Travel Management

The Travel Authorization Form can be found in the forms cabinet.

Ask your travel authorizer to see if a new form needs to be completed. You do need to update MyTrips with new travel details.

All students, faculty and staff travelling internationally must complete travel registration as outlined in the University Travel Policy.

• All international university travel must be registered and approved by the travel authorizer prior to departure.
• Students who undertake university travel, as defined, within Canada are required to register their travel.

Registering with MyTrips allows International SOS to provide you with direct information based on where you may be going. This includes:

• Pre-trip advisory: Before you depart, International SOS sends you a pre-trip advisory email with information and links relevant to each of your destination countries.
• Automatic pushed alerts: In the event of travel updates, medical alerts and/or special advisories for your destination, you receive real-time alert emails directly from International SOS specific to that location.

However, the most important reason is that MyTrips allows the university to keep track of where students and employees are located in the event of an emergency abroad. This allows the university to more effectively provide help during these developing situations.

International SOS MyTrips collects travel itineraries and contact information for MacEwan University students and employees traveling internationally. This information enables either MacEwan or International SOS to quickly contact you in the event of an emergency (i.e. natural disaster, civil unrest, etc.), so that affected MacEwan travelers can be accounted for and provided the best assistance possible through International SOS.

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The group leader is responsible for ensuring that students receive and complete the Student Waiver form. Travel waiver forms are to be emailed by the group leader to the travel authorizer prior to the travel departure date.

The Travel Authorization Form includes the statement “aspects of my travel which are not directly related or are incidental to the Purpose of Travel.”

Generally, this statement refers to travel completely unrelated to university-endorsed business travel. Examples of business travel include conferences, courses, other professional development, scholarly/creative activities, curricular faculty-led group travel and research.

Examples of unrelated travel include leisure travel that bookends or is inserted into the business travel. Unrelated travel falls outside the authorization process and, therefore, is not subject to hazard assessment and other controls the university has in place to meet duty of care obligations for employees traveling for MacEwan-approved activities. The university bears no responsibility whatsoever for this travel.

Travel not directly related or incidental to the purpose of travel does not include:

• Meals associated with the activity
• Meals, particularly dinners, not associated with the activity, but which can be expensed
• Activities organized by hosting or sponsoring bodies
• Sightseeing activities organized by the Group Leader in faculty-led curricular travel

Travel not directly related or icidental to the purpose of travel may include:

• Sightseeing not associated with the business purpose of travel
• Shopping trips outside the business activity
• Visits or excursions with friends or family
• Other activities not organized by the hosting or sponsoring bodies that surround the business activity

The characterization of an activity as not directly related or incidental to the purpose of travel may impact:

• The response of the university’s liability insurance to indemnify you against the costs of defence and settlement for claims made against you for bodily injury and property damage
• WCB coverage for injuries you sustain during these activities

If you check YES to “I may require special arrangements before or during my travel” on the Travel Waiver Form, your group leader, who collects the Travel Authorization Form, as well as the dean or delegate who authorizes the travel, will see your request.

The group leader follows up with you about options for managing your special arrangement need before or during the travel. Depending on the special arrangement you require, you or your group leader may choose to engage Access and Disability Resources (ADR) for advice or assistance. Please note that you do not need to disclose any diagnosis to support your need for special arrangement, but the group leader, dean or delegate requires sufficient information about the nature of your special arrangement needs to respond appropriately.

SAMU groups should contact the SAMU Student Groups Manager and the Manager, Student Life.