Disclosure

CIRB Travel Policy

1.1. The purpose of this bulletin is to highlight the Canada Industrial Relations Board's (CIRB) financial practices with respect to the payment and reimbursement of reasonable and legitimate travel expenses incurred by employees and Governor-in-Council appointees (GCQs).

The bulletin must be read in conjunction with the Treasury Board directives. Exceptions applicable to GCQs and members of the executive group are set out in the Addendum to this bulletin.

2. References

• Travel Directive, Treasury Board Secretariat
  
• Special Travel Authorities, Treasury Board Secretariat
  
• Taxis Policy, Treasury Board Secretariat
  
• The electronic Accomodation and Car Rental Directory, PWGSC

3. Definitions

Accommodation (logement)

Government and institutional accommodation (locaux d’hébergement du gouvernement et d’une institution) - federal government training centers, universities, colleges, Canadian or foreign military establishments, DVA hospitals, trailers, tents and other facilities owned, controlled, authorized or arranged by the Crown, including other educational institutions that provide sleeping accommodation.

Private non-commercial accommodation (logement particulier non commercial) - private dwelling or non-commercial facilities where the traveller does not normally reside.

Comprehensive allowance (indemnité globale) - a daily allowance that may include some or all of meal costs, incidental expenses, transportation costs and accommodation expenses.

Declaration (déclaration) - a written statement signed by the traveller attesting to and listing the expenses for payment without receipt.

Dependant (personne à charge) - a person who resides full-time with the employee at the employee’s headquarters residence and is

(a) the spouse of that employee, or

(b) the biological child, stepchild, adopted child including a child adopted by aboriginal people under the Custom Adoption Practice, or legal ward of that employee or of the employee's spouse who is both dependent on the employee for support and

(i) under 18 years of age, or

(ii) dependent on the employee by reason of mental or physical disability, or

(iii) in full-time attendance at a school or other education institution that provides training or instruction of an educational, professional, vocational or technical nature; or

(c) the parent, grandparent, brother, sister, uncle, aunt, niece, nephew or grandchild of that employee or of the employee's spouse who is both dependent on the employee for support and

(i) under 18 years of age, or

(ii) dependent on the employee by reason of mental or physical disability, or

(iii) is in full-time attendance at a school or other education institution that provides training or instruction of an educational, professional, vocational or technical nature.

Economy class (classe économique) - the standard class of air travel, including special discount fares. It excludes first class and business class or equivalents.

Employee (fonctionnaire) - a person employed in the Federal Public Service.

Employer (employeur) - Her Majesty in right of Canada as represented by the Treasury Board, and includes persons authorized to exercise the authority of the Treasury Board.

Government business travel (voyage en service commandé) - all travel authorized by the employer, and is used in reference to the circumstances under which the expenses prescribed in this directive may be paid or reimbursed from public funds.

Headquarters area (zone d’affectation)- spans an area of 16 kms from the primary workplace using the most direct, safe and practical road.

Incidental expense allowance (faux frais)

Canada and Continental USA (Canada et États continentaux des États-Unis) - an allowance to cover the costs of items which can be attributed to a period in travel, but for which no other reimbursement or allowance is provided under this directive and to help off-set some of the expenses incurred as a result of having to travel. It includes but is not limited to such items as gratuities, laundry, dry cleaning, bottled water, phone calls home, grass cutting, snow removal, home security check, plant watering, mail services, pet care, telecommunications hook-ups and service, shipping of some personal effects.

International (international) - an allowance to cover the costs of items which can be attributed to a period in travel, but for which no other reimbursement or allowance is provided under this directive and to help off-set some of the expenses incurred as a result of having to travel. It includes but is not limited to such items as gratuities, laundry, dry cleaning, grass cutting, snow removal, home security check, plant watering, mail services, pet care, telecommunications hook-ups and service, shipping of some personal effects.

Primary Workplace (lieu de travail)

Permanent/Regular (permanent / régulier) - the single permanent location determined by the employer at or from which an employee ordinarily performs the work of his or her position or reports to.

Temporary (temporaire) - the single location where an employee is temporarily assigned to perform the work of his or her position or reports to within the headquarters area.

Receipt (reçu) - an original document or carbon copy showing the date and amount of expenditure paid by the traveller.

Spouse or common-law partner (conjoint ou conjoint de fait)

The term spouse refers to the person married to the employee.

The term common-law partner refers to a person living in a conjugal relationship with an employee for a continuous period of at least one year.

Travel status (déplacement) - an absence from the traveller’s headquarters area on government business travel.

Traveller (voyageur) - a person who is authorized to travel on federal government business.

4. Authorization

4.1 It is imperative that a completed Travel Authority and Advance form (GC72) be submitted to Financial Services before each trip. This is required even if a trip advance is not required.

4.2 All travel, including the mode and class of transportation and type of accommodation, shall be authorized in advance in writing, on the Travel Authority and Advance form, completed in detail, signed by both the employer and the traveller, acknowledging acceptance of the terms of travel, which shall be in accordance with all instructions contained in this bulletin.

4.3 In the case of travel related to hearings, the authorization will be provided on the document that assigns the case to the GCQ.

4.4 Any personal travel/vacation plans that affect flights, hotels, or any other travel provision, must be discussed with and approved by your supervisor, and in the case of GCQs with the Chairperson or the Executive Director.

5. Loyalty programs

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

6. Travel Advances

6.1 Employees on government business travel shall, to the extent feasible, be provided with a travel advance to cover travel expenses not prepaid directly by the employer (for example, taxi fares from home to carrier). Travel advances should not be issued for services that can be purchased using individual travel cards.

6.2 If a trip advance is required, the approved Travel Authority and Advance form should be given to Financial Services no later than 7 working days prior to the date the cheque is required.

7. American Express Travel Card

7.1 The American Express “government travel card program” will provide recognition, convenience and greater financial security and is expected to be used to settle hotel bills, car rentals, payments to restaurants, conference and hospitality expenses..

7.2 Cardholders are responsible for making their payments directly to American Express, by the due date. Failure to make payment within 30 days following the due date may result in loss of cardholder privileges..

7.3 Financial Services will ensure reimbursement within 10 working days after the claim has been received. Although expense claims for payment will be processed in the normal manner, it is the responsibility of individual travel cardholders to submit claims promptly.

7.4 Those who travel at least twice a year and wish to obtain an American Express card, should contact Financial Services to make arrangements.

7.5 There is no objection to employees using their personal credit cards, provided this does not increase the cost of travel. Any extra costs incurred on government business travel by employees who do use personal credit cards in such circumstances are not reimbursable. This includes any service charges assessed by the credit card company.

8. Reservations - Travel AcXess Voyage

8.1 Airline, rail and car rentals are to be booked through:

Travel AcXess Voyage

360 Albert Street
Suite 1600
Ottawa, Ontario
K1R 7X7

Support Desk:
1-800-514-3798

Full-Service Travel Agency:
1-800-514-3798
1-613-783-3365 (international collect call number)

8.2 All reservations should be booked in the following manner:

(a) provide the consultant with the following:

(i) TAN number (travel number);;
(ii) TIN number (traveller identification number);
(iii) name;
(iv) department;
(v) telephone number;
(vi) seat selection preference.

(b) the consultant will guide you through the following:

(i) specific information:date of travel; origin and destination (including stops);
(ii) air bookings: routing options; fareoptions;
(iii) accommodation bookings;
(iv) car rental bookings;
(v) other services as required.

8.3 Tickets will automatically be delivered to the reception desk and forwarded to the traveller, sent electronically or confirmation information sent via fax.

9. Travel Number

9.1 A travel number (TAN) is required for each trip away from the headquarters area, whenever a reservation (air, rail, accommodation, car rental) is made through Travel AcXess Voyage.

9.2 The travel number (in the National Capital Region) is issued by Financial Services (947-5425 or 947-5431), which requires the following information:

(i) name of traveller;
(ii) date of departure;
(iii) date of return;
(iv) destination(s).

10. Cancellations and Changes

10.1 To ensure that no problems occur when cancelling or changing a booking travellers should:

(i) always make contact with the on-site consultant using their Government Inter-city Calling Guide;

Toll free from all of Canada
1-800-514-3798

(ii) when unable to make a flight, the reservation should always be cancelled;

(iii) return unused flight coupons to Financial Services as soon as possible;

(iv) when cancelling guaranteed hotel reservations through Travel AcXess Voyage or directly with the hotel, obtain a cancellation number.

11. Taxis

11.1 Taxi Vouchers are available through Financial Services (947-5425 or 947-5431) for travel on government business within the National Capital Region.

11.2 The yellow copy of the Taxi Voucher (the receipt) is returned to Financial Services by the employee

11.3 The use of taxis as ground transportation between the employee's home or workplace and the carrier's terminal at the beginning and end of a period in travel status, when such is warranted, shall be paid in cash. Taxi company voucher systems or "chits" shall not be used by employees in travel status.

11.4 While in travel status outside of the headquarters area, receipts are required for cash payments where the fare exceeds $10.

11.5 The taxi fare from the residence to the carrier's terminal shall be reimbursed.

12. Meal Allowances

12.1 The applicable reimbursable meal allowances are contained in Appendix C of this bulletin.

12.2 For each day or part day in travel status where overnight accommodation is authorized, a traveller shall be paid a meal allowance for each breakfast, lunch and dinner when applicable, if the meal was not provided free of cost to the traveller, or as part of the transportation cost. When this allowance is paid, no additional amount may be claimed for meals, or for gratuities associated with meals.

12.3 To ensure that these allowances remain adequate, they are reviewed and, if warranted, adjusted semi-annually.

13. Car Rentals

13.1 Employees who do not have a corporate travel card shall purchase a collision damage waiver (CDW) for the entire period that a car is rented. This cost shall be reimbursed by the employer. However, employees using a Corporate travel card to pay the rental costs of a vehicle should be aware that (CDW) insurance is automatically paid by American Express and it is therefore not necessary to purchase additional coverage.

13.2 Travellers should be aware that car rental companies are only obliged by contract to honour rates published in the electronic government handbook, for vehicles picked up at the airport. All employees who will be driving shall be registered on the car rental agreement.

13.3 When making reservations, inquiries should be made in regards to possible drop-off charges (ex. Toronto-Ottawa $100).

14. Travel Claims

14.1 Claims must be submitted to Financial Services within 15 calendar days of the traveller's return to the headquarters area.

14.2 Each item of expenses should be placed on a separate line in chronological order. Receipts for each item are to be numbered and attached in chronological and numerical order, with number in the upper right-hand corner.

14.3 Time of departure, arrival and flight number (when flying) must be shown on the claim for each trip between cities.

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

14.5 When listing meals, mention should be made of those being claimed (e.g. breakfast, lunch, dinner, if all three).

15. Insurance

15.1 For inquiries or to make a claim for collision damage waiver (CDW), flight delay, hotel burglary, car rental accidental death and dismemberment coverage, lost or stolen baggage (excess coverage):

Travel AcXess Voyage: 1-800-514-3798

or their Insurance Certificates Web Site

15.2 No reimbursement may be made for additional insurance purchased by a traveller. Insurance for travel outside of Canada, such as that offered by private insurance agencies, cannot be claimed.

16. Insurance Plans and Compensation

16.1 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:

(a) the collective agreement or other authority governing terms and conditions of employment, i.e., injury-on-duty leave and severance pay,

(b) the Government Employees Compensation Act,

(c) the Flying Accident Compensation Regulations,

(d) the Public Service Superannuation Act,

(e) the Canada Pension Plan or Quebec Pension Plan,

(f) the Public Service Management Insurance Plan,

(g) the Disability Insurance Plan,

(h) the Public Service Health Care Plan (for medical and hospital expenses not paid under the Government Employees Compensation Act),

(i) the Crown Indemnification Policy in the event of a civil action against an employee taken by a third party, and/or

(j) insurance as a result of contracting with government approved suppliers, services and products.

16.2 Details concerning Public Service benefit programs are found in Appendix A.

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

16.4 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.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.

17. Vehicle Insurance

17.1 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 and shall be reimbursed in circumstances where an individual designated travel card is not used.

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

17.3 The employer 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.

17.4 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.

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

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

18. Travel Modules and Status (Appendix D)

Module 1 - Travel within Assigned Area - No Overnight Stay
Module 2 - Travel Outside Assigned Area - No Overnight Stay
Module 3 - Travel in Canada and Continental USA - Overnight Stay
Module 4 - International Travel - Overnight Stay

In order to make it easier for travellers to locate the applicable information associated with their individual travel claims, the modules have been created with the excel software and saved in a table format.

To use this table:

There are five columns.

Column 1 (far left) identifies the clause number and subject, columns 2, 3, 4, and 5 are headed by the appropriate module title (across the top)

Locate the column module which best describes the travel status you were in for the period being claimed, and all relevant information is found for that specific module in the column directly below. If you are looking for specific information ie: meal allowance rates, accommodations, etc., locate the clause by title to the far left of the document and read the appropriate information according to the module located at the top.

Appendix A - Guide to insurance coverage for employees on government business travel
Appendix B - Kilometric rates
Appendix C - Meals and allowances
Appendix C1 - Meals and allowances for governor in council appointees and members of the executive group
Appendix D - Modules

EFFECTIVE SEPTEMBER 1, 2005

The following provisions apply to the Chairperson, Vice-Chairs, Members, Part-time Governor in Council appointees of the Canada Industrial Relations Board and members of the Executive Group:

(i) Meals and Incidentals

Meal allowances shall be reimbursed in accordance with the rates specified in Appendix C1summarizing per diem rate provisions.

While on travel status for each part day outside the headquarters area, the traveler will be provided for incidentals when he/she resides in a commercial or in private accommodation (refer to Appendix C1).

The traveler must remember that a claim should not be made for meals provided free of charge (e.g. conferences, commercial transportation, etc.).

(ii) Accommodation

The Chairperson of the CIRB will establish the maximum rate for commercial 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 shall serve as a guide for the cost, location and selection of accommodation.

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

Anyone experiencing problems in obtaining the government rate should pay the amount the hotel requests. Financial Services and Travel AcXess Voyage will attempt to recover the overpayment.

The daily private accommodation rate is set as per Appendix C1.

(iii) Air Travel

While economy class is the norm, Executive (Business) Class will be authorized for all flights of two (2) hours or more.

All air travel should be booked through Travel AcXess Voyage.

(iv) Rail Travel

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

(v) Car Rental

Mid-size automobiles are approved for use when it is necessary to travel to centres that do not have convenient commercial transportation facilities. Rental vehicles should be used in combination with commercial transportation (i.e., air, rail) when possible.

(vi) Kilometric Allowance

Use of a private vehicle will be considered provided the use of the private vehicle does not add to the overall cost of the trip (i.e., additional overnight accommodation, meals and incidentals, parking, etc). If this type of situation is anticipated, it should be discussed with the Chairperson prior to filling a Travel Authority and Advance form.

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

The kilometric rate payable when a Canadian registered vehicle is driven on government 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.

(vii) Taxis

On overnight business trips away from the headquarters area, receipts are required for taxi usage in excess of $10.00. In the event receipts are lost, travelers will be allowed to claim taxi usage on the honor system (without receipts). Every effort should be made to provide receipts.

(viii) Calls Home

When using inter-city authorization codes, travelers may maintain family contact in travel status through telephone calls home at their discretion, but personal calls, other than calls home, are the financial responsibility of the traveler. When inter-city authorization codes are not used, the regular telephone provisions of the Board's Travel Policy apply.

All "Requests for Travel" and "Travel Claims" will continue to be directed through Financial Services, for pre-audit against these provisions, prior to receiving authorization of the Chairperson.