Cost Allocation for Travel

Cost Allocation vs Custom Fields

  • Cost Allocation allows for a TMC/Customer to either manually "upload" a file or set up an “Automated Feed.” Custom Fields do not allow for either

  • Cost Allocation configuration is 'limited' to only appear on the "Purchase Page" and “Trip Planner” page . Custom Fields may be displayed throughout the booking process

  • Cost Allocation and Custom Fields are both available on desktop or mobile

  • Cost Allocation Max file size is: 30MB. Custom Fields Max Character limitation is: Configuration (list type) option labels and values fields only allow the admin to enter 4000 characters max

  • Cost Allocation feeds can be automated for a one time set up fee. SOW required

  • Cost Allocation enablement requires a ZK property update. Enablement to be requested via a support ticket. No SOW required

  • Cost Allocation feature allows for nesting. Custom Fields do not offer nesting. Nesting allows the user to choose a "Parent Value" and in turn, presents the option for the "Child Value" nested under the “Parent”

  • Cost Allocation and Custom field data can be written to PNR scripts per the specs of the TMC/Customer

Protocol for TMC to request Cost Allocation

File a Support Ticket

  • Support forwards ticket to Travel Configuration Team

  • If Automation is requested, Configuration Manager sends request to Sales, so they can reach out to TMC/Customer to complete SOW

  • Once signed, Sales sends back to Configuration Manager, so they can attach to SFTP request

Field Configuration Information

Searchable Fields:

  • Allocation Name

  • Allocation Code

Search Results Displayed Fields:

  • Allocation Name

Template/Upload Fields:  All headers must be present whether they are used or not (specifically for the last three)

  • Segment Name– Required - is configured in the UI

  • Allocation Name – Required - maximum length of 45 characters

  • Allocation Description – Not Required - maximum length of 180 characters

  • Allocation Code – Required if you want to capture a numeric value or string - maximum length of 35 characters

  • Parent Allocation Name – Required if Nesting one Allocation to another - Optional field unless you are using Nested field

  • Expense Approver ID - Not applicable for Travel

  • Expense Approval Threshold Amount - Not applicable for Travel

  • Travel Approval External ID – Not Required

Nested Fields:

  • In the case of a nested segment, the Parent Allocation name must exist/be configured, in order for it to upload successfully

Cost Allocation Template -CSV File Only

For Cost Allocation Template, please email for the template. (See below)

You can also export the template from the site configuration.

Validations:  These are important when uploading cost allocations

File Header Validations:

  • File header is empty

  • File header has lesser number of fields than expected

  • File header names validation

Business Validations: Below are the list of business validations failure cases:

  • Ensure ALL columns and headers are included in the file - use the template, and ensure the headers are added correctly 

  • Input Segment Name is not present in the system

  • Parent Segment not found in system for the input Parent Allocation name

  • Input Parent Allocation name is not present in the system

  • Linking active child allocation to inactive parent allocation

  • Parent allocation's segment is not the parent of the segment that owns the child allocation

  • Duplicate Allocation Names are NOT allowed

Cost Allocation – Field Limitations and Validations

Special Characters

  • Below is the list of special characters that are supported in Allocation Name, Allocation Code, and Segment Name: ~ ` ! @ # $ % ^ & * ( ) _ - + = { : ; } [ < , . > ] ? / " ' | \

 Please Note: Following combination of special characters in allocation names causes issues in rendering the page: <? ">

Maximum File Size and Type

  • CSV file only file type accepted

  • Cost Allocation does not impose a ‘character limitation per se,’ however, only allows a maximum file size of 30MB

Cost Allocation – Desktop UI

  • Purchase Page Placement is directly above Custom Fields

  • Type-ahead feature to accommodate large files and long lists of data

Cost Allocation – Mobile UI

  • Placement on the Purchase Page on Mobile – displays right after the Custom Fields

SOW Required for Automation

  • If a TMC/Customer needs "SFTP and Automated Feed," a SOW will need to be completed

  • If a TMC/Customer merely wants to enable the Cost Allocation to do 'random' manual uploads and only needs the cost allocation enabled on the particular site: No SOW, No Cost

How to Configure Cost Allocation Segments

  • Log into the Dashboard

  • Go to Services Tab

  • Under Expense > Click on General Settings > Under Configurations, click on Cost Allocation

  • There is a default Segment Name titled “Project” and it's inactive. You can use this field and "rename it" to the customer spec OR create a New Segment and Name

  • To Enable/Activate the "Project," click on the Edit link and check the "Active" box, and SAVE.

  • Once the Cost Segment Name is created, you are ready to create the Cost Allocation upload file. See Cost Allocation Template Sample with Data and FAQ for instructions

  • You can "Manually ADD" the elements to be included in the "dropdown/type ahead list," by Clicking the Add New Project button and entering the Allocation Name, Allocation Code and SAVE

  • Or you can prepare the template with the Allocation Names, Allocation Codes, and upload the file

  • Manual Upload:  Complete the template with your data, save to your desktop, and Upload Allocations

Now are ready to Test: Impersonate a user, book a car, and when you get to the purchase page, verify that the Cost Allocation Project appears as per your upload.

Once you have completed testing, go back to the Cost Allocation Configuration > Edit the Project > Uncheck the Active box; OR you can merely go to Display Configurations, and set the Cost Allocation Integration, and set the enablement radio button to "No." This will prevent this option from being live. 

Sample PNR Edits

Cost Allocation - PNR Edits

Cost Allocation on Mobile

  • Appears on the Purchase Page ONLY

  • Nested Cost Allocations are supported