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

How To Book Airline Tickets For Guests/Visitors

  1. Complete visitor introduction formÌý

  2. Send introductory email to travel consultantÌýattaching the visitor introduction formÌý

  3. Book airfare with travel consultant

  4. Pay for airfareÌý

  5. Save and print itinerary, E-ticket, invoiceÌý* and forwardÌýto the guest/visitorÌý

*ÌýIf paid by FOAPAL form, A 3rd party advance is issued by the travel desk, which you are required to clear through an expense report.ÌýThe FFM is the Claimant

Flights for visitors can only be booked through a travel consultant, reservations through the online booking tool are not possible.Ìý

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.ÌýFee Schedule.
  2. The TMC will offer several options based on the parameters provided.
  3. Trip Cancellation Insurance is a reimbursable expense. 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.Ìý
  4. To purchase Trip Cancellation insurance for non residents of Quebec, you can proceed directly through Manulife via travel_referral [at] manulife.com (email) ​​​​or call 1-888-220-5212, referral Direct Travel code: VISQ101 and referring travel agent code is LCAPECE. FOAPAL payment is not possible, only payment via credit card.
  5. It may be advantageous to obtain and compare an option for an airfare or train fare that can be transferable in the event that the Visitor cancels (for reasons other than medical or if no cancellation insurance was purchased)

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 theseÌýconditions and procedures.

Accompanying Travelers

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

Deviations from Required Itinerary

  1. Should the visitorÌýchoose to deviate for personal reasons from the required travel itinerary based on the University related activity you must advise theÌýTMCÌýaccordingly
  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.

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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

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Important notice for international travelers

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

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