Updating a Car Policy Follow

Car Policies are used to define care types that are within policy and to configure the sort order ranking of car vendors, and which car types are allowed per vendor.

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

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

Step 2: Select the Pencil icon next to the Car Policy Name you need to edit.

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

Step 3: The Car Policy page appears. Make edits using the fields provided and Save.

• Car Policy Name: The name of the Car Policy. The Policy Tree can have multiple groups of travelers. The Car Policy Name normally reflects the name of the policy branch it's included on.
• Please select the car types that are within policy: Available Car Type(s) are all the car types you have available. See table below for Descriptions and Associated Car Codes. Select the car types you wish to allow and use the arrow keys to move them to the Selected Car Type(s) section.
  • Please Note: The car types that can be selected by your travelers is in Admin then Lookup Lists and then select the Car Type Categories. 
  • The car types selected that are within policy should be included in the Car Type Categories Lookup List.
  • A reporting condition can be created for when a selected car type is out of policy.
  • There is an option in the Trip Authorization Policy on how to handle a car type that is out of policy.
• Filter Car Types by Vendor: Here you can create a Custom Look-Up List to configure the sort-order ranking of car vendors, and which car types are allowed per vendor. Click the List icon to add a new list or to edit the current list. See table below for Vendor Codes.

How to set the rank per vendor:

• In a new look-up list, the CODE column will contain the ranking and vendor code. For example: If you'd like AVIS to always sort as Rank 1, followed by ENTERPRISE and DOLLAR to sort as Rank 2, and then all others sorted by lowest rate under those, configure as follows:

How to set the allowed car types per vendor:

• In the same look-up list, the DESCRIPTION column will contain the allowed car types for that vendor, separated by a comma. Car types must be the first two characters of a car type code. For example: If you'd like AVIS to show as Rank 1, and only show Economy and Compact car types in the option results, and all other vendors to show all car types, configure as follows:

How to exclude a vendor:

• In the look-up list you can also exclude a specific car vendor(s) from your results. In the CODE column enter a dash and the vendor code. Do not include a ranking. For example: If you'd like to exclude Hertz, enter -ZE in the CODE column.

• Add form of payment to car only bookings: Check this box to have the default form of payment added to any car only bookings.
  • Please Note: Consult your TMC for this setting.

Direct Billing

Here you can add a Direct Billing Number that should be used for all bookings created for the selected car vendor.

How to add a Direct Billing number:

• Click the Add New link.

• Car Company: Select the Car Company
• Field Type: Contact your car vendor to confirm the correct field type. Be sure to always provide the Direct Billing information to your TMC.
  
  • Please Note: The following field types are supported for each GDS:
    • Sabre: ID, G, BR, BN
    • Apollo/Galileo/Worldspan: ID
    • Amadeus: ID, BR, BN
• Value: Enter the direct billing number.

Please Note: If ID is selected for a vendor and the traveler has a membership number in their profile for the car vendor, the Direct Billing number from the Car Policy will override the traveler membership number for all bookings with that car vendor.

How to add an Expense Wallet:

• Select the destination wallet for the receipt.
  • 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 the planner and the receipt will be routed using the traveler’s primary email address.
      • Other: Other provides the Admin to 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.

• Wallet 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.
• Please Note: Your Expense Policy must have the Wallet type of Payment Wallet set for the Travel Type of Car for this Wallet to apply.

The Car Policy must be included on the traveler's policy branch for the direct billing number to be applied.

Descriptions and Associated Car Codes

Vendor Codes