TRAVEL COORDINATOR FLIGHT RESERVATIONS AND BOOKING GUIDE PREMIUM VALUE. DEFINED GROWTH. INDEPENDENT. Contractor Travel Coordinator – Flight Reservation and Booking Guide Welcome to the CNRL Contractor Travel Booking Guide. In order to get started with the booking processes, there are a few steps that are required to initiate your access. Our software package, CIRYS, is utilized for all flight and camp reservations for the CNRL Oilsands projects. Prior to onboarding a worker, access to CIRYS must be requested by completing the appropriately required paperwork outlined below. 1. New contractor to site: a) Contractor Flight Transportation Authorization Form (Horizon or Albian) b) Memorandum of Agreement (Horizon or Albian) 2. New travel coordinator: a) Flight Coordinator Form 3. New contract number addition: a) Contractor Flight Transportation Authorization Form (Horizon or Albian) b) Memorandum of Agreement (Horizon or Albian) These forms are available by emailing either [email protected] or [email protected] Once access is approved by CNRL, you will be supplied with your CIRYS software download package and login credentials. Should you have any questions about the CIRYS software, please contact CIRYS support at [email protected] 2 Contractor Travel Coordinator – Flight Reservation and Booking Guide Included in these forms is important information which is agreed to once signed and submitted to CNRL for approval. Travel Coordinators named above will be allowed access to the reservation system, can request changes and can receive assistance from Gemstone Support. It is recommended that companies authorize more than one Travel Coordinator. Flight changes and/or cancellations within 24hours of a flight departure are subject to a $250 CAD cancellation or No-Show fee per passenger. There is no charge for new bookings; they can take place up to 2 hours prior to departure with no additional fees. After the 2-hour flight cut-off, the flight is closed and only the Airline can make new flight bookings. Each flight is individual and is considered one independent booking. If you miss a flight, you will be charged a $250 no-show fee. You must cancel any subsequent return flights or you will be charged an additional $250 fee. For up to data and information regarding CNRL Flights, Camps and Bussing, please refer to the CNRL website at: Albian: https://www.cnrl.com/working-together/albian-oil-sands/aerodrome-and- bussing/aerodrome-and-bussing.html Horizon: https://www.cnrl.com/working-together/oil-sands-mining/bussing/aerodrome- bussing.html 3 Contractor Travel Coordinator – Flight Reservation and Booking Guide The above process map outlines the steps for a Company to be enrolled in the reservation system and for a Travel Coordinator to gain access to book. 4 Contractor Travel Coordinator – Flight Reservation and Booking Guide The above process map outlines the steps to enroll a worker into the reservation system prior to booking flights/camps. 5 Contractor Travel Coordinator – Flight Reservation and Booking Guide The above process map outlines the steps to book a camp or flight reservation for a worker. 6 Contractor Travel Coordinator – Flight Reservation and Booking Guide The above process map outlines the steps to change or cancel a worker’s booking in the reservation system. Note: behavioural and no-show charges may apply. Travel Coordinators named above will be allowed access to the reservation system, can request changes and can receive assistance from Gemstone Support. It is recommended that companies authorize more than one Travel Coordinator. Flight changes and/or cancellations within 24hours of a flight departure are subject to a $250 CAD cancellation or No-Show fee per passenger. There is no charge for new bookings; they can take place up to 2 hours prior to departure with no additional fees. After the 2-hour flight cut-off, the flight is closed and only the Airline can make new flight bookings. Each flight is individual and is considered one independent booking. If you miss a flight, you will be charged a $250 no-show fee. You must cancel any subsequent return flights or you will be charged an additional $250 fee. 7 Contractor Travel Coordinator – Flight Reservation and Booking Guide The above process map outlines the steps to cancel a reservation. Travel coordinators should be aware that they should cancel associated flights (both TO and FROM site). Note: behavioural and no-show charges may apply. Travel Coordinators named above will be allowed access to the reservation system, can request changes and can receive assistance from Gemstone Support. It is recommended that companies authorize more than one Travel Coordinator. Flight changes and/or cancellations within 24hours of a flight departure are subject to a $250 CAD cancellation or No-Show fee per passenger. There is no charge for new bookings; they can take place up to 2 hours prior to departure with no additional fees. After the 2-hour flight cut-off, the flight is closed and only the Airline can make new flight bookings. Each flight is individual and is considered one independent booking. If you miss a flight, you will be charged a $250 no-show fee. You must cancel any subsequent return flights or you will be charged an additional $250 fee. 8 Contractor Travel Coordinator – Flight Reservation and Booking Guide The above process map outlines the steps to remove booking access for a Transportation Coordinator and remove flight access to a worker. 9 Contractor Travel Coordinator – Flight Reservation and Booking Guide Did You Know… Reservations are individual If you change a No-shows bookings. If a one-way reservation reservation is cancelled, be within 24hrs of for a flight sure to cancel any departure time, will be subsequently affected flights you may be charged a to avoid charges charged $250 $250 fee. change fee Passengers Only approved travel are required If ID is going to to present coordinators are able to expire while at make changes to valid one of our government reservations. Workers should issued photo sites, a second be reminded to inform their ID to check-in piece of photo Travel Coordinators of any for a CNRL ID is required changes in a timely manner. flight Flying from For up to date flight Flights can be booked up to site, workers information, 60 days in advance. Workers can check-in you can call should let their travel for their flight coordinator know as soon as up to 24 hrs 1-888-991-9909 possible for preferred flight to check the selection in advance flight status *Due to current regulations, flight capacity's are restricted. We recommend booking as far in advance as possible to ensure preferential flights are available 10 Contractor Travel Coordinator – Flight Reservation and Booking Guide Coming Soon… Our provider is working on a mobile solution to help with our project and passenger needs. • Workers will be able to check-in to their flights and receive their boarding pass via mobile. • Workers will be able to see their reservations. 11 PROVEN EFFECTIVE STRATEG Y.