Global travel advisory lifted

Covid 19

University Sponsored Travel suspension Lifted

With the removal of the global travel advisory, McGill will now be able to return to pre-pandemic travel conditions, allowing for freer movement of students, faculty and staff.

Please see EOC Update and Guidelines for travel during the ongoing COVID-19 pandemic travel below for more details.  

COVID-19 Updates

New requirements for travel to/from Canada

Rules for entering and flying out of/within Canada (both by flight and land border), COVID-19 testing, vaccination & quarantine requirements are frequently being updated by the Canadian Government. 

Please check the links below regularly for the latest news and developments, as the situation is continually evolving.

Airline Policies COVID-19

 Please click on the links below to see the most up to date and detailed airline policies. This information is also likely to change depending on rapidly-evolving circumstances.

How to Book and Pay for Group Travel

  1. Group Travel is to be approved in the same manner as individual travel
  2. Complete the FOAPAL form and obtain signed approval from Fund Financial Manager of fund being charged
  3. It is possible to use one FOAPAL form for the entire group if they are all traveling together on the same itinerary/dates, using the same fund and there are more than 5 travelers
  4. Transmit the completed FOAPAL form to the Travel Management Company (TMC) for processing
  5. Trip Cancellation Insurance is a reimbursable expense and should be considered for purchase. This insurance enables the University/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
  6. Contact the TMC with the following information, requesting at least 3 quotations
    • Name of Group with brief description of the trip
    • Departure City  and destination
    • Dates of travel (indicate if dates flexible –may impact airfare options/prices)
    • List the elements required for this group:-
      • Flights  – inform the TMC when the names of the travelers will be available
      • Hotels -
        1. indicate in/out dates for each city required
        2. hotel category (3*or 4*)
        3. occupancy required (single, double, triple)
        4. meals required
        5. meeting space required
      • Other venues for off-site events, like dinners, meetings, presentations
      • Other transportation required
        1. Other flights
        2. Transfers to/from the airport to hotels
        3. Buses (with or without guides)
      • Other relevant details that may assist the TMC in understanding the needs of the group
      • Your deadline for quotation and other timelines relevant to this group
      • Your complete contact information and that of a backup contact

7. The deposits and other payments to the hotel and other suppliers can be paid through MMP for MHOP hotels, the Procurement Buyers Pcard or the personal credit card of the group leader (with the possibility of with a 3rd Party Advance).

8. Upon check-in participants are to present their personal credit card and upon check-out payment to be charged to the same card and reimbursed via an expense report. Excluding students or visitors.

9. To facilitate the communications and organization of group travel, best practices recommend the preparation of the following:

A. PDF icon Group Participation Form to distribute to prospective participants - depending on the nature of the trip, the form can be used to communicate the following data:

  1. name, date of birth  and nationality  as  it  appears in passport – compulsory
  2. request deposits (indicate refundable or non-refundable)
  3. payment schedule and cancellation policy
  4. specific requirements relating to this group

B. File Group Control Sheet for the following data:

  1. outline of the daily schedule
  2. airline passenger name list
  3. hotel rooming list             

University Travel Registration Form for Faculty and Staff

It is imperative that you register your travel information using the on-line University Travel Registration form for Faculty and Staff. If you are not already logged in, you will be required to log-in for access.

 

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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