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• Services & Information
• Membership and Expenses
• Guidance: Travel Expense and Reimbursement Information

Travel Expense and Reimbursement Information for BCTF Members and  Staff

Introduction.

This travel information and expense reimbursement guidelines booklet is to provide guidance to BCTF staff and members. The booklet supplements and further clarifies the Members’ Guide to the BCTF (Procedures 10.I.02–10.I.46) as well as all other BCTF expense claim policies and procedures. This booklet also provides information on making travel arrangements, reserving accommodation, renting cars, claiming per diems, and submitting expense vouchers when travelling to attend meetings, workshops, and other BCTF-sponsored events.

A full copy of the Members’ Guide can be found at: bctf.ca/services-guidance/governance/members-guide-to-the-bctf

In principle, a member or staff person should not be “out-of-pocket” for necessary expenses while on BCTF business (10.I.2—General).

For further information or questions please contact Prudence Ikoma, Administrative Assistant to the Treasurer and CFO, at [email protected] , 1-800-663-9163, local 2270, or 604-871-2270.

Booking travel

W.e. travel contact information.

BCTF deals exclusively with W.E. Travel, located in North Vancouver. Staff and members are required to make all air travel arrangements through them.

Requests may be emailed to any of the agents and they will respond to the emails within 24 hours (excluding weekends): Maureen Gorospe, [email protected] Oralee Hawley, [email protected] Carolyn Corda, [email protected] If, in the event of an emergency or illness, changes need to be made after hours or on the weekend, please call W.E. Travel’s 24-hour emergency line at 1-800-787-6030. Please note that a flight or hotel can be cancelled or changed, but new reservations will not be accepted.

Program code/reason for travel When staff and members call or email W.E. Travel, the travel agent will ask them to provide the full BCTF program expense code (e.g., 600500−F100–1100) along with their reason for travel (e.g., Finance Committee meeting). To find out the full program code, please contact the staff person representing the program.

Most economical mode of transportation (10.I.04) As a general rule, staff and members should travel by the fastest and most economical mode of transportation. In many cases, it is more cost-effective to fly than to drive, depending on the travel dates and routing.

Air travel (10.I.04.8.a and b, 10.I.12.2 and 3)

Union vs. non-union airlines.

The BCTF supports union airlines (and almost exclusively Air Canada) and only books on non-union airlines when Air Canada or other union airlines are completely unavailable, or if there are extenuating circumstances.

When flying between Vancouver and Nanaimo or Vancouver and Victoria, Harbour Air will be used as it is the most economical union airline that flies between these destinations.

All non-union airline flights must be pre-approved by the Office of the Treasurer and CFO. Staff and members are to provide a detailed explanation to W.E. Travel who will be in contact with the Office of the Treasurer and CFO to receive approval, before booking their travel arrangements.

Advance booking of flights

To help reduce travel costs, staff and members are encouraged to book their flights as early as possible and preferably no later than 14 days before the date of departure. Change fees are expensive, so staff and members should only book flights when they are certain the dates and times will not change.

Changes or cancellations to airline bookings

Once the W.E. Travel agent has booked a staff or member’s trip, the agent will email them an itinerary. Staff and members are to review the itinerary as soon as they receive it since Air Canada, Pacific Coastal Airlines, and Central Mountain Air allow changes without fees within 24 hours of booking.

If any corrections to the itinerary are required, and staff or members are not travelling with one of the above airlines, or a travel credit was used when booking, they must call W.E. Travel immediately to secure the lowest possible change fees.

Any changes that will incur fees must be pre-approved by the Office of the Treasurer and CFO. Staff and members are to provide an explanation to the W.E. Travel agent, who will request approval on their behalf from Office of the Treasurer and CFO. Examples of acceptable reasons are cancellation or change of meeting, family emergency, illness (members and staff’s or their immediate family member’s), or inclement weather.

If staff or members are approved to change their itinerary, the airline will charge a change fee and possibly additional fare which will be added to W.E. Travel’s invoice to the BCTF.

If staff or members are approved to cancel their itinerary, an airline credit will be issued in their name in the amount of their original fare. They have one year to use this credit before the BCTF will lose the credit in entirety. If they are able to use this credit, BCTF will be charged a change fee and whatever difference in fare would apply. It is still beneficial to use the credit rather than let it go to waste.

If the staff or member’s request to make a change to their booked flight is not approved, they will be responsible for the costs related to the change, as per Procedure 10.I.04—8.b. When a member requests a change to an airline booking, the member shall be responsible for the costs related to the change unless W.E. Travel obtains authorization from a program co-ordinator or an acceptable reason is provided.

Paying for flights

Since all flights are to be booked through W.E. Travel, and charged directly to the BCTF, no receipts are necessary. However, for any booking made directly with the airline by a member or staff in emergent circumstances, a receipt for air fare is necessary. Baggage fees are usually extra and may be claimed on their expense voucher.

Staff and members may or may not have to pay for checked baggage, depending on the type of fare they are booked on. They may claim baggage fees on their expense voucher. They are required to submit a receipt for one way only (usually the outbound flight) but they may claim baggage fees for the return trip. (This way they can prepare and submit their expense claim prior to the end of a meeting.)

Other transportation (10.I.04)

Taxis, public transit, ride-hailing.

In general, staff and members are encouraged to use public transit when possible. From the Vancouver International Airport, they can take the Canada Line to the BCTF building (Olympic Village station), Holiday Inn Vancouver Centre (Broadway station), or to many downtown Vancouver or Richmond hotels.

They may claim the cost of public transportation without providing a receipt. Taxi charges must be paid by the staff or member and claimed on an expense voucher. Taxi receipts are required. The cost of ride-hailing expense claims will not be reimbursed without prior special approval due to lack of local, safe alternatives.

The bicycle allowance is 26¢ per kilometre.

Staff and members are required to submit a receipt for a one-way ferry fare only, but they may claim fares for the return trip. (This way they can prepare and submit their expense claim prior to the end of a meeting.)

Rental vehicles

In cases where a combination of public transportation and automobile rental will best meet the needs of both the staffperson or member and the Federation, automobiles may, with the prior approval of the program co-ordinator or the Treasurer, be rented. Automobile rentals should be of a sub-compact, compact or intermediate size automobile depending on conditions of use. In cases where automobile rental charges are paid directly by the staffperson or member, a copy of the rental agreement and the receipt for payment must be submitted with the claim for reimbursement. Arrangements are to be made through W.E. Travel.

Insurance coverage on rental vehicles

Third-party liability insurance coverage and collision coverage are not provided by the car rental agency as part of the basic rental charge and may be offered at additional cost. The coverage should not be accepted as BCTF maintains a separate third-party liability and collision policy. The Federation will cover the cost for any third-party liability and collision claims. This coverage is only available for vehicles rented in Canada or the United States

The renter may also be offered insurance covering personal injury or other coverages, on payment of an additional premium. Such premiums may not be charged to the BCTF; the Federation maintains a separate travel accident policy covering staff and members travelling on official BCTF business.  

BCTF’s rented vehicle insurance only covers travel related to BCTF business. If any portion of the trip is considered of a personal nature, the member or staff will be responsible to ensure they have the appropriate insurance for that portion of their trip, and they will be responsible for any related charges.

In the case of an accident, they should take down the details of the other driver’s insurance and advise the Office of the Treasurer and CFO in writing as soon as possible of the details of the accident. Do not pay for any repairs.

PSA officers/members are not covered under the BCTF rental-car insurance policy . PSA officers and members should therefore purchase appropriate insurance when renting vehicles.

Rental car rates

Prices for car rentals vary by location. For example, airport locations usually have a surcharge imposed by airport authorities, while taxes are determined by the province. Some locations (mainly in the United States) have daily surcharges. However, there are some locations in Canada where surcharges apply. The W.E. Travel agent will choose the least expensive car rental company for the dates of travel.

Staff and members may take advantage of the BCTF’s rates for personal car rentals but will not be covered under the BCTF’s insurance. These bookings must be made personally by the member in their own name, and that member is liable for any claims and/or damages that may result of car rentals used for personal use.

Please note that car rental rates are for base rental only, and do not include applicable taxes, fees, or surcharges and are subject to change.

For reference, when booking car rentals for personal use, the following are contact information for the rental agencies BCTF has negotiated discounts for members or BCTF staff. 

Discounts are available to BCTF staff and members through the Advantage program. bctf.ca/services-guidance/benefits/view-member-discounts-bctf-advantage

Link to the BCTF dedicated Avis webpage is as follows: avis.com/car-rental/profile/go.ac?C620300.

The link to the BCTF Budget webpage is as follows: budget.com/budgetWeb/html/bridge/fastbreak/index.html?A030400

Enterprise and National

*rates subject to change

Use of personal vehicle while on BCTF business

While on BCTF business, staff and members are encouraged to use the least expensive mode of travel and to use public transportation rather than personal vehicles. Staff and members may use their own vehicle and claim allowable expenses as outlined below if it is not practical, possible, safe, or cost-effective to use public transportation.

Vehicle Insurance

Staff and members must carry their own automobile insurance. The BCTF will not reimburse anyone for losses incurred from accidents, parking, or traffic violations. No one will be entitled to any personal gain or profit arising out of the use of an automobile on BCTF business.

Mileage reimbursement

When attending a meeting in the local area While attending meetings in their local area, staff and members needing to drive their own vehicle may claim reimbursement for use of their private automobiles at the current Canada Revenue Agency non-taxable per-kilometre allowance. If two or more people drive together, only the driver can claim the reimbursement. Staff mileage reimbursement rates are subject to contractual provisions.

When attending AGMs, RAs, Summer Conference, or other BCTF meetings In advance of each AGM, RA, Summer Conference or other major event, BCTF staff prepare a mileage reimbursement chart which shows return air fares between most BC cities and the meeting venue, compared to the pre-calculated cost of driving (including mileage and any applicable ferry fares). This chart is provided in advance of the meeting and will be referred to by program co-ordinators and accounting staff when approving expense claims. If a staff or member chooses to drive when flying would be more economical, they will receive reimbursement only up to the value of air fare shown on the chart, rather than the actual kilometres driven.

When attending other events out of the local area If staff or members choose to drive outside their local area when flying would be the more cost-effective option, they will receive reimbursement only up to the value of air fare rather than the actual kilometres driven. Please contact Prudence Ikoma [email protected] or call 604-871-2270, with travel details to find out how much money will be reimbursed.

Other allowable expenses while driving your own vehicle

When travelling to a BCTF event, staff and members will be reimbursed for out-of-pocket expenses that they would not have otherwise incurred. If they choose to drive when flying would be more economical, they may only claim expenses for accommodation and meals that they would incur if they had flown. Staff and members may claim highway or bridge tolls.

Staff and members may claim parking expenses at their home airport, at their hotel, or at the event. Receipts are required for amounts over $25. They may claim parking at Vancouver International Airport.

The BCTF staff and members receive a parking discount off the regular rate for business and personal travel at Park’n Fly. Park’n Fly shuttle service to and from the terminal leaves every four to five minutes. Go to https://www.parknfly.ca/location/vancouver-airport-parking/ , enter your travel dates and discount code 1120231 to view rates.

Aeroplan miles can also be earned. For more details, please see: parknfly.ca/ParkN-Fly-Rewards.aspx#RewardsBenefits .

Accommodation and meals (10.I.06)

Booking hotels for business use.

Staff and members are encouraged to use W.E. Travel to book their accommodation. Most of the hotels in the  BCTF’s  Accommodation Guide  are unionized and offer direct billing arrangements (see explanation below). The W.E. Travel agent will first try to book staff and members into a unionized hotel if one is available, at W.E. Travel or the BCTF rate, whichever is lower. If a unionized hotel is not available (or there isn’t a hotel on the list in the town a staff or member are travelling to), the agent will find other suitable accommodation.

Airbnb should not be used because it hinders our ability to support unionized hotels.

If staff and members are making their own hotel reservation, please read the note under the chosen hotel in the guide to get the BCTF or W.E. Travel rate, as indicated.

Exception for group bookings

If staff and members are attending an advisory committee meeting at the BCTF building, an RA, an AGM, etc., a block of rooms for their group will most likely have been reserved by staff. These rooms are available at a pre-negotiated rate, and they are expected to stay there. Do not book these rooms through the travel agent. Please confirm check-in and check-out dates with applicable staff.

Single vs. double occupancy

The BCTF pays for room and taxes only for a standard room, unless prior approval for an upgrade has been given by the program co-ordinator. Any other room charges will be your responsibility. Rates listed do not include taxes, are subject to availability, and are based on single occupancy. If you are sharing a room, you will need to advise your program co-ordinator and/or W.E. Travel in order to get a double room.

If staff or members are sharing a room  with another staff or member , each of them may claim $20.00 per night. If they are bringing someone who is not a staff or member, they will be personally responsible for the difference between single and double occupancy rates.

Staying with friends or relatives

Staff and members who stay with friends or relatives instead of staying at a hotel during BCTF business may claim $30.00 per night.

Direct billing vs. using your own credit card

There are typically only two methods of paying for the hotel—direct billing to the BCTF or a personal credit card. If a hotel is on BCTF’s preferred list, it is highly likely that we have a direct billing arrangement. This means that the hotel agrees to invoice the BCTF for room and taxes for the duration of their stay. The travel agent will ask the staff person for their program to send a “direct billing authorization” to the hotel to guarantee payment and provide an expense code.

Please note, however, when checking in, most hotels will ask to provide own credit card for any additional charges related to their stay (e.g., meals, parking). Staff and members will pay for these charges upon check-out and claim them on their expense voucher where acceptable.

Members who wish to have credit/debit card deposit waived should contact the staffperson responsible for organizing the event so they can negotiate an alternative with the hotel.

If staff and members are reserving a hotel for business purposes that does  not  offer direct billing, they will need to provide their personal credit card to (a) the travel agent to secure the reservation, and (b) the hotel upon check-in to guarantee payment for all expenses relating to their stay. Upon check-out, they may use credit, cash, or debit to settle their account, but they will be reimbursed by the BCTF upon submission of their expense claim.

Booking hotels for personal use

Most hotels on our preferred list allow staff and members to use BCTF rates for personal stays. although rates may be subject to availability. They may be asked to supply some form of company and/or personal identification (e.g., business card, BCTF membership card and/or piece of government issued ID).

Meal reimbursement (per diems) (10.I.06—3.)

The current meal reimbursement rates while on BCTF business are as follows: Breakfast—$20.00 Lunch—$25.00 Dinner—$40.00

Staff and members may claim these amounts without receipts. They may not claim any meals that were provided by their hotel (e.g., breakfast) or as part of any BCTF or BCTF-sponsored event where a meal is provided.

Dependant care reimbursement (10.I.28)

Due to attendance at BCTF meetings, staff and members incurring dependant* care expenses  that would not otherwise have been incurred  may claim these expenses .  Receipts from the provider containing the hours, the amount, the name and address (including postal code) of the caregiver and the caregiver’s signature are required. Receipts written by the member will not be accepted. Allowable rates are $18 per hour to a maximum of $240 in any 24-hour period. For any amounts above these maximums, prior approval from the program co-ordinator must be obtained. Please advise if the provider is a relative as the dependant allowance may be considered a taxable benefit. Deducting taxes owed and reporting to Canada Revenue Agency may be required.

*For definition of “dependant,” please see the  Members’ Guide , Procedure 10.I.28—1.

Animal boarding and care reimbursement

Due to attendance at BCTF meetings, staff and members incurring pet boarding and care expenses that would not otherwise have been incurred may claim these expenses . Receipts from the provider containing the hours, the amount, the name and address (including postal code) of the caregiver and the caregiver’s signature are required. Receipts written by the member will not be accepted. Allowable rate is a maximum of $50 in any 24-hour period. For any amounts above these maximums, prior approval from the program co-ordinator must be obtained. Please advise if the provider is a relative as the allowance may be considered a taxable benefit. Deducting taxes owed and reporting to Canada Revenue Agency may be required.

Travel insurance while on BCTF business (10.H.02)

The BCTF maintains business travel accident and emergency out-of-province medical insurance policies that cover staff and members while travelling on Federation business.

In addition, air travel booked by W.E. Travel and charged to the Federation has the following additional insurance coverage:

• accident insurance up to $300,000

Expense vouchers (10.I.10)

The original expense voucher is to be approved by the program co-ordinator or other authorized support staff. Receipts as shown below must be submitted with the original claim. Anyone submitting claims without the required receipts will be notified to provide them before their claim will be processed.

Timing/deadlines

Claims will be reimbursed to the staff or member either by cheque or, if they have set up electronic funds transfer, directly into their bank account. Accounting has these applications on the front counter. An EFT set-up form is available at  bctf.ca/services-guidance/membership-expenses-and-administration/expenses/apply-for-electronic-fund-transfer

Vouchers must be submitted within three months of the relevant event but within two months after the year-end (June 30).

What do I need receipts for?

Lost receipts.

The expense claim section of the website includes a form for lost receipts.

View All Services & Information 

• Guidance: BCTF Accommodation Guide
• Guidance: Driving Reimbursement

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Travel Expenditures

You must obtain pre-approval from one administrative level higher who is responsible for the budget before scheduling your travel plans.

Planning for travel should ideally start at least 15 days in advance for North American travel and 30 days in advance for international travel in order to obtain the best value and support.

Travel has a large impact on the environment and increases UBC’s carbon footprint. You should strive to use available technology as a substitute for face-to-face meetings and conferences where possible. For more information about UBC’s targets, strategies with respect to climate change, please refer to UBC Vancouver’s Climate Action Plan 2030 .

Travel expenses should be reasonable and appropriate in the circumstances, taking into consideration safety, practicality, and efficiency. UBC has preferred suppliers for accommodation, air travel, and vehicles while travelling on UBC business, and you should use the preferred suppliers unless there is a less expensive alternative.

For a list of preferred suppliers, visit the UBC Finance Travel page . For specific Sponsor or Agency guidelines when travel is for research purposes, refer to the UBC Research Finance website.

Approval of travel

• Travelers for non-research travel are required to obtain pre-approval from by one administrative level higher and from the individual responsible for the unit’s budget.
• Research travel is implicitly approved as part of the grant or project approval process.
• Conference travel paid by General Operating Funds as part of professional development requires pre- approval from one administrative level higher, with a cost estimate provided and benefit to UBC clearly outlined.

To ensure that travel expenses are minimized, utilize the following cost saving measures:

• Familiarize yourself with the  UBC Travel program .
• Use  UBC Concur  online travel service in partnership with Direct Travel for flight reservations, hotels and car rentals.
• For full service, contact Direct Travel.
• Review the  Mobile Devices  page for guidance regarding use of mobile devices while travelling for UBC business.
• CAUBO Rates
• Provincial Government negotiated rates
• UBC negotiated corporate rates with preferred hotels

Please refer to UBC IT Costs for more information.

Review further expenses guidelines below by topic:

• The standard for reimbursement of accommodations while travelling must be based on the lowest price of a standard room in a business class hotel, which is defined as accommodation located near the business district of the applicable city and which provides an environment in which one can conduct business safely.
• Hotel alternatives, such as Airbnb or VRBO, are acceptable if the rates and terms are competitive with hotel options.
• Non-standard accommodations or rooms on Executive Floor, suites, concierge or Executive Premium level rooms will not be reimbursed unless pre-approval from Unit Head (i.e. Dean/VP level) with proper justification is provided to support the request.
• UBC also has negotiated corporate rates with preferred hotels. See the  UBC Travel  on hotels and campus accomodations.
• Typically, only accommodations with free cancellation should be selected. Non-preferred hotel booking websites may offer cheaper rates but may require 100% prepayment of fees, have higher cancellation/change fees and there is no ability for UBC’s travel vendors to assist you with cancellations and rebooking in case of emergency.
• Where short-term lodging is provided at no charge, a gift or payment in appreciation may be provided up to $50.00/day with a maximum of $150.00 for the entire duration of the stay.
• For visitors coming to UBC, it is strongly recommended wherever feasible to consider on- campus guest accommodations before considering external downtown options. Review on-site accommodations for  UBC Vancouver , Green College , and  UBC Okanagan .
• For the latest updates on Travel, visit the  Frequently Asked Questions
• Vehicle costs incurred while conducting UBC business are reimbursable if the expenses are necessary, reasonable, appropriate, and financial prudent. Receipts or proof of mileage must be provided for reimbursement of such costs. However, vehicle costs incurred to travel to and from one’s regular work location are not reimbursable.
• A map tool or application, such as Google Maps, should be used to substantiate kilometers driven and be submitted as part of travel claim.
• Mileage reimbursement when attending meetings locally at any UBC place of business is reimbursable unless it forms part of your commute to or from your usual work location. UBC places of business include Robson Square, UBCO downtown campus or any of the Hospital sites.
• Mileage reimbursement on private vehicles is permissible at the rate set out by Canada Revenue Agency for kilometers (km) travelled for UBC business in excess of km normally incurred directly to and from work. Distance calculated starts either from your place of work or home to the destination in the most direct route and should only be reimbursed if the excess km calculation plus accommodation and meals does not exceed the cost of an economy priced airline ticket. Please note that the mileage rate will be updated regularly to be in alignment with CRA’s prescribed rate.
• Limousine costs are not reimbursable unless it is the most economical option. A specific expense justification and a list of travelers must be provided at time of making the claim for reimbursement.
• Vehicle rentals are permitted for out-of-town guests and for departmental events where vehicle rental is more economical than other transportation options. Cost of luxury and sport vehicles are non-reimbursable.
• You should decline the Collision (or Loss) Damage Waiver (CDW or LDW) at the time of vehicle rental if previous arrangements have been made with UBC Safety & Risk Services for rental vehicle insurance, or if the rental cost is charged to your UBC Credit Card, as it includes CDW/LDW insurance coverage.
• Third-party liability coverage should not be waived. Vehicle rental companies provide Third-party liability insurance as part of the basic rental rate for the vehicle.
• Excess third-party liability is carried by UBC but only applies if there is some liability insurance in place through the vehicle rental company. This coverage is to protect both the driver and UBC against claims made by third parties for all sums which UBC shall be obligated to pay as compensatory damages, by reason of liability imposed by law for loss or damage arising from the use or operation of any rental vehicle, and resulting from bodily injury to or the death of any person or damage to property of others.
• To facilitate efficient reimbursement, you should use per diems to claim for out-of-town meal expenses; receipts do not need to be provided for each per diem meal claims. UBC per diem rates represent what UBC deems to be a reasonable cost.
• Only the individual traveler can claim UBC per diem rates .
• UBC per diem rates cannot be claimed if meals have been included in another reimbursable item (i.e. conference fee, transportation, accommodation).
• UBC per diem rates also cannot be claimed when another member of the university has submitted a claim for the same meal and when meals are offered by the event organizer.
• Where grant or contract funding have lower per diems than UBC’s per diem rate, you may claim the differential amount from other sources after charging the research account with the maximum allowable rate.
• While travelling, an incidental amount of up to $10/day may be claimed. The incidental amount is to compensate for non-receipted items such as meter parking, transit fares and housekeeping gratuities. If a third-party requirement does not permit non-receipted items to be reimbursed, the missing receipt documentation is required for reimbursement.

In case of any discrepancy with this webpage, the full expense rules will always take precedent. 

DOWNLOAD THE EXPENSE RULES

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Travel allowance

Part-time employee.

You may give a part-time employee a reasonable allowance or reimbursement for travelling expenses incurred by the employee going to and from a part-time job. If so, and you and the part-time employee are dealing at arm's length, you do not have to include that amount in the employee's income. This applies to:

• teachers and professors who work part-time in a designated educational institution in Canada, providing service to you as a professor or teacher, and the location is not less than 80 kilometres from the employee's home
• part-time employees who had other employment or carried on a business, and they did the duties at a location no less than 80 kilometres from both the place of the employee's home and the place of the other employment or business

Salesperson and clergy

You may pay a reasonable travel allowance for expenses other than for the use of an automobile (such as meals, lodging, per diem allowance) to a salesperson or member of the clergy. You do not have to include the allowance in the employee's income if it was for expenses related to the performance of duties of the office or employment and the employee is either of the following:

• an agent selling property or negotiating contracts for the employer
• a member of the clergy

Other employees

You have to include reasonable travel allowances in the income of employees, other than a salesperson or member of the clergy, who travel to perform the duties of the office or employment, unless the allowances are received by the employee for travelling away from the municipality and the metropolitan area where the employer's establishment is located and where the employee ordinarily works or reports.

In some situations, you may provide an allowance to your employee for travel (other than an allowance for the use of a motor vehicle) within a municipality or metropolitan area so your employee can perform their duties in a more efficient way during a work shift.

This allowance is not a taxable benefit and can be excluded from the employee's income if all of the following conditions are met:

• The employee travels away from the office
• The allowance is reasonable. The CRA generally considers a value of up to $23 for the meal portion of the travel allowance to be reasonable
• You are the primary beneficiary of the allowance
• The allowance is not an additional form of remuneration

This means that you do not have to include this type of travel allowance if its main reason is so that your employee's duties are performed in a more efficient way during a work shift.

For examples of situations where a travel allowance is considered a taxable benefit, go to  Examples – Travel allowance .

Reasonable travel allowances

Whether an allowance for travel expenses is reasonable is a question of fact. You should compare the reasonable costs for travel expenses that you would expect your employee to incur against the allowance you pay to the employee for the trip.

If the travel allowance is reasonable, you do not have to include it in your employee's income. If it is not reasonable, the allowance has to be included in your employee's income.

For more information, see paragraph 48 in  Interpretation Bulletin IT-522R Archived, Vehicle, Travel and Sales Expenses of Employees .

Your employee may be able to claim certain employment expenses on their income tax and benefit return. For more information, see Employee's allowable employment expenses .

Payroll deductions

If the allowance is taxable , it is also pensionable and insurable. Deduct income tax, CPP contributions, and EI premiums.

Reporting the benefit on the T4 slip

Report the taxable allowance in box 14 "Employment income" and in the "Other information" area under code 40 at the bottom of the T4 slip . For more information, see T4 – Information for employers .

Forms and publications

• Income Tax Folio S2-F3-C2, Benefits and Allowances Received from Employment
• Interpretation Bulletin IT522R Archived, Vehicle, Travel and Sales Expenses of Employees

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Public Service Alliance of Canada

​​​ Member Login

Travel Policy

Revised April 2019

TABLE OF CONTENTS

1 – Introduction 2 – Administration 3 – Insurance 4 – Transportation 5 – Travelers with disabilities 6 – Illness, injury and death while in travel status 7 – Accommodation 8 – Meals, incidentals and other expenses 9 – Family care while in travel status 10 – Extended period in travel status 11 – Travel outside Canada 12 – Appendices

1 – INTRODUCTION

1.1 policy statement.

It is the policy of the PSAC to ensure consistent and fair treatment of all individuals who are required to travel on authorized PSAC business.

The provisions contained in this policy are mandatory.  These provisions provide for the reimbursement of reasonable expenses incurred while travelling on PSAC business.

Unionized facilities, suppliers and services must be used whenever available and possible.

All travel, including exceptions, requires pre-authorization.  The entitlements of the traveller will be determined in accordance with the provisions of this policy.  The responsibility for the PSAC Travel Policy belongs with the PSAC Branch Directors and the AEC Officers.

This policy is subject to a review immediately following the PSAC National Convention or as determined by the Alliance Executive Committee (AEC).  Any changes to the PSAC Travel Policy require approval by the AEC. 

1.2 Application

1.2.1 This policy applies to all individuals who are required to travel on authorized PSAC business unless specifically stated otherwise within the policy.

1.2.2 Enquiries concerning the application and interpretation of this travel policy to a particular travel situation can be directed to the appropriate PSAC Branch Directors, Coordinators or to the Convention, Conferences and Project Officer at [email protected] .

1.3 Definitions

Alliance Executive Committee (AEC) - is composed of the National President, the National Executive Vice President and the Regional Executive Vice Presidents.

Approval - means the person authorizing the travel expense claim.

Business travel – means all travel authorized by the PSAC, and is used in reference to the circumstances under which the expenses prescribed in this policy may be paid or reimbursed from PSAC funds.

Commercial accommodation – means hotel or motel type of accommodation or a similar commercial establishment that provides lodging at an established rate.

Continuous travel –   Period of uninterrupted travel between the traveller’s initial point of departure and the final destination.

Dependent child - means an employee’s or spouse’s biological, legally adopted, under Aboriginal customs or stepchild who is unmarried, unemployed, dependent and under the age of 21 if not in full time attendance at an educational institution, otherwise under the age of 25 or no age limit if the dependent child has a permanent disability.

Economy – means the standard class of air travel, including special discount fares.  It excludes first class and business/executive class or equivalents. 

Exceptions – means unusual circumstances or special needs that have not been covered in this policy.  The AEC, and/or the Branch Directors and/or the Section/Regional Coordinator have the authority to approve exceptions and make individual decisions that are not covered in this policy.

Headquarters area  – means an area surrounding the workplace having a radius of 16 kilometres, centered on the workplace.

Incidental expenses – includes such items as gratuities (excluding those for use of taxi services), internet, laundry, dry cleaning, bottled water, phone calls home, grass cutting, snow removal, home security check, plant watering, mail services, pet care, telecommunications hook-ups and service, shipping of some personal effects, and other personal supplies and services, the costs of which can be attributed to a period in travel status, but for which no other reimbursement or allowance is provided under this policy.

Kilometric allowance – means the rate as indicated in Appendix A based on province of registration, payable for all authorized travel by motor vehicle.

Maximum Allowed for Driving means the amount paid to a traveller when he/she chooses to travel by privately owned motor vehicle for distances over 300 kms one way, when commercial air or rail transportation is available.  The amount paid will be the kilometric distance at the applicable rate specified in Appendix A, up to the maximum of $700 (round trip).

Meal allowance – means the rates for breakfast, lunch, or dinner as indicated on Appendix A.

Member Expense Portal (MEP) – website which allows members to submit t heir PSAC travel expense claims electronically (located on the PSAC Member Portal website). 

Non-commercial accommodation and private non-commercial accommodation – means a private dwelling owned or rented by an acquaintance or relative with whom the traveller does not normally reside, campsites, or other accommodation where incidental expenses are minimal.

POMV - means Privately Owned Motor Vehicle.

PSAC – means the Public Service Alliance of Canada. 

Receipt – means an original document or carbon copy or certified true copy showing the amount of expenditure, itemized where possible, the date and indicating proof of payment.

Reasonable expenses – means the specific, itemized expenses incurred, based on receipts, excluding alcoholic beverages, up to the amount determined by the PSAC to be justifiable under the circumstances.

Spouse means a person to whom an employee or member is legally married, or a person with whom an employee or member is cohabiting and who has been identified to the PSAC as the employee's spouse regardless of sex.

Travel Loyalty Program or Frequent Flyer points - means benefits offered by the travel industry for business or personal use.

Traveller – is used in this policy to designate both PSAC employees and members who travel on authorized PSAC business.

Travel status – means absence from the traveller's headquarters area on PSAC business travel.

WE Travel Service – is currently the unionized travel agent company that is utilized by the PSAC.  

Workplace – is the location at or from which a traveller ordinarily performs the duties of his or her position and, in the case of a traveller whose duties are of an itinerant nature, the actual building to which the traveller returns to prepare and/or submit reports, etc., and where other administrative matters pertaining to the traveller's employment are conducted.

2 – ADMINISTRATION

2.1 authorization.

2.1.1 It is the PSAC’s responsibility to determine, when, where, by whom and by what means of travel will be undertaken and to select the mode and class of transportation and the accommodation to be used, subject to the provisions of this policy. All travel must be pre-authorized .

2.1.2 Personal travel can be booked through the PSAC Travel Agency but must be charged to a personal credit card.

2.1.3 Individuals travelling on PSAC business are entitled to transportation and accommodation that is comfortable and of good quality.  Allowance, rates, reimbursements and conditions of payment shall be sufficient to meet reasonable, legitimate expenses that are necessarily incurred as a result of the requirement to travel.

2.1.4 It is the responsibility of the person authorizing travel and the traveller to be familiar with this policy. Any questions regarding the application of this policy should be reviewed with the person authorizing the travel.

2.1.5  As a general rule, on a normal working day, travel is to commence from the traveller’s headquarters area.

2.1.6 For travel of distances over 100 km, car rental or when using commercial transportation and/or when overnight accommodation is required, a PSAC Travel Authorization and Requisition for Advance shall be completed by the PSAC staff arranging the travel.

2.1.7 Should a change in itinerary on route occur or if emergency travel is required, where pre-authorization is not possible, approval will be in accordance with the PSAC Travel Policy.

2.1.8 Where travel is continuous in nature, the authorization may be provided monthly. Example: unusual circumstances such as short term relocation.

2.1.9 Approval of all changes from the pre-authorized travel arrangements, such as adjustments to itinerary, changes in mode of transportation, revisions to work schedules that affect, for example, weekend travel home, and alterations to overnight accommodation arrangements should be obtained in advance.

2.1.10 An explanatory note concerning items not pre-authorized or changes to pre-authorized items should be included with the expense claim or a notation made on the claim.

2.2 Responsibilities

2.2.1 The PSAC:

• determines whether travel is necessary;
• ensures that this policy is available to all PSAC travellers; 
• ensures that the selection and reservation of appropriate arrangements (transportation, accommodation, advances, etc.) are consistent with the provisions of this policy.
• pre-authorizes travel on the applicable form; and
• verifies and approves travel expense claims.

2.2.2  The traveller is responsible for:  

• being familiar with the PSAC Travel Policy;
• obtaining authorization prior to travel;
• submitting fully completed travel expense claims with necessary supporting documentation, original receipts and explanations of changes as required;  
• submitting travel expense claims within 90 working days after completion of the travel.
• the safeguarding of travel advances and funds provided.

2.3 PSAC Travel Agent

2.3.1 Travel agent contact information:

Voyages W. E. Travel  25-A York Street, Ottawa, Ontario K1N 5S7 Tel.: 613-232-9908 or Toll free:  888-676-7747 (Ottawa) Fax : 613-232-9931 E-mail [email protected] web page: www.wetravel.net

Reservation Office Hours: Monday through Friday - 8:30 a.m. - 5:00 p.m. EST

800-663-4703 (Vancouver) (Vancouver office may only be contacted outside Ottawa regular hours)

Group Reservations (10 or more travellers)

If you have 10 or more people attending meetings, or different meetings of smaller numbers in the same city, please ensure you register your group event with W.E. Travel to obtain any available discounts.  

24 HOUR EMERGENCY TRAVEL CENTRE: 1-800-787-6030

2.3.2 A client profile form is necessary for each frequent traveller in order to save time when making their bookings. Individuals who occasionally travel on authorized PSAC business do not need a profile.  If a travel profile is not completed, the Travel Agent will request the information directly from the traveller, for example, seating preferences, special service requests, frequent travel program information, etc.

Please note personal credit card information may be requested as economy air and train fares only may be charged to the PSAC’s account. The travel agent requires the traveller’s credit card number to guarantee hotel reservations or for charging personal travel.  The card name, number and expiration date are required.  All information is kept confidential and is protected under the Travel Agent’s privacy policy.

2.4 Travel problems and complaints

2.4.1 All problems and complaints should be fully documented in writing and sent by email to the PSAC Convention, Conferences and Project Officer at  [email protected] .

To assist the PSAC and the Travel Agent in responding to queries, the following information should be included:

• Date of reservation and name of PSAC contact who made reservation
• Name of travel agent who made reservation
• Travel Agent Itinerary
• Clearly outline the details of the situation
• Ask for a response in writing

2.5 Travel advances

2.5.1 Travellers on PSAC business shall, upon request be provided with a travel advance to cover travel expenses not paid directly by the PSAC.

2.6 Gifts, hospitality and other benefits

2.6.1 Coupons, vouchers or other benefits such as accommodation, which are received due to delays, can be used by the traveller.  Claims should not be made for any such benefits that have been provided free of charge to the traveller.  The appropriate explanations should be written on the expense claim or an accompanying document. 

2.6.2 While on PSAC official business travel, travellers can collect and redeem benefits from Travel Loyalty Program(s) (TLP) also known as Frequent Flyer Points.  These benefits are for personal use and cannot be redeemed for cash value towards PSAC business travel.

2.7 PSAC Travel Authorization and Requisition for Advance-Internal form (for PSAC use only)

2.7.1 The PSAC Travel Authorization and Requisition for Advance is for internal use only and must be completed by PSAC staff. The form contains the following information:

•  the travel authorization number and budgetary codes;
•  the purpose and duration of the trip;
•  the location to be visited;
•  the dates and times of arrival and departure;
•  any pre-paid transportation, meals or accommodation;
•  the modes and classes of transportation authorized;
•  vehicle rental authorization, including vehicle size;
•  the amount of the travel advance authorized;
•  the types of accommodation, locations and daily rate; 
•  other projected expenses involved, e.g., weekend travel home; and, any special arrangements.

2.8 Receipts

2.8.1 If claims are submitted via the Member Expense Portal (MEP), receipts are not required unless selected for audit upon submission. Receipts must be retained by the traveller for a period of 2 years after the activity in case of future audits by the PSAC.

For claims submitted in hard copy form, original receipts must accompany the claim in order to be processed.

2.8.2 If a traveller is claiming return taxi, toll or ferry fares, he/she should submit a receipt for the return portion. However, one receipt is sufficient proof of payment, if the traveller attaches a receipt to his/her claim and indicates on the expense claim form that the amount being claimed is the fare times two (e.g. $25 x 2 = $50).  Should the receipt for the return fare be in excess of the amount reimbursed an additional claim may be submitted for the additional amount of the return fare.

2.8.3 The only expenses for which receipts are not required are as follows:

• meal allowances (unless otherwise specified);
• incidental expense allowances;
• taxis utilized for which the cost is $10.00 or less;
• kilometric allowance;
• parking meters or tolls.

2.9 Overpayments

2.9.1 The PSAC is required to recover all overpayments made to travellers. 

2.10 Travel beginning or ending at workplace

2.10.1 When a period in travel status begins or ends at the workplace, the traveller may incur extra travel costs on the first and/or last day because the regular workplace/home commuting pattern is disrupted.  Accordingly, the traveller shall be reimbursed for reasonable transportation costs incurred between the residence and the workplace.

2.11 Travel within the headquarters area

2.11.1 When a traveller is authorized to proceed on PSAC business within the headquarters area, other than the workplace, during their regular work day , the cost of taxi or transportation shall be paid at the PSAC kilometric rate found in Appendix A for the most direct route between the travellers’ workplace and the meeting location .

Necessary parking charges may also be reimbursed.

2.11.2 When a traveller is authorized to proceed on PSAC business within the headquarters area, other than the workplace, on a non-working day , the cost of taxi or transportation shall be paid at the PSAC kilometric rate found in Appendix A for the most direct route between the travellers’ residence and the meeting location.

2.11.3 When the PSAC requests that a traveller bring a privately owned motor vehicle to the workplace, or to travel to a destination within the headquarters area, and the traveller has demonstrated to the PSAC that a privately owned motor vehicle is not the traveller's normal mode of transportation to the workplace, the traveller may be reimbursed at the kilometric rate specified in Appendix A. Such reimbursement will be based on the most direct road route between the residence and the workplace/destination.

2.12 Rest Periods

2.12.1 To alleviate fatigue caused by time-zone changes or overnight travel, a suitable rest period of up to 10 hours may be allowed between the time the traveller arrives at the destination (home, hotel, event site) and the time the traveller is required to report for work. 

3 – INSURANCE

3.1 insurance plans and compensation.

3.1.1 In the event that a traveller is injured or dies while travelling on

PSAC business, the traveller or, where applicable, the traveller's dependants may be provided with additional protection, subject to the terms and conditions of the following authorities. Coverage will be provided if injuries are sustained while traveling to union activities or as a result of participation to Union activities which include attending conferences, meetings, demonstrations. 

• Chubb Insurance Company of Canada - Accident Insurance
• Diners Club International Travel Insurance - for travel charged to the PSAC’s Diners Club Corporate Card (W.E. Travel)

3.2 Travel outside Canada - Insurance

3.2.1 When travelling outside Canada, the cost of additional health insurance, such as that offered by private insurance companies (if not already provided by the Employer) is required.  Travellers are advised to confirm with their insurance agent that they are adequately insured. If not covered, the cost for the minimum required insurance will be reimbursed by the PSAC.

Any additional coverage purchased by the traveller beyond what is required will not be reimbursed.

3.3 Car rental insurance

3.3.1 It is the traveller’s responsibility to ensure that sufficient insurance coverage is included for the entire period that a car is rented for PSAC business.

3.3.2 Travellers should verify with their own personal automobile insurance provider or credit card company before renting a vehicle to ensure adequate third-party liability, personal injury and damage to property coverage. If none is available, then optional additional coverage for rental will be required and the cost will be reimbursed by the PSAC.

3.4 Privately Owned Motor Vehicles Insurance

3.4.1    Travellers are responsible for ensuring sufficient insurance coverage at all times for their privately owned motor vehicles when used for PSAC travel. 

Privately owned vehicles travel shall have at least the minimum provincial/territorial/state/country insurance coverage of liability and physical damage.

3.4.2 The PSAC is not responsible for reimbursing deductible amounts related to insurance coverage. The PSAC assumes no financial responsibility for privately owned motor vehicles other than paying the authorized kilometric rate or the maximum allowed for driving rate (depending on the authorization).

3.4.3 Travellers should ensure that their insurance covers any other PSAC travellers in the car.

4 – TRANSPORTATION

4.1 commercial transportation.

4.1.1 The selection of the mode and class of commercial transportation is made by the PSAC on the basis of cost, convenience, duration, safety and practicality.   The PSAC may authorize alternate arrangements for specific events (example: Convention, Conferences, etc.) for these reasons.

4.1.2 Commercial air transportation is the normal method of travel for distances in excess of 300 km (one way) for the reasons cited in Section 4.1.1.  When travel by commercial air carrier or by train presents significant inconvenience, or is not deemed practical by the PSAC, in terms of overall costs, the use of a privately owned motor vehicle (POMV) may be authorized. (See Section 4.6. for guidelines on use of POMV)

4.1.3 Trips of less than 300 kilometres (one way) are not normally authorized via commercial air transportation.  Instead commercial ground transportation (i.e.: train) should be considered where it is available, convenient and more economical. 

4.1.4 All commercial air and train transportation, are to be booked using the travel agency chosen by the PSAC and charged to the PSAC Corporate Credit Card unless otherwise authorized.

4.1.5 When commercial transportation by air or train is authorized, the PSAC Travel Agent will provide the traveller with the necessary prepaid electronic tickets.

4.1.6 When commercial transportation other than by air or train is authorized and used, the traveller shall be reimbursed actual and reasonable transportation costs based on receipts. Pre-approval is required.

4.1.7 Any penalty costs incurred as a result of changes or cancellations made by the traveller for personal reasons after tickets have been issued will be paid by the traveller, except in cases where penalty costs are the result of unusual circumstances or emergency situations beyond the control of the traveller. Such changes and exceptions require the authorization of the responsible signing authority.

4.2 Commercial air travel

4.2.1 All reservations for commercial air travel must be booked through the PSAC Travel Agent and charged to the PSAC Corporate Credit Card.  Air transportation should be used for distances in excess of 300 km (one way). 

4.2.2 If access to the PSAC Travel Agent is unavailable or, where it is not possible to use the services of the PSAC Travel Agent, a traveller will be reimbursed the actual and reasonable unionized commercial air transportation costs based on receipts.  In these circumstances tickets should be purchased directly from the carrier rather than through a travel agent.  Pre-approval is required and must be obtained for such travel.

4.2.3 The standard for air travel is the most economical class including advanced seating assignment and the reimbursement of one (1) baggage fee for each direction of travel (if not only already included in cost of ticket) on unionized carriers

4.2.4 Reimbursement of transportation costs for airfare and accommodation to an alternate location for personal reasons will not be reimbursed. However, it will be considered if it is more effective and pre-authorized.

4.2.5 Business/Executive Class air travel may be authorized in exceptional circumstances and where continuous air travel exceeds 9 hours. The National President, National Executive Vice-President and Branch Directors will have the responsibility for approval of all business/executive class travel based on the recommendations from the Coordinator. Supporting documents for deviations may be required.

4.3.1 All rail travel is to be booked using the travel agency chosen by PSAC and charged to the PSAC Corporate Credit Card.

4.3.2 If access to the PSAC Travel Agent is unavailable or, where it is not possible to use the services of the PSAC Travel Agent, a traveller will be reimbursed the actual and reasonable unionized commercial rail transportation costs based on receipts.  In these circumstances tickets should be purchased directly from the carrier rather than through a travel agent.  Pre-approval is required and must be obtained for such travel.

4.3.3 When rail travel is authorized it should normally be by economy class, however, business class travel may be authorized in certain circumstances based on the approval of the appropriate signing authority.

4.4.1 Unionized taxi services may be used when other more economical alternatives such as local transit or airport shuttle service are unavailable or impractical.

4.4.2 All claims for taxi fares in excess of $10.00 (one way) require a receipt. 

4.4.3 While in travel status taxi fares shall be reimbursed to and from the carrier’s terminal to the traveller’s permanent residence or place of work.

4.5 Car rentals  

4.5.1 Rental vehicles may be pre-authorized where this mode of travel is economical and practical.  The traveller is responsible for providing the reasons for the rental and the cost savings.

4.5.2 Travellers should use the PSAC Travel Agent for reservations and rentals.  The PSAC Travel Agent reserves cars with unionized companies whenever possible and at preferred rates.  Only the authorized traveller should be registered as the driver on the car rental agreement.

4.5.3 An intermediate vehicle is the usual standard.   Higher vehicle categories may be pre-authorized where the bulk or weight of the goods to be transported, or an extenuating circumstance warrants the authorization of a higher vehicle category (such as unsafe road conditions or if two or more passengers have been authorized to travel together).

4.5.4 In an emergency, where the Travel Agent cannot book car rentals, travellers should deal directly with unionized car rental companies wherever possible.

4.5.5 If the rental charges are higher than those obtained by the PSAC Travel

Agent an explanation should be provided on the travel claim. Drop-off charges will be authorized where it is cost beneficial and should be pre-authorized.

4.5.6 The traveller is required to provide a credit card for all car rental reservations and at the time of pickup at the car rental location.

4.5.7 Insurance - See Section 3.3, Car Rental insurance.

4.5.8 Gasoline expenses will be reimbursed by the PSAC with receipts. Travellers are required to use the most direct routes and claim for distances driven while on PSAC business travel (from the authorized point of departure to the destination and return and any other distances driven on PSAC business at the destination).

4.6 Privately Owned Motor Vehicle (POMV)

4.6.1 When a traveller is pre-authorized to proceed on PSAC business, travel between home and a carrier's terminal, taking into consideration the necessary luggage involved, shall be by the most economical and practical means. Use of private vehicles shall be reimbursed at the PSAC kilometric rate (see Appendix A) for the portions driven by the traveller, plus parking charges where it is cost-effective to leave a private vehicle at the public carrier's terminal during the period of absence. 

4.6.2 Travellers who are beginning or ending a period in travel status and are authorized to drive a privately owned motor vehicle to and from the carrier's terminal, such as an airport, shall be reimbursed the kilometric rate specified up to the distance between their home and the carrier's terminal. 

4.6.3 Travellers may use their own vehicles for trips where the distance does not exceed 300 kilometres one way. The PSAC may authorize alternate arrangements for specific events (such as Convention and Conferences, etc.), where commercial transportation such as train would be the approved mode of transportation and use of POMV would be up to the most economical train fare. (See Section 4.1.1)

4.6.4 When commercial transportation is not available or practical , a privately owned motor vehicle, may be authorized where this method is practical and economical.  Payments in excess of those normally incurred such as road, ferry, bridge, tunnel tolls and parking charges shall be reimbursed based upon receipts.  When a privately owned motor vehicle is the approved method of travel, claims for taxi fares are not normally authorized.

4.6.5 A traveller may request to travel by POMV to suit his or her own convenience; if pre-authorized the cost should not exceed the Maximum Allowed for Driving rate found in Section 4.8.

4.6.6 In the interest of safe driving, travellers should 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 traveller has not worked.

These guidelines apply only under the following circumstances:

• If commercial transportation is not available.
• If the use of a privately owned motor vehicle has been deemed to be the most practical method of transportation by the PSAC.
• If the PSAC requests that a traveller uses a privately owned motor vehicle.

For travellers who choose to use their privately owned motor vehicle to suit their own convenience, guidelines found under Section 4.8 (Maximum Allowed for Driving) shall apply.

4.6.7 The PSAC determines the kilometric allowance rates for PSAC travellers. 

The kilometric allowance rates are subject to PSAC review and authorization.  PSAC kilometric rates can be found in Appendix A.   The kilometric allowance rate payable is the rate applicable to the province or territory where the vehicle is registered. 

4.6.8 Travellers are required to use the most direct routes and claim for distances driven while on PSAC business travel (from the authorized point of departure to the destination and return and any other distances driven on PSAC business at the destination).

4.6.9 Insurance - See Section 3.4, Privately Owned Motor Vehicles-Insurance

4.7 Traveller as a passenger in a private vehicle

4.7.1 Travellers may arrange to have another person drive them to, or pick them up from a public carrier’s terminal.  In either case, the amount claimable must be based on the most direct road route and each round trip cost claimed cannot exceed the one-way taxi fare to and from the carrier’s terminal.  Kilometric rates can be found in Appendix A. 

4.7.2 When a traveller is authorized to travel as a passenger in a private vehicle to his or her destination, where the driver is not eligible to claim a kilometric allowance, the authorized traveller is entitled to reimbursement of the kilometric rate (see Appendix A) or the Maximum Allowed for Driving (See Section 4.8), depending on the situation.

4.7.3 When a traveller is authorized to travel as a passenger in a private vehicle to his or her destination, where the driver is also an authorized traveller who is eligible to claim a kilometric allowance (see Appendix A) or the Maximum Allowed for Driving (Section 4.8), only one individual is entitled to claim reimbursement for use of the private vehicle.

4.7.4 Insurance - See Section 3.4, Privately Owned Motor Vehicle - Insurance.

4.8 Maximum Allowed for Driving

4.8.1 A traveller who chooses to use his/her privately owned motor vehicle to suit his/her own convenience for distances of more than 300 km , one way, will be reimbursed for kilometric distance at the applicable rate plus parking, up to a maximum of $700 (round trip) .

4.8.2 The traveller authorized to travel by private vehicle shall be entitled to claim expenses, salary entitlement and meals in accordance with rates specified in Appendix A for the period of the absence that would have been necessary had commercial transportation been used.

4.9 Parking

4.9.1 Self-parking costs will be reimbursed upon presentation of an original receipt, where the use of a vehicle has been approved.  Valet parking charges are not reimbursed unless the hotel or venue prohibits guests from parking their own vehicles.

5 – TRAVELLERS WITH DISABILITIES

Where a traveller with a disability incurs additional expenses related to the accommodation of that disability, the PSAC will reimburse these expenses provided they are reasonable and pre-authorized . Receipts are required.

6 – ILLNESS, INJURY AND DEATH WHILE IN TRAVEL STATUS

6.1 illness and injury while in travel status.

6.1.1 Payment for the use of a suitable conveyance, such as an ambulance or taxi, shall be authorized where a traveller becomes ill or is injured while on duty or while in travel status and the nature of the illness or injury requires that the traveller be transported to a medical treatment facility, from the accommodation occupied while in travel status.

6.1.2 A traveller shall be reimbursed the necessary expenses incurred as a result of illness or accident occurring while in travel status, to the extent that the expenses were additional to those which might have been incurred had the traveller not been absent from home, and which were not otherwise payable to the traveller under an insurance policy, or other authority.

6.1.3 A traveller who becomes ill or is injured while in a foreign country will, where practical, be provided with a justifiable, accountable advance when incurring sizeable medical expenses.  Such advances would subsequently be repaid to the PSAC under the traveller's private insurance plans, or other authority. See Section 3.2 Travel outside Canada – Insurance.

6.1.4 When a traveller's condition resulting from illness or injury while in travel status warrants the presence of the next-of-kin or a representative of the family, actual and reasonable travel expenses in accordance with this policy may be reimbursed, subject to the PSAC National President's approval

6.2 Death while in travel status

6.2.1 If a traveller dies while in travel status, the PSAC 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.  Included in the expenses payable under this article are: 

• at the place where death occurred: ambulance, hearse, embalming, outside crate (but not the cost of a coffin) 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 law requires the attendance of an escort.

7 – ACCOMMODATION

7.1 reimbursement and standards.

7.1.1 It is the responsibility of the PSAC to select accommodation for travellers.  The traveller shall be reimbursed for actual and reasonable expenses for commercial unionized accommodation.  Receipts are required for payments in commercial accommodation.

Unless work-related reasons require the use of specific accommodation, a traveller's request for other unionized commercial or non-commercial accommodation shall be considered in advance by the PSAC.

7.1.2 It is the responsibility of the traveller to identify himself or herself as a PSAC traveller in order to ensure the most economical and unionized rate for commercial accommodation (if one is available).

7.1.3 A list of commercial unionized accommodation in Canada is available in Appendix C.

7.1.4 All hotel accommodations are to be booked using the PSAC travel agency and charged to the personal credit card of the traveller. If the traveller does not have a personal credit card, the traveller should contact the PSAC staff responsible for the activity who will assist with the guarantee of the reservation. Traveller is then responsible for the payment of hotel expenses (unless part of a contracted room block) and is reimbursed for room and tax charges through the travel expense claim (traveller is responsible for any personal or incidental expenses that they may have charged to their room).

• When the traveller chooses alternate commercial accommodation from that

designated by the PSAC, the hotel must be unionized. The PSAC will pay the alternate hotel cost up to the maximum of the cost of authorized accommodation.

7.1.6 Travellers attending an activity on the PSAC’s behalf, where the host venue is not unionized, may be authorized to reserve accommodation at this venue, provided that alternate, reasonable, practical and unionized accommodation is not available. A brief explanation will be required as well as a Branch Director’s or AEC Officer’s approval.

7.2 Cancellations, guaranteed reservations and hotel overcharges

7.2.1 When travel plans change and the accommodation will not be required; the traveller shall ensure that reservations are cancelled through the PSAC Travel Agent or directly with the commercial establishment(s).  Proof of cancellation should be obtained (i.e., cancellation number and agent's name).

7.2.2 It is the responsibility of the traveller to cancel reservations to avoid “no-show” charges. When circumstances beyond the traveller’s control prevent the traveller from cancelling the reservation, the “no-show” charges may be reimbursed by PSAC.

7.2.3 It is the traveller's responsibility to question the commercial establishment when the rate charged is in excess of the negotiated rates or as quoted by the PSAC Travel Agent.

7.3 Private non-commercial accommodation

7.3.1 Although travellers generally stay in commercial accommodation, the

PSAC will authorize a traveller to make arrangements for private, non-commercial accommodation.  A traveller who makes such arrangements shall be reimbursed an amount in accordance with the PSAC Travel Policy (see Appendix A), for each night this accommodation is occupied in Canada or abroad (US$ in the United States).   The total cost of the private, non-commercial accommodation rate plus appropriate and economical local ground transportation should not exceed the commercial accommodation costs that would otherwise have been authorized.

7.4 Accommodation within headquarters area 

7.4.1 Reimbursement for overnight accommodation within a traveller's

headquarters area shall be authorized in certain circumstances subject to prior approval.  Examples may include accommodation for such purposes as in-residence conferences, meetings, training courses and collective bargaining sessions that require travellers to remain on-site.

8 – MEALS, INCIDENTALS AND OTHER EXPENSES

The PSAC sets the meal allowance rates which are subject to PSAC review and authorization. The PSAC meal allowance rates can be found in Appendix A. 

8.1 General

8.1.1 The meal allowance rates contained in this policy are based on the

consumption of meals in restaurants and are directed at travellers who are in travel status away from the vicinity of their headquarters area.

8.1.2 Breakfast can be claimed if traveller leaves home before 8 a.m. Dinner can be claimed if traveller arrives home after 6 p.m.

8.1.3 Meal allowance rates for locations in Canada and the continental United States are found in Appendix A.  To ensure that these rates remain adequate, they will be reviewed and, if warranted, adjusted based on changes in costs.

8.1.4 For each day or part day in travel status where overnight accommodation is authorized, a traveller shall be paid a meal allowance for each breakfast, lunch and dinner when applicable.

8.1.5 For each day that the traveller is out of the office on PSAC business, the appropriate meal allowances will be paid.  No additional amount may be claimed for meals, or for gratuities associated with meals. Receipts are not required.

8.2 Meals provided

8.2.1 When a full meal is provided by the PSAC as part of catering for meetings, conferences and other activities, the traveller shall not claim, nor be reimbursed the meal allowance. However, travellers may claim meal allowances even when full meals have been provided as part of the accommodation rate or as part of the commercial carrier’s ticket price.

(“Full meal” in 8.2.1 does not refer to snacks or light refreshments provided as part of a morning break for example (such as a muffin and coffee) or to a welcome reception which is not intended to replace a meal).

8.3 Incidentals

8.3.1 The PSAC determines the incidental expense allowance rate which are subject to PSAC review and authorization. The PSAC meal allowance rates can be found in Appendix A.

8.3.2 When overnight accommodation is authorized and used, a traveller shall be paid an incidental expense allowance that covers a number of miscellaneous expenses, including the cost of gratuities, for each day or part day in travel status as follows:

• when a traveller visits locations in Canada and the United States on the same day, the incidental expense allowance paid shall be that for the location where the day commences;
• for extended periods in travel status of two months or more, the incidental expense allowance is included as part of the appropriate meal allowance rate and hence, are not reimbursed separately.
• The incidental expense allowance is not paid where, for example, a late-night flight arrives in the traveller's headquarters area after midnight).

8.4 Per Diem (flat rate)

8.4.1 A reasonable per diem flat rate may be paid in lieu of meal and incidental expense allowances, kilometric distances, parking, and taxi.  The amount of per diem and the items to be included are authorized by the PSAC for each event. 

8.5 Telephone calls

8.5.1 A traveller on travel status within Canada and the continental United States shall be reimbursed the extra costs incurred for local and long-distance telephone calls for PSAC business. Any surcharges (i.e.: if calling from a hotel), will be reimbursed. Receipts are required.

8.5.2 For each night a traveller remains in overnight travel status they shall be reimbursed the cost of one ten (10) minute long distance call. Related service charges shall form part of the cost of the call.

8.6 Excess luggage and other related expenses

8.6.1 A traveller shall be reimbursed costs incurred in transporting PSAC-owned

equipment or materials at excess luggage rates, if the PSAC determines that it is necessary for the equipment or materials are to be taken on the trip. Receipts are required.

8.6.2 Excess luggage rates for personal items will not be reimbursed.

8.6.3 A traveller who is in travel status for 10 nights or more may be reimbursed the excess luggage rates. Receipts are required.

8.6.4 Travellers shall be entitled to reimbursement of the cost to cover repairs to or replacement of lost or damaged luggage while travelling, except where such coverage is provided by the airline carrier. Where coverage is not provided, travellers will require pre-approval from the PSAC prior to incurring the expense and may be required to submit a statement from the carrier.

9 - FAMILY CARE WHILE IN TRAVEL STATUS

9.1.   psac family care policy.

The PSAC fully recognizes that family is not solely defined as consisting of “mother and father with children” and may take several forms including, but not limited to: single parents, same-sex parents, dependant relatives residing in the household.

The objective of this policy is to remove one of the barriers which prevent members from participating in union activities.

The Family Care Policy (FCP) is intended to assist the member in covering additional fees incurred as a direct result of attending an authorized PSAC activity.

To achieve a maximum amount of flexibility, every effort will be made to provide on-site child care where Early Childhood Educated (ECE) or certified caregivers are available for hire.  When on-site childcare is provided, caregivers will be made available for evening sessions that form part of the schedule of events.

Eligibility

Where the member is the sole caregiver at the time of the authorized union activity, the FCP will cover costs for care during the day outside normal work/school/daycare hours. Family care costs that would have ordinarily been incurred during work hours had the member been at his/her place of work are not covered.

The FCP shall not cover cost for care provided by a spouse/partner, former spouse/partner with custody rights or a relative residing in the household. 

Members are entitled to claim fees related to the care of the following family members who reside on a full or part-time basis with the member:

• child under 18 years of age;
• a person with a disability;
• an adult, who is a dependant, requiring care.

How to Claim

Original receipts must be attached to Family Care expense claims if submitted in hard copy form.  If claims are submitted via the Member Expense Portal (MEP), receipts are not required unless care was provided by licensed agency/attendant or if selected for audit upon submission. Receipts must be retained by the member for a period of 2 years after the activity in case of future audits by the PSAC.

Receipts must include the following information:

• Caregiver’s full name
• Caregiver’s full address
• Caregiver’s telephone number
• Caregiver’s license number (if applicable)
• Detailed dates and hours when the care was provided for each individual family member
• Amount charged
• Caregiver’s signature

Reimbursement of Fees

• the actual amount up to a maximum of $15 per hour, up to a maximum rate of $100 (for each 24-hour period) for the first family member;
• the actual amount up to a maximum of $15 per hour, up to a maximum rate of $70 (for each 24-hour period) for each additional family member.

A “24-hour period” is defined as care provided between the hours of 7:30 a.m. to 7:29 a.m. (the following day).

• If care is provided by a licensed agency/attendant, the actual fees will be reimbursed.
• increased shared accommodation costs will be covered;
• and where a dinner does not form part of the program, an allowance  of $25 per child, per day may be reimbursed. (Reimbursement will be based on participant’s approved travel schedule).

Pre-Approved Exceptions

Upon request, consideration will be given to special needs or unusual circumstances resulting in costs which exceed the above rates and expenses allowable.  Detailed information must be provided in advance for pre-approval.

10 - EXTENDED PERIODS IN TRAVEL STATUS

10.1 general.

10.1.1 This section of the policy applies to PSAC staff on short term assignments in different location from home or to members on union business (i.e.: negotiating teams) over several weeks.

10.2 Weekend travel home

10.2.1 A traveller who is in travel status that extends through or beyond a weekend is eligible for weekend travel home provisions subject to pre-authorization and the provisions contained in this policy. Weekend travel home is intended to remove the hardship of absence from home.

Authorization will be based on the following criteria:

• work schedule permits the traveller to be absent; and
• appropriate private or public transportation is available, and its use is both practical and reasonable.

10.2.2 Provided that the requisite criteria are met, a traveller in travel status who returns home over a weekend shall be reimbursed actual transportation costs up to an amount not exceeding the cost of maintaining the traveller in travel status (i.e., accommodation, meals and incidental expense allowances, telephone calls home).

10.2.3 When a traveller is in travel status for a period of more than thirty (30) consecutive days where travel home every weekend is impractical (due to distance), provided that the traveller is in continuous travel status, the traveller may return home on average every third weekend.

The traveller will be reimbursed the most economical return airfare, the necessary ground transportation to and from the carrier’s terminal and applicable meals. Meals and incidentals at weekend destination (i.e.: home) will not be reimbursed.

10.2.4 When the traveller plans to be away for the weekend from the travel location, the traveller is responsible for cancelling hotel arrangements at the travel location. 

10.2.5 Provided that the traveller is not required by the PSAC to remain at the duty travel location, a traveller may choose to spend the weekend at an alternate location. In order to be eligible for reimbursement, the traveller shall cancel charges for accommodation (and meals provided on-site) at the duty travel location, provide a receipt for alternate commercial accommodation and be eligible for reimbursement up to the amount that would have been incurred if the traveller had remained at the duty travel location.

10.3 Alternative to weekend travel home

10.3.1 As an alternative to weekend travel home by the PSAC authorized traveller, their spouse/dependant may be authorized to travel to the PSAC traveller’s assigned work location, provided that the provisions contained in the Travel Policy are met.

The transportation expenses (airfare and ground transportation) incurred by the spouse/dependant for a round trip to the traveller’s travel location will be reimbursed.  Such travel should be booked through the PSAC Travel Agent. Receipts are required, and the cost incurred by the other person for this round trip must be equal to or less than the round trip cost if the traveller had exercised the option of returning home.

The PSAC will only cover transportation costs for spouse/dependant and will not be responsible for any other expenses incurred by this individual.

10.4 Other extended travel periods

10.4.1 There are situations where the traveller is required to leave their headquarters area for a number of months to live in another community for reasons of training or work assignments.

10.4.2 When the period of stay at another location or at successive locations is two months or less, the traveller will be considered to be in travel status.

10.4.3 When the period of stay at another location or at successive locations is in excess of two months the traveller will be considered to be in extended travel status and appropriate arrangements will be made by the PSAC for suitable self-contained accommodation obtainable at weekly or monthly rental rates. 

10.4.4 For periods in extended travel status of two months or more, incidental expenses are reimbursed as part of the composite meal and incidental allowances rates (Per Diem).

11 – TRAVEL OUTSIDE CANADA

11.1.1 This section includes only those provisions that are unique to travel outside Canada and overseas travel. The general policy also applies to these travel situations except as outlined in this Section.

11.2 Approval

11.2.1 Approval of all travel outside Canada is delegated to the National President. 

11.3 Accommodation

11.3.1 All hotel accommodations outside Canada should be booked using the PSAC travel agency and charged to the personal credit card of the traveller. Government hotel directories shall also serve as a guide for the cost, location and selection of accommodation. Only those establishments that provide adequate accommodation at reasonable rates should be used.  Where accommodation is available at establishments that are not listed but offer more competitive rates, the use of such accommodation is encouraged. 

11.4.1 Daily meal allowances apply to each full day in travel status and recognize that travellers are often restricted to the vicinity of the major hotels and related higher restaurant meal costs.  The authorized rate is the established rate for the travel location and such rate has already been converted for Canadian currency rate.

11.4.2 Meals taken during part days in travel status are reimbursed in accordance with the individual meal rates as outlined in the international meal and incidental allowance rates in Appendix B.

11.4.3 Private, Government, Self-Contained, Non-Commercial accommodation

When a traveller occupies private, government, PSAC, non-commercial or self-contained accommodation while travelling on official PSAC business to a location abroad for which an authorized meal allowance has been established, an amount equal to 100 per cent of that allowance shall be paid. 

11.4.4 Unspecified Rates

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.  

11.5 Incidentals

11.5.1 The incidental expense allowance paid shall be based on the foreign meal allowances as outlined in Appendix B, as appropriate, or actual and reasonable costs where no meal allowances are listed for a given country.  Incidentals are calculated based upon meal allowances paid for each day or part day in travel status where sleeping accommodation is authorized.  When incidentals are claimed, no additional amount may be claimed for gratuities.

11.6 Other expenses

11.6.1 A traveller on travel status outside Canada shall be reimbursed the costs incurred for local and long-distance telephone calls necessarily placed as a result of PSAC business.  Receipts are required for all calls placed while in this travel status.

11.6.2 The costs incurred in converting reasonable sums to foreign currencies and re-converting any unused balance to Canadian currency shall be reimbursed based on receipts.  Where such receipts are not attached to the travel claim, the average of the Bank of Canada currency exchange rates shall apply, based on a random sample of days in travel status selected by the PSAC.  However, where a traveller has not provided receipts for travel in a country where a recognized tourist rate of exchange exists, this rate shall be used as the basis for calculating the reimbursement of expenses.

11.6.3 Insurance - See Section 3.2, Travel outside Canada – Insurance.

11.6.4 Travellers shall be entitled to reimbursement of the cost to cover repairs to or replacement of lost or damaged luggage while travelling, except where such coverage is provided by the airline carrier. Where coverage is not provided, travellers will require pre-approval from the PSAC prior to incurring the expense and may be required to submit a statement from the carrier.

11.6.5 When a traveller is required to proceed outside Canada on authorized PSAC business, the PSAC shall reimburse costs for obtaining an appropriate official passport or visa, and any required inoculations, vaccinations, X-rays and certificates of health, at no expense to the traveller.  

12 – APPENDICES

APPENDIX A – PSAC Rates – Meals & incidental allowances and kilometric rates

APPENDIX B – Daily meal rates at locations abroad

APPENDIX C – Unionized Hotels Directory in Canada - To come

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• Per Diem & Meals

Employees are eligible for a per diem to cover meal costs while traveling on University business, or they may be reimbursed by submitting detailed/itemized receipts. Either method may be used but only one method can be applied per trip.

Per Diem and Meal Expense claims require an employee to complete an authorized Expense Claim Form and submit to Accounts Payable (A291) no later than 30 days following the expenditure.

Expense Claim Form

Learn how to complete an Expense Claim Form

Method 1 - Meal Expense

Reasonable expenses for meals taken while traveling on University business can be claimed by completing an Expense Claim Form, attaching original receipts and indicating the purpose of the meeting/trip. The cost for meals may also be reimbursed on the basis of a per diem rate without the need to furnish receipts (see Method 2).

• An employee is not permitted to claim an allowance when meals are included in registration fees for seminars and conferences or are included in air travel.
• The purchase of alcohol will only be permitted for hospitality functions with the approval of a Vice President or higher.
• When the cost of meals to be reimbursed includes other employees or guests, their names must be claimed with the following provision: the name(s), title(s) and company or business relationship of the people to the University must be included on the expense claim form and marked on the back of the receipt.
• Credit card payments should include an itemized receipt along with a credit card receipt. A credit card receipt alone is not sufficient.
• Tipping is reimbursable to a maximum of 20% of the pre-tax amount for food and refreshments.

Method 2 - Per Diem

Employees are eligible for a per diem to cover meal costs while traveling on University business. Complete an Expense Claim Form, indicate the dates of travel and the purpose of the meeting/trip. Receipts are not required when claiming a per diem.

• An employee is not permitted to claim a per diem when meals are included in registration fees for seminars and conferences or are included in air travel.
• Per diem meal allowances may only be claimed by individual employees for themselves.
• If you are charging your meals to a UFV expense credit card, you cannot claim per diems.
• Per diem rates below include tips and taxes.

The per diem rate for travel  outside of Canada and the US will be guided by the Government of Canada Treasury Board rates for the applicable country unless otherwise stated on the expense claim. Per diem rates will be the responsibility of the Director of Finance. Please contact  [email protected] prior to traveling for the appropriate rate.

Where a research funding agency has a per diem limit that is different than UFV’s, the traveler will be reimbursed based on the agency’s rate unless otherwise approved by the traveler’s research supervisor and the Director of Finance.

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People in Metro Vancouver will benefit from shorter wait times and enhanced service frequency as a result of significant new funding for TransLink.

To support efficient and stable service in the region, the Province is committing as much as $300 million in new capital funding for TransLink’s 2024 Investment Plan that will support TransLink’s bus purchases for much-needed expansion.

“With this funding, people will experience fewer instances of overcrowded buses passing them by and benefit from additional service increases in the long-term,” said Rob Fleming, Minister of Transportation and Infrastructure. “The Province is working with TransLink to solve the region’s most pressing transportation challenges in response to the unprecedented regional growth. Funding public transit means people can choose cleaner and more affordable ways to travel in the region now and for years to come.”

This new capital funding from the Province will support the purchase of new buses for future service increases. In addition to this early capital contribution, TransLink will apply remaining funds from the $479 million the Province provided last year toward immediate service increases. This will include higher frequency of service or extended hours of operation for more than 60 routes and improved late-evening availability for HandyDART services.

“At a time when Metro Vancouver is facing record-setting population growth due to federal immigration policy, we need a transit system that keeps up,” said Brad West, chair, Mayors’ Council on Regional Transportation. “We thank the provincial government for investing in the 2024 Investment Plan, particularly given the long lead time before the new federal Permanent Transit Fund is available. Our investment plan is an important short-term plan to address overcrowding, and we look forward to continuing work with both federal and provincial governments to develop a new transit funding model to support long-term expansion.”

Supporting TransLink’s 2024 investment plan builds on the unprecedented investments the Province has made in transit infrastructure and services over the past seven years. In Surrey and Langley, the SkyTrain extension will offer greater connectivity to two of the fastest-growing communities in the province. Along the Broadway corridor, the Broadway Subway project will soon extend the Millennium Line from Vancouver City Centre to Broadway and Arbutus. Together, these projects represent a 27% increase for the SkyTrain network.

Building on the success of R1 and R6 RapidBus services in Surrey, new bus rapid transit service will debut along various corridors in Metro Vancouver. Bus rapid transit will feature improved rider amenities at stations, independent bus lanes and will offer greater efficiency for people using the transit system. The projects are a commitment to shaping the growth of growing communities with lower-emission solutions for transportation.

Learn More:

To learn more about the TransLink’s Investment Plan process, visit: https://www.translink.ca/plans-and-projects/strategies-plans-and-guidelines/transit-and-transportation-planning/ten-year-investment-plan

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CPPM Policy Chapter 10: Travel

This Core Policy and Procedures Manual chapter presents all significant travel policy that an employee or expense authority officer is expected to be aware of in completing a travel reimbursement claim, including approval to travel and alternatives to travel. The roles and responsibilities for employees and expense authority officers are outlined to supplement policy understanding. Rate tables for meals, per diems and accommodation, and iExpenses user information are included to round out the chapter as a one-stop reference. 

10.1 Objectives

10.2 general, 10.3.1 alternatives to travel, 10.3.2 travel approval, 10.3.3 combining personal travel, 10.3.4 out-of-province/country travel, 10.3.5 airfare, 10.3.6 chartered aircraft, 10.3.7 meals/per diems, 10.3.8 mileage, 10.3.9 vehicles, 10.3.10 accommodation, 10.3.11 miscellaneous expenses, 10.3.12 loss or damage, 10.3.13 travel card, 10.3.14 volunteers, 10.3.15 contractors, 10.3.16 oracle iexpenses, 10.3.17 direct invoicing, 10.3.18 travel emissions, 10.4.1 group information, 10.4.2 iexpenses information, 10.4.3 discount lodging and travel tips, 10.4.4 minister out-of-province/country travel, 10.4.5 appointees to crown agency boards and administrative tribunals.

• ensure effective travel management and administration, and promote economy and efficiency in the use of travel funds
• support government's commitment to carbon neutral business travel by making choices that mitigate the production of greenhouse gas emissions.
• travel expenses are proper, reasonable and necessary for program delivery
• accountability for travel claim requests and approvals, and travel emission reports and approvals
• provide and promote alternatives to travel to carry out government business

Travel policy, allowances, reimbursement rates and limits are established by legislation and Treasury Board, and included in Treasury Board Orders, collective agreements, terms and conditions of employment for Order in Council and excluded employees, and the Official Duties Expense Regulation   (BC Reg. 226/2001 as amended) for officials .

Travel policy applies to ministries, offices, special funds, accounts and appropriations as defined in the Financial Administration Act , the Greenhouse Gas Reduction Targets Act and applies where or when travel costs are funded by, or recovered from, outside parties. In circumstances where the Province seeks reimbursement from another government for our employee travel costs, the employee will be reimbursed in accordance with core policy travel rates regardless of the rates provided by the other government.

Travel policy applies to employees (Groups I, II, and III) and to judges or  officials (Group IV) unless specifically noted. For ease of use, the term "employee(s)" will be used throughout unless specific policy requires differentiation between employees and judges or officials.

For the purposes of this policy, the terms " minister ", " official ", and " official duties " are used as defined in the Official Duties Expense Regulation (BC Reg. 226/2001 as amended).

Whenever possible, ministers and ministries are expected to promote the spirit and intent of government travel policy by requesting that similar policies are adopted by Crown corporations, public bodies, funded agencies and government contractors.

Roles and Responsibilities

• obtaining expense authority approval to travel before expenses are incurred (See 10.4.4 for officials); and
• certifying that their travel expense claims are correct, complete and comply with policy.
• approving travel before expenses are incurred;
• are for business purposes, appear reasonable and comply with policy;
• that there are sufficient funds in the budget; and
• that travel related goods and services have been received.
• The BC Public Service Agency establishes travel policy and negotiates reimbursement rates and limits with bargaining units.
• The Office of the Comptroller General maintains policy and establishes procedures for the administration and processing of travel expenses, and advises ministries on travel policy and procedures.
• Procurement Services oversees accommodation rates, manages fleet vehicles, negotiates rental rates with vehicle vendors, and supports negotiations with travel agencies.
• For the purposes of travel approval in the following policies, a "director" is defined as an employee holding the title of director, including an "executive director". A director makes travel approvals for their own staff, and directors and executive directors seek their program area assistant deputy minister's approval regarding travel. In turn, assistant deputy ministers seek the executive financial officer's approval regarding travel.

10.3 Policy

Ministries must consider alternatives to travel wherever practical. Video conferencing and teleconferencing and other methods are to be used where feasible to achieve cost savings and to mitigate the production of greenhouse gas emissions. These can be very effective tools to bring employees and others together across the province or country (e.g., business/project team meetings, interviews, hearings and trials, distance learning, training and workshops).

• trip approval is obtained (from the employee's Expense Authority) before travel expenses are incurred;
• the expenses are paid by the employee while on travel status* or away from headquarters**;
• claims are reasonable, properly reported and comply with established rates and allowances.

*Group I, II and III employees are on travel status when absent from their designated headquarters on approved government business. This does not apply to employees who are temporarily reassigned or on field status, or on board and lodging status.

**An employee's headquarters is their usual work place or normal point of assembly and the area within a 32 kilometre radius. If necessary, the director must designate a headquarters for their staff, and can also approve changes to their staff's assigned headquarters as changes in operational conditions warrant. The designation for directors and executive directors are made by the assistant deputy minister of the program area. The executive financial officer must make designations for assistant deputy ministers.

The terms "travel status" and "headquarters" are not used in reference to Group IV travel policy. Travel policy applies to Group IV during the period a judge or an official is away from home to discharge official duties.

• Reimbursement claims require approval by the appropriate Expense Authority before they can be paid. (see Procedure Requirements - C.1.4, C.1.5 )
• the cost and efficiency of alternative transportation modes (i.e., time required to reach the destination and lost productivity);
• additional travel costs (accommodation, meals, taxi, vehicle rentals, overtime) associated with each alternative; and
• travel arrangements that mitigate the production of greenhouse gas emissions.
• Government employees required to resource cabinet and government caucus meetings are eligible for reimbursement of expenses.

Procedure Requirements - C.2

• actual transportation expenses; or
• an estimate of the minimum acceptable expenses that would have been incurred if the personal travel had not taken place.
• Additional expenses arising from personal extensions to business travel are the employee's responsibility.
• when a spouse is formally representing the government and a written invitation has been issued to the spouse (see also 10.4.4 and C.14.3 );
• travel is to a pre-retirement seminar or awards function; or
• the employee is relocating (for details refer to Administration, Relocation ).
• Employees must not claim any optional payments or surcharges related to carbon offset programs administered by travel service providers.
• Staff (and contractor) out-of-province and out-of-country travel, including complete plans to combine personal travel, requires prior approval of the respective director ( Treasury Board Directive 4/04 ). Approvals for directors and executive directors are made by the assistant deputy minister of the program area. The executive financial officer must make approvals for assistant deputy ministers. Refer to C.2 for staff approval procedures and to 10.4.4 for approval requirements for ministers, parliamentary secretaries, deputy ministers and ministers' office staff.
• For out-of-province accommodation a reasonable amount must be established considering business requirements and federal accommodation rates. For out-of-country or U.S. accommodation, employees will be reimbursed for actual commercial accommodation expenses for the travel location up to those rates established by the federal government through their standing offer arrangements for accommodation. (Refer to this federal accommodation site for rate information).
• For travel in the U.S. the Group I meal rate, Group II or III per diem allowance, or Group IV meal allowance must be the amount claimed for BC in U.S. currency (as required by  PSA  Policy Statement 17. Travel, Appendix 1 sec. 8. (1) (PDF) ), which will be converted to Canadian dollars, including claims for partial day travel. Meals received without charge or paid for from public funds cannot be claimed.
• For other foreign locations (as required by PSA Policy Statement 17. Travel, Appendix 1 sec. 9)(PDF) , meal rates for full days must be calculated using the “Meal Total” rate published by the federal Foreign Affairs Department. This is then grossed up for incidental amounts as specified in the PSA table at Appendix 1 sec 9. (1).

For partial days or for situations where meals are received without charge or paid with other public funds, the related individual meals (using the federal Foreign Affairs Department rates) must be deducted from the full day rates calculated above. Where the individual meal rates are not published, refer to the percentages to deduct from the calculated full day rate specified in the PSA table at Appendix 1 sec 9. (2).

Procedure Requirements --   C.1.6 (iExpenses & foreign exchange); C.2 (Approval Requirements); C.11 (Miscellaneous Foreign Travel Expenses)

• Foreign Travel Guide (PDF)
• The most economical airfare for air travel considering operational requirements and options that mitigate the production of greenhouse gases is required. This requirement may be waived in exceptional circumstances, with the prior approval of the director. For directors and executive directors, prior approval is sought from the assistant deputy minister for the program area. For assistant deputy ministers, it must be pre-authorized by the executive financial officer. Officials and accompanying staff are permitted airfare upgrades to executive or business class where the in-flight travel is four hours or more, and the purpose of the travel is to represent the government at a business meeting. The upgrade for staff only applies when there is a need to conference with the official during a flight.
• Travel loyalty program benefits, such as airline frequent flyer points that are accumulated by employees while travelling at public expense, must not be used for personal benefit. Such benefits or discounts should be applied only against future business travel or donated to charities associated with the program. Benefits accumulated while travelling at public expense should not be used beyond the term of employment.

Procedure Requirements - C.7

• there is no scheduled air service available that can meet the travel requirements (timing or duration) of the minister(s); or
• the charter cost is economical as compared to the scheduled air service; and
• the charter aircraft and crew meet the safety, maintenance and experience standards established by Transport Canada for such operations.
• The use of chartered aircraft by employees must only be approved when there is no alternative means of transportation at a lesser cost, and within a reasonable time. The deputy minister or a delegated approval authority must approve in-province charter flights. Out-of-province charter flights require approval in advance by the respective minister.
• Employees are entitled to claim meal or per diem allowances not exceeding specified limits for their applicable Group. For Group definitions refer to section 10.4.1 .
• On the date of departure, travel status must start before 7:00 a.m. to claim breakfast; before 12:00 noon to claim lunch; and, on the date of return, travel status must end after 6:00 p.m. to claim dinner.
• See PSA Policy Statement 17. Travel, Appendix 1 sec.1 (PDF) for the applicable meal and per diem allowances for groups I, II, and III. For Group III employees, in determining whether it is reasonable to claim a full day, half-day or other per diem, they should consider the time spent and the number of meal periods while on travel status. Group II and III employees are entitled to the incidental amount when no meals are claimed on travel status (refer to CPPM 10.3.11 Miscellaneous Expenses ).
• Group IV (judges or officials) may claim a meal allowance of up to $61.00 for each day (or portion of a day) the judge or  official discharges official duties, if the judge or official is not at home while discharging those official duties. For an official see the Official Duties Expense Regulation  (BC Reg. 226/2001 as amended).

Procedure Requirements - C.4

• All groups are entitled to claim a private vehicle allowance (PDF)  for the use of a privately owned vehicle on business travel. For private vehicle insurance requirements, refer to 11.3.2 policy 3 . Employees are expected to carpool where practical to minimize costs and the production of greenhouse gas emissions.
• Employees may claim the vehicle mileage allowance where they are driven to the departure location (i.e., airport, bus, ferry or train terminal) and picked up upon return.

The portal-to-portal distance allowance (for travel to and from the employee's residence) must be authorized by the employee's Expense Authority before expenses are incurred. The Expense Authority must consider the cost and efficiency of alternative modes of travel before granting approval to an employee to take their vehicle to work for use when travel may be required. Allowance claims for vehicle mileage must not exceed 32 kilometres per day.

Procedure Requirements - C.5

• A government or rental vehicle should be used when public transportation is not operationally feasible or a privately owned vehicle is not available or economical (i.e., when daily travel exceeds 150 kilometres). A government vehicle, where available, should be the first choice.
• Employees renting vehicles using the Province’s Daily Vehicle Rental Corporate Supply Arrangement (CSA), regardless of the form of payment (corporate travel card, purchasing card, invoice, cash), must not purchase any additional insurance (collision, personal accident, etc.). All required insurance is included for in-province travel in vehicles rented under the CSA.
• Employees using the corporate travel card must not purchase the Collision Damage Waiver option, as this is covered under the travel card. However, employees renting a vehicle outside of BC and not using the corporate travel card must purchase the Collision Damage Waiver option.

The vehicle rental rate table can be found at the Procurement Service's site . Refer to section 11.3.3 , Transportation policy, for the use of government vehicles.

• Employees may use private accommodation instead of commercial accommodation and claim the private accommodation allowance  (see BCPSA Policy #17 – Travel – Appendix 1, s.6 (PDF) ). Reimbursement for commercial accommodation within BC must be in accordance with the hotel accommodation guide approved accommodation rates .

Accommodation expenses within BC that exceed the limits established by Treasury Board require pre-authorization from the individual's expense authority. Amounts in excess that are considered acceptable may be determined on a case by case basis, considering variables such as the urgency of the travel, whether travel is occurring in peak season and if accommodations at the established limits are not available. See also the Accommodation Guidelines (PDF) .

For guidance on officials, see the Official Duties Expense Regulation  (BC Reg. 226/2001 as amended) .

Procedure Requirements - C.8

• ferry tolls, ferry reservation fees and highway tolls
• airport improvement and security fees, NAV CANADA fees and applicable fuel charges
• bus/taxi/limousine services
• vehicle rental and related fuel charges
• parking charges
• business phone calls
• charges relating to cash advances obtained with the corporate travel card
• Group I employees are entitled to porterage (maximum $0.50), personal phone calls (one five-minute telephone call home for each night away), laundry and dry cleaning (after seven consecutive days on travel status).
• Group II and III employees receive a per diem that includes allowances for incidentals, such as gratuities, porterage, personal phone calls, laundry or dry cleaning.
• Group IV judges or officials are entitled to reimbursement for actual out of pocket expenses subject to this travel policy.

See also C .9 - Miscellaneous Travel Expenses

• Extraordinary losses incurred when an employee or appointee is on travel status, or while on government business, suffers damage to personal property are reimbursable to amounts allowable under PSA Policy Statement 17. Travel, Appendix 1 sec.13 (PDF) .

Procedure Requirements – C.19.2

• Employees must use their corporate travel card to pay for travel related expenditures and to obtain travel related cash advances (via ATMs).
• Employees who are eligible for a corporate travel card cannot apply for an accountable travel advance. Accountable travel advances can only be issued to employees who are not eligible for the corporate travel card and the expense authority authorizing the travel must approve the accountable advance. The temporary advance must be repaid or accounted for within one week of the trip.
• A standing accountable travel advance (issued to employees that require continuous or seasonal travel) must be repaid at the end of the designated period.

Procedure Requirements - E.3

• Volunteers must not use Oracle iExpenses. Volunteer out of pocket travel expenses will be reimbursed at the discretion of the host ministry. Meal allowances must not exceed Group I rates.
• Contractors must not use Oracle iExpenses. Reimbursement for meals and incidentals must not exceed the Group II per diem rates. Refer to section 10.4.1 , this chapter, for the definition of Group II.

Procedure Requirements - C.10

Oracle iExpenses is a web-based system for processing expense reports. When staff submit a claim, their electronic signature is equivalent to certifying that the expense report is correct, complete, complies with government policy, and their completed travel emission report is attached. The electronic signature of Expense Authority means that they agree the trip was for business purposes, the amounts appear reasonable, and that the employee has attached a travel emission report which appears reasonable. As well, they are certifying that there are sufficient funds in their budget and that travel related goods and services have been received. User IDs and Passwords MUST NOT be shared. Note that officials use an electronic travel voucher to process their claims. See C.14.6 .

• Expense authority must review and approve expense reports and travel emission reports prior to giving their electronic authorization.
• filed at the location designated by the ministry chief financial officer (but not by the employee personally);
• filed in an Expense Report Envelope or electronic documentation of same, and forwarded upon request within 5 working days to the Corporate Compliance and Controls Monitoring Branch for verification.

The envelope/electronic documentation must be retained as an Administrative Records Classification System (ARCS) file #1050-09. The ARCS and the Operational Records Classification System (ORCS) support policy in this section and the need to retain and manage records in accordance with government Recorded Information Management (RIM) policy and standards.

• Ministry use of the Redundant Source Records Special Schedule 206175 to maintain a reproduced record (scan or digital image) as the official file copy must be in accordance with the schedule and the requirements set out in the Guide part 3. For detail, refer to 18.3.5 Financial Records policy.
• Staff who do not travel more than once a year and who have claims of less than $100 should be reimbursed by petty cash. Staff that have regular claims for mileage must claim reimbursement through iExpenses.
• Delegates for iExpenses entry must not have an alternative delegate substituting for their leave or vacation period. Deputy minister expense reports are to be routed to the Executive Financial Officer or Chief Financial Officer who will act as expense authority for approving these reports.
• All iExpenses users must complete any outstanding processing, and take appropriate action on any notifications, prior to transfer or termination. Ministry signing authority officers must be kept informed of any changes to prevent delays and errors when an expense authority departs prior to completion of processing.

Procedure Requirements - C.1.6

• Airfare, except in an emergency or extenuating circumstances, must not be paid by the employees but billed directly to the ministry. For officials see C.14.8 .

Procedure Requirements - D.7

Oracle iExpenses has been configured to collect data necessary to quantify the greenhouse gas emissions from employee business travel (i.e.: when on travel status or 32 kilometres or more outside of their designated headquarters, as defined by policy 10.3.2 ).

Employees enter travel details in the required fields (e.g.: expense type, travel mode, fuel type, and city/region) when they complete their iExpense travel claim.  The associated travel emissions are then automatically calculated based on these entries.

Employees can view greenhouse gas emission reports via SMARTTOOL . SMARTTOOL provides standardized measurement and reporting on the production of Greenhouse gases used within the provincial government.

Additional guidance is provided at: Where green ideas work . This site is available to Government of British Columbia intranet users only.

10.4 Information and References

Employee Group definitions for travel entitlements pursuant to Treasury Board Order #88, as amended, and the Official Duties Expense Regulation  (BC Reg. 226/2001 as amended) are as follows:

• employees who are members of the British Columbia Government Employees' Union (BCGEU), the Professional Employees Association (PEA), British Columbia Nurses Union (BCNU), Union of Registered Psychiatric Nurses of British Columbia (URPNBC), and Excluded Administrative Support Staff as specified on Schedule A of the Personnel Management Policies and Procedures manual, chapter 4.5;
• persons outside the government service such as employees appointed to boards, commissions and agencies in bargaining unit classifications, or persons performing equivalent administrative or technical support functions, plus persons on miscellaneous payroll;
• order in council appointees not specifically included in Groups II or III; and
• other employees or persons not specifically included in Groups II or III.
• persons whose positions are classified under the: Management Classification & Compensation Framework Bands 1 – 6; Legal Officer Classification Plan; Legal Counsel Classification Series; or Salaried Physician Classification Plan; and
• persons appointed to part or full-time positions as members or managerial employees on boards, commissions or agencies.
• persons with the status of deputy minister or assistant deputy minister or equivalent status.
• officials as defined by the Official Duties Expense Regulation  (BC Reg. 226/2001 as amended) ; and
• a person appointed to the position of chief provincial court judge, associate chief judge or as part or full-time provincial court judges, or a person appointed as a judicial justice; and
• a personal attendant where an official with a disability requires a personal attendant in order for the official to travel to discharge official duties. The application of Group IV rates to a personal attendant is limited to transportation, meals, accommodation and out of pocket expenses necessarily incurred for the purpose of this travel. A personal attendant can be a spouse.

Information, training and guidance on how to use iExpenses are detailed on the CAS intranet site, iExpenses Services . This information is available to Government of British Columbia intranet users only.

Procurement Services provides a list of lodgings and travel tips for employees on business travel. A number of properties offer discounts on room rates. These are listed by city or town on the Business Travel Accommodation Listings site.

Approval for out-of-province and out-of-country travel is delegated as follows. A Travel Authorization Form FIN 99 (PDF) (government access only) is required:

*             This authority cannot be delegated to a subordinate.

**           Ministers should submit a request for approval of their out-of-country travel plans not less than four weeks in advance of finalizing such plans. The request for authorization should be directed to Executive Branch, Office of the Premier.

The spouse of a minister may fly at government expense only when formally representing the government at a protocol related function and a written invitation has been extended to the spouse by the government or when acting as a personal attendant where an official has a physical disability. Guests of ministers may fly at government expense only when the guests are traveling on government business. Minister allowances are outlined in the Official Duties Expense Regulation (PDF)  (BC Reg 226/2001 as amended).

Procedure Requirements - C.14

For policy on travel expense reimbursement for appointees to Crown agency boards and administrative tribunals refer to TBDs 1/20 (PDF)   and 2/20(PDF) . All appointees (including those receiving no compensation) incurring transportation, accommodation, meal and out-of-pocket expenses in the course of their duties as members of a Crown agency board or administrative tribunal will be reimbursed in accordance with Group II rates. Rates of reimbursement for travel-related expenses are established by Treasury Board Order #88. At the discretion of the minister, airline costs incurred by Crown agency boards or administrative tribunal appointees may be directly billed to the Province.

Procedure Requirements - C.18

Guarantees & Indemnities  < Previous  |  Next >  Transportation

Referenced Chapters

Referenced Policies:

Referenced Procedures:

• C. Expenditure Control
• E. Special Types of Disbursements
• Search the Manual  
• Alphabetical Index

Referenced Information

Acts and Regulations

• Financial Administration Act
• Greenhouse Gas Reduction Targets Act  
• Official Duties Expense Regulation
• Treasury Board Directives  

Glossary 

• Collision Damage Waiver (CDW)
• Expense Reimbursement
• Extraordinary Losses
• Headquarters
• Official Duties
• Petty Cash Expense
• Travel Status
• Federal Accommodation and Car Rental Directory
• PSA  Policy Statement 17. Travel, Appendix 1 (PDF)
• Private vehicle allowance (PDF)
• Accommodation Guidelines (PDF)  
• Business Travel Accommodation Listings
• Redundant Source Records Special Schedule 206175
• Where green ideas work

Government access only:

• OCG Resources
• iExpenses Services
• Travel Authorization Form FIN 99 (PDF)  

Contact information

Financial Management Branch

Contact an Advisor

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• Per Diem Lookup

Privately owned vehicle (POV) mileage reimbursement rates

GSA has adjusted all POV mileage reimbursement rates effective January 1, 2024.

* Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a voucher using the formula (1 NM equals 1.15077945 SMs).

For calculating the mileage difference between airports, please visit the U.S. Department of Transportation's Inter-Airport Distance website.

QUESTIONS: For all travel policy questions, email [email protected] .

Have travel policy questions? Use our ' Have a Question? ' site

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.