Set Up an Airfare Policy

Your company can set up and enforce airfare expense policies to help control, manage, and reduce spending by employees for airfare.

An example of a scenario where an airfare expense policy is applicable is when a consultant flies to Finland for a business trip and then submits an expense report for reimbursement of the airfare.

To set up an airfare policy, you perform the following steps:

1. Entering general information

2. Setting up airfare policy violations

3. Creating a flight class policy

4. Activating the airfare policy

5. Assigning the airfare policy to an expense type

Entering General Information

To set up general information, complete the following steps:

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Policies by Expense Category

2. On the Manage Policies by Expense Category page, select Airfare from the Create Policy choice list.

3. On the Create Flight Class Policy page, Flight Class Determinant section:

   • The Role check box is already selected by default.

   • From the Role Type choice list, select Job.

The preceding airfare policy says the following: The airfare policy is set up by job and a policy violation is enforced by a warning.

Setting Up Airfare Policy Violations

In the Policy Enforcement section, accept the following defaults:

• Policy violation warning radio button

• Display warning to user check box.

The following table describes what employees see when you set up warning and error policy violations for an airfare policy.

	Application's Action	Effect
Warning	Generates a warning policy violation when an airfare expense violates the policy.	You see a warning if you selected the Display warning to user check box. A warning is always displayed to the approver, whether or not you select the Display warning to user check box.
Error	Generates an error policy violation when an airfare expense violates the policy.	You see an error and you are prevented from submitting the expense report.

Creating a Flight Class Policy

You can optionally create a flight class policy where you define which job roles can fly which flight classes based on flight duration or type of flight, whether domestic or international. An example of a flight class policy includes the following:

1. Vice Presidents and over who fly longer than 8 hours for an international flight can purchase a first class ticket.

2. Vice Presidents and under who fly less than 8 hours for a domestic flight must purchase economy class ticket.

Activating the Airfare Policy

To use the airfare policy, you must:

1. Activate the airfare policy.

   1. In the Setup and Maintenance work area, go to the following:

      1. Offering: Financials

      2. Functional Area: Expenses

      3. Task: Manage Policies by Expense Category

   2. On the Manage Policies by Expense Category page, select the airfare expense policy that you created and click Activate.

2. Assign the airfare policy to an expense type.

Assigning the Airfare Policy to an Expense Type

To assign the airfare policy to an expense type, complete the following steps:

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Financials

   • Functional Area: Expenses

   • Task: Manage Expense Report Templates

2. On the Manage Expense Report Templates page, select an applicable template for a business unit or click the Create icon.

3. On the Create Expense Report Template page, create a template for Airfare expenses.

4. On the Expense Types tab, click the Create icon.

5. In the Create Expense Type dialog box, select Airfare from the Category choice list.

6. On the Policies tab in the Create Expense Type dialog box, select the Airfare policy you created, specify the start date, and optionally specify an end date.