Knowing ahead of time is always the best case scenario. Hope for the best, plan for the worst.
With the Locomote Corporate Travel Platform, you can configure the Travel Requirements module to known travel expenses, preparing for the costs of known travel-related items like transfer vouchers, conference passes/tickets, meals etc.
By preemptively prompting the Traveller or Travel Arranger to enter the options prior, you can ensure the smallest but sometimes the most important detail, is taken care of.
As the Company Administrator you have the ability to set and customise these workflows and specific travel requirements for every traveller as needed.
Create a Travel Requirements entry
To configure the Travel Requirements module, click on the Admin link in the Avatar menu
Click on the Workflows link in the left-hand panel of the Admin homepage
Click on the workflow that contains the Travel Requirements module
Click on the cog to the right of the Travel Requirements module
This will take you to the Travel Requirements module where a Settings menu will appear. Click the + button
Type in the Item (e.g. Flights, Accommodation, Meals, Conferences), the Description (the Item explained) and who the item needs to be fulfilled by (Travel Management Company (TMC) or internal/Travel Office)
Add in the cost of the single item, as multiples can be added by the trip requester at the time of booking
The Message field can either be left blank or can be pre-filled with a message to the trip requester about the type of information that is required
Once you have finished adding your entries, click Save to update your changes.
Edit a Travel Requirements entry
To edit an existing Travel Requirements entry, click on the Admin link in the Avatar menu
Click on the Workflows link in the left-hand panel of the Admin homepage
Click on the workflow that contains the Travel Requirements module
Click on the cog to the right of the Travel Requirements module
This will take you to the Travel Requirements module where the existing entry will appear
Edit the Item (e.g. Flights, Accommodation, Meals, Conferences), the Description, the Default Cost value or the Actionable Item. You can also change the Message field if required
Once you have finished making your changes, click Save to submit your changes.
Delete a Travel Requirements entry
To delete an existing Travel Requirements entry, click on the Admin link in the Avatar menu
Click on the Workflows link in the left-hand panel of the Admin homepage
Click on the workflow that contains the Travel Requirements module
Click on the cog to the right of the Travel Requirements module
This will take you to the Travel Requirements module where the existing entry will appear
Remove the text from the Message field
Click the X button to the left of Item to remove the entry and any entered data
Once you have finished removing your entries, click Save to update your changes, otherwise the Travel Requirements module will remain
Need to Know
The Default cost field must show a dollar amount greater than 0. For items that do not have a known cost amount, please ensure that 0.01 is added to this field at minimum.