Some Trips may require approval before the booking is complete. This article will walk you through some of the basics for how that process works and getting your trip approved. When we refer to a “segment” this is any individual component of your trip, such as a flight ticket, hotel booking or vehicle reservation.

When booking trips that are outside of company policy, you will likely receive a prompt stating the selection must be approved before booking can be completed, along with the specific policy reasons why. You can then choose to pick another option or book and wait for approval.

If every travel option requires approval for flight, hotel or car, you will not be greeted with the prompt, but you would be able to view this under your search specifying "All flights require approval"
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Additionally, you will see "Send for Approval" at the bottom of the checkout page to identify this booking requires approval.

Once you click “I’m Done Booking for Now” on the confirmation page or 15 minutes have elapsed since your last booked segment, your booking will be sent for approval.

Tip: We recommend you add all segments to your trip before selecting “I’m Done Booking for Now”.

Once submitted for approval, your approver will be notified by email to review your booking. Depending on your company configuration, the approver may need to manually action each approval segment or the segments will automatically be actioned based on set up.

Time limit options include 6, 12, 18, 23 hours, with the most common being 23 hours to approve or decline. However, certain fares or when making a booking close to a departure date, an approval decision may be required sooner than this. Your company may prefer a shorter approval time limit as well.

The time your booking must be approved by is included in the email to your approver, If your booking is not actioned within the time limit, your booking will be automatically approved or rejected according to your company's travel policy. Please refer to your travel policy to confirm which action will be taken.

Once the trip is confirmed, the itinerary will show in My Trips and Upcoming Trips with the current status. For those awaiting approval, it will show as "Pending", then either "Booked" or "Declined". Any segments not requiring approval will have a “Booked” status automatically.

While a trip is pending, additional segments can still be added to the same itinerary. [See Adding a Hotel, Car or Train to an Existing Trip ]. Any newly added segments that require approval will send another notification to the approver. If the segments do not require approval, they will be immediately booked.

You will receive an email notification with a summary of all segments requested in your trip and the status of each segment. Approved segments will appear as “Booked” as well as show the name of who approved it.

You will receive an email notification with a summary of all segments requested in your trip and the status of each segment. Rejected segments will appear as “Declined” as well as show the name of who declined it.