Set rental car preferences that balance traveler convenience with company policy. Fine-tune everything from vehicle type to price limits for smarter, controlled bookings.

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.

Configuring Car settings

To configure your car booking policy:

1. Open Expensify Travel.
2. Go to Program > Policies.
3. Select an existing policy or click Add new to create one.
4. Expand the Car tab.

Note: Settings with a chain link icon indicate that the value is inherited from a parent policy. To override and customize the value, click the link icon.

Car policy settings

Car categories not allowed
Prevent travelers from booking specific car types. This overrides all other car booking rules.
- Examples: Economy, Premium, Mid-size, Luxury.

Car categories in policy
Define which car types are considered in policy.
- Examples: Mini, Full-size, Convertible, Van.

Car engine types not allowed
Block travelers from booking certain engine types. This overrides other car rules.
- Examples: Hybrid, Electric, Gas.

Maximum price
Set a maximum daily rate for rental cars.

• Taxes and fees are not included in the price cap.

Out of policy reason codes
Enable travelers to submit a reason when booking a car that’s out of policy.

• Click Manage Reason Codes to create, edit, or delete the options travelers can choose from.

FAQ

What happens if a traveler tries to book a restricted car type?
They won’t be able to complete the booking and will see an error or custom message depending on whether or not you’re blocked out of policy bookings or allow them with explicit approval (hard approval).

Can admins customize car booking rules by region or traveler group?
Not within the Car tab, but different travel policies can be assigned to specific departments, legal entities, or user groups to achieve that flexibility.

Is there a way to enforce electric vehicle bookings for sustainability efforts?
Yes, admins can encourage sustainable travel by disallowing all engine types except electric under Car engine types not allowed setting.