Terms and Conditions of Employment for
Full-Time Governor in Council Appointees
Government of Canada
September 2002
TABLE OF CONTENTS
- Foreword
- Appointment, Tenure and Related Matters
- Conflict of Interest
- Official Languages
- Compensation
- Leave with and without Pay
- Insurance Plans
- Pension Plan
- Payments on Termination
- Executive Vehicles
- Parking
- Membership Fees
- Hospitality
- Business Travel
- Relocation
REFERENCES
I. FOREWORD
The Management Priorities and Senior Personnel Secretariat of the Privy Council
Office has produced this booklet to provide full-time Governor in Council appointees
in departments, agencies, boards and commissions with an overview of their
terms and conditions of employment.
Unless otherwise stipulated, Governor in Council appointees are subject to
the same terms and conditions of employment approved by the Treasury Board
for the Executive Group in the public service. For more detailed information
on their terms and conditions of employment, appointees are encouraged to contact
their organization’s human resources office or to visit the Treasury Board
Secretariat of Canada Web site at: http://www.tbs-sct.gc.ca.
While every effort has been made to ensure the accuracy of the information
contained in this booklet, it is a summary of applicable policies and
should not be cited as an authority.
This booklet can be found on the Privy Council Office Web site at: http://www.pco-bcp.gc.ca
Management Priorities and Senior Personnel Secretariat
Privy Council Office
September 2002
II. APPOINTMENT, TENURE AND RELATED MATTERS
Appointments are made by the Governor in Council, that is by the Governor
General on the advice of the Queen’s Privy Council as represented by Cabinet,
through an Order in Council which normally specifies the term and tenure of
the appointment. The salary on appointment is either included in a schedule
to the appointing Order in Council or in a schedule to a separate Order in
Council for a class of positions in an organization. An individual’s salary
is protected as personal information, in accordance with provisions of the Privacy
Act.
Appointments are for either a fixed term or an indeterminate period and their
tenure is either "during good behaviour" or "during pleasure".
Appointees who hold office during good behaviour may be removed by the Governor
in Council for cause. Appointees who hold office during pleasure may be replaced
or removed at the discretion of the Governor in Council.
When a term is specified in an Order in Council, the appointment ends at its
expiration, unless there is a legislative provision to the contrary. The appointee
may be reappointed to the same position, but since appointments are made at
the discretion of the Governor in Council, renewal is not automatic. In some
cases, statutory provisions prohibit the reappointment of an appointee to the
same position.
Where no term is specified, appointees continue in office until they resign,
are appointed to another position, are replaced or are removed from office.
The Public Service Staff Relations Act, which normally governs employer/employee
relations in the public service, does not apply to "a person appointed
by the Governor in Council under an Act of Parliament to a statutory position
described in that Act ". As a result, appointees are not subject
to collective bargaining or grievance arbitration.
When a Governor in Council appointee resigns, the letter of resignation should
be sent to the agency head, the responsible minister or the Clerk of the Privy
Council, as applicable.
III. CONFLICT OF INTEREST
Governor in Council appointees are required to perform their duties in the
public interest. Their impartiality must be beyond reproach. Consequently,
the government has established for public office holders the Conflict of Interest
and Post-Employment Code which explains the steps to be taken to avoid real
or apparent conflicts between their private interests and public responsibilities.
The Code sets standards to maintain and enhance public confidence in the integrity
of public office holders. It contains measures for compliance while in office
and afterward. Specific requirements include the types of assets that public
office holders may have and the outside activities in which they may engage.
The Ethics Counsellor is responsible for administering this program. Appointees
may discuss their circumstances in confidence with officials in the Office
of the Ethics Counsellor.
IV. OFFICIAL LANGUAGES
The Official Languages Act of 1988 is built on the Canadian Charter
of Rights and Freedoms. This Act applies to all federal institutions,
including departments, agencies, Crown corporations and in whole or in part,
to other institutions through their divestiture legislation.
The objectives of the government's official languages program are to provide
service to the public in the official language of its choice as set out in
the Official Languages Act and Regulations, as required under the Act,
to allow employees in federal institutions to work in the official language
of their choice, and to provide the two official language groups with equal
opportunities to participate in federal institutions.
The Government expects that senior officers and executives will support these
objectives and its commitment under the Act by assisting in the development
of official language minority communities, by fully recognizing the use of
both English and French in Canadian society, and by personally promoting the
use of both official languages in their institutions.
Furthermore, the Act specifies that both English and French are the
official languages of federal courts and that everyone is entitled to use one
or the other in all matters brought before the courts. Federal courts, including
administrative tribunals, must ensure that the individuals hearing the proceedings
understand English or French, or both, without the assistance of an interpreter.
V. COMPENSATION
Deputy Ministers are appointed to level. That is, they are paid within the
DM 1, 2, 3 or 4 salary ranges depending on the scope and complexity of their
responsibilities, the level of their experience and their performance.
Most other Governor in Council appointees are paid within the salary range
for the classified level of their position, GC 1-10 or GCQ 1-10. The level
of a position is determined through the application of the Hay position evaluation
plan, which ensures consistency and equity in the determination of compensation
across organizations.
Deputy Ministers and some other Governor in Council appointees receive compensation
which is comprised of a base salary and an annual re-earnable lump sum payment
known as at risk pay. Salary progression through the salary range and the award
of at risk pay, subject to Governor in Council approval, are based on the individual’s
performance which is evaluated annually against pre-established ongoing commitments
and key commitments.
Those Governor in Council appointees whose duties and responsibilities require
independence from the government are not eligible for at risk pay.
Direct deposit of pay is required for all full-time appointees. The pay is
deposited on a bi-weekly basis.
VI. LEAVE WITH AND WITHOUT PAY
Governor in Council appointees may be awarded different types of leave during
the period of their appointment. Depending on the reason for the leave it may
be with or without pay. Following is a description of these different types
of leave.
1. Paid Vacation Leave
Four (4) weeks of leave per fiscal year on appointment to the public service
(accrued at the rate of 1 2/3 days for each month that the appointee earned
10 or more days' pay).
Five (5) weeks of leave per fiscal year (accrued at the rate of 2 1/12 days
for each month that the appointee earned 10 or more days' pay) when the appointee
has completed:
• 10 years of service as a Governor in Council appointee or as a member of
the Executive Group in the public service; or
• 15 years of service of which at least 5 are as an appointee or a member
of the Executive Group in the public service;
• 20 years of service; or
• the appointee is already entitled to this number of weeks of vacation leave
on appointment from another group in the public service or another federal
Crown organization.
Since April 1, 2000, six (6) weeks of leave per fiscal year (accrued at the
rate of 2 ½ days for each month that the appointee earned 10 or more days’
pay) when the appointee has completed a total of 28 years of service or the
appointee is already entitled to this number of weeks of vacation leave in
the public service or another federal Crown organization. Service for these
purposes does not include pensionable service transferred from another pension
plan through a Pension Transfer Agreement.
Under certain circumstances, appointees from another federal Crown organization
may be able to transfer accumulated vacation leave credits at the time of appointment
to the organization to which they are being appointed.
Vacation leave is intended for use in the year in which it is earned. Leave
not used during that time may be carried forward, but the accumulation of vacation
leave is generally limited to one year's entitlement. At the end of the fiscal
year, March 31, organizations normally make cash payments for accumulated
vacation leave that cannot be carried forward.
With the approval of the immediate supervisor, the appointee may carry forward
up to one year's entitlement of earned but unused vacation leave credits beyond
the permitted maximum accumulation. Any leave carried forward under this exception
must be used within the immediate fiscal year or be subject to mandatory cash-out
at the end of the fiscal year, March 31.
Earned but unused vacation leave credits are automatically paid in cash on
termination.
2. Paid Statutory Holidays
There are eleven (11) paid statutory holidays per year:
• New Year's Day
• Good Friday
• Easter Monday
• Victoria Day
• Canada Day
• Labour Day
• Thanksgiving Day
• Remembrance Day
• Christmas Day
• Boxing Day
• A provincial or civic holiday
3. Paid Sick Leave
Appointees are entitled to fifteen (15) days of paid sick leave per fiscal
year (accrued at the rate of 1 1/4 days for each month that the appointee earned
at least 10 days' pay) with no limit on the total days accumulated.
To support the use of sick leave, a medical certificate may be required by
the deputy head.
At the discretion of the deputy head, appointees may be granted up to 130
continuous days of paid sick leave if they have not accumulated enough credits
to cover an illness. This additional leave may be granted only once in a person's
career and will not be recovered from future sick leave credits.
Under certain circumstances, appointees from another federal Crown organization
may be able to transfer accumulated sick leave credits at the time of appointment
to the organization to which they are being appointed.
No compensation is paid for unused sick leave credits upon termination.
4. Leave for Family Responsibilities
a) Leave with Pay (Discretionary)
Appointees may be granted a total of five days' leave with pay during any
fiscal year for family-related responsibilities such as:
• care of a sick member of the family;
• needs related to the birth or adoption of a child; or
• to take a member of the family to a health or education-related appointment.
b) Leave without Pay (Mandatory)
Maternity Leave
An appointee who is pregnant, shall, at her request, be granted maternity
leave without pay commencing before, on or after the date of childbirth, as
the appointee decides, and ending not later than 17 weeks following the date
of childbirth. A maternity allowance provides income maintenance to the level
of 93% of salary for a period of up to 17 weeks, inclusive of the two-week
waiting period under the Employment Insurance System. The combined period of
maternity leave without pay and parental leave without pay available to a female
appointee after childbirth is limited to 41 weeks.
Parental Leave
An appointee, male or female, who becomes a parent through the birth or adoption
of a child shall be granted parental leave without pay for a single period
of up to 24 consecutive weeks beginning on or after the date of the child’s
birth or in the case of adoption, the date of the acceptance of custody of
the child.
Care and Nurturing Leave
At the appointee's request, leave without pay shall be granted, in one or
more periods (minimum six (6) months each occurrence) not exceeding five (5)
years in total, for the care and nurturing of pre-school age children. In special
circumstances, such leave may be authorized for periods of less than six (6)
months.
5. Special Leave
a) Special Leave with Pay (Mandatory)
Special leave with pay shall be granted for:
• jury duty;
• appearing before any body authorized by law to compel the attendance of
witnesses; or
• participating in a personnel selection process or an appeal process for
any position within an organization in the Government of Canada.
b) Special Leave with Pay (Discretionary)
At the discretion of the deputy head, special leave with pay may be granted
for any purpose not otherwise specified. Examples where such leave might be
granted are bereavement, marriage, or significant excessive hours worked.
c) Special Leave without Pay (Discretionary)
Special leave without pay may be granted for any purpose not otherwise specified.
Since most Governor in Council appointments are for a specified term and renewal
is not automatic, this type of leave would likely be granted only under exceptional
circumstances.
6. Leave for Work-related Illness or Injury
Appointees may receive benefits during absences caused by occupational illness
or injury. However, these benefits must be adjudicated and require the approval
of the Workers' Compensation Board of the province in which the appointee works.
VII. INSURANCE PLANS
Most Governor in Council appointees are eligible for participation in the
public service insurance plans.
1. Public Service Management Insurance
Plan (PSMIP)
(a) Life Insurance
Basic Life
Benefit: Two (2) years’ adjusted annual salary (rounded to the nearest
$1,000)
Cost: Employer-paid
Note: Upon termination of employment, appointees may convert to a private
policy the Basic Life Insurance coverage under PSMIP with the carrier within
31 days from departure and without proof of insurability. The cost would be
paid by the appointee at commercial rates.
Supplementary Life
Optional: Available upon application and submission to the Insurer of satisfactory
evidence of insurability.
Benefit: One year's adjusted annual salary reduced by 10% for every
year of age beyond age 60 to a minimum of 10% of the appointee's adjusted salary
while employed as a Governor in Council appointee.
Cost: Employee-paid
Note: Upon termination of employment, appointees may convert to a private
policy the Supplementary Life Insurance coverage under PSMIP with the carrier
within 31 days from departure and without proof of insurability. The cost would
be paid by the appointee at commercial rates.
Post-Retirement Life
Benefit: 100% of adjusted final salary (salary at retirement excluding
any retroactive revisions) during the first year of retirement, 75% during
the second year, 50% during the third year, and 25% thereafter for life, if
the appointee retires with an immediate reduced or unreduced pension.
Cost: Employer-paid
Dependants' Life
Benefit: $5,000 for the death of spouse and $2,500 for the death of
each dependent child.
Cost: Employer-paid
Note: Upon termination of employment, appointees may convert to a private
policy the Dependants’ Life Insurance coverage under PSMIP with the carrier
within 31 days from departure and without proof of insurability. The cost would
be paid by the appointee at commercial rates.
(b) Accidental Death and Dismemberment (AD&D) Insurance
Benefit: Appointee —$250,000 for accidental death. In case of dismemberment,
benefits are paid according to a benefit schedule.
Dependants — $5,000 (spouse), $2,500 (dependent child) in circumstances as
described for members.
Cost: Employer-paid
Note: Upon termination of employment, coverage under Accidental Death
and Dismemberment Insurance ceases.
(c) Long-Term Disability (LTD) Insurance
Benefit: 70% of annual salary, increased each January 1 by increases
in the Consumer Price Index to a maximum of 3%, payable after all sick leave
credits are used or 13 weeks of total disability, whichever is longer, for
a period of:
• up to 24 months if the appointee is totally disabled for essential functions
of his or her own job;
• thereafter, until age 65 if the appointee is totally disabled for any reasonably
commensurate employment that provides at least 2/3 of
the current salary of the appointee's former position.
Cost: Employer-paid
2. Supplementary Death Benefit Plan
(Public Service Superannuation
Act — PSSA)
This plan applies only to appointees who are members of the Public Service
Superannuation Plan. It provides additional compulsory life insurance coverage,
equal to two (2) times the annual salary, while participating in the plan.
Benefit: Compulsory life insurance coverage while employed equal to
two (2) times annual salary until the member's 66th birthday.
Upon reaching age 66, the benefit reduces by 10% per year to a minimum of $10,000.
Cost: The appointee pays $0.15 per $1,000 of coverage.
Upon termination of employment, appointees may elect to continue coverage.
The cost may vary depending on the type of retirement benefit received, i.e.
immediate annuity, annual allowance or deferred annuity.
Note: Explanations of the terms "immediate annuity",
"annual allowance" and "deferred annuity" may be found
in section VIII which describes the pension plan.
3. Provincial Health Insurance Plans
Benefit: Insures appointees and dependants for physicians' and surgeons'
fees and other medical expenses and standard ward accommodation in a hospital
in Canada.
Cost: Shared 50/50 in provinces which levy direct premiums (i.e. British
Columbia and Alberta). If the appointee retires and receives benefits under
the Public Service Superannuation Act (PSSA), the employer continues
to share the cost 50/50.
4. Public Service Health Care Plan (PSHCP)
(a) Extended Health Care
Benefit: Reimbursement of 80% of eligible expenses after an annual
deductible ($60 single/$100 family) for specified medical expenses not covered
under provincial health insurance plans (e.g. prescription drugs, vision care,
etc.).
Cost: Employer-paid
Note: Appointees may be subject to a waiting period at the time of
initial appointment.
(b) Supplementary Hospital Accommodation
Benefit: Reimbursement of up to $150 per day towards the cost of a
semi-private or private room, Level III accommodation.
Cost: Employer-paid
(c) Travel Benefit
Benefit: Reimbursement of 100% of costs for emergency medical treatment
not covered by the appointee’s provincial health insurance plan, for appointees
and their dependants when travelling outside of Canada for personal reasons,
for up to 40 days from departure from Canada, up to a limit of $100,000 per
person. This benefit also applies to Quebec residents while they are travelling
in another province, since the Quebec health insurance plan may not cover the
full cost of treatment in another province.
Cost: Employer-paid
(d) Out-of-Province Treatment Benefit
Benefit: Reimbursement of 80% of costs up to a limit of $25,000 for
charges for public ward accommodation in a hospital outside of Canada, and
charges for the services of physicians and surgeons which exceed the amount
covered by the appointee's provincial health insurance plan, when the appointee
or dependants are referred for treatment by a physician in the appointee's
province of residence because the treatment is not offered in the appointee's
province of residence.
Cost: Employer-paid
Note: Coverage under the Public Service Health Care Plan may be continued
if the appointee retires and is in receipt of an annuity under the PSSA, with
the cost shared by the appointee and the employer.
5. Public Service Dental Care Plan (DCP)
Benefit: Reimbursement of a percentage of the costs for eligible services
after a calendar year deductible ($25 single/ $50 family) to the limits shown
in the provincial or territorial dental fee guide in effect for the previous
year. Except for orthodontic work, there is a reimbursement limit of $1,300
per calendar year per covered person for dental expenses. The lifetime limit
for orthodontic expenses is $2,500 per covered person.
Expenses reimbursed at 50% include major restorative, major prosthodontic
and orthodontic work.
Expenses reimbursed at 90% include diagnostic, preventive and minor restorative
work
Note: Appointees may be subject to a waiting period at the time of
initial appointment.
If a person joins the plan on or after July 1, the maximum reimbursement amount
per person, excluding orthodontic services, is $650 for the year.
Cost: Employer-paid
Note: Coverage under the Public Service Dental Care Plan ceases on
termination of employment.
6. Pensioners Dental Services Plan (PDSP)
Benefit: The PDSP is an optional, contributory dental plan providing
coverage for eligible pensioners (including survivors) under the Public Service
Superannuation Plan and a number of other federal superannuation plans. There
are three possible levels of coverage: pensioner alone; pensioner and one eligible
family member; pensioner and two or more eligible family members.
Cost: The pensioner pays 40% of the cost and the government pays 60%.
The cost will vary according to the coverage selected.
VIII. PENSION PLAN
(Public Service Superannuation Act) (PSSA)
(Special Retirement Arrangements Act) (SRAA)
Eligibility — (minimum requirements)
Most Governor in Council appointees are eligible to participate in the plan.
In certain cases, participation may require Governor in Council approval. In
some cases, however, legislation prevents a Governor in Council appointee from
participating in the plan.
For members of the plan, the minimum requirement to be eligible for a pension
is completion of at least two years of pensionable service. If this requirement
is not met, the appointee's contributions plus interest, as determined on a
quarterly basis, are automatically returned to the appointee on termination
of employment.
Pensionable service comprises current employment as a contributor and any
periods of prior employment established as pensionable which the appointee
has purchased under the elective service provisions of the plan or pursuant
to a Pension Transfer Agreement between employers. Under the transfer provisions,
the appointee may be required to pay an additional amount to ensure that all
or a portion of prior service is recognized as pensionable under the terms
of the plan.
Benefits
Immediate Annuity - an unreduced pension which is calculated using
the following formula: 2% X the number of years of pensionable service
(maximum 35) X average salary over the best five (5) consecutive years of highest
salary if the appointee:
a) retires at age 60 or older and has at least two years of pensionable service;
b) retires at age 55 or older and has at least 30 years of pensionable service;
or
c) is disabled before age 60 with two or more years of pensionable service.
Deferred Annuity (optional) — unreduced pension payable at age 60 to
those who leave the public service prior to age 60 with two or more years of
pensionable service but who do not qualify for an immediate annuity on the date
of termination.
Note: Plan members entitled to a deferred annuity may, at any time
after reaching age 50, elect to receive an annual allowance.
Annual Allowance (optional) — a reduced pension payable as early as age
50, calculated as follows:
Formula 1: (applicable only to those aged 50 or more at the termination
date with 25 or more years of pensionable service) - the lower annual allowance
of:
(a) the deferred annuity amount reduced by 5% for each year (to the nearest
tenth) that the age is less than 55, or
(b) the deferred annuity amount reduced by 5% for each year (to the nearest
tenth) that pensionable years are less than 30.
Formula 2: (applicable to all others) - the deferred annuity amount
reduced by 5% for each year of age (to the nearest tenth) less than 60 (maximum
50%).
For those eligible for Formula 1, the higher annual allowance from either
Formula 1 or 2 is the annual allowance paid.
Transfer Value (optional) — a lump sum amount which would be required
today to fund a particular amount of pension benefit normally payable in the
future.
Eligibility: If a plan member has at least two years of pensionable
service and is less than age 50 at termination of employment, that person may
choose a Transfer Value instead of a deferred annuity.
Formula: The transfer value is based on the deferred annuity that would
be payable at age 60, and takes into account factors such as the member's salary
and service, CPP/QPP contributions and benefits, pension indexing, demographic
and economic assumptions as well as interest applied to the pension fund. This
option is irrevocable and must be made within one year of termination of employment.
Survivor Benefits
Spouse: lifetime allowance calculated as 1% X the number of years of
pensionable service (maximum 35) X average salary over the best five (5) consecutive
years of highest salary.
Eligible child: normally 20% each of the spouse's allowance (but the
maximum amount payable cannot exceed 80%).
Survivor benefits are payable upon the death of a plan member who had completed
at least two years of pensionable service. Otherwise, a return of contributions
is paid. Common law spouses may be recognized as the surviving spouse.
A spouse married after the member's retirement would not normally be entitled
to an allowance. The member may elect, however, to reduce the amount of his
or her pension in order to provide survivor benefit protection for a spouse
married after retirement.
Guaranteed Minimum Benefit —
Every plan member with a vested benefit is guaranteed that the equivalent
of at least five years of pension payments will be made to or in respect
of the member. Benefits can take the form of pension payments to the plan
member, to his or her survivors, or a lump sum paid to a designated Supplementary
Death Benefit beneficiary, or to a combination of these as provided by the
terms of the plan.
Pension Increases — Pension payments are adjusted each January 1 by
a percentage equal to the average monthly increase in the Consumer Price Index
during the year ending the previous September. The first increase after retirement
is prorated to reflect the number of full months of retirement in the retirement
year.
Cost: Shared. The member pays 7.5% of salary (minus the amount required
for Canada/Quebec Pension Plan) to a maximum of 35 years.
Note: The benefits of the pension plan, like its contributions, are
integrated with the Canada and Quebec Pension plans(C/QPP). At age 65,
an individual’s Public Service Pension Plan benefits are reduced to take into
account C/QPP.
Post-Employment Participation
(Special Retirement Arrangements Act — SRAA)
Deputy heads who leave the public service before age 60 with at least 10 years
of pensionable service and prior to having reached the combination of 55 years
of age and 30 years of service, may elect to continue to contribute to the
pension plan until age 60. This election must be made before the date of termination,
and the former deputy head pays two (2) times the plan member's contributions
(minus CPP/QPP), based on the plan member's salary at departure, adjusted from
time to time for future increases in the salary range.
If the former deputy head makes this election under the Special Retirement
Arrangements Act, he or she may also elect, before the date of termination
of employment, to continue coverage under the Supplementary Death Benefit
Plan (PSSA), the Public Service Management Insurance Plan, the Public Service
Health Care Plan and the Public Service Dental Care Plan. The cost of this
coverage is paid by the former deputy head.
IX. PAYMENTS ON TERMINATION
1. Severance Pay
Appointees are entitled to one week's pay for each completed year of service
up to 28 weeks, payable on termination of employment, regardless of reason
for departure, reduced by amounts previously granted. Under certain circumstances,
appointees from another federal Crown organization may be able to transfer
severance entitlements at the time of appointment to the organization to which
they are being appointed.
2. Additional Death Benefit
Applicable to some appointees who were not contributors to the Public Service
Pension Plan: a sum equal to two months of salary payable to the surviving
spouse or, if necessary, such person as the Treasury Board determines.
3. Salary for the Month of Death
If the appointee has one or more years of service, salary for the full month
in which the appointee dies will be paid to a named beneficiary or to the appointee's
estate. The amount of the payment will be the monthly rate of pay minus any
salary payments already made in the month of death.
X. EXECUTIVE VEHICLES
Deputy Ministers and appointees who hold a personal classification equivalent
to the DM-2 level (GC-9-10 or GCQ 9-10) or above; hold a position which is
classified at these levels on a full-time basis; and occupy the most senior
position in the organization may use an executive vehicle for personal and
business purposes.
The personal use of the vehicle is a taxable benefit.
XI. PARKING
Governor in Council appointees are eligible for reimbursement up to 50% of:
• the monthly rate charged for Crown parking facilities; or
• the monthly rate charged for commercial facilities, limited to a maximum
of the equivalent Crown rate.
This is a taxable benefit.
XII. MEMBERSHIP FEES
The government reimburses fees when membership in an organization is required
for the performance of official functions or directly serves the government's
interests.
Fees for membership in community, commercial or other special interest organizations
may be paid only in exceptional circumstances when the deputy head believes
that membership can contribute to achieving the objectives of the department
or agency.
Reimbursement of membership fees for primarily social, recreational or fraternal
organizations is subject to the approval of the responsible Minister.
XIII. HOSPITALITY
Expenditure of public money for hospitality is strictly limited to initiatives
that facilitate operational objectives or comply with the requirements of courtesy
or protocol. Generally, hospitality expenditures are reimbursed only when recipients
are not government employees and the occasion marks important meetings, conferences
and ceremonies.
XIV. BUSINESS TRAVEL
The standards and conditions governing travel on government business are
prescribed in the Treasury Board Travel Directive, Special Travel Authorities
and Travel Administration Guide. The provisions in these documents
apply to all Governor in Council appointees except those employed in organizations
which have the authority to establish their own.
The provisions are mandatory and represent reimbursement of reasonable
expenses necessarily incurred while travelling on official business.
The major elements of travelling expenses are as follows:
1. Transportation
Deputy Ministers (DM 1-4) and appointees at the GC/GCQ 8-10 levels and above
may use business class air travel but must book through the Government Travel
Service. They may claim expenses in excess of the per diems specified in the
Travel Directive, based on receipts, subject to the general principles specified
in the Travel Directive (i.e. commercial accommodation, telephone calls,
meals and incidentals).
Appointees at the GC/GCQ-3 or higher levels who occupy positions outside the
National Capital Region and all appointees at the GC/GCQ-4 or higher levels
may be authorized to use business class air travel when circumstances and distances
warrant. In order to reduce business class air travel, the distance should
exceed 850 kilometres by air one way.
For short distances, surface transportation, including personal vehicles,
may be authorized.
First class air travel was eliminated by Cabinet direction in February 1992.
Travel Loyalty Programs
Governor in Council appointees may enrol in the travel loyalty program of
their choice provided they notify the Government Travel Service. Appointees
may redeem travel points for personal and/or business use. Appointees must
contact their travel loyalty programs directly, not the Government Travel Service
to redeem benefits.
When redeemed for personal use, travel points must be declared as a taxable
benefit in accordance with the Canada Customs and Revenue Agency’s Interpretation
Bulletin IT-470R (Consolidated) - Employee Fringe Benefits. The government
will not issue a T4 or T4A slip in this regard. It is the responsibility of
appointees to report the applicable taxable benefit when completing their annual
tax return.
2. Accommodation and Other Expenses
Hotels
The Accommodation and Car Rental Directory no longer lists properties
on white or green pages. Accommodations are now listed as within the city rate
limit or above the city rate limit. Accommodation above the city rate limit
must be justified on the travel claim. Selection of such properties should
be because it is cost-effective or because exceptional circumstances warrant.
Meals
While on travel status, claims may include the daily meal allowances or actual
and reasonable meal expenses, supported by receipts. Actual meal expenses shall
not include alcohol or the additional cost of room service, which is to be
identified by the claimant.
Incidentals
This allowance covers such items as gratuities, a daily newspaper, laundry
and dry cleaning over the duration of a trip, even though a particular expense
may be higher on a given day. Actual incidental costs may be claimed in unusual
circumstances. On those days, the standard incidental allowance is not provided.
However, if one decides to claim actual incidental costs for laundry and dry
cleaning, the incidental allowance may not be claimed for the whole trip. In
such cases, all incidental expenses incurred on that trip would be reimbursed
only on the basis of receipts.
Taxis and Parking
When in travel status, actual expenses may be claimed for taxis and parking,
on the honour system (without receipts). However, it has been the general practice
to submit receipts.
Calls Home
When using inter-city authorization codes, appointees 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 appointee. When inter-city authorization codes are not used, the regular
telephone provisions of the Travel Directive apply.
XV. RELOCATION
The Treasury Board Integrated Relocation Program is a one-stop shopping concept
designed to provide appointees with a menu of move-related options to address
their relocation needs. The receiving organization will advise the relocation
service with whom the government has contracted, of the person’s appointment.
A consultant from the relocation service will then explain the program in detail
to the appointee and assist him or her in tailoring and optimizing available
benefits. This professional assistance will be available throughout every step
of the move.
REFERENCES
CONFLICT OF INTEREST
"Conflict of Interest and Post-Employment Code for Public Office Holders",
published by the Office of the Ethics Counsellor, is available in electronic
format at the following Web site: http://www.parl.gc.ca/oec/en/public_office_holders/conflict_of_interest/
OTHER PLANS AND POLICIES REFERRED TO IN THIS BOOKLET
Further information on plans and policies in this booklet can be obtained
by consulting the Treasury Board of Canada Secretariat's Web site at:
http://www.tbs-sct.gc.ca
The following documents are available on the Privy Council Office Web site
at: http://www.pco-bcp.gc.ca
Building
a Governor in Council Position Accountability Profile
Performance
Management Program
Terms and Conditions of Employment for Full-time Governor in
Council Appointees - September 2002
Minister of Supply and Services Canada 2002
Cat. No. CP22-16/2002
ISBN 0-662-666818-9
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