Travel policies are sets of restrictions that you can enable on your account. They can be set for the whole account or for groups of employees, depending on how you wish to use them. There are currently three types of travel policies:
- Time: You can allow employees to use the business account at any time or restrict usage to business hours (Mon-Fri) or set a custom time range.
- Vehicle: If you wish for your employees to only travel in regular taxis and not PHV/lite/XL, this can be set.
- Payment: Employees can be restricted to only booking trips to be paid for by their individual credit card and then expensed back or they can book on the corporate account.
How do I get started?
First of all, you will need to have travel policies enabled for your business account. Just get in touch with us and we can set this up for you. Once we confirm that this feature has been added to your administration panel, you’ll need to create the ‘Groups’ that you want your travel policies to apply to.
How do I create a group?
To create a group, you must go to the ‘Employees’ section of the admin panel and then to ‘Groups’.
Once you select ‘Create Group’, you will fill out the name of your group, as well as the description.
In this case, we’re making a group for employees who work late hours and take a taxi home each night.
When you’ve filled both fields out, you’ll click ‘Add employees’ to start choosing who will be part of this group. You can search by employee name or email address by typing in the box below or you can choose ‘Select all employees’ if you’d like every member of the account to be included.
You tick the highlighted box box to the right of each employee’s name to select them and their email address will then be shown at the bottom of the list.
When you’re happy with your selection, clicking ‘Add employees’ will complete the group and you’ll be brought back to the group creation page.
Once you click ‘Save changes’, you’ll be able to see your newly created group.
How do I create a travel policy?
Now that you’ve created your employee group, you can move on to your travel policy. Go to the ‘Travel Policies’ section in the panel on the left-hand sign of your screen and click ‘Create Travel Policy’.
Here is where you set all parameters for your policy.
For this example, we’re leaving the Name and Description of the policy the same as the group we just created but you can change this if you wish.
You can set by time, vehicle and payment and we’ll show all three options here. For ‘Time’, it defaults to anytime but you can choose business days or indeed make it custom.
In this case, we gave an hour window from 1.30am to 2.30am on business days. Vehicle types are set to select all and you can have as many or as few as you like.
We’ve chosen Taxi and Exec as there is no need for employees to avail of the other vehicle types in this case.
Finally, you can pick your payment restrictions. Both are pre-selected but we’re going to choose ‘Corporate account’ only, as we don’t want employees to have to expense the taxi back at a later stage.
Once all parameters are set, you’ll scroll down to ‘Group selection’. The group we have just made (along with any other groups we’ve previously created) will appear here and all we need to do is hit the toggle button on the right hand side of the group so that the button moves to the right and turns blue.
If you’re happy with the selections you’ve made, all you need to do now is click ‘Save changes’ and you’ll be brought back to the original page, where you’ll be able to see your new Travel Policy.
If for any reason you wish to delete a travel policy, you can do this at any time by selecting the policy and clicking ‘Delete this policy’. You’ll be given the option to cancel if it is clicked by mistake.
One you click ‘Delete Policy’, it will be removed from the list. The process is the same for deleting any groups you no longer wish to use so you’ll go back to Employees > Groups > Select Group > ‘Delete this group’