Participants at CHSSN meetings should use the least expensive mode of transportation to and from the meeting except when availability of public modes of transport result in additional accommodation costs, participants have other stops on the way which are related to their organization’s duties or have other engagements which do not coincide with the scheduled travel or availability of the least expensive mode of transportation.
CHSSN will cover or reimburse actual and reasonable costs including:
A. Transportation by air for economy airfare or equivalent by most direct route taking advantage of advanced and reduced rates, such as those available through seat sales that would result in a ticket that is less expensive than the economy fare.
Please note that CHSSN will book all flights based on the participant’s specification on the registration form.
Cancellation Policy for Flights
Please note that in the event of cancellation, the participant will be responsible to ensure the ticket is cancelled prior to the flight and, the participant will be required to reimburse CHSSN for the cost of the ticket purchased. The participant will be issued a credit note for the cost of the ticket (minus cancellation charges) that can be used for up to one year from the date of purchase.
In exceptional circumstances such as a serious illness or family emergency prevents the participant from using a ticket, and the ticket cannot be used at a later date, CHSSN will assume its cost, upon presentation of appropriate supporting documentation.
B. Transportation by automobile – car rental
- Cost of car rental and standard insurance
- Cost of gas
- Self-parking charges
Car rental reimbursement shall not exceed equivalent rail or economy airfare.
C. Transportation by automobile – own vehicle or Communauto
- $.50 per kilometer for one passenger
- $.57 per kilometer for 2 or more passengers
- Carpooling whenever possible is strongly encouraged
- Self-parking charges
The participant must demonstrate that this is the most economical means of transport or that other means of transport are not available from their region.
D. Ground transportation service – train
Please note that CHSSN will book all train tickets based on the participant’s specification on the registration form.
Cancellation Policy for Train Tickets
The participant is responsible for the cost and must reimburse CHSSN for the value of the ticket fare. In exceptional circumstances such as a serious illness or family emergency prevents the participant from using a ticket, CHSSN will assume its cost, upon presentation of appropriate supporting documentation.
E. Ground transportation service – other
- Intercity bus
- Taxi and Uber