Part I - Administration

1.1 Authorization

1.1.1 The employer has the responsibility to authorize and determine when government travel is necessary, and to ensure that all travel arrangements are consistent with the provisions of this directive. Following consultation between the employer and the employee, the determination of travel arrangements shall best accommodate the employee's needs and interests and the employer's operational requirements.

1.1.2 Government travel shall be authorized in advance in writing to ensure that all travel arrangements are in compliance with the provisions of this directive. In special circumstances, travel shall be post authorized by the employer.

1.1.3 Expenses resulting from misinterpretations or mistakes are not a basis for reimbursement or non-reimbursement. However, such situations shall be reviewed on a case-by-case basis.

1.2 Loyalty Programs

1.2.1 Provided that there are no additional costs to the Crown, employees travelling on government business can join loyalty programs and retain benefits offered by the travel industry for business or personal use. Such privileges are conditional upon the use of government-approved services and products.

1.3 Overpayments

1.3.1 Overpayments, namely amounts reimbursed or paid to travellers, which are not in accordance with the terms of this directive, shall be recovered from the traveller as a debt owing to the Crown.

1.4 Receipts

1.4.1 Where the traveller certifies that the original receipt or copy was lost, accidentally destroyed or unobtainable, a personal declaration shall replace the receipt.

1.5 Responsibilities

1.5.1 The employer shall:

  1. establish the proper delegation framework to comply with this directive;
  2. ensure that this directive is available at the employee's normal workplace during the employee's working hours;
  3. ensure that the manager with delegated authority, in consultation with the employee and the employee's immediate supervisor:
    1. determine whether travel is necessary;
    2. ensure that travel arrangements are consistent with the provisions of this directive; and
    3. ensure that accommodation of needs is provided to the point of undue hardship.
  4. authorize travel, including blanket travel authority;
  5. verify and approve travel expense claims before reimbursement;
  6. process travel claims as soon as possible after receiving a fully completed expense claim with supporting documentation;
  7. ensure that all travel arrangements comply with relevant federal government legislation and employer policies, such as employment equity, official languages:
  8. endeavour to schedule the work so that time will permit the traveller to travel by other means when a traveller has an aversion to air travel;
  9. consider relocating an employee rather than placing the employee on long term travel status when the travel will be for a period of over one year subject to the employee’s agreement; and
  10. ensure travel status is extended when an emergency situation or event such as volcano eruptions, airline strikes, etc. makes it impossible or not practical for the traveller to return to origin at the expected timeframe. The employer will reimburse any reasonable travel costs incurred that are not covered under an insurance policy or other authority.

1.5.2 The traveller shall:

  1. become familiar with the provisions of this directive;
  2. consult and obtain authorization including blanket travel authority, where applicable, to travel in accordance with the directive;
  3. inform the employer or its suppliers of his/her needs that may require accommodation;
  4. complete and submit travel expense claims with necessary supporting documentation as soon as possible after the completion of the travel. In travel situations exceeding one month, the traveller may submit interim travel expense claims prior to the completion of the travel; and
  5. be responsible for cancelling reservations as required, safeguarding travel advances and funds provided, and making outstanding remittances promptly.

1.5.3 When the employer and the employee are unable to resolve barriers affecting persons with disabilities that may flow from the application of this directive, the employer and the employee shall consult with the appropriate departmental and/or union employment equity professional.

1.6 Suppliers, Services and Products

1.6.1 Employees on government travel shall utilize government-approved suppliers, services and products selected in support of government travel when these are available. This would normally include the use of an individual designated travel card. However, the provision and use of the individual designated travel card require the employee's agreement.

1.6.2 Preference shall be given to using Canadian and environmentally friendly suppliers, services and products.

1.6.3 In consultation with the employee, the employer shall utilize the Departmental Travel Expense Card to the extent possible to prepay travel arrangements.

1.6.4 When circumstances do not permit provision of prepaid arrangements, the traveller shall be reimbursed actual and reasonable costs, based upon receipts.

1.7 Travel Advances

1.7.1 When employees on government travel choose not to obtain and use an individual designated travel card, the provision of an advance shall be discussed between the employee and the employer. In such cases, travel advances shall not be unreasonably denied.

1.8 Travel Forms

1.8.1 Government-approved travel forms or systems shall be used in seeking government travel authority and submitting travel claims with the supporting documentation where necessary.

1.9 Temporary Workplace Change (Applies Within the Headquarters Area Only)

1.9.1 The provisions in this section only apply within the headquarters area.

1.9.2 When an employee is asked to report from a permanent workplace to a temporary workplace for a period of less than 30 consecutive calendar days, the provisions of this directive shall apply.

1.9.3 When an employee is asked to report from a permanent workplace to a temporary workplace, for a period of 30 consecutive calendar days or more, and the employee is notified, in writing, 30 calendar days in advance of the change in workplace, the employee shall be provided either:

  1. transportation to the temporary workplace; or
  2. the kilometric rate paid for the distance between the home and the temporary workplace, or between the permanent workplace and the temporary workplace, whichever is less.

1.9.4 In situations where the employee is not notified of a change of workplace in writing 30 calendar days in advance of the change in workplace, the provisions of this directive shall apply for the duration of the workplace change up to a maximum of 60 calendar days. After the 60th day the employee shall be provided either:

  1. transportation to the temporary workplace; or
  2. the kilometric rate paid for the distance between the home and the temporary workplace, or between the permanent workplace and the temporary workplace, whichever is less.
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