Canadian North Employee Travel Policy

Transcription

1 HEADING Page A. INTRODUCTION...1 B. EMPLOYEE PLEASURE TRAVEL Space Available Service Charge U-Writes Positive Space Travel...3 C. EMPLOYEE BUSINESS TRAVEL Business Travel on Canadian North Business Travel on Other Airlines...4 D. CANADIAN NORTH BOARDING PRIORITIES General Pleasure Travel Boarding Priorities Positive Space Business Travel Boarding Priorities...6 E. CANADIAN NORTH ID/TRAVEL CARD...7 F. ELIGIBILITY FOR REDUCED RATE TRAVEL Officers, Full Time, Part Time, Temporary and Casual Employees Retired Employees Eligible Spouse and Children Common-Law Spouse Same-Sex Spouse Designated Travel Companion Parents and Parents-In-Law Unaccompanied Minors Guests Casual Employees / Employees on Leave Maternity Leave/Parental Leave Layoff Status Leave of Absence Short Term and Long Term Disability Workers Compensation Compassionate/Emergency Passes Labour Disruptions Resignation Termination Employees on Suspension...17 EFFECTIVE: Amendment 4-26May09 Page i

2 HEADING PAGE G. REGISTERING FOR/BOOKING A FLIGHT Space Available Listing Positive Space Booking for Pleasure and Business Space Available Business Travel...19 H. TICKETING PROCEDURES U-Write Tickets Industry Discount (ID 50) Travel Positive Space Business Travel U-Write Tickets Back Up Tickets Payment Refunds/Transfers...22 I. GENERAL TRAVEL POLICIES Proper Documentation and Identification Dress Standards Pass Travel Manners and Conduct Check-In Procedures Baggage Allowance At the Gate Being Bumped Enroute Admission to the Flight Deck Flight Attendant Jump Seat...30 APPENDIX A Interline Travel...32 APPENDIX B Travel While on Leave...33 EFFECTIVE: Amendment 4-26May09 Page ii

3 A. INTRODUCTION One of the advantages of working with an airline is the availability of reduced rate travel privileges. These privileges include travel on Canadian North and other carriers worldwide. The following information is provided to assist you in the correct utilization of your travel privileges. You are an ambassador for Canadian North and your behaviour will inevitably influence how others view our Company. The best approach to Reduced Rate/Pass Travel is to thoroughly familiarize yourself and those eligible to travel under your pass travel benefits with the rules and always act in a courteous and discreet manner when traveling. Remember that the interests of revenue passengers MUST always be placed ahead of pass travelers. It is essential that the requirements and standards contained in this policy are strictly adhered to at all times. Failure to act in an acceptable manner may result in one or more of the following penalties: - Cancellation of all further pass privileges - Collection of full published retail fare - Disciplinary action up to and including termination and/or criminal prosecution These privileges cannot be sold, bartered or used for personal gain in any form. Ensure that all those who benefit from your privileges are fully aware of the and its importance. Reduced rate and pass travel privileges are not transferable from one person to another; they are solely for personal travel and are not to be used for any personal business venture or on behalf of any other individual or company. Officers and employees are wholly responsible for the general conduct and adherence to Company policies of those who enjoy travel benefits through them. It is the employee s responsibility to report to work on time. This includes taking the necessary precautions to ensure they are able to return to work as scheduled when traveling on passes of any type. Failure by an employee to meet this obligation may result in disciplinary action being taken by the Company, up to and including suspension of all travel privileges and termination of employment with the Company. If you have any questions that are not answered by this policy, please contact your Manager or Margaret Mackay, Office & Interline Coordinator in YYC by at mmackay@canadiannorth.com. It is important to remember that you are responsible for arranging your own travel. Please allow two weeks processing time for all requests unless otherwise indicated and ensure that all appropriate pass request forms, when required under this policy, are completed in their entirety. EFFECTIVE: 16Jan09 Page 1

4 Unless otherwise specifically stated, the information contained in this policy applies to travel on Canadian North only. The provisions of agreements with other carriers are outlined in the Pass Travel Information section on the Intranet. EFFECTIVE: 15Feb09 Page 2

5 B. EMPLOYEE PLEASURE TRAVEL There are two (2) main types of employee airline travel for pleasure: space available or positive space. Space available travel means the pass traveler is listed for the flight but a seat is not reserved and travels only if a seat is available. If a seat is not available, the pass traveler must stand-by for the next available flight with a seat available. Positive space travel means you may reserve and hold a seat for a specific flight. 1. Space Available Service Charge U-Writes The most common way to travel space available is by using a pink service charge Quick Ticket, which you write yourself (U-Write ticket). Employees who are required to use more than one u-write ticket due to a change in flight number will be charged the AIF and Security taxes based on the origin airport. To ensure that the connection airport taxes are waived the employee must write CNX on both coupons used on the trip. While the taxes will be waived for the second coupon, you will be charged the applicable service charge plus any applicable fees and taxes for each coupon/sector. 2. Positive Space Travel Positive space travel for employees and their eligible dependants is possible by paying 50% of the VNORTH fare in Economy Class at the time of ticketing. Reservations and ticketing are subject to all applicable rules and restrictions for the applicable fare. Access to industry discount travel may be available on other carriers, as specified in the Pass Travel Information section on the Intranet and in Appendix A. EFFECTIVE: 15Feb09 Page 3

6 C. EMPLOYEE BUSINESS TRAVEL 1. Business Travel on Canadian North When traveling on legitimate company business on Canadian North, the employee occupies a confirmed seat on the aircraft. Travel priority information is contained in Section D of this pass travel policy. If the employee wishes to travel on a flight where the proper booking inventory is not available and a seat cannot be confirmed, the employee may travel on a space available basis with a S0 priority in Y class. If there are not enough seats to accommodate all the S0 priority travelers, those standing by to travel may determine amongst themselves who must travel based on need rather than seniority. If necessary, the most senior manager at the gate may make the final decision. If you wish to travel standby on a flight where confirmed space is not available, you may not hold space on another flight as back-up. For Canadian North non-revenue business travel, employees complete and use the blue Quick Tickets (U-Write tickets) when traveling on S0, PAY and PBY priority when deadheading or on Company business. See Section H for details on proper completion of U-Write tickets. Effective February 1, 2009, a U-Write ticket will no longer be required to travel on Company business. Employees must book in N class for the flight prior to check-in. Employees may check in by presenting their Company ID/Travel Card or Airport Security pass issued under Canadian North. 2. Business Travel on Other Airlines See the Pass Travel Information section on the Intranet for business travel procedures on other airlines. EFFECTIVE: 15Feb09 Page 4

7 D. CANADIAN NORTH BOARDING PRIORITIES 1. General Those traveling on a service charge ticket or a reduced rate fare are given a boarding priority code to advise the gate agent at the airport who should be boarded first, second, etc. Immediate family members have the same boarding priority as the employee when the employee is traveling for pleasure. On Canadian North, boarding priorities are established first by the boarding code, then by the date of hire with the company. Canadian North employees who are eligible spouses of one another may travel for pleasure on the boarding priority and date of hire of the spouse with the higher boarding priority. If boarding priorities are the same, the employee with a later date of hire may travel on the date of hire of the spouse with the earlier date of hire. This includes dependant children where applicable. The S code as well as the employee s date of hire determine boarding priorities for employee guest(s). NOTE: Boarding priorities are subject to change. 2. Pleasure Travel Boarding Priorities Following are the boarding priorities for space available pleasure travel on Canadian North: Standby Company Business Travel Prizewinners and others as issued Officers, Employees, Spouse and Dependants, Designated Travel Companion Employees on Layoff, Maternity Leave/Parental Leave, Layoff, LTD, WCB, Leave of Absence and Severed Employees and Dependants. Parents / Parents-In-Law Employee Guests and, Retired Employees, Spouse and Dependants Other Airline Employees / Contract Employees S0 S1 S3 S3 S4 S5 S8 Boarding priority is determined first by the boarding priority code, then by the date of hire. EFFECTIVE: Amdmt 01Jan10 Page 5

8 3. Positive Space Business Travel Boarding Priorities Following are the boarding priorities for positive space business travel on Canadian North: Dead Heading Crew Officers and Directors Managers Other Employees Compassionate Travel Prospective Employees traveling for Interview Prizewinners and others as issued Board Members PAY PBY PBY PBY PBY PBY PCY PCY Boarding priority is determined first by the boarding priority code, then by the date of hire. EFFECTIVE: 16Jan09 Page 6

9 E. CANADIAN NORTH ID/TRAVEL CARD Full time, part-time, casual and retired employees will receive a Canadian North ID/Travel Card. This card serves as Company identification and allows employee access to travel related privileges including service charge and reduced rate travel, discounts offered by car rental agencies, tour operators, hotel and transportation services to airports, where applicable. The card is issued upon commencement of employment with the Company and remains the property of Canadian North. The card must be surrendered upon the request of the employee s manager. Employees are responsible for advising Payroll in YZF of any changes in spouse and dependant status. Failure to advise Payroll including personal information such as address, telephone number, etc., may result in the suspension of travel privileges or full fare billing for unauthorized travel. EFFECTIVE: 15Feb09 Page 7

10 F. ELIGIBILITY FOR REDUCED RATE TRAVEL 1. Officers, Full Time, Part Time, Casual and Temporary Employees Full time, part time, casual and temporary employees, including eligible spouse and dependants, are qualified to receive unlimited space available service charge and positive space reduced rate (ID50) travel passes on Canadian North after 30 days from their first day of employment with the company. Casual employees must pre-pay for travel on Canadian North and submit the Pre-Pay Pass Request form for non-active employees to Margaret Mackay in YYC by fax (403) or by attachment to for processing. The form is located in the Pass Travel Information section of the Intranet under Helpful Documents and in Appendix B of this Travel Policy. Casual and temporary employees are not eligible for guest or interline travel except as outlined in the Pass Travel Information section on the Intranet. 2. Retired Employees Employees must meet the following criteria to be eligible for retired employee travel privileges: or a minimum of 55 years of age, and a minimum of 10 years of continuous service as a permanent part-time or full-time employee. 15 years of continuous service with Canadian North as a permanent parttime or full-time employee. The following persons will be eligible: Eligible retired employee Spouse (including common-law and same-sex) Dependant children under the age of 24 Parents Designated travel companion Retired employees and eligible persons will travel with an S5 priority. Their employee number and service date will remain the same and they will retain their Canadian North ID/Travel Card. Retired employees are required to pre-pay for any pass travel on Canadian North and must submit the Pre-Pay Pass Request form at least fourteen days EFFECTIVE: 15Feb09 Page 8

11 prior to the intended date of travel to allow sufficient processing time for the request. The Pre-Pay Pass Request form is in the Pass Travel Information EFFECTIVE: 15Feb09 Page 9

12 section on the Intranet under Helpful Documents and Appendix B of this Travel Policy. Refer to each interline agreement in the Pass Travel Information section on the Intranet for retired employee privileges and procedures on other carriers. a. Non-Competition Travel Regulation A retired employee who serves as an officer, director, board member or senior manager of a scheduled/non-scheduled airline operating domestic routes within Canada or a Canadian-based cargo and/or charter/tour operator may have all personal and family travel privileges suspended, at the Company s discretion, during the period of commitment. The retired employee is responsible for notifying Canadian North of the commencement and conclusion of their commitment with such air carrier by to interline@canadiannorth.com and for surrendering their Company ID card to the Interline Coordinator at Canadian North. Upon conclusion of the commitment, all personal and family travel privileges will be reinstated and the Company ID card will be returned to the retired employee. Failure to comply with these regulations will result in the lifetime loss of travel privileges for the retired employee and their eligible family members. 3. Eligible Spouse and Children An eligible employee s legal spouse, eligible common-law spouse or same-sex spouse (as defined below) and financially dependent, unmarried children until the age of 24 are eligible for travel privileges. Travel benefits will be extended to children who do not reside with the employee but are being financially supported by the employee. A copy of a Child Support court order must be provided to Payroll in YZF. If an employee is a legal guardian or foster parent of a financially dependent, unmarried child who is living with the employee full-time, the child will be eligible for travel benefits and privileges until the age of 18. A copy of the court document awarding legal guardianship to the employee must be provided to Payroll in YZF. Each infant must be accompanied by an adult, as per Transport Canada regulations. EFFECTIVE: Amendment 4-26May09 Page 10

13 4. Common-Law Spouse Canadian North will recognize the common-law spouse of an employee as an individual of the opposite sex to the employee, who although not legally married to the employee, resides with the employee as the employee s spouse. A common-law spouse is eligible for travel privileges after completing a Statutory Declaration which attests that the common-law spouse has been publicly represented as the employee s spouse and has been residing continuously with the spouse for a period of one (1) year. A period of at least three (3) years is required for the employee and common-law spouse who are prohibited by law from marrying by reason of marriage of either the employee or common-law spouse. Eligible children of a common-law spouse must be included in the Statutory Declaration to be eligible for travel privileges. The Statutory Declaration must be on file with Payroll in YZF. 5. Same-Sex Spouse Canadian North will recognize the same-sex spouse of an employee as an individual of the same-sex as the employee, who although not legally married to the employee, resides with the employee as the employee s spouse. A same-sex spouse is eligible for travel privileges after completing a Statutory Declaration which attests that the same-sex spouse has been publicly represented as the employee s spouse and has been residing continuously with the employee for a period of one (1) year. A period of at least three (3) years is required for the employee and same-sex spouse if either is married to someone else. Eligible children of same-sex spouse must be included in the Statutory Declaration to be eligible for travel privileges. The Statutory Declaration must be on file with Payroll in YZF. 6. Designated Travel Companion (DTC) A designated travel companion may be registered by an employee who does not have a legal spouse or common-law/same-sex spouse as identified by Human Resources. All eligible employees may designate one travel companion by submitting the Designated Companion Travel Registration form to Payroll in YZF. Employees may change their DTC in January and July only. EFFECTIVE: Amendment 4-26May09 Page 11

14 7. Parents and Parents-In-Law Parents and Parents-In-Law, including the parents of a common-law spouse, are eligible to travel on the Canadian North employee s unlimited pleasure pass. Parents and Parents-In-Law will travel on a S4 boarding priority and the employee s date of hire. Registration of Parents and Parents-In-Law with Payroll in YZF is required. There shall not be four (4) sets of Parents or Parents-In-Laws designated at the same time. Employees may only register a father, or step-father, and mother, or step-mother. An employee may change the parents eligible for travel once a calendar year. Parents of a Designated Travel Companion are not eligible. 8. Unaccompanied Minors Eligible children under twelve (12) years of age may not travel unaccompanied (without an adult) on a space available pass. Children between the ages of five (5) and twelve (12) may travel as an Unaccompanied Minor (UM) provided an ID50 ticket is purchased for the child and a UM AS017 form is filled out (available at airport ticket counters). The applicable Unaccompanied Minor fee for each direction of travel must also be paid. Eligible children must also carry government issued identification such as a birth certificate. 9. Guests The Canadian North Guest Pass is to be used by an employee s family and friends only. For security reasons, do not offer or give away Guest passes to people that you do not know personally. All full-time and part-time employees will receive twelve (12) one-way trips per calendar year for family members or friends, after six (6) months of continuous employment. No registration or designation is required. If the origin to destination travel for your Guest requires more than one coupon due to a change in flight number, it will be assumed they have only used one coupon per one-way travel for the purpose of coupon allotment and applicable taxes. The employee will be considered to have used only one (1) coupon each way and will be still eligible for an additional five (5) return guest trips during the year. A request for replacement of the coupons must be sent by EFFECTIVE: Amendment 4-26May09 Page 12

15 comat to Margaret Mackay at YYCOO5T. Include a copy of the PNR with your request. The employee will only be charged the AIF and security taxes based on the origin airport for each one-way date of travel. To ensure that the fees and taxes are waived, the employee must write CNX on both coupons used on the one-way trip. While the taxes will be waived for the second coupon, you will be charged the applicable service charge for each coupon/sector. For example, if your Guest travels from YYC to YFB via YZF on Monday and returns Friday from YFB to YYC via YZF, CNX must be written on both coupons used on each one-way trip. YZF taxes will then be waived. The Guest must use two coupons for each one-way travel if there is a change in flight number. After travel is completed, the employee may send a copy of the PNR to Margaret Mackay, YYCOO5T, with a request for replacement for one of those used coupons. Casual and Temporary employees are not eligible for Guest passes. The boarding station must be presented with the original guest pass coupon or receive a fax prior to flight departure with a copy of the completed guest pass coupon in order for a pass traveler to board. If neither is received by the boarding station, the pass traveler will be denied boarding. The pass traveler may purchase a revenue ticket which could be refunded by having the employee send the revenue ticket receipt plus a guest pass coupon to Passenger Revenue Accounting. Guests travel at an S5 boarding priority and the employee s date of hire. Note: As Guest Passes are year-specific, new passes are distributed to your manager in December of each year for the following year. If your guest is traveling outbound in December, and returning in January, the inbound travel must be completed by January 15. If a guest is returning after this date then they must use the new-year guest passes. For example, the Guest is traveling YZFYEG / 23DEC09, on passes valid for If they are planning to return YEGYZF prior to 15JAN10, they may use a 2009 guest pass, however, if they are returning 16JAN10, they must use a 2010 guest pass. 10. Casual Employees / Employees on Leave All casual employees, as well as those who are not on payroll for reasons such as a leave, including Maternity/Parental, Short or Long Disability, Personal, Compassionate Care or WCB, will be required to pre-pay for any non-revenue travel. EFFECTIVE: Amendment 4-26May09 Page 13

16 Appendix B outlines the procedure and includes a copy of the Pre-Pay Pass Request form. 11. Maternity Leave/Parental Leave Travel privileges will continue as normal for employees, eligible spouse, eligible children, parents/parent-in-laws as registered with the Company (reference Point 7) and guests during maternity leave and to those who elect to take parental leave. 12. Layoff Status Employees who are laid off from the Company are eligible for service charge and reduced rate travel privileges on Canadian North for themselves, their eligible spouse, eligible children, parents/parent-in-laws as registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible. Interline travel is not permitted. Employees must return their ID/Travel Card, as well as any unused employee pleasure and guest U-writes to their department manager/supervisor at the start of the layoff period. A letter identifying them as an employee will be provided once their ID/Travel Card has been returned. Failure to return the ID/Travel Card will result in denied travel requests. Employees on lay-off are required to pre-pay for any pass travel and must submit the Pre-Pay Pass Request form at least fourteen days prior to travel to allow sufficient processing time for the request. The Pre-Pay Pass Request form is in the Pass Travel Information section on the Intranet under Helpful Documents. Employee pleasure and guest U-Writes used after the start of the lay off will be considered a misuse of privileges and the employee will be subject to disciplinary action including suspension of all travel privileges and termination of employment with the Company. Interline travel privileges will resume the day of permanent recall or commencement of a new full-time, part time or casual position with the Company. U-write service charge travel incurred prior to the layoff date, which has not been payroll deducted from the employee s pay cheque, will be invoiced to the employee directly. The employee may have travel privileges suspended up to and including termination if invoices are not paid before the date specified on the invoice. EFFECTIVE: Amendment 5 06Jul09 Page 14

17 13. Leave of Absence Employees on a personal leave for more than thirty (30) consecutive days or a Company approved leave of absence will be eligible for travel privileges on Canadian North for themselves, their eligible spouse, eligible children, parents/ parent-in-laws as registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible. Interline travel is not permitted. Employees must return their ID/Travel Card, as well as any unused employee pleasure and guest U-writes, at the start of the leave. A letter identifying them as an employee will be provided once their ID/Travel card has been returned. Failure to return the ID/Travel Card will result in denied travel requests. Employees on leave are required to pre-pay for any pass travel and must submit the Pre-Pay Pass Request form at least fourteen days prior to travel to allow sufficient processing time for the request. The Pre-Pay Pass Request form is in the Pass Travel Information section on the Intranet under Helpful Documents and Appendix B of this Travel Policy. Employee pleasure and guest U-writes used after the start of the leave of absence will be considered a misuse of privileges and the employee will be subject to disciplinary action including suspension of all travel privileges and termination of employment with the Company. Pleasure and guest U-write service charge travel incurred prior to the employee s leave of absence, which has not been payroll deducted from the employee s pay cheque, will be invoiced to the employee directly. The employee may have travel privileges suspended, up to and including termination, if invoices are not paid before the date specified on the invoice. 14. Short Term and Long Term Disability Travel privileges on Canadian North will continue as normal for employees, eligible spouse, eligible children, parents/parents-in-law as registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible while the employee is on either a Short Term or a Long Term Disability. A physician s authorization for employee travel must be provided to Human Resources. Travel on other carriers (interline/zed) is not permitted. 15. Workers Compensation Travel privileges on Canadian North will continue as normal for employees, eligible spouse, eligible children, parents/parents-in-law registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible while the employee is on Workers Compensation. A EFFECTIVE: Amendment 5 06Jul09 Page 15

18 physician s authorization for employee travel must be provided to Human Resources. Travel on other carriers (interline/zed) is not permitted. 16. Compassionate/Emergency Passes Complimentary passes may be granted to all active employees, eligible spouse, eligible children, parents/parents-in-law for emergency travel involving death, imminent death, accident, serious or critical illness of relatives. Relatives are defined as eligible spouse, children and parent(s), parent(s)-inlaw, brothers, sisters of either employee or eligible spouse, grandparents and grandchildren of either employee or eligible spouse. Compassionate passes are valid on Canadian North only and will be issued on a positive space basis (PBY). Passes must be applied for and travel must commence within seventy-two (72) hours of the emergency. Application by pass request for emergency/compassionate passes may be made through your manager. 17. Labour Disruptions In the event of a labour disruption, all pass privileges are suspended for those employees participating in the disruption, effective the first day of the labour disruption. If passes are used during this time, the employee will be charged full fare and may be terminated from the Company for improper use of pass privileges. 18. Resignation Employees who resign from the Company are not eligible for any travel as of their resignation date. Employees who resign are responsible for ensuring they return to their manager all unused U-writes, service charge and reduced rate documents in the employee s possession (including those in the possession of the employee s eligible spouse, eligible children or guests). Please note that issuance of final separation pay and documents will be delayed if the aforementioned documentation is not returned. U-write use prior to resignation may be processed after the date of resignation and will be invoiced directly to the employee. 19. Termination A part- or full-time employee whose employment is terminated by the Company may be eligible for a severance package which includes limited travel privileges based on the employee s position and length of service. EFFECTIVE: Amendment 5 06Jul09 Page 16

19 The following persons will be eligible: - Terminated employee - Spouse (including common-law and same-sex) - Dependant children under the age of 24 The following conditions apply: - The employee and eligible persons will each receive two passes for each complete year of service. - The terminated employee and eligible persons will continue to travel with the same priority, employee number and service date for a period of time to equal the employee s years of service up to the date of termination. For example, an employee hired on January 1, 2000 and terminated on June 10, 2009 would be eligible for 18 passes for the employee and each eligible person and the eligibility for usage of these passes would end on June 10, There is no limit to how many passes may be used during each year of eligibility. - Travel privileges will continue until the employee s eligibility end date for all eligible persons if the employee exhausts their allotment prior to their eligibility end date. - Passes are not transferable between the employee and the eligible persons. - New spouse and new born children may be added to the employee s profile at any time; however, the pass allotment will be the same as the employee s remaining allotment. - Not eligible for guest passes. Terminated employees eligible for travel on Canadian North are required to pre-pay for any pass travel and must submit the Pre-Pay Pass Request form at least fourteen days prior to the intended date of travel to allow sufficient processing time for the request. Copies of the form may be obtained from Margaret Mackay (mmackay@canadiannorth.com). The employee s manager is responsible for ensuring that the employee ID/Travel Card, all U-write, service charge and reduced rate tickets in the employee s possession (including eligible spouse, eligible children and guests) are obtained and are returned to Payroll in YZF. Terminated employees who meet the criteria of a retired employee on date of termination will be eligible for retired employee benefits. EFFECTIVE: Amendment 4-26May09 Page 17

20 20. Employees on Suspension All travel privileges for an employee (including their eligible spouse, eligible children, designated travel companion and guests) are forfeited while an employee is on suspension. The manager is responsible for ensuring the employee ID/Travel Card is in the Company s possession during the suspension period. Employees will not be allowed to use any U-write, service charge and/or reduced rate tickets they may have in their possession prior to the suspension. EFFECTIVE: Amendment 5 06Jul09 Page 18

21 G. REGISTERING FOR/BOOKING A FLIGHT 1. Space Available Listings Registering when traveling on a space available basis is necessary for load control, notification of delays, cancellations, assignment of available seats, ease of check-in, etc. To Register Registration can be done through any Canadian North ticket counter when agents are not busy accommodating revenue passengers. You may also register by calling the Canadian North Call Centre at , Identify yourself as an airline employee traveling space available. Request that you be registered/listed for the flight you wish to take and ensure that you have the flight numbers available. Employees are not permitted to list for more than one flight to the same destination. Employees are responsible for ensuring that the correct date of hire and boarding priority code are given for themselves and those traveling under their pass privileges. You should also advise of any special information such as wheelchair assistance. As there is a cost to Canadian North associated with using the Call Centre, please utilitize a ticket counter/airport whenever possible to list on a flight. In the event travel plans change after the listing is made, Canadian North must be contacted and advised to cancel or change the listing as flight planning is based on the number of passengers anticipated on each flight. 2. Positive Space Booking for Pleasure and Business Travel Booking when traveling on a positive space basis is necessary in order for a seat to be reserved and held for you. To Book Booking can be done through any Canadian North ticket counter when agents are not busy accommodating revenue passengers. You may also book by calling the Call Centre at , entering 5 when the recording begins and identifying yourself as an airline employee and advising the agent EFFECTIVE: Amendment 5 06Jul09 Page 19

22 you have an ID50 ticket or are traveling on positive space business and wish to book a seat. Request that you be booked for the flight(s) you wish to take. Have the flight numbers available. You should also advise of any special information such as wheelchair assistance. If using an ID50 ticket, all rules and conditions of the applicable fare must be met. In the event travel plans change after the reservations are made, Canadian North must be contacted and advised to cancel or change the bookings as flight planning is based on the number of passengers anticipated on each flight. Once a reservation has been made under an ID50 ticket, the pass traveler is committed to travel positive space. If the passenger load is light and space is available, the pass traveler cannot then decide to cancel their positive space booking and downgrade to a space available basis. 3. Space Available Business Travel If a business travel seat cannot be confirmed, employees may list for standby travel with a priority of S0. In the event there are not sufficient seats available to accommodate all standby business travelers, those standing by may determine who must travel amongst themselves based on need rather than seniority. If necessary, the most senior manager at the gate will make the final decision. EFFECTIVE: Amendment 5 06Jul09 Page 20

23 H. TICKETING PROCEDURES 1. U-Write Tickets General Holders of a valid Canadian North ID/Travel card may request U-Write tickets by contacting Margaret Mackay (mmackay@canadian-north.com). If original Guest U-Writes are lost, only the remaining allotment of Guest U- Writes (as shown in company records) will be replaced. Service Charges for U-Write Tickets Service charges and applicable taxes for used U-Write coupons will be payroll deducted. A complete trip may or may not be deducted from the same pay cheque due to processing time. The following rates apply per travel coupon on Canadian North: Employees/Retired Employees/Spouse/ Children/DTC/Parents/In-Laws $5.00 Guests $30.00 Pass travelers who are required to use more than one non-revenue coupon due to a change in flight number will be charged the AIF and security taxes based on the origin airport. To ensure that the taxes are waived on the connecting flight, the employee must write CNX on both coupons used on the trip. While the taxes will be waived for the second coupon, the employee will be charged the applicable service charge for each coupon/sector. Service charges and taxes are subject to change. The cost of U-Write travel, both pleasure and guest, will be deducted from an employee s pay cheque and is subject to change. Fares per sector are on the Intranet under Pass Travel Information in the Helpful Document section. It is the employee s responsibility to track the cost of all non-revenue travel. EFFECTIVE: Amendment 5 06Jul09 Page 21

24 Procedure for Completing Employee U-Write Tickets Print passenger name exactly as shown on government issued identification. Per Transport Canada regulations, infant children less than 2 years of age must be included on the ticket even though they do not occupy a seat. Employee must print name and sign on Employee Signature line for U-write to be valid. Enter employee ID number and date of service in boxes indicated. Fill in From and To boxes, writing either city names in full, or by using city designators. Enter flight number, date and time. Circle appropriate category for Relationship, e.g. employee, spouse, companion, dependant (include date of birth for dependant). Enter record locator. Enter appropriate boarding priority. Passenger must sign on Passenger Signature line. 2. Industry Discount (ID 50) Travel The employee must complete a Canadian North Pass Request Form in order to receive a ticket for industry discount travel. Industry discount travel tickets may be issued at any Canadian North counter only upon presentation by the employee of his/her valid Company ID/ Travel Card and a completed Pass Request Form. Be prepared to drop off a Pass Request Form, (forms are available at any Canadian North manned ticket counter and in the Pass Travel Information section of the Intranet under Helpful Documents), and come back at a later time for ticket pick-up. You are not entitled to downgrade to space available if originally booked as positive space. ID50 reduced rate tickets are issued on 518 revenue ticket stock. In the event that the ID50 ticket is not used it may be refunded, subject to the applicable fare rules. 3. Positive Space Business Travel Quick Tickets For business travel on a PAY, PBY and S0 basis on Canadian North, employees use a Non-Revenue Business Travel U-Write Ticket. EFFECTIVE: Amendment 5 06Jul09 Page 22

25 Procedure for Completing a Business Travel Quick Ticket Print passenger name exactly as shown on government issued identification. Employee must print name and sign on Employee Signature line for U-write to be valid. Enter employee ID number and date of service in boxes indicated. Fill in From and To boxes, writing either city names in full, or by using city designators. Enter flight number, date and time. Enter record locator. Enter appropriate boarding priority. Enter your appropriate boarding priority. Effective February 1, 2009, a U-Write ticket will no longer be required to travel on Company business. Employees must register for the flight prior to checkin. Employees may check in by presenting their Company ID/Travel Card and Airport Security Pass issued under Canadian North. 4. Back-Up Tickets Back-up tickets may be purchased prior to departure to allow the traveler other airline travel options in case flights are full or in cases where travel plans change. Employees traveling on a service charge pass may elect to purchase an ID50 prior to traveling to use as back-up in the event that flights are full. You may purchase as many back-up tickets as you feel are necessary. In the event that the ID50 ticket is not used it may be refunded, subject to the applicable fare rules. 5. Payment An employee may only use a credit card, cash or Interac/debit, to purchase ID50 tickets. 6. Refunds/Transfers Fare rules must be checked on ID50 excursions for applicable refunds. Service charge tickets are not refundable. Industry discount and service charge tickets are not transferable from one person to another. EFFECTIVE: Amendment 5 06Jul09 Page 23

26 I. GENERAL TRAVEL POLICIES 1. Proper Documentation and Identification Service charge and industry discount pass travelers are reminded that it is their own personal responsibility, as it is for any airline pass traveler, to ensure they have all the proper travel documents, visas, passport, identification (i.e. birth certificate, student card, driver s license, etc.) and sufficient funds for their planned travel on Canadian North and interline carriers. They must also ensure they have proper documentation in the event they are deplaned or rerouted enroute. 2. Dress Standards Specific dress code policies for many interline carriers are not always available. Pass travelers on reduced rate passes on other carriers who do not conform to each carrier s specific policy may be denied boarding. In general a neat, clean and well-groomed appearance is required while traveling on reduced rate passes on Canadian North and interline. It is recognized that styles change and that individuals will have their own opinion of what is acceptable. However, Canadian North requests that employees, their spouses, dependants and guests, dress in a manner that represents the standards of our airline. Airport customer service agents have the authority to deny boarding to any individual whose attire does not conform to the outlined guidelines. Notwithstanding the dress code below, in recognition of the extreme winter conditions in the north, employees are permitted to wear boots which are clean and in good condition on Canadian North flights. The dress code below does not state what should be worn but rather what is unacceptable. Dress cannot be altered in flight. Clothing: - beach clothing, sports attire including sweat pants, jogging suits, rugby pants or work-out clothing. - tank-tops, t-shirts, sweatshirts, muscle or aloha shirts. - shorts, leggings, very short mini skirts. - attire which is revealing, tight-fitting, see-through or exposes the midriff - must be clean and in good condition with no holes, patches, frays or jagged edges. EFFECTIVE: Amendment 5 06Jul09 Page 24

27 Footwear: - athletic footwear, including runners and sport sandals. - beach wear, including flip flops - hiking or combat style lace-up or velcro boots - men s shoes without socks - must be clean and in good condition. Children (under 12) should be well groomed and well dressed in clothing suitable for travel. 3. Pass Travel Manners and Conduct Reduced rate pleasure travel is a privilege and must be treated as such. Customer service agents and flight attendants are focused on serving revenue passengers. Pass travelers should make their job as easy as possible. Check-in early, have all the required documentation ready to present and fully completed u-write tickets. At the gate, pass travelers should leave seats in lounge area closest to the gate for the convenience of revenue passengers or, if the lounge is full, stand as a courtesy to the revenue passengers. Do not disrupt the gate agent s work. They are busy getting revenue passengers on the flight and preparing it for on-time departure. If a seat has not been assigned, only approach the gate agent when paged. When it is time for flight departure, pass travelers should board after all revenue passengers. If the aircraft is boarded by row number, pass travelers should board after the revenue passengers in that section, unless the flight is boarded by row number. To facilitate inflight service while on board, pass travelers should remain seated and only leave their seats if necessary to make use of the washrooms. Pass travelers must not leave their seat and enter the flight deck uninvited. Inappropriate conduct or unreasonable demands which disturb revenue passengers including but not limited to excessive drinking, noise, monopolizing flight attendant s or customer service agent s attention with discussion of Company affairs, matters pertaining to the safety of the flight operation, or reduced rate transportation may result in disciplinary measures, up to and including loss of pass privileges for the employee. EFFECTIVE: Amdmt 06 01Jan10 Page 25

28 All pass travelers, including guests, should be aware that although they have listed for a flight, a meal may not be available. Catering requirements are based on confirmed passenger counts only. If there are surplus meals after all confirmed passengers have been served, they may be offered to pass travelers in order of seniority. Employees traveling on business passes should have a meal catered for them provided the booking was made 24 hours prior to scheduled departure time. However, be cognizant of our revenue passengers and willing to wait until all revenue passengers have been served in the event of a shortage. Pass travelers are required to deplane with consideration for all revenue passengers. Anyone traveling on reduced rate passes cannot accumulate travel points such as Aeroplan, Air Miles, etc. It is the responsibility of the employee to ensure that everyone traveling on the employee s passes is aware of the procedures and follows them. The employee may lose pass privileges if someone traveling on the employee s passes disrupts a flight or the customer service agents or flight attendants duties. If the offense is serious enough, the employee s employment with Canadian North may be terminated. 4. Check-in Procedures The boarding station must be presented with the original pleasure pass coupon or receive a fax prior to flight departure with a copy of the completed pleasure pass coupon in order for a pass traveler to board. If neither is received by the boarding station, the pass traveler will be denied boarding. The pass traveler may purchase a revenue ticket which could be refunded by having the employee send the revenue ticket receipt plus a pleasure pass coupon to Passenger Revenue Accounting in YZF. All pass travelers on service charge passes or industry discount tickets should check in early; for flights within Canada at least one hour prior to the scheduled departure time; for U.S. destination flights at least two hours prior to the scheduled departure time; and for international flights at least 2.5 hours prior to scheduled departure time to complete the required clearance, customs, etc. Always check in and obtain your boarding pass at regular economy counters no matter what type of pass you are traveling on. Initial check-in is normally not available at the gate unless otherwise directed by an agent. Please ensure that your U-Write tickets are completed in full prior to presenting them to the check-in agent at the airport. EFFECTIVE: Amendment 4-26May09 Page 26

29 Guests must have their U-Write tickets completed in full, and in their possession prior to travel. If the guest is traveling from another city, it is the responsibility of the employee to ensure their guests have the tickets available prior to travel. Failure to comply may result in the guest being denied boarding until they receive their tickets. When checking in, pass travelers must present identification to the agent with the pass/ticket coupons. Acceptable ID for an employee traveling on Canadian North and interline carriers is the Canadian North ID/Travel card; for all other travelers 12 years of age or older acceptable ID is one piece of valid government-issued photo identification which includes the pass traveler s name as it appears on the boarding pass, date of birth and gender or two pieces of valid government-issued non-photo identification which includes the pass traveler s name as it appears on the boarding pass, date of birth and gender. It is strongly recommended that government issued identification with the pass traveler s name as it appears on the boarding pass, date of birth and gender be available for presentation for all children under the age of 12. Verify any special airport information such as wheelchair assistance. Advise the agent the total number of people in your party and if you are willing to travel separately if the need arises. Each employee must check in individually but an employee may check in for his or her entire family. 5. Baggage Allowance Employees, their spouses, dependants and parents (S3 and S4) will be eligible to check-in one (1) additional piece of luggage free of charge, note this policy is subject to change. Excess baggage charges for pass travelers traveling on service charge reduced rate transportation will be assessed at the normal excess baggage rate without reduction. Carry-on baggage rules also apply to pass travelers. Employees are required to supply their own kennels for live animals and pets. Employees are exempt from excess baggage charges for the carriage of pets, note, this policy is subject to change. Employees are subject to the same carriage rules as revenue passengers, refer to procedures for traveling with animals on the Company website. All checked baggage must have identification on the outside. A duplicate ID tag is also recommended for the inside of each checked piece of luggage. EFFECTIVE: Amendment 5 06Jul09 Page 27

30 Claims for damaged, delayed or lost baggage for employees traveling on passes or reduced rate tickets are to be processed in the same manner as regular fare paying passengers by Canadian North. Pass traveler baggage will be accommodated at the same time as our customers and must be claimed immediately upon arrival. Travel pass holders should be aware that at times their baggage may be loaded only if space permits and may not necessarily be loaded on the same flight. Pass travelers are encouraged to avoid the use of overhead bins, leaving them free for revenue customers. Carry-on baggage should be of a size that permits under seat stowage. 6. At the Gate Arrive at the gate by the time indicated on the boarding pass and least 30 minutes before domestic departures, 45 minutes before transborder departures and 60 minutes before to international departures. If you have been given a confirmed boarding pass with an assigned seat, do not recheck at the gate. Follow normal boarding procedures unless paged and advised differently. If you have not been given a confirmed seat upon check in you are not required to hand in your boarding pass to the gate agent. Take a seat and wait to be paged. If a seat becomes available the gate agent will page you. Once paged, claim your new boarding pass and proceed on board. If you do not claim the seat after being paged, the seat will be offered to the next standby customer. Prior to boarding, all pass travelers 12 years of age and older must present one piece of valid government-issued photo identification which includes the pass traveler s name as it appears on the boarding pass, date of birth and gender or two pieces of valid government-issued non-photo identification which includes the pass traveler s name as it appears on the boarding pass, date of birth and gender. It is strongly recommended that government issued identification with the pass traveler s name as it appears on the boarding pass, date of birth and gender be available for presentation for all children under the age of 12. As regulations regarding identity screening change, it is recommended that identification requirements be verified on the Transport Canada website prior to travel. EFFECTIVE: Amendment 5 06Jul09 Page 28