Canadian North Employee Travel Policy...Canadian North Employee Travel Policy EFFECTIVE: Amendment...

Canadian North

Employee Travel Policy

EFFECTIVE: Amendment 14 – January 1, 2017 Page i

Table of Contents

1. INTRODUCTION ................................................................................. 1

2. EMPLOYEE PLEASURE TRAVEL ..................................................... 3

2.1. SPACE AVAILABLE TRAVEL ................................................................................. 3 2.2. POSITIVE SPACE TRAVEL .................................................................................... 3

3. EMPLOYEE BUSINESS TRAVEL ...................................................... 4

3.1. BUSINESS TRAVEL ON CANADIAN NORTH ............................................................. 4 3.2. BUSINESS TRAVEL ON OTHER AIRLINES ............................................................... 4

4. CANADIAN NORTH BOARDING PRIORITIES .................................. 5

4.1. GENERAL .......................................................................................................... 5 4.2. PLEASURE TRAVEL BOARDING PRIORITIES ........................................................... 6

4.3. POSITIVE SPACE BUSINESS TRAVEL BOARDING PRIORITIES................................... 7

5. CANADIAN NORTH ID/TRAVEL CARD ............................................. 8

6. ELIGIBILITY FOR REDUCED RATE TRAVEL ................................... 9

6.1. FULL-TIME, PART-TIME, CASUAL AND TEMPORARY EMPLOYEES ............................ 9

6.2. RETIRED EMPLOYEES ......................................................................................... 9 6.2.1. Non-Competition Travel Regulation ................................................................. 10

6.3. ELIGIBLE SPOUSE AND CHILDREN ...................................................................... 11

6.4. COMMON-LAW SPOUSE .................................................................................... 11 6.5. SAME-SEX SPOUSE .......................................................................................... 12 6.6. DESIGNATED TRAVEL COMPANION (DTC) .......................................................... 12

6.7. PARENTS AND PARENTS-IN-LAW ....................................................................... 12 6.8. NOMINATED PERSONS ...................................................................................... 13 6.9. WIDOWS AND WIDOWERS ................................................................................ 13 6.10. UNACCOMPANIED MINORS ................................................................................ 14 6.11. GUESTS .......................................................................................................... 14

6.12. MATERNITY AND PATERNITY LEAVE ................................................................... 14

6.13. LAYOFF STATUS ............................................................................................... 15

6.14. PERSONAL LEAVE OF ABSENCE ......................................................................... 15 6.15. SHORT TERM AND LONG TERM DISABILITY ......................................................... 15 6.16. WORKERS’ COMPENSATION .............................................................................. 16 6.17. COMPASSIONATE/EMERGENCY PASSES ............................................................. 16 6.18. LABOUR DISRUPTIONS ...................................................................................... 16

6.19. RESIGNATION .................................................................................................. 16 6.20. EMPLOYEES ON SUSPENSION ............................................................................ 17

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EFFECTIVE: Amendment 14 – January 1, 2017 Page ii

7. REGISTERING FOR/BOOKING A FLIGHT ...................................... 18

7.1. SPACE AVAILABLE LISTINGS .............................................................................. 18 7.2. POSITIVE SPACE BOOKING FOR PLEASURE AND BUSINESS TRAVEL ...................... 18

7.2.1. To Book ........................................................................................................... 18 7.3. SPACE AVAILABLE BUSINESS TRAVEL ................................................................ 18

8. TICKETING PROCEDURES ............................................................. 19

8.1. PLEASURE TRAVEL ........................................................................................... 19 8.2. GUEST TRAVEL ................................................................................................ 19

8.2.1. General ............................................................................................................ 19 8.2.2. Service Charges .............................................................................................. 19

8.3. INDUSTRY DISCOUNT (ID 50) TRAVEL ................................................................ 19 8.4. POSITIVE SPACE BUSINESS TRAVEL .................................................................. 20

8.5. SPACE AVAILABLE BUSINESS TRAVEL ................................................................ 20 8.6 BACK-UP TICKETS ........................................................................................... 21

8.7. PAYMENT ........................................................................................................ 21 8.8. REFUNDS/TRANSFERS ...................................................................................... 21

9. GENERAL TRAVEL POLICIES ........................................................ 22

9.1. PROPER DOCUMENTATION AND IDENTIFICATION .................................................. 22

9.2. DRESS STANDARDS ......................................................................................... 22 9.3. PASS TRAVEL MANNERS AND CONDUCT ............................................................ 23

9.4. CHECK-IN PROCEDURES ................................................................................... 24

9.5. BAGGAGE ALLOWANCE ..................................................................................... 25

9.6. AT THE GATE ................................................................................................... 26 9.7. BEING “BUMPED” ENROUTE .............................................................................. 26

9.8. ADMISSION TO THE FLIGHT DECK ....................................................................... 27 8.9. FLIGHT ATTENDANT JUMP SEAT ........................................................................ 28

APPENDIX “A” ....................................................................................... 30

INTERLINE TRAVEL ................................................................................................ 30

1. COMPANY BUSINESS TRAVEL ............................................................................ 30

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EFFECTIVE: Amendment 11 – 25Jun2015 Page 1

1. 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: - Suspension or 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. 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. It is important to remember that you are responsible for arranging your own travel and the travel of the people registered for your travel privileges. 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. Employees are responsible for advising Human Resources in YYC of any changes in spouse and dependant status. Failure to advise Human Resources including

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personal information such as address, telephone number, etc., may result in the suspension of travel privileges or full fare billing for unauthorized travel. Unless otherwise specifically stated, the following information 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. If you have any questions that are not answered by this policy, please contact Margaret Mackay, Office & Interline Coordinator in YYC by email at [email protected].

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EFFECTIVE: Amendment 13 – 25Nov2015 Page 3

2. 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.

2.1. 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 User Guide and link to the myIDTravel tool is in the Pass Travel Information section on the Intranet.

2.2. Positive Space Travel

Positive space travel for employees and their eligible dependants is possible by paying 50% of the HSFLX 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. Note, positive-space passengers may be offloaded to accommodate revenue passengers in an oversell situation.

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3. EMPLOYEE BUSINESS TRAVEL

3.1. 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 4 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 be booked in “N” class for the flight prior to check-in and an e-ticket must be issued. Employees should present their Company ID/Travel Card or Airport Security pass issued under Canadian North at check-in.

Employees may request business travel by submitting the Business Travel Request form. A link to the form may be found in the Pass Travel Information section on the Intranet under Helpful Documents. Note, except for deadheading crew, all other positive-space employees travelling on business may be offloaded to accommodate revenue passengers in an oversell situation. Deadheading crew may not be offloaded.

3.2. 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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4. CANADIAN NORTH BOARDING PRIORITIES

4.1. 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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4.2. 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

Part- and Full-Time Employees: - Employee/Spouse/Dependants over 12 and under 24 - Dependants between 2 and 12 - Dependants under 2 - DTC

S2 ZEA ZEC ZEI ZPA

Casual Employees: - Employee/Spouse/Dependants over 12 and under 24 - Dependants between 2 and 12 - Dependants under 2 - DTC

S3 ZEA ZEC ZEI ZPA

Inactive Part- and Full-Time Employees: - Employee/Spouse/Dependants over 12 and under 24 - Dependants between 2 and 12 - Dependants under 2 - DTC

S3 ZEA ZEC ZEI ZPA

Retired Employees: - Employee/Spouse/Dependants over 12 and under 24 - Dependants between 2 and 12 - Dependants under 2 - DTC

S3 ZEA ZEC ZEI ZPA

Widow/Widower of Employee and dependants under 24 S3 ZWA

Parents and Parents-In-Law

S4 ZEP ZEF

- Employee Guest - Nominated Persons

S5 ZPA ZES

Other Airline Employees with Codeshare Agreement (MO & 7F) - Employee/Spouse/Dependants over 12 and under 24 - Dependants between 2 and 12 - Dependants under 2 - Parents - DTC

S7 ZEA ZEC ZEI ZEP

ZPA

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

S8 ZEA ZEC ZEI ZEP ZPA

Other Airline Employees and eligible persons 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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4.3. Positive Space Business Travel Boarding Priorities

Following are the boarding priorities for positive space business travel on Canadian North:

Dead Heading Crew PAY

Other Employees on Company Business PBY

Compassionate Travel PBY

Prospective Employees traveling for Interview

PBY

Other Airline Employees PCY

Others as Issued PCY

Boarding priority is determined first by the boarding priority code, then by the date of hire and is based on activity not position.

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5. CANADIAN NORTH ID/TRAVEL CARD

Full time, part-time, casual and retired employees may request 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. An ID card may be obtained by sending an email to [email protected] with an electronic photo head-shot, employee first and last name, employee number, date of joining and base. The card will be sent by comat to the employee. The card remains the property of Canadian North and must be surrendered upon the request of the employee’s manager or upon resignation.

mailto:[email protected]

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6. ELIGIBILITY FOR REDUCED RATE TRAVEL

Employees must use an Employee Travel Pass Registration & Change form to register and make any changes to their eligible persons. A link to this form can be found in the Pass Travel Information section on the Intranet.

6.1. 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-time, 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. As a minimum requirement, all casual employees who are not on a Company requested or approved personal leave of absence will be required to work three (3) complete shifts in a rolling three (3) month period to maintain their travel privileges. Inability to work three (3) complete shifts in a rolling three (3) month period, whether the employee does not make themselves available and/or shifts are not available, will result in a suspension of travel privileges for the following three (3) months. Travel privileges which have been suspended will only be reinstated if the casual employee works three (3) complete shifts during the three (3) month period that their travel privileges have been suspended. If after the three (3) month travel suspension period, an employee is unable to work three (3) complete shifts, whether the employee does not make themselves available and/or shifts are not available, will result in a suspension of travel privileges for the following three (3) months. As staffing requirements fluctuate amongst the different bases throughout the year, the minimum requirement to maintain travel privileges may be adjusted on a case-by-case basis by the Company at its’ sole discretion to meet operational requirements.

6.2. 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.

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

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EFFECTIVE: Amendment 14 – 01Jan2017 Page 10

Time accumulated as a casual employee is not eligible for retired employee privileges. Continuous service is defined as active service with Canadian North without interruption with the exception of annual vacation, statutory holidays, sick days, bereavement, maternity and paternity leave. All other leave time will be deducted from the years of service when calculating qualification for retired employee travel privileges. The retired employee’s date of hire will be adjusted to reflect interruptions to continuous service. The necessary years of service and age requirements must be met prior to the start of a leave in order for the employee to transition to retired employee status. Continuous service is cumulative for employees who have resigned and been rehired. The following persons will be eligible:

Eligible retired employee

Spouse (including common-law [registered with the Company] and same-sex)

Unmarried, financially dependant children under the age of 24

Parents of retired employee

Designated travel companion of single retired employee, registered with the Company

Retired employees and eligible persons will travel with an S3 priority. Their employee number and service date will remain the same and they will retain their Canadian North ID/Travel Card.

Retired employees must utilize the myIDTravel tool for pleasure travel on Canadian North.

Refer to each interline agreement in the Pass Travel Information section on the Intranet for retired employee privileges and procedures on other carriers.

6.2.1. 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.

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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/Travel 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/Travel card will be returned to the retired employee. Failure to comply with these regulations may result in the lifetime loss of travel privileges for the retired employee and their eligible family members.

6.3. 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 privileges will be extended to unmarried children who do not reside with the employee but are being financially supported by the employee. A copy of a Child Support court order or secondary education institution must be provided to the Interline department in YYC. 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 Human Resources in YYC. The employee is responsible for advising the Interline department if a child no longer meets the definition of dependant or if there is a change in marital status. Eligible children under twelve (12) years of age may not travel unaccompanied (without an adult) on the same type of discounted space available pass and the same priority. Each infant must be accompanied by an adult, as per Transport Canada regulations.

6.4. 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

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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 Human Resources in YYC. A link to the Common-Law Declaration form can be found in the Pass Travel Information section on the Intranet.

6.5. 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 Human Resources in YYC. A link to the Common-Law Declaration form can be found in the Pass Travel Information section on the Intranet.

6.6. 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. A link to the form can be found in the Pass Travel Information section on the Intranet. Employees may change their DTC once every six months..

6.7. 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 passes. Parents and Parents-In-Law will travel on a S4 boarding priority and the employee’s date of hire. 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. Use the Employee Travel Pass Registration & Change form for this

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purpose. A link to the form can be found in the Pass Travel Information section on the Intranet. Parents-in-Law are not eligible for interline travel. Parents of a Designated Travel Companion are not eligible.

6.8. Nominated Persons

Employees may nominate up to four persons as replacements for eligible spouse or

DTC, children under the age of 24, parents and/or parent in-laws. Note, a nominated person registered in children category replaces all children in employee’s profile. Employees without spouse or DTC, children under the age of 24, parents and/or parent in-laws registered may also nominate up to four persons. A spouse or DTC, children, parents or parents in-law replaced by a nominated person are no longer eligible for travel on Canadian North or interline.

Nominated persons will be added to the employee’s profile on myIDTravel. Each nominated person may be changed after one year. Previously eligible spouse,

children, DTC, parent or parent in-law may be reinstated after one year. Use the Nominated Person Registration form to register and change a nominated

person. A link to the form can be found in the Pass Travel Information section on the Intranet.

Nominated Persons will travel on a S5 boarding priority and the employee’s date of

hire. Interline travel is not permitted.

6.9. Widows and Widowers

The legal or common-law widow or widower of a deceased employee and unmarried, financially dependent children under the age of 24 will continue to have travel privileges on Canadian North for a term matching the years of service of the deceased employee or on a continuous basis if the employee was retired.

Boarding priority will be S3 and the employee’s date of hire. Privileges will cease if the widow/widower remarries. Interline travel is not permitted.

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6.10. Unaccompanied Minors

Eligible children under twelve (12) years of age may not travel unaccompanied (without an adult) on the same type of discounted space available pass and the same priority. 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.

6.11. Guests All active full-time and part-time employees are entitled to guest passes after six (6) months of continuous employment. Casual and temporary employees are not eligible for guest passes. Employees on a leave of absence or lay off status are not eligible for guest passes. No registration or designation is required. The initial year of service, an employee will receive one guest pass for each month of service after which the employee will receive 12 guest passes each year. Access to the guest passes are provided in the employee’s profile on myIDTravel. Employees are not entitled to use more than the number of passes allotted by the Company each calendar year, with the exception of guest passes received as part of a Company incentive program. Abuse of this policy could include suspension of all travel privileges and termination of employment with the Company. 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. Employees are not permitted to give guest passes to another employee. Abuse of this policy by the employee receiving the pass and/or the employee providing the pass could include suspension of all travel privileges and termination of employment with the Company.

Guests travel at an S5 boarding priority and the employee’s date of hire. Guests are not eligible for interline travel.

6.12. Maternity and Paternity Leave

Travel privileges will continue as normal for employees, eligible spouse, eligible children, parents/parents in-law as registered with the Company and guests during

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the 17 weeks of an employee’s maternity leave and 35 weeks of paternity leave. Pleasure travel must be arranged by utilizing the myIDTravel tool.

6.13. 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) and designated travel companion if applicable. Interline travel is not permitted. Employees must return their Company ID/Travel Card to the Company. A letter identifying them as an employee may be requested from [email protected] once the ID/Travel Card has been returned to the employee’s manager. Failure to return the ID/Travel Card will result in denied travel privileges. Employees on lay-off must utilize the myIDTravel tool for any pass travel. Employee guest passes used after the start of the lay-off 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.

Interline travel privileges will resume the day of permanent recall or commencement of a new full-time, part time, temporary or casual position with the Company.

6.14. Personal Leave of Absence Employees on a Company requested or Company approved leave of absence are not eligible for travel privileges on Canadian North or interline. Employees must return their Company ID/Travel Card at the start of the leave. A letter identifying them as an employee may be requested from [email protected] once the ID/Travel card has been returned. Employee guest passes 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.

6.15. 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 guests if eligible while the employee is on either a Short Term or a Long Term Disability. A

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physician’s authorization for employee travel must be provided to Human Resources. Interline travel is not permitted.

6.16. 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. Interline travel is not permitted.

6.17. 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.

6.18. Labour Disruptions In the event of a labour disruption, all pass privileges are suspended for those employees participating in the disruption and their eligible persons, 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.

6.19. 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 their Company ID/Travel Card, all 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). Please note that issuance of final separation pay and documents may be delayed if the aforementioned documentation is not returned.

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6.20. 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 Company ID/Travel Card is in the Company’s possession during the suspension period. Employees will not be allowed to use any service charge and/or reduced rate tickets they may have in their possession prior to the suspension. Travel with another employee’s guest passes is not permitted by the suspended employee or eligible persons for the term of the suspension.

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7. REGISTERING FOR/BOOKING A FLIGHT

7.1. Space Available Listings

myIDTravel automatically lists passengers for the flights when listings are created using the myIDTravel tool. Changes to listings must be done on myIDTravel. Same-day changes to date and flight number may be made by a customer service agent at the airport in event of travel disruption.

7.2. 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.

7.2.1. 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. 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 or any other confirmed ticket, the pass traveler is committed to travel positive or confirmed space. If the passenger load is light and space is available, the pass traveler cannot then decide to cancel their positive space or confirmed booking and downgrade to a space-

available basis.

7.3. 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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8. TICKETING PROCEDURES

8.1. 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. Changes to listings must be done on myIDTravel. Same-day changes to date and flight number may be made by a customer service agent at the airport in event of travel disruption. E-tickets are required for all passengers with the exception of lap-held infants. Employee must contact the Canadian North Call Centre by email at [email protected] at least five days prior to the date of travel and the infant will be added to the traveller’s PNR. Be prepared to provide the reservation agent with: the PNR, e-ticket number, infant’s proper name and infant’s date of birth. Updated PNR will be emailed to adult passenger. If travel is within five days, plan to arrive at the check-in counter several minutes early and the infant will be added to the PNR by the check-in agent.

8.2. Guest Travel 8.2.1. General E-tickets are created and listing completed automatically when utilizing the

myIDTravel tool for guest travel.

8.2.2. Service Charges

The following rates apply per sector coupon on Canadian North: Guests $50.00 Service charges and taxes are subject to change. Fares per sector are under Helpful Documents in the Pass Travel Information section on the Intranet. It is the employee’s responsibility to track the cost of all non-revenue travel.

8.3. Industry Discount (ID 50) Travel

ID50 tickets are based on HSFLx fare. The employee must submit a Canadian North ID50 Pass Request Form to the Interline department. The form is under Helpful Documents in the Pass Travel Information section on the Intranet. The authorized form will be sent to the employee’s base for e-ticketing.

mailto:[email protected]

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Once a reservation has been made under an ID50 or any other confirmed ticket, the pass traveler is committed to travel positive or confirmed space. If the passenger load is light and space is available, the pass traveler cannot then decide to cancel their positive space or confirmed booking and downgrade to a space-available basis. In the event that the ID50 ticket is not used it may be refunded, subject to the applicable fare rules.

8.4. Positive Space Business Travel

For business travel on a PAY or PBY basis on Canadian North, employees’ book in “N” class and check-in with their Company ID card or government issued picture ID. An e-ticket is required to travel. Employees may request business travel by submitting the Business Travel Request form. A link to the form may be found in the Pass Travel Information section on the Intranet under Helpful Documents. For business travel on a PCY basis on Canadian North, non-employee passengers book in “N” class and are issued an e-ticket. Note, except for deadheading crew, all other positive-space employees travelling on business may be offloaded to accommodate revenue passengers in an oversell situation. Deadheading crew may not be offloaded.

8.5. Space Available Business Travel

When positive space in “N” class is not available on a flight, employees travelling on business may list in “Y” class as S0 which puts them at the top of the standby priority list. In the event that all S0 passengers cannot be accompanied, the S0 passengers must decide who travels based on need rather than seniority. If necessary, the most senior manager at the gate may make the final decision. Employees travelling with S0 priority require an e-ticket and should present their Company ID card or government-issued picture ID at check-in. Employees may request space-available business travel by submitting the Business Travel Request form. A link to the form may be found in the Pass Travel Information section on the Intranet under Helpful Documents.

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8.6 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.

8.7. Payment

An employee may only use a credit card to purchase tickets on myIDTravel. Credit cards, cash or Interac/debit, may be used to purchase ID50 tickets.

8.8. Refunds/Transfers

Fare rules must be checked on ID50 excursions for applicable refunds. Tickets purchased on myIDTravel must be refunded on myIDTravel. Service charge tickets must be refunded through issuing airline and may not be refundable. Industry discount and service charge tickets are not transferable from one person to another.

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9. GENERAL TRAVEL POLICIES

9.1. 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.

9.2. Dress Standards 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.

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.

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

Refer to www.flyzed.info for dress code policies on another airline. If information is not available, follow the Canadian North dress code policy. Pass travelers on reduced rate passes on other carriers who do not conform to each carrier’s specific policy may be denied boarding.

9.3. 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 and at least one hour prior to departure time. Have all the required documentation and itineraries ready to present. If you decide not to standby for a flight for which you have checked in, it is courtesy to advise the agent to remove you from the flight. 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. 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.

http://www.flyzed.info/

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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 Aurora Rewards, 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.

9.4. 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 may be denied boarding. If you decide not to standby for a flight for which you have checked in, it is courtesy to advise the agent to remove you from the flight. 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. When checking in, pass travelers must present identification to the agent upon request. Acceptable ID for an employee traveling on Canadian North and interline carriers is the Canadian North ID/Travel card, employment verification letter or RAIC. 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

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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.

9.5. Baggage Allowance Employees, retirees and their eligible persons (S2, 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. Kennels with live animals are not included in the baggage allowance. 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 subject to the same weight and size carriage rules as revenue passengers, refer to allowances and exceptions on the Company website. Employees are required to supply their own kennels for live animals. Kennels with live animals are in addition to carry-on and checked baggage allowances for pass travellers and are subject to the same charges and carriage rules as for revenue passengers, refer to procedures for traveling with animals on the Company website for further information (note, this policy is subject to change). 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. 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 should 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.

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9.6. At the Gate

Arrive at the gate by the time indicated on the boarding pass. 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, unless advised otherwise by the check-in 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 as directed or immediately if other passengers have been boarded. 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 transfer all remaining standbys to the next flight with the same destination unless you advise the agent differently.

9.7. 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

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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 the pass traveler does 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 access to myIDTravel or 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.

9.8. 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 the following 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).

A deadheading crew member.

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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.

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.

8.9. Flight Attendant Jump Seat

The flight attendant jump seat is a seat in the aircraft cabin that is not sold to the general public.

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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

Emergency situation – in a declared emergency situation if:

o The person is able-bodied and displaced from a passenger seat to a flight

attendant jumpseat to enhance evacuation manager. o The person is briefed by a qualified crew member regarding his/her

responsibilities and actions.

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 www.flyzed.info or the airline’s ID Agreement page on myIDTravel for each airline’s policies regarding check-in, baggage and dress standards, etc. If dress standard information not available, use Canadian North’s dress standard.

1. 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. Three business days’ notice

is required. As payment is required for airport taxes and fees, include credit card information on request. Request travel by completing the Business Travel Request form. A link to the form may be found in the Pass Travel Information section on the Intranet under Helpful Documents. 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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Canadian North Employee Travel Policy...Canadian North Employee Travel Policy EFFECTIVE: Amendment...

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