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Designated representative remuneration schedule

The Immigration and Refugee Board of Canada (IRB) remunerates contracted designated representatives (DRs) according to this schedule.

A DR for more than one person, because their files are joined, receives remuneration for one case only, unless otherwise directed by the IRB. This is because it does not usually require more time and effort on the part of the DR than it would to represent one person.

Table 1 – fixed remuneration for cases concluded (standard average cases), table 2 – remuneration for work related to preparation and presentation of alternatives to detention (immigration division), table 3 – remuneration for extraordinary tasks, table 4 – fixed remuneration for postponement and adjournment of proceedings and for interlocutory or other proceedings attended by designated representatives, table 5 – travel expenses, table 6 – timing of payment of remuneration, annexes – invoice (optional) and pre-authorization templates (mandatory).

Optional invoice template
Pre-authorization for work related to preparing and presenting alternatives to detention (table 2) (mandatory)

Pre-authorization for extraordinary tasks (table 3) (mandatory)

Pre-authorization for travel expenses (table 5) (mandatory).

Fixed remuneration is calculated according to average time for preparation and attendance at proceedings for standard average cases in each division.
Particulars:
Immigration Appeal Division – Stay of appeal: An immigration appeal stayed by the Immigration Appeal Division is considered a conclusion to the appeal, and the DR is entitled to fixed remuneration under table 1.
Refugee Protection Division – Claim ceased or vacated: A claim for refugee protection ceased or vacated by the Refugee Protection Division is considered a conclusion to the claim, and the DR is entitled to fixed remuneration under table 1.
With respect to cases concluded for reasons other than on the merits, for example, appeals dismissed for lack of jurisdiction or perfection, cases withdrawn, cases declared to be abandoned, etc., remuneration at the hourly rate of $55, rounded to the nearest 15 minutes, will be paid, as detailed on the optional invoice template or other type of invoice submitted to the IRB, but not exceeding fixed remuneration under table 1, and considered justified by the IRB.
Should a DR withdraw or a member end a designation before the conclusion of a case, remuneration at the hourly rate of $55, rounded to the nearest 15 minutes, will be paid to the DR, as detailed on their optional invoice template or other type of invoice submitted to the IRB and considered justified by the IRB.

The IRB acknowledges that DRs may have to devote considerable time in preparing alternatives to detention for the subject of the proceedings in detention reviews conducted by the Immigration Division. As members must actively consider and reassess alternatives to detention at each detention review, the DR plays a crucial role in this regard in helping persons who would otherwise stay in detention.

Remuneration for a maximum of 10 hours, at the hourly rate of $55, rounded to the nearest 15 minutes, considered justified by the IRB, will be paid, as detailed on the optional invoice template or other type of invoice submitted to the IRB for preparing and presenting an alternative to detention to the member presiding a detention review at the Immigration Division for each detention review/admissibility hearing. No additional time can be added to account for overhead/profit when billing for these tasks.

Pre-authorization by the IRB must be obtained by submitting a pre-authorization for work related to preparation and presentation of alternatives to detention (table 2) , supported by sufficient and appropriate evidence.

It may be clear from the outset that a given case will require more time than the average time calculated for the remuneration set out in the remuneration schedule for performing the work. It may also only become apparent as the case evolves that more time will have to be devoted to carry out the work.

“Extraordinary tasks” means tasks conducted for preparation and attendance at proceedings that are not covered by the amounts set out in the remuneration schedule.

Remuneration at the hourly rate of $55, rounded to the nearest 15 minutes, considered justified by the IRB, will be paid, as detailed on the optional invoice template or other type of invoice submitted to the IRB. No additional time can be added to account for overhead/profit when billing for extraordinary tasks.

Pre-authorization by the IRB must be obtained by submitting a pre-authorization for extraordinary tasks (table 3) , supported by evidence, as soon as it becomes apparent that extraordinary tasks will justify payment of remuneration in addition to the amounts set out in the remuneration schedule.

Hearings may have to be postponed or adjourned for several reasons. Also, DRs may have to attend proceedings other than on the merits, pursuant to divisional rules or as directed by a division.

Remuneration shown in this table will be paid in the following cases, as detailed on the optional invoice template or other type of invoice submitted to the IRB. Remuneration for these proceedings includes preparation time and attendance by the DR.

The IRB holds proceedings across Canada. Proceedings can be held in person, by videoconference, virtually, by telephone, or on the basis of the written record (without a hearing). The IRB has its headquarters in Ottawa and regional offices in Vancouver, Calgary, Toronto and Montreal. DRs may have to attend proceedings or meetings with subjects of proceedings in remote areas and/or premises other than IRB's premises located in regional headquarters, such as some points of entry, provincial correctional facilities, jails, health institutions and other locations such as Canada Border Services Agency's Immigration Holding Centres in Etobicoke (Ontario), Laval (Quebec) and Surrey (British Columbia).

Pre-authorized reasonable travel expenses directly engaged in the performance of their work for attending proceedings or meetings with the subject of the proceedings, calculated in accordance with the National Joint Council Travel Directive in effect at the time of travel, without any allowance for overhead or profit, may be reimbursed if supported by original receipts and considered justified by the IRB, in the following cases:

in the case of a proceeding, for the commute to and from the location where the proceeding is held:
if the proceeding is held in person; and
if the location where the proceeding is held is outside IRB premises (“IRB premises” consist of locations held by the IRB to carry out its business. The Registry of the Regional Office area should be consulted to obtain an up-do-date list).
in the case of a meeting with the subject of the proceedings, for the commute to and from the location where the subject is or resides:
if the meeting is held in person; and
if the subject is unable to travel to the place of meeting because they are detained or they are receiving inpatient care in a health institution.

In both cases, the distance must be greater than 16 kilometers using the most direct, safe and practical road, whichever distance is shorter:

from the closest IRB office in the region where the proceeding is held (“IRB offices” consist of locations held by the IRB to carry out its business. The Registry of the Regional Office area should be consulted to obtain an up-do-date list), or
from the place of business/residence of the DR (if no business place).

Travel expenses include transportation, accommodation, meals, and parking. When using privately owned vehicles for traveling, kilometric rates set out in Appendix B of the National Joint Council Travel Directive may be payable, using the most direct, safe and practical road routes and claimed only for distances necessarily driven on travel.

Pre-authorization by the IRB must be obtained by submitting a pre-authorization for travel expenses (table 5) , supported by sufficient and appropriate evidence.

The payment process will be initiated upon receipt of the DR’s optional invoice template or other type of invoice by the IRB. The DR can submit their invoice immediately after having completed the work, that is, at the conclusion of the hearing on the merits (i.e. after the hearing is concluded, at the end of the last sitting, if applicable) or after various other steps in the process that conclude a case (”conclusions on non-merits”), as set out in the following table.

Optional invoice template (table 1)

Note: The use of this invoice template for claiming remuneration and travel expenses is optional. Designated representatives (DRs) may also use their own invoice templates.

Contracted designated representatives

Except for cases that have been joined by the IRB, please use a separate invoice as follows:

for each detention review, admissibility hearing, or combined detention review and admissibility hearing (Immigration Division);
for each appeal, or reconsideration of stay (Immigration Appeal Division/Refugee Appeal Division);
for each claim (Refugee Protection Division).

Details of invoice

Pre-authorization for work related to preparation and presentation of alternatives to detention (immigration division) (table 2) (mandatory).

Except for cases that have been joined by the IRB, please use a separate form for each detention review, or combined detention review and admissibility hearing (Immigration Division).

Details of request

Except for cases that have been joined by the IRB, please use a separate form:

This form is to be used only to report technical issues or errors encountered on our website. As submissions are anonymous , the IRB will not respond.

Thank you for your help!

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

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Directive on Travel

Version number: 2.18

Version date: July 1, 2024

Upon request, this corporate policy instrument (CPI) is available in multiple formats for individuals with a visual impairment (email Multiple Media-PAB (CRA) ).

Effective date
Application
Related corporate policy instruments
Objectives and outcomes
Requirements
Roles and responsibilities
Review and assessment
Version history
Definitions

1. Effective date

The Directive on Travel received Board of Management (Board) approval and came into effect on June 16, 2020 (Board Resolution #2020-2021-06).

This directive replaces the 2013 Travel Directive and the 2006 Travel Loyalty Programs Policy.

For the version history of this document, see section 11 .

2. Application

The directive applies to employees and other persons travelling on Canada Revenue Agency (CRA) business, such as Members of Parliament, the Minister’s exempt staff and contractors, and is mandatory to follow. It does not apply to those persons whose travel is governed by other authorities, such as the Minister.

The term "employees" has been deliberately used throughout the directive to distinguish entitlements that apply to strictly employees. Sections pertaining to "travellers" apply to contractors and other persons travelling on CRA business. For the purposes of this directive, the term employee will encompass members of the Board.

The Code of Integrity and Professional Conduct highlights the rules, and describes the values, that guide CRA employees in their work. The Code, along with the CRA Foundation Framework for Corporate Policy, sets out the requirement to follow CPIs.

Consequences of non-compliance for employees: failure to comply with CPIs may result in corrective measures, including administrative and disciplinary action.

To help interpret and implement this directive, key terms are defined in the Definitions section.

3. Related corporate policy instruments

This directive flows from the Policy on Financial Management and Financial Administration.

This directive should be read in conjunction with the Directive on Pre-approval of Travel, Hospitality, Conferences and Event Expenditures.

For any other related CPIs, see References .

4. Overview

This directive sets out the financial administration requirements for the reimbursement of reasonable expenses necessarily incurred by travellers on CRA business.

The kilometric rates and meal allowances set out in this directive are those guided and established by the National Joint Council (NJC). While this directive is guided by the NJC, the entitlements of the employees will be determined in accordance with the provisions of this directive.

The Canada Revenue Agency Act (CRA Act) provides the authority for the CRA to set its own policy instruments for certain financial administration activities. These activities are listed in the Policy on Financial Management and Financial Administration in Appendix A: CRA specific activities under financial administration. This authority is reflected in this directive.

Travel entitlements under the requirements of the Directive on Relocation are not covered under this directive.

Executive groups, the Board of Management members, the Commissioner and Deputy Commissioner are provided special travel authorities guided by Treasury Board's Special Travel Authorities as per Order-In-Council (number P.C. 1997-1810).

Headquarters area, as referred to in this directive, pertains to the area surrounding the traveller's workplace having a perimeter that is at a distance of 16 km from the workplace, measured by the most direct, safe and practical road route.

5. Objectives and outcomes

5.1 objectives.

5.1.1 - To ensure fair and consistent treatment of employees and other persons travelling on CRA business to fulfill the CRA's mandate.

5.1.2 - To ensure the entitlements of the travellers do not constitute income or other compensation that would open the way for personal gain.

5.2 Outcomes

5.2.1 - Effective governance and oversight over the financial administration of travel entitlements.

5.2.2 - The CRA travel expenditures are managed efficiently and effectively in a fashion that will withstand audit and public scrutiny.

5.2.3 - The most economical, environmental and practical travel arrangements are selected.

6. Requirements

6.1 authorization.

6.1.1 All CRA travel must be pre-approved as per the requirements of the Directive on Pre-approval of Travel, Hospitality, Conferences and Events.

6.1.2 All travel is approved in accordance with the Delegation of Spending and Financial Authorities Matrix for Agency Activities.

6.1.3 Sustainable travel options should be considered during the pre-authorization of travel arrangements.

6.1.4 Travellers will not be paid for travel expenses related to travel for personal reasons.

6.2 Travel advances

6.2.1 A provision of an advance is provided to cover travel expenses where government approved services or products are not prepaid or when an employee on CRA business travel chooses not to use a Designated Travel Card (DTC).

6.2.2 Employees will be provided with a travel advance only if all overdue advances have been accounted for.

6.2.3 Contractors are not entitled to travel advances.

6.3 Workplace change

6.3.1 When there is a permanent workplace change such as displacement resulting from a staffing action, the employee is not entitled to travel expenses between the residence and the new workplace.

6.3.2 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 requirements of this directive shall apply.

6.3.3 When an employee is assigned from a permanent workplace to a temporary workplace for a period of 30 consecutive calendar days or more, the CRA is to notify the employee in writing in advance of the temporary workplace change. This written notice cannot be backdated.

6.3.3.1 The requirements of this directive will not apply if the employee is notified in writing 30 calendar days or more in advance of the temporary workplace change.
6.3.3.2 If the employee is notified in writing for a period of 29 calendar days or less prior to the start date at the temporary workplace or 30 calendar days or less after the start date at the temporary workplace, the requirements of this directive will apply from the start date at the temporary workplace up to a maximum of 30 calendar days following the date of the written notice.
6.3.3.3 In the event the employee is not notified of the temporary workplace change in writing within the first 30 calendar days following the start date at the temporary workplace, the requirements of this directive will apply up to a maximum of 60 calendar days following the start date at the temporary workplace.

6.4 Virtual work

6.4.1 Employees who are authorized to telework, working remotely from another CRA establishment or field work, whereby a virtual work agreement has been duly signed, the building to which they report remains their workplace.

6.4.2 When required to travel to a location other than their workplace and conditions in the CRA Policy on Workplace Management and associated guide on Virtual Work Arrangements are met, this directive will apply.

6.5 Accommodation

6.5.1 The standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped.

6.5.2 A traveller who chooses private non-commercial accommodation, including their secondary residence, will be paid the rate specified in the CRA Directive on Travel Appendix B: Meals and Allowances or the CRA Directive on Travel Appendix C: Daily Meals Rates at Locations Abroad , as applicable, in this directive.

6.5.3 A traveller is to stay in institutional accommodations when travel is related to activities held in an institution subject to availability.

6.5.4 When travel plans change and the accommodation will not be required, the traveller must ensure that reservations are cancelled. Non-cancellable accommodations should not normally be booked. Delegated managers have discretion to authorize such requests.

6.5.5 For extended travel at the same location, accommodation at corporate residences, apartments, private non-commercial accommodation or government and institutional accommodation is encouraged. In instances where the CRA pays for accommodation for multiple travellers sharing the same accommodation, the private non-commercial accommodation rate is payable to only one traveller.

6.5.6 Accommodation expense at the temporary duty travel location will only be paid if the traveller maintains a residence as this entitlement is granted on the basis that a traveller incurs incremental costs while on CRA business travel.

6.5.7 The Public Services and Procurement Canada Accommodation and Car Rental Directory (external link) must serve as a guide for the cost, location and selection of accommodation. It is the traveller's responsibility to verify the city rate limit (external link) for their destination and determine if the supplier they wish to use has a rate within or above the limit.

6.5.7.1 If there is no suitable accommodation within the city rate limit, the traveller must obtain authorization from the delegated manager before booking accommodation with a rate that is above the limit and attach a justification with the travel claim.

6.5.8 If travellers will be on extended travel at the same location for more than 30 consecutive calendar days and there is a furnished apartment or corporate residence available in the surrounding area of the temporary duty travel location, those accommodations are to be selected.

6.5.8.1 If after the 30th calendar day of extended travel at the same location, the traveller chooses to stay in a hotel, the traveller will receive up to the average cost of the furnished apartment or corporate residence available in the surrounding area of the temporary duty travel location.

6.5.9 Travel within headquarters (HQ) area

live-in conferences, meetings and training courses; or
exceptional situations that require travellers to remain close to their posts for long periods in excess of normal working hours, such as policing activities during a crisis, or extended collective bargaining sessions.
6.5.9.2 Where authorization has been provided for overnight accommodation within the traveller's HQ area, the traveller will be paid for overnight accommodation in accordance with the requirements of section 6.5 Accommodation of this directive.

6.5.10 Travel outside HQ area

6.5.10.1 A traveller authorized to travel outside of the HQ area will be paid for overnight accommodation in accordance with the requirements of section 6.5 Accommodation of this directive.
6.5.10.2 When a traveller is required to return to the HQ area on CRA business, accommodation at the HQ area will not be paid.

6.6.1 The meal allowances contained in this directive are directed at travellers who are on travel status (reference in the Definitions section) with the exception of section 6.6.7 Travel Within HQ Area of this directive.

6.6.1.1 Travel within Canada and the Continental U.S.A., the meal allowances are found in the CRA Directive on Travel Appendix B: Meals and Allowances .
6.6.1.2 Travel outside of Canada and the Continental U.S.A., the meal allowances are found in the CRA Directive on Travel Appendix C: Daily Meals Rates at Locations Abroad .

6.6.2 Meal allowances at the temporary duty travel location will only be paid if the traveller maintains a residence as this entitlement is granted on the basis that a traveller incurs incremental costs related to meals while on CRA business travel.

6.6.3 No meal allowance will be paid when meals are provided and meet the traveller's needs, such as when the carrier serves meals on route or when the meal is included in the accommodation cost.

6.6.4 Where travellers incur out of pocket expenses to supplement meals provided, such as to meet the traveller's dietary needs, the actual costs incurred will be paid, based on receipts, up to the applicable meal allowance.

6.6.5 Where travellers must incur meal costs that are higher than the established meal rates in situations outside the travellers' control, the travellers will be paid the actual and reasonable expenses incurred for meals on that travel day, based on receipts.

6.6.6 Travellers will be paid the applicable meal allowance for each breakfast, lunch and dinner while on travel status.

6.6.7 Travel within HQ area

when travellers are required to work through or beyond normal meal hours and are clearly placed in situations of having to spend more for the meal than would otherwise be the case;
when travellers are required to attend conferences, seminars, meetings or public hearings during the weekend or holidays;
when travellers are required to attend formal full-day conferences, seminars, meetings or hearings and where meals are an integral part of the proceedings;
when the CRA representatives are involved in collective bargaining proceedings;
when intensive task force or committee studies are enhanced by keeping participants together over a normal meal period;
when the reimbursement of meal expenses is clearly reasonable and justifiable as a direct result of a traveller's duties; or
when covered by the terms and conditions of employment or collective agreements.

6.6.8 Travel outside HQ area

100% of the applicable daily meal allowance from day 1 through day 30;
75% of the meal allowance starting on day 31 through day 120, when corporate residences or furnished apartments are available to travellers in the area surrounding the temporary duty travel location, or when travellers choose to stay in private accommodation; and
50% of meal allowance on day 121 onwards when corporate residences or furnished apartments are available to travellers in the area surrounding the temporary duty travel location, or when travellers choose to stay in private accommodation.
6.6.8.2 If no corporate residences or furnished apartments are available in the area surrounding the temporary duty travel location resulting in the traveller having to stay in a regular hotel, 100% of the applicable daily meal allowance will be covered. Justification must be provided with the travel claim.
6.6.8.3 Where travellers are occupying their secondary residence for CRA business purposes, the travellers are entitled to be paid the applicable meal allowances for private accommodation in accordance with the CRA Directive on Travel Appendix B: Meals and Allowances or CRA Directive on Travel Appendix C: Daily Meals Rates at Locations Abroad .

6.7 Incidental expense allowance

6.7.1 The incidental expense allowance contained in this directive are directed at travellers who are on travel with an overnight stay. Incidental expense allowance:

6.7.1.1 Travel within Canada and the Continental U.S.A. are found in the CRA Directive on Travel Appendix B: Meals and Allowances .
6.7.1.2 Travel outside of Canada and the Continental U.S.A. are found in the CRA Directive on Travel Appendix C: Daily Meals Rates at Locations Abroad .

6.7.2 For extended travel at the same temporary duty travel location, travellers will receive:

100% of the daily incidental expense allowance from day 1 through day 30; and
75% of the incidental expense allowance from day 31 onward when corporate residences or furnished apartments are available to travellers in the area surrounding the temporary duty travel location, or when the travellers choose to stay in private accommodation.

6.7.3 Where travellers are occupying their secondary residence for CRA business purposes, the travellers are entitled to be paid the applicable incidental expense allowance in accordance with the CRA Directive on Travel Appendix B: Meals and Allowances or CRA Directive on Travel Appendix C: Daily Meals Rates at Locations Abroad .

6.8 Transportation

6.8.1 The delegated manager, in consultation with the traveller, selects the mode of transportation.

6.8.2 The selection of the mode of transportation must be based on cost, duration, convenience, safety and practicality. The CRA’s Departmental Sustainable Development Strategy must be taken in consideration when looking at travel options.

6.8.3 Where travellers are authorized to travel by a given mode and class of transportation and the travellers propose to travel to the temporary duty travel location by alternate means, the maximum amount payable for travel expenses must not exceed the cost that would have been incurred had the travellers travelled by the mode and class of transportation initially authorized.

6.8.3.1 Where travellers are travelling from their secondary residence or anywhere outside of the residence, the maximum amount payable for travel expenses must not exceed the cost that would have been incurred had the travellers travelled from their residence.

6.8.4 Actual and reasonable additional expenses associated with the selected modes of transportation such as seat selection will be reimbursed if prior approval from the delegated manager is obtained.

6.8.5 Taxi chits must not be used by travellers while on travel status as they are to be solely used when travelling in and around the HQ area.

6.8.6 All air travel arrangements must be booked through the Government Travel Service (GTS) except for personal portion of air travel and air travel arrangements made by contractors.

6.8.7 First class air travel is not permitted.

6.8.8 Business class air travel is not permitted within Canada, the Continental U.S.A., Caribbean, Central American countries, Bermuda, and Mexico, unless approved for exceptional circumstances by the Commissioner or Deputy Commissioner.

6.8.9 International business class air travel can be authorized by delegated managers where continuous air travel exceeds nine hours except for flights to and/or from Paris, Brussels, London and other European destinations. International business flights to these above-mentioned destinations may be authorized by the Commissioner or Deputy Commissioner under exceptional circumstances related to health, frequency of travel and timing of scheduled meetings.

6.8.10 Itineraries must be arranged to provide for an overnight stop after continuous travel time of at least nine hours unless declined by the employee.

6.8.11 Trips of less than 300 kilometres should not normally be by air except when specifically pre-authorized by the delegated manager.

Travelling to and/or from carrier terminals

6.8.12 Travellers will be reimbursed for the airport shuttle, taxi or ridesharing company fare from the traveller's residence, workplace or temporary duty travel location to the carrier's terminal and vice versa.

6.8.13 Travellers who drive a privately owned vehicle to and/or from the carrier's terminal to begin or end a period on travel status, will be paid the CRA kilometric rate specified in the CRA Directive on Travel Appendix A: CRA Kilometric Rates up to the distance between the traveller's residence, workplace or temporary duty travel location and the carrier's terminal.

6.8.14 If another person drives a traveller to and/or from the carrier's terminal, the traveller will be paid the CRA kilometric rate specified in the CRA Directive on Travel Appendix A: CRA Kilometric Rates for the round trip between the traveller's residence, the workplace or the temporary duty travel location and the carrier's terminal.

6.8.15 If a traveller and/or dependants is/are occupying a secondary residence immediately prior to the period of the traveller's travel status, the distances paid will not exceed that from the residence, workplace, and temporary duty travel location to the carrier's terminal.

Public transportation

6.8.16 Public transportation such as a bus, streetcar, subway or airport shuttle must be used whenever practical.

Taxi and ridesharing companies

6.8.17 Licensed taxis and ridesharing companies may be used on CRA business. Actual and reasonable expenses, based on receipts, will be reimbursed.

6.8.18 Rail travel in business class is allowed wherever offered by the rail company.

Traveller-driven vehicles

6.8.19 Travellers must use the most direct, safe and practical road routes and must claim expenses incurred only for distances necessarily driven on CRA business travel.

6.8.20 In the interest of safe driving, when traveller-driven vehicles are authorized, travellers will not be expected to drive more than:

250 kilometres after having worked a full day;
350 kilometres after having worked one-half day; or
500 kilometres on a day the traveller has not worked.

6.8.21 Travellers who drive on CRA business are to have a valid driver's license, respect all license conditions, practice safe driving, and follow all driving rules, regulations and laws that apply.

6.8.22 Travellers will be reimbursed the actual costs paid for parking the vehicle at both the workplace and at the point of call only when the cost of parking at the workplace is an additional cost that they would not normally incur.

6.8.23 Travellers will be reimbursed the actual costs of road, ferry, bridge and tunnel tolls only when these are incremental costs resulting from CRA business travel.

6.8.24 Carpooling involves the sharing of privately owned or rented vehicles for the purpose of CRA business travel and is encouraged when it is practical to do so.

CRA vehicles

6.8.25 When the CRA considers that travel by a traveller-driven vehicle is desirable, the CRA may authorize the use of a CRA vehicle, if practical.

6.8.26 Travellers must not use CRA vehicles for personal travel needs, unless specifically authorized.

6.8.27 Expenses incurred in the use of CRA vehicles will be reimbursed based on receipts.

6.8.28 Contractors are not authorized to use CRA vehicles for travel.

Rental vehicles

6.8.29 Mid-size/intermediate size cars or smaller are authorized.

6.8.30 Full-size/larger cars or other vehicle categories are authorized only when the number of passengers to be carried, the bulk or weight of the goods to be transported, or an extenuating circumstance warrants the authorization of a different vehicle category. A justification should be provided.

6.8.31 Travellers will be reimbursed the cost, based on receipts, of gasoline for the rental vehicle. Additional costs associated with winter tires and the rental cost for GPS will also be reimbursed based on receipts, if pre-authorized. The Public Services and Procurement Canada Accommodation and Car Rental Directory shall serve as a guide for the cost and selection of vehicles.

Privately-owned vehicles

6.8.32 The kilometric rate payable when a registered vehicle is driven on CRA business in Canada will be the rate of the jurisdiction where the vehicle is registered.

6.8.33 For vehicles registered outside Canada, the kilometric rate applied will be that of the jurisdiction where the travel occurs. This rate is quoted in the CRA Directive on Travel Appendix A: CRA Kilometric Rates .

6.8.34 Delegated managers and travellers must determine the normal mode of commute to the workplace prior to approving travel under the requirements of this directive.

6.8.35 When the normal mode of commute to the workplace is a privately owned vehicle:

6.8.35.1 When the traveller is required to report to the workplace at the beginning of a given day prior to proceeding to point(s) of call, the distance driven between the residence and workplace is not paid.
6.8.35.2 When the traveller is required to report to the workplace at the end of a given day after returning from point(s) of call, the distance driven between the workplace and the residence is not paid.
the first point of call;
continuing on to consecutive points of call;
to the last point of call; and
to the residence.
the perimeter of the HQ area to the first point of call if the first point of call is inside the HQ area; or the residence to the first point of call, if the first point of call is outside the HQ area;
if the last point of call is outside the HQ area, the last point of call to the residence; or if the last point of call is inside the HQ area, the calculated distance to the perimeter of the HQ area.

6.8.36 When the normal mode of commute to the workplace is not a privately owned vehicle:

the workplace (if applicable) and/or to the first point of call;
to the workplace (if applicable) and/or to the residence.
6.8.36.2 If the traveller has brought a privately owned vehicle to the workplace at the delegated manager's request, but due to operational requirements, the delegated manager has determined that the privately owned vehicle would not be required for CRA business travel on that given day, the round trip will be paid between the residence and workplace.

6.8.37 The use of car sharing programs will be treated similarly to privately owned vehicles. Travellers will be paid the kilometric rates quoted in the CRA Directive on Travel Appendix A: CRA Kilometric Rates .

Motorcycles

6.8.38 Travellers using a motorcycle on CRA business will be paid the applicable rate in the CRA Directive on Travel Appendix A: CRA Kilometric Rates .

1) CRA vehicles

6.8.39 The CRA self-insures its vehicles. Only authorized employees can drive a CRA owned vehicle. Unauthorized drivers are personally liable in the event of an accident as there is no CRA liability coverage in such circumstances.

6.8.40 When driving a CRA vehicle in the Continental U.S.A., commercial insurance against third-party liability risk and personal injury is required and proof of such insurance must be carried in the vehicle. This insurance is obtained and paid for by the CRA.

2) Rental vehicles

6.8.41 Collision Damage Waiver (CDW) coverage is required for the entire period that a vehicle is rented. This coverage is provided free of charge when employees use a government approved DTC.

6.8.42 In cases where the DTC is not used and free coverage is not provided by personal credit card, the cost of the premium for the CDW will be paid by the CRA.

6.8.43 Public Liability and Property Damage (PLPD) coverage is included in the daily rental rates provided by the car rental suppliers in the Public Services and Procurement Canada Accommodation and Car Rental Directory .

6.8.44 When travelling outside Canada, including the Continental U.S.A., travellers must ensure additional coverage is obtained where required. In such circumstances, premiums for additional coverage will be paid by the CRA.

6.8.45 Insurance coverage will not be paid to contractors.

3) Privately-owned vehicles

6.8.46 The CRA assumes no financial responsibility for privately owned vehicles and is not responsible for premium costs and reimbursing deductible amounts related to insurance coverage.

6.8.47 Privately owned vehicles used on CRA business must, at a minimum, have basic insurance coverage, including the minimum PLPD coverage required by the province or territory of registration of the vehicle.

6.8.48 When Supplementary Business Insurance (SBI) is required for the applicable period on CRA business, premium costs will be paid by the CRA.

6.8.49 SBI will not be paid to contractors.

6.8.50 Travellers who intend to car share or carpool must confirm with their insurance agent that they are adequately insured.

6.9 Combined personal/business travel

6.9.1 Costs associated with personal travel or for the travel of another person accompanying travellers on CRA business travel are not reimbursable.

6.9.1.1 The travellers must include in their travel request the assessment of the financial impact of the personal portion of their trip.
6.9.1.2 Travellers will not be paid for any reduction in cost for the CRA business travel resulting from the personal travel plans.
6.9.1.3 Travellers will be paid only the cost of the most economical and direct route that would have been taken had no personal travel arrangement been incorporated.

6.10 Overtime and other disruption to commute

6.10.1 When there is a disruption in the employee's regular commuting pattern such as overtime or other exceptional circumstances, approved by the Commissioner, such as public health emergency, the employee will be paid additional transportation costs incurred between the residence and the workplace.

6.11 Additional expenses

Passports and medical service fees.

6.11.1 For travel outside Canada, necessary arrangements for obtaining an appropriate passport (excluding birth certificates), visa, required inoculations, vaccinations, X rays and certificates of health will be reimbursed by the CRA based on receipts.

Financial fees

6.11.2 Service charges or fees for actual and reasonable expenses for financial transactions will be reimbursed by the CRA to employees based on receipts.

6.11.3 Costs incurred to convert reasonable sums to foreign currencies and reconvert any unused balance to Canadian currency will be reimbursed by the CRA to employees based on receipts.

6.11.3.1 When these costs are not supported by receipts, the average Bank of Canada currency exchange rate will apply.

6.11.4 For travel outside Canada and the Continental U.S.A., employees will be reimbursed the incremental cost (that is, costs not covered by the Public Service Health Care Plan) of the prescription and actual cost of non-prescription medications, based on receipts that are specifically purchased for use by the employee at the foreign temporary duty travel location(s).

Bottled water

6.11.5 For travel outside of Canada and the Continental U.S.A., the cost of bottled water will be reimbursed, based on receipts.

6.11.6 For travel within Canada and the Continental U.S.A., the cost of bottled water is reimbursed, based on receipts, only when the water is non potable.

Dependant care

6.11.7 Dependant care expenses will be paid up to a daily maximum of:

$35 per household with a declaration instead of a receipt; or
$75 per household, with a receipt for services provided by an individual or a company in the business of providing dependant care services.

6.11.8 The above noted amounts apply when:

the employee is required to be absent from the residence on authorized CRA business travel;
the employee is the sole caregiver, or the employee's spouse or other dependant 18 years of age or older, is unavailable for reasons related to work, medical appointments or education courses;
the dependants, residing in the employee's residence are all under 18 years of age; or when the individuals 18 years of age or over remaining at the residence are dependant on the employee for reasons of either physical or mental disability; and therefore unable to provide care;
the former spouse, common law partner, or guardian is not scheduled to provide care;
dependant care expenses are additional expenses incurred by the employee resulting from travelling.

6.11.9 For reimbursement of services under this requirement, the employee must complete and submit the TF750 Dependant Care form with the travel claim.

Home communication

6.11.10 Employees, whose schedules for returning to the residence from travel status have been altered for reasons outside their control, shall be reimbursed the cost of a three-minute call to the residence. A receipt is not required. The change in schedule shall be noted on the travel claim.

6.11.11 Other personal calls are not paid for when travelling within Canada and the Continental U.S.A.

6.11.12 The following entitlements apply to travel outside Canada and the Continental U.S.A.:

6.11.12.1 Employees on travel status will be paid, based on receipts, for a daily maximum equivalent to one five-minute personal telephone call. The maximum five minute per day telephone call is cumulative.
6.11.12.2 Personal telephone calls will be paid at a rate not to exceed the rate from the temporary duty travel location to the residence.
6.11.12.3 The daily five-minute personal telephone call provision can be exceeded for actual and reasonable expenses incurred for personal needs in unusual circumstances such as when travelling in high-risk locations, and medical emergencies at the residence, etc.

Business communication

6.11.13 Employees on travel status will be paid, based on receipts, for the costs incurred for local and long distance telephone calls placed as a result of CRA business. Business phone calls should be supported by the name of the person called.

Special assistance

6.11.14 Where a traveller with physical disabilities is required to pay for special assistance in travel (for example, taxi driver or porter), these costs will be reimbursed as additional incidental expenses, provided they are reasonable and necessary. Receipts should be provided where possible.

6.12 Weekend travel to the residence

6.12.1 The use of weekend travel to the residence requirements does not constitute a break in continuous travel at the same location.

6.12.2 An employee who is on travel status that extends through or beyond a weekend is eligible for weekend travel to the residence provision of this directive provided that the following conditions are met:

work schedules permit the employee to be absent; and
appropriate private or public transportation is available and its use is both practical and reasonable.

6.12.3 The requirements for weekend travel to the residence do not permit employees to be paid overtime or travel entitlements other than what is outlined in section 6.12 Weekend Travel to the Residence of this directive for travel between the temporary duty travel location and the residence.

6.12.4 The employee must work the full daily number of required hours at the temporary duty travel location prior to and following the weekend.

6.12.5 Where the employee requests to travel to the residence during normal hours of work, the delegated manager has discretion as to how the employee will compensate or report for those hours.

6.12.6 No accommodation, meals or incidentals are paid at the employee's residence.

6.12.7 - Travel in Canada and the Continental U.S.A.

travel to the residence every weekend on average;
travel to the residence every third weekend on average;
weekend travel alternative – by the employee; or
weekend travel alternative – by another person
6.12.7.2 Delegated managers and their employees must agree prior to the beginning of a CRA business trip whether to travel to the residence every weekend or to travel to the residence every third weekend. That choice cannot be changed during the term of the travel.

Travel to the residence every weekend on average

If the accommodation is cancelled for the weekend, the cost of maintaining the employee on travel status over the weekend (that is, accommodation, meals, incidentals and other expense allowances); or
If the accommodation is not cancelled for the weekend, the weekend travel to the residence transportation allowances in the CRA Directive on Travel Appendix B: Meals and Allowances for two, three or four day weekends as applicable.
6.12.7.4 Actual transportation costs payment limit described in section 6.12.7.3 Travel to the Residence Every Weekend on Average of this directive will be reduced by any costs incurred by the CRA on behalf of the employee at the temporary duty travel location during the period of absence, such as hotel accommodation or car rental, where the employee could have cancelled and provided cost savings.

Travel to the residence every third weekend on average

6.12.7.5 When the period of continuous travel status is in excess of 30 consecutive calendar days and is so far from the residence that travel to the residence every weekend is impractical, the employee may return to the residence on average every third weekend. Actual transportation costs to the residence are paid for and the accommodation at the temporary duty travel location need not be cancelled.
one trip to the residence for travel of 4 weeks' duration;
two trips to the residence for travel of 7 weeks' duration; and
three trips to the residence for travel of 10 weeks' duration.

6.12.8 Travel outside Canada or the Continental U.S.A.

6.12.8.1 Requirements from sections 6.12.1 to 6.12.6 Weekend Travel to the Residence of this directive continue to apply for weekend travel to the residence while on Travel Outside Canada or the Continental U.S.A.
6.12.8.2 When the period of continuous travel status is in excess of 30 consecutive calendar days and is so far from the residence that travel to the residence every weekend is impractical, the employee may return to the residence on average every fifth weekend. Actual transportation costs are paid to the employee and the accommodation at the temporary duty travel location need not be cancelled.
one trip to the residence for travel of 7 weeks' duration;
two trips to the residence for travel of 12 weeks' duration;
three trips to the residence for travel of 17 weeks' duration; and
four trips to the residence for travel of 22 weeks' duration.

6.13 Weekend travel to the residence – alternatives

By the employee.

6.13.1 Provided that the employee is not required by the CRA to remain at the temporary duty travel location, an employee may choose to spend the weekend at an alternative location.

6.13.2 Such arrangements must be made in consideration of security and diplomatic contexts.

6.13.3 To be eligible for weekend travel to the residence alternatives provisions, the employee must cancel charges for accommodation (and meals provided on site) at the temporary duty travel location, provide a receipt for alternative commercial accommodation when used and not return home or to the HQ area during the weekend.

6.13.4 Amount paid for travel arrangements at the alternative location will not exceed the cost of maintaining the employee at the temporary duty travel location including the cost of accommodation, meals, incidentals and other expenses.

6.13.5 Amount paid for travel arrangements at the alternative location will be reduced by any costs incurred by the CRA on behalf of the employee at the temporary duty travel location during the period of absence. Transportation costs related to travel to an alternate location will not be paid.

6.13.6 Arrangements are the personal responsibility of the employee without using the government approved services. The employee assumes personal liability as if the employee was not on travel status.

6.13.7 The use of this provision does not preclude the employee's entitlement to weekend travel to the residence.

By another person

6.13.8 As an alternative to weekend travel to the residence by the employee, another person may be authorized to travel to the employee's temporary duty travel location when the transportation cost does not exceed the cost of the employee taking a weekend travel to the residence as per 6.12.7 and 6.12.8.

6.13.9 Such arrangements must be made in consideration of security and diplomatic contexts.

6.13.10 The airfare and pertinent travel arrangements must be processed through the government suppliers unless there are other more practical and economical modes of transportation.

6.13.11 Ground transportation to and from the public carrier will be paid.

6.13.12 The CRA kilometric rate will apply if a traveller-driven vehicle is used.

6.13.13 Insurance coverage for the other person is the responsibility of the employee.

6.13.14 The CRA will only cover the transportation costs for the other person and will not be responsible for any other expenses incurred by this person.

6.14 Overpayments

6.14.1 Amounts paid to travellers, which are not in accordance with the terms of this directive, will be recovered from the traveller as a debt owing to the Crown.

6.15 Loyalty programs

6.15.1 Provided there are no additional costs to the CRA, travellers on CRA business travel can join loyalty programs and retain benefits, for business or personal use, offered by government approved services and products in the travel industry.

6.16 Executive (EX) Group and the Board of Management (Board)

6.16.1 In addition to the travel requirements noted in this directive, some flexibility guided by the Treasury Board's Special Travel Authorities has been added to the CRA Executive (EX) Group while on travel status.

6.16.2 The EX Group includes all CRA EXs (excluding equivalent groups or acting positions), including minister's exempt staff equivalent to EX-02 and above travelling on departmental business, as well as Board members whose terms of travel are not otherwise specified on appointment.

6.16.3 Transportation

6.16.3.1 Actual expenses may be claimed for taxis and parking, without receipts.

6.16.4 Meals

6.16.4.1 Claims may include the daily meal allowances or actual and reasonable meal expenses based on receipts.
6.16.4.2 When actual expenses are claimed for a given meal, meal allowances are applicable to other meals purchased that day (and no receipts are required).

6.16.5 Incidental expense allowance

6.16.5.1 Claims may include the daily incidental expense allowance or actual expense under exceptional circumstances based on receipts. However, if one decides to claim actual incidental costs instead of the pre-determined incidental expense allowance, then all incidental expenses reimbursements incurred on that trip will be on the basis of receipts.

6.17 Commissioner

6.17.1 Is subject to this directive but has discretion over commercial accommodation selected, telephone calls and meals and incidentals in excess of the per diems, based on receipts.

6.17.2 Has discretion over use of business class travel, however it must be booked through the GTS.

6.18 Contractors

6.18.1 Contractors are paid the meals, kilometric rates and incidental expense allowances specified in the CRA Directive on Travel Appendix A: CRA Kilometric Rates , CRA Directive on Travel Appendix B: Meal and Allowances , CRA Directive on Travel Appendix C: Daily Meal Rates at Locations Abroad .

6.18.2 Contractors are not entitled to home communication, dependant care and weekend travel to the residence expenses.

6.18.3 Contractors who use a private motor vehicle are entirely responsible for the management and underwriting of risk pertaining to the operation of the vehicle. Insurance premiums are paid by the contractor and are not reimbursed by the CRA other than through the payment of the kilometric allowance in the CRA Directive on Travel Appendix A: CRA Kilometric Rates .

6.19 Recovery of travel costs from third parties

6.19.1 The CRA does not recover travel costs from third parties when the conference or seminar is related to fulfilling the CRA's mandate.

6.19.2 The CRA may recover, from external organizations, travel expenses incurred by travellers who are:

invited by external organizations to represent the CRA at conferences and seminars; or
required to travel outside of Canada to review books and records as part of the Compliance Programs Branch's audit program.

6.20 Death, emergencies, illnesses, and injuries while travelling

Death while travelling.

6.20.1 If an employee dies while travelling, the CRA will authorize the payment of necessary expenses that are additional to those which might have been incurred had the death occurred in the HQ Area.

Emergencies, illnesses and injuries while travelling

6.20.2 An employee shall be reimbursed the necessary expenses incurred as a result of illness or accident occurring while travelling that are additional to those which might have been incurred had the employee not been absent from their residence, and which were not otherwise payable to the employee under an insurance policy, the Government Employees Compensation Act (GECA), or other authority.

6.20.3 Members of the Board are considered "employees" under the GECA and the Aeronautics Act and are therefore eligible to employment injury benefits, in the event of injury or death while attending or traveling on Board business.

6.21 Process for handling grievances

6.21.1 In cases of alleged misinterpretation or misapplication arising out of this directive, employees may grieve by filing a grievance in accordance with Procedures for handling grievances.

7. Roles and responsibilities

7.1 chair of the audit committee.

7.1.1 Reviews the Commissioner's travel expenses on a regular basis and reports the findings to the Audit Committee.

7.2 Commissioner

7.2.1 Approves exceptions to the requirements of this directive, including exception requests from the members of the Board of Management.

7.2.2 Authorizes business class air travel requests as outlined in this directive.

7.2.3 Approves exceptional circumstance of disruption to commute.

7.3 Deputy commissioner

7.3.1 Authorizes business class air travel requests as outlined in this directive.

7.4 Chief financial officer and assistant commissioner, Finance and Administration Branch

7.4.1 Reviews and approves the travel claims of the commissioner and deputy commissioner.

7.4.2 Reviews and publishes the rates for accommodation, meals, incidental expense allowance and kilometres for travel on a periodic basis.

7.5 Director of the Financial Reporting and Accounting Division, Finance and Administration Branch

7.5.1 Provides guidance and advice pertaining to processes, procedures, systems and controls supporting the management of travel expenditures.

7.5.2 Develops tools and provides training supporting the management of travel expenditures.

7.5.3 Liaises with Public Services and Procurement Canada and external suppliers for the management of travel services and travel cards.

7.5.4 Performs monitoring and verification activities pertaining to the processing of travel expenditures to ensure compliance with CRA CPIs.

7.6 Delegated managers with commitment authority (section 32 of the Financial Administration Act) and certification authority (section 34 of the Financial Administration Act)

7.6.1 Approve travel requests and claims as per the requirements of this directive.

7.6.2 Authorize all travel arrangements, including airline or rail tickets, accommodation, and meals, in accordance with the requirements of this directive through the Manager Self-Service (MSS) prior to travel.

7.6.3 Consider environmentally-preferred alternatives that are cost effective when authorizing travel arrangements.

7.6.4 Approve trips of less than 300 kilometres by air.

7.7 Employees/travellers

7.7.1 Seek authorization from the delegated manager for all travel arrangements and travel requests, including details of their needs that may require special accommodation, through the Employee Self-Service (ESS).

7.7.2 Submit travel claims for expense reimbursement through ESS within 30 calendar days after the travel is completed, including all necessary supporting documentation, receipts and explanations as required. For the purposes of the year-end exercise, travel claims should be submitted within the first 5 business days of the month of April, at the latest.

7.7.3 Retain original documents until such time as the pre or post payment audit has been completed and the CRA is satisfied that the electronic documents are legible, approximately 90 calendar days from the electronic submission date.

7.7.4 Safeguard travel advances and funds provided.

7.7.5 Resolve uncertainties related to travel entitlements by contacting the specified contacts that are outlined in section 10 of this directive prior to making travel arrangements.

7.7.6 Consider environmentally-preferred alternatives that are cost effective when selecting travel arrangements to support the Sustainable Development Policy and the outlined goals, targets and activities in CRA’s Departmental Sustainable Development Strategy .

7.8 Administration Directorate, Finance and Administration Branch

7.8.1 Ensures travel entitlements in contracts are in accordance with the requirements of this directive.

7.8.2 Includes the travel rates and allowances in contracts— CRA Directive on Travel Appendix A: CRA Kilometric Rates , CRA Directive on Travel Appendix B: Meal and Allowances ,CRA Directive on Travel Appendix C: Daily Meal Rates at Locations Abroad , that will be used as a basis for contractors' reimbursement.

8. Review and assessment

The director of the Systems, Policy and Control Division of the Finance and Administration Branch (FAB) is responsible for the scheduled review of this directive every five years, as well as any unscheduled reviews when necessary.

To support the review process, FAB will identify and undertake any monitoring and assessment activities to help it determine if the directive is effective and being followed.

9. References

The Directive on Travel is based on the authorities set out in the legislation listed below.

Legislation

Aeronautics Act
Canada Revenue Agency Act
Financial Administration Act
Governance Employees Compensation Act
Privacy Act

Related instruments and information:

Code of Integrity and Professional Conduct
Collective agreements
CRA Foundation Framework for Corporate Policy
CRA's Departmental Sustainable Development Strategy
Delegation of Spending and Financial Authorities for Agency Activities, Directive on
Discipline, Directive on
Driver Safety Standard Operating Procedures
Financial Management and Financial Administration, Policy Framework for
Financial Management and Financial Administration, Policy on
International Air Transport Association
International Relations and Treaties Office
Policy on Workplace Management
Pre-approval of Travel, Hospitality, Conferences and Event Expenditures , Directive on
Procedures for handling grievances
Public Services and Procurement Canada Accommodation and Car Rental Directory
Relocation, Directive on
Sustainable Development Policy
TBS Special Travel Authorities
T2200-Declaration of Conditions of Employment form
TD4-Declaration of Exemption -Employment at Special Worksite
TF750-Dependant Care form
Virtual Work Arrangements

10. Enquiries

Direct questions about this directive as indicated in the following table:

11. Version history

12. definitions.

The following key terms, found in this directive, are defined in the FAD Lexicon:

Actual and reasonable expenses
Basic insurance
CRA business travel
CRA kilometric rate
Car sharing
Commercial accommodation
Continuous air travel
Continuous travel time
Corporate residence
Declaration
Delegated managers
Designated Travel Card (DTC)
Extended travel
Government and institutional accommodation
Government Travel Service (GTS)
Headquarters Area
Incidental expense allowance
Live-in conferences
Point of call
Private non-commercial accommodation
Ridesharing
Secondary Residence
Spouse or Common-law partner
Supplementary business insurance (SBI)
Temporary duty travel location
Travel status

13. Appendices

CRA Directive on Travel Appendix A: CRA Kilometric Rates
CRA Directive on Travel Appendix B: Meals and Allowance
CRA Directive on Travel Appendix C: Daily Meal Rates at Locations Abroad

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CIHR Travel Policy

Table of contents, introduction, policy objectives and scope, authorities and references, application, definitions, 1. authorization, 2. travel agency, 3. loyalty programs, 4. overpayments, 5. receipts, 6. responsibilities, 7. suppliers, services and products, 8. travel advances, 9. travel forms, 10. insurance plans and compensation, 11. vehicle insurance, 12. module 1 - travel within headquarters area - no overnight stay, 13. module 2 - travel outside headquarters area - no overnight stay, 14. module 3 - travel in canada and continental usa - overnight stay, 15. module 4 - international travel - overnight stay, 16. death while on travel status, 17. emergencies, illnesses and injuries while on travel status, 18. president, 19. executive group / governing council, 20. persons on contract, 21. students, monitoring and reporting.

Parliament and Canadians expect the federal government to be well managed by ensuring the prudent stewardship of public funds and the effective, efficient and economical use of public resources. In doing so, they also expect the government to act at all times with the highest standards of integrity, fiscal prudence, accountability, transparency, values and ethics. These fundamental management principles apply to all government expenditures, including travel.

Collective agreement

This policy is deemed to be part of the most recent Collective Agreement Between the Canadian Institutes of Health Research and the Public Service Alliance of Canada for the Administrative Support Category, and employees are to be afforded ready access to this policy.

Grievance procedure

In cases of alleged misrepresentation or misapplication arising out of the policy, the grievance procedure, for all represented employees within the meaning of the Public Service Labour Relations Act, will be in accordance with Article 18 of the Collective Agreement Between the Canadian Institutes of Health Research and the Public Service Alliance of Canada for the Administrative Support Category. For unrepresented employees, the CIHR grievance procedure as indicated in the CIHR Recourse and Conflict Resolution Policy applies.

This policy ensures that all travel arrangements are consistent with the provisions of the National Joint Council’s (NJC) Travel Directive. The purpose of this policy is to ensure fair treatment of employees travelling on government business consistent with the principles above. The provisions contained in this policy are mandatory and provide for the reimbursement of reasonable expenses necessarily incurred while travelling on government business and to ensure employees are not out-of-pocket. These provisions do not constitute income or other compensation that would open the way for personal gain.

Relevant Legislation

Financial Administration Act

Part I - Administration

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 Policy. 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.

1.2 Business travel shall be authorized in advance in writing to ensure all travel arrangements are in compliance with the provisions of this Policy. In special circumstances, travel shall be post authorized by the employer.

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.

1.4 Consideration to all related costs when more than one employee attends a meeting or an event and the reasonableness of travel arrangements should be given prior to making the travel arrangements.

2.1 It is mandatory to use the Government Travel Service ( Travel AcXess Voyage ) when making travel arrangements for CIHR employees. Further information on the use of Travel AcXess Voyage on-line booking services may be found on the CIHR Intranet.

2.2 Non-CIHR employees may use other travel agencies instead of the Government Travel Service ( Travel AcXess Voyage ) for their travel arrangements.

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

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.

Where the traveller certifies that the receipt was lost, accidentally destroyed or unobtainable, a personal declaration may replace the receipt.

6.1 The employer shall:

establish the proper delegation framework to comply with this Policy;
ensure that this Policy is available at the employee's normal workplace during the employee's working hours;
determine whether travel is necessary;
ensure that travel arrangements are consistent with the provisions of this directive; and
ensure that accommodation of needs is provided to the point of undue hardship.
authorize travel;
verify and approve travel expense claims before reimbursement; and
ensure that all travel arrangements comply with relevant federal government legislation and employer policies, such as Employment Equity, Official Languages.

6.2 The traveller shall:

become familiar with the provisions of this policy;
consult and obtain pre-authorization to travel in accordance with the policy;
inform the employer or its suppliers of his/her needs that may require accommodation;
complete and submit travel expense claims with necessary supporting documentation as soon as possible after the completion of the travel;
be responsible for cancelling reservations as required and providing justification to substantiate the cost associated with the cancellation;
be responsible for safeguarding travel advances and funds provided, and making outstanding remittances promptly; and
when responsible for a change in the travel arrangements/schedule, document and obtain approval for the additional cost related to the change.

6.3 When the employer and the employee are unable to resolve barriers affecting persons with disabilities that may flow from the application of this Policy, the employer and the employee shall consult with the appropriate CIHR and/or Union Employment Equity professional.

Employees on government business travel shall utilize government-approved suppliers, services and products selected in support of government business travel when these are available. Where access to these suppliers, services and products require the use of an individual designated travel card, the provision and use of the individual designated travel card requires the employee's agreement.

Preference shall be given to Canadian suppliers, services and products.

In consultation with the employee, the employer shall utilize the designated Responsibility Centre Travel Card known as the “Departmental Travel Card" to the extent possible to prepay travel arrangements.

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

8.1 CIHR promotes the use of the government individual designated travel card (AMEX card). It provides advantages for the organization and it is cost effective.

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

Government approved travel forms shall be used in seeking business travel authority and submitting travel claims with the supporting documentation where necessary.

Part II - Insurance

10.1 In the event that an employee becomes ill, is injured or dies while travelling on government business, the employee or, where applicable, the employee's dependants may be provided with protection, subject to the terms and conditions of the following:

the collective agreement or CIHR Terms and Conditions of Employment, i.e., injury-on-duty leave and severance pay,
the Government Employees Compensation Act,
the Flying Accident Compensation Regulations,
the Public Service Superannuation Act,
the Canada Pension Plan or Quebec Pension Plan,
the Public Service Management Insurance Plan,
the Disability Insurance Plan,
the Public Service Health Care Plan (for medical and hospital expenses not paid under the Government Employees Compensation Act),
the Crown Indemnification Policy in the event of a civil action against an employee taken by a third party, and/or
insurance as a result of contracting with government approved suppliers, services and products.

10.2 Details concerning Public Service benefit programs are found at the following site: TB Travel Directive Appendix A - Guide to Insurance Coverage for Employees on Government Business Travel

10.3 Employees are advised to confirm with their insurance agent that they are adequately insured if they use non-commercial flights.

10.4 Additional insurance purchased by the traveller shall not be reimbursed except for the cost of insurance to cover repairs to, or replacement of, damaged or lost luggage while travelling, unless such insurance is provided.

11.1 Collision damage waiver coverage for the entire period that a vehicle is rented is required. This coverage is included when travellers use a government approved individual designated travel card. Travellers shall be reimbursed in circumstances where an individual designated travel card is not used.

11.2 Travellers shall not be reimbursed for personal accident insurance coverage premiums.

11.3 CIHR assumes no financial responsibility for privately owned vehicles other than paying the kilometric rate and the supplementary business insurance premium, where required. The employer is not responsible for reimbursing deductible amounts related to insurance coverage.

11.4 Privately owned vehicles or other types of transportation used on government business shall have at least the minimum provincial/territorial state/country insurance coverage of public liability and property damage.

11.5 Additional premium costs for public liability and property damage, collision and comprehensive coverage shall be reimbursed for the applicable period, when supplementary business insurance for a vehicle is required.

11.6 Travellers who intend to carry passengers are advised to confirm with their insurance agent that they are adequately insured.

Part III - Travel Modules

The provisions outlined in this Module apply when an employee is away from the workplace on government business travel within the Headquarters Area without an overnight stay.

12.1 Accommodation:

Overnight accommodation within an employee's headquarters area shall not normally be authorized. Employees in the following exceptional cases shall be in travel status and reimbursed for overnight accommodation and according to the provisions of Module 3:

Accommodation in government facilities for such purposes as live-in conferences, meetings and training courses;
Accommodation in educational facilities, for such purposes as live-in conferences, meetings and training courses; or
Accommodation in commercial facilities, in very exceptional or emergency situations that require employees to remain close to their posts for periods long in excess of normal working hours, such as policing activities during a crisis, or extended collective bargaining sessions.

12.2 Additional business expenses:

Where required, the employer shall make the necessary arrangements to obtain entry documents as determined by the department/agency, and/or an appropriate passport and photos, and/or visa as determined by the Department of Foreign Affairs and International Trade Canada, and any required inoculations, vaccinations, X-rays and certificates of health, at no expense to the employee. Where possible, the services of Health Canada, Veterans Affairs Canada or National Defense shall be used for medical services. Any related expenses incurred by an employee shall be reimbursed.

The employee shall be reimbursed business expenses not otherwise covered such as photocopies, word processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects.

The employee shall also be reimbursed for service charges/fees for actual and reasonable expenses and for financial transactions, such as but not limited to:

Automated Banking Machine use;
Government travel card use;
Credit/debit card use;
Financial institution foreign currency transaction commission(s);
Traveller's cheques acquisition; and
Cheque-cashing fees.

Reimbursement claims shall be supported by receipts and indicate the expense currency.

The employee shall also be reimbursed for the cost of a safety deposit box when supported by receipts.

12.3 Bottled water

The cost of reasonable amounts of bottled water shall be reimbursed based on receipts.

12.4 Currency exchange

The costs incurred to convert reasonable sums to foreign currencies and/or reconvert any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.

When these costs are not supported by receipts, the average Bank of Canada currency exchange rate shall apply. In cases where the Bank of Canada does not provide an exchange rate, an alternate bank rate from an established institution, as determined by the employer, shall be applied. The rate shall be the average of the rates applicable on the initial date into the country and the final date out of the country.

12.5 Dependant care

An employee who is required to travel on government business shall be reimbursed actual and reasonable dependant-care expenses up to a daily maximum of $35 Canadian, per household, with a declaration, or up to a daily maximum of $75 Canadian, per household, with a receipt when:

(a) the employee is the sole caregiver of a dependant who is under 18 years of age or has a mental or physical disability, or

(b) two federal employees living in the same household are the sole caregivers of a dependant who is under 18 years of age or has a mental or physical disability and both employees are required to travel on government business at the same time.

Dependant-care allowance shall apply only for expenses that are incurred as a result of travelling and are additional to expenses the employee would incur when not travelling.

12.6 Incidental expense allowance

A traveller who is required to travel on government business overnight shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this directive for each day or part day in travel status as per Appendix C or D as applicable.

12.7 Insurance

See Part II and Appendix A.

Unless otherwise covered by terms and conditions of employment or collective agreements, meal expenses incurred within the Headquarters Area shall not normally be reimbursed.

Meal expenses, based on receipts and back-up justification, may be reimbursed up to the limit of the applicable meal allowance in Appendix C - Allowances - Modules 1, 2 and 3 of the TB Travel Directive in the following situations:

when employees are required to work through normal meal hours and are clearly placed in situations of having to spend more for the meal than would otherwise be the case;
when employees are required to attend conferences, seminars, meetings or public hearings during the weekend or holidays;
when employees are required to attend formal full-day conferences, seminars, meetings or hearings and where meals are an integral part of the proceedings;
when employer representatives are involved in collective bargaining proceedings;
when intensive task force or committee studies are enhanced by keeping participants together over a normal meal period; or
when the reimbursement of meal expenses is clearly reasonable and justifiable as a direct result of an employee's duties.

12.9 Transportation

The most economical option available is chosen when selecting the mode of transportation, taking into account cost, duration, safety, and practicality respecting the principles of the National Joint Council Travel Directive . In addition to provisions outlined in this section under (a) Commercial, (b) Other modes of transportation and (c) Vehicles, expenses associated with the selected mode of transportation shall be reimbursed based on receipts, indicating the expense currency. Where a receipt is not available, a declaration will suffice. Such expenses include:

seat selection fee for commercial, private and/or chartered carriers;
airport improvement fees, not otherwise paid (e.g. prepaid as part of the fare);
airport departure tax, not otherwise paid;
miscellaneous charge order, for excess baggage/excess weight for commercial, private and/or chartered carriers (written explanation also required);
public carrier ticket "change fee" for legitimate authorized official government purposes; and
legitimate, mandatory transportation service charges and fees, incurred while in travel status, not otherwise paid (e.g. docking fees, road/bridge tolls, ferries and other transportation service charges/fees).

When authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed actual additional transportation costs incurred between the residence and the workplace.

(a) Commercial

Where commercial transportation is authorized and used, the employee shall be provided with the necessary prepaid tickets whenever possible.

Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses shall be reimbursed, based on receipts. Taxi chits may not be used.

(b) Other modes of transportation

Occasionally, other modes of transportation not normally used on roadways shall be authorized for use on government business when this mode of transportation is safe, economical and practical.

Travellers using these other modes of transportation shall be reimbursed at the applicable kilometric rate based on the direct road distances, if available. When there are no road distances, the traveller shall be reimbursed for actual or reasonable distances traveled.

The standard for rental vehicles is mid size. Rental vehicles beyond the standard shall be authorized based upon factors such as but not limited to safety, the needs of the traveller and the bulk or weight of goods transported.

The kilometric rates payable for the use of privately owned vehicles driven on authorized government business are prescribed in the TB Travel Directive, Appendix B - Kilometric Rates . Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government business travel.

When an employee has been authorized to use and uses a private vehicle within the headquarters area on government business travel, the employee shall be reimbursed the kilometric rate in accordance with TB Travel Directive, Appendix B.

Parking charges are normally not payable when the employee is on duty at the workplace. In respect of every day on which an employee is authorized to use a private vehicle on government business travel, the employee shall be reimbursed the actual costs of parking the vehicle for that period of time.

12.10 Expenses not reimbursable

Incidental allowances are not applicable.

The provisions outlined in this Module apply when a traveller is away from the workplace on government business travel outside the Headquarters Area without an overnight stay.

13.1 Additional business expenses

Employees whose schedules have been altered for reasons outside their control shall be reimbursed reasonable telephone costs to attend to situations related to the employee's altered schedule.

13.2 Bottled water

13.3 Currency exchange

The costs incurred in converting reasonable sums to foreign currencies and/or reconverting any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.

13.4 Insurance

See Part II above and Appendix A - Guide to Insurance Coverage for Employees on government Business Travel of the TB Travel Directive.

13.5 Dependant care

The employee who is required to travel on government business shall be reimbursed actual and reasonable dependant care expenses up to a daily maximum of $35 Canadian, per household, with a declaration, or up to a daily maximum of $75 Canadian, per household, with a receipt when:

the employee is the sole caregiver of a dependant who is under 18 years of age or has a mental or physical disability, or
two federal employees living in the same household are the sole caregivers of a dependant who is under 18 years of age or has a mental or physical disability and both employees are required to travel on government business at the same time.

Dependant care allowance shall apply only for expenses that are incurred as a result of travelling and are additional to expenses the employee would incur when not travelling.

A traveller shall be paid the applicable meal allowance for each breakfast, lunch and dinner while on travel status.

Meal allowances shall be reimbursed in accordance with the rates specified in Appendix C - Allowances - Modules 1, 2 and 3 of the TB Travel Directive.

A meal allowance shall not be paid to a traveller with respect to a meal that is provided. In exceptional situations where a traveller has incurred out of pocket expenses to supplement meals provided, the actual incurred costs may be reimbursed, based on receipts, up to the applicable meal allowance.

Where a traveller incurs meal costs that are higher than the established meal allowances in situations outside the traveller's control, the actual and reasonable expenses incurred shall be reimbursed, based on receipts.

13.7 Transportation

Where commercial transportation is authorized and used, the traveller shall be provided with the necessary prepaid tickets whenever possible.

The standard for air travel is economy class. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible. Any exceptions to using economy class must be pre-approved by a Vice-President or equivalent, upon presentation of proper written justification.

The standard for rail travel is the next higher class above the full economy class.

Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses shall be reimbursed. Receipts are only required to justify taxi fares in excess of ten dollars. Taxi chits may not be used.

Occasionally, other modes of transportation not normally used on roadways shall be authorized for use on government business travel when this mode of transportation is safe, economical and practical.

The kilometric rates payable for the use of privately owned vehicles driven on authorized government business are prescribed in Appendix B - Kilometric Rates of the TB Travel Directive.

Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government business travel.

Travellers, who are driven to or picked up from a public carrier terminal, shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip.

In the interests of safe driving, when employee-driven vehicles are authorized, employees shall not normally be expected to drive more than:

250 kilometres after having worked a full day;
350 kilometres after having worked one-half day; or
500 kilometres on any day when the employee has not worked.

Parking charges shall be reimbursed where it is practical and economical to leave a private vehicle at the public carrier's terminal during the period of absence.

In respect of every day on which an employee is authorized to use a private vehicle on government business travel, the employee shall be reimbursed the actual costs of parking the vehicle for that period of time.

13.8 Expenses not reimbursable

The provisions outlined in this Module apply when a traveller is away from the workplace on government business travel overnight, in Canada or Continental USA.

14.1 Accommodation

The standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped.

A variety of options for accommodation are available for travel. Generally these include hotels, motels, corporate residences, apartments, private non-commercial accommodation, and government and institutional accommodation.

Government hotel directories within city rate limits should be used for the cost, location and selection of accommodation as specified in the PWGSC Accommodation Search Page . In instances where an employee must use another location than one from the directories, justification is to be provided on the travel claim.

Unless the employer authorizes otherwise, when travel is related to activities held in an institution, the employee shall stay in institutional accommodations.

Although travellers generally stay in commercial accommodation, private non-commercial accommodation is encouraged. A traveller who chooses private non-commercial accommodation shall be reimbursed the rate as specified in Appendix C - Allowances - Modules 1, 2 and 3 of the TB Travel Directive. In addition, ground transportation costs shall be authorized when it is cost effective. Cost effectiveness shall be determined by comparing the total cost of accommodation and transportation in the private non-commercial accommodation versus available commercial or government and institutional accommodation and the associated transportation costs.

14.2 Additional business expenses

The employee shall be reimbursed business expenses not otherwise covered such as business calls, photocopies, word processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects. Employees should be prudent and diligent in incurring expenses.

When an employee is required to proceed outside Canada on authorized government business, CIHR shall make the necessary arrangements for obtaining an appropriate passport and/or visa, and any required inoculations, vaccinations, X-rays and certificates of health, at no expense to the employee. Where possible, the services of Health Canada, Veterans Affairs Canada or National Defense shall be used for medical services.

14.3 Bottled water

14.4 Currency exchange

14.5 Dependant Care

14.6 Home communication

Home communication is included in the incidental expense allowance.

The following exception applies: Employees in travel status on-board vessels shall be authorized to make up to the equivalent of one ten-minute phone call home using the equipment available over each continuous three-day period away from home port. When satellite communication systems are available and used, the phone call shall be limited to five minutes.

14.7 Incidental expense allowance

A traveller shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this Policy for each day or part day in travel status as per the TB Travel Directive, Appendix C - Allowances - Modules 1, 2 and 3 .

Part day does not include days where a late-night flight arrives in the traveller's headquarters area after midnight.

The following exception applies: Seventy-five percent (75%) of the incidental allowance as specified in Appendix C of the TB Travel Directive shall be paid starting on the thirty-first (31 st ) consecutive calendar day of travel status while at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or the traveller chooses to stay in private accommodation.

When a traveller visits locations in Canada and the USA on the same day, the incidental expense allowance paid shall be that for the location where the day commences.

14.8 Insurance

Meal allowances shall be reimbursed in accordance with the rates specified in Appendix C - Allowances - Modules 1, 2 and 3 the TB Travel Directive.

The following exception applies: Seventy-five percent (75%) of the meal allowances as specified in Appendix C of the TB Travel Directive shall be paid starting on the thirty-first (31 st ) consecutive calendar day of travel status while at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or the traveller chooses to stay in private accommodation.

14.10 Rest periods

Unless mutually agreed otherwise, itineraries shall be arranged to provide for

a suitable rest period, and/or
an overnight stop after travel time of at least nine consecutive hours.

Travel time is the time spent in any mode of transportation en-route to destination and/or awaiting immediate connections. This includes the time spent travelling to and from a carrier/terminal.

A suitable rest period shall not be unreasonably denied.

14.11 Transportation

The kilometric rates payable for the use of privately owned vehicles driven on authorized government business are prescribed in Appendix B - Kilometric Rates of the TB Travel Directive. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government business travel.

Travellers who are driven to or picked up from a public carrier terminal, shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip.

14.12 Weekend travel home

The use of the weekend travel home provisions or its alternatives does not constitute a break in continuous travel at the same location.

An employee who is in travel status that extends through or beyond a weekend is eligible for weekend travel home provisions provided that the following conditions are met:

work schedules permit the employee to be absent; and
appropriate private or public transportation is available and its use is both practical and reasonable.

Every weekend:

An eligible employee entitled to travel home every weekend shall be reimbursed actual transportation costs up to an amount not exceeding:

the cost of maintaining the employee in travel status for the week-end period (i.e. accommodation, meals, incidental, and other expense allowances), if the accommodation is cancelled for the week-end; or
when the accommodation is not cancelled, the weekend travel home transportation allowances stated in Appendix C - Allowances - Modules 1, 2, and 3 of the TB Travel Directive shall apply.

Every third weekend on average:

There will be occasions when an employee in travel status for a period of more than thirty (30) consecutive calendar days in Canada or the continental USA is so far from home that travel home every weekend would be impractical.

In such situations where travel home every weekend is impractical and provided that the employee is in continuous travel status, the employee may return home on average every third weekend and schedule actual weekend trips home within the maximum number permitted to meet personal needs.

The employee shall be reimbursed the most economical return airfare, the necessary return ground transportation to and from the carrier's terminal and meals en route. The most economical air fare shall be air fare booked more than 14 days in advance with a Saturday night stay over. Meals and incidentals at destination shall not be reimbursed. The accommodation at the duty travel location need not be cancelled.

14.13 Weekend travel - Alternatives

(a) By the employee

Provided that the employee is not required by the employer to remain at the duty travel location, an employee may choose to spend the weekend at an alternative location. To be eligible for reimbursement, the employee shall: cancel charges for accommodation (and meals provided on-site) at the duty travel location; provide a receipt for alternative commercial accommodation when used; and not return home or to the headquarters area during the weekend.

Reimbursement shall be limited to the cost of maintaining the employee at the duty travel location and shall include the cost of accommodation, meals, incidentals and other expenses.

Arrangements are the personal responsibility of the employee without using the government approved services. The employee assumes personal liability as if the employee were not on travel status.

The use of this provision does not preclude the employee's entitlement to week-end travel home.

(b) By the employee's spouse or a dependant

As an alternative to weekend travel home by the employee, a spouse/dependant may be authorized to travel to the employee's assigned work location when there is no additional cost to the employer. The airfare and pertinent travel arrangements shall be processed through the government suppliers. Ground transportation to and from the public carrier shall be reimbursed. Insurance coverage for the spouse/dependant is the responsibility of the employee.

The provisions outlined in this Module apply when a traveller is away from the workplace on government business travel overnight, outside Canada or the Continental USA.

A daily comprehensive allowance may be authorized in circumstances where established allowances are neither practical, reasonable or equitable.

15.1 Accommodation

Government hotel directories shall serve as a guide for the cost, location and selection of accommodation.

Although travellers generally stay in commercial accommodation, private non-commercial accommodation is encouraged. A traveller who chooses private non-commercial accommodation shall be reimbursed the rate as specified in Appendix D - Allowances - Module 4 of the TB Travel Directive. In addition, ground transportation costs shall be authorized when it is cost effective. Cost effectiveness shall be determined by comparing the total cost of accommodation and transportation in the private non-commercial accommodation versus available commercial or government and institutional accommodation and the associated transportation costs.

For periods of travel status of more than thirty (30) consecutive calendar days at the same location, accommodation at corporate residences, apartments, private non-commercial accommodation or government and institutional accommodation is encouraged. Travellers who choose to stay in a hotel after the thirtieth day (30th) when apartments or corporate residences are available in the area surrounding the workplace, shall be reimbursed up to the cost of the average apartment or corporate residence available.

15.2 Additional business expenses

When an employee is required to proceed outside Canada on authorized government business, the employer shall make the necessary arrangements for obtaining an appropriate passport and/or visa, and any required inoculations, vaccinations, X-rays and certificates of health, at no expense to the employee. Where possible, the services of Health Canada, Veterans Affairs Canada or National Defence shall be used for medical services.

15.3 Bottled water

The cost of bottled water shall be reimbursed in situations deemed necessary and based on receipts for reasonable quantities.

15.4 Currency exchange

15.5 Dependant Care

15.6 Home communication

Over each contiguous three-day period away from home, employees in travel status shall be reimbursed the equivalent of one ten-minute phone call home, based on receipts.

When satellite communication systems are available and used, the phone call shall be limited to five minutes.

Employees provided with international telephone-card privileges, or who have made use of government international telephone network facilities for home communication, shall not claim the cost of telephone calls home.

15.7 Incidental expense allowance

A traveller shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this directive for each day or part day in travel status as per TB Travel Directive Appendix D - Allowances - Module 4 .

The following exception applies: Seventy-five percent (75%) of the incidental allowance as specified in TB Travel Directive, Appendix C - Allowances - Modules 1, 2 and 3 shall be paid starting on the thirty first (31 st ) consecutive calendar day of travel status while at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or the traveller chooses to stay in private accommodation.

When a traveller visits locations in different countries on the same day, the incidental expense allowance paid shall be that for the location where the day commences.

15.8 Insurance

See Part II and TB Travel Directive Appendix A - Guide to Insurance Coverage for Employees on government Business Travel

Meal allowances shall be reimbursed in accordance with the rates specified in the TB Travel Directive Appendix D - Allowances - Module 4 . The following exception applies: Seventy-five percent (75%) of the meal allowances as specified in Appendix D shall be paid starting on the thirty first (31 st ) consecutive calendar day of travel status at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or the traveller chooses to stay in private accommodation.

Where no meal allowance has been established in a given country or where sudden changes in currency exchange rates or high inflationary trends may invalidate the specified meal allowance, actual and reasonable expenses shall be reimbursed, based on receipts.

15.10 Rest periods

15.11 Transportation

The standard for air travel is economy class. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible.

Where available, business/executive class air travel shall be authorized where continuous air travel exceeds nine hours. Continuous air travel starts at the scheduled departure time, and ends with the arrival at destination or with an overnight stop or layover equivalent to an overnight stop. Any exceptions to using economy class where continuous travel is less than or equal to nine hours, must be pre-approved by a Vice-President or equivalent, upon presentation of proper written justification.

The standard for rail travel is the next higher class after the full economy class.

Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses shall be reimbursed, based on receipts.

The kilometric rates payable for the use of privately owned vehicles driven on authorized government business are provided in Appendix B - Kilometric Rates of the TB Travel Directive. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government business travel.

15.12 Weekend travel home

Provided the employee is in continuous travel status, the employee is entitled to return home as per the table below:

Minimum of: 7 weeks = 1 trip 12 weeks = 2 trips 17 weeks = 3 trips 22 weeks = 4 trips

The employee shall be reimbursed, based on receipts, a maximum of the most economical return airfare, the necessary return ground transportation to and from the carrier's terminal, and meals en route. Meals and incidentals at destination shall not be reimbursed. The accommodation at the duty travel location need not be cancelled.

The most economical airfare shall be booked more than 14 days in advance with a Saturday night stay over. The employee may schedule actual weekend trips home within the maximum number permitted to meet personal needs.

15.13 Weekend travel - Alternatives

Provided that the employee is not required by the employer to remain at the duty travel location, an employee may choose to spend the weekend at an alternative location. Such arrangements shall be made in consideration of security and diplomatic contexts. To be eligible for reimbursement, the employee shall: cancel charges for accommodation (and meals provided on-site) at the duty travel location; provide a receipt for alternative commercial accommodation when used; and not return home or to the headquarters area during the weekend.

As an alternative to weekend travel home by the employee, a spouse/dependant may be authorized to travel to the employee's assigned work location when there is no additional cost to the employer. The airfare and pertinent travel arrangements shall be processed through the government suppliers. Ground transportation to and from the public carrier shall be reimbursed. Such arrangements shall be made in consideration of security and diplomatic contexts. Insurance coverage for the spouse/dependant is the responsibility of the employee.

Part IV - Emergencies, Illnesses, Injuries And Death

16.1 If an employee dies while in travel status, the employer shall authorize the payment of necessary expenses that are additional to those which might have been incurred had the death occurred in the headquarters area. Reimbursement of costs incurred shall be reduced by any amount payable under some other authority. Expenses payable are:

at the place where death occurred: ambulance, hearse, embalming/cremation, outside crate/container (but not the cost of a coffin/urn) and any other services or items required by local health laws, and
transportation of the remains to the headquarters area or, if desired by the survivors, to another location, up to the cost of transportation to the headquarters area. Costs for an escort over and above the costs included in transporting the remains are payable only when an escort is required by law.

16.2 Where the remains are not transported, travel for next-of-kin or a representative of the family to the place of burial shall be reimbursed as though that person were an employee.

17.1 Payment for the use of a suitable conveyance, such as an ambulance or taxi, shall be authorized where an employee becomes ill or is injured when, in the opinion of the employer, the employee, or the attending medical practitioner, the nature of the illness or injury requires that the employee be transported to a medical treatment facility, the workplace, the travel-related accommodation, or home.

17.2 An employee shall be reimbursed the necessary expenses incurred as a result of illness or accident occurring while in travel status, to the extent that the employer is satisfied the expenses were additional to those which might have been incurred had the employee not been absent from home, and which were not otherwise payable to the employee under an insurance policy, the Government Employees Compensation Act , or other authority.

17.3 An employee who becomes ill or is injured while outside Canada shall, where practical, be provided with a justifiable, accountable advance when incurring sizeable medical expenses. Such advances would subsequently be repaid to the employer under the employee's private insurance plans, the Government Employees Compensation Act , or other authority.

17.4 When, in the opinion of the attending physician, an employee's condition resulting from illness or injury warrants the presence of the next-of-kin or a representative of the family, actual and reasonable travel expenses may be reimbursed, as if that person were an employee.

17.5 An employee may be authorized to return earlier than scheduled as a result of personal illness or accident or in the event of emergency situations at home (e.g. serious illness in the opinion of a physician, fire, flood, ice storm).

17.6 A trip home under this section shall not be taken into account when establishing the employee's eligibility for weekend travel home.

17.7 When a trip home for reasons specified in this section is not warranted, actual and reasonable expenses incurred for long-distance telephone calls home shall be reimbursed.

Part V - Special Travel Authorities

There are some exceptions to Part I , Part II , Part III and Part IV of this policy that are included under the Treasury Board Special Travel Authorities for the President, Governing Council, Executive Group, Persons on contract, and Students . This Part explains the exceptions for each person or group of persons.

The President has discretion over his commercial accommodation selected, telephone calls, meals and incidentals in excess of the per diems, based on receipts. Meal expenses should not include alcohol. Costs associated with guests are governed by the CIHR Hospitality Policy and should be reported as such.

This discretion should be exercised with prudence and probity, mindful that all expenditures must further government objectives. Although specific circumstances may warrant exceptional expenses, the basic norm should be comfortable and convenient, but not excessive. A benchmark may be found in the provisions of this Policy. The President is accountable and must be prepared to justify his expenses in keeping with the responsibility of public office holders to conduct themselves in a manner that can bear the closest public scrutiny.

This section includes Executive Group CIHR grade 13 and above except for business class air (see 19.6) that applies to CIHR grade 14 and above (but not those in acting positions) and Governing Council members. Blanket Travel Authorities (BTA) are available to CIHR Grade 15 and above, subject to the P resident's approval. BTA's are approved and expire by fiscal year and must be approved annually as required.

During normal business trips away from the vicinity of the headquarters area (excluding weekends home, extended travel, relocations and expenses related to guests, which automatically fall under hospitality), the following flexibilities apply:

Claims may include the daily meal allowances or actual and reasonable meal expenses based on receipts. When actual expenses are claimed for a given meal (based on receipts), meal allowances are applicable to other meals purchased that day (and no receipts are required).

Actual meal expenses shall not include alcohol, costs associated with guests or co-workers, or the additional cost of room service, which is to be identified by the claimant. Employees must submit the actual bill for their own meal, rather than claim a bill that covers a number of people, except under the PDF .

19.2 Incidentals

The incidental allowance covers such items as laundry, dry cleaning, gratuities, a daily newspaper, luggage depreciation over the duration of a trip, even though a particular expense may be higher on a given day.
Whenever actual and reasonable expenses are claimed, the Travel Expense Claim must include a brief statement describing why the meal or incidental allowances were inadequate under the specific circumstances.
The incidental allowance is cumulative. For example, with respect to laundry and dry cleaning costs, even though such expenses are unlikely to occur before day three, the allowance is provided on a daily basis so that when a dry cleaning expense is incurred, the employee has the necessary funds to cover the cost.
Actual incidental costs may be claimed in unusual circumstances. However, if one decides to claim actual incidental costs instead of the pre-determined incidental allowance, then all incidental expenses reimbursements incurred on that trip will be on the basis of receipts.
It is recommended that the claims of employees who qualify under the Executive Group be flagged for easy retrieval should the Treasury Board Secretariat request an internal audit.

19.3 Taxis and parking

On overnight business trips away from the vicinity of the headquarters area, actual expenses may be claimed for taxis and parking, based on the honour system (without receipts). Receipts may be submitted if preferred.

19.4 Hotels

The Accommodation Search Page no longer lists properties on white or green pages. Accommodations are now listed by the equivalent, as within the city rate limit or above the city rate limit. Accommodations within city rate limit shall be preferred. As a result of changes from the Budget of February 25, 1992, accommodation above the city limit rate must be justified on the travel claim. Selection of such properties should be because it is cost-effective or because exceptional circumstances warrant.

19.5 Calls home

For travel in Canada and continental USA, home communication is included in the incidental expense allowance.

For international travel, the regular telephone provisions of section 15.6 of the CIHR Travel Policy apply when international telephone-cards are not provided or cannot be used because cities are not linked to this network, as is often the case for overseas travel.

When international telephone cards are provided and may be used, executives should use them and not separately claim the cost of telephone calls home. Executives are asked to exercise discretion in their use of this facility as to the frequency and duration of calls home.

19.6 Business class air

It is a government directive that the President manage a reduction in the use of business class travel for the Executive Group (CIHR grade 14 and above) and Governing Council.

business class air travel for trips of 850 air kilometres (distance in air kilometres/miles is shown on travel itineraries) or more one way is allowed.
first class travel was eliminated by Cabinet direction on February 25, 1992;
upgrades to business class do not apply for relocations and weekend travel home (when returning to the duty travel location immediately following the weekend);
where business class is unavailable, economy (or reduced) fares are to be used. This authority does not provide for the reimbursement of first class air travel;
this authority does not entitle persons accompanying the above to upgrade their fare at the employer's cost.

20.1 Identify travel costs in contract

The rates and allowances to be reimbursed for government business travel are stipulated in Appendices B, C and D of the TB Travel Directive . Travel expenses must be treated as an amount payable under the contract for services rendered. All travel expenses payable should be specified and the costs should be included as part of the overall cost of the contract. Only original receipts will be accepted from contractors; photocopies of hotel bills, air tickets, etc. are not claimable.

20.2 Amounts payable

Where a contract specifies that "travel is in accordance with the CIHR Travel Policy " it refers strictly to the negotiated meal, private vehicle and incidental allowances specified in the TB Travel Directive Appendices B, C and D , and to those policy provisions referring to "travellers" rather than those referring to "employees". It is CIHR's responsibility to inform contractors (and those bidding on contracts) of the current government rates and allowances.

20.3 No fees paid

A contract may be entered into where the only consideration for services rendered is payment of all or part of the travelling expenses incurred, and there are no fees paid. This could include private sector experts. Where the contract is a verbal agreement between the parties concerned, officers with payment authority should obtain a memorandum from the contracting authority outlining the agreed-upon terms of the engagement and the applicable travel provisions.

20.4 Air fares

In an effort to contain costs, the department will reimburse consultants for fares up to full-fare economy only. Contractors are required to seek the lowest possible airfares, including charters and other discounts for each trip, and to book immediately upon contract approval, in order to take advantage of the lowest fares. CIHR retains the right to limit the reimbursement of the air portion when the lowest appropriate fare is not obtained. Upgrades to business or first class may be personally paid by the contractor or private sector company, where this is company policy.

20.5 Private motor vehicles

Contractors who use a private motor vehicle are entirely responsible for the management and underwriting of risk pertaining to the operation of the vehicle, Insurance premiums are paid by the contractor and are not reimbursed other than through the payment of the kilometric allowance (Appendix B of the TB Travel Directive ). This mode of travel, once parking and time-billed are included, is only permitted when cost-effective in relation to commercial transportation.

20.6 Insurance

It is the financial responsibility of contractors to cover the cost of insurance, such as, for cars/accidents/sickness/airline travel and immunizations.

20.7 Booking air and hotels

Reservations for transportation and accommodation will, where determined to be practical by CIHR, be arranged through CIHR in order to qualify for reduced rates. In cases, where they are not, hotel management is not obligated to provide government preferred rates to government contractors, although it may elect to do so. Contractors are expected to use moderately priced hotels, and they risk partial reimbursement of actual costs should claims be for unreasonably high-priced accommodation or transportation. Should a contractor stay with friends or relatives, the private non-commercial accommodation rate is reimbursed.

20.8 Reimbursement of costs

Contractors, when so advised, are permitted to make their own travel arrangements. Arrangements may be made through private travel agents or directly with suppliers. In such cases the contractor is expected to pay for all travel and related living expenses personally and subsequently invoice CIHR for reimbursement. Such expenses as telephone calls home, child care and weekend travel home are not paid to contractors. Any payment in excess of the prescribed limits must be pre-approved in writing by the President.

The travel allowance for persons engaged under one of the student employment programs are published in the Terms and Conditions of Employment for Students . You may also refer to the Treasury Board Student Employment Policy for additional information.

As per the Government decision on the proactive disclosure of travel and hospitality expenses announced December 12, 2003, CIHR will post on-line the expenses related to travel incurred by the President, Executive Vice-President and Vice-Presidents. The Financial Operations Unit will update the information posted on the CIHR website on a regular basis as per the disclosure guidelines , and it will actively monitor its management practices and controls supporting this policy.

On an annual basis the Financial Operations Unit will prepare the necessary disclosures of the total annual travel expenditures (along with hospitality and conferences), through the website, including a brief description of the main variances from the previous year's actual expenditures. The timing of this disclosure is to coincide with the tabling of the Departmental Performance Report.

The Financial Operations Unit will report any systematic or recurring issues of non-compliance to the Manager, Internal Controls, in order that the latter may address any deficiencies in the contents or format of the policy, its related procedures, and associated training materials. Internal Controls Unit will also review travel expenses on an ongoing basis to ensure CIHR staff are complying with this policy, and it will recommend additional training to affected staff as required.

The Treasury Board Secretariat will evaluate regularly the implementation of this policy by reviewing CIHR monitoring and internal audit reports, as well as data from the CIHR website, and other information available from the central financial systems.

Additional information may be obtained from:

Financial Operations Tel.: 613-952-5217 E-mail: [email protected]

NIHB Updated Private Vehicle Kilometric Rates

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The NIHB Program has shared their updated kilometric allowance rates as of July 1, 2022.

Allowance rates may be provided by the NIHB Program when a privately owned vehicle is used by an eligible NIHB client to access medically necessary health services.

Prior to July 1, 2022, the NIHB kilometric rates when using a privately owned vehicle to access health services was 21.5 cents per kilometre (from April 1-June 30, 2022). For trips July 1, 2022 and onward, NIHB’s kilometric rates will be 24.5 cents per kilometre.

NIHB’s rates are reviewed alongside the Commuting Assistance Directive Lower Kilometric Rates released by the National Joint Council (NJC), which can be viewed on their website.

Indigenous Services Canada’s First Nations and Inuit Health Branch (FNIHB) and the Assembly of First Nations have undertaken a joint review of the Non-Insured Health Benefits (NIHB) program, including the medical transportation benefit. As part of this process, NIHB Program private vehicle kilometric rates are currently under review and may be revised in future. The rates above are in effect until further notice.

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8.2 Kilometric rates

Rates are always paid in Canadian funds. The daily minimum kilometric allowance remains unchanged at $2.35.
The kilometric rate payable when a Canadian registered vehicle is driven on PSAC business travel in more than one province or in the USA shall be the rate applicable to the province or territory of registration of the vehicle.
Traveller requested kilometric rates (lower rates) no longer apply to the PSAC Travel Directive except for Isolated Posts and Relocation Directives (see http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/trkr-tkdv_e.asp )

PLEASE NOTE: These rates are in accordance with NJC rates .

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Guide to NJC Rates & Allowances - Commuting Assistance Directive

Lower kilometric rates.

References : Appendix A ( https://www.njc-cnm.gc.ca/directive/cad-datq/cad-datq-a1-eng.php )

Description

Appendix A of the Commuting Assistance Directive establishes the lower kilometric rate for each Canadian province, Northwest Territories, Yukon, and Nunavut, which are payable in cents per kilometre, when a government employee uses a privately owned vehicle other than on government travel.

Methodology

The lower kilometric rates (employee requested) are based on the Government Travel Directive kilometric rates methodology. The lower kilometric rates are determined by analyzing only the variable operating expenses of the kilometric rates methodology.

Review Process

The rates are reviewed four times a year and resulting revisions are effective January 1, April 1, July 1, and October 1 of each year. This coincides with the review of Government Travel kilometric rates. (Revised January 15, 2007)

Approval Process

The Executive Committee then reviews the recommended rates for approval. (Revised January 15, 2007)

Communication of Decision

Once the rates are approved they are posted as Appendix A on the NJC's Web site and the Commuting Assistance Directive is amended accordingly.

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NJC Directives
Call for input: NJC Travel Directive
Your rates notice explained
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Work Force Adjustment Directive

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COMMENTS

Appendix B
Appendix B - Kilometric Rates - Modules 1, 2 and 3. Effective July 1, 2024. The rates payable in cents per kilometre for the use of privately owned vehicles driven on authorized government business travel are shown below: Note: The kilometric rate payable when a Canadian registered vehicle is driven on government business travel in more than ...
Guide to the NJC Rates & Allowances
Appendix D of the Travel Directive establishes the rates and allowances for Module 4 of the Directive for private non-commercial accommodation, meals and incidental expenses at locations abroad, established by country/city (excluding the USA). The currency used for the reimbursement depends on the travel location.
Rates & Allowances
The Guide to National Joint Council Rates and Allowances provides employees and managers with a brief description of each rate or allowance, how it is determined or calculated, as well as the process used to review and modify the rate or allowance from time to time. Guide to NJC Rates and Allowances. Commuting Assistance Directive.
Appendix A: CRA Kilometric Rates
The kilometric rates (payable in cents per kilometre) below are payable in Canadian funds only. Rates are reviewed on a quarterly basis. These rates are guided and established by the National Joint Council (NJC) and adopted by the Canada Revenue Agency for application of the Directive on Travel.
PDF Appendix B
NPP Travel Policy . Appendix B (effective July 5, 2024) Appendix B - Kilometric Rates . Effective July 5, 2024. The rates payable in cents per kilometre for the use of privately owned vehicles driven on authorized . NPP business travel are shown below: Province/Territory . Cents/km (taxes included) Alberta 54.0 British Columbia 58.5 Manitoba 54.0
Canadian Forces Temporary Duty Travel Instructions
kilometric rate. in respect of duty travel beginning at a location in Canada, the Canadian kilometric rate, that applied at the time the travel took place, as set out in Appendix B - Kilometric Rates - Modules 1, 2 and 3 of the NJC Travel Directive; and ... the National Joint Council Travel Directive, as amended from time to time. (Directive ...
Chapter 209
OLKR is the Ontario lower kilometric rate in Appendix A of the National Joint Council Commuting Assistance Directive, as amended from time to time. 209.50(8) (Amount - CANUS Road Travel Impossible) Where paragraph (7) applies and if the authorized destination is inaccessible by road, the amount of LTA is the amount determined by the formula:
Travel Expenses Policy
For out of Country - refer to National Joint Council - Appendix C - Allowances - Modules 1, 2 and 3. Headquarters area travel. The daily allowance for authorized headquarters travel is $9.00. Private residences. Reimbursement is $25.00 per night of travel status for accommodation at a private residence. Review of Reimbursement Rates
PDF KILOMETRIC RATE
KILOMETRIC RATE The travel rate paid for travel on Component business will be those as identified by the National Joint Council Travel Directive which reflects rates for each Province and Territory. Province / Territory Rate per kilometre Alberta ... NJC Rates effective October 1st, 2019 Tel/Tél (613) 731-5533 • TF/SF: 1-833-731-5533 • Fax ...
Travel Directive
Print Full Directive Appendix D - Print Version Appendix A - Guide to Insurance Coverage for Employees on government Travel Appendix B - Kilometric Rates - Modules 1, 2 and 3 Appendix C - Allowances - Modules 1, 2 and 3 Appendix D - Allowances - Module 4 Appendix E - Blanket travel authority templates - Module 1 - Travel within headquarters area Appendix E - Module 2 - Travel outside ...
8.2 Kilometric rates
8.2 Kilometric rates. Rates are always paid in Canadian funds. The daily minimum kilometric allowance remains unchanged at $2.35. The kilometric rate payable when a Canadian registered vehicle is driven on PSAC business travel in more than one province or in the USA shall be the rate applicable to the province or territory of registration of ...
Designated representative remuneration schedule
(When using privately owned vehicles for travelling, kilometric rates set out in Appendix B of the National Joint Council Travel Directive may be payable, using the most direct, safe and practical road routes and claimed only for distances necessarily driven on travel.) payable pre-authorization by the IRB required
Directive on Travel
The kilometric rates and meal allowances set out in this directive are those guided and established by the National Joint Council (NJC). While this directive is guided by the NJC, the entitlements of the employees will be determined in accordance with the provisions of this directive. ... CRA Kilometric Rates, CRA Directive on Travel Appendix B ...
CIHR Travel Policy
The kilometric rates payable for the use of privately owned vehicles driven on authorized government business are prescribed in Appendix B - Kilometric Rates of the TB Travel Directive. Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government business travel.
NIHB Updated Private Vehicle Kilometric Rates
Prior to July 1, 2022, the NIHB kilometric rates when using a privately owned vehicle to access health services was 21.5 cents per kilometre (from April 1-June 30, 2022). For trips July 1, 2022 and onward, NIHB's kilometric rates will be 24.5 cents per kilometre. NIHB's rates are reviewed alongside the Commuting Assistance Directive Lower ...
8.2 Kilometric rates
The kilometric rate payable when a Canadian registered vehicle is driven on PSAC business travel in more than one province or in the USA shall be the rate applicable to the province or territory of registration of the vehicle. Traveller requested kilometric rates (lower rates) no longer apply to the PSAC Travel Directive ... NJC rates. July 23 ...
Am I entitled to mileage + parking expenses for driving to a ...
From the NJC Travel Directive, in section 3.1.11 (Transportation), with my emphasis: When an employee has been authorized to use and uses a private vehicle within the headquarters area on government travel, the employee shall be reimbursed the kilometric rate in accordance with Appendix B.
Appendix B
Print Full Directive Appendix D - Print Version Appendix A - Guide to Insurance Coverage for Employees on government Travel Appendix B - Kilometric Rates - Modules 1, 2 and 3 Appendix C - Allowances - Modules 1, 2 and 3 Appendix D - Allowances - Module 4 Appendix E - Blanket travel authority templates - Module 1 - Travel within headquarters ...
Lower Kilometric Rates
Lower Kilometric Rates The rates, in cents per kilometer, are payable for the authorized use of privately owned vehicles other than on government business travel (such as the Isolated Posts and Government Housing Directive, Reservists, etc).
PDF KILOMETRIC RATE
KILOMETRIC RATE The travel rate paid for travel on Component business will be those as identified by the National Joint Council Travel Directive which reflects rates for each Province and Territory. Province / Territory Rate per kilometre Alberta ... NJC Rates effective July 1st, 2019 Tel/Tél (613) 731-5533 • TF/SF: 1-833-731-5533 • Fax ...
NJC Rates : r/CanadianForces
While the NJC states a single room is the standard for government travel, it does not apply to us as the CDS through the CFTDI is the authority that regulates our travel. The CFTDI makes specific reference to the NJC Travel Directive only when it SHALL be used (in the case of Meal and Kilometric rates and other).
Guide to NJC Rates & Allowances
The lower kilometric rates are determined by analyzing only the variable operating expenses of the kilometric rates methodology. Review Process. The rates are reviewed four times a year and resulting revisions are effective January 1, April 1, July 1, and October 1 of each year. This coincides with the review of Government Travel kilometric ...
GC Stance on using private airplanes for travel : r ...
I think both the NJC directive and the Canadian Aviation regulations apply, just in different ways. The directive seems to mostly tell the traveller what they are entitled to whereas the CARs put limitations on what you can do legally. For example, the NJC seems to indicate someone could claim the kilometric rate for travel with an aircraft.

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Designated representative remuneration schedule

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Pre-authorization for extraordinary tasks (table 3) (mandatory)

Optional invoice template (table 1)

Contracted designated representatives

Details of invoice

Details of request

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Directive on Travel

Table of contents

1. Effective date

2. Application

3. Related corporate policy instruments

4. Overview

5. Objectives and outcomes

5.2 Outcomes

6. Requirements

6.2 Travel advances

6.3 Workplace change

6.4 Virtual work

6.5 Accommodation

6.7 Incidental expense allowance

6.8 Transportation

Travelling to and/or from carrier terminals

Public transportation

Taxi and ridesharing companies

Traveller-driven vehicles

CRA vehicles

Rental vehicles

Privately-owned vehicles

Motorcycles

1) CRA vehicles

2) Rental vehicles

3) Privately-owned vehicles

6.9 Combined personal/business travel

6.10 Overtime and other disruption to commute

6.11 Additional expenses

Financial fees

Bottled water

Dependant care

Home communication

Business communication

Special assistance

6.12 Weekend travel to the residence

6.13 Weekend travel to the residence – alternatives

By another person

6.14 Overpayments

6.15 Loyalty programs

6.16 Executive (EX) Group and the Board of Management (Board)

6.17 Commissioner

6.18 Contractors

6.19 Recovery of travel costs from third parties

6.20 Death, emergencies, illnesses, and injuries while travelling

Emergencies, illnesses and injuries while travelling

6.21 Process for handling grievances

7. Roles and responsibilities

7.2 Commissioner

7.3 Deputy commissioner

7.4 Chief financial officer and assistant commissioner, Finance and Administration Branch

7.5 Director of the Financial Reporting and Accounting Division, Finance and Administration Branch

7.6 Delegated managers with commitment authority (section 32 of the Financial Administration Act) and certification authority (section 34 of the Financial Administration Act)

7.7 Employees/travellers

7.8 Administration Directorate, Finance and Administration Branch

8. Review and assessment

9. References

Legislation

10. Enquiries

11. Version history

13. Appendices

Page details

Language selection

CIHR Travel Policy

Collective agreement

Grievance procedure

Part I - Administration

Part II - Insurance

Part III - Travel Modules

Part IV - Emergencies, Illnesses, Injuries And Death