| Date of issue | May 2004 |
| Supersession | N/A |
| Issuing Authority | Director, Finance and Administration |
| Enquiries | Manager, Corporate Financial Services |
PART 2 - SPECIAL TRAVEL AUTHORITIES
Appendix C - Mode of transportation
Appendix D - Currency exchange, Dependant care
Appendix E - Travel more than 30 consecutive calendar days
Appendix F - Weekend travel home
Appendix G - Emergencies, illnesses, injuries and death
There are principles that shall guide all employees and managers in achieving fair, reasonable and modern travel practices across the public service. Those principles are: trust, flexibility, respect, valuing people, transparency and modern travel practices.
All business travel shall be authorized in advance, in writing, to ensure all travel arrangements are in compliance with the provisions of this policy.
There are two parts within this policy for specific groups of people. Part I - Travel Directive is for CIHR employees and Part II - Special Travel Authority is for the President, Executive group, Governing Council, Volunteers and persons on contract.
This policy ensures that all travel arrangements are consistent with the provisions of Treasury Board (TB) Travel Directive. It is to ensure that fair treatment of employees travelling on government business is consistent with the principles above. The provisions contained in this policy are mandatory and provide guidelines for the reimbursement of reasonable expenses necessarily incurred while travelling on government business and ensure employees are not out-of-pocket. These provisions do not constitute income or other compensation that would open the way for personal gain.
Treasury Board: Travel Directive - Effective October 2002
Treasury Board: Special Travel Authorities
Part I applies to CIHR employees.
Part II applies to those persons whose travel is governed by other authorities as per TB Special Travel Authorities for the President, Governing Council, Executive Group, persons on contract and volunteers.
Note that the travel expenses incurred by Institutes staff fall under their host institution's policies.
For CIHR employees, it is mandatory to use Travel AcXess Voyage when making the travel arrangements for employees.
Non-CIHR employees (Volunteers, GC members, IAB etc.) may use other travel agencies instead of AcXess Voyage for their travel arrangements.
The traveller shall be paid the applicable per diem for meal allowance and the incidental amount when applicable while on travel status. The per diem, as stipulated in Appendix C of the TB Travel Directive, is the official amount to be paid for meal, incidentals and travel rates.
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.
Government hotel directories within city rate limits shall serve as a guide for the cost, location and selection of accommodation.
Before deciding the appropriate type of transportation, the employee and the supervisor should choose the most economical package by evaluating all related costs such as parking, taxi and mileage.
Consideration to all related costs when more than one employee attend a meeting or an event and reasonableness of travel arrangements should be given prior to making the travel arrangements.
Incidental expense allowance
Headquarters area - spans an area of 16 kms from the assigned workplace using the most direct, safe and practical road.
Pursuant to the Delegation of Financial Signing Authority Policy and Chart, the employer has the authority to authorize travel, determine when business 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.
The travellers shall become familiar with the provisions of this policy; the traveller shall:
Employees on government business travel shall utilize government-approved suppliers, services and products selected in support of government business travel when these are available.
The Corporate Financial Services group is responsible:
CIHR promotes the use of the government individual designated travel card (AMEX card). It provides advantages for the organization and it is cost effective.
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.
The provisions outlined in this Section apply when an employee is away from the workplace on government business travel within the Headquarters Area without an overnight stay.
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 this section (8):
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.
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 of the TB Travel Directive, in the following situations:
See Appendix C.
The selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality.
When authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed additional transportation costs incurred between the residence and the workplace.
When conditions under workplace change are not met, transportation shall be provided to the temporary workplace or the kilometric rate paid for the distance between the home and the temporary workplace, or between the permanent workplace and the temporary workplace, whichever is less.
The Incidental allowances are not applicable.
The provisions outlined in this Section apply when a traveller is away from the workplace on government business travel outside the Headquarters Area without an overnight stay.
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. Employees should be prudent and diligent in incurring 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.
See Appendix C.
The selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality.
When authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed additional transportation costs incurred between the residence and the workplace.
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 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.
The Incidental allowances are not applicable.
The provisions outlined in this Section apply when a traveller is away from the workplace on government business travel overnight for less than 30 consecutives days. If away for more than 30 consecutives days, please refer to the Appendix E for additional information and rates.
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 must be used for the cost, location and selection of accommodation. In instances where you 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 of the TB travel Directive or Appendix D 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.
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.
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.
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 Defence shall be used for medical services.
The selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality.
When authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed additional transportation costs incurred between the residence and the workplace.
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 Cof the TB travel Directive and Appendix D 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.
A traveller shall be paid an incidental expense allowance (see definition in Section 5) 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 Cof the TB travel Directive and Appendix D of the TB travel Directive .
Part day does not include days where a late-night flight arrives in the traveller's headquarters area after midnight. When a traveller visits two different locations on the same day, the incidental expense allowance paid shall be that for the location where the day commences.
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.
The cost shall be reimbursed in situations deemed necessary and based on receipts for reasonable quantities.
Unless mutually agreed otherwise, itineraries shall be arranged to provide for
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.
There are some exceptions to Part I of this policy that are included under the TB Special Travel Authorities for the President, Governing Council, Executive Group, persons on contract, volunteers. This section 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. 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 that applies to level 14 and above (but not those in acting positions) and Governing Council members. 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 Hospitality Policy.
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.
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.
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.
For travel in Canada and continental USA, home communication is included in the new revised incidental expense allowance.
For international travel, the regular telephone provisions ofsection 10.7 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.
The Accommodation and Car Rental Directory 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.
It is government directive that Heads of Agencies manage a reduction in the use of business class travel for the Executive Group and Governing Council.
Note:
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.
Where a contract specifies that "travel is in accordance with the TB Travel Directive", or for volunteers, it refers strictly to the negotiated meal, private vehicle and incidental allowances specified in Appendices B, C and D of the TB Travel Directive, and to those policy provisions referring to "travellers" rather than those referring to "employees". It is a department's responsibility to inform contractors /volunteers (and those bidding on contracts) of the current government rates and allowances.
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 volunteers and 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.
In an effort to contain costs, the department will reimburse consultants for fares up to full-fare economy only. Contractors / volunteers 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.
Contractors / volunteers 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 /volunteer 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.
It is the financial responsibility of contractors/volunteers to cover the cost of insurance, such as, for cars/accidents/sickness/airline travel and immunizations.
Reservations for transportation and accommodation will, where determined to be practical by CIHR, be arranged through the department 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 or volunteers, although it may elect to do so. Contractors/volunteers 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/volunteer stay with friends or relatives, the private non-commercial accommodation rate is reimbursed.
Contractors and volunteers, 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 / volunteer 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, but they may be reimbursed to volunteers up to the limits prescribed for government employees. 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 TB Terms and Conditions of Employment for Students. See also the TB Student Employment Policy for additional information.
See the CIHR Travel Expenses Reimbursement Guidelines, including links to the Travel Expense Claim Form for other than Government Employees.
Further information and forms specific to CIHR employees --concerning travel authorizations and advances, as well as reimbursement-- are available on the CIHR Intranet.
1.1 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.
1.2 Travellers shall not be reimbursed for personal accident insurance coverage premiums.
1.3 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.
1.4 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.
1.5 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.
1.6 Travellers who intend to carry passengers are advised to confirm with their insurance agent that they are adequately insured.
2.1 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:
2.2 Details concerning Public Service benefit programs are found in Appendix A of the TB Travel Directive (Guide to Insurance Coverage for Employees on Government Business Travel).
2.3 Employees are advised to confirm with their insurance agent that they are adequately insured if they use non-commercial flights.
2.4 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.
The selection of the mode of transportation shall be based on cost, duration, convenience, safety and practicality. In addition to provisions outlined in this section under commercial, vehicles and other modes of transportation, expenses associated with the selected mode of transportation such as ferries, tolls, docking fees, shall be reimbursed.
When authorized travel or overtime causes a disruption in the employee's regular commuting pattern, the employee shall be reimbursed additional transportation costs incurred between the residence and the workplace.
Where commercial transportation is authorized and used, the employee 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.
For international travel only: 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. In the case where there is an overnight stay as part of the trip, continuous air travel starts at the scheduled departure time and ends at the beginning of the overnight stop or layover equivalent to an overnight stop.
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. Receipts are only required to justify taxi fares in excess of ten dollars.
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.
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 travelled.
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 Appendix B 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:
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.
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.
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.
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:
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.
For periods of travel status of more than 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.
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 (31st) 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.
The following exception applies: Seventy-five percent (75%) of the meal allowances, as specified in Appendix D of the TB travel Directive, shall be paid starting on the thirty first (31st) 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.
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:
An eligible employee entitled to travel home every weekend shall be reimbursed actual transportation costs up to an amount not exceeding:
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.
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:
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.
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.
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. (Revised February 27, 2004)
1.1 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:
1.2 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.
2.1 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.
2.2 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.
2.3 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.
2.4 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.
2.5 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).
2.6 A trip home under this section shall not be taken into account when establishing the employee's eligibility for weekend travel home.
2.7 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.
