Brex travel rail bookings

Overview

Brex travel provides travelers with inventory for Amtrak and most rail vendors in Europe.

Booking a trip

After enabling Brex travel on your account, all employees with access to travel spend limits will have the ability to book a trip. Depending on the settings put in place by your admin, you might be able to use a personal card for bookings and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method. Note: Per our Platform Agreement, Brex travel can only be used for business-related travel. Step 1: In your Brex dashboard, click Trips > Rail. Step 2: Fill in the trip details, such as location and dates. Step 3: Select your spend limit under the Book with the dropdown menu and click Search. Note: If there is no travel spend limit listed, click Request a spend limit. Once your request is approved, you can use that spend limit to book travel. Step 5: Click Select on the train you want > click Continue. Review your booking details. Step 5: Select Confirm and pay to confirm your rail booking. Once your car is booked, you can add a flight and/or hotel to your trip by clicking Add another reservation to the trip.

Viewing booked trip details

You can view upcoming and past trips you’ve booked in your Brex dashboard or app. Outside of your own personal trips, managers can also view trips they manage as a spend limit owner in the dashboard, while account, card, and travel admins can view all booked trips across your organization.

Travel policy rules and management

Policies are a set of rules that a manager, account admin, card admin, or travel admin can set for booking travel with Brex. Essentials Policy admins can set up spending rules that flag travel-related merchant and category expenses (such as airline expenses, lodging, car rental, public transportation, and rail) for review if they’re over a certain amount. PremiumEnterpriseSmart card Admins can customize rules. For example, you can restrict employees from flying certain airlines, sitting in certain cabin classes, or staying in lodging above a certain star rating threshold. 

Set spend limit per booking

Under the public transportation and rail expenses policy, toggle on Set spending limits per booking to specify the maximum spend limit based on rail durations. The duration is determined by the shortest leg of the rail. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Rail duration in hours and maximum price can be used to define a travel policy. You can also exclude maximum price rules. Whether you book a one-way or a round-trip ticket, the maximum price policy will apply against the total ticket price.

Cabin class restrictions

Under the public transportation and rail expense policy, toggle Cabin class restrictions on to set cabin class restrictions based on duration and destination. Set the type of ticket that, when booked, will trigger the expense to be reviewed. Rail duration in hours and cabin class can be used to define a travel policy. Rail duration can be between zero and nine hours, and cabin classes are defined as standard/coach, business, and first class. You can also exclude cabin class rules.

Booking lead time

Under the public transportation and rail expense policy, toggle on Booking lead time to require that your employees book in advance of their trip. You can set the minimum number of days in advance a flight must be before the expense gets triggered for review.

Managing your policy

Step 1: Create an expense policy. Step 2: Under Add categories, click Public transportation & rail > Customize. Step 3: (Optional) Select the Booking policy enforcement

• None There will be no users on the booking approval chain.
• Notification: Users in the approval chain will be notified of out-of-policy bookings. They will be able to cancel those bookings if needed.
• Approval: Users in the approval chain will be asked to review out-of-policy bookings. If not approved, the booking will be automatically canceled after a few hours.

Step 4: (Optional) Toggle Set spending limits per booking and enter the hours and specified maximum spend limits based on rail duration. Step 5: (Optional) Toggle Cabin class restrictions and enter the hours and cabin classes based on rail duration and destinations. Step 6: (Optional) Toggle Booking lead time and enter in the number of days that you require employees to book in advance of your trip. Step 7: (Optional) Toggle maximum spend limit outside of Brex travel and enter the dollar amount of expenses equal or above the amount you entered to require review. Step 8: (Optional) Toggle specify by merchant and enter the merchant name in the dropdown. Choose between Allow or Review under the smaller dropdown. Under What about all other merchants? select either Review to require review for all other spending, or Allow to allow spending with other merchants in this category. Step 9: (Optional) To add a note, enter in your note in under 250 characters or less. Step 10: Click Update & review > Next > Save.

Modify trips

Exchange train 

Once a rail ticket is booked and confirmed, you cannot initiate an exchange yourself. If you need to exchange a rail ticket, contact travel support in your dashboard by going to Trips, clicking on the trip card, and clicking Manage reservation. Find your rail booking and click Modify to connect with an agent.

Canceling your trip

Note: You cannot transfer your booked arrangements to another person. To cancel your rail in your Brex dashboard, go to Trips and click the trip card that shows your travel itinerary. Go to Manage reservation, find the train you want to cancel, and click the three dots > Cancel. To cancel your rail on mobile, go to Trips. Tap the trip card that shows your travel itinerary. Choose the hotel you want to cancel under Reservations. Scroll down and tap Cancel reservation.