Brex travel trips

Add your general contact information such as gender, date of birth, phone number, address, passport or travel documents, Known Traveler Number, passport information, emergency contacts, etc.

Your name must exactly match the government-issued ID that you will use for your trip. This cannot be a nickname or preferred name. If you need to change the name used on your bookings, go to the Passenger section of your traveler profile.

Choose your flight preferences, preferred alliances, preferred airlines, cabin and seats, seat amenities, meal preferences, fare attributes, and alert notifications.

You can add your favorite loyalty program membership information across flights, hotels, and rental cars to earn loyalty points when booking on Brex travel. Add this information by following the steps below, and we’ll store it for future relevant bookings. Step 1: From your Traveler profile, go to Loyalty programs. Step 2: Depending on whether you want to add airline, hotel, or rental car loyalty numbers, click on the airplane logo, the hotel logo, or the car logo. Step 3: Click + to search for your loyalty program and enter your program number. Click Save.

You can add your TSA PreCheck Known Traveler Number (KTN) into your traveler profile to have it automatically added to applicable bookings made through Brex travel. Step 1: In your Brex travel profile, click Personal. Step 2: Enter your KTN number in the KTN/TSA-Pre field and save your changes. A KTN or Global Entry number can also be added post-booking, but must be added before check-in to reflect on your ticket. Note: The traveler information in your traveler profile must match the government-issued ID that you used with the US Department of Homeland Security application for the KTN. If not, your booking won’t reflect your TSA PreCheck.

You or your account copilot can enable or disable notifications related to trips and Brex travel by following these steps. Step 1: In your dashboard, go to Trips > Manage profile > Preferences. Step 2: In the Alerts section, check or uncheck the box beside alerts you do or do not want to receive. Any alert toggled on will also go to your account copilot. Note: By default, confirmation emails and flight notifications will be turned on.

You can receive and use your travel perks and benefits from your personal credit card when you book through Brex travel, including statuses with specific airlines or hotels. Some examples of benefits include expedited check-in, complimentary seat/room upgrades, and access to airline or credit card specific airline lounges. As long as the benefit isn’t tied to the use of a personal credit card, the benefit will still apply. For example, if you have premium status with an airline, a membership or a special travel credit card that allows the VIP lounge, you will still be able to access these benefits.

In your travel spend limit request, you can provide a trip name, purpose of the trip, means of travel, destination, proposed departure dates, and a limit amount. Once the requested spend limit has been approved, you can begin booking.

Step 1: In your Brex dashboard or mobile app, click Trips to start a new trip. Step 2: If you want to book for a guest (an individual who isn’t a member of your Brex account), change Booking for myself to Book for a guest using the dropdown arrow. Step 3: Go to the Flights tab and fill in the trip details, such as location and dates. Step 4: Select your spend limit under the Book with dropdown menu and click Search. Note: If there is no travel spend limit listed, select Request a spend limit. Once your request is approved, you can use that spend limit to book travel. Step 5: Select your flight type: round trip, one-way, or multi-city. Enter your search criteria, and click Search. To narrow or change your search results, use the filters at the top of the page. Select the flight you want to book by clicking on the price > Select. Step 6: Review your booking details, fill in Traveler details, Seat & Baggage selection, then select Next. If you choose to book on behalf of a guest traveler, fill out their information here. A popup may alert you that the travel you are booking is out of policy, is a separate ticket booking, or is nonrefundable. Continue on to review your booking. If necessary, you may need to select an out-of-policy booking. Step 7: Click Book flight to complete your booking. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method. Note: Airline loyalty points/miles cannot be used to book flights via the Brex travel platform. We recommend that you work directly with the airline to redeem loyalty points outside of Brex travel. Once your flight is booked, you can add a hotel and/or rental car to your trip by clicking Add another reservation to trip.

Step 1: In your Brex dashboard or mobile app, click Trips > Hotels to start a new trip. Step 2: If you want to book for a guest (an individual who isn’t a member of your Brex account), change Booking for myself to Book for a guest using the dropdown arrow. Step 3: Go to the Hotels tab and fill in the trip details, such as location and dates. Step 4: Select your spend limit under the Book with 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: Search by hotels, airports, cities, and more. Click View rooms to view specific details, room options, amenities, and hotel policy. Use the filter options to view only the rooms that match your preferences. Click Select on the one you want. Step 6: Review your booking details, including the flight’s cancellation policy, airline loyalty program number, and your traveler profile information. If you choose to book on behalf of a guest traveler, fill out their information here. Step 7: Select Confirm and pay to complete your hotel booking. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method. Once your hotel is booked, you can add a flight and/or rental car to your trip by clicking Add another reservation to trip.

Step 1: In your Brex dashboard or mobile app, click Trips > Cars. Step 2: If you want to book for a guest (an individual who isn’t a member of your Brex account), change Booking for myself to Book for a guest using the dropdown arrow. Step 3: Go to the Cars tab and fill in the trip details, such as location and dates. Step 4: Select your spend limit under the Book with 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: Search by places, cities, and more. Fill in the required fields. Checking the box Return to the same location will make the dropoff location the same as the pickup location. Step 6: Click Select on the car you want. Review your booking details including the car’s cancellation policy and loyalty. If you choose to book on behalf of a guest traveler, fill out their information here. Note: The payment method entered at checkout is used only to secure the booking. Actual payment will be taken at the time of pickup. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method. Step 7: Select Reserve to confirm your car 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. Disclaimer: Rental agencies require that the primary driver of the rented vehicle present a physical credit card for payment that matches the driver's name as it appears on their license. Therefore, car rentals cannot be paid with a credit card at the time of booking and drivers should plan to present their credit card, issued in their name, to the rental agency at pickup. Rental agencies will typically place a hold on the card for the cost of the rental, plus any insurance. Contact your rental agency to find out about any additional costs. If you choose to book a rental car with a personal card, we recommend using a personal credit card instead of a personal debit card. If you book with a debit card, a hold could be placed on your card or it could be denied based on the rules of the rental agency. If you do book with a debit card, please ensure that you review the terms and conditions as well as confirm that the funds linked to your debit card can cover the entire booking.

Brex offers connections with the popular rideshare apps Lyft and Uber within our mobile app. These connections enable you to quickly request rides alongside viewing your trip details.

Step 1: In your Brex mobile app, select Trips. On your day of travel, find and select your current trip.

Step 2: Select either Uber or Lyft for your ride. Once your preferred application is selected, the rideshare app will open, where you can view ride details and request a ride.

Step 1: In your Brex dashboard, click Trips > Rail. Step 2: Fill in the trip details, such as location and dates. Step 3: Select your spend 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.

The following cannot be booked using Brex travel:

• Black car service or premium transportation options
  • E.g., Limousines, professional chauffeurs, etc.

Step 1: In the Brex dashboard, go to Trips > Manage profile. Step 2: Click Payment. Under Credit cards, click on the + sign. Step 3: Enter your cardholder name, card number, expiry date, CVV, and billing information. You can also name the card under Card label and specify whether this card should apply to booking flights, hotels, or car rentals by checking the boxes under Applicable to. Step 4: Click Save. Your card information will show up under Credit cards. The logos next to your card correspond to the type of bookings that can be made on this card — e.g., if you see an airplane logo, you can use this card to book flights. In Brex travel, every trip will be associated with a travel spend limit, which you designate prior to booking. Any personal credit card you add will be tied to the travel spend limit you select at the time of booking, as will a subsequent personal credit card reimbursement. This spend limit will need to cover the entire cost of the trip in order to successfully book it.

Step 1: In your Brex dashboard, go to Trips > Manage profile. Step 2: Click Payment. Under Credit cards, hover over the credit card you want to edit, and click the trash can logo. Step 3: Click Delete.

While you cannot make edits to an active personal credit card, you can delete the entry and re-add the card with the updated information.

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, or 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, and travel admins can view reports by clicking Reports from within the Travel tab, then click Travel. This includes information about booked travel spend, and policy compliance.

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.

Once you’ve booked a trip through Brex travel, the trip details will populate in the airline carrier’s designated app a few hours (or potentially a few days) after the reservation is confirmed through Brex travel. To view your details in the airline carrier’s app, manually enter your name and confirmation number. If the trip doesn’t auto-populate, you can manually enter the details into the app. Make sure that you’re using the correct name and six-digit confirmation number that you entered into Brex travel when you booked your flight. Note: You may need to sign into your profile on your airline carrier’s app to see all trips associated with your name and confirmation number. If your flight does not show up for any reason, please reach out to Brex travel support.

Change flights To change your flight in your Brex dashboard, go to Trips. Click on the trip card that shows your travel itinerary and then Manage reservation. Scroll to the flight you want to modify and click the three dots on the top right of the flight. Then click Change > Edit (the pencil logo).

To change your flight in your Brex app, go to Trips. Tap the trip card that shows your travel itinerary, and then tap the leg of the flight you want to change under Reservations. Scroll down and tap Change flight > Edit (the pencil logo) > Continue.

Depending on the airline policy, some flights may need to be cancelled and rebooked instead of changed. Additionally, some self-serve flight options might not be available. If you need help changing your flight from a travel agent, please contact Brex travel support. Change your seat Seat selection policies are determined by the airline and may or may not be available for your flight. For example, Southwest Airlines does not allow for the selection of seats. If seat selection is available, you can select seats during the checkout process. You'll also be able to select or change your seat from Trips > Manage reservation in your Brex dashboard or app.

Change hotels To change your hotel in your Brex dashboard, go to Trips. Click on the trip card that shows your travel itinerary and then Manage reservation. Scroll to the hotel you want to modify and click the three dots on the top right of the flight, then Change > Edit (the pencil logo).

To change your hotel in your Brex app, go to Trips. Tap the trip card that shows your travel itinerary, and then on the hotel you want to change under Reservations. Scroll down and tap Change flight > Edit (the pencil logo) > Continue.

Some hotel modifications cannot be done via self-serve, and a chat prompt will open and prompt you to speak with Brex travel support.

Extend your stay If you have a refundable booking, you may be able to modify it under Trips > Manage reservation. If you don’t see the option, please contact Brex travel support for help extending your stay.

If you have a nonrefundable booking, it’s best to make an additional booking for the extra days you want to stay. Once you arrive at the hotel, inform the front desk that you have two reservations and request to remain in the same room for your entire stay. Contact your hotel In some cases, you may need to contact the hotel directly as changes cannot be made through Brex travel support. These cases include:

• Changing a nonrefundable hotel booking
• Changing a refundable hotel booking after the change/cancel until date specified by the hotel
• Changing a refundable or nonrefundable hotel booking on or after the check-in date
• Requesting a refund or cancellation penalty waiver for a nonrefundable booking or a refundable booking past the change/cancel until date specified by the hotel's policy
• Cancelling your hotel booking after the check-in date

Change rental cars If you need to make a change to your rental car reservation, cancel your existing booking and make a new one.

Note: Changes can no longer be made through Brex once you have picked up the rental car. If you need to make a change to the reservation after pickup date/time, please contact the rental car provider directly.

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.

Most booked flights can be cancelled by the traveler, manager, or copilot in the Brex dashboard or app. To cancel your flight in your Brex dashboard, go to Trips. Click on the trip card that shows your travel itinerary > Manage reservation. Scroll to the flight you want to cancel and click the three dots on the top right of the flight. Then click Cancel and confirm the cancellation. To cancel your flight in your Brex app, go to Trips. Tap the trip card that shows your travel itinerary, and then on the leg of the flight you want to cancel under Reservations. Scroll down and tap Cancel flight. If you have trouble cancelling your flight or would like help, please contact Brex travel support. Some flight cancellations are not self-serve, in which case a chat prompt will open and connect you to Brex travel support.

Unused tickets (flight credits) are typically administered by the airline when a passenger cancels a nonrefundable flight before departure. Unused tickets are originally issued in the traveler’s name — which may be changed by the company in the future — and are associated with the company org ID, as well as a PCC. The flight credit is only redeemable through the same airline that issued the original nonrefundable ticket. Partial credits may also be issued by the airline at their discretion. These are typically issued as a result of a partial cancellation of a flight itinerary with multiple flights. These credits have different rules for different airlines. Certain airlines may restrict Brex travel from administering partial credit to a new booking. The unused ticket can be redeemed for future use in Brex travel directly at checkout. In the context of Brex travel, an employee who was issued a flight credit would not be able to book directly with the airline outside of Brex travel for personal use. The flight credit would need to be exchanged via the PCC for your specific org ID for the company’s use only. Note: Flight credits can only be used towards the purchase of a new flight + taxes and cannot be applied to fund price differences for flight exchanges. Unused tickets cannot be applied to cover the cost of the trip fee or other ancillary airline expenses such as seating, checked baggage, or Wi-Fi. If the cost of a new flight is more than the amount of the unused ticket credit, the full amount of the unused credit will be applied to the flight, and the remaining cost of the flight will need to be covered by your payment method of choice. If the cost of the flight with taxes is less than the amount of the unused ticket credit, the full amount of the unused credit will be applied to the flight. However, a refund for the remaining amount is not guaranteed and is subject to the discretion of the carrier. You can view your unused credits in your Brex dashboard by going to Trips > Manage profile > Payment > Unused credits. Any credits you have will be shown with amounts and airlines specified. For help using an unused ticket for a future flight, please contact Brex travel support.

We currently don’t support the transfer of unused credits but are working to release this ability soon. In the meantime, you can transfer unused tickets to a UATP (Universal Air Travel Plan) card. This is a charge card that can be used to purchase airfare, hotel status, car rentals, and other travel-related expenses, including bookings with Brex travel. Instead of having unused tickets tied to a specific employee, transfer tickets to a UATP card and anyone within your company can use it to book travel wherever the card can be used.

We understand that unexpected changes can happen, but trip fees are generally nonrefundable. However, in the unlikely event of a ticketing failure, a refund will be issued for the trip fee. Note: Refunds cannot be provided in the form of Brex points. If the airline cancels the flight, we’ll refund the booking fee you incurred as part of your ticket purchase. This refund only applies when the airline initiates the cancellation, and not when you cancel your booking on your own accord.

If the reservation you’re cancelling is refundable, you may be eligible for a full or partial refund based on the terms and conditions of the reservation. Contact the travel website or the airline/hotel directly for the status of your refund request. You may need to provide documentation, such as a confirmation number, booking details, and payment information to process the refund. The refund process can take several days or weeks to complete, however, the US Department of Transportation advises that airlines issue refunds within seven business days. If your reservation is nonrefundable, you may not be entitled to a refund. Nonrefundable reservations are typically less expensive than refundable ones, but come with stricter cancellation policies.