Employee Travel Policy
This policy presents the rules governing employee travel at Air Canada (AC). Its purpose is to help you fully enjoy your travel privileges in a manner that is fair to all as well as commercially responsible.
Scope & Eligibility
This policy applies to employees of Air Canada, AC Rouge, ACV, AC Express, Fasco, and CIIC.
To be eligible, these employees must have:
- Completed 6 months of active service as a:
- Permanent full-time employee; or
- Permanent part-time employee; or
- Temporary full-time employee.
Helpful hint:
Check your employee travel profile to see if any of your family members are eligible for limited travel privileges. If they are, their privileges start when you, as the employee, have met all the eligibility requirements.
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.
Useful Definitions
- Allotment:
- The number of passes you’ve been awarded by the company to use for non-revenue travel on an annual basis.
- Boarding priority:
- The order in which employees will be awarded seats (see Boarding Priority policy).
- ZED fare:
- Reduced rate travel privilege on a partner airline of Air Canada.
Rules & Limitations
We want you to enjoy your travel privileges, which is why it’s important that you understand and follow the guidelines featured below. These rules are in place to protect our business as well as ensuring safe and equitable travel for all employees.
Rules
For personal use or eligible-family use only.
For leisure travel only.
Eligible for the following as per travel profile:
- Personal passes (C2/Y10)
- Partner passes (10 annually)
- Flex or Flex + Bundle (if applicable as per profile)
- Upgrade pass (if applicable as per profile)
- Service Award (if applicable)
- Go AC Suite of products
Boarding priority as per travel profile, in accordance with date of joining
Subject to service charges (as applicable), as well as all applicable taxes and fees. Please refer to Sector Service Charge chart found in the Pricing and Billing Policy.
Limitations
Non-transferrable to another person.
Unlawful to sell/barter travel privileges.
Not valid for business/business-related travel, including any travel involving a business venture, salary, paid commission, or non-profit organization (volunteering, coaching, etc.).
Not valid for immigration purposes.
Not valid for advance seat selection.
Not valid for accumulation of frequent flyer miles.
Rules
Ensure operation is not negatively impacted by your travel arrangements
Must comply with AC non-revenue dress code
Must comply with AC non-revenue baggage policy
Must select priority status for travel before arrival at airport.
Personal travel profile contains information about individual’s eligibility, allotment, and boarding priority.
Limitations
May not register for more than one itinerary, whether identical or different, with the same origin and destination on the same day or multiple days.
Example:
CDG YUL 25MAY C2/Y10 and/or
LHR YUL 25MAY C2/Y10 and/or
FCO YYZ 25MAY C2/Y10 and
YYZ YUL 25MAY C2/Y10
May not use different priorities to register for the same flight or on the same day.
Example:
AC857 LHR YYZ 02JUN C2/Y10 and
AC859 LHR YYZ 02JUN C1/J10
Or
AC857 LHR YYZ 02JUN C2/Y10 and
AC857 LHR YYZ 02JUN C1/J10
Rules
Vary by airline and must be respected.
ZED fare tickets required.
Limitations
As defined by other airlines.
Procedure
To list yourself for travel on an Air Canada flight, please go to the Employee Travel website (ETS).
To list yourself for travel on a partner airline, please follow these steps:
- Go to ETS > ZED - Personal Travel on Other Airlines (OAL)
- Check the Other Airline Reduced Rate Agreement Chart
- Look up your airline and check the Ticket Purchase column
- For airlines with “MyID Travel”, please refer to the MyID Travel Policy for information
- For airlines with “ETS Other Airline ticketing”, go to ETS to book travel
Travel disruption compensation
No right to flight disruption compensation (in case of cancellation, delay, or denied boarding) and other entitlements under the applicable passenger rights regimes, including Canada's Air Passenger Protection Regulations (APPR) or the European Union's EC261. All individuals travelling agree to release, and waive all claims against Air Canada, its subsidiaries, affiliates, partner and other airlines from any and all liabilities, damages, entitlements to compensation, losses, costs, or expenses arising under such regimes.
Non-compliance
Employee travel is a privilege. Therefore, non-compliance with the guidelines presented in this policy 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: Jan 17, 2025