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Disruption Policy

Disruption policies define how Juno and our travel agency partners should handle flight delays, cancellations, and hotel issues.

These policies enable Juno to automatically manage common travel disruptions without needing back-and-forth with your team, ensuring fast, consistent 24/7 support for travelers.

Outbound Event Disruption

Handle situations where flight delays might cause late arrival to events or meetings. This policy manages the critical scenario where transportation delays could cause travelers to miss important business activities.

Allow Late Arrival

Configure whether travelers can arrive after their scheduled event start time.

When Enabled:

  • System permits flights that arrive after event begins
  • Automatic rebooking focuses on minimizing lateness
  • Travelers can still attend partial events
  • Coordination with event organizers may be needed

When Disabled:

  • System blocks flights arriving after event start
  • Forces rebooking to earlier flights or cancellation
  • Ensures full event participation
  • May result in higher costs or cancelled travel

Maximum Late Arrival Hours

Set the acceptable delay threshold for event attendance.

Configuration Options:

  • 1-2 Hours - Strict timing for critical meetings
  • 3-4 Hours - Moderate flexibility for conferences
  • 6+ Hours - Maximum flexibility for multi-day events

Considerations:

  • Event type and importance
  • Partial attendance value
  • Alternative participation options (virtual attendance)
  • Traveler and organizer preferences

Out of Policy Threshold

Define spending limits for alternative travel arrangements when disruptions occur.

Threshold Types:

  • Dollar Amount - Fixed budget for alternatives (e.g., $500)
  • Percentage - Percentage above original cost (e.g., 150%)

Use Cases:

  • Premium cabin upgrades for earlier flights
  • More expensive routing options
  • Last-minute booking fees
  • Alternative transportation modes

Fallback Actions

Define what happens when automatic solutions exceed policy thresholds.

Cancel

  • Automatically cancel the trip
  • Notify traveler and coordinator
  • Process refunds and cancellations
  • Best for non-critical travel

Rebook in Progress

  • Continue seeking alternative arrangements
  • Escalate to backup contacts
  • May involve manual intervention
  • Best for important business travel

Rebook

  • Automatically rebook regardless of cost
  • Prioritize event attendance over budget
  • Track expenses for later review
  • Best for critical executive travel

Outbound event disruption policies should be configured based on the criticality of typical events in your organization. Consider different policies for different types of travel or traveler roles.

Outbound Flight Delay

Manage proactive rebooking for delayed departure flights to minimize disruption to travel plans and event attendance.

Allow Rebooking

Enable or disable automatic rebooking for delayed outbound flights.

When Enabled:

  • System monitors flight status continuously
  • Automatic rebooking begins when delay thresholds are met
  • Proactive management reduces traveler stress
  • May result in better alternative options

When Disabled:

  • Travelers must manually manage delays
  • No automatic intervention
  • May result in missed connections or events
  • Suitable for flexible travel schedules

Minimum Delay Hours

Set the delay threshold that triggers automatic rebooking actions.

Common Thresholds:

  • 2 Hours - Aggressive rebooking for tight schedules
  • 3-4 Hours - Standard business travel threshold
  • 6+ Hours - Conservative approach for flexible travel

Considerations:

  • Connection times and downstream impacts
  • Event timing and criticality
  • Airline delay patterns and reliability
  • Alternative flight availability

Out of Policy Threshold

Budget for alternative flight arrangements during delays.

Threshold Applications:

  • Premium cabin access for earlier flights
  • Different airlines or routing
  • Non-stop vs. connecting flight premiums
  • Peak pricing for limited availability

Fallback Actions

Do Nothing

  • Accept the delay and maintain original booking
  • Notify traveler of delay status
  • Allow manual rebooking if desired
  • Minimal intervention approach

Contact Coordinator

  • Escalate to travel coordinator for decision
  • Provide options and recommendations
  • Allow human judgment for complex situations
  • Maintain oversight and control

Outbound delay policies should balance proactive management with cost control. Consider more aggressive rebooking for critical travel and conservative approaches for flexible schedules.

Voluntary Flight Changes

Handle requests from travelers who need to change their flight times due to schedule conflicts or timing preferences (not due to delays or cancellations). This policy manages traveler-initiated schedule changes while maintaining budget control and organizational oversight.

Allow Rebooking

Configure whether travelers can request voluntary flight schedule changes.

When Enabled:

  • Travelers can request different flight times when their schedule changes
  • System processes schedule changes within defined budget thresholds
  • Maintains flexibility for changing business needs
  • May result in additional costs for alternative flight times

When Disabled:

  • No voluntary schedule changes permitted
  • Travelers must use originally booked flight times
  • Strict adherence to approved schedules
  • Minimal additional costs

Out of Policy Threshold

Define spending limits for voluntary flight schedule changes.

Threshold Applications:

  • Earlier or later departure times
  • Different flight times on the same route
  • Alternative flight schedules within the same cabin class
  • Change fees and fare differences for timing adjustments

Common Scenarios:

  • Meeting schedules change requiring earlier departure
  • Need to return earlier due to business commitments
  • Schedule conflicts with other business activities
  • Timing adjustments for better work-life balance

Fallback Actions

Do Nothing

  • Deny the voluntary change request
  • Maintain original booking
  • Inform traveler change is not permitted
  • Cost-control focused approach

Contact Coordinator

  • Escalate request to travel coordinator
  • Allow human review of change request
  • Consider business justification
  • Maintain oversight and approval process

Voluntary change policies should balance schedule flexibility with cost control. Consider allowing schedule changes when business needs shift, but maintain thresholds to prevent excessive change fees and fare differences.

Return Flight Delay

Handle delayed return flights that may affect subsequent business activities, work schedules, or personal commitments.

Allow Rebooking

Configure automatic rebooking for delayed return flights.

Considerations for Return Flights:

  • Less critical than outbound delays
  • May affect next-day work schedules
  • Family and personal commitments
  • Potential overtime or coverage issues

Minimum Delay Hours

Set delay thresholds for return flight rebooking.

Typical Thresholds:

  • Higher than Outbound - Return delays often more tolerable
  • 4-6 Hours - Standard threshold for business impact
  • Overnight Delays - Special consideration for multi-day delays

Out of Policy Threshold

Budget for return flight alternatives.

Considerations:

  • Often lower budgets than outbound disruptions
  • Less urgency may allow for cost optimization
  • Overnight accommodation costs if needed
  • Ground transportation alternatives

Fallback Actions

Same options as outbound delays (Do Nothing, Contact Coordinator) with consideration for lower urgency.

Return Flight Cancellation

Manage cancelled return flights that require complete rebooking rather than delay management.

Out of Policy Threshold

Set budget limits for replacement flights when return flights are cancelled.

Considerations:

  • Cancellations often require next-day booking
  • Limited availability may increase costs
  • Alternative airports or routing options
  • Potential for multi-day delays

Fallback Actions

Define escalation procedures for expensive replacement options.

Common Scenarios:

  • Weather-related mass cancellations
  • Airline operational issues
  • Airport closures or restrictions
  • Peak travel period availability
⚠️

Return flight cancellations can be particularly expensive due to limited availability. Consider higher thresholds or automatic approval for replacement flights to avoid stranding travelers.

Acute Hotel Issues

Handle emergency hotel situations such as overbooking, facility problems, or other accommodation crises.

Types of Hotel Issues

Overbooking

  • Hotel lacks available rooms despite confirmed reservations
  • Common during peak travel periods
  • Requires immediate alternative arrangements

Facility Problems

  • Power outages, water issues, construction
  • Safety or health concerns
  • Uninhabitable room conditions

Service Issues

  • Unacceptable service levels
  • Misrepresented accommodations
  • Location or amenity problems

Out of Policy Threshold

Budget for alternative accommodations during hotel emergencies.

Threshold Considerations:

  • Premium hotels for immediate availability
  • Extended stay costs for multi-night issues
  • Transportation to alternative locations
  • Meal and incidental allowances

Fallback Actions

Escalation procedures for expensive accommodation alternatives.

Do Nothing

  • Minimal intervention approach
  • Traveler manages situation independently
  • Suitable for minor issues

Contact Coordinator

  • Escalate to travel coordinator
  • Provide alternative options
  • Allow human judgment for resolution
  • Maintain cost control oversight

Backup Contact

Designate an organization member to handle disruptions when primary coordinators are unavailable, ensuring 24/7 support for travelers.

Backup Contact Requirements

Availability

  • 24/7 reachability during travel periods
  • Multiple contact methods (phone, email, text)
  • Authority to make travel decisions
  • Knowledge of company travel policies

Responsibilities

  • Emergency travel rebooking decisions
  • Policy exception approvals
  • Traveler support and communication
  • Expense authorization within limits

Typical Backup Contacts:

  • Travel managers or administrators
  • Executive assistants
  • Department managers
  • Dedicated travel support staff

Escalation Procedures

Define when and how to escalate disruptions to backup contacts.

Automatic Escalation Triggers:

  • Policy thresholds exceeded
  • Multiple rebooking failures
  • Traveler emergency situations
  • System unavailability

Escalation Information:

  • Traveler contact details
  • Original travel plans
  • Disruption details
  • Available alternatives
  • Cost implications

Backup contacts should be trained on travel policies and have clear authorization levels for emergency decisions. Consider rotating backup duties to ensure coverage during vacations or other absences.

Configuration Examples

Standard Business Travel

Outbound Event Disruption:

  • Allow Late Arrival: Yes (up to 3 hours)
  • Out of Policy Threshold: $300 or 150%
  • Fallback: Contact Coordinator

Flight Delays:

  • Allow Rebooking: Yes
  • Minimum Delay: 3 hours
  • Out of Policy Threshold: $200 or 125%
  • Fallback: Contact Coordinator

Hotel Issues:

  • Out of Policy Threshold: $100 per night premium
  • Fallback: Contact Coordinator

Executive Travel

Outbound Event Disruption:

  • Allow Late Arrival: Yes (up to 2 hours)
  • Out of Policy Threshold: $1000 or 200%
  • Fallback: Rebook

Flight Delays:

  • Allow Rebooking: Yes
  • Minimum Delay: 2 hours
  • Out of Policy Threshold: $500 or 150%
  • Fallback: Contact Coordinator

Hotel Issues:

  • Out of Policy Threshold: $300 per night premium
  • Fallback: Contact Coordinator

Budget Travel

Outbound Event Disruption:

  • Allow Late Arrival: Yes (up to 6 hours)
  • Out of Policy Threshold: $150 or 125%
  • Fallback: Cancel

Flight Delays:

  • Allow Rebooking: Yes
  • Minimum Delay: 6 hours
  • Out of Policy Threshold: $100 or 110%
  • Fallback: Do Nothing

Hotel Issues:

  • Out of Policy Threshold: $50 per night premium
  • Fallback: Do Nothing

Best Practices

Policy Design

  1. Consider Event Criticality - Different rules for different types of travel
  2. Set Realistic Thresholds - Based on actual market conditions
  3. Plan for Peak Periods - Higher costs during busy travel times
  4. Test Scenarios - Validate policies with simulated disruptions

Monitoring and Optimization

  1. Track Disruption Costs - Monitor spending on alternative arrangements
  2. Analyze Patterns - Identify common disruption scenarios
  3. Adjust Thresholds - Update based on actual utilization
  4. Review Effectiveness - Assess traveler satisfaction and cost impact

Communication

  1. Clear Escalation Procedures - Ensure travelers know who to contact
  2. Backup Contact Training - Prepare designated contacts for emergencies
  3. Policy Communication - Explain disruption policies to travelers
  4. Regular Updates - Keep policies current with travel patterns

Integration

  1. Align with Insurance - Coordinate with travel insurance policies
  2. Expense Policy Consistency - Ensure disruption expenses are covered
  3. Approval Workflows - Integrate with existing approval processes
  4. Reporting Systems - Track disruption costs and patterns
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Disruption policies should be tested regularly with simulated scenarios to ensure they work as expected. Consider seasonal adjustments for weather-prone destinations or peak travel periods.

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