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Travel Policy

Travel policy, approvals, limits
Egor Karpovich
By Egor Karpovich
• 71 articles

Trip Discussion on the Approvals Page

Discussion is a conversation about a specific trip between the employee who submitted it and the approver assigned to it. Previously a trip had only two messages — the employee's comment on submission and the rejection reason — and everything else was discussed in messengers, invisible to the next approver. Now the whole thread is kept next to the trip. Opening and writing - In the trip list on the approvals page, click Discuss on the trip's row — a panel with the message history and an input field opens on the right. - Type your message and press Enter to send; Shift + Enter for a line break. An empty message can't be sent. - The number next to Discuss is the count of unread messages from the other side. It clears for you when you open the thread; the other side keeps theirs until they open it. Your own messages don't affect the counter. Who can see it Only two parties: the employee who owns the trip and the approver assigned to it. Colleagues don't see the thread at all — no messages, no counter. If the approver changes or a second one joins, they see the entire history, not just the last message. When it works - Available from the moment the trip is submitted for approval — handy for clarifying details before a decision. - Keeps working after the decision too: awaiting decision, approved & booked, or rejected. A rejected trip moves to Past, and a cancelled trip moves to deleted trips — in both cases the thread stays attached and openable via Discuss. - Email: a new message emails the other side (the employee when the approver writes, the approver when the employee writes). The author doesn't get an email. Good to know - The discussion doesn't change the trip status or the rejection reason — the reason stays in its own Reason column and isn't overwritten by the thread. - Messages can't be edited or deleted — the thread stays as the trip's discussion history. - The panel UI is in Russian and English; message text isn't translated — it's shown as written. Still have questions? Message us in the support chat or at support@travel-code.com — include the trip number and date.

Last updated on Aug 17, 2026

Rejecting a Single Service in a Trip

An approver no longer has to accept or reject the whole trip at once — each service can be decided on its own. How it works - Every service has a Reject service button. Rejecting one leaves the others in the trip, and the trip does not move to "rejected" as a whole. - You can then approve & book the remaining services together, reject something else, or approve the single remaining one. - The amount due is recalculated without the rejected service — loyalty discount included. The totals the employee sees and the approver sees stay in sync. - A rejection is final — it can't be undone. If the service is still needed, add it to the cart again and resubmit for approval; the earlier rejection stays in history. - A reason is optional. There's a reason field, but a rejection goes through without a comment. If you do fill it in, the reason is saved and shown in the history record and in the notification to the employee. - Approval requirements are preserved for the remaining services — if a service is out of travel policy, its out-of-policy mark and approval requirement stay after a neighbouring service is rejected. Removing a service yourself vs. rejecting it If the employee removes a service from the cart while the trip is under approval, that's not a rejection: the service simply disappears from the approvals page, no history record is created, the amount is recalculated, and the trip stays under approval with the remaining services. Notifications - Reject one service → the employee gets a notification naming that service (not "trip rejected"), plus the trip date and number. - Reject the whole trip → the notification refers to the trip by date and number, without listing services. The cart text changes from "Approval required from …" to the rejected status. - Language: trip-name format and notification text are available in Russian and English, like the rest of the system. Hotel and flight names aren't translated. Still have questions? Message us in the support chat or at support@travel-code.com — include the trip number and date.

Last updated on Aug 17, 2026

Approval History (the "Past" Section)

The approval-history section keeps a record of every decision on your trips. Previously only a whole rejected cart landed there, and a single-service rejection was recorded nowhere — the employee saw it only in the notification. Now a record is created in both cases. What the records look like - One service rejected → the record names the trip and the rejected service — e.g. "Trip 13.08.2026 #5334 (Hotel O Guesthouse 899)". - Whole trip rejected → only the trip date and number, with no service list, even if the cart had several. - Several services rejected one by one → a separate record per rejected service, each with its own service name. All records belong to the same trip and carry the same number and date. - Approved and booked trips are recorded too — the statuses are distinguishable from one another. What a record contains Trip date and number, the decision status, the decision date and time, who made the decision, the service name (for a single-service rejection), the cost, and the rejection reason if one was given. Good to know - Records don't change over time. If the employee edits the cart and resubmits, the earlier records stay as they are and the new approval cycle creates its own records. - Order: newest first, sorted by decision date. - Visibility: an employee sees records for their own trips; an approver sees records for trips in their area of responsibility. Records for other people's trips aren't shown. Still have questions? Message us in the support chat or at support@travel-code.com — include the trip number and date.

Last updated on Aug 17, 2026