This rental car policy offers granular control by combining employee level, car type, and rental price restrictions. It enables tailored policies, ensuring cost-effectiveness and appropriate vehicle selection. 

For example, junior staff might be limited to compact cars under ₹500/day, while senior staff could access SUVs within a ₹1000/day limit. This system streamlines bookings, enforces compliance, and provides data-driven insights into rental expenses, optimizing our overall travel budget.

Frequently Asked Questions (FAQs):

Q: What are rental car policies, and why are they important?

A: Rental car policies are guidelines your company sets to manage costs and ensure consistent booking practices. They help you stay within budget and choose the right car for your needs.

Q: What types of policies can my company create?

A: You can create policies based on:

• Employee Levels: Create different policies for different employee groups.
• Car Types: Specify which types of cars are allowed (e.g., compact, sedan, SUV).
• Price Limits: Set maximum daily rental prices.
• Rental Company Preferences: Choose preferred rental agencies.
• Agency preference with billing IDs & discount rates: Apply policies based on cars from agencies with billing ids or discount codes

Q: How can we set price limits?

A: You can set fixed daily price limits or use dynamic pricing. Dynamic pricing adjusts based on the lowest available price, plus a percentage of flexibility.

Q: What is dynamic pricing and how does it help?

A: Dynamic pricing means the system automatically adjusts the maximum allowed price based on real-time market rates. It automatically adjusts based on the lowest rental car rates, eliminating the need to manage fluctuating prices or create multiple policies. 

Please note that only the selected cars will be considered for calculating the lowest price — all other cars are excluded from this calculation.

Q: Can we prevent certain car types from being booked?

A: Absolutely! You can create policies that explicitly exclude certain car types. For example, if your company prefers employees to avoid luxury or sports cars, you can easily set that rule.

Saving Money with Smart Policies

Q: How can policies help us save money?

A: Policies help you:

• Control spending by setting price limits.
• Take advantage of negotiated rates with specific rental companies.
• Ensure compliance with company budgets.

Q: What are some best practices for creating cost-effective policies?

A:

• Use dynamic pricing to adapt to market fluctuations.
• Leverage negotiated rates with preferred rental companies.
• Clearly define allowed car types to avoid overspending.
• Regularly review and adjust policies based on travel patterns.

Using Policy Features Effectively

Q: How do we create a policy for specific discount codes or billing IDs?

A: When creating a policy, you’ll find options to add specific discount codes or billing IDs. This ensures that only bookings using these codes or IDs are considered within policy.

Q: Can we create different policies for different employee groups?

A: Yes, you can create policies based on employee levels or departments. This allows you to tailor policies to the specific needs of each group.

The post All About Car Policy appeared first on The Top Rated Corporate Travel Management Software.

Q: How does the virtual card work?
A2: A virtual card is a one-time-use card generated for your hotel booking. This card is created using ITILITE Cards and it ensures that the hotel charges are paid by the company directly.

Q: How will I know if my booking used a virtual card?
A: On the post-confirmation page, it will be clearly stated that the booking used a virtual card. Additionally, you will receive an email with the card details, and the hotel will receive a Credit Card Authorization indicating that the payment has been handled by your company.

Q: What should I do if the hotel doesn’t recognize the virtual card?
A: If the hotel cannot find the Credit Card Authorization, please click on the provided link in your confirmation email or contact support. They will assist you in resolving the issue.

The post Pay at hotel via company card appeared first on The Top Rated Corporate Travel Management Software.

Step 1) Log in to your ITILITE account and switch to admin mode.

Step 2) Click on the “Accounts Configuration” option from the menu bar on the top.

Step 3) From the menu on the left side of the page, select “Hotel policies.” You will be redirected to the policy page

Step 4) Click on “Add rule” and select the employee level(s) for which you want to define this rule.

Step 5) You will be redirected to the hotel policy configuration page. Start by configuring the hotel’s location to which this rule will apply.

If you want this rule to be applicable to all the hotels, irrespective of the location, select “Any.” However, if you want to configure particular locations, select ”Specific.”

If you select “Specific,” you will get the option to configure the location. Enter one or many depending upon your requirement.

Step 6) Then you can set per room per night price limit for the selected location(s). You have the following 3 options for price configuration:

• No limit: This is the default policy set up in the ITILITE system. if you select this option, employees will be able to book a room in any price slab or star rating. This option is generally suitable for VIP booking where you want to provide maximum flexibility. You just need to ensure that the VIPs in your company are added to a common employee level
• Fixed limit: This configuration is the best for routine travelers because you can set up hard caps on the budget limit to prevent overspending.
• Dynamic limit: This is a flexible policy that automatically defines an ideal economical per room per night price based on the good quality hotels of that particular location and time of booking. This way, you will automatically get the most optimal price limit, so you do not have to worry about overspending, fluctuating prices, or creating multiple policies for different locations.

While configuring the dynamic limit, you need to define the following:

• Maximum star: the highest star-rated room an employee is allowed to book.
• Maximum price cap: here, you can define the maximum price limit employees are allowed per room per night.
• Flexibility: you can configure a certain percentage of flexibility on the dynamic price limit per room per night defined by the ITILITE system. As a result, the employees will be able to book rooms that might be slightly more expensive than the optimum price limit.

For instance, if you have configured 20% flexibility, and the dynamic price limit fetched by the ITILITE system is 200 USD, the travelers will be allowed to book rooms costing up to 240 USD.

Step 7) Click “Save” on the top right corner of the page.

How can you save more with hotel policies?

You can ensure maximum savings on hotel booking by configuring the dynamic price limit. With the “Dynamic limit” configuration, the ITILITE system will automatically adjust the per room per night booking limit to the lowest according to location and time of booking. Hence, employees will get the most cost-efficient booking recommendations. You can still cap the maximum price accordingly to the company budget.

Can I configure preferred hotels?

Yes, the ITILITE system allows configuring preferred/contracted hotels. The system will prioritize the preferred hotels if they are available while recommending booking options to employees. Here’s how you can configure preferred hotels

Step 1) Log in to your ITILITE account and click on the “Accounts Configuration” option from the menu bar on the top.

Step 2) From the menu on the left side of the page, select “Hotel policies.” You will be redirected to the policy page.

Step 3)  On the right side of the page, you will find a “Preferences” section; click on “Manage Preferences.”

Step 4) Under the “Company preferred hotels” section, click “Edit” and search and select the hotel(s) of your choice from the menu. Afterward, click on the “Save” button on the bottom right of the page.

How to block unsafe hotels?

The ITILITE system allows blocking hotels that you deem unsafe or unsatisfactory. Once you have blocked a hotel, the system will not recommend it to the employees. Here’s how you can block a hotel.

Step 1) Log in to your ITILITE account and click on the “Accounts Configuration” option from the menu bar on the top.

Step 2) From the menu on the left side of the page, select “Hotel policies.” You will be redirected to the policy page.

Step 3)  On the right side of the page, you will find a “Preferences” section; click on “Manage Preferences.”

Step 4) Under the “Blocked hotels” section, click “Add hotel” and search and select the hotel(s) you want to block from the menu. Afterward, click on the “Add hotel” button on the bottom right of the page.The blocked hotel will not appear on the booking recommendations page for employees.

How do dynamic policies work?

When you select the “Dynamic limit,” the ITILITE system automatically determines the dynamic price aka budget to beat per room per night price according to the booking location and time. This way, employees get good-rated, cost-efficient hotel booking options automatically, and you don’t have to worry about price fluctuations. While configuring the dynamic limit, you need to define the following:

• Maximum star: This is the highest star rating from which the dynamic price will be calculated. The price for a 1-star hotel will be much lower than a 5-star hotel in the same area. ITILITE recommends a 3-star rating for best cost vs quality dynamic price.

• Maximum price cap: here, you can define the maximum price limit employees are allowed per room per night.

• Flexibility: In case you are not sure of the dynamic price limit, add flexibility over it. This way you can configure a certain percentage of flexibility on the dynamic price limit per room per night defined by the ITILITE system. As a result, the employees will be able to book rooms that might be priced slightly higher than the optimum price limit.

ITILITE recommends 20% flexibility on a dynamic limit. You can set up the maximum budget according to your overall travel spending.Hence, the “Dynamic limit” configuration can help you maximize savings.

The post All About Hotel Policy appeared first on The Top Rated Corporate Travel Management Software.

• Lock the Card Immediately:
  • Log in to your ITILITE Card account.
  • Navigate to the card management section.
  • Find the option to “Lock” the card and initiate the lock promptly.
• Send an Email to Support:
  • Compose an email to cardsupport@itilite.com
  • Subject: “Lost Card – Urgent”
  • In the body, include:
    • Your full name
    • The last 4 digits of the ITILITE Card number
    • Brief description of the situation
    • Do you need a replacement card? – Yes / No

Please note that while real-time functionality to order a replacement card is not available, locking the card and promptly notifying support helps ensure the security of your account. Thank you for your cooperation.

The post How to report a card as lost? appeared first on The Top Rated Corporate Travel Management Software.

Flight Cancellations

Step 1: Navigate to your dashboard

Step 2: Locate the specific trip or booking that you wish to cancel. Click on the “Manage” associated with the selected trip. Look for the “Cancel Booking” button and click on it.

Step 3: A list of passengers on the booking may appear; select the passengers you want to cancel.

Step 4: Review the cancellation details, including any refund or cancellation fees.

Step 5: Confirm the cancellation by clicking on the appropriate button.

Step 6: After confirmation, you should see a message indicating that your cancellation was successful. Congratulations, you have now successfully canceled your trip. Wait for a confirmation email and details regarding the refund process. This email should be sent to you shortly after the cancellation.

Step 7: In case the cancellation process fails for any reason, ITILITE’s support team will reach out to you within 60 minutes to assist with the cancellation request. Be sure to check your email or contact the airline’s customer support if needed.

Hotel Cancellations

Step 1: Navigate to your dashboard

Step 2: Locate the specific trip or booking that you wish to cancel. Click on the “Manage” associated with the selected trip. Look for the “Cancel Booking” button and click on it.

Step 3: A pop-up will appear, showing all the hotel booking details in the trip. Select the hotel booking you wish to cancel. Not all hotels will allow cancelling individual rooms.

Step 4: Review the cancellation details, including any refund or cancellation fees.

Step 5: Confirm the cancellation by clicking on the appropriate button.

Step 6: After confirmation, you should see a message indicating that your cancellation was successful. Congratulations, you have now successfully canceled your trip. Wait for a confirmation email and details regarding the refund process. This email should be sent to you shortly after the cancellation.

Step 7: In case the cancellation process fails for any reason, ITILITE’s support team will reach out to you within 60 minutes to assist with the cancellation request. Be sure to check your email or contact the hotel’s customer support if needed.

Car Cancellations

Step 1: Navigate to your dashboard and switch over to the Car Requests tab

Step 2: Locate the specific trip or booking that you wish to cancel. Click on the “Manage” associated with the selected trip. Look for the “Cancel Booking” button and click on it.

Step 3: Confirm the cancellation by clicking on the appropriate button.

Step 4: After confirmation, you should see a message indicating that your cancellation was successful. Congratulations, you have now successfully canceled your trip. Wait for a confirmation email and details regarding the refund process. This email should be sent to you shortly after the cancellation.

Step 5: In case the cancellation process fails for any reason, ITILITE’s support team will reach out to you within 60 minutes to assist with the cancellation request. Be sure to check your email or contact the hotel’s customer support if needed.

The post How do I cancel bookings on my own? appeared first on The Top Rated Corporate Travel Management Software.

While to configuration to enable per diem module is available to all admins under settings tab. However, admins looking for GSA Rates will have to write to support@itilite.com to configure GSA rates as this is not a part of our standard configurations. 

Key Features of ITILITE’s GSA Per Diem Module 

• For admins: 
  • No Manual intervention: ITILITE will automatically fetch per diem rates from the GSA website on a periodic basis, so you won’t have to do the manual task.  
  • Complete Accuracy: Based on city and dates entered by the user. ITILITE will auto-calculate the total per diem allowance as per the applicable rates. Hence leaving to changes of miss calculator or anomalies. 
  • Added configurations: Additionally, you can configure a default per diem rate for non-standard areas and choose if per diem module needs to be setup on specific employee groups as well. 

• For Users
  • Faster & Simpler expense filing: Users have to enter their travel dates and location. ITILITE will automatically fetch per diem rate as per location and calculate the total allowance based on the number of days. 
  • On-the-go filing: Per Diem module is available on both our web and mobile applications. 

What’s not possible today? 

• ITILITE does not currently offer a per diem based on M&IE deductions. Meaning,  If your company mandates per diem calculations based on meals and incidentals, we do not have that module as of yet.

The post Can I configure GSA Per Diem rates on ITLITE’s Expense Product? appeared first on The Top Rated Corporate Travel Management Software.

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• Go to Account configurations
• Go to Hotel Policy

• Click “Add rule” or Click on “…” to “Edit existing rule”

• Select “No Limit” / “Fixed Limit” / “Dynamic Limit”
• Enter the per room per night price limit
• Click on “Save”

Location Based Policy

• If a specific location rule for a city is defined, it will take precedence over a location rule for the country.
• E.g., the location rule for New York will take precedence over the location rule for the United States.

The post How to add hotel rules? appeared first on The Top Rated Corporate Travel Management Software.