Appendix E - Module 3 - Travel in Canada and Continental U.S.A. - Overnight Stay

Notice to the reader
This document is not yet in effect.

December 1, 2026

(Refer to applicable Travel Directive Appendices A, B, C, as well as GAC – United States of America Mileage/Kilometre Rates.)

Note: This document is intended only as a tool to facilitate discussion between the employee and authorizing manager prior to travel status. This tool may be subject to change.

Blanket Travel Authority – FISCAL YEAR: ______________________________________________________

Blanket Travel Authority Tracking Number: _____________________________________________________

Employee Name: _________________________________________________________________________

Department: _____________________________________________________________________________

Employee Signature: ________________________ Date (Y/M/D): ___________________________________

Delegated Manager Signature: ________________ Date (Y/M/D): ___________________________________

Blanket Travel Authority Geographic Location: __________________________________________________

Start Date (Y/M/D): ___________________ End Date (Y/M/D): ______________________________________

Maximum number of consecutive travel days: ___________________________________________________

Maximum dollar value/limitation for each individual trip: ___________________________________________

Travel Advance: YES ___ NO ___ Specified Travel Advance Amount Limit: _____________________________

Trip Purpose: ____________________________________________________________________________

Article Ref.	Category	Detail
3.3.1	Accommodation	Corporate apartment
		Corporate residences
		Hotel – daily room rate
		Hotel – weekly room rate
		Hotel – monthly room rate
		Hotel – service charges
		Bed and breakfast
		Hotels – service charges
		Motels
		Lodging facilities
		Commercial accommodation – other
		Crown owned, leased, or operated facilities
		Colleges
		Universities
		Educational institutions
		Federal government training centers
		Hospitals
		Military establishment – Canadian
		Military establishment – foreign
		Tents
		Trailers
		Government and institutional accommodation – other
		Non-commercial facilities
		Private dwelling
		Private accommodation – other
3.3.2	Additional Business Expense	Facsimiles
		Health Certificate (Health Canada)
		Inoculations
		Internet connections
		Office equipment – rental
		Office equipment – transportation
		Entry documents (CanPass)
		Entry documents (NEXUS)
		Passport
		Photocopies
		Photos – passport and/or visa
		Required personal effects
		Service charge – automated banking machine
		Service charge – bank/financial institution commission
		Service charge – credit/debit card usage
		Service charge – government travel card usage
		Service charge – safety deposit box
		Service charge – traveller’s cheques
		Telephone expenses (business calls)
		Telephone expenses (due to altered schedule/itinerary)
		Vaccinations
		Visa (entry permits)
		Word processing services
		X-rays
		Business expense – other
3.3.3	Bottled Water	Bottled water – reasonable amounts of bottled water (based on receipts)
3.3.4	Currency Exchange	Commission charged
		Conversion gain
		Conversion loss
		Fee – automated teller machine service charge
		Fee – service charge
		Fee – travel card usage charge
		Currency exchange – other
3.3.5	Dependant Care	Up to $50, per household per day
		Up to $100, per dependant, per day
		Other (provide explanation)
3.3.6	Home Communication	For ship’s officers and crew, see subsection 4.2.8
3.3.7	Incidental Expense Allowance	Canada – 100%, as per Appendix C
		Canada – 75% (starting on the 31st consecutive day), as per Appendix C
		United States of America (USA) – 100%, as per Appendix C
		USA – 75% (starting on the 31st consecutive day), as per Appendix C
		Other (provide explanation)
3.3.8	Insurance	See Appendix A for Insurance Coverage
		Insurance coverage – other
3.3.9	Meals	Daily Comprehensive Allowance
		Breakfast – meal allowance Appendix C.
		Breakfast – prepaid (e.g. conference, flight, voucher, included in room rate, etc.)
		Breakfast – high meal cost
		Breakfast – receipted amount
		Breakfast – other
		Breakfast – 75% (starting on the 31st consecutive day)
		Lunch – meal allowance Appendix C.
		Lunch – prepaid (e.g. conference, flight, voucher, included in room rate, etc.)
		Lunch – high meal cost
		Lunch – receipted amount
		Lunch – other
		Lunch – 75% (starting on the 31st consecutive day)
		Dinner – meal allowance Appendix C.
		Dinner – prepaid (e.g. conference, flight, voucher, included in room rate, etc.)
		Dinner – high meal cost
		Dinner – receipted amount
		Dinner – other
		Dinner – 75% (starting on the 31st consecutive day)
3.3.10	Rest Periods	Suitable rest period
		Overnight stop after travel time of at least 9 consecutive hours
3.3.11	Transportation	Disrupted travel pattern (residence to workplace)
		Docking fees
		Ferries
		Transportation fees – (not otherwise paid)
		Parking – hotel, motel or corporate residence
		Parking lot
		Parking meter
		Transportation prepaid
		Passenger – no charge
		Tolls (e.g. road, tunnel, bridge)
		Airfare – Airport Improvement Fee (not included in ticket)
		Airfare – business class (non-standard) paid by employee
		Airfare – departure taxes (not included in ticket)
		Airfare – economy class (standard) paid by employee
		Airfare – military equipment/flight
		Airfare – business class prepaid by Government of Canada
		Airfare – economy class prepaid by Government of Canada
		Airfare – private plane (e.g. rental/charter)
		Airfare – seat selection fee for commercial, private and chartered carriers
		Airfare – security charges (not included in ticket)
		Airfare – unused segment(s)
		Bus (charter)
		Bus (inter-city)
		Bus (local)
		Change fee (paid by employee)
		Excess baggage/weight (paid by employee)
		Miscellaneous charge order (prepaid)
		Miscellaneous charge order (not prepaid)
		Rail – next higher class to economy class (standard)
		Shuttles
		Subway
		Taxi chit utilized (do not enter charge)
		Taxi receipts
		Commercial – other
		Motorcycle – rental
		Motorcycle – helmet rental
		Other mode of transportation
		Private/leased aircraft
		Snowmobile – rental
		Snowmobile – insurance (not otherwise covered)
		Snowmobile – privately owned by employee
		Snowmobile – helmet rental
		Watercraft – privately owned by employee
		Watercraft – insurance (not otherwise covered)
		Watercraft – rental
		Crown owned and/or leased vehicle
		Insurance charge (not otherwise covered)
		Vehicle – other
		Private motor vehicle – to public carrier/return trip home
		Private motor vehicle (Appendix B kilometric rate)
		Private motor vehicle – pick-up employee at public carrier/return trip home
		Rental – drop-off charge
		Rental – fuel charge
		Rental – insurance charge
		Rental – compact vehicle
		Rental – intermediate vehicle (standard)
		Rental – large vehicle (non-standard)
		Rental – other
		Rental – Provincial Sales Tax
		Rental – Quebec Sales Tax
		Rental – Harmonized Sales Tax
		Rental – Goods and Services Tax
3.3.12	Weekend Travel Home – Every weekend	The employee and the delegated manager should review the provisions in the Directive and determine what applies given the employee’s specific situation.
3.3.12	Weekend Travel Home – Every third weekend on average	The employee and the delegated manager should review the provisions in the Directive and determine what applies given the employee’s specific situation.
3.3.13	Weekend Travel – Alternatives a) by the employee	The employee and the delegated manager should review the provisions in the Directive and determine what applies given the employee’s specific situation.
3.3.13	Weekend Travel – Alternatives b) by the employee’s spouse, common-law partner, or dependant	The employee and the delegated manager should review the provisions in the Directive and determine what applies given the employee’s specific situation.