Policy Selection Rules

Policy selection rules automatically determine which travel and expense policies apply to each traveler based on conditional rules you configure. This ensures travelers always see the right policy options without manual intervention.

How Policy Selection Works

Rule-Based Matching

When a traveler is invited or books travel, Juno uses custom fields to determine which policy to apply. For example, if you have a custom field “Department”, create a rule that applies a different policy to Sales.

Default Policies

If no rules match, the default policy applies.

Setting Up Policy Rules

Policy Selection Rules

Navigate to Settings → Policy Selection Rules to configure when each policy applies.

Each rule consists of:

Building Conditions

Use the condition builder to create rules like:

Example 1: Department-based policy

• Field: “Department” (custom field)
• Condition: equals
• Value: “Sales”
• Result: Sales team gets the Sales Travel Policy

Example 2: Role-based spending limits

• Field: “Employee Level” (custom field)
• Condition: equals
• Value: “Executive”
• Result: Executives get higher expense limits

Example 3: Healthcare professional policy

• Field: “Professional Type” (custom field)
• Condition: equals
• Value: “Physician”
• Result: Physicians get healthcare-specific travel policy

Complex Conditions

Combine multiple conditions with AND/OR logic:

Example: Regional manager policy

• Department equals “Sales”
• AND Employee Level equals “Manager”
• AND Office Location contains “West Coast”

Policy Types

Travel Policies

Control booking options for flights, hotels, and ground transportation:

• Flight cabin restrictions (Economy, Premium Economy, Business)
• Hotel selection criteria (rate types, location preferences)
• Uber/ground transportation allowances
• Companion travel permissions
• Advance booking requirements

Expense Policies

Define spending rules and approval workflows:

• Category spending limits (meals, transportation, etc.)
• Receipt requirements (amounts requiring receipts)
• Approval workflows (who approves what expense levels)
• Policy compliance rules (alcohol restrictions, etc.)

How Policies Are Applied

During Invitation

When coordinators create invitations:

1. System evaluates traveler’s custom field values
2. Finds the first matching policy rule
3. Applies the corresponding travel and expense policies
4. Traveler sees only compliant booking options

During Booking

When travelers search for flights or hotels:

1. System applies their assigned travel policy
2. Shows only policy-compliant options
3. Flags out-of-policy choices that require approval

During Expense Submission

When travelers submit expenses:

1. System applies their assigned expense policy
2. Checks spending limits and category rules
3. Routes to appropriate approvers
4. Flags policy violations for review

Managing Multiple Policies

Best Practices for Rule Order

1. Most specific first - Narrow conditions with lower order numbers
2. Broader rules later - General conditions with higher order numbers
3. Default policy last - Always have a default with no conditions

Example ordering:

1. “C-Level executives in Finance department”
2. “All Finance department employees”
3. “All employees” (default)

Troubleshooting Policy Issues

Policy Not Applying Correctly

Problem: Wrong policy assigned

Check:

• Review rule conditions
• Verify custom field values are populated correctly
• Check rule order; more specific rules should come first
• Ensure a default policy exists

Travelers Can’t Find Compliant Options

Problem: No policy-compliant flights/hotels

Check:

• Review policy restrictions (may be too restrictive)
• Check if preferred vendors are available at the destination
• Consider adjusting cabin or rate requirements

Expense Approval Issues

Problem: Expenses not routing correctly

Check:

• Verify expense policy approval workflows
• Ensure approver profiles are complete and active
• Check expense category configurations
• Review spending limit thresholds