Your company can set up a travel policy by defining rules, including a budget to stick to. If you don't follow these rules, your company may refuse the trip and you'll need to make a new booking.
💡 For all your train, flight and hotel bookings, the travel policy determines whether:
All your booking requests will need to be approved
Only those over a certain budget
None: you have full autonomy to book your own trips
Throughout your search for a booking on Swile Travel, the price will appear in green if each booking option is below the budget set in your travel policy, as shown in the image below 👇:
💸 Budget to stick to
The displayed budget is for guidance only. You can still request a booking at a price considered above your budget. The request will then be sent for approval to the person in charge at your company.
To confirm your booking, you'll need to:
- Add the reason for travel. This code appears on the invoice we send to your company to help your colleagues in accounting.
- Justify your choice
- Choose the billing entity for this booking. Only if your managers have given you access to more than one.
You'll need to provide this information just before confirming your request 👇
Payment will be made by your company. No more expense claims 💸
According to the travel policy set by one of your managers:
If your booking request doesn't need approval: you'll receive a booking confirmation email within seconds or minutes after clicking Confirm and pay.
If your request needs approval: the approver(s) in your team will receive an email inviting them to approve or reject your booking request.
Your booking will then be pending 👇
💡A booking can also be approved by an administrator if your approver isn't available. If they don't also have the approver role, they won't receive notifications but can, from the Bookings tab in Administration, select the relevant booking and approve it.
📆 Late approval
If your approver hasn't approved your request within 24 hours, give them a nudge. Prices and availability change very quickly, especially if you're booking close to your travel date!
Once the request is approved, the booking will be made and you'll receive your confirmation email.
💸 Invoice
If your company has chosen per-service invoicing, an invoice listing your bookings as well as those of your colleagues on Swile Travel is automatically sent to your company. If you need the invoice for a specific booking, we can send it to you.
💡 You can only request invoices that concern you. If one of your colleagues needs an invoice, only they or your company can request it.
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