How do I set up travel policies?

Policies are a set of rules that a manager or an 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.

For information on booking trips outside of your travel policies, please see What happens when I book an out-of-policy trip with Brex?.

Note: If your team doesn't have access to Brex travel, admins can go to Settings > Plans & Product access > Schedule a call in their dashboard to learn more.

Travel policies for airline expenses

Step 1: Follow the steps in How can I 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.

Travel policies for car rentals

Step 1: Make sure you’ve already created your policy by following the steps in How can I 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.

Travel policies for lodging

Step 1: Make sure you’ve already created your policy by following the steps in How can I 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 1 star, up to 2 stars, up to 3 stars, up to 4 stars, and up to 5 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 tto 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.