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Q: What are the major changes?
A:Over the next four years, Treasury Board Secretariat and
Public Works and Government Services Canada will be migrating to
an e-commerce travel solution for Public Service employees who
must travel. E-commerce will be a user-friendly,
traveller-focused, "end-to-end" integrated system that will
enhance accountability and save the government both time and
money in continued efforts to be more employee responsive and
focused on improving service to Canadians. This is but one in a
series of initiatives to reform the Public Service and bring it
into the 21st century.
There are three issues that are being pursued now. First,
Treasury Board Secretariat, in collaboration with Public Works
and Government Services Canada (PWGSC), will start soon on the
development of a Request for Proposal (RFP), to contract with the
private sector for an integrated government-wide "end-to-end"
travel management service. Second, Treasury Board Secretariat
will announce that government travellers may benefit from loyalty
points earned while travelling on government business. Third, the
Secretariat will amend the present travel policy to enhance the
use of the government travel card to cover air, hotel, car
rental, and other costs incurred by government travellers
travelling on government business.
Q: Who will be affected by the travel modernization
initiative?
A: The initiative is government-wide and applies to all those
government departments and agencies covered by the current Travel
Directive. Consideration will also be given at some future date
to possibly including the House of Commons and the Senate to
maximize economies and efficiencies. The implementation of the
new policy and procedures will be phased in over time and as
other contractual arrangements conclude.
Q: What will change as a result of the project?
A: Over the course of the project we will develop policies
and procedures to ensure that the modernized system will correct the weaknesses of the current system. The modern travel
system will limit travel expenses while improving service.
Specifically, it will:
- reduce administrative overhead and increase the responsible
management of travel by the enhanced use of a government credit
card;
- optimize revenue potential and increase savings by allowing
the government to use the data collected to negotiate best value
rates for accommodation and fares;
- have the ability to support travelling Public Service
employees, particularly those who encounter an emergency
situation while on government business;
- create an efficient and effective "end-to-end" travel
solution;
- allow government travellers to benefit from the same rates
and treatment other business travellers receive by allowing them
to join loyalty programs; and
- allow employees to redeem points both for business and
personal use, as is the policy in the private sector.
Q: Why are you pursuing enhancing the voluntary use of a
government credit card for travel?
A: Travel cards have evolved to the point that they, together
with an expense management system, are the most effective means
of managing employee travel. In order to maximize data
collection, subsequent leveraging of that data when negotiating
rates with travel suppliers, and enhancing the level of front
line service and support for our travelling employees, we are
asking Public Service employees to make greater use of the
card.
Also, improved cards will have a number of features that
should make them attractive to users. Additional features under
consideration include: enhanced insurance coverage and baggage
claim loss, less financial risk to travellers and a decrease in
the administrative burden, the ability to directly bill and
reimburse suppliers without the employee having to be involved in
managing the process or being out-of-pocket while waiting for
reimbursement.
Q: If I book my travel electronically and use a credit
card for all my business travel, how can I ensure my
privacy?
A: The Travel Modernization Project Team is aware of this
issue from its conversations and focus groups with employees.
Every care is being taken, including the provision of a secure
server, to ensure that any data are protected. More information
on the modernized system and its built-in security measures will
be provided in the training sessions that will be conducted for
users at the time of implementation.
Q: Who chooses which loyalty program employees should
join?
A: Employees can belong to any number of travel loyalty
programs of their choice. It is up to employees to review and
evaluate the benefits associated with programs to ensure that
benefits meet their particular needs. Travel loyalty programs
have many affiliated partners from whose services employees can
also benefit.
Q: How do employees make it official that they have joined
a travel loyalty program and wish to take advantage of the
program's benefits while on government travel?
A: Employees should select and enrol in the travel loyalty
program of their choice. Starting June 1, 2001, they should
notify BTI Canada GTS Inc. (formerly Rider GTS) of their selected
travel loyalty programs by updating their Personal Travel Profile
with their travel loyalty program account number.
Q: Are redeemed bonus points a taxable benefit?
A: Benefits that have been earned in a travel loyalty program
as a result of business travel transactions that are paid or
reimbursed by the government are taxable benefits when redeemed
for personal needs. The government will not issue a T4 or T4A
slip in this regard. It is the responsibility of employees to
report the applicable taxable amount when completing their annual
tax return.
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