Business Travel Policy For travel on the Air Canada network

This policy presents the rules governing business travel for employees of Air Canada (AC). Its purpose is to help you plan and book your flights efficiently when you must travel to conduct business on behalf of the company.

Scope & Eligibility

This policy applies to active employees of Air Canada, AC Rouge, ACV, AC Express and FASCO who are:

Rules & Limitations

Travelling for business is not the same as travelling for leisure and we’ve prepared these guidelines to help you efficiently plan your business travel.

Rules

For the sole purpose of conducting business on behalf of the company.

Valid as soon as the employee’s travel profile is active on the Employee Travel website (ETS).

Valid for confirmed travel on AC, AC Rouge, AC Express.

Bookings permitted 21 days prior to departure

Business travel on other airlines is subject to the interline agreement.

Employees who no longer need to travel for business must cancel their confirmed booking as soon as possible before the flight (see Procedure section below).

Subject to dress code, baggage allowance, and code of conduct policies.

Limitations

Not valid for commuting to work.

Failure to cancel a confirmed booking due to a change of plans could result in the following:

  • Pass suspension; and/or
  • Company discipline.

Holding duplicate positive space bookings is not permitted and could result in:

  • All bookings being cancelled; and/or
  • Pass suspension; and/or
  • Company discipline.

Not valid for travel on select Rapidair flights

Accessibility Services are available to all eligible employees and should be selected at the time of reservation/booking. Although we will make best efforts to meet your accessibility request(s), we encourage you to book your travel as early as possible within the business travel booking window to assist with processing the request. Moreover, please note that failure to select accessibility services in advance of travel may result in our inability to provide accessibility services.

When requested in a timely manner and depending on the accessibility service(s) requested, seating in certain cabins, classes, or aircraft may not be possible. We will do our best to meet all requests, however we cannot guarantee that all services can be met in all circumstances.

If you are denied boarding due to an oversell/IRROP situation, any confirmed accessibility service requests will be transferred with your Air Canada booking.

*Note: accessibility services do not transfer to OAL. If you are taking an OAL flight and require accessibility services, please contact the airline in question.

Procedure

Reserving business travel

  1. A maximum of 21 days before departure,* create your confirmed booking via ETS:
  2. Select your flight (space and travel pass eligibility permitting)
    1. Booking in Economy class is subject to limited economy class inventory
      1. Seats may appear available, but may not be available for business bookings
      2. If inventory is not available, select another flight
    2. Booking in Premium Economy class is subject to Premium Economy class inventory
      1. If inventory is not available, you’ll be booked in Economy class and waitlisted for Premium Economy class
      2. If Economy space is also not available, you may be required to select another flight
    3. Booking in Business class is subject to business class inventory
      1. If inventory is not available, you’ll be booked in Premium Economy or Economy class and waitlisted for Business class
      2. If Premium Economy and/or Economy space is also not available, you may be required to select another flight

* Book your travel as early as possible within the 21-day period to improve inventory availability ↵

Please ensure that you select any accessibility services you may require at time of booking and if you are required to contact Air Canada Accessibility Services, please do so as soon as possible after booking to confirm your accessibility services Our accessibility services.

Cancelling a business travel booking

If your plans change and you no longer need to travel for business, you must cancel the confirmed booking as soon as possible via ETS

Checking-in for business travel

To check-in for your flight, you can use one of the following options:

Non-compliance

Any disregard of the conditions outlined above will result in disciplinary action, up to and including the termination of employment, as well as the loss of travel privileges for the guilty party and their eligible family members.

When in doubt, it’s better to contact actravel.voyageac@aircanada.ca or call 1-833-847- EMPL (3675) to ask for clarification than to risk making the wrong assumption.

This policy is subject to change without notice.
Last update: June 18, 2025