Employee responsibility
Employee Travel is a privilege. The document is designed to help you understand and fulfill your responsibility to know and respect the rules of travel, both for you and those who travel with you.
Scope & Eligibility
These responsibilities apply to employees of Air Canada, AC Rouge, AC Vacations, Fasco and AC Express, as well as their travelling eligible dependents and companions.
Helpful hint:
Check the Employee Travel Policy to review the rules and limitations governing your travel privileges.
Important:
The employee is the sole holder of employee travel pass privileges being provided to them. It is the full responsibility and discretion of the employee to manage any/all eligible family members and partners as they see fit within our policy regulations.
The employee assumes full responsibility for any/all family members and partners (registered and non-registered), traveling on their privileges.
Responsibilities
Please review the information below to understand how you are expected to manage certain aspects of your travel privileges and the potential consequences of not doing so.
If you are scheduled to work and unable to report to your duties, you are not permitted to use your travel pass privileges under any circumstances. Should you disregard this policy and use your passes, it will be considered an employee infraction. Consequently, your travel pass privileges may be immediately suspended for an indefinite period, or you may face disciplinary action up to and including termination.
Trips may or may not take place exactly as planned or booked. It is the responsibility of the employee to make all necessary arrangements to report to work on time following a trip.
Traveling on OAL is still using travel privileges, if an employee is late for their schedule work due to a trip they should buy a confirmed ticket.
Expected behaviour
Personal travel privileges on Air Canada and other airlines are solely for the purpose of pleasure and not for any personal/business venture for the employee, family member, or travel partner or on behalf of an individual/company for which a salary or commission is paid.
Travel privileges are not transferable, and it is unlawful to sell travel privileges to another person.
Respecting the Employee Travel Policy.
Dressing appropriately, according to the Dress Code Policy.
Adhering to the Baggage Policy.
Following the Code of Conduct.
Respecting check-in times before a scheduled departure. Get the latest check-in times at Air Canada. External site which may not meet accessibility guidelines. Opens in a new tab.
Checking documentation requirements through the Passports and Visas link on the Employee Travel Website’s homepage and travelling with all required proof of identity, citizenship, Visas, etc.
Purchasing a full fare ticket in order to travel for immigration purposes, whether on AC or another airline.
Unacceptable behaviour
Requesting an upgrade.
Occupying areas that exclude or bother revenue passengers.
Entering the galley/monopolizing the attention of flight attendants.
Drinking excessively.
Being loud, belligerent or argumentative.
Referring to employee travel privileges in the presence of revenue passengers.
Challenging personnel who are handling operational requirements (i.e.: refusing to deplane in an oversell situation).
Refusing to pay customs or immigration penalties due to carrying incorrect or incomplete travel documentation (i.e.: proof of identity, citizenship, Visa, etc.).
Refusing to reimburse the company in the event that it occurs fines or penalties due to your failure to comply with laws, orders, regulations or demands.
Expected behaviour
Following the rules pertaining to flight registration outlined in the Employee Travel Policy (i.e.: one route per day, one priority, etc.).
Making your reservations through the Employee Travel Site.
Choosing your priority status before arriving at the airport (for personal travel).
Respecting an airport agent who modifies or reroutes your reservation due to irregular operations.
Unacceptable behaviour
Using Altea to create a new reservation or to change an existing one.
Demanding the reimbursement of a full-fare ticket in the event space becomes available on a flight – AC will not refund the cost of any full fare ticket.
Refusing to purchase return transportation in the event space is not available to get home – AC expects passengers to cover the cost of travel when seats are unavailable.
Expected behaviour
Purchasing reduced-rate OAL tickets for return flights as backup. Obtain these prior to commencement of travel, as employee ticketing may be unavailable in other cities.
Inform travel partners of risks associated with space-available travel, as they are not eligible for reduced-rate OAL tickets.
Familiarize yourself with and respect the dress code policies of other airlines.
Unacceptable behaviour
Soliciting free or reduced-rate transportation from other airlines.
Procedure
To list yourself for travel on an Air Canada flight, please go to the Employee Travel website. To purchase as ZED ticket on a partner airline, please go to “Other Airlines Ticketing” or “myIDTravel” via the Employee Travel site.
Exceptions & Unique Situations
Immigration: Travel privileges cannot be used for immigration except under the provisions for a company employee and their family members who have been transferred.
Non-compliance
Employee travel is a privilege we all enjoy as members of the AC family. Rules are in place to ensure employees, their families and travel companions may enjoy these privileges without impacting our revenue passengers and our business. It is everyone’s responsibility to use these privileges wisely and respectfully.
Misuse or attempted misuse of travel privileges is subject to disciplinary action.
An employee under disciplinary suspension is prohibited from using any personal travel privileges on Air Canada and other carriers with which Air Canada has agreements for free and reduced-rate transportation.
An employee must surrender their ID and travel card and any unused travel documents issued from the employee allotment. If suspended as per the following:
- Suspension pending discharge
- Suspension pending review following a court decision on a charge under the criminal code.
Any employee who is discharged or otherwise has their employment with the company terminated for just cause shall not be eligible to receive travel privileges, either in their own right or through any other employee.
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: Feb 24, 2025