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Heads up, the HRG Online Booking Tool is changing!

February 7, 2022 - Defence Stories

The HRG Shared Travel Services (STS) Portal will be migrating to a new interface on February 20, 2022 at 5:00 pm .

The new AMEX Global Business Travel (GBT) Travel Portal V2.0 will have all the same functionalities as the existing portal. Your username (TIN) and your password will remain the same.

What to expect during the launch of the new interface

• Portal will be unavailable during transition Please note the AMEX GBT Travel Portal V2.0 will be unavailable from Saturday, February 19 , 2022 at 5:00 pm to Sunday, February 20 at 5:00 pm EST . Any urgent travel needs during this period can be directed to Amex GBT via their call center: 1-866-857-3578 (toll free in Canada and the U.S.) or 1-613-822-3873 (collect call from anywhere else in the world).
• Easier access to training materials Once the new interface is launched, you will no longer need to log into the Learning Management System (LMS) to view training materials. Instead, they will be available in the "Training" tab under the heading ''Help Guide".
• No changes to the EMT Please note that the change applies only to the Online Booking Tool, and there are no changes to the existing Expense Management Tool (EMT) .

Should you have any questions before, during, or after this transition, please do not hesitate to contact [email protected] .

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Posted by Phil Davies on Feb 5th, 2013 at 10:27

HRG’s ‘peerless’ online booking tool expanded

Access to Hogg Robinson Group’s online booking tool has been extended.

“The international roll-out of HRG Online puts us in an extremely powerful position to fully capitalise on the demand for consolidation we are seeing among our global client base.

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Minister of Infrastructure and Communities Transition Book 3 (2021) Establishing Your Office

Minister of infrastructure and communities transition book 3 (2021) establishing your office.

• Table of Contents

Welcome Minister

Introduction, administrative support, security clearance requests, security considerations, office and hill passes, threat and risk assessment, office sweep, policies for ministers’ offices, human resources management, departmental staff assigned to ministers’ offices, mandatory training, recommended training, financial management, establishing the ministers’ office budgets, budget transfers and the carry forward of unspent funds, financial authorities, office accommodation and supplies, departmental hq offices, ministers’ regional offices, office furniture and furnishings, office equipment and supplies, signature arm (autopen), travel and hospitality, designated travel card, executive vehicle for use by a minister, hospitality and gifts, proactive disclosure, contracting, proactive disclosure of contracts, official languages, information management and information technology, information management, information technologies, key contacts, hr new staff form, compensation forms (salary/pay).

• Federal Personal Tax Credit Form
• Provincial Tax Credit Form
• Personal History Form

Direct Deposit Form

Id house of commons (hill pass) form, hrg travel profile form, travel card form, acquisition card form, insurance for executive vehicle form, signature arm cartridge (autopen), secret security clearance forms.

• How To Use Video Conferencing (VC)

Floor Plan for INFC

Welcome to Infrastructure Canada (INFC). In order to make your transition to INFC as smooth as possible, the department will provide support to ensure your office is well established to meet your needs. This will be coordinated by a departmental official ( MinoAdmin ) who is assigned by the Deputy Minister to facilitate the transmittal of departmental advice and who will be a key coordinator for arranging your office to best suit your requirements.

Upon your arrival, this support will include:

• Security requirements: assistance will be provided to ensure that all security requirements are implemented for the safety of you and your office, including arranging security consultations and briefings and providing appropriate tools for the protection of sensitive information. In addition, the department will assist in obtaining or validating security clearances for any incoming staff.
• Human resources: support will be provided to facilitate the arrival of incoming staff, including the letters of offer, as well as the provision of welcome kits with key administrative information. The department can also provide temporary administrative support staff to assist you with establishing your office.
• Financial advice: you will receive a letter from the Treasury Board outlining budgetary information for your office. The department will be available to provide information and address any questions which may arise regarding the Ministerial budget.
• Vehicle services: your vehicle will be available to you immediately following the swearing in ceremony, as well as a temporary driver should you require one.
• Administrative needs: the department will be available to address any administrative need which may arise, and your preferences will be sought regarding several administrative items, including the selection of electronic devices, the establishment of protocols for the use of an autopen, and the arrangement of your office suite and business cards.

Once your Chief of Staff has been appointed, the department will provide them a welcome kit containing more detailed administrative information to help establish your office and address any requirements you may have.

The Deputy Minister and the department are also prepared to brief you on the department’s mandate, as well as legislation (e.g., Access to Information and Privacy Act ) and practices (e.g., information management) relevant to the day to day operations of a Minister’s office. The departmental official ( MinoAdmin ) will work with your office to coordinate these sessions, depending on your availability and interest.

Please find at the end of this document, a list of key contacts , should you require any immediate assistance in the coming days. We look forward to helping you establish your office.

Ministers and exempt staff are subject to Treasury Board policies and regulations. In accordance with the Financial Administration Act , the Treasury Board provides advice and makes recommendations on how the government spends money on programs and services, how it regulates and how it is managed.

To support your office, the department will be following the Treasury Board Policies for Ministers’ Offices (the “Policies”). These Policies consolidate the various financial, personnel, and administrative rules and regulations that govern Ministers and their exempt staff when they perform duties directly related to their responsibilities.

By its very nature, the Policies cannot be all-inclusive and, as such, source documents are cited in this binder where appropriate. Other guidelines included in the Policies are the Contracting Policy and Directive on Travel, Hospitality, Conference and Event Expenditures .

The departmental staff can guide you and your office on interpreting these policies, directives and internal tools, as required.

Your Ministerial office is supported by ( MinoAdmin ), a small group of departmental staff, paid for by the department who are assigned to provide administrative assistance within the scope of your portfolio responsibilities.

The Departmental Liaison Officer (DL) will be responsible for non-partisan departmental advice and will be the liaison between the Minister’s office and the department, and manages the interaction between your staff and the department, as well as the sharing of information and documents.

The Executive Correspondence Unit (ECU) provides information management services by coordinating responses to the Minister’s mail. ECU works closely with the departmental subject matter experts and other regional contacts to prepare draft replies for the Minister’s signature.

The department can also provide three public servant administrative support staff to the Minister’s office. The roles and responsibilities of these staff are outlined in the Policies, and may include administrative assistants to support the office, such as a receptionist. It is important to note that the salary for these positions would be funded by the department. MinoAdmin can assist you in staffing these depending on your office’s needs.

All individuals who work in or for the office of any Minister (including exempt staff, other employees, contractors, students, and persons on loan, assignment, or secondment), regardless of their work location, require at a minimum a Level 2 (Secret) security clearance prior to appointment.

A Top Secret clearance is required for individuals who will have access to information classified at that level.

Employees who do not have a valid secret security clearance will need to complete the following security clearance forms . To expedite the process, the department will be available to assist in the completion of screening forms for any incoming staff. These forms will be sent for analysis and either an approved or denied secret clearance will be obtained.

The processing time for security clearance varies based on the complexity of the individual’s file. However, on average, new secret security clearance requests as well as an update of a security clearance can take between 2 to 12 weeks. The verification of a security clearance from another department can typically be done within 2 business days as long as the individual file is complete at the other department.

Your security, as well as of your office, is a priority for INFC and upon your arrival, we will ensure that all your needs are met.

Security is a joint responsibility between the department, the Royal Canadian Mounted Police (RCMP) and the Privy Council Office (PCO). While Ministers are responsible for the security of their staff and offices, as well as for sensitive information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.

The department will brief your Chief of Staff and your office on requirements for the protection of personnel, sensitive information and other assets, including their security responsibilities with respect to Cabinet Confidences.

As a member of Cabinet, you will require access to Secret Cabinet documents for your participation at Cabinet meetings. As per PCO guidelines, Ministers and their offices must designate a Cabinet Document Comptroller (CDC) for the management and security of secret Cabinet documents and e-Cabinet downloads on the secure tablets for your office. The department will assist you and coordinate with PCO for your Cabinet meetings needs during the transition period until your CDC receives appropriate training.

A Threat and Risk Assessment (TRA) is performed by the House of Commons (HoC) Corporate Security Group for Minister’s home(s), cottage(s), and the constituency office. This team is responsible for physically visiting each of these locations and performing an assessment. A TRA is performed by the departmental security team for the departmental Minister’s office.The result of the assessment is typically a set of recommendations based on risk factors (e.g., ensuring a home alarm system, etc.).

An office sweep consists of periodic review of the physical office space to ensure that sensitive material (e.g., sensitive documents, electronic devices) are properly stored.

Please refer to Part 2 of the Policies for additional information on requirements and personal security.

Advice on security clearances and other security requirements may be obtained by the MinoAdmin with the collaboration of the Chief Security Officer. Please contact MinoAdmin if you require a secure briefcase.

In the coming weeks, you will receive a letter from the Treasury Board providing information on your Ministerial budget. Depending on this budget and your preferences and regional responsibilities, you will have the flexibility to establish the structure of your office to best suit your needs within your allocated funding levels.

To assist you in your considerations, please find below some information regarding position titles and salary maximums as laid out in the current Policies.

The department will be available to provide human resources support and advice to facilitate the timely arrival of incoming Ministerial staff.

Members of a Minister’s exempt staff are “exempt” from the appointment procedures of the Public Service of Canada. Once you have decided on whom you wish to hire, the department will assist you in bringing the individual based on the requirements in the Policies.

A Minister can sign letters of offer after being sworn-in. However, the first step in the staffing process is providing the individual’s CV, their employee information Footnote 1 and confirming their clearance. If an individual does not have a valid security clearance with INFC or another Government of Canada Department, the individual must complete the new security screening request .

Once a security clearance is obtained, the department will assist in preparing a letter of offer for your signature. MinoAdmin will be available to assist you throughout this process. It is important to note that you are the only person who can issue and sign letters of offer of employment (or termination of employment) for your exempt staff; this authority cannot be delegated.

Once a letter of offer is signed by both you and the newly appointed exempt staff, MinoAdmin will work with that individual to complete the necessary forms to set up their pay and benefits. Finally, an email account will be created and electronic devices issued. We will work with you and your Chief of Staff to assign office space and configure your office to best suit your needs.

The positions of the individuals should reflect those found in Appendix A of the Policies. Although you have the flexibility to configure the complement of your exempt staff, ensure to respect the following conditions:

• One Executive Assistant / Private Secretary;
• Maximum of one Chief of Staff;
• Maximum of one Director per function;
• Mamixum of one Regional Affairs Director per region (if applicable). 

Rules regarding position titles and their respective salary ranges must be observed and are described below. 

Each approved exempt staff position title found in Appendix A is associated with a salary equivalent to the current maximums of Public Service groups and levels.

• Public Service (AS, CR, IS) groups .
• Public Service executive (EX) group .

There are no minimum rates of pay. However, as a general rule, the maximum salary is reserved for staff with relevant professional qualifications, ten or more years of employment experience, or extraordinary skills and qualifications.

In exceptional circumstances, a Minister may, with the prior agreement of the Prime Minister’s Office and approval by the Treasury Board, pay an exempt staff member a salary above the permitted maximum. This exception will be sought through a Treasury Board Submission.

A Minister is permitted three positions which are not charged against the Minister’s departmental staff budget, but directly from existing departmental reference levels.

• One departmental liaison (Up to EX-02, EX-01 or PM-06)
• One departmental administrative support position (Up to AS-01)
• One departmental corporate support position (Up to AS-04)

This is the maximum complement of departmental positions funded directly by the department.

Any other remaining departmental staff positions are considered to be support staff positions and must be funded from the Minister’s staff budget.

• There can be a maximum of one senior support staff position (Up to AS-05).
• All other support staff positions may only be classified up to the AS-04 level.

The department will assist you in providing a list of eligible candidates for these positions.

The Canada School of Public Service (“the School”) provides self-paced online training Footnote 2 . The School offers a collection of rich, interactive and open online resources, videos, courses, seminars and events to support the Government of Canada's enterprise-wide approach to learning, accessible anytime and from anywhere all at no cost to learners .

At this time of transition, all previous delegations of authority become null and void, and new delegations must be sought. The department will assist the Minister’s office in identifying the individuals who require delegated spending and financial authorities under sections 32, 33 and 34 of the Financial Administration Act and to facilitate the establishment of new delegations authorities (including the use of the autopen ).

These employees will be required to complete the following mandatory training which are available online or can be provided in person by the department.

• Authority Delegation Training (G110) – Modules 1 to 8
• Manager Authority Delegation Training Checkpoint (G510)

Upon completion of the training, please contact MinoAdmin and they will schedule a briefing session of the Financial Delegation Matrix. The Financial Delegation Matrix which will need to be signed quickly to ensure continuity.

A specimen signature card will be prepared for the individual exercising financial delegation. This card will confirm the authorities and limits associated with the financial delegation.

The School provides online self-paced training. The department recommends the following training for your staff:

• Orientation to INFC
• Orientation to the Public Service – Who We Work For (C218)
• Values and Ethics Foundations For Employees (C255)
• HR-to-Pay Stabilization Training
• Security Awareness (A230)
• Harassment and Violence Prevention for Employees (W101)
• Canada Labour Code, Part II: An Overview (Z065)

Please refer to Part 3 of the Policies for additional information on salary increases, employment equity, leave, termination and changes in portfolio.

Please contact MinoAdmin regarding Human Resources Management inquiries or questions.

In the weeks following your appointment, Treasury Board, in conjunction with the Prime Minister’s Office, will work to identify the allocations for all Ministerial budgets. Once identified, you will receive a letter from the Treasury Board outlining your budget.

The department is available at your convenience to discuss any financial inquires you may have and will seek to brief you and your Chief of Staff as soon as your budget has been received from the Treasury Board.

The Chief Financial Officer will designate a Financial Management Advisor (FMA) for your office and will provide regular financial reports on the status of your budget including expenditures and forecasts. They will also assist your office in responding to the quarterly requirement from the Treasury Board Secretariat to report on Ministerial budgets.

The office budget will be divided into six components:

• Ministerial salary budget for exempt staff;
• Ministerial operating budget, which covers all operating expenditures related to the conduct of the portfolio or other official government departmental business;
• Students’ salary;
• Minister’s salary and motorcar allowance (controlled separately);
• Ministerial regional exempt staff and operating budget (if there is regional staff); and
• Ministerial salary and operating budget for the Parliamentary Secretary Assistant .

This budget is in addition to, and separate from, entitlements that you have as a Member of Parliament.

In addition to the office budget, the Minister will receive $89,300 for their salary and $1,200 for their car allowance as a statutory allowance which is not directly managed by the Minister’s office.

Please note that Ministers are individually responsible and accountable for dealing with all public inquiries about the expenditures made from their office budgets, including publicly justifying them if the need arises.

You may choose to delegate, pursuant to the Financial Administration Act , financial authorities for expenditures to your Chief of Staff or other exempt staff. Please note that:

• A Minister can delegate (but cannot be sub-delegated) their authority for expenditures related to their office budgets.
• A Minister cannot delegate their authority for hiring, determining salaries and salary increases, and terminating employment of exempt staff and benefits.

Please refer to Part 4 and Appendix E of the Policies for additional information on accountability, accounting for expenditures charged to Ministers’ budgets, internal audit and Minister’s salary and motor vehicle allowance.

Please contact MinoAdmin regarding Financial Management inquiries or questions.

The department has assigned an office space for you and your staff. Your office is located at 427 Laurier [redacted] . Your office provides for 18 office spaces including a kitchen and a boardroom. A floor plan is available here .

Ministers’ regional offices, furniture and furnishing are provided by Public Works and Government Services.

A Minister’s department funds the acquisition of office furniture, fixtures and equipment, and their operation and maintenance costs.

Our Accommodation team is available to assist you with additional requirements. Equipment and furnishings outside of departmental standards are paid from the Ministers’ operating budget.

Supplies are paid from the Minister’s operating budget. To enroll for an acquisition card, please complete this form .

Given the number of documents that a Minister of the Crown is required to sign, an autopen (or signature arm) is frequently used. Since a signature from the autopen is considered a legal signature, and therefore, binds the Government and the Crown to certain decisions, its use must be carefully controlled. The department can assist you in the roles and responsibilities, as well as current security and functional procedures for the use of the Minister’s autopen at INFC. Please send a request to accomodations services to set-up a signature arm (autopen).

Please refer to Part 5 of the Policies for additional information on accountability, accounting for expenditures charged to Ministers’ budgets, internal audit and Minister’s salary and motor vehicle allowance.

Travel expenses by the Parliamentary Secretaries and Ministers’ staff incurred while on departmental business, are eligible for reimbursement in accordance with the Treasury Board directives and the National Joint Council Travel directives . The directives outline four common travel situations such as travel within headquarter area, outside headquarter area, travel in Canada and USA and international travel.

Ministers are excluded from the National Joint Council travel directive, however, it provides framework for appropriate expenditures. Any travel by the Minister outside the National Capital Region must be authorized by the Prime Minister’s Office.

The department will be available to facilitate your office’s travel needs, their roles and responsibilities for Travel Authority (TA), expense claims and report travel transactions.

Exempt staff that are expected to travel frequently are advised to apply for a Designated Travel Card . The department can assist exempt staff in obtaining this card and explain the advantages for government business travel.

Ministers can use their Designated Travel Card or their personal credit card and be reimbursed for funds expended for travel costs.

The Ministers’ offices are encouraged to use the government’s Shared Travel Services provided by HRG. Before a Designated Travel Card can be issues, the Ministers’ staff will be required to complete a travel profile with HRG. To create a travel profile, please complete this form .

An executive vehicle will be allocated to the Minister. A vehicle is provided to each Minister and expenses are paid by the department for the conduct of official business.

It is important to note that the use of the executive vehicle is a taxable benefit, therefore personal use, by you or your driver, of the car should be documented (kilometers recorded) for taxation purposes.

Exempt staff and departmental staff are not authorized to use the vehicle for personal use.

Anyone who may be required to drive the executive vehicle, including you and your family should be insured. Please complete this form .

Hospitality is defined as the provision of beverages, snacks, meals and sometimes entertainment, to guests of departments or agencies.

There may be instances when a Minister requires a Parliamentary Secretary or staff member to extend hospitality on behalf of the Minister or department. Such hospitality may be necessary because it will economically facilitate the business of the department or agency, or because it is considered essential as a matter of courtesy or protocol.

In these instances, such hospitality shall be extended in accordance with the Directive on the Management of Travel, Hospitality and Conferences and all the requirements for documentation shall be met. Claims for reimbursement should be approved by the Chief of Staff or Minister, as appropriate.

Separate claims should be submitted when a member of a Minister's staff claims reimbursement for their own hospitality expenses and for hospitality disbursements made on behalf of the Minister.

For Travel and Hospitality expenses, proactive disclosure is done on a monthly basis and requires the mandatory publication on departmental websites of travel and hospitality expenses for Ministers, Parliamentary Secretaries, exempt staff, and by senior level employees at the Deputy Minister and Assistant Deputy Minister levels.

All reports should be reviewed by your Chief of Staff (or yourself) prior to publication.

Please refer to Part 6 of the Policies for Ministers’ Offices for additional information on accountability, accounting for expenditures charged to Ministers’ budgets, internal audit and Minister’s salary and motor vehicle allowance.

Please contact MinoAdmin regarding travel and hospitality inquiries or questions.

Ministers must ensure that the government’s contracts regulations are respected and the requirements of the Financial Administration Act are met.

As per the Directive on the Management of Procurement , services and products acquired must demonstrate fairness, openness and be obtained at the best value in the spending of taxpayers’ money.

Ministers, Parliamentary Secretaries and exempt staff members must disclose on a quarterly basis all expenses for contracts over $10,000, amendments which increase the value of contracts to over $10,000, and amendments over $10,000. There are some limited exceptions, such as national security.

MinoAdmin will assist in the development of attestations for each of your staff to review and approve. The Chief Financial Officer can provide you and your Chief of Staff with a comprehensive briefing regarding the Proactive Disclosure process.

Please refer to Part 7 of the Policies for additional information on Treasury Board Contracting Policy, employer-employee relationships, fee guidelines, former government officials and temporary help services.

A Minister's vehicle, being the property of the Crown, is allotted a parking space at the Minister's office. The department has purchased a reserved parking space [redacted] . We also have a pre-arranged pick up permit with the Ottawa airport. This will allow your driver quick access and easy access upon arrivals and departures.

All exempt staff members must pay for their parking in commercial parking areas.

The position of your Driver is part of your exempt staff complement, whose salary is drawn from your exempt staff budget. The department will provide you with a temporary driver until you appoint an individual to this position.

The reimbursement of relocation expenses may be authorized for exempt staff at the EX-02 equivalent level or above. These expenses are at the discretion of the Minister and are paid from their operating budget.

The reimbursement of relocation expenses should be clearly specified in the letter of offer.

Please refer to Part 8 of the Policies for additional information on hospitality and gifts, memberships, international conferences and legal services.

Ministers’ offices are considered separate from federal institutions, as such they are not subject to the Official Language Act . Nonetheless, Ministers’ offices follow the spirit of the Act. They need to:

• Have the capacity to communicate and serve the public in both official languages.
• Have an office environment conductive to the use of both official languages.
• Reflect the presence of both linguistic communities in their workforce.

Please refer to Part 9 of the Policies for additional information on service to the public, language of work, equitable participation and support mechanisms.

While Ministers are responsible for the security of sensitive government information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.

The department will brief you on the legislation, practices and guidelines relevant to information management in the day to day operations of a Minister’s office.

However, please note that a Minister’s office is not in and of itself a Government Institution, nor is it part of a Government Institution for purposes of the Access to Information Act (ATIA). Therefore, a Minister’s office is not subject to the ATIA.

The department will work closely with Shared Services Canada (SSC) to ensure your Information Technology requirements and those of your office are met. This will include establishing network and email accounts, providing wireless devices, computers and peripherals (printers, scanners, etc.) as required to all members of your office.

An iPhone device for you will be activated for use on swearing-in day. For your Chief of Staff and employees, iPhone devices and computers will be included as part of their welcome package on their first day at INFC.

The department’s Chief Information Officer is available to brief you on other options, address any specific needs you may have and assist you in getting set up on these devices. Similarly, an IT technician will be available to assist any member of your office as required.

Please refer to this document for videoconferencing.

Please refer to Part 10 of the Policies for additional information on information management, information technologies and the Access to Information Act and the Privacy Act .

Please contact MinoAdmin regarding Information Management inquiries or questions.

Minister’s Office 427 Laurier, [redacted] Reception Desk to Minister’s Office: 613-941-0724

Reception Desk to Prime Minister’s Office: (613) 992-4211 Reception Desk to Privy Council Office: (613) 957-5153

Once complete, please send this form, along with the compensation forms below, to MinoAdmin .

Federal Personal Tax Credit Form:

Select form titled: Federal: TD1 Personal Tax Credits Return

Provincial Tax Credit Form:

If workplace is Ontario, select form titled: Ontario: TD1-ON Ontario Personal Tax Credits Return If workplace is Québec, select form titled: TP-1015.3-V Source Deductions Return PDF

Personal History Form:

Personal History Form (56.48 KB)

Direct Deposit Enrolment Request (416.31 KB)

How to Create an HRG Account

1. Go to the HRG-STS home page: https://isuite6.hrgworldwide.com/gcportal/en-ca/sts.aspx

2. Click on “Profile Registration”

3. Follow the instructions on screen. ** Throughout the Profile Registration process, it is important to note that you must answer questions marked with a red asterisk (*). ** Things to know:

a. When asked to enter the “Full Company Name”, enter “INFC”.

b. When asked for “Role”, choose between “Traveller” and “Traveller and arranger”. The only difference is that a “Traveller” can’t book travel for anyone else other than himself.

c. Whenever you click on “Next step” and get an error message like in the image below, it may be because you need to enter more information in other tabs.

d. When asked to enter the company address, type in “Ottawa” for the “City/town” and “180 Kent” for “Address”, then click “Search”, then “Select”.

e. When asked for the “TAN Prefix”, refer to Accounting Operations and Financial Systems - INFRAnet. In the tab ‘’Travel’’, select the “Tan Prefix List”. This TAN Prefix links the “departmental expenses” to the correct fund centre.

f. For “Default approver”, start typing in the name of the Fund Centre Manager (FCM). Once the ADM’s name appears on screen, click on it. For “Default recommender”, enter the name of Sophie Ricard or Melissa Pelletier. If you have any questions about financial coding, you can refer to your FCM or your Financial Management Advisor (FMA).

g. Once all these steps have been completed, an activation email will be sent to the email address listed in the profile. This email will include your system-generated user number. (This number is composed of one letter and six digits). It is important not to copy/paste this user number, but to enter it manually in the HRG page to avoid bugs with the system.

Individual Travel Cards (1.32 MB)

Acquisition Card Application Form (507.57 KB)

Corporate Executive Vehicles – Insurance Information (19.68 KB)

Personnel Sreening, Consent and Authorization Form (147.80 KB)

Secret Security Clearance Form (91.75 KB)

How to Use Video conferencing (VC)

• From a computer, open a web browser and follow this link
• GUEST PIN and
• The available boardroom (as an attendee)
• Internal to Government: e.g. 76138187566
• External to Government (with @video.gc.ca ): e.g. [email protected]
• 613-729-5408 (local to NCR) or 1-855-470-7641 (toll-free)
• Once dialed, the conference code is the number provided before the @ symbol of the VMR address (e.g. 76138187566 followed by #).

The process is the same as the teleconference service; the meeting participants will dial-in via their own VC equipment. It will be like having your own virtual personal bridge. No need to contact anyone to reserve your VC meeting in advance.

• On Touch Panel – Tap on DIAL
• Enter your VMR e.g. 76138187566
• If you are the meeting Host/Chair: enter your HOST PIN followed by # as the security PIN
• If you are a meeting Guest: enter the GUEST PIN followed by # as the security PIN
• With your laptop or tablet you can quickly share content to one of the screen with the Barco ClickShare Button (in the tray on the table).
• Insert Barco ClickShare Button in the USB port of your laptop/tablet
• The first time you connect the ClickShare button, the configuration will take a few seconds and the button light will start flashing
• Open Windows Explorer and click on This PC (Windows 8.1) or My Computer (Windows 7)
• Double click on the ClickShare drive
• Double click on the ClickShare application
• After the application is running and the ClickShare Button light stops flashing press the button
• Tap on the Cisco touch panel screen to wake the system
• To share the content during VC - Tap Share and Tap on the appropriate icon
• On the Touch Panel, tap Dial
• Enter 8 and your Teleconference Service Number [redacted]
• Tap Call and Keypad
• Enter your Conference ID [redacted]
• If you are the meeting Moderator/Chair: enter your Moderator PIN
• Volume and Mute At any point during a call, the volume can be adjusted by using the two volume control buttons located on the bottom right-hand side of the touch panel. The microphones in the room can be muted either by pressing the mute button on the touchpad or the mute button on the microphone.

Thank you for your help!

You will not receive a reply. For enquiries, please contact us .

Hogg Robinson Group plc (HRG)

Originally founded in 1845, Hogg Robinson Group plc (HRG) was an international corporate services provider specialising in travel, expense and data management. The company offered clients a range of corporate travel solutions through its online products and services.

American Express Global Business Travel (Amex GBT) completed the acquisition of Hogg Robinson Group (HRG) on 19-Jul-2018. The combined group is expected to offer clients and travellers a wider range of products and services. 

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