bc public service travel per diem

Travel Policy

Effective date.

This policy is effective as of June 19, 2013

The Institute encourages member participation by paying travel expenses for approved attendance at all authorized meetings and activities. Any and all limitations are outlined in the By-Laws, Regulations and policies of the Institute.

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Definitions

Composite allowance means a per diem compensation for meals and incidental expenses.

Full cost of travel includes all expenses related to that travel, including transportation, accommodation, per diems, and salary replacement.

Incidental expenses includes such items as gratuities (other than those related to meals and taxi use), laundry, dry cleaning, depreciation of luggage, telephone calls, bottled water 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 directive.

Local area spans an area of 16 km using the most direct, safe and practical road from the assigned workplace on any work day, and the member's home on any non-work day.

Ordinary workplace is the location at or from which a member, when acting as an employee of their normal employer, ordinarily performs the duties of their position and, in the case of a teleworker or an employee whose duties are of an itinerant nature, the employer's premises to which the employee returns to prepare and/or submit reports, etc., and where other administrative matters pertaining to the employee's employment are conducted.

Travel status occurs when a member is travelling on authorized Institute business.

Work day means any day on which the member receives pay from his employer for rendering labour or for paid time for union activities, but not including any full day of leave without pay for union activities.

Part A – Authorization, Responsibilities, and Administration

1. guidance.

Members travelling on Institute business, shall be afforded transportation and accommodation that are comfortable and of good quality. Allowances, rates and conditions of payment and reimbursement shall be sufficient to meet reasonable, legitimate expenses that are necessarily incurred as a result of the requirement to travel. In exceptional travel situations, when a member is confronted with unusual costs, actual and reasonable expenses may be reimbursed.

It is the prerogative of the Institute to determine whether, when, where, by whom and by what means, 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.

Members authorizing travel and members authorized to travel should be aware that expenses resulting from misinterpretations or mistakes are not a basis for reimbursement. Uncertainties as to entitlements should be referred to the Finance Section.

All claims for travel expenses should be submitted for reimbursement within one hundred and eighty (180) days after the date on which the expenses were incurred. If a claim is not received within the aforementioned time frame, ten percent (10%) of the adjusted and approved amount claimed will be deducted each month thereafter.

Should a member disagree with a reimbursement based on the interpretation of this policy, an appeal shall first be addressed to the Finance Committee. Any further appeal would then be to the Board of Directors.

2. Responsibilities

The member shall:

• Obtain prior authorization to travel except where otherwise provided;
• Provide all requested information required for the reimbursement of legitimate travel expenses.
• Be responsible for the safeguarding of travel advances and funds provided.

3. Receipts

Claims for travel expenses shall be submitted to the Institute in the format specified by the Institute. Supporting documents for travel expense claims (such as original receipts) shall be retained by the member for a period of two (2) years from the date of the claim. At any time within that two (2) year period, the Institute may require a member to submit supporting documents.

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

• Meal allowances;
• Incidental allowances;
• Local public transportation;
• Taxis or parking fees for which the cost is less than $20.00, and
• Kilometric allowance.

When a member or a constituent body is claiming a reimbursement for authorized expenses incurred on behalf of a group of members, the original receipts and a listing of all members attending shall be provided to the Institute prior to the reimbursement being issued.

The Institute may request receipts and supporting documentation from members on a random basis for audit purposes.

The Institute may accept a personal declaration where the member certifies that a receipt was lost, accidentally destroyed or unobtainable.

4. Overpayments

Overpayments, namely amounts reimbursed or paid to members, which are not in accordance with the terms of this policy, shall be recovered from the member.

5. Review and Amendment of the Institute Travel Rates

The Chief Financial Officer is charged with periodically reviewing the travel rates published by the Canada Revenue Agency (CRA) and the National Joint Council (NJC) and making recommendations to the Executive Committee on any changes to the travel rates in this policy.

Part B - Travel Arrangements

1. travel arrangements.

Unless otherwise authorized in advance by the Chief Financial Officer, tickets for travel shall be prepaid and arranged by the Institute. Travel to participate in Institute activities shall be at a rate determined by the Institute. If additional costs are incurred such as cancellation, change or stop-over fees, the member may be responsible for payment of these additional costs.

2. Pre-Authorization

The Institute retains the right to require pre-authorization for particular types of travel or expenses, for travel related to particular types of activities, or travel by specific individuals.

3. Travel Advances

Members travelling on Institute business shall, to the extent feasible, be provided, on request, with a travel advance to cover travel expenses not directly paid by the Institute.

Every advance shall be accounted for by filling out a Travel Expense Claim. No additional advances shall be granted to an individual where a previous advance has been outstanding for a period of more than sixty (60) days. Advances shall not be granted with respect to compensatory salary replacement.

Part C - Commercial Transportation

1. criteria.

The selection of the mode of transportation shall be made by the Institute on the basis of cost, convenience, safety and practicality.

Where air transportation is authorized and used, the member shall be provided with the necessary prepaid tickets by the Institute.

When a member does not wish to travel by air, the Institute shall endeavour to permit the member to travel by other means, except that the full cost of travel to be reimbursed shall not exceed the maximum rate allowed for driving to Institute meetings specified in Schedule A.

Itineraries should be arranged to provide for an overnight stop after continuous travel time of at least nine (9) hours, or within itineraries that would involve continuous travel time in excess of twelve (12) hours.

Rail trips of three (3) continuous hours or less shall be most economic class. For longer trips, a higher standard is permitted, taking into account the cost and additional services or comfort provided, with roomette or equivalent accommodation for overnight travel as authorized by the Chief Financial Officer. Train travel in Business Class will be authorized within the Quebec-Windsor corridor.

Members may claim reasonable taxi expenses incurred while on Institute business.

Members may claim reasonable ferry expenses incurred while on Institute business.

6. Watercraft

In view of time and cost, transportation by watercraft, other than ferries, should not normally be authorized for Institute business travel. In those few instances where this mode of transportation is authorized by the Institute and overnight travel is involved, single accommodation shall be provided where available.

Part D - Member-Driven Vehicles

Member–driven vehicle includes automobiles, trucks, motorcycles, and motor homes.

2. Claims and distance limits

Barring unforeseen circumstances, the full cost of travel that shall be reimbursed for travel by car shall be the lesser of the number of kilometres driven times the applicable kilometric rate or the maximum rate allowed for driving to Institute meetings specified in Schedule A.

3. Rental Vehicles

Rental vehicles must be pre-authorized by the Institute and may be used where, in the opinion of the Institute; this mode of travel is economical and practical.

All rental vehicles must be reserved through the Institute's travel agent.

Insurance is provided directly by the Institute. Additional Insurance offered by the rental car agency shall be declined.

Drop-off charges shall not be reimbursed unless pre-authorized by the Institute and may be authorized only where this is cost beneficial.

Mid-sized vehicles shall be rented. Larger vehicles may be authorized only when the number of members to be carried, the bulk or weight of the goods to be transported, or an extenuating circumstance warrants the authorization of a larger vehicle.

4. Insurance – Privately Owned Vehicles

The Institute assumes no financial responsibility for privately owned vehicles other than paying the authorized kilometric rate. To ensure that members are adequately protected, privately owned vehicles used on Institute business shall, as a minimum, have basic insurance coverage. Members who intend to carry passengers are advised to confirm with their insurance agent that they are adequately insured.

The cost of this insurance is provided for in the kilometric rates. Any additional premium costs necessary to increase private vehicle insurance coverage are not reimbursable, including the lowering of deductibles. The Institute is not responsible for reimbursing deductible amounts related to insurance coverage.

5. Kilometric Rates

The kilometric rates payable for the use of privately owned vehicles driven on authorized Institute business are prescribed in Schedule A. Members shall use only the most direct, safe and practical routes and shall claim only for distances necessarily driven on Institute business travel during the period claimed.

The kilometric rate payable when a Canadian registered vehicle is driven on Institute business travel in more than one province or in the USA is the rate applicable to the province or territory of registration of the vehicle.

When a member is authorized to proceed on Institute business, travel between home and a carrier's terminal shall, taking into consideration the necessary luggage involved, be by the most economical, safe and practical means.

Use of private vehicles shall be reimbursed, plus parking charges where it is cost effective to leave a private vehicle at the public carrier's terminal during the period of absence.

6. Member as a Passenger in a Private Vehicle

When one or more members are authorized to travel as passengers in a private vehicle, the driver of which is not eligible to claim a kilometric rate, the driver may designate a member who is a passenger to be reimbursed as if they had been driving.

7. Private Aircraft

The use of a private aircraft, privately owned or rented, may be authorized by the Institute when this mode of transportation is considered economical, safe and practical.

Members authorized to use privately owned aircraft on Institute business shall satisfy the Institute that they carry adequate private insurance coverage and a valid pilot's licence.

Members using private aircraft on Institute business shall be reimbursed at the applicable rate in Schedule A for privately owned vehicles, based on direct, safe and practical routes.

Part E - Travel within the Local Area

For clarity, transportation to or from a member's home and workplace will not ordinarily be reimbursed. Exceptions may include travel on a day which is not a work day (e.g., on a compressed day off), transporting significant quantities of material to be used in Institute activities, or other exceptional cases.

2. Travel Beginning or Ending at Workplace

When a period of long distance or overnight travel begins or ends at the workplace, the member may incur extra travel costs on the first and/or last day because the regular workplace/home commuting pattern is disrupted. Accordingly, the member shall be reimbursed for reasonable and justifiable transportation costs necessarily incurred between the residence and the workplace.

3. Travel between Home and another Destination

When a member is authorized to proceed on Institute business travel from home to a destination within the local area other than the workplace, or from a point of call to the home, transportation shall be provided or a kilometric rate paid for the distance between the home and the point of call, or the workplace and the point of call, whichever is less.

4. Reimbursement for Infrequently Used Private Vehicles

When the Institute business requires a member to bring a private motor vehicle to the workplace, or to travel to a destination within the local area, other than the workplace, and the member has clearly demonstrated to the Institute that a private motor vehicle is not the member's normal mode of travel to the workplace, the member shall be reimbursed the kilometric rate for the most direct road route between the residence and the destination up to a maximum of sixteen (16) kilometres each way, offset by the member's transit costs. Necessary parking charges may also be reimbursed. Where a private motor vehicle is the member’s normal mode of travel to the workplace, Section 3 applies.

Parking charges are normally not payable when the member is on duty at the workplace. Therefore, in respect of any day on which a member is authorized to use, and does use, a private vehicle on Institute business travel from the workplace to a point of call, or from a point of call to the workplace, the member shall be reimbursed the actual costs of parking the vehicle for that day only. Where such parking is charged on a weekly or monthly basis, reimbursement shall be on the basis of 1/5 of the weekly, or 1/20 of the monthly charge, based on receipts.

Part F - Accommodations

1. standard for accommodation.

The standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped. A variety of options for accommodation are available for travel. Generally these include hotels, motels, corporate residences, apartments, and private non-commercial accommodation.

2. Criteria

Members attending a meeting will be entitled to accommodations the night before the meeting if that member cannot arrive at the meeting location on time without leaving their home before 7 am. This applies whether the member is driving or flying to the meeting and is predicated on the member traveling in the most direct manner without a meal stop.

Members attending a meeting occurring on two (2) or more consecutive days are entitled to accommodations, upon request, on the nights between the meeting days.

Members attending a meeting will be entitled to accommodations the night of the meeting if that member cannot arrive home by 8pm (meeting location time zone). This applies whether the member is driving or flying from the meeting and is predicated on the member traveling in the most direct manner including a one hour meal stop.

3. Exceptions are listed below:

Branch or Sub-Group meetings will not normally qualify for accommodations.

Where a member would not normally be entitled to accommodations because of the above-noted guidelines, the meeting is a full day and the total distance round trip to and from the meeting exceeds 250 km, the member is entitled to accommodations the evening before the meeting, at their request.

All delegates attending the PIPSC AGM or a Group AGM are entitled to accommodations on the night prior to the start of the AGM, upon request.

Where a member deems that it is unsafe to travel home as scheduled, accommodation may be authorized.

4. Hotel Accommodation Reservations

It is the prerogative of the Institute to select accommodations for members. The Institute has national preferred agreements with certain hotels. Members travelling on Institute business are encouraged to use these preferred hotels. The Institute will advise members annually of the preferred hotels.

Hotel accommodations will normally be handled by the staff resource assigned to coordinate a specific activity. Hotel reservations are to be made through the staff resource. For individual member travel for which no staff resource has been assigned, reservations are to be made through the Institute's authorized travel agent.

The applicable rate for private non-commercial accommodations can be found in Schedule A.

Special needs or circumstances should be addressed to the Institute in advance.

5. Hotel Accommodations Cancellations

When travel plans change and the accommodations will not be required, the member shall ensure that reservations are cancelled either through the Institute staff resource, the Institute travel agent or directly with the commercial establishment(s) as appropriate. Proof of cancellation shall be obtained (i.e., cancellation number and agent's name).

In cases where a charge is incurred due to the member's negligence, (e.g., failure to cancel a guaranteed reservation), the Institute shall recover the cost from the member. Where members are billed directly, they shall be responsible for making such payments.

Part G - Meals, Incidentals and Other Expenses

When a meal is provided, no claim may be made in respect of that meal, except in respect of:

Meals provided by the Institute, in conjunction with an authorized activity, if the member gave adequate advance notification that the member did not want such a meal. This exception is not allowed if the effective operation of the function requires keeping the participants together during the meal;

Meals which are lighter than that which is normal such as a continental breakfast at a hotel.

Members shall be paid a meal allowance for each breakfast, lunch and dinner when applicable, if the meal was not provided by the Institute. The rates can be found in Schedule A. Where members incur meal costs that are higher than the established meal allowances in situations outside of their control, the actual and reasonable expenses shall be reimbursed based on receipts.

On the day of departure, members would ordinarily be entitled to breakfast if they leave home before 8:00 a.m., to lunch if they leave before noon, and to dinner if they leave before 6:00 p.m.

On the day of return, members would ordinarily be entitled to breakfast if they return after 8:00 a.m., to lunch if they return after noon and to dinner if they return after 6:00 p.m.

Members whose beliefs or medical requirements prohibit them from consuming certain foods should be aware that appropriate meals can normally be obtained from caterers, provided that adequate advance notice of the special requirement is given.

2. Incidentals

When accommodations are provided, members shall be entitled to an incidental expense allowance for each day or part day in travel status. The rate can be found in Schedule A.

For the day of departure from home, the incidental expense allowance is based on the coming night's lodging; for the day that the member arrives home, it is based on the previous night's lodging.

3. Other Expenses

Members shall be reimbursed costs incurred in transporting personal effects or Institute owned equipment at excess luggage rates, if the Institute determines that it is necessary for the effects or equipment to be taken on the journey.

Internet expenses incurred while on travel status will be the members’ responsibility unless authorized by the Institute for carrying out Institute business.

Part H - Special Travel Situations

1. special circumstances.

Members who are required to travel overseas, to remote areas, or other exceptional circumstances may require variation of the provisions of this policy. Such variations must be approved in advance by the President or, in the case of the President, by the Board of Directors.

2. Family Care Services

Members in travel status shall be reimbursed reasonable costs related to the care of a family member as per the Policy on Family Care.

(BOD – April 2019)

3. Members with Disabilities

The Institute shall reimburse members with disabilities those additional reasonable costs that may be incurred to enable such members to participate in approved activities. Such members shall identify these costs in advance.

4. Emergencies, Illnesses and Injuries While in Travel Status

Payment for the use of a suitable conveyance, such as an ambulance or taxi, shall be authorized where a member becomes ill or is injured while in travel status when, in the opinion of the Institute, the member or the attending medical practitioner, the nature of the illness or injury requires that the member be transported to a medical treatment facility, to the accommodation occupied while in travel status, or home.

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

When, in the opinion of the attending physician, a member’s condition resulting from illness or injury warrants the presence of the next-of-kin or a representative of the family, actual and reasonable travel expenses may be reimbursed.

A member may be authorized to return home earlier than scheduled as a result of personal illness or accident or in the event of emergency situations at home (e.g. serious illness or injury of a family member, fire, flood, ice storm).

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

5. Death While in Travel Status

• If a member dies while in travel status, the Institute shall authorize the payment of necessary expenses that are additional to those which might have been incurred had the death occurred in the local area.
• at the place where death occurred: ambulance, hearse, embalming, cremation, outside crate/container (but not the cost of a coffin/urn) and any other services or items required by local health laws, and
• transportation of the remains to the local area or, if desired by the survivors, to another location, up to the cost of transportation to the local area. Costs for an escort over and above the costs included in transporting the remains are payable only when the attendance of an escort is required by law;
• reimbursement of costs incurred under this policy shall be reduced by any amount payable under some travel insurance;
• where the remains are not transported, travel for next of kin or a representative of the family to the place of burial shall be reimbursed in accordance with this policy as though that person were a member.

7. Other Expenses

Any expenses not covered in this policy must be pre-approved by the Chief Financial Officer.

Travel Policy Schedule A

Questions & Answers

Q1: If a local delegate to the Institute AGM or a Group AGM attends an official function the evening before the AGM and is not using overnight accommodation, is the local delegate eligible to claim a meal expense in accordance with this policy?

Q2: If a local delegate to the Institute AGM or a Group AGM attends an official function the evening before the AGM and is not using overnight accommodation, is the local delegate eligible to claim a kilometric allowance in accordance with this policy?

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Travel Directive, Appendix D - Allowances - Module 4

Effective - april 1, 2024.

• Private non-commercial accommodation
• Incidental expenses

Private non-commercial accommodation allowance: 50 Canadian dollars (CAD) worldwide, except for the United States of America, which is paid in US dollars (USD). The private non-commercial accommodation allowance is reduced to 50% from the 121 st  day onward.

Incidental expense allowances shall be paid at the following rates:

• 32% of the meal total when the three meal allowances are listed in the table below;
• 40% of the meal total when only lunch and dinner meal allowances are listed in the table below;
• 40% of actual and reasonable expenses for meals as per subsection 3.4.9.
• 20% of the meal total when the three meal allowances are listed in the table below;
• 25% of the meal total when only lunch and dinner meal allowances are listed in the table below;
• 25% of actual and reasonable expenses for meals as per subsection 3.4.9.
• for the United States of America (Outside the Continental USA ONLY), the meals and incidental allowances reflect the amounts published in Appendix C, under Canada & USA, which is paid in US dollars (USD).
• for all locations indicating an asterisk (*) for all three meals (denoting reasonable and justifiable expenses, receipts required), the incidental allowance reflects the amount published in Appendix C, under Canada & USA, paid in Canadian dollars (CAD).

Seventy-five percent (75%) of the meal and incidental allowances as specified in Appendix C and/or D, as applicable, shall be paid starting on the 31 st consecutive calendar day and fifty percent (50%) of the meal allowance on the 121 st consecutive calendar day of travel status at the same location when corporate residences or apartment hotels are available to a traveller in the area surrounding the workplace, or when the traveller chooses to stay in private accommodation.

Table Legend

C = Commercial Accommodation P = Non-commercial Accommodation * = Reasonable and justifiable expenses. Receipts required.

Afghanistan - Currency: US Dollar (USD)

Albania - currency: euro (eur), algeria - currency: canadian dollar (cad), andorra - currency: euro (eur) note: one rate for country, angola - currency: canadian dollar (cad), anguilla - currency: us dollar (usd) note: one rate for country, antarctica - currency: canadian dollar (cad) note: one rate for country, antigua and barbuda - currency: us dollar (usd) note: one rate for country, argentina - currency: argentine peso (ars), armenia - currency: us dollar (usd) note: one rate for country, aruba (kingdom of the netherlands) - currency: us dollar (usd), australia - currency: australian dollar (aud), austria - currency: euro (eur), azerbaijan - currency: us dollar (usd) note: one rate for country, azores - currency: euro (eur) note: one rate for country.

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Per diem rates

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• Per Diem Lookup

FY 2024 Per Diem Rates Now Available

Please note! The FY 2024 rates are NOT the default rates until October 1, 2023.

You must follow these instructions to view the FY 2024 rates. Select FY 2024 from the drop-down box above the “Search By City, State, or ZIP Code” or “Search by State" map. Otherwise, the search box only returns current FY 2023 rates.

Rates are set by fiscal year, effective Oct. 1 each year. Find current rates in the continental United States, or CONUS rates, by searching below with city and state or ZIP code, or by clicking on the map, or use the new per diem tool to calculate trip allowances .

Search by city, state, or ZIP code

Required fields are marked with an asterisk ( * ).

Search by state

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

Have a question about per diem and your taxes? Please contact the Internal Revenue Service at 800-829-1040 or visit www.irs.gov. GSA cannot answer tax-related questions or provide tax advice.

Need a state tax exemption form?

Per OMB Circular A-123, federal travelers "...must provide a tax exemption certificate to lodging vendors, when applicable, to exclude state and local taxes from their hotel bills." GSA's SmartPay team maintains the most current state tax information , including any applicable forms.

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.

Foreign Per Diem Rates In U.S. Dollars DSSR 925 Country: CANADA Publication Date: 05/01/2024

Meals per Diem & Mileage Rates

Travellers may be reimbursed for the cost of meals either by submitting receipts for actual meal costs or by claiming meal per diems.

Meal per Diems

• Receipts are not required to claim meals per diem.
• Where a meal per diem is claimed no additional amount may be claimed for the same meals.
• Travellers may claim a meal per diem for an entire day or partial day.
• Meal per diem may only be claimed where meals have actually been consumed.
• Meal per diem cannot be claimed where meals are already included, such as through conference fees, meetings, etc.

As of September 1, 2022, the revised rates will only be displayed in Canadian dollars in Workday; therefore, the existing expense items, ‘Meals | Per Diem US’ and ‘Meals | Per Diem EUR’ will be inactivated and replaced with ‘Meals | Per Diem Can’ and ‘Meals | Per Diem Intl’ (which includes the US and countries other than Canada). The process of claiming per diems will remain unchanged.

Mileage rate

Travel by private vehicle may be necessary to save time and/or costs. Reimbursement for costs are made to the driver only and are calculated by applying the mileage (km) rate to the actual driving distance while on UBC business, by the most direct route.

The amount claimed should not exceed the full economy airfare.

The mileage rate will be updated annually to be in alignment with the Canada Revenue Agency (CRA) prescribed rate. Visit CRA's website for the latest mileage rate . For instructions on how to create an expense report for mileage, see  Create an Expense Report for Mileage  in the Workday Knowledge Base.

Meal per diems and mileage rates policies are outlined in  UBC Business Expenses Policy  and  Business Expense Rules .

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Appendix B: Meals and allowances

Effective: April 1, 2021

1. Travel in Canada

2. travel in usa.

Rates in the USA are the same as in Canada but paid in US funds.

Locations in Nunavut

• Arviat (formerly Eskimo Point)
• Cambridge Bay
• Cape Dorset
• Chesterfield Inlet
• Clyde River
• Coral Harbour
• Grise Fiord
• Kimmirut (formerly Lake Harbour)
• Kugaaruk (fomerly Pelly Bay)
• Pangnirtung
• Qikiqtarjuaq (formerly Broughton Island)
• Rankin Inlet
• Repulse Bay
• Sanikiliuaq
• Taloyoak (formerly Spence Bay)

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Public Service Alliance of Canada

​​​ Member Login

PSAC Travel Policy

1.1 policy statement.

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.

Section 1 – Introduction

1.1  Policy statement 1.2  Application 1.3  Definitions

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.

I ncidental expenses  – includes such items as gratuities, 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 ( http://psacunion.ca )). 

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  - 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.

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 a number of weeks.

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.

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.

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)

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.

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.

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).

7.1.5 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.

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, if the meal was not provided free of cost to the traveller.  When this allowance is paid, no additional amount may be claimed for meals, or for gratuities associated with meals.

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.

PSAC Rates – Meals & incidental allowances and Kilometric rates

Psac rates - meal & incidental allowances.

Effective Date: April 1, 2019

Kilometric rates

The rates payable in cents per kilometre for authorized official use of private cars within and outside the headquarters area during the calendar year are shown below:

• Rates are always paid in Canadian funds. The daily minimum kilometric allowance remains unchanged at $2.35.
• The kilometric rate payable when a Canadian registered vehicle is driven on PSAC business travel in more than one province or in the USA shall be the rate applicable to the province or territory of registration of the vehicle.
• Traveller requested kilometric rates (lower rates) no longer apply to the PSAC Travel Directive except for Isolated Posts and Relocation Directives

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.

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.

11.2 Approval

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

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.

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.

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 where continuous air travel exceeds 9 hours. The Branch Director and/or Elected Officer will have the responsibility for approval of all business/executive class travel based on the recommendations from the Coordinator.

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.

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.

8.2 Meals provided

8.2.1 When a full meal is provided, or included in the accommodation rate or in the price of the commercial carrier ticket price, the traveller shall not claim nor be reimbursed the meal allowance if, as a matter of personal preference, the traveller chooses to eat elsewhere.  Travellers with food allergies or dietary restrictions should clearly communicate their requirements to the venue in order to ensure that they may be accommodated.

Section 2 – Administration

2.1   Authorization 2.2   Responsibilities 2.3   PSAC travel agent 2.4   Travel problems and complaints 2.5   Travel advances 2.6   Gifts, hospitality and other benefits 2.7   PSAC Travel Authorization & Requisition for Advance-Internal form (for PSAC use only) 2.8   Receipts 2.9   Overpayments 2.10 Travel beginning or ending at workplace 2.11 Travel within the headquarters area 2.12 Rest Periods

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 coach class.  In certain circumstances business class travel may be considered based with the approval of the appropriate signing authority.  Certain guidelines do apply and the Branch Director and/or Elected Officer will have the responsibility for approval of all business/executive class travel.

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 (10 or more travellers) RESERVATIONS

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.

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.

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).

Section 3 – Insurance

3.1  Insurance plans and compensation 3.2  Travel outside Canada - Insurance 3.3  Car rental insurance 3.4  Privately Owned Motor Vehicles Insurance

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.

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. 

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

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.

8.4 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.

Section 4 – Transportation

4.1    Commercial transportation 4.2    Commercial air travel  4.3    Train 4.4    Taxi 4.5    Car rentals 4.6    Privately Owned Motor Vehicle (POMV) 4.7    Traveller as a passenger in a private vehicle 4.8    Maximum Allowed for Driving  4.9    Parking

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).

11.4.1 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.

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.

4.4.1 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.

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.

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.

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.

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).

Section 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.

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. 

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

Section 6 – Illness, Injury and Death While in Travel Status

6.1  Illness and injury while in travel status 6.2  Death while in travel status

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.

8.6 Excess luggage & 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.

Section 7 – Accommodation

7.1    Reimbursement and standards 7.2    Cancellations, guaranteed reservations and hotel overcharges 7.3    Private non-commercial accommodation 7.4    Accommodation within headquarters area

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.

2.7 PSAC Travel Authorization & Requisition for Advance-Internal form

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.

Section 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 8.2  Meals provided  8.3  Incidentals 8.4  Per Diem (flat rate) 8.5  Telephone calls 8.6  Excess luggage & other related expenses  

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.

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.

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 travellers from participating in union activities.

The Family Care Policy (FCP) is intended to assist the traveller 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 traveller 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 traveller 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. 

Travellers 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 traveller:

• 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 traveller 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

• Where the care is provided by someone other than a licensed agency/caregiver or the spouse/partner, former spouse/partner with custody rights.
• 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 the 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.

Section 9 – Family Care While in Travel Status

9.1.     PSAC Family Care Policy

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.

Section 10 - Extended Periods in Travel Status

10.1  General 10.2  Weekend travel home 10.3  Alternative to weekend travel home 10.4  Other extended travel periods

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.

Section 11 – Travel Outside Canada

11.1 Scope 11.2 Approval 11.3 Accommodation  11.4 Meals 11.5 Incidentals 11.6 Other expenses

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.

Section 12 – Appendices

APPENDIX A – PSAC Rates – Meals & incidental allowances and kilometric rates APPENDIX B – Daily meal rates at locations abroad  

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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

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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

The B.C. Public Service acknowledges the territories of First Nations around B.C. and is grateful to carry out our work on these lands. We acknowledge the rights, interests, priorities, and concerns of all Indigenous Peoples - First Nations, Métis, and Inuit - respecting and acknowledging their distinct cultures, histories, rights, laws, and governments.