What rules can I set for Brex travel?

Note: If your team doesn't have access to Brex travel, an account or card admin can go to Company settings > Plan and billing in the dashboard. From here, you can click on Enable travel, or Schedule a call to learn more.

Brex Plus Car rental rules

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.

Brex Plus Lodging rules

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. 

Brex Plus Flight rules

Set spending threshold per booking

The Set spending threshold per booking setting under the airline expenses policy lets you specify the maximum spend threshold based on flight durations. The duration is determined by the shortest leg of the trip. Set spend threshold per booking by toggling on Set spending threshold per booking.

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.

Median Price Policy

The median price policy is a cost control measure that limits travel expenses. It sets a maximum budget for certain travel expenses, such as airfare, and requires employees to make arrangements within that budget. The policy calculates the median price for a specific flight route, class of service, and travel dates based on the fares returned by various airlines and vendors.

Account, card, and travel admins can set maximum air spend by choosing a median one of the following median price policies:

• Above median price

  • If the median price is $1,000 and the above threshold is 20%, any bookings above $1,200 will be out-of-policy.

• Below median price

  • If the median price is $1,000 and the above threshold is 30%, any bookings above $700 will be out-of-policy.

• At median price

  • If the median price is $1,000, any bookings above $1,000 will be out-of-policy.

Cabin class restrictions

The Cabin class restrictions settings under the airline expense policy lets you set cabin class restrictions based on duration and destination. Toggle on Cabin class restrictions.

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

The Booking lead time settings under the airline expense policy save you money by requiring employees to book in advance of their trip. Toggle on Booking lead time.

You can set the minimum number of days a flight booking must be made 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

The Ticket changeability settings under the airline expense policy allows you to specify ticket changeability requirements. Toggle on Ticket changeability.

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

The ticket refundability settings under the airline expenses policy lets you specify ticket refund policy requirements. Toggle on Ticket refundability.

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.