Travel policies set by AmTrav Travel Administrators control pre-trip approvals, notifications, optional billing fields and invoice forwarding.
You can configure your company's pre-trip approvals, notifications, invoice forwarding and required optional billing fields for each travel policy in AmTrav. Here’s how to set up these policy details:
Step 1: Click on Travel Policy on your dashboard.
Step 2: Select the policy you would like to change the approval and notifications settings for under Active Travel Policies.
Step 3: Scroll down to the Booking Management section and input your policy, approval and notifications settings. Your options are:
- Flag policy violations: this controls the orange indicators in the flight, hotel and car results that tell bookers which options are out of policy and why. (Note that any time a booker selects out-of-policy options they will be reminded and asked for an explanation at booking.)
- Require approval: approvers can receive approval requests (via email) and approve or reject requests 1. for all bookings under the policy, 2. for no bookings under this policy, or 3. for only bookings that violate the policy. (More information on approving bookings.)
- Auto approve: bookings made by an authorized approver will be automatically approved, no approval request will be sent.
- Send notifications: send a booking notification email for all bookings (it's an FYI), no bookings or only out-of-policy bookings (note: approval requests will be sent to approvers whenever approval is required, notification is just an FYI)
Click Save Changes.
Step 4: Just beneath that section, you’ll find the Notification & Approval Emails area. Here's where you can assign approvers and notification recipients -- an approver is the person who will receive email notifications when a booking takes place. Click +Add New Email Notification.
Step 5: Enter the booking approver and notification recipients’ email addresses for the travelers in this policy and select which type(s) of email notifications they should receive. Approval Reminders are helpful secondary reminder emails that are sent after 12 hours after the first approval request if the booking isn’t already approved or rejected -- we highly recommend that you use reminders to escalate the booking to an additional approver in case the first approver misses the first request. Click Add.
Really important note: only Administrators can give Approval unless they've been given approval rights with Approve Purchases set to "Yes" in their Profile, as discussed in this article -- they can receive emails but won't be able to approve unless they're correctly configured as Coordinators with approval rights.
Users assigned in the Notification and Approval Emails section will now receive approval requests and notifications based on the requirements in this policy.
Step 6: Next you’ll find the Confirmation & Invoice Emails area. Here you can set the recipients for your invoices and trip confirmations (trip confirmations will automatically be sent to the traveler and booker, but you can add an extra recipient here) -- so if you have a department admin who handles billing, that person can automatically receive confirmations and invoices whenever those travelers book. Click +Add New Email, enter the recipient’s email address and whether they should receive Confirmations, Invoices or both, and repeat for each additional recipient.
Step 7: Finally you can specify which Optional Billing Reference Fields bookers need to complete for each booking. Simply check the box next to each Optional Billing Reference Field to set it as required (reminder: you can set up Optional Billing Reference Fields in your Company Settings)
Great! Now you're ready to assign travelers to this policy, see how in "How do I assign travelers to a travel policy?"
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