The University’s policy requires that the lowest available airfare must be selected, after considering all the circumstances. This policy aligns with Tri-Agency (NSERC, SSHRC, CIHR) rules which require travelers to select the lowest airfare available. Any deviation from this policy (for example, choosing Air Canada or WestJet Flex, Latitude or Plus offerings or similar medium and premium priced economy) must be documented as noted below.
For example, in booking with Air Canada or WestJet, the policy requires the traveler to book with Tango or Econo.
If a traveler is booking a higher class of fare, the following is required:
| CLASS OF FARE | REQUIREMENTS |
|---|---|
| Air Canada Flex, WestJet Flex, or other medium priced economy | Justifiable reason for not booking lowest available fare must be included in claim for reimbursement. (e.g. Tango/Econo not available for the desired departure times) |
| Air Canada Latitude, WestJet Plus, or other premium priced economy | 1. Pre approval from the one over one (chair, dean, etc) must be included in the claim for reimbursement 2. Documentation evidencing that a lower priced airfare was not available at the time of booking or justifiable reason for not booking lowest available fare must be included in the claim. |
It is strongly recommended that travelers reserve their air travel at least 14 days in advance, to take advantage of lower priced fares, which typically become increasingly unavailable closer to the departure date.
Business Class Travel
Business class travel requires the pre-approval of a Vice President or the President, in order to be reimbursable against operating funds (fund 200). This pre-approval must be included with the claim for reimbursement. (See section 6.1.2 contained in the University’s Reimbursement of Expenses procedure).
Tri-Agency (fund 500) rules will allow business class travel to be charged against a grant if a medical accommodation is necessary. Should a medical accommodation be required, University policy requires a Vice President or the President to pre-approve the business class travel and the claimant must have on file with the University’s Wellness Office a doctor’s note confirming that a medical accommodation is necessary. The expense claim should note that business class travel is being used for a medical accommodation. However, the claimant is not required to file the medical documentation with the expense report but the expense report must have the pre-approval by the President or Vice President.