AUTHORIZER PRO can accommodate the simplest to the most complex workflow scenarios within the parameters of travel policy rules.The diagram illustrates a workflow of moderate complexity to help you envision how Authorizer PRO automates decision support based upon corporate policy and process requirements. We present two, mock scenarios of PNRs requiring authorization moving through our workflow logic as pawns in a board game.
VIP Workflow Path
First, we examine the workflow of a C-suite executive. The executive has been invited to Honduras to receive a humanitarian award on behalf of the corporation. A corporate travel agent creates a PNR and places it in the company’s queue on the GDS for approval. Once his PNR is in queue, our system takes over. Authorizer PRO runs the PNR through custom workflow conditions set forth by his corporation and its travel policy.
The first rule in the example workflow establish whether the traveler is a VIP. In this case, our traveler is a VIP, therefore his PNR undergoes a unique set of rules that vary from a non-VIP traveler.
The second workflow rule of the VIP Path assesses whether the flight is domestic or international. Since Authorizer PRO allows corporations to create custom definitions for rule criteria, this mock corporation was able to define Domestic as ‘all flights between the US, Canada and Mexico, flights between any European countries or within any one country’. Per policy, all domestic flights for VIPs are automatically approved.
But this VIP traveler’s flight reservation is international. Based on his company’s requirements, even if the flight is international, it is auto-approved but the corporation requires an email notification sent to the security team.
The VIP traveler’s PNR is automatically approved and updated with the decision and placed in the GDS for ticketing.
Primary Non-VIP Workpath
What if our traveler is not a VIP? Let’s take a look at the workflow path for a sales executive from the same corporation based in Chicago, IL, who is traveling to a large, prospective client in Houston, TX. Unlike the VIP above who used a travel agent, the sales executive makes her reservation using an Online Booking Tool (OBT). Authorizer PRO can handle both online and offline reservations via identical or differing processes depending on client preferences.
Queued by the OBT, her PNR funnels through a different set of parameters than the VIP. Again, the first rule checks to determine if the traveler is a VIP. The next rule checks if her flight is international. She is flying between two US cities, which is considered a Domestic flight based on her corporation’s definition, her PNR progresses to the next rule.
The next rule asks “Is airfare amount higher than 500 USD”. In this case, the mock corporation has decided that any flight under 500 USD is in policy. Her fare is compliant at $432.96 round-trip.
The following rule accommodates corporations in their effort to provide more flexibility and comfort to their travelers while still managing the airfare cost. The Missed Savings rule checks how the airfare compares to the Lowest Logical Fare (LLF), where the company can establish either a number (i.e. up to $300 above LLF) or a percentage threshold (i.e. up to 10% above the LLF). In this case, it is set at less than 10% of difference between the booked fare and the LLF.
With the above rules met so far, the sales executive’s PNR continues its path forward. The next rule asks “Is the hotel rate over 200 dollars per night?” Again, the corporation is responsible for setting
the thresholds built into their Authorizer PRO workflow. This mock corporation has chosen to set that level at $200.00 US dollars or less per night. The account manager selected a preferred hotel chain with a discounted rate of $165.00 per night. Her rate is within policy so her PNR advances forward.
The sixth rule evaluates the Seat Class. The account manager booked an Economy seat, which is acceptable.
Next, the PNR goes through an Advance Purchase check. In this case, the company has required that a flight is booked at least 14 days ahead of the travel date in order to be in policy. Flights booked less than 14 days in advance, are considered out of policy and forwarded for manual approval.
Since this and all of the other rules of the Primary Non-VIP path are met, the sales executive’s trip request is automatically approved without the need for an approver intervention. Her project leader is notified of the decision via email. The PNR is updated with the decision in the GDS, and is eventually ticketed.
Secondary Non-VIP Workpath
What if the sales executive’s PNR violates one or all of the above rules? In that case, her PNR goes through a set of follow-up questions, or a secondary path, for further evaluation.
The first rule of the secondary workflow path checks whether the flight is Billable to her prospective client in Houston. If this flight is billable, the PNR is sent for manual approval to the project manager.
If her trip is not billable to her client, then it goes for manual approval by the department manager. Every time an approver receives a new trip request email, it includes a list of rules the PNR has passed and
a list of rules it has failed; this helps the approver make a faster and more educated decision.
If the trip is declined by the project manager or the department manager, either approver can enter recommended changes in a comments window and the PNR is updated in the GDS. If the PNR is approved by either party, it must be ruled as a domestic or international flight in order to determine if the Security Team needs to be involved in the final decision. All declined PNRs are queued to the GDSs for changes and resubmitted by the TMC for approval in Authorizer PRO until an APPROVED status is achieved.
Put your Travel Policy to Work
The workflow in our diagram reflects the exact guidelines and processes dictated by a corporation and its travel policy; Authorizer PRO is essentially the virtual version of a corporate travel
policy. Since the possible booking scenarios could become quite complex, Authorizer PRO’s Rules Engine is fully customizable to manage them so that most, if not all, trips are deamed 100% compliant and therefore are approved without manual intervention.
Automating the pre-authorization process through Authorizer PRO results in significant cost savings for a corporation and substantial reduction in time spent on manually approving trip
requests. It is Authorizer PRO’s customization and automation capabilities that truly set it apart. While other pre-trip authorization platforms could manage a simple set of rules, Authorizer PRO accepts an unlimited number of rules and levels of approval into its workflow.
For more information about how Authorize PRO can modernize your corporation’s pre-trip approval process, contact us.