Travel

COVID-19 Travel Questions & Answers

  • I had to cancel my flight(s) due to COVID-19. What do I need to do?
    • Contact HRG / GBT to cancel or make changes to your travel arrangements:
      • For departures within 48 hours: Please continue to call the HRG / GBT call centre at 1-866-857-3578 or from outside North America, call collect at 1-613-822-3873.
      • Cancellations for departures over 48 hours: You can cancel via the Online Booking Tool (OBT) by using the “Cancel Itinerary” option in the top right corner of your trip. This will cancel your flight or rail booking. You can also email your request to travel.gc@hrgworldwide.com to make any changes or to cancel an existing booking.
      • Important: please ensure to cancel your reservation with HRG / GBT prior to your departure date. No refund or future travel credit will be issued if you are considered a “no-show”, resulting in a loss of ticket value.
    • Once you have cancelled your reservation with HRG /GBT, submit a travel expense claim in MyEMS for the airfare/rail and HRG / GBT service fees. At the bottom of the first claim page, please remember to uncheck the “Per Diems for Meals/Incidentals” box or the traveller will be reimbursed for them. Please contact the ESDC Travel Helpline at 1-855-684-7827 (option 1) if you require assistance.
      Travel Pier Diems Meals
  • I had a travel advance for a trip that was cancelled, what should I do?
    • Trips without a TAN - please submit a ticket in our Gateway for Travel Support requesting a trip cancellation.
    • Trips with a TAN - Once you have cancelled your reservation with HRG / GBT (see Q1), submit a travel expense claim in MyEMS for any airfare/rail and HRG / GBT service fees. At the bottom of the first claim page, please remember to uncheck the “Per Diems for Meals/Incidentals” box or the traveller will be reimbursed for them. Please contact the ESDC Travel Helpline at 1-855-684-7827 (option 1) if you require assistance.
      Travel Pier Diems Meals
    • We will email you with instructions on how to repay the outstanding travel advance.  If you are unable to access your work email, please call the ESDC Travel Helpline at 1-855-684-7827 (option 1).

Important Notice

Effective October 30, 2021 travellers will need to be fully vaccinated to board a flight departing from a Canadian airport as well as VIA Rail and Rocky Mountaineer trains.

Have you attached all your electronic receipts to your travel expense claims?

All receipts must be attached to the travel expense claim to allow the delegated manager to perform the approval under the Section 34 of the FAA. No reimbursement should be approved without the proper documentation.

As of July 1, 2017 the National Joint Council (NJC) implemented an update to the Travel Directive. Please see the following links for important information:

Communique from CFO to ADMs (PDF, 42 KB)

Travel Directive

Highlights of the Changes

Frequently Asked Questions

Roadmap

The Roadmap integrates all aspects of ESDC's Travel Solution from planning, requesting authorization, booking travel to claiming expenses into a step-by-step process that includes important links and reference material.

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