hrg shared travel services government of canada

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Travel services

Resources for authorized Government of Canada (GC) travellers on official business.

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Shared Travel Services portal

Other information and resources

Accommodation and car rental directory

Hotel Pass Program

The Shared Travel Services (STS) portal is an online travel management tool for authorized GC travellers on official business . From the portal, travellers can:

• air and rail transportation
• car rentals
• accommodations
• submit travel authorizations
• manage travel expenses
• find up-to-date travel related information

The STS portal supports the GC ’s priorities for greater accountability, visibility, and transparency in service delivery. It also modernizes and standardizes the processes for booking travel.

By choosing to follow this link, you will be navigating away from this Government of Canada website to a contracted service provider.

• Travel on government business
• Book travel (accessible only on the Government of Canada network)
• Travel services (accessible only on the Government of Canada network)

The accommodation directory offers information and rates on approved accommodations in Canada, the United States of America (USA) and other countries. It allows government travellers to search the directories using various parameters. The car rental directory provides an alphabetical index of city listings in Canada and the USA . In each city listing, car rental firms and their rates are shown in ascending order by price per vehicle category.

In compliance with subsection 41(1) of the Official Languages Act , the Public Services and Procurement Canada (PSPC) Hotel Pass Program supports Official Language Minority Communities (OLMC) in Canada.

The program is for staff and representatives of non-profit national and regional OLMC organizations who work to support and assist the development of these communities in areas such as:

• economic development
• immigration
• communications

Staff refers to employees who are on these organizations’ payroll, and representatives are the people who sit on their board of directors.

While travelling for business in Canada, they can benefit from the preferential rates offered by the establishments listed in the Government of Canada Accommodation Directory.

To benefit from this program, an application must be submitted to Public Services and Procurement Canada’s OLMC Secretariat, using the online Hotel Pass Program: Beneficiary application form .

For any questions, contact the OLMC Secretariat at tpsgc.dgrhsecretariatclosm-hrbolmcsecretariat.pwgsc@tpsgc-pwgsc.gc.ca .

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Shared Travel Services Portal: Demonstration, hints and tips

Available offerings.

To register, you will be prompted to sign in.

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Delivery method

Description.

Whether making them for oneself or others, travel arrangements can feel daunting. This online, self-paced video course provides demonstrations and explanations of common transactions in the Shared Travel Services (STS) Portal. Participants will learn about travel-related resources and how to use the STS Portal to create, submit, and receive approval for travel requests and expenses.

Topics include:

• locating travel resources
• creating and managing traveller profiles
• creating travel requests
• booking travel by air or rail
• booking hotel and car rentals
• creating Blanket Travel Authorities and Blanket Travel Requests
• claiming expenses
• creating and submitting expense reports

The videos in this course were recorded in May 2023. They represent a 3-hour presentation delivered over 2 sessions by Karen Tam, Chief of AAC’s Centre of Excellence for Travel, Hospitality, Conference and Events.

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Minister of Infrastructure and Communities Transition Book 3 (2021) Establishing Your Office

Minister of infrastructure and communities transition book 3 (2021) establishing your office.

• Table of Contents

Welcome Minister

Introduction, administrative support, security clearance requests, security considerations, office and hill passes, threat and risk assessment, office sweep, policies for ministers’ offices, human resources management, departmental staff assigned to ministers’ offices, mandatory training, recommended training, financial management, establishing the ministers’ office budgets, budget transfers and the carry forward of unspent funds, financial authorities, office accommodation and supplies, departmental hq offices, ministers’ regional offices, office furniture and furnishings, office equipment and supplies, signature arm (autopen), travel and hospitality, designated travel card, executive vehicle for use by a minister, hospitality and gifts, proactive disclosure, contracting, proactive disclosure of contracts, official languages, information management and information technology, information management, information technologies, key contacts, hr new staff form, compensation forms (salary/pay).

• Federal Personal Tax Credit Form
• Provincial Tax Credit Form
• Personal History Form

Direct Deposit Form

Id house of commons (hill pass) form, hrg travel profile form, travel card form, acquisition card form, insurance for executive vehicle form, signature arm cartridge (autopen), secret security clearance forms.

• How To Use Video Conferencing (VC)

Floor Plan for INFC

Welcome to Infrastructure Canada (INFC). In order to make your transition to INFC as smooth as possible, the department will provide support to ensure your office is well established to meet your needs. This will be coordinated by a departmental official ( MinoAdmin ) who is assigned by the Deputy Minister to facilitate the transmittal of departmental advice and who will be a key coordinator for arranging your office to best suit your requirements.

Upon your arrival, this support will include:

• Security requirements: assistance will be provided to ensure that all security requirements are implemented for the safety of you and your office, including arranging security consultations and briefings and providing appropriate tools for the protection of sensitive information. In addition, the department will assist in obtaining or validating security clearances for any incoming staff.
• Human resources: support will be provided to facilitate the arrival of incoming staff, including the letters of offer, as well as the provision of welcome kits with key administrative information. The department can also provide temporary administrative support staff to assist you with establishing your office.
• Financial advice: you will receive a letter from the Treasury Board outlining budgetary information for your office. The department will be available to provide information and address any questions which may arise regarding the Ministerial budget.
• Vehicle services: your vehicle will be available to you immediately following the swearing in ceremony, as well as a temporary driver should you require one.
• Administrative needs: the department will be available to address any administrative need which may arise, and your preferences will be sought regarding several administrative items, including the selection of electronic devices, the establishment of protocols for the use of an autopen, and the arrangement of your office suite and business cards.

Once your Chief of Staff has been appointed, the department will provide them a welcome kit containing more detailed administrative information to help establish your office and address any requirements you may have.

The Deputy Minister and the department are also prepared to brief you on the department’s mandate, as well as legislation (e.g., Access to Information and Privacy Act ) and practices (e.g., information management) relevant to the day to day operations of a Minister’s office. The departmental official ( MinoAdmin ) will work with your office to coordinate these sessions, depending on your availability and interest.

Please find at the end of this document, a list of key contacts , should you require any immediate assistance in the coming days. We look forward to helping you establish your office.

Ministers and exempt staff are subject to Treasury Board policies and regulations. In accordance with the Financial Administration Act , the Treasury Board provides advice and makes recommendations on how the government spends money on programs and services, how it regulates and how it is managed.

To support your office, the department will be following the Treasury Board Policies for Ministers’ Offices (the “Policies”). These Policies consolidate the various financial, personnel, and administrative rules and regulations that govern Ministers and their exempt staff when they perform duties directly related to their responsibilities.

By its very nature, the Policies cannot be all-inclusive and, as such, source documents are cited in this binder where appropriate. Other guidelines included in the Policies are the Contracting Policy and Directive on Travel, Hospitality, Conference and Event Expenditures .

The departmental staff can guide you and your office on interpreting these policies, directives and internal tools, as required.

Your Ministerial office is supported by ( MinoAdmin ), a small group of departmental staff, paid for by the department who are assigned to provide administrative assistance within the scope of your portfolio responsibilities.

The Departmental Liaison Officer (DL) will be responsible for non-partisan departmental advice and will be the liaison between the Minister’s office and the department, and manages the interaction between your staff and the department, as well as the sharing of information and documents.

The Executive Correspondence Unit (ECU) provides information management services by coordinating responses to the Minister’s mail. ECU works closely with the departmental subject matter experts and other regional contacts to prepare draft replies for the Minister’s signature.

The department can also provide three public servant administrative support staff to the Minister’s office. The roles and responsibilities of these staff are outlined in the Policies, and may include administrative assistants to support the office, such as a receptionist. It is important to note that the salary for these positions would be funded by the department. MinoAdmin can assist you in staffing these depending on your office’s needs.

All individuals who work in or for the office of any Minister (including exempt staff, other employees, contractors, students, and persons on loan, assignment, or secondment), regardless of their work location, require at a minimum a Level 2 (Secret) security clearance prior to appointment.

A Top Secret clearance is required for individuals who will have access to information classified at that level.

Employees who do not have a valid secret security clearance will need to complete the following security clearance forms . To expedite the process, the department will be available to assist in the completion of screening forms for any incoming staff. These forms will be sent for analysis and either an approved or denied secret clearance will be obtained.

The processing time for security clearance varies based on the complexity of the individual’s file. However, on average, new secret security clearance requests as well as an update of a security clearance can take between 2 to 12 weeks. The verification of a security clearance from another department can typically be done within 2 business days as long as the individual file is complete at the other department.

Your security, as well as of your office, is a priority for INFC and upon your arrival, we will ensure that all your needs are met.

Security is a joint responsibility between the department, the Royal Canadian Mounted Police (RCMP) and the Privy Council Office (PCO). While Ministers are responsible for the security of their staff and offices, as well as for sensitive information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.

The department will brief your Chief of Staff and your office on requirements for the protection of personnel, sensitive information and other assets, including their security responsibilities with respect to Cabinet Confidences.

As a member of Cabinet, you will require access to Secret Cabinet documents for your participation at Cabinet meetings. As per PCO guidelines, Ministers and their offices must designate a Cabinet Document Comptroller (CDC) for the management and security of secret Cabinet documents and e-Cabinet downloads on the secure tablets for your office. The department will assist you and coordinate with PCO for your Cabinet meetings needs during the transition period until your CDC receives appropriate training.

A Threat and Risk Assessment (TRA) is performed by the House of Commons (HoC) Corporate Security Group for Minister’s home(s), cottage(s), and the constituency office. This team is responsible for physically visiting each of these locations and performing an assessment. A TRA is performed by the departmental security team for the departmental Minister’s office.The result of the assessment is typically a set of recommendations based on risk factors (e.g., ensuring a home alarm system, etc.).

An office sweep consists of periodic review of the physical office space to ensure that sensitive material (e.g., sensitive documents, electronic devices) are properly stored.

Please refer to Part 2 of the Policies for additional information on requirements and personal security.

Advice on security clearances and other security requirements may be obtained by the MinoAdmin with the collaboration of the Chief Security Officer. Please contact MinoAdmin if you require a secure briefcase.

In the coming weeks, you will receive a letter from the Treasury Board providing information on your Ministerial budget. Depending on this budget and your preferences and regional responsibilities, you will have the flexibility to establish the structure of your office to best suit your needs within your allocated funding levels.

To assist you in your considerations, please find below some information regarding position titles and salary maximums as laid out in the current Policies.

The department will be available to provide human resources support and advice to facilitate the timely arrival of incoming Ministerial staff.

Members of a Minister’s exempt staff are “exempt” from the appointment procedures of the Public Service of Canada. Once you have decided on whom you wish to hire, the department will assist you in bringing the individual based on the requirements in the Policies.

A Minister can sign letters of offer after being sworn-in. However, the first step in the staffing process is providing the individual’s CV, their employee information Footnote 1 and confirming their clearance. If an individual does not have a valid security clearance with INFC or another Government of Canada Department, the individual must complete the new security screening request .

Once a security clearance is obtained, the department will assist in preparing a letter of offer for your signature. MinoAdmin will be available to assist you throughout this process. It is important to note that you are the only person who can issue and sign letters of offer of employment (or termination of employment) for your exempt staff; this authority cannot be delegated.

Once a letter of offer is signed by both you and the newly appointed exempt staff, MinoAdmin will work with that individual to complete the necessary forms to set up their pay and benefits. Finally, an email account will be created and electronic devices issued. We will work with you and your Chief of Staff to assign office space and configure your office to best suit your needs.

The positions of the individuals should reflect those found in Appendix A of the Policies. Although you have the flexibility to configure the complement of your exempt staff, ensure to respect the following conditions:

• One Executive Assistant / Private Secretary;
• Maximum of one Chief of Staff;
• Maximum of one Director per function;
• Mamixum of one Regional Affairs Director per region (if applicable). 

Rules regarding position titles and their respective salary ranges must be observed and are described below. 

Each approved exempt staff position title found in Appendix A is associated with a salary equivalent to the current maximums of Public Service groups and levels.

• Public Service (AS, CR, IS) groups .
• Public Service executive (EX) group .

There are no minimum rates of pay. However, as a general rule, the maximum salary is reserved for staff with relevant professional qualifications, ten or more years of employment experience, or extraordinary skills and qualifications.

In exceptional circumstances, a Minister may, with the prior agreement of the Prime Minister’s Office and approval by the Treasury Board, pay an exempt staff member a salary above the permitted maximum. This exception will be sought through a Treasury Board Submission.

A Minister is permitted three positions which are not charged against the Minister’s departmental staff budget, but directly from existing departmental reference levels.

• One departmental liaison (Up to EX-02, EX-01 or PM-06)
• One departmental administrative support position (Up to AS-01)
• One departmental corporate support position (Up to AS-04)

This is the maximum complement of departmental positions funded directly by the department.

Any other remaining departmental staff positions are considered to be support staff positions and must be funded from the Minister’s staff budget.

• There can be a maximum of one senior support staff position (Up to AS-05).
• All other support staff positions may only be classified up to the AS-04 level.

The department will assist you in providing a list of eligible candidates for these positions.

The Canada School of Public Service (“the School”) provides self-paced online training Footnote 2 . The School offers a collection of rich, interactive and open online resources, videos, courses, seminars and events to support the Government of Canada's enterprise-wide approach to learning, accessible anytime and from anywhere all at no cost to learners .

At this time of transition, all previous delegations of authority become null and void, and new delegations must be sought. The department will assist the Minister’s office in identifying the individuals who require delegated spending and financial authorities under sections 32, 33 and 34 of the Financial Administration Act and to facilitate the establishment of new delegations authorities (including the use of the autopen ).

These employees will be required to complete the following mandatory training which are available online or can be provided in person by the department.

• Authority Delegation Training (G110) – Modules 1 to 8
• Manager Authority Delegation Training Checkpoint (G510)

Upon completion of the training, please contact MinoAdmin and they will schedule a briefing session of the Financial Delegation Matrix. The Financial Delegation Matrix which will need to be signed quickly to ensure continuity.

A specimen signature card will be prepared for the individual exercising financial delegation. This card will confirm the authorities and limits associated with the financial delegation.

The School provides online self-paced training. The department recommends the following training for your staff:

• Orientation to INFC
• Orientation to the Public Service – Who We Work For (C218)
• Values and Ethics Foundations For Employees (C255)
• HR-to-Pay Stabilization Training
• Security Awareness (A230)
• Harassment and Violence Prevention for Employees (W101)
• Canada Labour Code, Part II: An Overview (Z065)

Please refer to Part 3 of the Policies for additional information on salary increases, employment equity, leave, termination and changes in portfolio.

Please contact MinoAdmin regarding Human Resources Management inquiries or questions.

In the weeks following your appointment, Treasury Board, in conjunction with the Prime Minister’s Office, will work to identify the allocations for all Ministerial budgets. Once identified, you will receive a letter from the Treasury Board outlining your budget.

The department is available at your convenience to discuss any financial inquires you may have and will seek to brief you and your Chief of Staff as soon as your budget has been received from the Treasury Board.

The Chief Financial Officer will designate a Financial Management Advisor (FMA) for your office and will provide regular financial reports on the status of your budget including expenditures and forecasts. They will also assist your office in responding to the quarterly requirement from the Treasury Board Secretariat to report on Ministerial budgets.

The office budget will be divided into six components:

• Ministerial salary budget for exempt staff;
• Ministerial operating budget, which covers all operating expenditures related to the conduct of the portfolio or other official government departmental business;
• Students’ salary;
• Minister’s salary and motorcar allowance (controlled separately);
• Ministerial regional exempt staff and operating budget (if there is regional staff); and
• Ministerial salary and operating budget for the Parliamentary Secretary Assistant .

This budget is in addition to, and separate from, entitlements that you have as a Member of Parliament.

In addition to the office budget, the Minister will receive $89,300 for their salary and $1,200 for their car allowance as a statutory allowance which is not directly managed by the Minister’s office.

Please note that Ministers are individually responsible and accountable for dealing with all public inquiries about the expenditures made from their office budgets, including publicly justifying them if the need arises.

You may choose to delegate, pursuant to the Financial Administration Act , financial authorities for expenditures to your Chief of Staff or other exempt staff. Please note that:

• A Minister can delegate (but cannot be sub-delegated) their authority for expenditures related to their office budgets.
• A Minister cannot delegate their authority for hiring, determining salaries and salary increases, and terminating employment of exempt staff and benefits.

Please refer to Part 4 and Appendix E of the Policies for additional information on accountability, accounting for expenditures charged to Ministers’ budgets, internal audit and Minister’s salary and motor vehicle allowance.

Please contact MinoAdmin regarding Financial Management inquiries or questions.

The department has assigned an office space for you and your staff. Your office is located at 427 Laurier [redacted] . Your office provides for 18 office spaces including a kitchen and a boardroom. A floor plan is available here .

Ministers’ regional offices, furniture and furnishing are provided by Public Works and Government Services.

A Minister’s department funds the acquisition of office furniture, fixtures and equipment, and their operation and maintenance costs.

Our Accommodation team is available to assist you with additional requirements. Equipment and furnishings outside of departmental standards are paid from the Ministers’ operating budget.

Supplies are paid from the Minister’s operating budget. To enroll for an acquisition card, please complete this form .

Given the number of documents that a Minister of the Crown is required to sign, an autopen (or signature arm) is frequently used. Since a signature from the autopen is considered a legal signature, and therefore, binds the Government and the Crown to certain decisions, its use must be carefully controlled. The department can assist you in the roles and responsibilities, as well as current security and functional procedures for the use of the Minister’s autopen at INFC. Please send a request to accomodations services to set-up a signature arm (autopen).

Please refer to Part 5 of the Policies for additional information on accountability, accounting for expenditures charged to Ministers’ budgets, internal audit and Minister’s salary and motor vehicle allowance.

Travel expenses by the Parliamentary Secretaries and Ministers’ staff incurred while on departmental business, are eligible for reimbursement in accordance with the Treasury Board directives and the National Joint Council Travel directives . The directives outline four common travel situations such as travel within headquarter area, outside headquarter area, travel in Canada and USA and international travel.

Ministers are excluded from the National Joint Council travel directive, however, it provides framework for appropriate expenditures. Any travel by the Minister outside the National Capital Region must be authorized by the Prime Minister’s Office.

The department will be available to facilitate your office’s travel needs, their roles and responsibilities for Travel Authority (TA), expense claims and report travel transactions.

Exempt staff that are expected to travel frequently are advised to apply for a Designated Travel Card . The department can assist exempt staff in obtaining this card and explain the advantages for government business travel.

Ministers can use their Designated Travel Card or their personal credit card and be reimbursed for funds expended for travel costs.

The Ministers’ offices are encouraged to use the government’s Shared Travel Services provided by HRG. Before a Designated Travel Card can be issues, the Ministers’ staff will be required to complete a travel profile with HRG. To create a travel profile, please complete this form .

An executive vehicle will be allocated to the Minister. A vehicle is provided to each Minister and expenses are paid by the department for the conduct of official business.

It is important to note that the use of the executive vehicle is a taxable benefit, therefore personal use, by you or your driver, of the car should be documented (kilometers recorded) for taxation purposes.

Exempt staff and departmental staff are not authorized to use the vehicle for personal use.

Anyone who may be required to drive the executive vehicle, including you and your family should be insured. Please complete this form .

Hospitality is defined as the provision of beverages, snacks, meals and sometimes entertainment, to guests of departments or agencies.

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 the Management of Travel, Hospitality and Conferences 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 their own hospitality expenses and for hospitality disbursements made on behalf of the Minister.

For Travel and Hospitality expenses, proactive disclosure is done on a monthly basis and requires the mandatory publication on departmental websites of travel and hospitality expenses for Ministers, Parliamentary Secretaries, exempt staff, and by senior level employees at the Deputy Minister and Assistant Deputy Minister levels.

All reports should be reviewed by your Chief of Staff (or yourself) prior to publication.

Please refer to Part 6 of the Policies for Ministers’ Offices for additional information on accountability, accounting for expenditures charged to Ministers’ budgets, internal audit and Minister’s salary and motor vehicle allowance.

Please contact MinoAdmin regarding travel and hospitality inquiries or questions.

Ministers must ensure that the government’s contracts regulations are respected and the requirements of the Financial Administration Act are met.

As per the Directive on the Management of Procurement , services and products acquired must demonstrate fairness, openness and be obtained at the best value in the spending of taxpayers’ money.

Ministers, Parliamentary Secretaries and exempt staff members must disclose on a quarterly basis all expenses for contracts over $10,000, amendments which increase the value of contracts to over $10,000, and amendments over $10,000. There are some limited exceptions, such as national security.

MinoAdmin will assist in the development of attestations for each of your staff to review and approve. The Chief Financial Officer can provide you and your Chief of Staff with a comprehensive briefing regarding the Proactive Disclosure process.

Please refer to Part 7 of the Policies for additional information on Treasury Board Contracting Policy, employer-employee relationships, fee guidelines, former government officials and temporary help services.

A Minister's vehicle, being the property of the Crown, is allotted a parking space at the Minister's office. The department has purchased a reserved parking space [redacted] . We also have a pre-arranged pick up permit with the Ottawa airport. This will allow your driver quick access and easy access upon arrivals and departures.

All exempt staff members must pay for their parking in commercial parking areas.

The position of your Driver is part of your exempt staff complement, whose salary is drawn from your exempt staff budget. The department will provide you with a temporary driver until you appoint an individual to this position.

The reimbursement of relocation expenses may be authorized for exempt staff at the EX-02 equivalent level or above. These expenses are at the discretion of the Minister and are paid from their operating budget.

The reimbursement of relocation expenses should be clearly specified in the letter of offer.

Please refer to Part 8 of the Policies for additional information on hospitality and gifts, memberships, international conferences and legal services.

Ministers’ offices are considered separate from federal institutions, as such they are not subject to the Official Language Act . Nonetheless, Ministers’ offices follow the spirit of the Act. They need to:

• Have the capacity to communicate and serve the public in both official languages.
• Have an office environment conductive to the use of both official languages.
• Reflect the presence of both linguistic communities in their workforce.

Please refer to Part 9 of the Policies for additional information on service to the public, language of work, equitable participation and support mechanisms.

While Ministers are responsible for the security of sensitive government information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.

The department will brief you on the legislation, practices and guidelines relevant to information management in the day to day operations of a Minister’s office.

However, please note that a Minister’s office is not in and of itself a Government Institution, nor is it part of a Government Institution for purposes of the Access to Information Act (ATIA). Therefore, a Minister’s office is not subject to the ATIA.

The department will work closely with Shared Services Canada (SSC) to ensure your Information Technology requirements and those of your office are met. This will include establishing network and email accounts, providing wireless devices, computers and peripherals (printers, scanners, etc.) as required to all members of your office.

An iPhone device for you will be activated for use on swearing-in day. For your Chief of Staff and employees, iPhone devices and computers will be included as part of their welcome package on their first day at INFC.

The department’s Chief Information Officer is available to brief you on other options, address any specific needs you may have and assist you in getting set up on these devices. Similarly, an IT technician will be available to assist any member of your office as required.

Please refer to this document for videoconferencing.

Please refer to Part 10 of the Policies for additional information on information management, information technologies and the Access to Information Act and the Privacy Act .

Please contact MinoAdmin regarding Information Management inquiries or questions.

Minister’s Office 427 Laurier, [redacted] Reception Desk to Minister’s Office: 613-941-0724

Reception Desk to Prime Minister’s Office: (613) 992-4211 Reception Desk to Privy Council Office: (613) 957-5153

Once complete, please send this form, along with the compensation forms below, to MinoAdmin .

Federal Personal Tax Credit Form:

Select form titled: Federal: TD1 Personal Tax Credits Return

Provincial Tax Credit Form:

If workplace is Ontario, select form titled: Ontario: TD1-ON Ontario Personal Tax Credits Return If workplace is Québec, select form titled: TP-1015.3-V Source Deductions Return PDF

Personal History Form:

Personal History Form (56.48 KB)

Direct Deposit Enrolment Request (416.31 KB)

How to Create an HRG Account

1. Go to the HRG-STS home page: https://isuite6.hrgworldwide.com/gcportal/en-ca/sts.aspx

2. Click on “Profile Registration”

3. Follow the instructions on screen. ** Throughout the Profile Registration process, it is important to note that you must answer questions marked with a red asterisk (*). ** Things to know:

a. When asked to enter the “Full Company Name”, enter “INFC”.

b. When asked for “Role”, choose between “Traveller” and “Traveller and arranger”. The only difference is that a “Traveller” can’t book travel for anyone else other than himself.

c. Whenever you click on “Next step” and get an error message like in the image below, it may be because you need to enter more information in other tabs.

d. When asked to enter the company address, type in “Ottawa” for the “City/town” and “180 Kent” for “Address”, then click “Search”, then “Select”.

e. When asked for the “TAN Prefix”, refer to Accounting Operations and Financial Systems - INFRAnet. In the tab ‘’Travel’’, select the “Tan Prefix List”. This TAN Prefix links the “departmental expenses” to the correct fund centre.

f. For “Default approver”, start typing in the name of the Fund Centre Manager (FCM). Once the ADM’s name appears on screen, click on it. For “Default recommender”, enter the name of Sophie Ricard or Melissa Pelletier. If you have any questions about financial coding, you can refer to your FCM or your Financial Management Advisor (FMA).

g. Once all these steps have been completed, an activation email will be sent to the email address listed in the profile. This email will include your system-generated user number. (This number is composed of one letter and six digits). It is important not to copy/paste this user number, but to enter it manually in the HRG page to avoid bugs with the system.

Individual Travel Cards (1.32 MB)

Acquisition Card Application Form (507.57 KB)

Corporate Executive Vehicles – Insurance Information (19.68 KB)

Personnel Sreening, Consent and Authorization Form (147.80 KB)

Secret Security Clearance Form (91.75 KB)

How to Use Video conferencing (VC)

• From a computer, open a web browser and follow this link
• GUEST PIN and
• The available boardroom (as an attendee)
• Internal to Government: e.g. 76138187566
• External to Government (with @video.gc.ca ): e.g. [email protected]
• 613-729-5408 (local to NCR) or 1-855-470-7641 (toll-free)
• Once dialed, the conference code is the number provided before the @ symbol of the VMR address (e.g. 76138187566 followed by #).

The process is the same as the teleconference service; the meeting participants will dial-in via their own VC equipment. It will be like having your own virtual personal bridge. No need to contact anyone to reserve your VC meeting in advance.

• On Touch Panel – Tap on DIAL
• Enter your VMR e.g. 76138187566
• If you are the meeting Host/Chair: enter your HOST PIN followed by # as the security PIN
• If you are a meeting Guest: enter the GUEST PIN followed by # as the security PIN
• With your laptop or tablet you can quickly share content to one of the screen with the Barco ClickShare Button (in the tray on the table).
• Insert Barco ClickShare Button in the USB port of your laptop/tablet
• The first time you connect the ClickShare button, the configuration will take a few seconds and the button light will start flashing
• Open Windows Explorer and click on This PC (Windows 8.1) or My Computer (Windows 7)
• Double click on the ClickShare drive
• Double click on the ClickShare application
• After the application is running and the ClickShare Button light stops flashing press the button
• Tap on the Cisco touch panel screen to wake the system
• To share the content during VC - Tap Share and Tap on the appropriate icon
• On the Touch Panel, tap Dial
• Enter 8 and your Teleconference Service Number [redacted]
• Tap Call and Keypad
• Enter your Conference ID [redacted]
• If you are the meeting Moderator/Chair: enter your Moderator PIN
• Volume and Mute At any point during a call, the volume can be adjusted by using the two volume control buttons located on the bottom right-hand side of the touch panel. The microphones in the room can be muted either by pressing the mute button on the touchpad or the mute button on the microphone.

Thank you for your help!

You will not receive a reply. For enquiries, please contact us .

Language selection

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Audit of Travel, Hospitality, Conference and Event Expenditures

Audit Report

Project # 01/01 16–17

Prepared by the Audit and Evaluation Directorate

February 2017

Table of contents

1.1 audit objective, 1.2 audit opinion, 1.3 statement of assurance, 1.4 summary of findings, 2.1 background, 2.2 audit objective, scope and approach, 2.3 findings, recommendations and management responses, appendix a – terms of reference, 1.0 summary.

The objective of the audit project was to determine whether the monitoring and control mechanisms in place for travel, hospitality, conference and event ( THCE ) expenditures are adequate and whether expenditures are incurred in accordance with the Treasury Board Secretariat ( TBS ) Directive on THCE Expenditures, the National Joint Council ( NJC ) Travel Directive and the Financial Administration Act ( FAA ).

Overall, the monitoring and control mechanisms in place for travel, hospitality, conference and event expenditures are adequate and the expenditures incurred are in accordance with the TBS Directive on THCE Expenditures, the National Joint Council Travel Directive and the Financial Administration Act .

As Chief Audit Executive, I am of the opinion that sufficient and appropriate audit procedures were followed and that evidence was collected to support the accuracy of the opinion provided in this report. This opinion is based on a comparison of the conditions, as they existed at the time of the audit, against pre-established audit criteria determined in consultation with management, and is applicable only to the particular entity being audited. The evidence was gathered in compliance with the Treasury Board's internal auditing policy, guidelines and standards. The procedures followed are in accordance with the professional standards of the Institute of Internal Auditors. The evidence gathered is sufficient to convince senior management of the validity of the opinion derived from the internal audit.

Overall, TCHE expenditures are made in accordance with the FAA , TBS and NJC directives on THCE expenditures and CSA procedures. They are authorized and certified by individuals with delegated authority, in keeping with identified limits and allowances, and supported by the proper documentation. In addition, they are disclosed in accordance with the requirements.

However, of the 45 transactions of travel, hospitality, conferences and events examined, we identified some shortcomings that require special attention:

• The reasons provided in the travel authorizations to justify not using virtual presence solutions as alternatives to travel, as required under the Directive on THCE Expenditures, are not always appropriate (seven trips).
• Meal allowances are sometimes claimed and reimbursed even though meals are included in the cost of accommodation, airfare or train fare (three trips).
• For some events, authorization was not granted by individuals who have the appropriate level of delegation (two events).

The findings of the audit lead us to make recommendations with respect to travelers, managers and financial clerks' awareness about the importance of adequately documenting travel files. We also recommend that management clarify internal guidelines and procedures for activities that are considered events to ensure that they are authorized by individuals with the appropriate level of delegation.

Management has drawn up an action plan in response to these recommendations.

Signature of the Chief Audit Executive

Audit Team Members

• Dany Fortin
• Louis Martel
• Johanna Gailer
• Fatima Raveen

2.0 Audit report

TBS issued a Directive on THCE Expenditures to guide this type of activity. This Directive came into effect on January 1, 2011 , replacing the 1993 Hospitality Policy. The purpose of the Directive is to ensure that THCE expenditures are managed with prudence and probity and represent the most economic and efficient use of public funds, given the nature of the activity in relation to the achievement of a department's core mandate. In addition, senior management's travel and hospitality expenditures are required to be disclosed on the organization's website.

Below are the CSA 's travel, hospitality and conference expenditures for 2015 - 2016 :

This audit project is part of the 2016 - 2017 Risk-Based Audit Plan ( RBAP ) approved by the Audit Committee. It is in response to a recommendation of the Internal Audit Sector of the Office of the Comptroller General ( OCG ) to the effect that all departments should audit expenditures of this type on a regular basis. The most recent audit of the CSA 's travel, hospitality and conference expenditures dates back to 2007 - 2008 . In 2007 - 2008 , the CSA incurred a total of $6,128,295 in travel expenditures (excluding travel expenditures incurred by contractors), $109,402 in hospitality expenditures, and $197,733 in conference expenditures. In addition, existing processes and practices changed following the coming into effect of the new Directive on Travel, Hospitality, Conference and Event Expenditures and the implementation of the Hogg Robinson Group ( HRG ) Shared Travel Services Portal.

The audit covered THCE expenditures incurred over fiscal year 2015 - 2016 , as well as the proactive disclosure of travel and hospitality expenditures for the first two quarters of 2016 - 2017 .

A 45-transaction sample was selected and reviewed. The following is a breakdown of the sample:

• distribution among the various branches of the CSA ;
• dollar value of the expenditures (the highest values were selected);
• type of travel (a number of international trips were selected); and
• type of traveller (21 public servants and non-public servants, 8 contractors and a Memorandum of Understanding with another department).
• 5 hospitality expenditures;
• 5 conference expenditures;
• 5 event expenditures.

The audit criteria were determined based on the requirements set out in the acts, regulations and policies. The criteria and sub-criteria are listed in Appendix A . The audit involved various processes, including interviews and a review of documents.

It should be noted that the audit objective and criteria were discussed with the audit entity.

Expected results :

Criteria 1, 2, 3 and 4

In order to determine whether THCE expenditures comply with the FAA and the applicable directives on THCE expenditures, we expected to find the following:

• Travel authorization, hospitality, conference and event requests were pre-approved by an individual with delegated authority (at least at the Director General level or level 1 equivalent).
• The most economical travel solution has been selected or is supported by a justification where required.
• Expenditures claimed are consistent with pre-authorized expenditures.
• Expenditures are eligible in accordance with the Directive on THCE Expenditures.
• Expenditures claimed are substantiated by the proper supporting documentation.
• Payment requests are certified by an individual with delegated financial authority (section 34 of the FAA ).
• Payment approvals are certified by an individual with delegated financial authority (section 33 of the FAA ).

Criterion 5

• Senior management's travel expenditures are disclosed on the CSA 's website in a timely manner.
• Senior management's hospitality expenditures are disclosed on the CSA 's website in a timely manner.
• Total annual travel, hospitality and conference expenditures are disclosed on the CSA 's website.

2.3.1 Travel expenditures

Audit objective: The objective of the audit project was to determine whether the monitoring and control mechanisms in place for travel, hospitality, conference and event expenditures are appropriate and whether expenditures are incurred in accordance with the TBS Directive on THCE Expenditures, the National Joint Council Travel Directive and the Financial Administration Act .

Criterion 1

Travel expenditure monitoring and control mechanisms ensure compliance with the FAA and the applicable directives on THCE expenditures.

A review of 30 trips showed that, overall, the monitoring and control mechanisms in place are effective and ensure compliance with the FAA and the applicable directives on THCE expenditures. However, some shortcomings were identified.

Compliance with the FAA and the applicable directives on THCE expenditures

Travel authorizations

According to the Directive on THCE Expenditures, a travel authorization for expenditure initiation must be completed by the traveller and approved by a delegated authority before each trip. This travel authorization must indicate the purpose and the estimated costs of the trip. The CSA , like a number of other federal government departments, uses HRG 's Shared Travel Services Portal to manage travel for public servants and non-public servants. For contractors whose travel costs are reimbursed by the CSA , travel is generally provided for under their contracts and subsequently subject to individual travel authorizations in the form of email exchanges with the CSA .

We found that:

Public servants and non-public servants (22 trips reviewed):

• For 20 trips, travel authorizations were completed and pre-approved by individuals with the delegated authority required under section 32 of the FAA .
• For two trips, travel authorizations were completed after the travel took place. One case involved regular and routine travel as part of the employee's duties. However, the trip exceeded the approved limit on the employee's annual travel authority. The other case involved a non-public servant whose agreement provided for this type of travel. Nevertheless, a specific travel authorization must be completed prior to each trip.
• According to the Directive on THCE Expenditures, for each trip, the employee must provide a justification explaining why virtual presence is not a possible alternative to travel. However, in seven of the cases reviewed, the reason selected was "Cost saving for alternatives is marginal or nil" , although most of these cases involved international travel. We are of the opinion that the reasons provided were not appropriate in these situations. Valid reasons should have been provided, for example, by indicating that on-site presence was required. It appears that the requirement to provide a justification in this regard is not clearly understood by travellers and managers. However, because all trips were approved by an individual with the appropriate delegated authority, risks to the organization are limited.

Contractors (eight trips reviewed):

• For six trips, travel authorizations were completed by the traveller and pre-approved by individuals with delegated authority.
• For two trips, the travel had been provided for in the contracts; however, individual travel authorizations were approved by a person with delegated financial authority after the travel took place. Both cases involved trips taken at the request of CSA project managers.

Eligibility of travel expenditures

Expenditures claimed in expense reports must comply with the NJC Travel Directive with respect to meals and incidentals, kilometric rates and authorized maximums for accommodation. In addition, there are specific parameters governing the use of transportation for travel. Furthermore, the Directive on THCE Expenditures states that the most economical solution must be selected based on the nature of the trip, when booking transportation and accommodation.

Following our review of the 30 trips, we found very few cases of non-compliance with the directives in terms of the eligibility of claimed travel expenditures. These results demonstrate that the travel expenditure monitoring and control system in place at the CSA is effective. The identified cases of non-compliance are as follows:

• For three trips, meal allowances were claimed even though meals were included in the cost of accommodation, airfare or train fare. No specific justifications were on file. The existing account verification control process did not bring these irregularities to light. These irregularities may have resulted from the travellers' misinterpretation of allowance entitlements in these situations. The impact is limited because meal overpayments are of low materiality.
• One trip involved business class air travel by a non-public servant. For non-public servants, business class airfare is not reimbursed beyond the maximum amount allowed for a full-fare economy class ticket. The trip was completed as part of an interdepartmental agreement under which an individual has been supporting a specific project in an expert capacity for a few years now. The CSA had not been informed that the traveller had recently changed status from employee to contractor. As stipulated in the agreement, an external third party subsequently reimbursed the CSA for the travel costs.

Through our review of the files, we were able to determine, in an accurate manner, that expenditures relating to meals, incidentals, land transportation and accommodation complied with the requirements of the directives. However, it is difficult to determine whether travellers selected the most economical flight options, as the options available at the time the trips were planned cannot be verified after the fact. Nevertheless, apart from the non-compliant expenditures indicated above, we did not identify any situations suggesting that the most economical solutions were not selected or justified for the trips reviewed.

Certification of expenditures in accordance with sections 33 and 34 of the FAA

The TBS Directive on Account Verification stipulates that employees responsible for confirming and certifying travel expenditure payments in accordance with section 34 of the FAA must ensure that payment recipients are entitled to or eligible for reimbursement of their travel costs. They must also ensure that the documentation supporting the claim is complete, i.e. , that the claim is supported by the proper documentation. The Directive states that financial officers with the authority to reimburse travel costs under section 33 of the FAA must ensure that there is auditable evidence demonstrating that the account verification has taken place and has been certified pursuant to section 34 of the FAA .

We found that, for all trips:

• Travel expense reports are certified by an individual with the delegated financial authority required under section 34 of the FAA ;
• Travel expense reports are certified by an individual with the delegated financial authority required under section 33 of the FAA ;
• Expenditures claimed in the expense reports are supported by the proper documentation.

However, the following shortcomings were observed:

• When travel costs are paid to another department following the signing of a Memorandum of Understanding, invoices are issued and payments are made automatically in the form of accounting entries. As with all other expenditures, certification under section 34 of the FAA is required for each payment. However, for the Memorandum of Understanding reviewed as part of this audit, certification under section 34 was carried out for all travel expenditures at year-end only. Since a number of invoices were received and paid over the course of the year, certification should have been carried out upon receipt and payment of these invoices, and not at year-end. As this was an interdepartmental agreement and all associated work and travel were provided for in the agreement, the risks to the CSA are low.
• For four of the trips reviewed, claimed expenditures were higher than the pre-authorized expenditures. In three of the four cases, these discrepancies were due to the fact that the cost of air transportation increased between the time the trip was planned and the time it was approved. In order to monitor these situations, an internal procedure at the CSA provides that the financial clerk must obtain the traveller's justification and submit the expense report to the level of delegated financial authority that had pre-authorized the travel. The CSA 's cost discrepancy tolerance levels applicable to this procedure are 43% for flights and 10% for accommodation. However, in the cases outlined above, there were no notes on file regarding justifications obtained from the traveller or analyses conducted by the financial clerk. Although these travel expenditures were approved by the appropriate level of authority, we are of the opinion that cost discrepancy control documentation could be improved to properly inform the person approving the expenditures. The current internal procedure, however, does not state that the financial clerk must record the justification in the travel report submitted for approval.

Recommendations

1. Remind travellers, managers and financial clerks of the importance of the following:

• A specific travel authorization must be completed for each trip before the travel takes place, whether for public servants, non-public servants or contractors.
• The reason justifying non-use of virtual presence solutions as alternatives to travel must be indicated properly on all travel authorizations.
• Meals are not to be claimed when they are included in the cost of accommodation or transportation unless a specific justification, accompanied by a receipt for the replacement meal, is provided.
• When discrepancies are noted between authorized costs and costs claimed for travel, justifications must be included in the expense report submitted to the manager for approval.

Responsibility identified

Organization.

Finance Directorate

Manager, Accounting and Financial Policy and Systems

Management response

We agree with the recommendation.

Management action plan

Details of the action plan.

An email will be sent to travellers and managers to inform them of their responsibilities. A meeting will be held with clerks to remind them of their account verification responsibilities.

Deadline: March 31, 2017

2.3.2 Hospitality expenditures

Criterion 2.

Hospitality expenditure monitoring and control mechanisms ensure compliance with the FAA and the directives on THCE expenditures.

Conclusion about the criterion

After reviewing five hospitality files, we found that the hospitality expenditure monitoring and control mechanisms in place are appropriate and ensure compliance with the FAA and the directives on THCE expenditures.

Compliance with the FAA and the directives on THCE expenditures

Authorization of hospitality expenditures

• In four cases reviewed, hospitality forms were approved by an individual with the delegated authority required under section 32 of the FAA before incurring hospitality expenditures.
• In one case reviewed, the hospitality form (section 32) was authorized after the contract was signed with the supplier. However, the form was authorized before the hospitality activity took place.

Eligibility of hospitality expenditures

• In all cases reviewed, claimed hospitality expenditures were eligible in accordance with the Directive on THCE Expenditures.

Certification of expenditures

• Hospitality expenditures incurred are consistent with pre-authorized hospitality expenditure authorization requests in all cases reviewed.
• Hospitality expenditures incurred are supported by the proper documentation in all cases reviewed.
• Hospitality expenditures incurred are certified by an individual with the delegated financial authority required under section 34 of the FAA in all cases reviewed.
• Payments for hospitality expenditures incurred are certified by an individual with the delegated financial authority required under section 33 of the FAA for all cases reviewed.

Recommendation

Deadline: N/A

2.3.3 Conference expenditures

Criterion 3.

Conference expenditure monitoring and control mechanisms ensure compliance with the FAA and the directives on THCE expenditures.

After auditing five conference files, we found that, overall, the monitoring and control mechanisms in place ensure compliance with the FAA and the Directive on THCE Expenditures. However, our review of the files helped identify a few minor shortcomings.

At the CSA , a computer-based tool is used to control and authorize conference attendance requests and anticipated costs: the Conferences, Learning and Events ( CLE ) System.

Authorization of conference expenditures

• For each conference expenditure reviewed, attendance requests were pre-authorized in the CLE System.

Eligibility of conference expenditures

• For four conferences reviewed, all conference fees incurred and claimed were eligible in accordance with the Directive on THCE Expenditures;
• For one conference expenditure reviewed, we identified a non-eligible amount of $116. The account verification control process in place did not bring this irregularity to light.
• For all conference expenditures reviewed, conference fee payment requests are certified by an individual with the delegated financial authority required under section 34 of the FAA ;
• For all conference expenditures reviewed, conference fee payments are certified by an individual with the delegated financial authority required under section 33 of the FAA ;
• For three conference expenditures reviewed, conference fee payment requests are supported by the proper documentation.
• For two conference expenditures reviewed, invoices supporting the conference fees were not included in the files. However, proof of payment of expenses by the participants requesting reimbursement were available. One of these invoices includes the $116 amount referred to in the previous section. The absence of invoices makes it difficult for the person certifying the expenditures (section 34) or the clerk verifying the account to be sure of the eligibility of the expenditures claimed.

The account verification control process in place provides for the review of supporting documentation for all payments. We are of the opinion that the existing process ensures compliance with the FAA and the directives on THCE expenditures.

2. Remind participants, managers and financial clerks of the importance of the following:

• Conference expenditure reimbursements must be supported by invoices, even when the participant has provided proof of disbursement of the amount requested.

A meeting will be held with clerks to clarify the supporting documentation procedure to be followed.

2.3.4 Event expenditures

Criterion 4.

Event expenditure monitoring and control mechanisms ensure compliance with the FAA and the directives on THCE expenditures.

Our review of five event expenditures and 40 other travel, hospitality and conference expenditures during this audit showed that, overall, the existing event expenditure monitoring and control mechanisms ensure compliance with the FAA and the directives on THCE expenditures.

However, some shortcomings requiring management's attention were identified through the audit.

According to the Directive on THCE Expenditures, events include business meetings, departmental or corporate management meetings, conferences as well as any other formal gathering of public servants or non-public servants invited to participate in these activities. Events do not include meetings or activities whose sole purpose is the direct delivery of the Department's core mandate. Events typically represent or support business activities and governance.

The Directive on THCE Expenditures requires an event to be authorized by the minister if the total cost of the event is greater than $25,000, or by the deputy head if the total cost is $5,000 or greater, but less than or equal to $25,000.

In order to monitor application of the Directive at the CSA , events must be recorded in the CLE System. All participants obtain authorization of their participation in the event, as well as all anticipated event costs. The system calculates all activity costs and automatically sends the request for authorization to the appropriate level of authority.

Authorization of events

• The five event expenditure files reviewed were recorded in the CLE System. For four of them, authorizations were granted in accordance with the Directive on THCE Expenditures. For one event, authorization was not granted by the appropriate level of authority. The costs were underestimated when recorded in the CLE System; they did not include $1,240 in booth transportation costs. With this amount factored in, the total event costs reached $5,576.
• With respect to travel expenditures, out of the 30 cases reviewed, we identified four that met the definition of an event under the Directive on THCE Expenditures. Of that number, three were identified as such and recorded in the CLE System for cost control purposes. The other one, of less than $5,000, was approved by an individual with the appropriate level of delegation as per the usual travel authorization process.
• Regarding the five hospitality expenditures reviewed, we are of the opinion that three of them met the definition of an event under the Directive on THCE Expenditures. Cost control was carried out for one of these three events. It should be noted that total expenses for each of these three events were lower than $5,000. Hospitality expenditures were authorized by an individual with the appropriate level of delegation.
• All five of the conference files reviewed were considered to be events under the Directive on THCE Expenditures. We found that authorizations were granted in accordance with the Directive for four of the five files reviewed. For one conference, total event costs were $5,876 and the CLE System failed to identify the correct level of authority required for authorization. This was a technical system error. The technical issue was resolved.

In some cases, it appears that the definition of what constitutes an event and the underlying procedures are not understood by all managers. In addition, omitting to record an expense in the CLE System results in the system not being able to calculate all costs associated with an event and thus automatically forward the authorization request to the appropriate level of authority.

Certification of event expenditures

• All event participation fee reimbursements are certified by an individual with the delegated financial authority required under section 34 of the FAA .
• All event participation fee payments are certified by an individual with the delegated financial authority required under section 33 of the FAA .
• All event participation fee payment requests were supported by the proper documentation.

3. Clarify internal guidelines and procedures for activities considered to be events to ensure that they are authorized by individuals with the appropriate level of delegation.

Clarifications and a questions and answers guide on events will be sent to employees.

2.3.5 Disclosure of expenditures

Travel, hospitality and conference expenditures are disclosed in keeping with the requirements.

Compliance with the Directive on THCE Expenditures and the guidance document on proactive disclosure

We reviewed the information published on the CSA 's website regarding senior management's travel and hospitality expenditures for the first two quarters of 2016 - 2017 .

• Senior management's travel and hospitality expenditures are disclosed in keeping with all the requirements of the guidance document and in a timely manner.

In addition, under the Directive on THCE Expenditures, the CSA must disclose the organization's total annual travel, hospitality and conference expenditures, including a brief description of the key discrepancies in relation to the actual expenditures of the previous fiscal year. We reviewed the information published for 2013 - 2014 and 2014 - 2015 .

• The annual travel, hospitality and conference expenditures reviewed were disclosed in a timely manner and in keeping with the requirements of the Directive on THCE Expenditures.
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Hogg Robinson Group plc

Gb00b1cm8s45, business support services.

• Hogg Robinson Group plc : HRG awarded contract for the Government of Canada

Hogg Robinson Group (HRG), the award-winning international corporate services company, has been awarded the contract for the overall travel management for the Government of Canada.

The seven year award is the culmination of an extensive three year bidding process. The contract includes all commercially available civilian travel requirements for the Canadian Government including the provision of travel services, an online booking tool, a payment card (supplied by BMO Financial Group), and online expense management via HRG group company Spendvision.

David Radcliffe, Chief Executive at HRG, comments: "This is one of the most prestigious accounts in North America and I am delighted to make today's announcement. The process has been rigorous and professional, enabling HRG to demonstrate its expertise and position as a world leading provider of corporate services on a truly international stage.

"In awarding us their business, the Government of Canada has provided us with an opportunity to demonstrate our talent, experience and knowledge as well as our commitment to service excellence. We will provide an efficient travel service that meets the functional needs of a broad and diverse user community and also reduces the administrative burden of making and accounting for travel arrangements. I am incredibly proud of this award and I truly believe that HRG will successfully deliver and fully meet the requirements of the Government of Canada."

Sallyanne Heywood Hogg Robinson Group Tel: +44 (0) 1252 881 375 Email: [email protected]

Notes to Editors:

Hogg Robinson Group plc (HRG) is the award-winning international corporate services company. Established in 1845 and headquartered in Basingstoke, Hampshire, UK, HRG specialises in travel, expense and data management underpinned by proprietary technology. With a worldwide network that comprises over 120 countries, HRG provides unparalleled global expertise and local knowledge in North America, Europe, Asia Pacific, Africa, Latin America and MEWA. 

Read the latest HRG news and search our archives.

BMO Financial Group: Established in 1817 as Bank of Montreal, BMO Financial Group is a highly diversified North American financial services organization. With total assets of $542 billion as at January 31, 2013, and more than 46,000 employees, BMO Financial Group provides a broad range of retail banking, wealth management and investment banking products and solutions. BMO Financial Group is a leading provider of commercial card and payment solutions in North America. In addition to the recent travel agreement, BMO has served the Government of Canada as its purchasing card solution provider since 2003.

Spendvision is a leading innovator of transaction management solutions. Through just one technology platform Spendvision delivers more effective purchasing that increases business profitability, improves decision making and delivers greater control and compliance. All this across the broadest range of transactions from simple cash, card, online travel bookings and telecoms right through to interactive coding, requisitions and dynamically funded accounts. Spendvision is headquartered in the UK with offices in the US, Australia, New Zealand and Japan and works with leading customers and partners around the world. The Spendvision solution is available direct to businesses and through partners across the banking, telecoms and travel sectors that provide the solution to their customers in their own brand.

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Minister of Diversity, Inclusion and Persons with Disabilities highlights budget investments to build more homes for Canadians

From: Employment and Social Development Canada

News release

The federal government recently delivered Budget 2024: Fairness for Every Generation.

The federal government recently delivered Budget 2024: Fairness for Every Generation . It is a plan to build a Canada that works better for everyone, where younger generations can get ahead, where their hard work pays off, and where they can buy a home—where everyone has a fair chance at a good middle-class life. Today the Honourable Kamal Khera, Minister of Diversity, Inclusion and Persons with Disabilities and Mark Gerretsen, Member of Parliament for Kingston and the Islands, met with the Kingston and Frontenac Housing Corporation in Kingston, Ontario, to highlight Budget 2024’s investments that would make more government land available to build homes for Canadians, including:

• Building homes on public lands  with the new  Public Lands for Homes Plan . The federal government would unlock 250,000 new homes by 2031, by using all tools available to convert public lands to housing (such as unused or underused office towers or parking lots), including leasing, acquiring other public lands for housing, and retaining ownership, whenever possible.
• Building homes on Canada Post properties  by taking steps to enable Canada Post to prioritize leasing or divesting post office properties and lands with high potential for housing. This plan would make sure postal service is not disrupted and would maintain Canada Post's role as a “service first” organization focused on delivering the mail.
• Building homes on National Defence lands  by exploring the redevelopment of properties that could be suitable for both military and civilian uses, divesting 14 surplus properties with housing potential, and building and renovating housing for Canadian Armed Forces personnel on bases.
• Converting underused federal offices into homes  with $1.1 billion over 10 years to transform 50% of the federal office portfolio into housing, which will save $3.9 billion over the next 10 years, with $0.9 billion per year in ongoing savings. This would enable more office buildings, particularly in urban areas, to be converted into homes for Canadians.

Budget 2024 is a plan to deliver fairness for every generation. First, the budget takes bold action to build more homes . Because the best way to make home prices more affordable is to increase supply—and quickly. It lays out a strategy to unlock 3.87 million new homes by 2031. Key measures include launching the new Public Lands for Homes Plan and the Canada Rental Protection Fund, enhancing the Canadian Mortgage Charter, and creating a new Canadian Renters’ Bill of Rights. Second, it will help make life cost less. The budget builds on the Government’s transformative expansion of Canada’s social safety net—$10-a-day child care; dental care for uninsured Canadians, the first phase of universal pharmacare—and advances the Government’s work to lower everyday costs for Canadians. This includes helping to stabilize the cost of groceries, cracking down on junk fees and lowering the costs of banking. Budget 2024 also makes transformative new investments, including a National School Food Program and the Canada Disability Benefit. Third, this year’s budget will grow the economy in a way that’s shared by all. The Government’s plan will increase investment, enhance productivity, and encourage innovation. It will create good-paying and meaningful jobs, keep Canada at the economic forefront, and deliver new support to empower more of our best entrepreneurs and innovators. This includes attracting more investment in the net-zero economy by expanding and delivering the major economic investment tax credits, securing Canada’s advantage as a leader in artificial intelligence, and investing in enhanced research grants that will provide younger generations with good jobs and new opportunities. And it means ensuring that Indigenous Peoples share in this growth in a way that works for them. Budget 2024 will also make Canada’s tax system fairer by asking the wealthiest to pay a bit more—so that the Government can invest in prosperity for every generation, and because it would be irresponsible and unfair to pass on more debt to the next generations. Budget 2024 is a responsible economic plan that upholds the fiscal objectives outlined in the 2023 Fall Economic Statement , and sees Canada maintain the lowest deficit- and net debt-to-GDP ratios in the G7.

“Our government first came to office with a vow to strengthen and expand the middle class. We delivered on that pledge by reducing poverty, especially for children and seniors, and creating millions of good jobs for Canadians. Our work isn’t done. Budget 2024 renews our focus on unlocking the door to the middle class for millions of younger Canadians. We’ll build more housing and help make life cost less. We will drive our economy toward growth that lifts everyone up. That is fairness for every generation.” - The Honourable Chrystia Freeland, Deputy Prime Minister and Minister of Finance

“Our new housing plan will break down significant barriers to the construction of new homes, notably the scarcity and high cost of land. Unlocking 250,000 new homes by 2031 through the new Public Lands for Homes Plan will directly benefit Canadians from here and across the country. This is the fairness that Canada is working towards, the opportunity for every Canadian, regardless of age, ability, or intersectionality, to have a safe, accessible and affordable place to call home.” - The Honourable Kamal Khera, Minister of Diversity, Inclusion and Persons with Disabilities 

“Today’s announcement underscores the groundbreaking impact Budget 2024 will have on Kingston. By leveraging Canada Post properties, National Defence lands, and underused federal offices, our community will gain access to safe, accessible, and affordable housing. This marks a transformative step toward ensuring that even more Kingstonians have the opportunity to achieve homeownership, making our city a place where everyone can truly call home.”  - Mark Gerretsen, Member of Parliament for Kingston and the Islands

Related products

• Budget 2024: Fairness for Every Generation
• Budget 2024: Remarks by the Deputy Prime Minister and Minister of Finance
• Budget 2024: Key Measures (available in non-official languages)
• Backgrounder: More Affordable Homes

For media enquiries, please contact:

Laurent de Casanove Press Secretary Office of the Minister of Diversity, Inclusion and Persons with Disabilities 819-360-0693 [email protected]

Media Relations Office Employment and Social Development Canada 819-994-5559 [email protected]

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