Corporate Accommodation Policy

This policy presents the rules governing overnight hotel stays for employees of Air Canada (AC) who are travelling for business. Its purpose is to facilitate room reservations for the employee while also reducing hotel costs for the company.

Scope & Eligibility

This policy applies to all employees of Air Canada who require a hotel room for individual business travel only.

It does not apply to departments requiring hotel rooms for:

To read Air Canada’s full corporate hotel policy:

Go to HR Connex > Policies & Forms > Corporate Accommodation

Definitions

Air Canada Business Hotel:
These hotels have agreed to provide AC employees travelling on business with an exclusive rate.

Rules & Limitations

Air Canada has contracted certain hotels to provide its employees with special rates when they travel on business. In order to benefit from these arrangements, please review and follow the guidelines outlined below.

Rules

For individual business travel on behalf of AC.

Employees are required to book their hotel accommodations via the Hotel Express website.

Employees should always select “Air Canada Business Hotels” over others.

Employees should always book the most economical hotel room rate from the list of available properties.

Limitations

Employees may not book any hotels other than the ones listed on Hotel Express without the approval of their direct supervisor.

Rules

When the most economical property does not meet business requirements, employees may select the next best option.

  • For example, if the distance from the hotel to the meeting place results in transportation fees that cost more than booking another hotel.

Limitation

Employees who wish to book a hotel that is not listed as the most economical option must obtain written authorization from a member of Senior Management (Director position and above).

Procedure

Booking corporate accommodation for individual business travel:

  1. Login to the Employee Travel Site and select:
    1. Hotels etc.
    2. Business AC
  2. Read the guidelines
  3. Click on the link to be directed to Hotel Express
    1. Search for hotels
    2. Results will feature properties from the most economical to the most expensive
    3. “Air Canada Business Hotels” will be identified as such

Exceptions & Unique Situations

The hotel where you usually stay is not listed in Hotel Express: You may contact the Hotel Express team directly from the website to inform them of your concern. They will evaluate the possibility of including the hotel in question on the corporate list.

If you are having trouble accessing HotelExpress or require additional assistance with the following contact the IBM Help Desk at 514-422-4357 or 1-866-274-5444.

This policy is subject to change without notice.
Last update: Jun 1, 2021