Updating an Expense Policy Follow

Expense Policies are used to define routings for your travel receipts. The policy enables the administrator to set up receipt routings for each type of travel. Receipts will be routed at the time of booking. If a site is configured to automatically synchronize PNRs booked by an agent or a user manually imports a PNR, receipts will be routed as part of that process.

Receipts are routed for each element of an itinerary. If the trip is air, car and hotel, three separate receipts will be sent to the wallet. If the trip contains two hotels with the air and car, four receipts will be sent to the wallet.

This article shows you, a Certify Travel Administrator, how to update a company's expense policy using the Expense Policy.

1. On the Certify Travel homepage, select the Admin menu. Then select Policy Setup, followed by Expense Policy.

2. Select the Pencil icon next to the Expense Policy name you need to edit.

Please Note: If there is no Expense Policy in place, add a new expense policy and attach it to the policy tree.

3. The Expense Policy page appears. Name the expense policy and select the Expense Provider, then click Save.

• Expense Policy Name: The name of the Expense Policy. The Expense Policy Name normally reflects the name of the policy branch it's included on.
• Expense Provider: Select the destination email address for your expense provider from the dropdown menu. 
  • List of email addresses
    
    • Certify: receipts@certify.com
    • Nexonia: receipts@nexonia.com
    • Abacus: receipts@abacus.com

Receipt Routing

Once configured, a receipt is routed for each new itinerary item. Once a receipt has been routed, the itinerary item is tagged that the receipt for that item has been routed. A new receipt will only be routed when the itinerary item is modified. If a new itinerary item, such as a car, is added to an existing itinerary for which all receipts have been routed, only a receipt for the new car will be sent.

How to add a Receipt Routing:

• Click Add New

• Travel Type: Select the travel type for the new routing:
  • Types:
    • Air: An air receipts will be routed for each new combination of a fare and flights that the fare covers.
      • Note: The total of a fare and the carrier, flight number, and departure date of a flight are evaluated for Air. If an itinerary is modified and a fare changes or any of the flights associated to the fare change, a new receipt will be routed.
      • Note: If there are multiple fares, a receipt will be routed for each fare. The segment selection done to create each fare will determine which flights are included on a receipt.
    • Air - Ticketed Only: An air receipt will be routed for each new combination of a fare and flights that the fare covers after the fare has been ticketed.
      • Note: Air-Ticketed routings work the same as Air but the routing does not occur for the fare until the ticket number exists in the PNR for the fare.
    • Car: Receipt is routed for each new car booking.
      • Note: The car vendor, pick-up date, and confirmation number are evaluated for Car.
    • Hotel: Receipt is routed for each new hotel booking.
      • Note: The chain code, property number from the GDS, check-in date, and confirmation number are evaluated for Hotel.
    • Rail: Receipt is routed for each new rail booking.
      • Note: At this time rail will only be a single fare, which means your rail booking will be a single receipt. The total of a fare and the vendor, train number, and departure date of a train are evaluated for Rail
    • Parking: Receipt is routed for parking.
      • Note: A parking receipt will be routed when parking is added to a trip. The start date and confirmation number are evaluated for Parking.
    • Service Fee: Receipt is routed for a service fee.
      • Note: A service fee receipt will be routed for each service fee routing line entered by the Travel Management Company (TMC).
        • To add a service fee routing line the TMC must add a remark in the PNR using a Reporting Condition, or the remark can be added offline. The remark must be entered as a coded remark;
          • Sabre: 5R¥SFR-[FEEDESCRIPTION]/[FEETTL][space][FEECURRENCY]. Example: 5R¥SFR-AGENCY SERVICE FEE/29.00 USD.
        • Once a Service Fee receipt is routed, a duplicate remark will be added with the -RCPT at the end. This is confirmation that the receipt has been routed. The next time the PNR is evaluated, the receipt for the line will not be routed because the confirmation line exists.

• • • •  
  • Wallet: Select the destination wallet for the receipt.
    • Note: When an email is sent to the provider email address, the selected Wallet is used as the From for the email.
      • Wallet Types:
        • Traveler: Receipts will be routed using the traveler’s primary email address.
        • Travel Planner: Receipts will be routed using the Travel Planner’s primary email address.
          • Note: If the traveler makes their own booking, the traveler is then considered to be the planner and the receipt will be routed using the traveler’s primary email address.
        • Payment Wallet: With this Wallet Type, receipts will be routed to the Wallet associated with the payment used at booking. The below payment scenarios cover the behavior:
          • Payment Settings: If the payment is a Corporate Credit Card or Virtual Card, the receipt will be routed to the wallet configured in the Payment Settings.
          • Car Direct Bill: If a direct billing number from the Car Policy is included in a car booking, a receipt will be routed to the wallet configured in the Car Policy.
          • Profile Credit Cards: If the payment is a credit card from a profile, receipt will be routed using that profile’s primary email address.
        • Other: When selected as the Wallet Type, the admin must enter the email that is to be used to route the receipt. When Other is selected the Email Address field is enabled. The Email Address will be required.
          • Other would be selected as the Wallet type when you need the receipts to be routed to a specific wallet regardless of who the traveler or travel planner is or what payment is being applied.
        • Email Address: This field is enabled for the Wallet type of Other. The email address is limited to 100 characters and only a single email address is accepted.

The Expense Policy must be included on the traveler's policy branch for the routings to be applied.