1. What is Travel Policy?

Travel Policy feature helps companies keep travel costs under control by guiding employees toward budget-friendly options. It sets up a structure to ensure travel stays within budget, with some flexibility for special cases.


2. How do I set up a Travel Policy for my team?

If you’re an admin, log in to the Trainline Business platform, go to the Travel Policy settings, and set up the restrictions that work best for your team.

  •  You can guide bookings to the cheapest fares


  • Set a budget ( (be sure to select a currency and keep it consistent across all rules)
  • Customise the travel class


  • Or both  
    Please note: any budgets set per passenger on average, per direction – will take into the average across all passengers if you are booking for multiple.


Admins can define up to 10 valid reasons for employees to book outside of the policy (at least one reason must be selected to activate the policy).



3. Can employees book tickets outside of the Travel Policy?

Yes, they’ll need to select a reason from a set list to explain why they’re booking something that doesn’t fit the policy. That way, admins can keep track of exceptions while staying flexible.


  • From the web
  • From the app

4. How are “out of policy” bookings tracked?

Any booking that doesn’t fit within the policy will be flagged as “out of policy” and logged with the reason given by the employee. This information is accessible in the “Out of Policy Reason” column in the downloadable booking history report.



5. Who can access and modify the Travel Policy?

Only admins can access and modify the Travel Policy. Regular users will only see the policy as it applies to their bookings.