Rental Car Approvals
When a rental car booking violates any policy rule — vehicle class, daily rate, or vendor restriction — it requires approval before being confirmed. Guests and coordinators cannot complete the booking until an approver reviews the request.
For details on how policy rules trigger approvals, see When Approval Is Required.
The rental car approval experience is consistent with flight and hotel approvals — the same interface, policy alerts, and action flow apply across all travel types.
Accessing Rental Car Approvals
From the admin dashboard, navigate to Spend → Approvals. Rental car requests appear in the unified queue alongside other approval types — use the Type filter and select Car rental to narrow the queue to rental cars only. Click a request to open its review drawer.
For an overview of the unified queue, including views, filters, and search, see Approvals.
Reviewing an Approval Request
Open a request to see the full details:
| Field | What you’ll see |
|---|---|
| Guest | Name with a link to the guest’s invite detail page |
| Vehicle | Vehicle class (e.g., Economy) and an example model if available |
| Vendor | Rental car company name |
| Pickup / Dropoff | Rental dates |
| Daily rate | Calculated rate per day based on the total price and duration |
| Total price | Full booking cost |
| Reason for request | The reason the guest or coordinator provided when submitting |
| Event details | Event dates, location, and timezone |
| Policy | Which travel policy applies, with a link to view it |
Policy Violation Alerts
A yellow alert near the top of the request explains which policy rules were violated. Violation types you may see:
| Violation | What it means |
|---|---|
| Vehicle class not allowed | The selected vehicle class is not in the policy’s allowed list |
| Daily rate exceeds limit | The daily rate is above the configured maximum, with the overage shown |
| Vendor not allowed | The vendor is not in the policy’s allowed list (Only Allow vendor mode) |
When multiple violations exist, they are listed together.
Approving a Request
Select Approve and click the submit button to confirm the booking. Juno processes the booking immediately after approval.
Price Change Confirmation
If the rental car price has increased since the guest submitted the request, a confirmation dialog appears before the approval is processed. It shows the original price and the current price. Review the updated rate and confirm that it is still acceptable before proceeding. If the new price is outside your acceptable range, reject the request instead and ask the guest to resubmit.
Juno checks the provider’s current price again after approval and before confirming the booking. If the provider reports a higher price, the request returns to the approval queue with the refreshed price, and the booking remains pending. Review the updated price and approve or reject the request again.
Internal Notes
You can add internal notes to an approval. These notes are not visible to the guest — they are for your own records or for other approvers.
Rejecting a Request
Select Reject and enter a reason before submitting. When follow-up options are available, choose what happens next:
- Notify guest about rejection — Send the guest your rejection reason and next steps.
- Notify the travel support desk — Send the matter to your organization’s configured travel support desk. If the rental car is already booked, this creates a support case so an agent can arrange cancellation or rebooking.
Rejecting an already-booked rental car does not cancel the provider reservation. If a travel support handoff is not available, your travel team must arrange cancellation or rebooking outside Juno.
If your organization has configured rejection reasons, you pick a reason from that list instead, and the details are pre-filled from its guest email language.
Be specific in rejection reasons. A message like “Daily rate of $185 exceeds our $150 limit — please select an Economy option from a preferred vendor” is more useful than “Out of policy.”
When a Car Is No Longer Available
Rental car inventory can sell out between the time a guest submits a request and the time you review it. If the selected car is no longer available when you attempt to approve, Juno notifies you immediately. Reach out to the guest and ask them to reopen the rental car selection step to choose a different option.
Approver Permissions
Only designated approvers can act on rental car requests. The request detail page shows who is authorized to approve. Guests cannot approve their own requests — if you are the guest who submitted the request, you’ll see the reviewer information but not the approve/reject controls.
Related Features
- Rental Car Policies — Configure policy rules that determine when approval is required
- Rental Car Direct Billing — Set up corporate billing so approved bookings don’t require a payment card