Managing Brex travel

Overview

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

Add and edit users

If you have Brex travel enabled on your account, account admins, card admins, and user management admins can customize a user’s permission. To do so, go to Team and click on the team member whose permissions you want to adjust. Under Roles & access toggle Access Brex travel on or off. Note: You can only add users for business travel/non-leisure purposes. All Brex travel users must be 18 years of age or older. Users can access the Trips tab in their dashboard after they’ve accepted their invitation to Brex. Employees, account admins, card admins, and travel admins 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 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. Adding an additional approver 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.

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.