Each travel policy has one setting that decides what happens to out-of-policy options. You choose it in the policy editor under When a booking is out of policy.
Where to find it
Click your avatar at the bottom of the left sidebar → Settings → Trip settings → Travel policies (/app/travel-policies) → open a policy → General tab → When a booking is out of policy.
How to choose the behaviour
- Open the policy, or click Create policy.
- On the General tab, under When a booking is out of policy, pick one option:
- Show it and send for approval: the option is shown with the Violates policy badge. The traveller can book it, and the booking goes to the Violation approvers you select.
- Show it without approval: the option is shown with the Violates policy badge so the traveller can see it, but it can't be booked. If it is added to the basket, the basket shows a red notice that the booking is blocked and asks the traveller to remove the service or choose another option.
- Hide it from results: out-of-policy options are removed from search results.
- Save.
Good to know
- In all modes the traveller can see the reason: hover or tap the (i) in the Violates policy badge.
- Approvers see the same reasons on the approval screen.
- In-policy purchases is a separate setting: No approval needed, or Send for approval to the purchase approvers you select.
- Airline restrictions have their own per-airline setting. See Airline restrictions: hide an airline or require approval.
- You can also create a policy from your existing document. See Create a travel policy from a PDF.
FAQ
What does "Show it without approval" mean in practice? The traveller sees the option with its badge, but booking it is blocked. They choose a compliant option instead.
Who approves out-of-policy bookings? The people you select as Violation approvers in the policy.
Can a traveller pay the difference to stay within policy? If your company allows split payment, a fare that only breaks a price limit can be covered by the traveller paying the difference. Other rules, such as airline restrictions, can't be covered this way.
Related articles
- Airline restrictions: hide an airline or require approval
- "Max markup over cheapest": why changing the fare can need approval
- "Only fully refundable": how the refundable-fares rule works
- Travel policy health: find rules that are too strict
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