National Joint Council
National Joint Council

New NJC Travel Directive

The National Joint Council (NJC) is pleased to announce that the consultations led by the NJC-Government Travel Committee (GTC) over a two-year period have resulted in a new NJC Travel Directive. The NJC-GTC is composed of representatives from Federal Public Service bargaining agents, the employer and departments.

In May 2002, an advanced copy of the new NJC Travel Directive was released to enable users to consult early the redesigned Travel Directive. Following minor adjustments, the new Travel Directive is now being officially released for implementation effective October 1, 2002. For ease of reference we are summarizing below the main features of the new Travel Directive.

The new NJC Travel Directive contributes to the ongoing efforts to modernize and streamline all government travel policies and processes within the Federal Public Service. The new directive respects the professionalism of employees, ensures responsible management of public funds, and takes into account modern practices within the travel industry

Trust, flexibility, respect, valuing people, transparency and modern travel practices are the cornerstone principles of the new directive.

Emphasis is put on the importance of close consultation between employees and managers in planning and determining travel arrangements that best accommodate their respective needs.

EFFECTIVE DATE

The new NJC Travel Directive will be effective on October 1st, 2002. The Directive was published in May 2002 to allow all players to become familiar with and adapt to the changes.

The short-term improvements introduced in July 2000 will be replaced by the new directive.

MAJOR CHANGES

The new directive is completely overhauled. It is user-friendly, simplified and easier to use and understand. Highlights of the major changes are regrouped as follows:

Structure of the new directive

Travel provisions vary according to travel situations. The new directive is presented in a way to accommodate this requirement. It is structured in Travel Modules under which can be found all pertinent travel provisions. The four Travel Modules are:

·         Module 1

Travel within HQ – No overnight stay

  • Module 2

Travel outside HQ – No overnight stay

  • Module 3

Travel in Canada and Continental USA – Overnight stay

  • Module 4

International travel – Overnight stay

Authorization

  • the concept of consultation between the employer and the employee when planning travel arrangements is embedded in the new directive.

Travel Advances / Travel cards

  • according to the new directive, when an employee will choose not to obtain an individual designated travel card, discussions will take place between the employee and the employer, and, in such cases, a travel advance will not be unreasonably denied.

Transportation

  • only one kilometric rate (the higher rate) per province/territory will apply for the use of a privately owned vehicle;
  • the cost of taxi fares for which a receipt is required will be raised from $8.00 to $10.00;
  • the standard for rental cars will be increased to mid-size;
  • the standard for rail travel will be increased to the next higher class after the full economy class;
  • upgrade to business/executive class air travel will be applicable to International travel only; the duration required for continuous air travel will be reduced from 12 to 9 hours. Continuous air travel starts at the scheduled departure time and ends at the scheduled arrival time at destination.

Rest periods

  • criteria for rest periods are clarified in the new directive. Itineraries will be arranged to provide for a suitable rest period and/or an overnight stop after travel time of at least 9 consecutive hours. In these situations travel time includes time spent to/from airports.

Meals and Incidentals

  • criteria for the reimbursement of meals in HQ are clarified in the new directive;
  • reimbursement of the full meal and incidental allowances while in private accommodation will be applicable to International travel;
  • the daily incidental expense allowance will be increased to include "custodial" type of expenses. In Canada and USA, the daily allowance which was increased from $6.00 to $11.50 in July 2000 will be raised to $17.30.

Accommodation

  • corporate residences will be available, in certain locations, as an option for accommodation in extended periods of travel;
  • the daily allowance for private non-commercial accommodation which was increased from $13.50 to $50.00 in July 2000 will be maintained.

Dependant Care Allowance

  • the age of children for which dependant care allowance can be claimed will be raised from 16 to 18;
  • the dependant care allowance will be extended to persons with disabilities who reside full-time with the employee and who require assistance of a care provider;
  • the maximum daily allowance is set at $75 with receipt; the maximum with a declaration will be $35.

Insurance

  • Part II of the new directive regroups information on insurance plans and compensation, and vehicle insurance;
  • the new Appendix A provides a guide on insurance coverage provisions.

Weekend Travel Home

  • the provision for an employee's spouse or dependant to travel to the employee's duty location as an alternative to the employee's weekend travel home will also be applicable to International travel.

Workplace Change

  • the new directive contains provisions for situations when an employee is assigned to a temporary workplace;
  • for assignment periods of less that 30 consecutive calendar days, the provisions of the new travel directive will apply;
  • for assignments periods of 30 consecutive calendar days or more, the provisions of the new travel directive will apply unless the employee is notified, in writing, 30 calendar days in advance of the change in workplace.

Extended periods in travel status

  • provisions for travel for periods of up to 2 months, between 2 to 4 months, and more than 4 months are removed from the new directive and replaced by provisions for extended periods in travel status of more than 30 days;
  • when choosing to stay in a hotel after the 30th consecutive calendar day on travel at the same location when apartment hotels or corporate residences are available in the area surrounding the workplace, travellers will be reimbursed up to the cost of the average apartment hotel or corporate residence available;
  • starting on the 31st consecutive calendar day at the same location and when an apartment hotel or corporate residence are available in the area near the workplace or when travellers stay in private accommodation, they will be reimbursed 75% of the meal and incidental allowances.

TRAINING SESSIONS

In the Fall 2002, training sessions on the use of the new directive will be offered by Training and Development Canada (TDC). One-day sessions will be given in a number of locations across Canada to groups of 20 to 25 participants. Training information is available on the Public Service Commission (PSC) Web site: http://www.psc-cfp.gc.ca.

MORE INFORMATION

More information is provided in the attached documents:

  • Summary of travel provisions contained in the new directive
  • Differences between the 1993 directive, the short-term improvements introduced in July 2000, and the new directive to be effective on October 1st, 2002.

The new directive is available on the NJC Web site: http://www.njc-cnm.gc.ca/directives/bylaws2f_e.html.

CONCLUSION

The NJC Executive Committee would like to acknowledge and thank the bargaining agent side and the employer side members of the NJC Government Travel Committee for their commitment and their outstanding work involved in the review of one of the most widely used directive in the Federal Public Service. We would also like to thank members of other NJC committees, departmental representatives and bargaining agent representatives who were consulted in the process of the review.

The success of the new NJC Travel Directive is now in every user's hands. We invite you to become familiar with the new directive and to apply it for your government travel needs.

 

Module 1
in HQ
No overnight

Module 2
Outside HQ
No overnight

Module 3
Cda and USA -
Overnight

Module 4
International
Overnight

Accommodation

N/A

. Private = $50 a day
. Up to 30 days = Hotel room
. More than 30 days = Corporate residence/Apt hotel

Additional business expenses

Expenses not otherwise covered

. Expenses not otherwise covered
. Phone calls when schedules are altered
. Passports, inoculations, vaccinations

Bottled water

Included in Incidentals

. With receipts
. Reasonable quantities

Currency exchange

N/A

. With receipt – actual rate
. Without receipt – average Bank of Canada rate

Dependant care

N/A

. Children under the age of 18
. Persons with disabilities residing full-time with employee
. up to $75 daily with receipt or to $35 with declaration

Home communication

Included in Incidentals

Equivalent of one ten-minute call over 3 days

Incidental expense allowance

N/A

. As per
Appendix C
. 75% after 30
days

. As per
Appendix D
. 75% after 30 days

Insurance

Part II and Appendix A

Meals

. When work
through normal
meal hours
. With receipt

As per
Appendix C

. As per
Appendix C
. 75% after 30 days

. As per
Appendix D
. 75% after 30 days

Rest periods

N/A

. After 9 consecutive hours travel time
. Travel time includes time spent travelling to and from carrier

Transportation

Private vehicle = Single km rate as per Appendix B

Taxis with receipts

Taxis up to $10 = without receipts

Taxis with receipts

N/A

. Rental cars = Mid size
. Rail = Higher class after Economy

N/A

Air = Economy Class

Air = Business Class if more than 9 hours air time

Weekend travel home

N/A

Every 3rd weekend

7 wks = 1 trip
12 wks – 2 trips
17 wks = 3 trips
22 wks = 4 trips

Weekend travel

N/A

Every weekend in alternate location

Spouse/
dependant travel instead of employee every 3rd weekend

Spouse/
dependant travel instead of employee as per table above
Last Modified: 2010-03-04
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