Internet Usage and D4. 5.1 Wireless Devices and Usage Policies while out of country. Air Travel: When approved, air travel should be booked through the corporate travel agency. Booking will be based on economy class and next available flight to reduce additional hotel costs. In the event approved air travel is not booked through the corporate travel agency, the employee must choose the lowest cost fare by selecting from at least two cost estimates from two different airlines. The two estimates must be submitted with the expense report. An employee who chooses another approved mode of travel will be reimbursed for the cost of the economy airfare which provides seat selection, and a checked bag, to and from his/her destination. Overnight Accommodations: When overnight accommodations are required, the employee will make every reasonable attempt to obtain a hotel room that is priced reasonably and closest to the meeting venue to minimize other travel costs. Reimbursement will be for standard accommodations and at the most economical rate (i.e. government rate) where possible. Exceptions must be documented on the expense report. For all overnight accommodations, the expense report must document why the accommodations were necessary/selected, (i.e. conference venue, proximity to training/ meetings, snow storm/not safe to travel home, etc.). Accommodations should also be supported on the expense report with an attached copy of the conference/meeting agenda. Accommodations exceeding the duration of the conference/meeting must include a notation for the reason, (i.e. had to stay one night past conference end date as no flights back to Halifax).
