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Travel

*NEW* Bearskin Airlines launches service to Montreal, via Ottawa, from the  Region of Waterloo International Airport

 Effective May 1, 2011, Bearskin Airlines will launch daily service between Waterloo Region and Montreal’s Trudeau Airport.  The service will commence with five flights each business day; three non-stop flights and two one-stop flights via Ottawa.   A reduced weekend schedule will also be available. 

General Travel Questions and P&CS Responses:

What is the rate per KM driven?
The UofW pays $.45 per km, with some limitations in terms of high km claims. See travel policy for specifics.

Will Procurement arrange for my flights or book hotel rooms on my behalf?
No, our expertise is negotiating the general contracts and making arrangements for the University as a whole. We have engaged a preferred travel provider named VIP travel if you wish that someone make these arrangements for you.

Why is VIP Travel the Universities “preferred” travel provider?
In order to ensure that we have a supplier who is fully aware of UofW travel requirements, we decided that it was prudent to have a single firm who was able to manage UofW requirements with industry expertise.  A request for proposal was issued and an evaluation committee from all aspects of the UofW determined VIP Travel to offer the most value for their fee.

How can I have my airfare expenses paid directly by the UofW?
If you use VIP to book your flights, and use the “Travel Advance and Settlement Claim”, Finance will pay VIP directly for tickets booked.

What can I use VIP for, and how much does it cost?
They have a team available to aid in world travel, offering contacts and expertise for travel via air train and motel. They also have 24hr emergency assistance, worldwide. VIP charges $35 per ticket.

What about all the additional charges when I rent a car?
With the contract that we have negotiated with Enterprise, there should be no add on insurance or any other type of additional billing, within Canada or the United States. Use our national account # XVC1008 to identify our arrangements, and should they have further questions, they should contact the Waterloo branch of Enterprise.

There is not space on our U of W Enterprise website to put our 31 digit Accounting Flexfield ?
No there is not, you need to provide Enterprise with that information when picking up the vehicle. If you provide a UofW account number, do NOT give them your credit card information for any reason.

How do I know the contact numbers of our contracts when I am travelling?
P&CS has developed a downloadable business card that has all the necessary contact numbers for 24 hour emergency service, our contract reference numbers as well as other info that can come in handy when you are not at your desk.

Why is travel paperwork so difficult at the UofW?
As a public institution, we are subject to many rules and regulations in terms of accountability and reporting to various granting agencies.

Is Travel at the UofW environmentally friendly?
No – it is pretty clear that any travel is inherently not environmentally friendly. However, we have tried to factor environmental considerations into each of our travel contracts.  The most environmentally friendly initiative you can make relative to travelling is to find an alternative such a conference call.

Can I use the UofW negotiated rates for personal travel?
On most contracts, our suppliers have offered to give you the very same price. Notably, VIA, VIP and Enterprise will extend UofW rates to you.

Can I use my P-Card for travel expenses?
Unfortunately, you cannot.  See note above about reporting.

Travel Hints