This article provides answers to some of the most frequently asked questions (FAQ) related to trips and travel in Payhawk spend management platform.
Do I have access to US-based low-cost carriers?
Yes, you have access to US-based low-cost carriers such as Sun Country, Frontier, and Spirit Airlines.
Can I choose which airlines and hotels our team can choose from?
You can set preferred airlines and hotels in your travel policy and the Travel AI Agent will prioritize these ones in the results presented to the employee. You cannot hide the rest of the inventory; however, you retain control over approvals, for example, no booking will be made outside of your set approval workflow.
Why does the Travel AI Agent show options that are out of policy? Can I prevent that?
The Travel AI Agent doesn't hide out-of-policy options because these are sometimes the only travel options available.
When an employee submits a trip request, which includes their chosen flight and accommodation options, it will trigger your pre-defined approval workflow. Unless you've set up auto-approval for all trip requests, the approver will be able to view all the details of the request, including whether the chosen options comply with policy, before making an approval decision.
Will every travelling employee need to be issued a Payhawk card to book a trip?
No. You can choose to auto-generate a virtual card only for the purposes of the booking.
How does the daily allowance work?
The daily allowance is an amount added to the employee's card limit for each day of the trip, on top of the hotel and flight budget. When a trip request is approved, the employee's card limit increases by the daily amount multiplied by the number of trip days. The employee can spend this amount from the moment of approval until the last day of the trip. At the end of the trip, any unspent allowance is removed from the card limit. To enable or disable the daily allowance for your company, go to Settings > Trips > Travel > Policy tab and use the Allow employees to request allowance on their card toggle.
We have a Travel Manager who books travel for everyone. Will the Travel AI Agent work with our setup?
Yes. You can route all trip requests to a primary reviewer, such as your Travel Manager, first.
Can I add baggage to my booking?
Yes. You can add baggage directly during the booking process. When the selected fare does not include a baggage option, the Travel AI Agent automatically suggests a smart bundle. You can also ask the AI Agent to add baggage to any of the available fares. In some cases, additional baggage services may not be available.
Can I book my departure and return flights with different airlines?
Yes. On a round-trip flight, you select a flight for each leg and can pick a different airline for the departure and the return. When you choose the same airline for both legs, the Travel AI Agent combines them into one round-trip fare with a single payment and a single expense. When you choose different airlines, the Agent books two separate tickets, each with its own payment and its own expense.
Can I rename or delete my conversations with the Travel AI Agent?
Yes. You can rename a conversation with the Travel AI Agent to give it a clearer title, which makes it easier to find later. You can also delete conversations you no longer need to keep your list tidy.
