TRU Travel Program – FAQ - Thompson Rivers University

Thompson Rivers University Single Travel Provider – Travel outside Canada and the US Draft FAQ Q: Why is TRU changing to a single travel provider for all TRU travel outside Canada and the US? A: This was done to help ensure the safety of travelers and assist the university in managing traveler’s safety. An extensive national competition was held to pick the best proponent. It is also expected that we will achieve cost savings and better service standards. Q: Is it a requirement to use the travel management company – Corporate Traveler? A: Yes, this is the only way to activate the traveler safety program which includes: -Pre

trip travel risk assessment -Real time travel alerts and advisories -Worldwide event monitoring of issues arising such as natural disasters/political coups -Traveler tracking and assisting traveler rescue and or rescheduling Q: Can the travel management company book student group travel? A: Yes. A dedicated travel manager will be assigned from Corporate Traveler that is an expert in group travel/project management who will work with each program administrator to create and execute every detail. Q: How will users be assured that they are obtaining the best price? A: Corporate Traveler is the business travel division of Flight Centre Ltd. They are a global travel company with annual gross sales of over CAD 12 Billion dollars. They leverage this with their suppliers to secure the best contracts and rates which they pass over to their customers. They offer the best fare of the day and find creative ways to stretch the travel dollar. Q: Are students required to book with Corporate Traveler A: We are working on some logistics with student travel, these results will be communicated at a later date Q: Does Corporate Traveler have experience working with faculty and student group travel? Does the service cover non-traditional travel and accommodation options? Hostels? Homestays? Vans, Buses, etc? A: Corporate Traveler has extensive experience with servicing faculty/student group travel. You are not restricted to a "menu" of our travel services and do what they can to be creative and flexible with multiple types of travel options including non-traditional travel and accommodations. Q: How will this system be coordinated with the existing risk management services offered by the Study Abroad Office? A: Corporate Traveler will follow TRU emergency protocol and act as an additional service to handle emergency situations. Any traveler or the Study Abroad office can contact our 24/7 emergency line and speak to a travel manager who will locate the traveler and action immediate extraction of traveler if required. Q: How do I make a booking? A: Call toll free or email your dedicated travel manager. There is also an option to book on line.

Q: What is Corporate Travelers contact information if I want to book travel now? A: a) For individual travel (Faculty/staff) - contact Caroline Everett's office: [email protected] or toll free: 1-877-687-8077

b) For group travel (field study) - contact AJ MacInnis' office: [email protected] or toll free: 1-888-801-1021

Q: What do I do to prepare? A: A detailed implementation plan will be coming out soon. Corporate Traveler will need to create traveler profiles which have pertinent information for the traveler. Q: What services does the booking fee include? A: The $25 booking fee is a one-time fee per trip/per traveler. This fee includes all travel services for air/hotel/car, emergency services, and 24/7 support while traveling. The online fee is $15. Q: How am I supported when an emergency occurs? A: Emergency travel services are provided 24/7. The travel provider can be reached via a dedicated hot line where a live person can be reached. This service is managed in-house and is not a call centre. The travel provider will follow TRU protocol to ensure all emergencies are resolved in a quick and efficient manner. Q: What is the approval process? A: All travel requests will follow TRU travel policy. In certain cases, an approval will be required by the Dean and/or AVP or Vice President Q: Traveling outside of Canada and the US– what is the process? A: Initial assessment of the risk level of destination must be attained. Following risk levels set by DFAIT, if level 3 or higher, approval must be attained by AVP or Vice President. Once approval is attained, the travel request can be sent to the travel provider for processing. Risk level definitions and assessment will also be spelled out in the new Student Off-campus safety and travel policy. Q: Meetings/Events/Conferences – how can the travel provider help? A: The travel provider is happy to assist in the booking and coordination of on site event or meeting rooms for TRU staff and students while abroad. Q: Can I still collect my frequent flyer points? A: TRU does not promote booking arrangements with the objective of maximizing a traveler’s frequent flyer points for travel paid for by TRU. All travel will be booked to maximize value to TRU as well as providing quality travel experience. Q: What if I have an existing credit with an agency or airline? A: Each case is individual, contact Corporate Traveler to determine if the points can be transferred. Q: How can I ensure my personal information is kept private by Corporate Traveler A: Our contract with Corporate Traveler has a clause for Protection of Personal Information (as defined by FIPPA) pertaining to any employee or student of TRU. Corporate Traveler also has a privacy policy on their website. Q: Hotels/Car? A: TRU’s travel provider has exclusive globally negotiated rates with all major hotel and car chains. As their client, these rates are made available to TRU staff. Any necessary hotel booking or car rental can be made through the travel provider before departure or while abroad.

Q: What about group travel to developing countries with no access to major hotel and car chains? A: Corporate Traveler leverages their Global office locations for local support. In addition, they will coordinate with any relationships or partnerships that TRU may have in the destination and coordinate the logistic arrangement. For example, they can offer credit terms to TRU where non-traditional suppliers may not accept credit cards, Corporate Traveler will wire money on TRU's behalf.

Q: What to pack A: The following website outlines what is suitable to bring on a plane, according to the Canadian Air Transport Security Authority: http://www.catsa-acsta.gc.ca/Page.aspx?id=4&pname=Packsmart_JYPense&lang=en Q: VISA A: Travelers can consult with Corporate Traveler if unsure of whether the country of destination requires a VISA. Alternatively, information can be found on the website below: http://www.voyage.gc.ca/preparation_information/visas-eng

Q: Registration of Canadians abroad A: It is recommended that all TRU travelers register online with Foreign Affairs and International Trade Canada before doing any international travel. https://www.voyage2.gc.ca/Registration_inscription/olrportaleng.aspx?Page=Start_commencer&hash=qqZY93f3i2tVN1pIA47tjDg6161