trip you’re looking for, click on it for additional details. Account, card, travel admins, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can view reports by clicking _Reports _from within the _Travel_ tab, then click _Travel_. This includes information about booked travel spend, and policy compliance. ### In your app You can view your travel arrangements in your Brex app by tapping _Trips _at the bottom right of your screen. Tap between _Upcoming, Drafts, Past, _and _All _to view trips in different statuses. ## Travel policy rules and management Your policy is a set of rules that a manager, account admin, card admin, or travel admin can set for booking travel with Brex. Policy admins can set up spending rules_ _that flag travel-related merchant and category expenses (such as airline expenses, lodging, car rental, public transportation, and rail) for review if they’re over a certain amount. Admins and any other users with the [specific product capability](https://www.brex.com/custom-roles) can customize rules. For example, you can restrict employees from flying certain airlines, sitting in certain cabin classes, or staying in lodging above a certain star rating threshold.  ### Set spend limit per booking 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 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 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. ## Manage policy **Step 1: **Create a policy. **Step 2:** Under _Add categories_, click _Public transportation & rail_ > _Customize_. **Step 3: **(Optional) Select the _Booking policy enforcement_ - **None: **There will be no users on the booking approval chain. - **Notification: **Users in the approval chain will be notified of out-of-policy bookings. They will be able to cancel those bookings if needed. - **Approval: **Users in the approval chain will be asked to review out-of-policy bookings. If not approved, the booking will be automatically canceled after a few hours. **Step 4: **(Optional) Toggle _Set spending limits per booking _and enter the hours and specified maximum spend limits based on rail duration. **Step 5: **(Optional) Toggle _Cabin class restrictions _and enter the hours and cabin classes based on rail duration and destinations. **Step 6:** (Optional) Toggle _Booking lead time _and enter in the number of days that you require employees to book in advance of your trip. **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_ > _Next_ > _Save_**.** ## Modify trips ### Exchange train  Once a rail ticket is booked and confirmed, you cannot initiate an exchange yourself. If you need to exchange a rail ticket, contact travel support in your dashboard by going to _Trips_, clicking on the trip card, and clicking _Manage reservation_. Find your rail booking and click _Modify_ to connect with an agent. ## Canceling your trip **Note**: You cannot transfer your booked arrangements to another person. To cancel your rail trip in your Brex dashboard, go to _Trips _and_ _click the trip card that shows your travel itinerary. Go to _Manage reservation, _find the train you want to cancel, and click the three dots > _Cancel. _To cancel your rail on mobile, go to _Trips. _Tap the trip card that shows your travel itinerary. Choose the hotel you want to cancel under _Reservations. _Scroll down and tap _Cancel reservation_.