Trip Planning
Although not always possible, it is best to book your trip a minimum of 3-4 weeks prior to departure to ensure we get the best possible airfares and hotel space availability.
Traveller Profile
Please ensure you have an up-to-date profile in our records, including current home phone number or any name changes (we use this profile to book flights, cars & hotels, including seating preference & any special requirements).
If you currently do not have a profile, please stop by the Travel Office (4210 Labelle St.) to fill out a form or email us a copy of your completed Traveller Profile Form.
Airline Guidelines
Due to stringent airline rules, please ensure that we have the full LEGAL spelling of your name (including any middle names LISTED) on the valid photo ID or passport you will be using at airport check in (name spelling on ticket & ID must exactly match)**You can otherwise be denied boarding!**
Date of birth is required by all airlines in order to issue your ticket. It does not matter to Travel Services how old you are but this is mandatory information for the airlines. Please don’t shoot the messenger!
Flights
Please ensure to check in for domestic (within Canada) & Trans-border (Continental USA) flights a minimum of 90 minutes prior to flight departure time.
For International flights, please ensure to check in for your first flight 3 hours prior to departure.
Please note that when traveling on a direct non-stop flight to the USA from a major Canadian airport, you will pre-clear US Customs in Canada prior to departure so give yourself ample time.
Please note that all economy airline tickets are non-refundable once booked, and any changes will be subject to a change fee plus any additional increase in fare.
Car Rentals
Pease ensure to check the condition of your rental vehicle (inside & out) PRIOR to signing.
If you notice any damage, scratches or something that is missing, ensure that it is properly documented by the rental dealership before taking possession.
Please note that your corporate BMO Diner’s Club MasterCard Travel Card will cover the CDW insurance coverage on the rental vehicle. If you do not have a corporate BMO Diner’s Club MasterCard Travel Card, CDW will be covered under CFMWS’ Consolidated Insurance Plan (CIP)
Hotels
The CFMWS Travel Office guarantees hotel rooms for late arrival by credit card at all times.
As some hotels have a 48hr before arrival cancellation policy, please ensure to call us immediately to avoid no-show credit card charges if your itinerary is to change.
If you must call the hotel directly (i.e. after hours, etc) please ensure to get the person’s name & cancellation number and advise us accordingly so the details can be noted on your personal travel file.
