Travel admins can set up booking restrictions and apply them based on user profiles, countries, or legal entities to meet compliance or security requirements.

How to access Expensify Travel

• In New Expensify: Click the green + button in the bottom-left corner of your screen, then select Book travel.
• In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.

Need to enable travel still? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.

Who can configure booking restrictions?

Only users with the Travel Admin role can manage booking restrictions.

How to access booking restriction settings

1. Open Expensify Travel.
2. Click Program in the top navigation bar.
3. Go to Company > Configuration.
4. Select the Booking Restrictions tab.

There are two types of restrictions:

• User Restrictions
• Country/Region Restrictions

How to add a user restriction

1. Click Add new, then select Add new user restriction.
2. Choose who is being restricted. You can select:
   • One or more users – search by name or email
   • Legal entity – applies to all members of an Expensify workspace
   • User country – restricts all users located in the selected country
   • Legal entity country – restricts all users tied to a legal entity in that country
3. Click Add reason to explain why this group is restricted.
4. You can add multiple groups to the same restriction.
5. Click Save to confirm.

How to add a country/region restriction

1. Click Add new, then select Add new country/region restriction.
2. Choose the Country/Region name to restrict.
3. Select which travel types this restriction applies to:
   • Hotel
   • Air
   • Car
   • Rail
4. Select one or more legal entities (Expensify workspaces) to apply the restriction to.
5. Add a reason explaining the restriction.
6. Click Save to confirm.

How restrictions work

Restrictions will block travelers from booking specific types of travel. If a restriction applies, the reason will be displayed to the affected users if they attempt to book a restricted travel option.

FAQ

Can I apply restrictions to just one travel type?

Yes. For country/region restrictions, you can specify individual travel types like flights or hotels.

Do restrictions apply to all users automatically?

No. You must explicitly assign users, countries, or legal entities to each restriction.

Can employees see why their booking is restricted?

Yes. If a restriction applies, the reason set by the admin will appear during the booking process.