An exemption is a recorded, time-boxed permission to break one of your organization's travel rules — skip the approval chain, exceed a budget, book a higher cabin class, use a supplier outside the preferred list, or book inside the minimum notice period. Exemptions live at Administration > Exemptions (page heading Travel Exemptions).
The Six Exemption Types
- Approval Bypass — skip the standard approval workflow for travel requests.
- Policy Override — override specific travel policy restrictions.
- Budget Override — exceed normal budget limits for travel.
- Vendor Override — use vendors outside the preferred supplier list.
- Class Override — book a travel class above the standard restriction.
- Advance Booking — bypass the minimum advance booking requirement.
Requesting an Exemption
- Click Request Exemption to open the form.
- Pick the Exemption Type from the six tiles.
- Give it an Exemption Name (required) and optionally a Description.
- Choose what it Applies To: a Specific User, a Department, or the whole organization. Picking user or department reveals the matching dropdown, which is then required.
- Optionally limit it to one Trip Type — Domestic, Regional or International. The default is all trip types.
- Optionally set a Maximum Amount in Rands and a Maximum Uses. Left blank these mean no limit and unlimited uses.
- Set the Start Date and End Date. Both are required, so every exemption has an expiry.
- Write the Justification (required) and submit.
The new exemption is created with the status Pending Review. It grants nothing until it is approved.
Reviewing a Request
The screen has three tabs: Pending Requests, Active and History. Counter tiles show how many are pending and active, and you can search and filter by exemption type.
Open a pending item to see the full request, then choose:
- Approve — you can add optional notes or conditions before confirming.
- Reject — a Rejection Reason is required; confirm with Confirm Rejection.
Once reviewed, the record shows who approved or rejected it. Approved exemptions move to the Active tab as long as their end date has not passed.
Revoking and Expiry
An active exemption can be ended early with Revoke. A reason is required — the Revoke Exemption button stays disabled until you type one. Otherwise it ends on its end date and its status becomes Expired. The Active list flags anything due to expire within the next 30 days so you can renew in time.
The five statuses you will see are Pending Review, Approved, Rejected, Expired and Revoked. Rejected, expired and revoked records all move to the History tab; nothing is thrown away.