McGill.CA / Travel Services / Transportation / How to Book Air

How To Book Airline Tickets As Delegate of McGill Traveler

Important Note : You should only create a Concur account if the travel is for University related activities being funded through the University

  1. Create a profile on Concur for yourself*

  2. Traveler creates his own Concur profile and adds your email/name as travel arranger

  3. Book airfare with travel consultant OR
    Book airfare online using your travel arranger profile

  4. Pay for airfare**

  5. Save and print itinerary, E-ticket, invoice *

** If paid by FOAPAL form, A 3rd party advance is issued by the travel desk, which you are required to clear through your trip expense report

Best practices indicate that multi-city, international or complex itineraries should be handled by a travel consultant, whereas the use of the Online Booking Tool (OBT) is encouraged for simple point to point domestic and/or transborder flights.

When reducing airfares by purchasing two one ways, keep in mind that you may incur two cancellation fees/penalties

  1. There are fees for booking travel. The fees are per trip: a trip consists of any or all of these elements: rail, airfare, hotel, vehicle rental. Fee Schedule.
  2. The TMC will offer several options based on the parameters provided.
  3. Trip Cancellation Insurance is a reimbursable expense and should be considered for purchase. This insurance enables the Traveler to be reimbursed for the costs associated with the cancelling of a trip based only on the illness of the Traveler and his/her immediate family. Check with TMC for full details of coverage and limitations.

Best Available Airfare Guarantee

The TMC guarantees to offer the lowest available airfare for the routing and parameters provided to them by the Traveler. This guarantee is subject to these conditions and procedures.

Accompanying Travelers

  1. It is possible to book accompanying travelers with the TMC
  2. Contact them by phone or email to indicate that there will be other travelers accompanying you and give them the details
  3. You must provide a personal credit card for payment of airline or train tickets and any other charges relating to these travelers

Deviations from Required Itinerary

  1. Should you choose to deviate for personal reasons from the required travel itinerary based on the University related activity you must advise the TMC accordingly
  2. The TMC is instructed to provide you with two quotations which you must include in your Expense Report
  3. You will be reimbursed for the lowest of the two air or rail fares.

 

 

 

Registration Form for Faculty/Staff Traveling on University Business

All University business travel must be registered through this form to ensure coverage for any unforeseen medical emergencies while traveling outside your province of residence.

You must log in with your McGill credentials (email and password) to access this form.

Note that some travel destinations must be pre-approved. More information about Business Travel coverage is available here.

For personal/vacation travel, please consult this page here.

For additional information, please consult the Benefit Travel Webpage or contact hr.hr [at] mcgill.ca

 

Important notice for international travelers

The Government of Canada provides essential information on travel health risks and preventive measures to keep you safe during your travels. It is important to review the Travel website of Canada each time before you book your travels. Under Travel Health Notices the Public Health Agency of Canada outline potential health risks to Canadian travelers and recommend ways to help reduce them.

 

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