Individual Travel Cards

The employees felt aggrieved when the Department denied their requests for travel advances; a violation of the Travel Directive. The employees requested that the Department rescind its policy on travel advances and respect the Travel Directive. They also requested that the Department provide travel advances in the form of cash, traveler's cheques, or Receiver General cheques in accordance with the Travel Directive for all future travel.

The Bargaining Agent representative submitted to the committee that paragraph 1.2.2, sections (c), (d) and (e) of the Travel Directive, demonstrate the intent to provide a standing advance for travel purposes. He also submitted that paragraph 1.3.1 of the Directive clearly indicates that the employee has to agree to use an individual travel card (ITC). The intent is that the use of the ITC is voluntary. He reiterated that the grievors have not agreed to use the ITC.

The Brgaining Agent representative submitted that paragraph 1.4.1 of the Directive clearly indicates that the employee is entitled to a travel advance, which will cover expenses not paid directly by the employer. He added that examples which are "Paid directly by the employer" are things like airline tickets paid by the Government Responsibility Centre card. The representative stated that the fact that advances should not be issued for services that can be purchased by an ITC does not exclude an employee that has agreed to use the ITC from receiving an advance for things like Composite Allowance or services for which the card is not honoured.

The Bargaining Agent representative submitted that paragraph 1.4.4 of the Travel Directive clearly indicated that when employees travel frequently, they are entitled to a standing advance. He also submitted that paragraph 1.4.6 clearly indicates that an employee is entitled to a travel advance and a standing advance even if the employee has an ITC. He added that it is not the intent of the Travel Directive that an employee be out of pocket for Government travel.

In closing, the representative stated that the bargaining agent contends that the Department's Travel Advance Policy is in direct contradiction with the Travel Directive. He added that there are many mechanisms available to the Department for providing funds for its employees to travel on Government business. To decide that the ITC is the only method is not reasonable and not within the intent of the Travel Directive.

The Departmental representative stated that it was the department's position that travel advances are not issued for services that can be purchased using individual travel cards. He stated that the Department does not issue travel advances, except in exceptional circumstances, where cash advances cannot be obtained using the ITC.

The representative explained to the committee that it is the Department's position that the use of an ITC is the most appropriate form of payment in providing an advance to employees travelling on government business. He added that the ITC offers simplicity and timeliness of Automatic Teller Machine (ATM) advances and minimizes the workload associated with the issuance of advances by the Department. The Department has deemed this an efficient, economical and feasible means of managing travel in the Department.

The Executive Committee considered the Government Travel Committee report and the Committee could come to no agreement on the intent of the Directive with respect to individual travel cards.