Streamline rail travel by defining booking rules based on class, cost, and timing. These settings help ensure policy compliance while supporting comfortable, efficient journeys.

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.

Note: Only Travel Admins can create or manage travel policies in Expensify 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 Rail settings

To configure your rail 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 Rail tab.

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

Rail policy settings

Maximum price
Set a cap for the maximum allowable price per rail booking.

• Optionally, you can customize this by trip duration to allow for greater flexibility on longer journeys.

Highest travel class
Specify the highest allowable class of service for rail travel.

• Admins can set a universal class or define different classes based on travel duration.
• Available classes include:
  • Standard/Coach
  • Business
  • First

Booking window
Define how many days before departure a rail booking becomes out of policy.

• For example, if set to 7 days, any rail booked fewer than 7 days before departure will be flagged as out of policy.

Out of policy reason codes

• Enable travelers to submit a reason when booking a rail ticket that’s out of policy.
• Click Manage Reason Codes to create, edit, or delete the list of valid reasons.

FAQ

Can I allow longer rail trips to have more comfortable seating?
Yes, use the Highest travel class setting to configure different options based on trip duration.

What happens if a rail booking violates the policy?
The system will flag the booking as out of policy, and the traveler will be asked to select or enter a reason code if enabled.