njc joint travel directive

National Joint Council

Gen Sec Annual Report - 2022-23
NJC Labour Relations Training Sessions for the LR Community
NJC Recognition
Photo Gallery
Current Committee Activities
NJC Constitution
NJC By-Laws
NJC Co-Development Process
NJC Results for Employees
Organization Chart
NJC Membership
NJC Statement of Values
Disability Insurance Plan
Public Service Dental Care Plan
Public Service Health Care Plan
Coordinators
Search Decisions
Information Notice - Change in Grievance Practice
Grievance Process and Procedures
Publications
NJC Communiqués

Travel Directive

Note: Public Service employees must contact their Designated Departmental Travel Coordinator with their questions.

Communiqués Other related documents

Collective agreement
Grievance procedure
Effective date
Purpose and scope
Application
Definitions
1.1 Authorization
1.2 Loyalty programs
1.3 Overpayments
1.4 Receipts
1.5 Responsibilities
1.6 Suppliers, services and products
1.7 Travel advances
1.8 Travel forms
1.9 Workplace change (applies within the headquarters area only)
2.1 Insurance plans and compensation
2.2.1 Crown Vehicles
2.2.2 Rental Vehicles
2.2.3 Private Motor Vehicles
3.1.1 Accommodation
3.1.2 Additional business expenses
3.1.3 Bottled water
3.1.4 Currency exchange
3.1.5 Dependant care
3.1.6 Home communication
3.1.7 Incidental expense allowance
3.1.8 Insurance
3.1.9 Meals
3.1.10 Rest periods
3.1.11 Transportation
3.1.12 Weekend travel home
3.1.13 Weekend travel - alternatives
3.2.1 Accommodation
3.2.2 Additional business expenses
3.2.3 Bottled water
3.2.4 Currency exchange
3.2.5 Dependant care
3.2.6 Home communication
3.2.7 Incidental expense allowance
3.2.8 Insurance
3.2.9 Meals
3.2.10 Rest periods
3.2.11 Transportation
3.2.12 Weekend travel home
3.2.13 Weekend travel - alternatives
3.3.1 Accommodation
3.3.2 Additional business expenses
3.3.3 Bottled water
3.3.4 Currency exchange
3.3.5 Dependant care
3.3.6 Home communication
3.3.7 Incidental expense allowance
3.3.8 Insurance
3.3.9 Meals
3.3.10 Rest periods
3.3.11 Transportation
3.3.12 Weekend travel home
3.3.13 Weekend travel - alternatives
3.4.1 Accommodation
3.4.2 Additional business expenses
3.4.3 Bottled water
3.4.4 Currency exchange
3.4.5 Dependant care
3.4.6 Home communication
3.4.7 Incidental expense allowance
3.4.8 Insurance
3.4.9 Meals
3.4.10 Rest periods
3.4.11 Transportation
3.4.12 Weekend travel home
3.4.13 Weekend travel - alternatives
4.1 Escort Officers
4.2 Ships Officers / Ships Crews
4.3 Special transportation needs
5.1 Death while in travel status
5.2 Emergencies, illnesses and injuries while in travel status
Appendix A - Guide to Insurance Coverage for Employees on government Travel
Appendix B - Kilometric Rates - Modules 1, 2 and 3
Appendix C - Allowances - Modules 1, 2 and 3
Appendix D - Allowances - Module 4
Appendix E - Blanket travel authority templates - Module 1 - Travel within headquarters area
Appendix E - Module 2 - Travel outside headquarters area - no overnight stay
Appendix E - Module 3 - Travel in Canada and continental U.S.A. - overnight stay
Appendix E - Module 4 - International travel - overnight stay
Appendix F - Sample declaration

Skip to main content
Skip to "About this site"
Departments

Language selection

Search and menus

CIHR Travel Policy

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

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

Collective agreement

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

Grievance procedure

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

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

Relevant Legislation

Financial Administration Act

Part I - Administration

1.1 The employer has the responsibility to authorize and determine when government travel is necessary, and to ensure that all travel arrangements are consistent with the provisions of this Policy. Following consultation between the employer and the employee, the determination of travel arrangements shall best accommodate the employee's needs and interests and the employer's operational requirements.

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

1.3 Expenses resulting from misinterpretations or mistakes are not a basis for reimbursement or non-reimbursement. However, such situations shall be reviewed on a case-by-case basis.

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

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

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

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

Overpayments, namely amounts reimbursed or paid to travellers, which are not in accordance with the terms of this directive, shall be recovered from the traveller as a debt owing to the Crown.

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

6.1 The employer shall:

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

6.2 The traveller shall:

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

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

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

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

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

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

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

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

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

Part II - Insurance

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

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

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

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

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

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

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

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

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

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

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

Part III - Travel Modules

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

12.1 Accommodation:

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

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

12.2 Additional business expenses:

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

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

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

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

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

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

12.3 Bottled water

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

12.4 Currency exchange

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

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

12.5 Dependant care

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

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

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

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

12.6 Incidental expense allowance

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

12.7 Insurance

See Part II and Appendix A.

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

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

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

12.9 Transportation

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

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

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

(a) Commercial

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

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

(b) Other modes of transportation

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

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

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

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

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

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

12.10 Expenses not reimbursable

Incidental allowances are not applicable.

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

13.1 Additional business expenses

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

13.2 Bottled water

13.3 Currency exchange

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

13.4 Insurance

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

13.5 Dependant care

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

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

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

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

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

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

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

13.7 Transportation

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

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

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

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

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

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

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

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

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

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

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

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

13.8 Expenses not reimbursable

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

14.1 Accommodation

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

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

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

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

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

14.2 Additional business expenses

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

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

14.3 Bottled water

14.4 Currency exchange

14.5 Dependant Care

14.6 Home communication

Home communication is included in the incidental expense allowance.

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

14.7 Incidental expense allowance

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

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

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

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

14.8 Insurance

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

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

14.10 Rest periods

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

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

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

A suitable rest period shall not be unreasonably denied.

14.11 Transportation

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

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

14.12 Weekend travel home

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

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

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

Every weekend:

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

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

Every third weekend on average:

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

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

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

14.13 Weekend travel - Alternatives

(a) By the employee

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

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

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

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

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

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

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

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

15.1 Accommodation

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

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

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

15.2 Additional business expenses

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

15.3 Bottled water

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

15.4 Currency exchange

15.5 Dependant Care

15.6 Home communication

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

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

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

15.7 Incidental expense allowance

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

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

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

15.8 Insurance

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

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

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

15.10 Rest periods

15.11 Transportation

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

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

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

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

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

15.12 Weekend travel home

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

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

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

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

15.13 Weekend travel - Alternatives

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

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

Part IV - Emergencies, Illnesses, Injuries And Death

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

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

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

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

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

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

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

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

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

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

Part V - Special Travel Authorities

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

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

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

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

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

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

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

19.2 Incidentals

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

19.3 Taxis and parking

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

19.4 Hotels

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

19.5 Calls home

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

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

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

19.6 Business class air

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

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

20.1 Identify travel costs in contract

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

20.2 Amounts payable

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

20.3 No fees paid

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

20.4 Air fares

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

20.5 Private motor vehicles

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

20.6 Insurance

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

20.7 Booking air and hotels

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

20.8 Reimbursement of costs

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

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

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

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

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

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

Additional information may be obtained from:

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

Skip to main content
Skip to footer

Buyandsell.gc.ca

Public Services and Procurement Canada

Travel Directive and Incidentals

Attention! We’ve Moved! The Supply Manual has moved to the CanadaBuys website. Check out the new landing page for the Supply Manual .

Attention! As part of the Acquisitions Program’s transformation agenda, PSPC is planning to archive and migrate the SACC manual to the CanadaBuys website. The SACC manual will continue to be available on the BuyandSell website to ensure continuity of service during this transition period. At this time, an initial version of the archived version of the SACC has been posted on CanadaBuys. We encourage you to go visit the site and get comfortable with the new format of the SACC at the following:

Archived - Standard Acquisition Clauses and Conditions Manual | CanadaBuys

We appreciate your continued feedback and cooperation during this transition.

Attention! More information for suppliers . Read the news item with updates on the SACC and Contract Modernization Initiative.

The purpose of Policy Notification (PN) 127 is to inform all Public Works and Government Services Canada (PWGSC) Acquisitions Program (AP) contracting officers of the revised National Joint Council Travel Directive . The revised National Joint Council (NJC) Travel Directive indicates that incidental expense allowances are to be paid to public service employees rather than to travellers. This PN is issued to address the NJC Travel Directive dated July 1, 2017 regarding the exclusion of payment of incidentals to contractors.

Effective date

This PN is effective immediately. The Supply Manual (SM) and Standard Acquisitions Clauses and Conditions (SACC) Manual have been updated to reflect the changes.

Treasury Board (TB) Contracting Policy 4.2.16 states: “The National Joint Council Travel Directive applies to travel costs incurred by contractors when these costs are a specific element of the contract.”. Solicitation documents and contracts incorporate by reference, travel rates published in Appendices B, C and D of the NJC Travel Directive. The revised NJC Travel Directive replaces the archived version dated April 1, 2008, which stated that incidentals were allowed for government employees and travellers, which included contractors authorized to travel on government business.

The NJC Travel Directive specifically defines the following:

“ Employee: a person employed in the public service.

Traveller: a person who is authorized to travel on federal government business ."

Please refer to National Joint Council Travel Directive definitions for further information.

The revised NJC Travel Directive allows incidental expenses for public service employees and does not reference ‘travellers' in regard to payment of incidentals. The directive states that a public service employee who is required to travel on government business shall be paid an incidental expense allowance that covers a number of miscellaneous expenses. As a result of the revision, the Supply Manual (SM) and SACC Manual have been updated.

The change to the NJC Travel Directive dated July 1, 2017 has implications for three different scenarios regarding the payment of incidentals to contractors in contracts that are issued under a procurement vehicle under the responsibility of PWGSC AP :

Existing contracts with reference to incidentals: Continue to respect the terms and conditions of these contracts. Incidentals pursuant to government-approved travel will continue to be paid in accordance to the terms and conditions of the contract.
Existing contracts without reference to incidentals: The decision to stop paying incidentals to contractors pursuant to government-approved travel, will be a business decision on a case-by-case basis, in consultation with Legal Services. This includes future call-ups (contracts) against existing standing offers and future contracts against existing supply arrangements.
New contracts: Incidentals are not to be paid to contractors pursuant to government-approved travel in new contracts. Incidentals are not to be included in the basis of payment regarding travel costs for contractors undertaking government-approved travel in new procurements, including contracts issued against standing offers and supply arrangements. PWGSC 's Standard Acquisitions Clauses and Conditions (SACC) Manual clauses will be revised to remove the term “incidentals” in the basis of payment clauses.

Summary of changes

Changes to the SACC Manual involve deleting incidental expenses from applicable clauses. Changes to the Supply Manual involve updating links to reference the latest NJC Travel Directive and include references to the Treasury Board Special Travel Authorities .

Contact information

Please direct any enquiries by email to the following address: [email protected] .

Affected Supply Manual sections

10.1: Cost and profit: General information
10.10: Travel and living expenses
10.5.4: Annex: Cost Interpretation Bulletin - Number 04 Travel Costs

Affected SACC Manual sections

5.C.C0211C: Basis of Payment
5.C.C0212C: Basis of Payment - Hourly Rates
5.C.C0213C: Basis of Payment - Firm Price - Services
5.C.C0214C: Basis of Payment - Firm Hourly Rates
5.C.C4005C: Travel and Living Expenses - National Joint Council Travel Directive

Language selection

Français fr

Chapter 209 - Transportation and Travelling Expenses

Disclaimer: The Compensation Benefit Instructions (CBI) are provided electronically in Hypertext Markup Language (HTML) and Portable Document Format (PDF) versions. HTML is provided solely for the convenience of readers. The only official version of the CBI made under the authority of the National Defence Act is in electronic PDF format found on this web site.

209.02 - Unpaid Ranks

209.03 - preparation and submission of claims.

209.04 - Transportation when Processing to and Returning from Class "A" Reserve Service and Class "B" Reserve Service
209.045 - Transportation Assistance for Reserve Force Personnel on Class "A" Reserve Service

Section 2 – Transportation and Accommodation

209.27 - hire of private motor cars, 209.28 - commuting assistance, 209.29 — special commuting assistance (sca), section 3 – travelling expenses.

209.30 - Travelling Expenses – Conditions and Entitlements
209.31 - Reimbursement for Weekend Travel While on Temporary Duty

209.335 - Family Care Assistance

209.35 - expenses when a ship is temporarily evacuated due to disruptions in essential services.

209.36 – Custodial Expence - has been moved to Chapter 208.998, effective 1 September 2018

209.37 – Senior Appointment and Key Leadership Position Travel – Reserve Force Personnel on Class “A” Reserve Service

Section 4 – incidental travelling expenses.

209.42 - Repealed by TB on 1 December 2003 Effective 1 October 2002
209.43 - Repealed by TB ON 1 December 2003 Effective 1 October 2002

Section 5 – Transportation on Leave

209.50 - leave travel assistance (lta).

209.51 - Compassionate Travel Asssistance

209.52 - Transportation on Special Leave

209.53 - assisted leave transportation expense.

209.54 - Reimbursement of Expenses when Recalled from or on Cancellation of Leave

Section 6 – Entitlement at Time of Enrolment

209.60 - definition, 209.61 - applicants for enrolment, 209.63 - leave without pay and allowances on enrolment, section 7 – relocation benefits - special cases.

209.715 - Transportation and Travelling Entitlements on Termination of Class "C" Reserve Service for Misconduct - Reserve Force

209.72 - Transportation and Travelling Entitlements on Release for Misconduct - Regular Force

209.73 - [NOT ALLOCATED]

Section 8 – [NOT ALLOCATED]

Section 9 – [not allocated], section 10 – miscellaneous, [209.99 to 209.9912 – not allocated].

209.9913 - Reimbursement for Transportation and Travelling Expenses of Service or Retired Officers and Non-Commissioned Members and Guests Attensing Investitures

209.992 - Transportation of Dependants – Medical Care and Dental Treatment

209.9922 - Transportation of a Deceased Dependant or an Officer or Non-Commissioned Member whose Dependant has died or a Dependant of a Deceased Officer or Non-Commissioned Member

[209.993 to 209.999 – NOT ALLOCATED]

Chapter 209 - Transportation and Travelling Expenses [ PDF - 1.11 MB ]

The definitions in this instruction apply in sections 1 to 6.

means the berth, seat or other accommodation that may be provided to an officer or non-commissioned member in a railway train or other conveyance.

means transportation provided at public expense under CBI 209.30 - Entitlement and Instruction , ( see Canadian Forces Temporary Duty Travel Instructions ) and does not include accommodation, meals, gratuities and similar incidentals.

means travelling expenses at the rates established Canadian Forces Temporary Duty Travel Instruction.

(effective 1 October 2002) Amendment 2/03

209.013(1) (Definition) In this instruction, compensation means all expenses and all benefits, whether primarily of a financial nature or not, established in this chapter.

209.013(2) (Power of the Minister) Where in this chapter an officer or non-commissioned member or a member's dependants have not received compensation because the relevant circumstances, although not dissimilar to, were different from the circumstances established, the Minister may, if the Minister considers it would be equitable and consistent with the purpose of this chapter, approve the grant of all or part of that compensation.

209.015 - Exceptions and Limitations to Entitlements under this Chapter

209.015(1) (Limitations) Subject to paragraph (2) and despite sections 2 – Transportation and Accommodation , 3 – Travelling Expenses and 4 – Incidental Travelling Expenses , the entitlement of an officer or non-commissioned member to any of the expenses described in those sections may be limited in whole or in part, if:

(amended by TB, effective 1 March 2022)

expenses in whole or in part, or any other remuneration, of the member who is sent on duty are paid by a third party; or
prior to proceeding on duty, the member waives their entitlement in whole or in part to the expenses described in sections 2, 3 and 4.

209.015(2) (Cap) No limitation may be imposed under paragraph (1) that exceeds the expenses or other remuneration paid by the third party or the expenses waived by the officer or non-commissioned member.

209.015(3) (Expenses denied or paid by a third party) When a limitation is imposed under paragraph (1), any monies received as expenses or other remuneration by the officer or non-commissioned member from a third party may be retained by the member in lieu of any expenses under section 2, 3 or 4 that are denied the member under paragraph (1).

This chapter applies to officers and non-commissioned members holding unpaid acting rank as though they held the equivalent paid rank.

209.03(1) (Submission of claim) Claims for transportation and travelling expenses shall be prepared and submitted in such manner and supported by such receipts and vouchers as may be required by the CBI and by any orders or instructions issued by the Chief of the Defence Staff.

209.03(2) (No subsequent adjustment) After a claim has been paid, no subsequent adjustment shall be made as a result of any antedated promotion, relinquishment of rank or appointment promulgated after the payment.

209.04: Repealed Consequentually to TB Approval of 1 December 2003

209.045 - transportation assistance for reserve force personnel on class a reserve service.

(TB 4 April 2022, has been moved to CBI 209.295 (Transportation Assistance for Reserve Force Personnel on Class "A" Reserve Service), Effective 1 March 2022)

209.20: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.22: repealed by tb on 1 december 2003 effective 1 october 2002, 209.25: repealed by tb on 1 december 2003 effective 1 october 2002, 209.26: repealed by tb on 1 december 2003 effective 1 october 2002.

Repealed by TB, effective 1 August 2023)

209.28(1) (Definitions) The definitions in this paragraph apply in this instruction.

means public transportation that is scheduled at appropriate times to permit members to work their allotted schedule and return home within a reasonable time after work and that has the capacity to carry the work force.

means a location where most of the members at a worksite would be expected to reside and is:

listed in Appendix B (Non-Exclusive List of Qualified Worksites and Designated Suitable Residential Communities) of the National Joint Council Commuting Assistance Directive; or
if not so listed, designated by the Chief of the Defence Staff or their delegate. (centre domiciliaire convenable)

means the actual building or other place to which an officer or non-commissioned member regularly reports for duty. (lieu de travail)

209.28(2) (Authorization) Commuting assistance may be authorized by the Chief of the Defence Staff or their delegate, in respect of

a new worksite that is not served by adequate public transportation and is situated more than 16 road kilometres from the nearest suitable residential community;
an existing worksite for which commuting assistance was, prior to the making of this instruction, authorized for public service employees, that is not now served by adequate public transportation and that is situated more than 16 road kilometres from the nearest suitable residential community; or
an existing worksite when that location meets the established qualifications but was in existence prior to 1 January 1973, is not now served by adequate public transportation and is situated more than 16 road kilometres from the nearest suitable residential community.

Note The designation of a new worksite by the Chief of the Defence Staff may be requested by a Level 1 advisor through the Chief of Military Personnel.

209.28(3) (Types of commuting assistance) Commuting assistance may be in the form of a kilometrage allowance, assisted transportation or free transportation as determined by the Chief of the Defence Staff or their delegate. Normally only one form of commuting assistance will be authorized in respect of each worksite except when it is more practical or economical to approve a second form.

Note When commuting assistance is authorized in respect of a worksite with an interdepartmental presence, the Director General Compensation and Benefits will act as the Canadian Forces Designated Departmental Commuting Assistance Coordinator to coordinate the type(s) of commuting assistance which are applicable.

209.28(4) (Method of commuting assistance) When commuting assistance is authorized in respect of a worksite and the Chief of the Defence Staff has determined the form of the commuting assistance, that assistance shall be provided as follows:

if assistance in the form of free transportation is authorized, transportation shall be by publicly-owned or chartered vehicle between the worksite and the nearest public transportation system;
between the worksite and a suitable residential community,
for any officer or non-commissioned member serving at the worksite who enters or leaves the vehicle at any point on its normal direct route between the worksite and a suitable residential community, and
at the cost established by Treasury Board for a public service employee for each one-way trip or the normal fare on the public transportation system within the designated community, whichever is greater; or
if assistance in the form of an allowance per kilometre is authorized, then an officer or non-commissioned member is entitled — for each one way trip between the member’s worksite and the member’s residence that is necessarily made by the member in daily travel to or from work — to assistance determined by the formula

[ ( A − 16 − P ) × B ]

A is the direct road distance between the member’s worksite and their residence, or the centre of the suitable residential community, whichever is closer to the worksite;

B is the kilometric rate for the location of the worksite as set out in “Appendix A — Lower Kilometric Rates” of the National Joint Council Commuting Assistance Directive , as amended from time to time; and

P is the distance the member travels as a passenger with another person who is reimbursed at public expense for travelling that distance.

(amended by TB, effective 1 August 2023)

209.29(1) (Purpose) The purpose of the Special Commuting Assistance (SCA) is to provide compensation to eligible members for some of the costs relating to a reasonable daily commute as an alternative to a move under the Canadian Armed Forces Relocation Directive (CAFRD).

209.29(2) (Entitlement) A member is entitled to receive SCA if all of the following conditions are satisfied:

the member is posted after 31 March 2021 to a new permanent workplace and is eligible for relocation benefits under the CAFRD;
if the member’s current residence is located outside the geographical boundaries established as the acceptable residency distance for the new permanent workplace, the member has received the required approval to reside outside those boundaries;
the direct road distance between the member’s current residence and the new permanent workplace is 100 kilometres or less, or
paragraph (3) applies;
Separation Expense under CBI 208.997 (Separation Expense), or
any relocation benefits under the CAFRD;
in relation to the new posting, the member agrees to forfeit entitlement to any relocation benefits under the CAFRD and to Separation Expense under CBI 208.997 (Separation Expense) until the next posting for which the member is entitled to be moved at public expense;
when travelling from the member’s current residence to their new permanent workplace, the member is the driver of their private motor vehicle; and
in accordance with paragraphs (4) and (5), the Approval Authority is satisfied that SCA is more practical and economical than a short distance move.

209.29(3) (Entitlement – Routes) For the purposes of subparagraph (2)(c)(ii), the approving authority may approve SCA for a reasonable daily commute if the member is eligible for relocation benefits under the CAFRD for a posting between any of the following places of duty:

between Winnipeg MB and Portage la Prairie MB;
between Borden ON and Meaford ON;
between Borden ON and Toronto ON;
between Trenton ON and Kingston ON;
between the National Capital Region (Ottawa ON / Gatineau QC) and Cornwall ON; or
between Saint-Jean-sur-Richelieu QC, Saint-Hubert QC, Mirabel QC and Montreal QC.

209.29(4) (Approval Authority) The following officers may approve the member to receive SCA, subject to the limitations at paragraphs (8) and (9):

in relation to a Regular Force member, the gaining Commanding Officer; and
n relation to a Reserve Force member on Class “B” or “C” Reserve service, the Director Compensation Benefits Administration (DCBA).

209.29(4.1) (Continuation of SCA – Reserve Force members) When a Reserve Force member who is in receipt of SCA commences a new period of Class “B” or “C” Reserve Service within the same place of duty, the continuation of SCA requires the approval of the approving authority. In determining whether to approve the continuation of SCA, the approving authority must consider the factors listed at paragraph (5).

209.29(5) (Approval Authority considerations) When determining whether SCA is more practical and economical than a short distance move, the approval authority will consider the following factors:

the potential impact of the member’s daily commute on unit operations and efficiency;
the estimated cost of payment of the SCA benefit over the expected length of the member’s posting;
the hypothetical cost of payment of unaccompanied relocation benefits under the CAFRD;
the average cost of a domestic relocation – as listed in the most recent Cost Factors Manual;
the impact of a short distance move on the member and their dependants; and
the member’s acknowledgement that the entitlement to SCA will cease in accordance with paragraph (8) or (9), as the case may be.

209.29(6) (Entitlement – Transitional) In relation to a member who on 31 March 2021 was in receipt of SCA as approved by the DCBA under the Canadian Forces Integrated Relocation Program Directive, and subject to the limitations at paragraphs (8) and (9):

the Regular Force member’s entitlement to SCA continues under this instruction until the next posting in which the member is eligible for relocation benefits under the CAFRD; and
the Reserve Force member’s entitlement to SCA continues under this instruction until the end of the period for which it was approved, unless an extension is approved under paragraph (4).

209.29(7) (Amount) The amount of SCA payable for each day travelled for duty purposes between the member’s residence and the member’s new permanent workplace is determined by the formula

[ ( A – B ) × C × D ) ]

A is the one-way direct road distance between the member’s residence and the member’s new permanent workplace;

B is the deductible distance and is equal to

if paragraph (6) applies, 16 kilometres, or
in any other case, 40 kilometres;

C is the number of one-way trips by the member between the member’s residence and the member’s new permanent workplace to a maximum of two trips; and

D is the kilometric rate payable to a member of the public service under Appendix A of the National Joint Council Commuting Assistance Directive, as amended from time to time, and that corresponds to the province or territory in which the member’s current residence is located.

209.29(8) (Duration of SCA – Regular Force) The entitlement under this instruction will cease on the later of:

five years from the change of strength date for the posting to the member’s current permanent workplace for which SCA was initially approved; and
31 March 2026.

209.29(9) (Duration of SCA – Reserve Force) The entitlement under this instruction will cease on the date determined by DCBA, not to exceed later of:

five years from the commencement date of the period of Class “B” or “C” Reserve Force service for which SCA was initially approved; and

209.295 –Transportation Assistance for Reserve Force Personnel on Class "A" Reserve Service

209.295(1) (Definitions) The definitions in this paragraph apply in this instruction.

209.295(2) (Travel assistance) An officer or non-commissioned member on Class "A" Reserve Service is entitled to transportation assistance under this paragraph based on distance travelled when:

the member lives a minimum of 16 kilometres from their worksite; and
transportation cannot be provided from Government sources, or adequate public transport is not available.

209.295(3) (Amount of assistance) The amount of the assistance payable for each one way trip between the member’s worksite and the member’s residence is determined by the formula

[ ( A − 16 ) × B ]

A is, to a maximum of 100 kilometres, the direct road distance between the member’s residence and their worksite; and

B is the kilometric rate — for the location of the worksite — as set out in "Appendix A — Lower Kilometric Rates" of the National Joint Council Commuting Assistance Directive, as amended from time to time.

(TB 4 April 2022, moved from 209.045, effective 1 March 2022)

209.30 – Entitlement and Instruction

209.30(1) (Benefits) Section 35(2) of the National Defence Act authorizes the Treasury Board to determine and regulate the payments for the duty travel expenses of Canadian Forces members.

209.30(2) (Administrative Instructions)Under subsection 18(2) of the National Defence Act, the Chief of the Defence Staff may issue administrative instructions to the Canadian Forces in respect of duty travel.

209.31 - Reimbursement for Weekend Travel while on Temporary Duty

209.31(1) (Entitlement) Subject to the limitations at paragraphs (4) and (5), a member who proceeds on temporary duty in Canada is entitled to be reimbursed for transportation and travelling expenses as set out in the Canadian Forces Temporary Duty Travel Instructions for weekend travel to and from their normal place of duty or the place where their dependants are residing, if all the following conditions are satisfied:

the member is away from their permanent workplace in Canada, for reasons other than attending a course of training or instruction;
the member is authorized to travel on a weekend;
the member is not travelling on any days for which leave has been granted under Section 2 – Long Leave or Section 3 – Short Leave of QR&O Chapter 16;
before beginning the travel, the member has served at least eight days of duty at the temporary duty location;
in respect of a Reserve Force member, they are not serving on Class “A” Reserve Service; and
at least three days remaining at the temporary duty location when the member is on temporary duty for the performance of tasks that are part of their normal duties, or
at least eight days remaining at the temporary duty location when the member is on temporary duty for the performance of tasks that are outside of their normal duties.

209.31(2) (Interpretation – normal duties) For the purpose of this instruction, a member on temporary duty:

they are performing duties that they typically perform at their permanent workplace, or
they are a Reserve Force member who commences a new period Class B Reserve Service for the purpose of proceeding on the temporary duty; and
in any other case, is considered to be performing tasks that are outside of their normal duties.

209.31(3) (Interpretation – weekend) For the purpose of this instruction, a weekend is:

in the case of a shift worker, the member’s scheduled non-working days, or
in any other case, a Saturday and Sunday; plus
any statutory or designated holidays and any non-working days scheduled by the unit at which the member is on temporary duty that are adjacent to the days at subparagraph (a).

209.31(4) (Limitation – Reimbursement when performing tasks that are part of normal duties) Where the purpose of the temporary duty is the performance of tasks that are part of the member’s normal duties, the member’s entitlement under this instruction is limited to the cost of maintaining the member at the temporary duty location over the weekend, calculated as follows:

where the member is being provided meals and accommodation at public expense, the hypothetical cost of providing those meals and accommodation for the weekend; plus
any entitlements under the Canadian Forces Temporary Duty Travel Instructions at the temporary duty location.

209.31(5) (Limitation – Reimbursement when performing tasks that are outside of normal duties) Where the purpose of the temporary duty is the performance of tasks that are outside of the member’s normal duties, the member’s entitlement under this instruction is limited to one trip during each 30-day period of absence.

209.32: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.335(1) (Application) This instruction applies to an officer or non-commissioned member of the Regular Force or of the Reserve Force on Class B or C Reserve Service, who has a dependant who is

less than 18 years of age; or
18 years of age or older but requires assistance due to a physical or mental disability and is not in receipt of a pension.

209.335(2) (Definitions) The definitions in this paragraph apply in this instruction.

means dependant care services provided by:

a person who provides dependant care services as a regular source of income and does not ordinarily reside with the member; or
a commercial enterprise that is in the business of providing dependant care services.

means the daily reimbursable amount for dependant care expenses, with a receipt or declaration, whichever is applicable, as established from time to time in the National Joint Council Travel Directive.

has the same meaning as in CBI 208.80 (Application and Definitions).

means the place where the member and their dependants were last moved at public expense and ordinarily reside.

has the same meaning as in CBI 208.80.

means two members who are married, or living in a common-law partnership recognized under QR&O 1.075.

209.335(3) (Entitlement – absent from place of duty) Subject to paragraph (6), a member who, for service reasons, is absent from their place of duty for a period of 24 hours or more, is entitled to be reimbursed for dependant care services in an amount set out in paragraph (8), if the member

does not have a spouse or common-law partner; or
does not live at the member's place of duty for service reasons, or
lives at the member's place of duty, but for service reasons is absent from that place of duty during the same period.

209.335(4) (Entitlement – absent from family home located at the place of duty) A member who, while on military training or military exercise at their place of duty, is absent from their family home for a period of 24 hours or more is entitled to be reimbursed for dependant care services in an amount set out in paragraph (8), if the member

209.335(5) (Service couples) If both members of a service couple who are serving at the same place of duty are absent from the family home for a period of 24 hours or more while on military training or military exercise at that place of duty, one of the members is entitled to be reimbursed for dependant care services in an amount set out in paragraph (8).

209.335(6) (Service reasons) For the purposes of paragraphs (3) to (5), a member who is absent from the family home or from their place of duty in order to serve a punishment imposed by a service tribunal is not considered to be absent for service reasons.

209.335(7) (Limitation to entitlement) A member is not entitled to be reimbursed for dependant care services if a person who is 18 years of age or older is normally resident with the member, unless that person

suffers from a physical or mental disability and is incapable of providing dependant care; or
provides dependant care services as a regular source of income.

209.335(8) (Amount) Reimbursement is limited to the daily amount established by the National Joint Council Travel Directive for dependant care, with receipt or declaration, as applicable. A member referred to in paragraphs (3) to (5) is entitled to be the difference between:

the amount paid by the member for dependant care services as a direct result of their being absent from their family home or place of duty for a period of 24 hours or more; and
the amount normally paid by the member for dependant care services.

209.335(9) (Exception) Despite paragraph (8), a member who receives less than 48 hours notice of the requirement to be absent from the family home or their place of duty for a period of 24 hours or more, except for the purpose of military training, is entitled to be reimbursed a maximum of 14 days at the commercial rate as promulgated by the National Joint Council Travel Directive. (See form DND 2269, Family Care Assistance, for further information).

209.335(10) (Taxation) Family Care Assistance is not a taxable employment benefit.

(TB 1 June 2018, effective 1 st September 2018)

209.35(1) (Entitlement to reimbursement)When it becomes necessary for a ship to be temporarily evacuated for the purpose of fumigation, refit or repairs or for other reasons, an officer or non-commissioned member serving on board the ship is entitled to be paid actual and reasonable expenses up to the maximum rates and in the manner set out in the Canadian Forces Temporary Duty Travel Instruction .

209.35(2) (Exceptional circumstances) An officer or non-commissioned member whose dependants were last moved at public expense to the area, or whose dependants were acquired in the area, where the ship is evacuated and have never been moved at public expense, is not entitled to payment of the expenses described in paragraph (1), unless otherwise authorized, in exceptional circumstances, by the Minister.

209.36 – Custodial Expense

(has been moved to Chapter 208, effective 1 September 2018. See CBI 208.998 (Custodial Expense))

209.37(1) (Purpose) The purpose of this benefit is to provide reimbursement of transportation and travelling expenses to Primary Reserve members on Class “A” Reserve Service who, for employment in a senior appointment or key leadership position, are required to travel within Canada more than 100 kilometres directly between their residence and their duty location.

209.37(2) (Definition – duty location) For the purposes of this instruction, “duty location” means:

the place of duty at which the member is employed in the senior appointment or key leadership position; or
the alternate location to which the member must travel to fulfill their duties in respect of their employment at subparagraph (a).

209.37(3) (Entitlement) A Reserve Force member is entitled to be reimbursed transportation and travelling expenses in accordance with the terms and conditions set out in the Canadian Forces Temporary Duty Travel Instructions (CFTDTI) as though the member is travelling on temporary duty between their residence and their duty location, if all of the following conditions are satisfied:

they are serving on Class “A” Reserve Service;
they are the subject of a senior appointment or key leadership position designation instruction issued by the Chief of the Defence Staff (CDS) or by an officer authorized by the CDS to issue that instruction;
they are employed in that senior appointment or key leadership position under subparagraph (b);
they are travelling more than 100 kilometres directly between their residence and their duty location under subparagraph (c), both of which are in Canada; and
their travel under subparagraph (d) is authorized in advance by the approving authority in accordance with CFTDTI 4.03 ( Duty Travel — Authorization ).

(TB, effective 1 March 2022)

209.42: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.43: repealed by tb on 1 december 2003 effective 1 october 2002.

209.50(1) (Purpose) The purpose of Leave Travel Assistance is to reimburse Canadian Forces members for some expenses paid because of travel on leave to meet a family member.

209.50(2) (Definitions) The following definitions apply in this instruction:

includes but not limited to:

a commercial passenger aviation service;
a commercial passenger railway service;
a commercial inter-city bus service; or
a ferry service,

i. between two locations within British Columbia, or

ii. between any two of the following provinces: New Brunswick, Newfoundland and Labrador, Nova Scotia, and Prince Edward Island.

1. Examples of a commercial passenger aviation service includes but not limited to Air Canada, Air France, British Airways, Buffalo Airways, Canadian North, Lufthansa, Porter and WestJet

2. Examples of a commercial passenger railway service includes but not limited to Amtrak, Deutsche Bahn, Ontario Northland, and Via Rail.

3. Examples of a commercial inter-city bus company includes but not limited to Greyhound Lines, Greyhound Canada, Maritime Bus, and Voyageur Colonial Bus Lines.

a dependant as defined in CBI 208.997 but excludes a child who normally resides separate from the member for other than service reasons.

a dependant;
a member’s child, including a stepchild, legal ward, adopted child, or child adopted under a Canadian indigenous custom adoption practice;
a parent, step-parent, or a person who stood, prior to the member's enrolment, in the place of the member's father or mother;
a brother, stepbrother, sister, or stepsister; or
a grandparent; or
where neither subparagraph (a) nor (b) applies, a person designated by the member to be their next of kin in accordance with article 1.02 of the QR&O. ( membre de la famille )

In order to determine if a person stood in place of a member’s father or mother, that person must have lived at the same residence with the member and made day-to-day decisions concerning the member's education, health and well-being. (C)

or LTA means the reimbursement of expenses identified in this instruction.

a place of duty as defined in paragraph (3) of CBI 208.80 ( Application and Definitions ); or
the place where a member is performing duty.
in respect of a member with a dependant, a principal residence as defined in CBI 208.997 ( Separation Expense ); and
in respect of a member without a dependant, a residential property that a family member occupies for more than 183 days in a continuous 365 day period.

means two members both of whom are the spouse or common-law partner of the other and one of whom is:

a member of the Regular Force; or
a member of the Reserve Force who is both on Class B or C Reserve Service and authorized to move household goods and effects at public expense for that Class B or C Reserve Service.

in relation to a member, does not include a spouse who is living separate and apart, within the meaning of the Divorce Act, from the member.

209.50(2.1) ( Limitation – commercial carrier ) Expenses for travel by commercial carrier are limited to:

airport improvement fees,
airport departure tax, and
fees for one carry on bag and one checked bag, not including any charges for overweight or oversized baggage;
an undiscounted economy class rail service fare;
a standard inter-city bus fare;
a standard Vehicle Ferry Rate; and
mandatory transportation service charges and fees not otherwise paid.

(TB, effective 1 August 2023)

Examples of mandatory transportation service charges and fees in accordance with sub-paragraph (2.1)(e) include, but are not limited to: docking fees, road/bridge tolls, ferries and other transportation service charges/fees. (C)

209.50(3) (Entitlement) A member of the Regular Force, of the Reserve Force who is on Class C Reserve Service for 60 or more continuous days, or of the Reserve Force who is on Class B Reserve Service and authorized to move their household goods and effects at public expense for that Class B Reserve Service, is entitled to LTA if all of the following conditions are satisfied:

the member is on leave under QR&O chapter 16 ( Leave ), except under article 16.18 ( Retirement Leave ), article 16.25 ( Leave Without Pay and Allowances ), article 16.26 ( Maternity Leave ) and article 16.27 ( Parental Leave ) of the QR&O;
the member has a family member;
during the approved leave period for which a member is entitled to LTA, either the member travels to see a family member or a family member travels to see the member; (amended by TB, effective 1 August 2023)
the member provides proof of travel to an authorized destination;
the member is not entitled to a payment for travel expenses under section 21 ( Home Leave Travel Assistance ) of the Military Foreign Service Instructions ; and
only in respect of a member with a dependant, the member is – for 60 continuous days – either entitled to Separation Expense under CBI 208.997 ( Separation Expense ) or absent – for service reasons – from their place of duty.

209.50(4) (Number – Persons) LTA is authorized in respect of the travel expenses of only one person.

209.50(5) (Number – Trips) LTA is authorized:

for a member without a dependant, once every fiscal year, and leave travel that spans two fiscal years is deemed to have occurred in the fiscal year in which the travel commenced;
for a member with a dependant, once during each discrete 365 day period following the commencement of their entitlement to Separation Expense under CBI 208.997 or, of their absence – for service reasons – from their place of duty. Leave travel that spans two discrete 365 day periods is deemed to have occurred in the 365 day period in which the travel commenced; or (amended by TB, effective 1 March 2022)
despite subparagraphs (a) and (b), a member who is precluded from using their LTA entitlement in a fiscal year or discrete 365 day period, as the case may be, due to an imperative military requirement is entitled to use their LTA entitlement in the following fiscal year or discrete 365 day period, as the case may be, without any impact to their LTA entitlement for that following fiscal year or discrete 365 day period. (TB, effective 1 August 2023)

209.50(6) (Authorized Destinations) LTA is authorized for travel:

by the member to their principal residence, to a spouse's or common-law partner's place of duty, or to a third location where a dependant is; or
by a dependant to the member's place of duty or to a third location where the member is; and
by the member to a principal residence or to a third location where a family member is; or
by a family member to the member's place of duty or to a third location where the member is.

209.50(7) (Amount – Travel Within Canada and the United States) Subject to paragraph (8), if all travel occurs within Canada and the United States of America (CANUS), the amount of LTA is the lesser of:

in respect of a service couple who meet at a place of duty, from the member's place of duty to the other member's place of duty; and
in any other case, from the member's place of duty to the authorized destination in accordance with paragraph (6); and (amended by TB, effective 1 August 2023)

the amount determined by the formula,

[({Dx2} - 800) - P] x OLKR

in respect of a service couple who meet at a place of duty, from the member's place of duty to the other member's place of duty, and
in any other case, from the member's place of duty to the principal residence;

209.50(8) (Amount – CANUS Road Travel Impossible) Where paragraph (7) applies and if the authorized destination is inaccessible by road, the amount of LTA is the amount determined by the formula:

C - (OLKR x 800)

where C is the cost under subparagraph (7)(a) and OLKR is the Ontario lower kilometric rate in Appendix A of the National Joint Council Commuting Assistance Directive , as amended from time to time.

209.50(9) (Amount – Travel Between CANUS and Another Country) If any travel occurs between CANUS and another country, the amount of LTA is the lesser of:

the actual cost of return travel by commercial carrier from the member's place of duty to the authorized destination in accordance with paragraph (6); and (amended by TB, effective 1 August 2023)
the amount of 13092 × OLKR, where OLKR is the Ontario lower kilometric rate in Appendix A of the National Joint Council Commuting Assistance Directive , as amended from time to time.

209.51 - Compassionate Travel Assistance

209.51(1) (Application) This instruction applies to an officer or non-commissioned member to whom section 23 of the Military Foreign Service Instructions does not apply.

209.51(2) (Definitions) The definitions in this paragraph apply in this instruction.

has the same meaning as in CBI 209.50 (Leave Travel Assistance (LTA)).

means the reimbursement of expenses identified in this instruction.

means a member's, their spouse's, or their common-law partner's child – including a stepchild, legal ward, adopted child or child adopted under a Canadian aboriginal custom adoption practice – who is dependent on the member because the child either is under 18 years of age or is mentally or physically disabled.

a member's spouse or common-law partner;
a member’s, their spouse’s, or their common-law partner’s child — including a stepchild, legal ward, adopted child or child adopted under a Canadian indigenous custom adoption practice;
a member's, their spouse's or their common-law partner's father, mother, step father, step mother, brother, step brother, sister or step sister; or
in lieu of a parent, a person who stood in the place of the member's, their spouse's or their common-law partner's father or mother. (membre de la famille immédiate) (amended by TB, effective 1 August 2023)

In order to determine if a person stood in place of a mother or father, that person must have lived at the same residence with the member, their spouse or their common-law partner as the case may be, and made day-to-day decisions concerning that individual’s education, health and well-being. (C)

in relation to a member who is on leave under article 16.17 ( Compassionate Leave ) of the QR&O, the place where the member performed duty immediately prior to that leave; and
in relation to any other person, a principal residence as defined in CBI 208.997 ( Separation Expense ).

in relation to a member, does not include a spouse who is living separate and apart, within the meaning of the Divorce Act , from the member.

209.51(3) (Entitlement) A member of the Regular Force, or a member of the Reserve Force who is on Class C Reserve Service for 60 or more continuous days, or a member of the Reserve Force who is on Class B Reserve Service and authorized to move their household goods and effects at public expense for that Class B Reserve Service, is entitled to CTA if all of the following conditions are satisfied:

is permanently moving into a long-term care facility, has no surviving spouse or common-law partner, and has no other family member who can facilitate that move; or
dies or is seriously ill or injured;
is on leave under article 16.16 (Sick Leave), article 16.17 (Compassionate Leave), article 16.26 (Maternity Leave), or article 16.27 (Parental Leave) of the QR&O; or
cannot travel – for service reasons – to the immediate family member or their funeral or similar service;
the member, their spouse, their common-law partner or an eligible child travels to that immediate family member or their funeral or other similar service;
a copy of the immediate family member's death certificate, funeral home director death certification or any other official document that proves the death of the immediate family member; or
a certificate from a qualified medical practitioner stating that the immediate family member is permanently moving into a long-term care facility; or
a certificate from a qualified medical practitioner stating that the immediate family member is seriously ill or injured and the attendance of the member is required or recommended; and
the member is not entitled to a payment for travel expenses under section 23 ( Compassionate Travel ) of the Military Foreign Service Instructions . (amended by TB, effective 1 August 2023)

209.51(4) (Number – Persons) CTA is authorized in respect of two of the following persons:

the member's spouse or common-law partner; and
an eligible child, but only when the member has no spouse or common-law partner or when for military reasons the member cannot travel to the immediate family member or their funeral.

209.51(5) (Number – Trips) CTA may be authorized only twice in respect of the same immediate family member for the same serious illness or injury and only once in respect of an immediate family member’s death.

209.51(6) (Amount) Subject to paragraphs (7) and (8), the amount of CTA reimbursable is:

it is impractical to make a connecting flight;
the distance traveled by private motor vehicle (PMV) is in excess of 500 kilometers; or
for demonstrated medical reasons, the person must travel by PMV; and
by commercial carrier in economy class; or
by PMV or motorcycle at the lower kilometric rate in Appendix A of the National Joint Council (NJC) Commuting Assistance Directive for travel in Canada or the lower kilometric rate in the Foreign Service Directives for travel commencing outside Canada, not exceeding the cost by commercial carrier.

209.51(7) (Limitation – Travel from Canada to another country) If a person travels from Canada to another country by commercial carrier, the amount of CTA for that person’s travel is limited to the lesser of:

the cost of the fastest, economy-class return travel by commercial carrier from the point of departure in Canada to the location of the immediate family member; and
the cost of the fastest, economy-class return travel by commercial carrier from the point of departure in Canada to the city – Victoria, BC or St. John's, NL – furthest from that point.

209.51(8) (Limitation – Member on Temporary Duty Outside Canada) If a member is on temporary duty outside Canada, the amount of CTA for that member’s travel on compassionate leave is limited to:

in respect of a member who also travels – on temporary duty – between the place of temporary duty outside Canada and their unit in Canada, the cost of the fastest, economy-class return travel by commercial carrier from their unit in Canada to the location of the immediate family member; and
from the place of temporary duty outside Canada to the location of the immediate family member; and
from the location of the immediate family member to either the place of temporary duty or the member's principal residence, as the case may be.

209.51(9) (Amount – Certificates) The amount of CTA in respect of medical and death certificates is limited to the actual and reasonable expense or $50, whichever is the lesser, to obtain a medical or death certificate required under this instruction.

209.52(1) (Definitions) The definitions in this paragraph apply in this instruction.

209.52(2) (Entitlement) A member is entitled to payment of TSLR if all of the following conditions are satisfied:

the member is on leave under QR&O article 16.20 (Special Leave), and
paragraphs 5.10.08 (Third element –embarkation), or 5.10.09 (Fourth element –disembarkation) of the Canadian Forces Leave Policy Manual apply;
that service outside of Canada and the continental United States of America is scheduled to be for a period of 60 continuous days or more, and
neither the member nor the family member has travelled under CBI 209.50 (Leave Travel Assistance (LTA)) within the three months prior to that leave;
in respect of leave immediately following disembarkation, the member was — for 60 or more continuous days — separated for service reasons from a family member; and
during that Special Leave (Relocation), the member travels to see a family member.

209.52(3) (Authorized Travel) TSLR is authorized:

in respect of travel immediately prior to embarkation, from their current place of duty to their principal residence, and from the principal residence to their point of embarkation within Canada or the continental United States; and
in respect of travel immediately following disembarkation, from their point of disembarkation within Canada or the continental United States to their principal residence, and from the principal residence to their place of duty.

209.52(4) (Amount) Subject to paragraph (5), the amount of the TSLR payable is limited to the transportation, accommodation and meal expenses, as if they are travelling on duty under the CFTDTI.

209.52(5) (Limitation of Benefits) For greater certainty, under this instruction there is no entitlement to:

the incidental expense allowance; and
reimbursement of any expenses while the member is at the principal residence.

209.53(1) (Entitlement) An officer or non-commissioned member is entitled to be reimbursed once during each 12-month period for transportation from the member's place of duty to the assisted leave centre, if the following circumstances exist:

the Chief of the Defence Staff has designated an assisted leave centre for the member's place of duty; and
the member is receiving a Foreign Service Premium under the Military Foreign Service Instructions .

209.53(2) (Rate of reimbursement) The officer or non-commissioned member shall be reimbursed the lesser of:

the actual transportation expenses incurred, and
the return economy airfare between the member's place of duty and the assisted leave centre.

209.53(3) (Recovery of reimbursement) The expenses reimbursed to the officer or non-commissioned member shall be recovered from the pay and allowances of the member, if the following circumstances exist:

the member does not complete the period of service for which the expenses were reimbursed; and
in the opinion of the Chief of Defence Staff, the reason for non-completion was not beyond the control of the member.

209.54 - Reimbursement of Expenses when Recalled from Leave or when on Leave is Cancelled

209.54(1) (Application) SSubject to paragraph (2), an officer or non-commissioned member who is recalled to duty from leave in accordance with QR&O 16.01 ( Withholding of and Recall From Leave ) or whose approved leave has been cancelled for service reasons may be reimbursed for:

transportation and travelling expenses in accordance with CBI 209.83 - Transportation and Travelling Expenses – Move of Officers and Non-commissioned Members on Posting or of Dependants for the member and, where applicable, their dependants to the place of duty from the place from which the member was recalled and for the return journey if the member resumes leave immediately after completion of the duty for which the member was recalled; and
additional expenses resulting either from the cost of breaking contractual arrangements or cancellation fees that were made specifically for the purpose of an approved leave period.

209.54(2) (Submission of claims for reimbursement) Claims for reimbursement under paragraph (1) shall be submitted in accordance with the applicable National Defence instructions for claims submission.

209.54(3) (Conditions for reimbursement of expenses) A member is entitled to be reimbursed for expenses when all of the following conditions are satisfied:

the expenses are non-refundable;
the member demonstrates that the expenses cannot be claimed through insurance; and
the member has not accepted or been offered compensation in the form of a credit or voucher by the service provider or any other third party for any portion of the expenses for which reimbursement is being requested.

In this section, ordinary place of residence means the place at which a person ordinarily resides at the time of the person's application for enrolment in or transfer to the Regular Force.

209.61(1) (Definition) In this instruction,

a person who has applied for enrolment in the Canadian Forces; or
a member of the Reserve Force who is not on Class B or C Reserve Service and who has applied for transfer to the Regular Force.

209.61(2) (Application) Subject to paragraph (6), an applicant who has been instructed in accordance with orders or instructions issued by the Chief of the Defence Staff to report for interview or to travel between one place of interview and another, and also where the applicant has so reported but is subsequently rejected for any reason, is, in respect of the journey from and to the applicant's ordinary place of residence or between places of interview, entitled to transportation and travelling expenses at the rates and under the conditions established in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction) .

209.61(3) (Quarters and rations) An applicant to whom paragraph (1) applies shall, for the period the applicant is required to remain or attend at the place of interview, be provided with quarters and rations in kind or, if quarters and rations are not available, the applicant shall be paid

if the applicant resides in the vicinity of the place of interview, and is required to remain over a meal hour, an amount equal to the applicant's actual expenses for one meal per day not exceeding the amount described in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction) , for a lunch; or
if the applicant resides elsewhere than in the vicinity of the place of interview, travelling expenses as established in CBI 209.30 - Entitlements and Instruction, ( see Canadian Forces Temporary Duty Travel Instruction).

209.61(4) (Return to place of residence) When the estimated cost is less than that of maintaining the applicant under paragraph (3), an applicant awaiting acceptance shall be returned to the applicant's ordinary place of residence and paid the expenses described in paragraph (2) for their journey.

209.61(5) (Deferral of enrolment) When an applicant who has reported to a recruiting centre has been found acceptable but is required to return to the applicant's ordinary place of residence because the applicant's enrolment has been deferred for a definite period, the applicant shall, in respect of the journey, be entitled to the expenses described in paragraph (2).

209.61(6) (Applicant outside Canada) When the ordinary place of residence of an applicant is outside Canada, and the applicant has been instructed to report for interview to a place within Canada, the applicant is not entitled, except when authorized by the Minister, to reimbursement in respect of any portion of the journey that takes place outside Canada.

209.61(7) (Refusal of enrolment) When an applicant refuses to be enrolled, the entitlement described in paragraph (3) ceases on the date of the applicant's refusal and no transportation and travelling expenses may be provided for the applicant's return journey

209.63(1) (Entitlement) Subject to paragraph (2), when an officer or non-commissioned member is, on enrolment, granted leave without pay and allowances the member is entitled to the expenses described in paragraph (2) of CBI 209.61 - Applicants for Enrolment :

for the journey from the recruiting centre to the member's ordinary place of residence; and
if required to report at the expiration of that leave to the recruiting centre at which the member was enrolled, for the journey from the member's ordinary place of residence to that recruiting centre.

209.63(2) (Travel from place of residence to base or other unit or element) Subject to paragraph (3), if an officer or non-commissioned member who was granted leave without pay and allowances on enrolment is required to report on the expiration of that leave to a base or other unit or element other than the recruiting centre at which the member was enrolled, the member is entitled to the transportation and travelling expenses (see CBI 209.01 – Definitions ) established for the member's rank, for the journey from the member's ordinary place of residence to that base or other unit or element.

209.63(3) (Travel outside Canada) Except when authorized by the Minister, an officer or non-commissioned member who has been enrolled at a place within Canada and is granted leave without pay and allowances on enrolment is not entitled to the expenses described in this instruction for any portion of the journey that takes place outside Canada.

209.715 - Transportation and Travelling Entitlements on Termination of Class C Reserve Service for Misconduct – Reserve Force

209.715(1) (Entitlement to expenses) An officer or non-commissioned member of the Reserve Force on Class C Reserve Service whose period of service is terminated by reason of misconduct may be provided at public expense with transportation by the most economical means and paid necessary meal expenses at the rates described in CBI 209.30 - Entitlements and Instruction, (see Canadian Forces Temporary Duty Travel Instruction) , for the journey to the place in Canada at which the member resided at the time the Class C Reserve Service commenced.

209.715(2) (Application for reimbursement) The entitlements established in paragraph (1) shall be granted only when the officer or non-commissioned member applies within 30 days from the termination of the member's Class C Reserve Service, or the member's release from incarceration, whichever is later.

209.72(1) (Entitlement to expenses) Subject to CBI 208.73 ( Transportation and Travelling Entitlements on Release – Alien Members – Regular Force ), an officer or non-commissioned member of the Regular Force who is released under Item 1 - Misconduct of the table to QR&O 15.01 ( Release of Officers and Non-commissioned Members ) may be provided at public expense with tickets covering transportation at the least expensive rate by rail or ship and paid necessary meal expenses at the rates described in the Canadian Forces Temporary Duty Travel Instruction for the journey to:

if enrolled in Canada, the place in Canada that the member specified as the member's residence on enrolment in the Regular Force;
if enrolled outside Canada, the nearest port of embarkation in Canada on the direct route to the country in which the member was enrolled; or
any place in Canada, when the cost of the journey does not exceed the cost of the journey under subparagraph (a) or (b).

209.72(2) (Application for reimbursement) The entitlements described in paragraph (1) shall be granted only when the officer or non-commissioned member applies within 30 days of the member's release from the Regular Force, or from incarceration, whichever is later.

209.73 - [NOT ALLOCATED]

209.9913 - reimbursement for transportation and travelling expenses of serving or retired officers and non-commissioned members and guests attending investitures.

209.9913(1) (Person accompanying member) Subject to paragraph (2), where a serving or retired officer or non-commissioned member is required to attend an investiture and in the interest of protocol it is deemed necessary for the member to be accompanied by another person, the following shall apply:

for an investiture to the Order of Military Merit, the appointee and one guest shall be entitled to transportation using military transport and reimbursement of accommodation, meal and incidental expenses at the daily rate established under CBI 209.83 - Transportation and Travelling Expenses – Move of Officers and Non-commissioned Members on Posting or of Dependants ; and
for the presentation by the Governor General of a General Officer's Script to an officer recently promoted to the rank of brigadier-general, the spouse or common-law partner of the officer shall be entitled to transportation only, using military transport, but there is no entitlement for reimbursement of accommodation, meal and incidental expenses.

209.9913(2) (Commercial transportation) When transportation by military transport is not practicable, the Minister may authorize the use of commercial transportation at public expense by the most practical and economical means.

209.992(1) (Entitlement to benefits) When, under article 34.25 - Provision of Medical Care at Isolated Units or 35.11 - Dental Treatment of Dependants – Isolated Units of the QR&O, an officer commanding a command or formation authorizes a dependant to travel to and from the nearest appropriate medical or dental facility

the benefits under CBI 209.83 - Transportation and Travelling Expenses – Move of Officers and Non-commissioned Members on Posting or of Dependants may be granted for the mode of transportation authorized for the journey from and to an isolated post including reimbursement for lodgings, meals and incidental expenses; or
the benefits under CBI 209.83 may be granted for the mode of transportation authorized for the journey from and to an isolated unit that is not an isolated post but shall not include reimbursement for lodgings, meals or incidental expenses.

209.992(2) (Delay in transportation) When, because of a delay in normal return transportation, a dependant is unavoidably delayed following treatment either at the treatment centre or at terminal points en route, where no other provision to pay such expenses exists, reimbursement may, with the approval of the officer commanding the command or formation, be made for lodgings and meal expenses at the rates described in CBI 209.83.

209.992(3) (Necessary accompaniment) When the appropriate medical or dental authority deems it necessary for another person to accompany a dependant proceeding in accordance with paragraph (1), that other person shall, with the approval of the officer commanding the command or formation, be provided with the same benefits as the patient.

209.9922 - Transportation of a Deceased Dependant or an Officer or Non-Commissioned Member whose Dependant has Died or a Dependant of a Deceased Officer or Non-Commissioned Member

209.9922(1) (Transportation of the body) When a dependant dies while accompanying an officer or non-commissioned member serving outside Canada and the remains are returned to Canada at the request of the next of kin, the actual cost of transportation of the body may be paid from public funds.

209.9922(2) (Return transportation for member) Subject to paragraph (4), an officer or non-commissioned member who is serving outside Canada and, as applicable, the spouse or common-law partner and dependent child, as defined in CBI 205.015 - Interpretation , accompanying such member, may be authorized return transportation at public expense from the place of duty to the place of burial in Canada for the purpose of attending the burial of a deceased dependant referred to in paragraph (1).

209.9922(3) (Death of member) Subject to paragraph (4), the spouse or common-law partner and dependent child, as defined in CBI 205.015, accompanying an officer or non-commissioned member who dies while serving outside Canada may be authorized return transportation at public expense from the place of duty to the place of burial in Canada for the purpose of attending the burial of the deceased member.

209.9922(4) (Method of transportation) Transportation shall be by military air or ground transport to the maximum extent possible. However, when transportation by military means is not practicable, commercial transportation by the most practical and economical mode may be authorized by an officer commanding a command.

Page details

We have archived this page and will not be updating it.

You can use it for research or reference.

Language selection

Français fr

Travel and hospitality

Travel expenses for Ministers, Parliamentary Secretaries and Ministers' staff incurred while on Departmental business, are eligible for reimbursement in accordance with the Policy for Ministers’ Offices, and subsequently the National Joint Council Travel Directive. The following outlines the responsibilities of travelers, support staff and the Chief of Staff or Minister.

The Travel Directive can be found on the National Joint Council (NJC) website and Annex G2 of this binder.

The intent of this directive is that those travelling on Government business are reimbursed for reasonable and legitimate expenses they incur while on travel status.

Reimbursement of travel expenses is based on either established rates and allowances or actual receipts.

The Travel Directive outlines four common travel situations referred to as travel modules:

Module 1 – Travel within headquarters area
Module 2 – Travel outside headquarters area – no overnight stay
Module 3 – Travel in Canada and Continental USA – overnight stay
Module 4 – International Travel – overnight stay

Roles and responsibilities

Minister (or Chief of Staff) is responsible for:

Approval of exempt staff’s Travel Authority and Advance (TAA)
The TAA provides the traveller with travel status insurance; commits funding for the trip and initiates reservations / trip planning
Approval of Blanket Travel Authority
Approval of travel expense claim
Reviewing, monitoring and reporting on the travel-related transactions that involve charges to the Minister’s Office budget

The traveller is responsible for:

Providing dates, modes of travel, purpose of travel and estimates for the TAA
Choosing the most cost effective and direct travel options in accordance with the NJC Travel Directive
Maintaining supporting documentation, including receipts and mileage logs for expense claim
Submitting supporting documentation, within 10 working days after the completion of the trip, so that travel expense claims can be completed
Review and approve travel expense claims for accuracy and additions/omissions

Administrative Assistant and Office Manager are responsible for:

Administrative Assistant will complete TAA and expense claim according to Travel Directive and information provided by traveller
Administrative Assistant can make reservations based on travel directive
Office Manager to enter into financial system once all signatures have been received within 2 business days of receiving the claim
Office Manager to provide status of reimbursement

n/a = not applicable R = reimbursed based on receipts PD = reimbursed based on per diem A = See Appendix A of Travel Directive

*The cost of alcoholic beverages will be removed from expense claims when receipts are used for reimbursement.

** There are exceptional circumstances where accommodation can be paid, so incidentals would also be payable in this case

Methods of Payment

Individual designated travel card.

Exempt staff that are expected to travel frequently are advised to apply for an Individual Designated Travel Card (IDTC). The IDTC currently being used is provided by MasterCard. The Department can assist exempt staff in obtaining this card.

The IDTC offers several important advantages for government business travel, including:

No annual fee
Significantly reduces the government work effort and costs required to manage and process travel expenses
Free coverage against liability for collision damage on rented cars (provided the rental is paid for using the IDTC)
Free additional insurance coverage (e.g., flight delay, baggage loss) and emergency travel assistance services (if required)

Departmental Travel Expense Card

When travel has been booked directly with carriers or a travel agency (because of direct savings or the offer of better scheduling), claims for reimbursement can be made following each trip, or the authorised expense can be charged to the Departmental Travel Expense Card (DTEC).

The DTEC for this office is kept by the Office Manager.

Hospitality

Hospitality is defined as the provision of meals, beverages or refreshments in events that are necessary for the effective control of government business and for reason of courtesy, diplomacy or protocol.

There may be instances when a Minister requires a Parliamentary Secretary or staff member to extend hospitality on behalf of the Minister or department. Such hospitality may be necessary because it will economically facilitate the business of the department or agency or because it is considered essential as a matter of courtesy or protocol. In these instances, such hospitality shall be extended in accordance with the Directive on Travel, Hospitality, Conference and Event Expenditures and all the requirements for documentation shall be met. Claims for reimbursement should be approved by the Chief of Staff or Minister, as appropriate.

Separate claims should be submitted when a member of a Minister's staff claims reimbursement for his or her own hospitality expenses and for hospitality disbursements made on behalf of the Minister.

As per the financial delegated authority, the Minister has delegated the pre-approval authority for the provision of alcohol to the Deputy Minister (DM). The standard for hospitality is the provision of non-alcoholic beverages. The provision of alcoholic beverages is only permitted in special circumstances where it is a matter of courtesy, diplomacy or protocol involving non-federal government persons in government events. Alcoholic beverages will not be provided as hospitality at events involving only federal government persons.

Skip to main content
Skip to secondary menu
Public Services and Procurement Canada

2024 Accommodation and Car Rental Directory preface

For more information on the terms and conditions of the Supply Arrangements or Standing Offers, follow one of the links below. Terms and Conditions of the Accommodation Supply Arrangement Terms and Conditions of the Car Rental Standing Offer

Contract management, quality of service, overcharges, accommodation and car rental contract management section, accommodations or car rental companies not listed, technical support, making reservations, making reservations through american express global business travel (amex gbt), making reservations through another travel agency.

Making reservations directly with accommodations or car rental companies

Making reservations online

Cancellations, additional information, national joint council travel directive, loyalty programs.

Cost reimbursable contractors

Accommodations

Iidentification required at check-in

Internet access available at the accommodation establishment

City rate limit (Canada, US, foreign)

Destination marketing fees

Car rentals.

Iidentification required at pick-up

Passenger and commercial vehicle rentals - Non travel related

Billing accounts, one-way rentals, roadside assistance programs, airport improvement fees, most economical supplier, hand controls for persons with disabilities, electric, hybrid vehicles and alternate fuels, winter tires on rental vehicles, vehicle categories, standing offer numbers and call-up contacts.

Exceptions and surcharges for USA car rentals

Identified users

Government of alberta instructions.

As a minimum, the establishments listed in the accommodation portion of the directory are required to provide safe, clean and comfortable accommodation. Concerns about a property or its services should be brought to the attention of the establishment's management and the accommodation and car rental contract management section of Public Services and Procurement Canada (PSPC).

Concerns about the quality of service received from car rental companies should be brought to the attention of the rental company and the accommodation and car rental contract management section of PSPC.

Each concern is investigated by PSPC and referred to the applicable establishment or car rental company or its corporate office for resolution. PSPC reserves the right to remove the offending property or car rental company's listing from the directory should they fail to take the appropriate corrective action.

In the event of an overcharge at an establishment or car rental company listed in the directory, employees who have booked through the government travel services contractor, American Express Global Business Travel (Amex GBT), should seek their assistance in rectifying the situation. Otherwise, it's the responsibility of the employee's department to claim a refund from the establishment or car rental company concerned. The claim must be supported by a copy of the invoice.

If the establishment or car rental company fails to refund the overcharge, all information and pertinent correspondence should be forwarded to the accommodation and car rental contract management section of PSPC.

Any inquiries should be sent to the following e-mail address: [email protected] or sent by mail at the address below. Mailing Address: PSPC Transportation and Travel Management Directorate Travel Procurement Services Division Accommodation and Car Rental Contract Management Section 140 O'Connor St. Ottawa ON K1A 0S5

Employees are encouraged to contact the government travel service contractor, Amex GBT, for the selection of accommodations or car rental companies, where listings in the directory are limited or unavailable.

Employees are invited to submit the names of establishments or car rental companies not listed in the directory. While these suppliers won't be incorporated into the directory immediately, they will be invited to submit an offer or arrangement at the next available opportunity. The complete address including postal code and telephone number of the establishment or car rental company as well as a contact name and e-mail address, should be forwarded to the following email address: [email protected]

You may also send the information by mail to: PSPC Transportation and Travel Management Directorate Travel Procurement Services Division Accommodation and Car Rental Contract Management Section 140 O'Connor St. Ottawa ON K1A 0S5

For technical help with this Directory, please send your request to:

E-mail: [email protected]

Employees of departments and agencies of the federal government participating in the government travel service (GTS) may request accommodation or car rental reservations through the offices of the GTS contractor, Amex GBT, in their region. The GTS contractor will also assist in the resolution of complaints when an accommodation or car rental reservation has been made on behalf of the employee.

Also, in order to prevent any overcharges, we encourage employees to verify the accommodation or car rental rate in the directory to make sure that the correct rate was reserved by Amex GBT as mistakes do happen from time to time.

Please note that it's the employee's responsibility to make reservations using only the approved travel agency for their organization. As the Government of Canada has no contractual agreements with these travel agencies (non-approved), PSPC won't be able to assist employees who use non approved travel agencies should there be a problem with their reservation, even if the supplier that the agency made the reservation with (accommodation establishment or car rental company) is listed in this directory. This would apply in cases whether the reservation was made directly with the agency or through their website.

Should employees not be sure which travel agency is the approved one for their organization, they should contact their Designated Departmental Travel Coordinators (DDTC) for assistance. Other organisations that are not listed in the DDTC list may have similar contacts. It is the employee's responsibility to consult with these contacts to verify which travel agency is the approved one for their organization.

Making reservations directly with accommodation or car rental companies

The individual making the reservations directly with an establishment shall clearly indicate that the accommodation is for an employee of an Identified User traveling on government business (give name of Identified User), the room category desired and request the government rate. A reservation shouldn't be accepted if the rate quoted for the room is higher than the one listed in this directory. Should an establishment refuse to give the government rate, please contact the accommodation and car rental contract management section of PSPC for assistance.

Accommodations listed in the directory with toll-free telephone numbers have agreed to honor the government rate when reservations are made using such telephone numbers. Please note that some establishments that don't list their toll-free telephone numbers in the directory, may not honor the government rate when such telephone numbers are used to make a reservation.

At the time of registration, the employee should once again confirm that the appropriate government rate is being charged and provide proof that they're an employee of an Identified User on official business travel, if requested.

Car rental companies

The individual making the reservations directly with a car rental company shall clearly indicate that the car rental is for an employee of an Identified User traveling on government business (give name of Identified User), the car category desired and request the government rate (quote the government rate code displayed on the company information page in the directory, if applicable). A reservation shouldn't be accepted if the rate quoted for the car rental is higher than the one listed in this directory. Should a car rental company refuse to give the government rate, please contact the accommodation and car rental contract management section of PSPC for assistance.

When the employee takes possession of the vehicle, the employee should once again confirm that the appropriate government rate is being charged and produce proof that they're an employee of an Identified User on official business travel, if requested.

In order to help employees research information on the different accommodation establishments or car rental companies listed in the directory, PSPC publishes the website address for most of its suppliers.

However, PSPC would like to remind employees of certain things that they should keep in mind should they choose to make their reservations via a suppliers website:

Not all suppliers list their Government of Canada rates on their website
Employees should make sure that the rate on the suppliers' site is the same as the one published in this directory
Employees should verify the terms and conditions attached to the rates to make sure they're the same as the ones identified in the terms and conditions in this directory
Should an employee decide to make a reservation at a rate that is different than the rate that appears in this directory, PSPC will have no recourse in regards to the accommodation or car rental supplier, as our agreement is solely for the rates that appear in this directory

The recommendations above would also apply if the employee is making their reservation using the online Booking Tool (OBT) provided by Amex GBT. PSPC would like to remind employees that if they can't see the government rate listed either on the supplier's website or in the OBT, they should contact the supplier directly in order to inquire about availability.

Furthermore, if employees decide to use third-party websites (for example, Expedia™ or Travelocity™ ), they can't contact PSPC if there are any problems with their reservation, even if the suppliers are listed in this directory. These third-party suppliers offer rates at deep discounts and these rates aren't covered under the agreements that PSPC has with its suppliers. Also, PSPC won't be able to assist employees should they encounter problems with their travel claims if such sites are used.

In the event that travel plans are changed, it's the responsibility of the employee to either advise the government travel services contractor, Amex GBT, or the accommodation or car rental company of any cancellation. Failure to do so may result in employees being billed for the room or car rental. Persons calling to cancel reservations must identify themselves to the answering agent, obtain the agent's name and the cancellation number and note the date and time the cancellation was requested.

The listing of an establishment in this directory doesn't constitute authorization for an employee to stay there when traveling on business travel. The employer is responsible for authorizing accommodation to be used by the employee, in accordance with the current National Joint Council Travel Directive (for federal employees) or any policies or guidelines applicable to their organization. If there is a difference in the interpretation of the information provided in this directory, the National Joint Council Travel Directive, or any other policy or guideline, the Directive or other policies or guidelines applicable to the employees' organization shall prevail. For any questions regarding the interpretation of the Directive, employees should contact their Designated Departmental Travel Coordinators (DDTC) for assistance. Other organizations may also have contacts for interpretation of their internal policies or guidelines.

Federal Government Employees planning to travel on official business by rental vehicle should refer to the National Joint Council Travel Directive (Part III, Section 3.1.11 (c)) for policy on employee-driven vehicles. Other organizations not governed by the Travel Directive may have similar policies. If there is a difference in the interpretation of the information provided in this directory, the National Joint Council Travel Directive, or any other policy or guideline, the Directive or other policies or guidelines applicable to the employees' organization shall prevail. For any questions regarding the interpretation of the Directive, employees should contact their Designated Departmental Travel Coordinators (DDTC) for assistance. Other organizations may also have contacts for interpretation of their internal policies or guidelines.

Employees of Identified Users may join loyalty programs and redeem benefits for personal or business use, at no additional cost to Canada or their organization.

If you have any questions concerning loyalty programs, please contact your Designated Departmental Travel Coordinator (DDTC). Other organizations may also have contacts for questions concerning loyalty programs.

Cost reimbursable contractors and other travelers

Some accommodation and car rental companies have agreed to extend their government rates to cost reimbursable contractors, consultants or advisors working under contract for organizations listed in the Identified users section below. Identified Users are advised to provide cost reimbursable contractors and other travelers with a letter, advising establishments and car rental companies that such persons are on government business and specifying the duration of their contract and destination. Unless such identification is provided, contractors may not be eligible to receive government rates listed in the directory. Establishments and car rental companies that have agreed to extend their rates to cost reimbursable contractors, consultants or advisors will have this information displayed in the directory on their description page.

Identification required at check-in

Identified users traveling on business must carry their ID card with them as they may be requested to present ID at check-in. Employees may also be requested to provide written proof that they're traveling on official business. As some Identified Users do not have ID cards with photos, employees of such organizations should be provided with proof that they are an employee of the Identified User (for example, a business card or letter on corporate letterhead) and also carry with them a government issued photo ID (such as a driver's license, health card or passport).

Some suppliers have agreed to extend their government rates to cost reimbursable contractors, consultants or advisors working under contract to an Identified User and traveling on official government business in performance of that contract. Identified users are advised to provide cost reimbursable contractors, consultants or advisors with a letter, specifying the duration of their contract or specifying that they're on travel status on behalf of the Identified User and their destination.

Unless such identification is provided, employees/travelers may not be eligible to receive government rates listed in the directory.

Please be advised that Internet access offered by accommodation establishments may have costs attached to them depending on the level/speed required by the Identified User. It's the responsibility of the Identified User to verify if there are costs attached to the level/speed of Internet access they require.

Accommodation establishments offer various types of breakfast as part of their service, either at cost or as part of the room rate. When making their travel plans, employees should verify the establishment what the breakfast offerings are and determine whether or not it meets their needs. If not, other accommodation options should be explored or their individual needs should be discussed with their manager for approval of a reimbursement based on receipts, up to meal allowance amount. Furthermore, it is the responsibility of the employee to inquire upon check-in as to what is required (use of a voucher or coupon) to be eligible to receive the breakfast offering.

City rate limit (Canada, USA, foreign)

City rate limits are provided only as a guide to help determine reasonable accommodation costs.

Canadian city rate limits USA city rate limits Foreign city rate limits

Destination marketing fees, which are charged in some high tourism regions, may not be mandatory charges. It's the employees/travellers responsibility to verify if these charges can be waived when they check-out of the accommodation establishment.

Identification required at pick-up

Identified users traveling on business must carry their ID card with them as they may be requested to present ID when picking-up the rental car. Employees may also be requested to provide written proof that they're traveling on official business. As some Identified Users do not have ID cards with photos, employees of such organizations should be provided with proof that they are an employee of the Identified User (for example, a business card or letter with letterhead) and also carry with them a government issued photo ID (such as a driver's license, health card or passport).

Some suppliers have agreed to extend their government rates to cost reimbursable contractors, consultants or advisors working under contract to an Identified User and traveling on official business in performance of that contract. Identified users are advised to provide cost reimbursable contractors, consultants or advisors with a letter, specifying the duration of their contract or specifying that they're on travel status on behalf of the Identified User and their destination.

Collision damage insurance

Employees are required to purchase Collision Damage Insurance (CDI) coverage from the car rental company, unless they have a government sponsored Individual Designated Travel Card (IDTC) that covers the CDI for vehicles listed in the Standing Offer only, a personal credit card that provides CDI, or the supplier doesn't accept the government sponsored IDTC.

Also, employees are required to purchase the CDI coverage for rentals of pick-up trucks and commercial vehicles as these vehicle types are not covered under any credit card company CDI coverages.

Some departments may elect to self-insure in some circumstances. In those cases, the purchase of the CDI is not required.

Public liability and property damage

Public liability and property damage (PL/PD) insurance coverage provided by the car rental companies listed in the directory is different in Canada and in the United States. In Canada, the daily rental rates include PL/PD insurance coverage of a minimum of one million dollars ($1,000,000). The coverage included in the daily rates in the U.S. is as follows: bodily injury $100,000 US per person to a maximum of $300,000 US per accident and; $25,000 US for property damage. For rentals in the USA, Identified Users are advised that should they ascertain that this insurance coverage is insufficient, they can purchase Supplemental Liability Insurance (SLI) (refer to the National Joint Council Travel Directive, articles 2.2.2 and Appendix A).

Some car rental companies offer a coverage of one million dollars USD ($1,000,000USD) for rentals in the USA and this coverage is already included in the rate (same as in Canada). As such, SLI should not be purchased by the Identifgied User as this coverage is deemed adequate.

Be advised that should an Identified User be involved in an accident with another vehicle, the damage to the third-party vehicle is at the expense of its owner or their insurance company.

Other types of insurance coverages

Car rental companies may offer other types of insurance coverage such as Personal Accident Insurance (PAI) or Personal Effects Coverage (PEC). The coverage offered by these insurances are already included with the Individual Designated Travel Card (IDTC) and through other government programs. As such, these types of insurance coverage shouldn't be accepted by the employees. Should an employee decide to accept these types of coverages, they will be at his/her own cost and won't be reimbursed.

For information on additional drivers, coverage period and types of vehicles covered, please refer to the frequently asked questions on insurance page on the Shared Travel Sevices portal .

The car rental Standing Offer covers the rental of passenger vehicles and commercial vehicles for non travel related purposes. As such, Identified users should refer to the Terms and Conditions of the Car Rental Standing Offer for instructions and restrictions on the use of these vehicles for non travel related purposes.

Also, be advised that reservations for commercial vehicles must be made directly with the local counter (see counter list in directory which indicates "commercial" beside the address") as these vehicles are not availbale through the central reservation numbers or the company web sites.

Be advised that when an Identified User is making a Call-up against a Standing Offer and wish to have the car rental company invoice the rental fees to either a Departmental Travel Expense Card (DTEC) or through direct billing, they will need to contact the rental company representative (see table below) in order to create a billing account. This is standard procedure in the industry and will require the Identified User to provide financial information and authorization in order to set up the account.

Be advised that although the car rental company is to inform the employee/traveller of the one-way charges at the time of booking or pick-up, it's also the responsibility of the employee/traveller to inquire as to what the charges will be as these can be considerable when kilometer charges are indicated. Also, one-way charges vary depending on the car rental company chosen. Employee/travellers should verify with the other companies listed for that location to see if savings could be achieved by using a different company with lower kilometer rates.

One-way rentals may not be available at all times. Availability is based on the vehicle type requested being available for a one-way rental. If not, the contractor may indicate that one-way rentals are not available at the time of reservation.

Also, some counters of the different car rental companies listed don't offer one-way rentals. If this is the case, it will be indicated in the "Services offered" section of the company's page in the directory.

Most car rental companies offer roadside assistance programs. These programs include items that, for the most part, are already included in the terms and conditions of the Standing Offers. For this reason, should an employee decide to purchase this option, it'll be at his/her expense and won't be reimbursed.

Car rental companies located at airports often have to charge airport improvement fees to their customers. In the majority of cases, these fees appear on the rental agreements/invoices as CFC or CFF. Be advised that these charges are over and above the rate and must be paid by all employees of Identified Users. Employees will be reimbursed for these charges as these aren't optional, are mandated by the airport authorities and are charged to all customers.

Employees should make every effort possible to utilize the least expensive car rental company in each of the locations listed. To assist travellers in choosing the most economical supplier, rental rates in this directory are listed in ascending order by price for airport and city locations.

Some car rental companies have indicated that vehicles with hand controls for persons with disabilities are available at some of the rental locations. Be advised that most companies require 24 to 48 hours notice in order to install these devices in their vehicles. It is the employees' responsibility to inquire as to the wait period for installation of these devices by the company.

The Government of Canada encourages employees of Identified Users to consider environmentally responsible practices when renting vehicles for the conduct of business while on travel status. The automotive industry has recently begun producing increasing numbers of high-efficiency vehicles, most notably electric and hybrid vehicles. However, the demand for such types of vehicles for rental purposes is still at an early stage. We are encouraging employees on official business travel to rent such vehicles wherever available and practical. Should this not be possible or practical, employees may wish to consider selecting other types of vehicles with reported lower fuel consumption or emissions when selecting a rental vehicle. Should employees wish to compare vehicles based on their fuel consumption or CO2 emissions, they can consult the Fuel consumption ratings tool available on the Natural Resources Canada website.

Most rental companies provide the option of having snow tires installed on their rental vehicles. However, there are usually costs to this option and these costs and their application are indicated in the Car Rental Directory. In most cases, when this option is offered, the reservation must be made at least 24 to 48 hours prior to pick-up in order to give the car rental company time to have the winter tires installed on the vehicle. PSPC would also like to remind employees of the following:

Although it's not mandatory in all the provinces, winter tires are mandatory on some highways in British Columbia. We encourage you to verify with the car rental company if they're required for the area you will be traveling to;
In the province of Québec, snow tires are mandatory on all vehicles registered in Québec, including rental vehicles, between December 1 and March 15;
For all other provinces and territories, there are no laws concerning mandatory use of snow tires.

The rental rates are for vehicles in the following categories:

Passenger vehicles

Intermediate Sedan
Standard Sedan
Full Size Sedan
Standard SUV
Full Size SUV

Commercial Vehicles

½ Ton Pick-up
¾ Ton Pick-up
1 Ton Pick-up
8 and 15 Passenger Vans
Cube Vans (12' to 22')
3 Ton Cargo Truck

Should employees wish to compare vehicles based on their fuel consumption, they can consult the Fuel Consumption Ratings Search Tool available on the Natural Resources Canada Website.

Employees must contact the car rental companies to determine in which category a specific vehicle model belongs to, as companies don't always classify car models in the same categories. For example, a Civic may be considered as a compact by supplier A, but be in the intermediate sedan category for supplier B.

The following list contains the car rental Standing Offer numbers for 2023 to 2025 as well as the contact names for sending call-ups against the Standing Offers:

Exceptions and surcharges for U.S. car rentals

Note: As a general rule, the minimum age for renting vehicles in the USA is 21, except in New York where the minimum age is 25.

Rentals in the cities below will be at the listed rate plus the applicable city surcharge. The amounts below are subject to change. Verify the amount of the surcharge with the reservation agent at the time of booking:

$5.00/day for New Orleans LA, Phoenix AZ and Seattle WA
$8.00/day for Atlanta GA, Los Angeles CA (including LAX) and San Francisco CA
$12.00/day for Washington DC (including Dulles and Reagan National airports)
$8.00/day for Denver CO and Los Angeles CA (including LAX) and San Francisco CA
$18.00/day for Chicago IL

Upon presentation of proper identification, employees of the organizations listed below are entitled to the rates listed in this directory.

Administrative Tribunals Support Service of Canada
Agriculture and Agri-Food Canada
Atlantic Canada Opportunities Agency
Bank of Canada
Business Development Bank of Canada
Canada Border Services Agency
Canada Economic Development for Quebec Regions
Canada Energy Regulator
Canada Lands Company Ltd.
Canada Mortgage and Housing Corporation
Canada Revenue Agency
Canada School of Public Service
Canadian Accesssibility Standards Development Organization
Canadian Air Transport Security Authority
Canadian Center for Occupational Health and Safety
Canadian Commercial Corporation
Canadian Dairy Commission
Canadian Food Inspection Agency
Canadian Grain Commission
Canadian Heritage
Canadian Human Rights Commission
Canadian Institutes of Health Research
Canadian Intergovernmental Conference Secretariat
Canadian Northern Economic Development Agency
Canadian Pari-Mutuel Agency
Canadian Radio-television and Telecommunications Commission
Canadian Space Agency
Canadian Transportation Agency
Civilian Review and Complaints Commission for the RCMP
Copyright Board Canada
Correctional Service of Canada
Courts Administration Service
Crown-Indigenous Relations and Northern Affairs Canada
Destination Canada
Elections Canada
Employment and Social Development Canada
Environment and Canada
Export Development Canada
Farm Credit Canada
Federal Economic Development Agency for Northern Ontario
Federal Economic Development Agency for Southern Ontario
Finance Canada
Financial Consumer Agency of Canada
Financial Transactions and Report Analysis Centre of Canada
Fisheries and Oceans Canada
Foreign Affairs, Trade and Development Canada
Governor General of Canada
Health Canada
Immigration and Refugee Board of Canada
Immigration, Refugees and Citizenship Canada
Impact Assessment Agency of Canada
Indigenous Services Canada
Infrastructure Canada
Innovation, Science and Economic Development Canada
International Development Research Centre
International Joint Commission
Invest in Canada
Justice Canada
Law Commission of Canada
Leaders' Debates Commission
Library and Archives Canada
Library of Parliament
Marine Atlantic Inc.
Military Grievances External Review Committee
Military Police Complaints Commission
National Capital Commission
National Defence and the Canadian Armed Forces
National Farm Products Council
National Film Board of Canada
National Research Council Canada
Natural Resources Canada
Natural Sciences and Engineering Research Council of Canada
National Security and Intelligence Committee of Parliementarians
National Security and Intelligence Review Agency
Northern Pipeline Agency Canada
Office of the Auditor General of Canada
Office of the Commissioner for Federal Judicial Affairs
Office of the Commissioner of Lobbying of Canada
Office of the Commissioner of Official Languages
Office of the Conflict of Interest and Ethics Commissioner
Office of the Correctional Investigator Canada
Office of the Information Commissioner of Canada
Office of the Intelligence Commissioner
Office of the Parliementary Budget Officer
Office of the Privacy Commissioners of Canada
Office of the Public Sector Integrity Commissioner of Canada
Office of the Superintendent of Financial Institutions
Parks Canada
Parole Board of Canada
Patented Medicine Prices Review Board
Privy Council Office
Public Health Agency of Canada
Public Prosecution Service of Canada
Public Safety Canada
Public Sector Pension Investment Board
Public Service Commission of Canada
Royal Canadian Mint
Royal Canadian Mounted Police
Royal Canadian Mounted Police External Review Committee
Security Intelligence Review Committee
Shared Services Canada
Social Sciences and Humanities Research Council of Canada
St. John's Port Authority
Standards Council of Canada
Statistics Canada
Supreme Court of Canada
Telefilm Canada
Transport Canada
Transportation Safety Board of Canada
Treasury Board of Canada Secretariat
Veterans Affairs
VIA Rail Canada Inc.
Western Economic Diversification Canada
Windsor Detroit Bridge Authority
Women and Gender Equality Canada

Other participants

Employees of the Government of the Province of Alberta (Accommodation Directory only)
Employees of the Government of the Province of Ontario
Employees of the Government of the Northwest Territories
Employees of the Government of the Nunavut (Department of Community and Government Services, Sports and Recreation and Procurement, Logistics and Contract Support Divisions only)
Employees of the Government of the Yukon Territory
Official Language Community in a Minority Situation (OLCMS) (Accommodation Directory only)

The accommodation section of the 2024 Accommodation and Car Rental Directory applies to employees of the Government of Alberta. The car rental section of the directory doesn't apply to employees of the Government of Alberta.

Government of Alberta organizations eligible to participate in the Accommodation Directory include Offices of the Legislative Assembly, the Executive Council, Departments, Regulated Funds, and Provincial Agencies identified in the Government Estimates which are still active as Government entities, including the Alberta Gaming and Liquor Commission, and Alberta Treasury Branches.

This directory doesn't replace any regulations, directives, or guidelines, in whole or in part, that govern business travel of Government of Alberta employees.

Reservations should be made directly with the establishments and not by or through outside reservation services or travel agencies. Reservations made with listed accommodations are subject to room availability, since this directory doesn't grant priority status.

The individual making the reservation should clearly indicate that the accommodation is for an employee of the Government of Alberta traveling on Government business (give name of employer) and request the agreed government rate. At time of registration the employee should again request the government rate and, if required, produce proof that he/she is an employee of the Government of Alberta. Accommodation shouldn't be accepted if the rate quoted for the room is higher than the one listed in this directory.

Complaints should be promptly brought to the attention of the establishment's management. If satisfaction is not obtained, then the matter should be dealt with, in writing at the employer level. If satisfaction is still not obtained, full documentation should be sent to [email protected]

IMAGES

(Reference:Joint Travel Regulations) Doc Template
Fillable Online defensetravel dod JOINT TRAVEL REGULATIONS, VOLUME 2
volume 1 joint federal travel regulations change 182
Call for input: NJC Travel Directive
THE JOINT TRAVEL REGULATIONS / the-joint-travel-regulations.pdf / PDF4PRO
Ch 7: Travel

VIDEO

Relaxing and Fun Coloring : Rack of Fruits #coloringforrelaxation #relaxingcoloring #funcoloring
Problems with the PE Attribution Rules
2nd Day as a Foreigner in Delhi India Traveling Solo!Travel VLOG
Travel Day from Denver to Pago Pago, American Samoa (Episode 1 December 2023)
Cooler Master HAF XB Unboxing and Overview
Going To Surprise Family In Pakistan

COMMENTS

Travel Directive
Travel Directive. Note: Public Service employees must contact their Designated Departmental Travel Coordinator with their questions. Communiqués Other related documents. If you are an individual or company working with the Federal Government and require further information, please contact the departmental Project Officer or Project Authority ...
Travel on government business
The National Joint Council Travel Directive provides for the reimbursement of reasonable expenses incurred while travelling on government business. The directive is co-developed by participating bargaining agents and public service employers. It applies to public service employees, exempt staff and other persons travelling on government ...
Directive on Travel
1. Effective date. The Directive on Travel received Board of Management (Board) approval and came into effect on June 16, 2020 (Board Resolution #2020-2021-06). This directive replaces the 2013 Travel Directive and the 2006 Travel Loyalty Programs Policy. For the version history of this document, see section 11.
PDF Guideline on Travel, Hospitality, Conference and Event Expenditures
2.3 The directive and this guideline support the travel requirements set out in the National Joint Council's (NJC's) Travel Directive and the Special Travel Authorities. 2.4 The directive recognizes the importance of departments having effective oversight mechanisms and controls in place so that travel, hospitality, conferences and other ...
Joint Travel Regulations
Joint Travel Regulations. The Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for Uniformed Service members (i.e., Army, Navy, Air Force, Marine Corps, Space Force, Coast Guard, National Oceanic and Atmospheric Administration Commissioned Corps, and Public Health Service Commissioned Corps), Department of Defense (DoD) civilian ...
Directive on Travel, Hospitality, Conference and Event Expenditures
A.2.2.2 Ensuring that the travel entitlements under provisions in the National Joint Council Foreign Service Directives, the National Joint Council Relocation Directive or the National Joint Council Isolated Posts and Government Housing Directive are not subject to travel expenditure initiation under this Appendix. Travel costs authorized by ...
Travel and Living Expenses
The Contractor will be reimbursed its authorized travel and living expenses reasonably and properly incurred in the performance of the Work, at cost, without any allowance for profit and/or administrative overhead, in accordance with the meal, and private vehicle allowances specified in Appendices B, C and D of the National Joint Council Travel Directive, and with the other
Canadian Forces Temporary Duty Travel Instructions
NJC Travel Directive. the National Joint Council Travel Directive, as amended from time to time. (Directive sur les voyages du CNM) permanent workplace. for a Regular Force member: after the date of their most recent enrolment or transfer and until they are posted, the member's permanent residence; or
City rate limits for accommodation of federal public servants
The employer is responsible for authorizing accommodation to be used by the employee, in accordance with the current National Joint Council Travel Directive. If there is a difference in the interpretation of the information provided in this directory and the National Joint Council Travel directive, the directive shall prevail.
Guide to Travel, Hospitality, Conference and Event Expenditures
According to the National Joint Council Travel Directive (the NJC Travel Directive), blanket travel authority (BTA) is an authorization for travel that is continuous or repetitive in nature, with no variation in the specific terms and conditions of trips, and where it is not practical or administratively efficient to obtain prior approval from ...
Guide to the Proactive Publication of Travel and
Relocation: Travel expenses incurred for the purposes of relocation under the National Joint Council Relocation Directive are not subject to proactive publication. Cancelled trips: The Access to Information Act requires the proactive publication of all travel expenses for the individuals listed in section 4 of this guide. As such, if residual ...
Part II, chapter 8: Relocation of spouse or common-law partner
For further information, consult the National Joint Council (NJC) Travel Directive and Relocation Directive. These Directives are the responsibility of the Employer and all questions concerning their application and interpretation should be directed to TBS. Page details. Date modified: 2018-01-23. About this site.
CIHR Travel Policy
This policy ensures that all travel arrangements are consistent with the provisions of the National Joint Council's (NJC) Travel Directive. The purpose of this policy is to ensure fair treatment of employees travelling on government business consistent with the principles above.
Travel Directive and Incidentals
The revised National Joint Council (NJC) Travel Directive indicates that incidental expense allowances are to be paid to public service employees rather than to travellers. This PN is issued to address the NJC Travel Directive dated July 1, 2017 regarding the exclusion of payment of incidentals to contractors.
Chapter 209
by PMV or motorcycle at the lower kilometric rate in Appendix A of the National Joint Council (NJC) Commuting Assistance Directive for travel in Canada or the lower kilometric rate in the Foreign Service Directives for travel commencing outside Canada, not exceeding the cost by commercial carrier. (amended by TB, effective 1 August 2023)
Travel and hospitality
Travel and hospitality. Travel expenses for Ministers, Parliamentary Secretaries and Ministers' staff incurred while on Departmental business, are eligible for reimbursement in accordance with the Policy for Ministers' Offices, and subsequently the National Joint Council Travel Directive. The following outlines the responsibilities of ...
2024 Accommodation and Car Rental Directory preface
Federal Government Employees planning to travel on official business by rental vehicle should refer to the National Joint Council Travel Directive (Part III, Section 3.1.11 (c)) for policy on employee-driven vehicles. Other organizations not governed by the Travel Directive may have similar policies.

National Joint Council

Travel Directive

Language selection

CIHR Travel Policy

Collective agreement

Grievance procedure

Part I - Administration

Part II - Insurance

Part III - Travel Modules

Part IV - Emergencies, Illnesses, Injuries And Death

Part V - Special Travel Authorities

Travel Directive and Incidentals

Effective date

Summary of changes

Contact information

Affected Supply Manual sections

Affected SACC Manual sections

Language selection

Chapter 209 - Transportation and Travelling Expenses

On this page

209.02 - Unpaid Ranks

Section 2 – Transportation and Accommodation

209.335 - Family Care Assistance

209.37 – Senior Appointment and Key Leadership Position Travel – Reserve Force Personnel on Class “A” Reserve Service

Section 5 – Transportation on Leave

209.52 - Transportation on Special Leave

Section 6 – Entitlement at Time of Enrolment

209.72 - Transportation and Travelling Entitlements on Release for Misconduct - Regular Force

Section 8 – [NOT ALLOCATED]

209.992 - Transportation of Dependants – Medical Care and Dental Treatment

[209.993 to 209.999 – NOT ALLOCATED]

209.015 - Exceptions and Limitations to Entitlements under this Chapter

209.04: Repealed Consequentually to TB Approval of 1 December 2003

209.20: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.295 –Transportation Assistance for Reserve Force Personnel on Class "A" Reserve Service

209.30 – Entitlement and Instruction

209.31 - Reimbursement for Weekend Travel while on Temporary Duty

209.32: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.36 – Custodial Expense

209.42: Repealed by TB on 1 December 2003 Effective 1 October 2002

209.51 - Compassionate Travel Assistance

209.54 - Reimbursement of Expenses when Recalled from Leave or when on Leave is Cancelled

209.715 - Transportation and Travelling Entitlements on Termination of Class C Reserve Service for Misconduct – Reserve Force

209.73 - [NOT ALLOCATED]

209.9922 - Transportation of a Deceased Dependant or an Officer or Non-Commissioned Member whose Dependant has Died or a Dependant of a Deceased Officer or Non-Commissioned Member

Page details

We have archived this page and will not be updating it.

Language selection

Travel and hospitality

Roles and responsibilities

Methods of Payment

Departmental Travel Expense Card

Hospitality

2024 Accommodation and Car Rental Directory preface

Table of contents

Making reservations online

Accommodations

Internet access available at the accommodation establishment

Destination marketing fees

Passenger and commercial vehicle rentals - Non travel related

Identified users

Making reservations directly with accommodation or car rental companies

Car rental companies

Cost reimbursable contractors and other travelers

Identification required at check-in

City rate limit (Canada, USA, foreign)

Identification required at pick-up

Collision damage insurance

Public liability and property damage

Other types of insurance coverages

Exceptions and surcharges for U.S. car rentals

Other participants

IMAGES

VIDEO

COMMENTS