canadian north employee travel policy

Canadian North

Employee Travel Policy

EFFECTIVE: Amendment 4 - 26May09 Page i

HEADING

Page

A. INTRODUCTION ................................................................................................ 1

B. EMPLOYEE PLEASURE TRAVEL .................................................................... 3 1. Space Available Travel ............................................................................ 3 2. Positive Space Travel .............................................................................. 3

C. EMPLOYEE BUSINESS TRAVEL ..................................................................... 4 1. Business Travel on Canadian North ........................................................ 4 2. Business Travel on Other Airlines ........................................................... 4

D. CANADIAN NORTH BOARDING PRIORITIES ................................................. 5 1. General .................................................................................................... 5 2. Pleasure Travel Boarding Priorities ......................................................... 5 3. Positive Space Business Travel Boarding Priorities ................................ 6

E. CANADIAN NORTH ID/TRAVEL CARD ............................................................ 7

F. ELIGIBILITY FOR REDUCED RATE TRAVEL ................................................ 8 1. Officers, Full Time, Part Time, Temporary and Casual Employees .................................................................................... 8 2. Retired Employees .................................................................................. 8 3. Eligible Spouse and Children .................................................................. 9 4. Common-Law Spouse ........................................................................... 10 5. Same-Sex Spouse ................................................................................ 10 6. Designated Travel Companion .............................................................. 10 7. Parents and Parents-In-Law .................................................................. 11 8. Unaccompanied Minors ......................................................................... 11 9. Guests ................................................................................................... 11 10. Casual Employees / Employees on Leave ............................................ 12 11. Maternity Leave/Parental Leave ............................................................ 12 12. Layoff Status ......................................................................................... 12 13. Leave of Absence .................................................................................. 14 14. Short Term and Long Term Disability .................................................... 14 15. Workers’ Compensation ........................................................................ 14 16. Compassionate/Emergency Passes ...................................................... 14 17. Labour Disruptions ................................................................................ 15 18. Resignation ........................................................................................... 15 19. Termination ........................................................................................... 15 20. Employees on Suspension .................................................................... 17

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EFFECTIVE: Amendment 4 - 26May09 Page ii

HEADING

PAGE

G. REGISTERING FOR/BOOKING A FLIGHT .................................................... 18 1. Space Available Listing ......................................................................... 18 2. Positive Space Booking for Pleasure and Business .............................. 18 3. Space Available Business Travel .......................................................... 19

H. TICKETING PROCEDURES ............................................................................ 20 1. U-Write Tickets ...................................................................................... 20 2. Industry Discount (ID 50) Travel ............................................................ 21 3. Positive Space Business Travel U-Write Tickets ................................... 21 4. Back Up Tickets .................................................................................... 22 5. Payment ................................................................................................ 22 6. Refunds/Transfers ................................................................................. 22

I. GENERAL TRAVEL POLICIES ....................................................................... 23 1. Proper Documentation and Identification .............................................. 23 2. Dress Standards .................................................................................... 23 3. Pass Travel Manners and Conduct ....................................................... 24 4. Check-In Procedures ............................................................................. 25 5. Baggage Allowance ............................................................................... 25 6. At the Gate ............................................................................................ 27 7. Being “Bumped” Enroute ....................................................................... 28 8. Admission to the Flight Deck ................................................................. 29 9. Flight Attendant Jump Seat ................................................................... 30

APPENDIX A – Interline Travel ................................................................................. 32

APPENDIX B – Travel While on Leave .................................................................... 33

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EFFECTIVE: 09Aug13 Page 1

A. INTRODUCTION

One of the advantages of working with an airline is the availability of reduced rate travel privileges. These privileges include travel on Canadian North and other carriers worldwide. The following information is provided to assist you in the correct utilization of your travel privileges. You are an ambassador for Canadian North and your behaviour will inevitably influence how others view our Company. The best approach to Reduced Rate/Pass Travel is to thoroughly familiarize yourself and those eligible to travel under your pass travel benefits with the rules and always act in a courteous and discreet manner when traveling. Remember that the interests of

revenue passengers MUST always be placed ahead of pass travelers.

It is essential that the requirements and standards contained in this policy are strictly adhered to at all times. Failure to act in an acceptable manner may result in one or more of the following penalties: - Cancellation of all further pass privileges - Collection of full published retail fare - Disciplinary action up to and including termination and/or criminal

prosecution These privileges cannot be sold, bartered or used for personal gain in any form. Ensure that all those who benefit from your privileges are fully aware of the Employee Travel Policy and its importance.

Reduced rate and pass travel privileges are not transferable from one person to another; they are solely for personal travel and are not to be used for any personal business venture or on behalf of any other individual or company. Officers and employees are wholly responsible for the general conduct and adherence to Company policies of those who enjoy travel benefits through them.

It is the employee’s responsibility to report to work on time. This includes taking the necessary precautions to ensure they are able to return to work as scheduled when traveling on passes of any type. Failure by an employee to meet this obligation may result in disciplinary action being taken by the Company, up to and including suspension of all travel privileges and termination of employment with the Company.

If you have any questions that are not answered by this policy, please contact your Manager or Margaret Mackay, Office & Interline Coordinator in YYC by email at [email protected]. It is important to remember that you are responsible for arranging your own travel. Please allow two weeks processing time for all requests unless otherwise indicated and ensure that all appropriate pass request forms, when required under this policy, are completed in their entirety.

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Unless otherwise specifically stated, the information contained in this policy applies to travel on Canadian North only. The provisions of agreements with other carriers are outlined in the Pass Travel Information section on the Intranet.

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B. EMPLOYEE PLEASURE TRAVEL

There are two (2) main types of employee airline travel for pleasure: space available or positive space. Space available travel means the pass traveler is listed for the flight but a seat is not reserved and travels only if a seat is available. If a seat is not available, the pass traveler must stand-by for the next available flight with a seat available. Positive space travel means you may reserve and hold a seat for a specific flight.

1. Space Available Travel

Employees must utilize the myIDTravel tool to create a flight listing. Payment is required by credit card at time of listing. There is a service charge payable per sector as well as applicable fees and taxes. The link to the myIDTravel tool is in the Pass Travel Information section on the Intranet.

2. Positive Space Travel

Positive space travel for employees and their eligible dependants is possible by paying 50% of the VNORTH fare in Economy Class at the time of ticketing. Reservations and ticketing are subject to all applicable rules and restrictions for the applicable fare. Access to industry discount travel may be available on other carriers, as specified in the Pass Travel Information section on the Intranet and in Appendix A.

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C. EMPLOYEE BUSINESS TRAVEL

1. Business Travel on Canadian North

When traveling on legitimate company business on Canadian North, the employee occupies a confirmed seat on the aircraft. Travel priority information is contained in Section D of this pass travel policy.

If the employee wishes to travel on a flight where the proper booking inventory is not available and a seat cannot be confirmed, the employee may travel on a space available basis with a S0 priority in Y class. If there are not enough seats to accommodate all the S0 priority travelers, those standing by to travel may determine amongst themselves who must travel based on need rather than seniority. If necessary, the most senior manager at the gate may make the final decision.

If you wish to travel standby on a flight where confirmed space is not available, you may not hold space on another flight as back-up. Employees must book in “N” class for the flight prior to check-in. Employees may check in by providing their record locator and presenting their Company ID/Travel Card or Airport Security pass issued under Canadian North. No e-ticket is issued.

2. Business Travel on Other Airlines

See the Pass Travel Information section on the Intranet for business travel procedures on other airlines.

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EFFECTIVE: Amdmt – 09Aug13 Page 5

D. CANADIAN NORTH BOARDING PRIORITIES

1. General

Those traveling on a service charge ticket or a reduced rate fare are given a boarding priority code to advise the gate agent at the airport who should be boarded first, second, etc. Immediate family members have the same boarding priority as the employee when the employee is traveling for pleasure. On Canadian North, boarding priorities are established first by the boarding code, then by the date of hire with the company. Canadian North employees who are eligible spouses of one another may travel for pleasure on the boarding priority and date of hire of the spouse with the higher boarding priority. If boarding priorities are the same, the employee with a later date of hire may travel on the date of hire of the spouse with the earlier date of hire. This includes dependant children where applicable. The “S” code as well as the employee’s date of hire determine boarding priorities for employee guest(s). myIDTravel does not recognize the “S” priorities and uses the “ZED” categories.

NOTE: Boarding priorities are subject to change.

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2. Pleasure Travel Boarding Priorities

Following are the boarding priorities for space available pleasure travel on Canadian North with the “S” and “ZED” priorities:

Standby Company Business Travel S0 N/A

Prizewinners and others as issued S1 N/A

Officers, S2 N/A

Part- and Full-Time Employees, Spouse and Dependants over 12 and under 24, Designated Travel Companion

S2 ZEA

Part- and Full-Time Employees dependants between 2 and 12

S2 ZEC

Part- and Full-Time Employees dependants under 2 S2 ZEI

Part- and Full-Time Employees on Layoff, Maternity Leave/Parental Leave, Layoff, LTD, WCB, Leave of Absence and Severed Employees and Dependants.

S2 ZEA

Casual Employees, Spouse and Dependants S3 ZMA

Parents and Parents-In-Law

S4 ZEP ZEF

Employee Guest S5 ZPC

Retired Employees, Spouse and Dependants over 12 and under 24

S5 ZEA

Retired Employees, Spouse and Dependants between 2 and 12

S5 ZEC

Retired Employees, Spouse and Dependants under 2 S5 ZEI

Other Airline Employees on myIDTravel - Employee/Spouse/Dependants over 12 and under 24 - Dependants between 2 and 12 - Dependants under 2 - Parents

S8 ZEA ZEC ZEI ZEP

Other Airline Employees with service charge agreement

S8 N/A

Contract Employees S8 N/A

Boarding priority is determined first by the boarding priority code, then by the date of hire.

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3. Positive Space Business Travel Boarding Priorities

Following are the boarding priorities for positive space business travel on

Canadian North:

Dead Heading Crew PAY

Officers and Directors PBY

Managers PBY

Other Employees PBY

Compassionate Travel PBY

Prospective Employees traveling for Interview

PBY

Prizewinners and others as issued PCY

Board Members PCY

Boarding priority is determined first by the boarding priority code, then by the

date of hire.

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E. CANADIAN NORTH ID/TRAVEL CARD

Full time, part-time, casual and retired employees will receive a Canadian North ID/Travel Card. This card serves as Company identification and allows employee access to travel related privileges including service charge and reduced rate travel, discounts offered by car rental agencies, tour operators, hotel and transportation services to airports, where applicable. The card is issued upon commencement of employment with the Company and remains the property of Canadian North. The card must be surrendered upon the request of the employee’s manager. Employees are responsible for advising Payroll in YZF of any changes in spouse and dependant status. Failure to advise Payroll including personal information such as address, telephone number, etc., may result in the suspension of travel privileges or full fare billing for unauthorized travel.

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F. ELIGIBILITY FOR REDUCED RATE TRAVEL

1. Officers, Full Time, Part Time, Casual and Temporary Employees

Full time, part time, casual and temporary employees, including eligible spouse and dependants, are qualified to receive unlimited space available service charge and positive space reduced rate (ID50) travel passes on Canadian North after 30 days from their first day of employment with the company. All full-, part-time, casual and non-active employees must utilize the myIDTravel tool for pleasure travel on Canadian North. Casual and temporary employees are not eligible for guest or interline travel except as outlined in the Pass Travel Information section on the Intranet.

2. Retired Employees

Employees must meet the following criteria to be eligible for retired employee travel privileges:

a minimum of 55 years of age, and

a minimum of 10 years of continuous service as a permanent part-time or full-time employee.

or

15 years of continuous service with Canadian North as a permanent part-time or full-time employee.

The following persons will be eligible:

Eligible retired employee

Spouse (including common-law and same-sex)

Dependant children under the age of 24

Parents

Designated travel companion

Retired employees and eligible persons will travel with an S5 priority. Their employee number and service date will remain the same and they will retain their Canadian North ID/Travel Card. Retired employees are required to pre-pay for any pass travel on Canadian North and must submit the Pre-Pay Pass Request form at least fourteen days prior to the intended date of travel to allow sufficient processing time for the

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request. The Pre-Pay Pass Request form is in the Pass Travel Information section on the Intranet under Helpful Documents and Appendix B of this Travel Policy. Refer to each interline agreement in the Pass Travel Information section on the Intranet for retired employee privileges and procedures on other carriers.

a. Non-Competition Travel Regulation A retired employee who serves as an officer, director, board member

or senior manager of a scheduled/non-scheduled airline operating domestic routes within Canada or a Canadian-based cargo and/or charter/tour operator may have all personal and family travel privileges suspended, at the Company’s discretion, during the period of commitment.

The retired employee is responsible for notifying Canadian North of the

commencement and conclusion of their commitment with such air carrier by email to [email protected] and for surrendering their Company ID card to the Interline Coordinator at Canadian North.

Upon conclusion of the commitment, all personal and family travel

privileges will be reinstated and the Company ID card will be returned to the retired employee.

Failure to comply with these regulations will result in the lifetime loss of

travel privileges for the retired employee and their eligible family members.

3. Eligible Spouse and Children

An eligible employee’s legal spouse, eligible common-law spouse or same-sex spouse (as defined below) and financially dependent, unmarried children until the age of 24 are eligible for travel privileges. Travel benefits will be extended to children who do not reside with the employee but are being financially supported by the employee. A copy of a Child Support court order must be provided to Payroll in YZF. If an employee is a legal guardian or foster parent of a financially dependent, unmarried child who is living with the employee full-time, the child will be eligible for travel benefits and privileges until the age of 18. A copy of the court document awarding legal guardianship to the employee must be provided to Payroll in YZF. Each infant must be accompanied by an adult, as per Transport Canada regulations.

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4. Common-Law Spouse

Canadian North will recognize the common-law spouse of an employee as an individual of the opposite sex to the employee, who although not legally married to the employee, resides with the employee as the employee’s spouse. A common-law spouse is eligible for travel privileges after completing a Statutory Declaration which attests that the common-law spouse has been publicly represented as the employee’s spouse and has been residing ‘continuously’ with the spouse for a period of one (1) year. A period of at least three (3) years is required for the employee and common-law spouse who are prohibited by law from marrying by reason of marriage of either the employee or common-law spouse. Eligible children of a common-law spouse must be included in the Statutory Declaration to be eligible for travel privileges. The Statutory Declaration must be on file with Payroll in YZF.

5. Same-Sex Spouse

Canadian North will recognize the same-sex spouse of an employee as an individual of the same-sex as the employee, who although not legally married to the employee, resides with the employee as the employee’s spouse. A same-sex spouse is eligible for travel privileges after completing a Statutory Declaration which attests that the same-sex spouse has been publicly represented as the employee’s spouse and has been residing ‘continuously’ with the employee for a period of one (1) year. A period of at least three (3) years is required for the employee and same-sex spouse if either is married to someone else. Eligible children of same-sex spouse must be included in the Statutory Declaration to be eligible for travel privileges. The Statutory Declaration must be on file with Payroll in YZF.

6. Designated Travel Companion (DTC)

A designated travel companion may be registered by an employee who does not have a legal spouse or common-law/same-sex spouse as identified by Human Resources. All eligible employees may designate one travel companion by submitting the Designated Companion Travel Registration form to Payroll in YZF. Employees may change their DTC in January and July only.

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7. Parents and Parents-In-Law

Parents and Parents-In-Law, including the parents of a common-law spouse, are eligible to travel on the Canadian North employee’s unlimited pleasure pass. Parents and Parents-In-Law will travel on a S4 boarding priority and the employee’s date of hire. Registration of Parents and Parents-In-Law with Payroll in YZF is required. There shall not be four (4) sets of Parents or Parents-In-Laws designated at the same time. Employees may only register a father, or step-father, and mother, or step-mother. An employee may change the parents eligible for travel once a calendar year. Parents of a Designated Travel Companion are not eligible.

8. Unaccompanied Minors Eligible children under twelve (12) years of age may not travel unaccompanied (without an adult) on a similar type of discounted space available pass. Children between the ages of five (5) and twelve (12) may travel as an Unaccompanied Minor (UM) provided an ID50 ticket is purchased for the child and a “UM” AS017 form is filled out (available at airport ticket counters). The applicable Unaccompanied Minor fee for each direction of travel must also be paid. Eligible children must also carry government issued identification such as a birth certificate.

9. Guests

The Canadian North Guest Pass is to be used by an employee’s family and friends only. For security reasons, do not offer or give away guest passes to people that you do not know personally. All full-time and part-time employees will receive twelve (12) one-way trips per calendar year for family members or friends, after six (6) months of continuous employment. No registration or designation is required. Casual and Temporary employees are not eligible for Guest passes. Employees on leave are eligible for guest passes and are required to pre-pay for any guest pass travel with submission of the Pre-Pay Pass Request form at least fourteen days prior to travel to allow sufficient processing time for the request. The Pre-Pay Pass Request form is in the Pass Travel Information

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section on the Intranet under Helpful Documents and Appendix B to this document. Guest u-writes must be returned to employee’s department manager/supervisor at the start of the leave. Employee guest U-Writes used after the start of the leave will be considered a misuse of privileges and the employee will be subject to disciplinary action which could include suspension of all travel privileges and termination of employment with the Company. If the origin to destination travel for your Guest requires more than one coupon due to a change in flight number, it will be assumed they have only used one coupon per one-way travel for the purpose of coupon allotment and applicable taxes. The employee will be considered to have used only one (1) coupon each way and will be still eligible for an additional five (5) return guest trips during the year. A request for replacement of the coupons must be sent by comat to Margaret Mackay at YYCOO5T. Include a copy of the PNR with your request. The employee will only be charged the AIF and security taxes based on the origin airport for each one-way date of travel. To ensure that the fees and taxes are waived, the employee must write “CNX” on both coupons used on the one-way trip. While the taxes will be waived for the second coupon, you will be charged the applicable service charge for each coupon/sector. For example, if your Guest travels from YYC to YFB via YZF on Monday and returns Friday from YFB to YYC via YZF, “CNX” must be written on both coupons used on each one-way trip. YZF taxes will then be waived. The Guest must use two coupons for each one-way travel if there is a change in flight number. After travel is completed, the employee may send a copy of the PNR to Margaret Mackay, YYCOO5T, with a request for replacement for one of those used coupons. The boarding station must be presented with the original guest pass coupon or receive a fax prior to flight departure with a copy of the completed guest pass coupon in order for a pass traveler to board. If neither is received by the boarding station, the pass traveler will be denied boarding. The pass traveler may purchase a revenue ticket which could be refunded by having the employee send the revenue ticket receipt plus a guest pass coupon to Passenger Revenue Accounting. Guests travel at an S5 boarding priority and the employee’s date of hire. Note: As Guest Passes are year-specific, new passes are distributed to your

manager in December of each year for the following year. If your guest is traveling outbound in December, and returning in January, the

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inbound travel must be completed by January 15. If a guest is returning after this date then they must use the new-year guest passes.

For example, the Guest is traveling YZFYEG / 23DEC09, on passes

valid for 2009. If they are planning to return YEGYZF prior to 15JAN10, they may use a 2009 guest pass, however, if they are returning 16JAN10, they must use a 2010 guest pass.

10. Casual Employees / Employees on Leave All casual employees, as well as those who are not on payroll for reasons

such as a leave, including Maternity/Parental, Short or Long Disability, Personal, Compassionate Care or WCB, must utilize the myIDTravel tool for pleasure travel.

11. Maternity Leave/Parental Leave

Travel privileges will continue as normal for employees, eligible spouse, eligible children, parents/parent-in-laws as registered with the Company (reference Point 7) and guests during the 17 weeks of an employee’s maternity leave and to those who elect to take parental leave. NOTE: Employees on parental leave are not eligible for interline travel.

12. Layoff Status

Employees who are laid off from the Company are eligible for service charge and reduced rate travel privileges on Canadian North for themselves, their eligible spouse, eligible children, parents/parent-in-laws as registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible. Interline travel is not permitted. Employees must return their ID/Travel Card, as well as any unused employee guest U-writes to their department manager/supervisor at the start of the layoff period. A letter identifying them as an employee will be provided once their ID/Travel Card has been returned. Failure to return the ID/Travel Card will result in denied travel privileges. Employees on lay-off are required to pre-pay for any pass travel and must submit the Pre-Pay Pass Request form at least fourteen days prior to travel to allow sufficient processing time for the request. The Pre-Pay Pass Request form is in the Pass Travel Information section on the Intranet under Helpful Documents and Appendix B to this document. Employee guest U-Writes used after the start of the lay off will be considered a misuse of privileges and the employee will be subject to disciplinary action

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including suspension of all travel privileges and termination of employment with the Company. Interline travel privileges will resume the day of permanent recall or commencement of a new full-time, part time or casual position with the Company. Any service charge travel incurred prior to the layoff date, which has not been payroll deducted from the employee’s pay cheque, will be invoiced to the employee directly. The employee may have travel privileges suspended up to and including termination if invoices are not paid before the date specified on the invoice.

13. Leave of Absence

Employees on a personal leave or a Company approved leave of absence will be eligible for travel privileges on Canadian North for themselves, their eligible spouse, eligible children, parents/ parent-in-laws as registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible. Interline travel is not permitted. Employees must return their ID/Travel Card, as well as any unused employee guest U-writes, at the start of the leave. A letter identifying them as an employee will be provided once their ID/Travel card has been returned. Failure to return the ID/Travel Card will result in denied travel requests. Employees on leave must utilize the myIDTravel tool for pleasure travel and the Pre-Pay Request form for guest travel, see Guests and Appendix B for further information. Employee guest U-writes used after the start of the leave of absence will be considered a misuse of privileges and the employee will be subject to disciplinary action including suspension of all travel privileges and termination of employment with the Company. Any service charge travel incurred prior to the employee’s leave of absence, which has not been payroll deducted from the employee’s pay cheque, will be invoiced to the employee directly. The employee may have travel privileges suspended, up to and including termination, if invoices are not paid before the date specified on the invoice.

14. Short Term and Long Term Disability

Travel privileges on Canadian North will continue as normal for employees, eligible spouse, eligible children, parents/parents-in-law as registered with the Company (reference Point 7), designated travel companion if applicable and

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guests if eligible while the employee is on either a Short Term or a Long Term Disability. A physician’s authorization for employee travel must be provided to Human Resources. Travel on other carriers (interline/ZED) is not permitted.

15. Workers’ Compensation

Travel privileges on Canadian North will continue as normal for employees, eligible spouse, eligible children, parents/parents-in-law registered with the Company (reference Point 7), designated travel companion if applicable and guests if eligible while the employee is on Workers’ Compensation. A physician’s authorization for employee travel must be provided to Human Resources. Travel on other carriers (interline) is not permitted.

16. Compassionate/Emergency Passes

Complimentary passes may be granted to all active employees, eligible spouse, eligible children, parents/parents-in-law for emergency travel involving death, imminent death, accident, serious or critical illness of relatives. Relatives are defined as eligible spouse, children and parent(s), parent(s)-in-law, brothers, sisters of either employee or eligible spouse, grandparents and grandchildren of either employee or eligible spouse. Compassionate passes are valid on Canadian North only and will be issued on a positive space basis (PBY). Passes must be applied for and travel must commence within seventy-two (72) hours of the emergency. Application by pass request for emergency/compassionate passes may be made through your manager.

17. Labour Disruptions

In the event of a labour disruption, all pass privileges are suspended for those employees participating in the disruption, effective the first day of the labour disruption. If passes are used during this time, the employee will be charged full fare and may be terminated from the Company for improper use of pass privileges.

18. Resignation

Employees who resign from the Company are not eligible for any travel as of their resignation date. Employees who resign are responsible for ensuring they return to their manager all unused guest U-writes, service charge and reduced rate documents in the employee’s possession (including those in the possession of the employee’s eligible spouse, eligible children or guests).

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Please note that issuance of final separation pay and documents may be delayed if the aforementioned documentation is not returned. Guest u-write use prior to resignation may be processed after the date of resignation and will be invoiced directly to the employee.

19. Termination A part- or full-time employee whose employment is terminated by the Company may be eligible for a severance package which includes limited travel privileges based on the employee’s position and length of service. The following persons will be eligible: - Terminated employee - Spouse (including common-law and same-sex) - Dependant children under the age of 24 The following conditions apply: - The employee and eligible persons will each receive two passes for each

complete year of service. - The terminated employee and eligible persons will continue to travel with

the same priority, employee number and service date for a period of time to equal the employee’s years of service up to the date of termination. For example, an employee hired on January 1, 2000 and terminated on June 10, 2009 would be eligible for 18 passes for the employee and each eligible person and the eligibility for usage of these passes would end on June 10, 2018.

- There is no limit to how many passes may be used during each year of eligibility.

- Travel privileges will continue until the employee’s eligibility end date for all eligible persons if the employee exhausts their allotment prior to their eligibility end date.

- Passes are not transferable between the employee and the eligible persons.

- New spouse and new born children may be added to the employee’s profile at any time; however, the pass allotment will be the same as the employee’s remaining allotment.

- Not eligible for guest passes. Terminated employees eligible for travel on Canadian North are required to pre-pay for any pass travel and must submit the Pre-Pay Pass Request form at least fourteen days prior to the intended date of travel to allow sufficient processing time for the request. Copies of the form may be obtained from Margaret Mackay ([email protected]).

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The employee’s manager is responsible for ensuring that the employee ID/Travel Card, all U-write, service charge and reduced rate tickets in the employee’s possession (including eligible spouse, eligible children and guests) are obtained and are returned to Payroll in YZF. Terminated employees who meet the criteria of a retired employee on date of termination will be eligible for retired employee benefits.

20. Employees on Suspension

All travel privileges for an employee (including their eligible spouse, eligible children, designated travel companion and guests) are forfeited while an employee is on suspension. The manager is responsible for ensuring the employee ID/Travel Card is in the Company’s possession during the suspension period. Employees will not be allowed to use any U-write, service charge and/or reduced rate tickets they may have in their possession prior to the suspension.

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G. REGISTERING FOR/BOOKING A FLIGHT

1. Space Available Listings

myIDTravel automatically lists passengers for the flights when listings are created using the myIDTravel tool. Guest Listings

Space available listings are required for load control, notification of delays, cancellations, assignment of available seats, ease of check-in, etc.

Registration can be done through any Canadian North ticket counter when agents are not busy accommodating revenue passengers.

You may also register by calling the Canadian North Call Centre at 1-800-661-1505, Identify yourself as an airline employee traveling space available.

Request that your guest be registered/listed for the flight you wish to take and ensure that you have the flight numbers available.

Employees are responsible for ensuring that the correct date of hire and boarding priority code are given for those traveling under their pass privileges.

You should also advise of any special information such as wheelchair assistance.

As there is a cost to Canadian North associated with using the Call Centre, please utilitize a ticket counter/airport whenever possible to list on a flight. In the event travel plans change after the listing is made, Canadian North must be contacted and advised to cancel or change the listing as flight planning is based on the number of passengers anticipated on each flight.

2. Positive Space Booking for Pleasure and Business Travel

Booking when traveling on a positive space basis is necessary in order for a seat to be reserved and held for you.

To Book

Booking can be done through any Canadian North ticket counter when agents are not busy accommodating revenue passengers. You may also book by calling the Call Centre at 1-800-661-1505, entering 5 when the recording begins and identifying yourself as an airline employee and advising the agent you have an ID50 ticket or are traveling on positive space business and wish to book a seat.

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Request that you be booked for the flight(s) you wish to take. Have the flight numbers available.

You should also advise of any special information such as wheelchair assistance.

If using an ID50 ticket, all rules and conditions of the applicable fare must be met.

In the event travel plans change after the reservations are made, Canadian North must be contacted and advised to cancel or change the bookings as flight planning is based on the number of passengers anticipated on each flight.

Once a reservation has been made under an ID50 ticket, the pass traveler is committed to travel positive space. If the passenger load is light and space is available, the pass traveler cannot then decide to cancel their positive space booking and downgrade to a space available basis.

3. Space Available Business Travel

If a business travel seat cannot be confirmed, employees may list for standby travel with a priority of S0. In the event there are not sufficient seats available to accommodate all standby business travelers, those standing by may determine who must travel amongst themselves based on need rather than seniority. If necessary, the most senior manager at the gate will make the final decision.

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H. TICKETING PROCEDURES

1. Pleasure Travel E-tickets are created and listing completed automatically when utilizing the

myIDTravel tool for pleasure travel for the employee and their eligible persons.

2. Guest U-Write Tickets

General

If original guest U-Writes are lost, only the remaining allotment of Guest U-Writes (as shown in company records) will be replaced. If an employee subsequently uses more than the 12 guest passes allotted during a calendar year, they will be subject to discipline which could include suspension of travel privileges and termination.

Service Charges

Service charges and applicable taxes for used guest U-Write coupons will be payroll deducted. A complete trip may or may not be deducted from the same pay cheque due to processing time.

The following rates apply per travel coupon on Canadian North:

Guests $30.00

Pass travelers who are required to use more than one non-revenue coupon due to a change in flight number will be charged the AIF and security taxes based on the origin airport. To ensure that the taxes are waived on the connecting flight, the employee must write “CNX” on both coupons used on the trip. While the taxes will be waived for the second coupon, the employee will be charged the applicable service charge for each coupon/sector. Service charges and taxes are subject to change.

The cost of U-Write travel will be deducted from an employee’s pay cheque and is subject to change. Fares per sector are on the Intranet under Pass Travel Information in the Helpful Document section. It is the employee’s responsibility to track the cost of all non-revenue travel.

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Procedure for Completing Employee U-Write Tickets

Print passenger name exactly as shown on government issued identification. Per Transport Canada regulations, infant children less than 2 years of age must be included on the ticket even though they do not occupy a seat.

Employee must print name and sign on Employee Signature line for U-write to be valid.

Enter employee ID number and date of service in boxes indicated.

Fill in “From” and “To” boxes, writing either city names in full, or by using city designators.

Enter flight number, date and time.

Circle appropriate category for Relationship, e.g. employee, spouse, companion, dependant (include date of birth for dependant).

Enter record locator.

Enter appropriate boarding priority.

Passenger must sign on Passenger Signature line.

2. Industry Discount (ID 50) Travel

The employee must complete a Canadian North Pass Request Form in order to receive a ticket for industry discount travel. Industry discount travel tickets may be issued at any Canadian North counter only upon presentation by the employee of his/her valid Company ID/ Travel Card and a completed Pass Request Form. Be prepared to drop off a Pass Request Form, (forms are available at any Canadian North manned ticket counter and in the Pass Travel Information section of the Intranet under Helpful Documents), and come back at a later time for ticket pick-up.

You are not entitled to downgrade to space available if originally booked as positive space. ID50 reduced rate tickets are issued on 518 revenue ticket stock.

In the event that the ID50 ticket is not used it may be refunded, subject to the applicable fare rules.

3. Positive Space Business Travel Quick Tickets

For business travel on a PAY, PBY and S0 basis on Canadian North, employees book in “N” class and check-in with their record locator and government issued picture ID. No e-ticket is necessary.

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4. Back-Up Tickets

Back-up tickets may be purchased prior to departure to allow the traveler other airline travel options in case flights are full or in cases where travel plans change. Employees traveling on a service charge pass may elect to purchase an ID50 prior to traveling to use as back-up in the event that flights are full. You may purchase as many back-up tickets as you feel are necessary. In the event that the ID50 ticket is not used it may be refunded, subject to the applicable fare rules.

5. Payment

An employee may only use a credit card, cash or Interac/debit, to purchase ID50 tickets.

6. Refunds/Transfers Fare rules must be checked on ID50 excursions for applicable refunds. Service charge tickets are not refundable. Industry discount and service charge tickets are not transferable from one person to another.

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I. GENERAL TRAVEL POLICIES

1. Proper Documentation and Identification

Service charge and industry discount pass travelers are reminded that it is their own personal responsibility, as it is for any airline pass traveler, to ensure they have all the proper travel documents, visas, passport, identification (i.e. birth certificate, student card, driver’s license, etc.) and sufficient funds for their planned travel on Canadian North and interline carriers. They must also ensure they have proper documentation in the event they are deplaned or rerouted enroute.

2. Dress Standards

Specific dress code policies for many interline carriers are not always available. Pass travelers on reduced rate passes on other carriers who do not conform to each carrier’s specific policy may be denied boarding. In general a neat, clean and well-groomed appearance is required while traveling on reduced rate passes on Canadian North and interline. It is recognized that styles change and that individuals will have their own opinion of what is acceptable. However, Canadian North requests that employees, their spouses, dependants and guests, dress in a manner that represents the standards of our airline. Airport customer service agents have the authority to deny boarding to any individual whose attire does not conform to the outlined guidelines. Notwithstanding the dress code below, in recognition of the extreme winter conditions in the north, employees are permitted to wear boots which are clean and in good condition on Canadian North flights. The dress code below does not state what should be worn but rather what is unacceptable. Dress cannot be altered in flight. Clothing: - beach clothing, sports attire including sweat pants, jogging suits, rugby pants or work-out clothing. - tank-tops, t-shirts, sweatshirts, muscle or aloha shirts. - shorts, leggings, very short mini skirts. - attire which is revealing, tight-fitting, see-through or exposes the midriff - must be clean and in good condition with no holes, patches, frays or jagged edges.

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Footwear: - athletic footwear, including runners and sport sandals. - beach wear, including flip flops - hiking or combat style lace-up or velcro boots - men’s shoes without socks - must be clean and in good condition.

Children (under 12) should be well groomed and well dressed in clothing suitable for travel.

3. Pass Travel Manners and Conduct

Reduced rate pleasure travel is a privilege and must be treated as such. Customer service agents and flight attendants are focused on serving revenue passengers. Pass travelers should make their job as easy as possible. Check-in early, have all the required documentation ready to present and fully completed u-write tickets. At the gate, pass travelers should leave seats in lounge area closest to the gate for the convenience of revenue passengers or, if the lounge is full, stand as a courtesy to the revenue passengers. Do not disrupt the gate agent’s work. They are busy getting revenue passengers on the flight and preparing it for on-time departure. If a seat has not been assigned, only approach the gate agent when paged. When it is time for flight departure, pass travelers should board after all revenue passengers. If the aircraft is boarded by row number, pass travelers should board after the revenue passengers in that section, unless the flight is boarded by row number.

To facilitate inflight service while on board, pass travelers should remain seated and only leave their seats if necessary to make use of the washrooms. Pass travelers must not leave their seat and enter the flight deck uninvited. Inappropriate conduct or unreasonable demands which disturb revenue passengers including but not limited to excessive drinking, noise, monopolizing flight attendant’s or customer service agent’s attention with discussion of Company affairs, matters pertaining to the safety of the flight operation, or reduced rate transportation may result in disciplinary measures, up to and including loss of pass privileges for the employee.

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All pass travelers, including guests, should be aware that although they have listed for a flight, a meal may not be available. Catering requirements are based on confirmed passenger counts only. If there are surplus meals after all confirmed passengers have been served, they may be offered to pass travelers in order of seniority. Employees traveling on business passes should have a meal catered for them provided the booking was made 24 hours prior to scheduled departure time. However, be cognizant of our revenue passengers and willing to wait until all revenue passengers have been served in the event of a shortage. Pass travelers are required to deplane with consideration for all revenue passengers.

Anyone traveling on reduced rate passes cannot accumulate travel points such as Aeroplan, Air Miles, etc. It is the responsibility of the employee to ensure that everyone traveling on the employee’s passes is aware of the procedures and follows them. The employee may lose pass privileges if someone traveling on the employee’s passes disrupts a flight or the customer service agents’ or flight attendants’ duties. If the offense is serious enough, the employee’s employment with Canadian North may be terminated.

4. Check-in Procedures

The boarding station must be presented with the original record locator or e-ticket number in order for a pass traveler to board. If neither is received by the boarding station, the pass traveler will be denied boarding. The pass traveler may purchase a revenue ticket which could be refunded by having the employee send the revenue ticket receipt plus a pleasure pass coupon to Passenger Revenue Accounting in YZF. All pass travelers on service charge passes or industry discount tickets should check in early; for flights within Canada at least one hour prior to the scheduled departure time; for U.S. destination flights at least two hours prior to the scheduled departure time; and for international flights at least 2.5 hours prior to scheduled departure time to complete the required clearance, customs, etc. Always check in and obtain your boarding pass at regular economy counters no matter what type of pass you are traveling on. Initial check-in is normally not available at the gate unless otherwise directed by an agent. Guests must have their U-Write tickets completed in full, and in their possession prior to travel. If the guest is traveling from another city, it is the responsibility of the employee to ensure their guests have the tickets available

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prior to travel. Failure to comply may result in the guest being denied boarding until they receive their tickets. When checking in, pass travelers must present identification to the agent with the pass/ticket coupons. Acceptable ID for an employee traveling on Canadian North and interline carriers is the Canadian North ID/Travel card; for all other travelers 12 years of age or older acceptable ID is one piece of valid government-issued photo identification which includes the pass traveler’s name as it appears on the boarding pass, date of birth and gender or two pieces of valid government-issued non-photo identification which includes the pass traveler’s name as it appears on the boarding pass, date of birth and gender. It is strongly recommended that government issued identification with the pass traveler’s name as it appears on the boarding pass, date of birth and gender be available for presentation for all children under the age of 12. Verify any special airport information such as wheelchair assistance. Advise the agent the total number of people in your party and if you are willing to travel separately if the need arises. Each employee must check in individually but an employee may check in for his or her entire family.

5. Baggage Allowance

Employees, their spouses, dependants and parents (S3 and S4) will be eligible to check-in one (1) additional piece of luggage free of charge, note this policy is subject to change. Excess baggage charges for pass travelers traveling on service charge reduced rate transportation will be assessed at the normal excess baggage rate without reduction. Carry-on baggage rules also apply to pass travelers. Employees are required to supply their own kennels for live animals and pets. Employees are exempt from excess baggage charges for the carriage of pets, note, this policy is subject to change. Employees are subject to the same carriage rules as revenue passengers, refer to procedures for traveling with animals on the Company website.

All checked baggage must have identification on the outside. A duplicate ID tag is also recommended for the inside of each checked piece of luggage.

Claims for damaged, delayed or lost baggage for employees traveling on passes or reduced rate tickets are to be processed in the same manner as regular fare paying passengers by Canadian North.

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Pass traveler baggage will be accommodated at the same time as our customers and must be claimed immediately upon arrival. Travel pass holders should be aware that at times their baggage may be loaded only if space permits and may not necessarily be loaded on the same flight. Pass travelers are encouraged to avoid the use of overhead bins, leaving them free for revenue customers. Carry-on baggage should be of a size that permits under seat stowage.

6. At the Gate

Arrive at the gate by the time indicated on the boarding pass and least 30 minutes before domestic departures, 45 minutes before transborder departures and 60 minutes before to international departures. If you have been given a confirmed boarding pass with an assigned seat, do not recheck at the gate. Follow normal boarding procedures unless paged and advised differently. If you have not been given a confirmed seat upon check in you are not required to hand in your boarding pass to the gate agent. Take a seat and wait to be paged. If a seat becomes available the gate agent will page you. Once paged, claim your new boarding pass and proceed on board. If you do not claim the seat after being paged, the seat will be offered to the next standby customer. Prior to boarding, all pass travelers 12 years of age and older must present one piece of valid government-issued photo identification which includes the pass traveler’s name as it appears on the boarding pass, date of birth and gender or two pieces of valid government-issued non-photo identification which includes the pass traveler’s name as it appears on the boarding pass, date of birth and gender. It is strongly recommended that government issued identification with the pass traveler’s name as it appears on the boarding pass, date of birth and gender be available for presentation for all children under the age of 12. As regulations regarding identity screening change, it is recommended that identification requirements be verified on the Transport Canada website www.passengerprotect.gc.ca/identity.html prior to travel. If you are not cleared for travel on a flight once the flight has departed, the gate agent will automatically transfer all remaining standbys to the next flight with the same destination unless you advise the agent differently.

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7. Being “Bumped” Enroute

If a flight is overbooked revenue passengers will normally be offered denied boarding compensation. When you are traveling positive space, such an overbooking situation may be brought to your attention and you may be asked to deplane. In circumstances where you are not requested to deplane but hear an announcement asking for volunteers for Denied Boarding Compensation you should consider identifying yourself and re-booking for the next available flight. Yield Management monitors flights and in the event Denied Boarding Compensation is paid to a revenue passenger and a non-revenue positive business passenger chose to travel on that flight, Yield Management may contact the appropriate Manager for an explanation of travel. Keep in mind that although there are times when it is imperative for you to travel; there are also times when your plans can and should be changed to ensure that a revenue passenger is accommodated. Should such a situation occur, your cooperation is greatly appreciated. If a pass traveler is asked to deplane enroute or is not accepted on a flight because the aircraft is full (referred to as being “bumped”), they must return to the gate agent where all listings will be transferred to the next flight to the same destination. If they do not wish to be transferred, the gate agent must be advised, otherwise proceed to the next flight departure gate.

Original time of check in will be retained for those employees with same date of hire and same boarding priority.

If you have prepared in advance and have back up tickets on other airlines you may wish to utilize your options.

It is the employee’s responsibility to inform persons who benefit from their travel privileges about the preceding protocol. Canadian North assumes no responsibility for any costs incurred for meals, hotels, or flights due to weather, mechanical problems or inability to travel due to a full flight. Furthermore, in the case of employee travel, it is the employee’s responsibility to ensure that they report for their next scheduled shift.

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8. Admission to the Flight Deck

The cockpit jump seat is a collapsible seat in the cockpit of the aircraft that is not sold to the general public. Subject to the captain’s approval, Flight Operations may authorize certain persons to occupy the cockpit jump seat during the flight in the following order of priority:

A government authorized Transport Canada Air Carrier Inspector who is on duty, qualified on type, and conducting an in-flight inspection;

A Cabin Safety Inspector who is on duty and conducting an in-flight cabin inspection if there is no passenger seat or flight attendant jump seat available;

A check pilot conducting an in-flight inspection;

A flight dispatcher or flight dispatcher candidate undergoing initial or recurrent cockpit familiarization training;

A Company technician performing a maintenance function;

A member of Flight Operations management (chief pilot - type specific or above whose name appears on the seniority list); and

A deadheading crew member.

Subject to captain approval, Flight Operations may authorize the following individuals to occupy the flight deck jump seat:

A flight crew member.

A crew member performing their duties.

A Department of Transport Canada Air Carrier qualified on type and on duty.

A Cabin Safety Inspector on duty.

An employee of Canadian North and who is not a crew member performing their duty.

A pilot, flight engineer or flight attendant employed by a wholly owned subsidiary or code share partner.

A person who has expertise related to the aeroplane, its equipment or its crew members and who is required to be in the flight deck to provide a service to the air operator.

Note 1: Employees of Canadian North not performing duty or pilots, flight engineers and flight attendants of wholly owned subsidiaries or code share partners shall only be admitted to the flight deck if no seat is available in the passenger compartment.

Note 2: Employees of Canadian North undergoing aircraft familiarization required for the performance of their duties shall be admitted to the flight deck even if seating is available in the passenger compartment.

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Note 3: A Department of Transport Air Carrier Inspector or Cabin Safety Inspector shall be given free and uninterrupted access to the flight deck on presentation of an official identity card to the pilot-in-command.

Note 4: The Air Operator shall verify the identity of persons by means of a personal photo identification issued by the Air Operator, it's wholly owned subsidiary, its code share partner or a foreign government restricted air pass as defined in the Canadian Aviation Regulations.

The Pilot-In-Command is responsible for briefing the cockpit jump seat occupant on the use of oxygen, seat belts and escape procedures. All persons occupying the cockpit jump seat must be informed that initiation of conversation with the crew is not permitted. NO conversation by the person occupying the jump seat is permitted below 10,000 feet. No person with a beard shall be permitted to occupy the jump seat in aircraft operating at 25,000 feet or above.

9. Flight Attendant Jump Seat

The flight attendant jump seat is a seat in the aircraft cabin that is not sold to the general public. Only the following persons are authorized to occupy the flight attendant jump seat during flight in this order of priority:

Training flight attendants in uniform and supernumerary to crew requirement.

Canadian North crew members provided there are no passenger seats available and they clearly display a valid Transport Canada restricted area pass and the following is reviewed as required: o restraint system and self-stow seat o location and use of the oxygen system o location and use of the life vest o operation of exits o the person’s responsibility and actions during an emergency

Transport Canada Inspector - when: o an inaccurate load forecast for a multi-sector flight results in the

displacement of the Inspector by a revenue passenger or deadheading crew member

o in extenuating circumstances such as a completion of the in-flight inspection is mandatory and alternate seating is not available

o the Inspector has been briefed on the above

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Occupant of the jump seat may not have consumed alcohol prior to boarding or onboard at any time during the flight.

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APPENDIX “A”

INTERLINE TRAVEL Canadian North has service charge and zonal employee discount (ZED) interline agreements with other carriers for travel on a space available basis. Refer to the Pass Travel Information section on the Intranet for further information. Refer to the individual airline’s dress standards for further.

Company Business Travel WestJet will issue space-available non-revenue passes for Canadian North managers on Company business travel. Directors and senior are eligible for positive space non-revenue

passes when traveling on Company business. Seven days’ notice is required. As payment is required for airport taxes and fees, include credit card information on request. Request passes through Margaret Mackay ([email protected]) or Marsha Mansfield ([email protected]) . Other carriers may issue business passes upon request, please contact Margaret Mackay ([email protected]) in Calgary with requests.

Crew movement is not considered company business on any carrier.

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APPENDIX “B”

GUEST PASS TRAVEL WHILE ON LEAVE

Procedure For any leave exceeding one month, the employee must submit the attached Pre-Pay Pass Request form to Margaret Mackay by email to [email protected] or by fax to 403 250-2019 for approval. Additional forms may be located in the Pass Travel information section of the Intranet under Helpful Documents.

The approved form will be sent to the ticket counter at the employee’s base for ticketing. Calgary employee’s requests will be sent to Edmonton for ticketing.

Allow fourteen days for ticket processing.

Tickets must be paid for in advance of travel.

Any unused space available prepaid tickets can be submitted for refund.

U-write service charge travel incurred prior to the employee’s leave of absence, which has not been payroll deducted, will be invoiced to the employee directly.

Type Of Leave

Eligibility Timeline

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Guest

Personal As per LOA letter X

Company Offered As per LOA letter X

Compassionate Care Length of Leave

X

Short/Long Term Disability Require Medical Authorization

X

WCB Length of Leave X

Maternity/Parental Care Length of Leave X

Layoff As per Layoff letter X

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MUST be sent for authorization to Margaret Mackay

- E: [email protected]

- F: 403 250-2019

Employee Name: Employee Base:

Employee Number: Date of Hire:

Phone: Cell:

Email: Status: (casual, leave, retiree, severed, lay-off, etc.)

Passenger(s) Proper Name

Relationship to Employee

Date of Birth

(Child only)

Put each sector of travel on a separate line. Complete all fields.

DATE FLIGHT # FROM TO DEPART ARRIVE

Form of Payment:

Cash/Interac Credit Card* Expiry Date * Due upon submittal. If credit card information not included, paper/ e- ticket will not be issued until payment received.

Ticket Distribution:

Email Itinerary

Hold for Pick-up in Will Call File at Airport

Send by mail to

Employee Signature

Travel Approval Signature

Margaret Mackay

Pre-Pay Pass Request

mailto:[email protected]