Introducing Rule Class Options

In Concur Travel, each user is assigned a travel policy according to the rule class they belong to. Normally, users are unable to change which policy applies to them. However, administrators have the option to enable a dynamic travel policy, allowing users to choose their applicable rule class directly from a drop-down menu within the Travel Wizard. This happens when the customer wants to apply the policy per trip.

This functionality is activated on the Travel Configuration Page, in the section: Wizard Options> Rule Class Options. To access Rule Class Options on the Travel Configuration page, use CTRL+ F to search for the setting as depicted in the following graphic.

Exploring Rule Class Options

When configuring Rule Class Options, administrators can customize several settings:

Option	Description / Action
Rule Class Label	This field determines the instructional text displayed to travelers above the rule class selection drop-down in the Travel Wizard. Some examples that administrators can enter include: Select your trip type or What trip type is this? Select your reason for travel or What is the reason for travel? Select the purpose of your trip or What is the purpose of your trip?
Air rules use base fare instead of total fare	Select to enable. When enabled, airfare-related rules are based solely on the base fare, excluding additional elements like taxes and fees.
Rule Class Selection	Select one of the following options to determine how users can interact with rule class. User cannot select rule class This disables this feature. Users will not see a drop-down menu to select the rule class. User can select from rule classes tied to this configuration: A drop-down menu displays all rule classes linked to the user’s configuration, allowing them to select the appropriate option. Note Certain rule classes can be manually excluded from this menu in Travel Admin. This is commonly used to prevent certain rule classes —such as VIP, Board Members, or Executive Travelers or with static policies—from appearing in the selection menu. User can select from rule classes tied to this agency The drop-down will include all rule classes associated with any configuration linked to the same travel agency associated to your configuration (excluding those rule classes that have been opted out via Edit Classes). This option is applicable when the Divisional View module is enabled.
Force Rule Class Selection	Select to enable. This will require users to actively select a rule class before booking. When this is enabled, Concur Travel will default to a blank field to avoid accidental bookings under the wrong class. If a user attempts to continue without selecting an option, they will see an alert message, and the booking cannot proceed.

The following graphic is an example of what the user sees at the start of the booking process before entering the search criteria when the Rule Class Selection field is set to User can select from rule classes tied to this configuration.

The rule classes displayed in the drop-down menu are managed in Edit Classes in the Travel Policy tab in Travel Admin. Here, you can add rule classes to be displayed to the user or hide rule classes by selecting the option Choose Rule Class Opt Out:

In this example, four rule classes – Billable Trip, Default NAI US, Guest Class, and Non-Billable Trip—are assigned to the NAI US travel configuration. However, during the booking process, only Billable Trip and Non-Billable Trip appear in the drop-down menu because the other two rule classes have the Choose Rule Class Opt Out setting enabled. As a result, Default NAI US and Guest Class are excluded from the What Trip Type is This? field.

• Use Rule Class Label to guide users; optionally base air rules on base fare only
• Choose Rule Class Selection behavior: none, configuration-based, or agency-wide (Divisional View); exclude classes via Edit Classes
• Enable Force Rule Class Selection to require a choice; blank default; alert prevents booking without selection
• Manage displayed rule classes in Travel Admin; opt-out hides classes from the travel wizard drop-down