Define the purpose and scope
State who the policy applies to and which journeys it covers. Regular business trips, executives, guests, project teams and groups may need different approval paths.
The policy should be available to travellers, approvers and finance. Everyone needs to know where a request starts and who makes the final decision.
- authorised requesters and travellers
- trip types and cost centres
- ownership of requests, approvals and documents
Set decisions before booking
Define which trips can move ahead within agreed rules and which need named approval. A decision framework covering journey time, connections, baggage, flexibility and total cost is often more useful than one fixed price ceiling.
At onboarding, DADEXtravel can translate those rules into a clear request, proposal and confirmation workflow.
- approver and deputy
- ticketing deadline
- cabin, routing and flexibility preferences
Plan for change before departure
The lowest fare may not provide the best value when dates change frequently. The policy can define when a flexible alternative is compared and who may approve the difference.
It should also identify the support route during disruption and make clear that decisions consider the full itinerary, not just one flight.
Review what happens in practice
After the first journeys, review recurring requests, approval delays and missing finance information. Keep the policy short; detailed operational agreements can sit in a separate working procedure.
- bookings and changes
- reasons for exceptions
- quality of data and invoicing