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:
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Entering general information
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Setting up airfare policy violations
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Creating a flight class policy
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Activating the airfare policy
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Assigning the airfare policy to an expense type
Entering General Information
To set up general information, complete the following steps:
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In the Setup and Maintenance work area, go to the following:
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Offering: Financials
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Functional Area: Expenses
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Task: Manage Policies by Expense Category
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On the Manage Policies by Expense Category page, select Airfare from the Create Policy choice list.
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On the Create Flight Class Policy page, Flight Class Determinant section:
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The Role check box is already selected by default.
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From the Role Type choice list, select Job.
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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:
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Policy violation warning radio button
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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:
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Vice Presidents and over who fly longer than 8 hours for an international flight can purchase a first class ticket.
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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:
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Activate the airfare policy.
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In the Setup and Maintenance work area, go to the following:
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Offering: Financials
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Functional Area: Expenses
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Task: Manage Policies by Expense Category
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On the Manage Policies by Expense Category page, select the airfare expense policy that you created and click Activate.
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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:
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In the Setup and Maintenance work area, go to the following:
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Offering: Financials
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Functional Area: Expenses
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Task: Manage Expense Report Templates
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On the Manage Expense Report Templates page, select an applicable template for a business unit or click the Create icon.
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On the Create Expense Report Template page, create a template for Airfare expenses.
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On the Expense Types tab, click the Create icon.
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In the Create Expense Type dialog box, select Airfare from the Category choice list.
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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.