New NJC Travel Directive

September 24, 2002

The National Joint Council (NJC) is pleased to announce that the consultations led by the NJC-Government Travel Committee (GTC) over a two-year period have resulted in a new NJC Travel Directive. The NJC-GTC is composed of representatives from Federal Public Service bargaining agents, the employer and departments.

In May 2002, an advanced copy of the new NJC Travel Directive was released to enable users to consult early the redesigned Travel Directive. Following minor adjustments, the new Travel Directive is now being officially released for implementation effective October 1, 2002. For ease of reference we are summarizing below the main features of the new Travel Directive.

The new NJC Travel Directive contributes to the ongoing efforts to modernize and streamline all government travel policies and processes within the Federal Public Service. The new directive respects the professionalism of employees, ensures responsible management of public funds, and takes into account modern practices within the travel industry

Trust, flexibility, respect, valuing people, transparency and modern travel practices are the cornerstone principles of the new directive.

Emphasis is put on the importance of close consultation between employees and managers in planning and determining travel arrangements that best accommodate their respective needs.

EFFECTIVE DATE

The new NJC Travel Directive will be effective on October 1^st, 2002. The Directive was published in May 2002 to allow all players to become familiar with and adapt to the changes.

The short-term improvements introduced in July 2000 will be replaced by the new directive.

MAJOR CHANGES

The new directive is completely overhauled. It is user-friendly, simplified and easier to use and understand. Highlights of the major changes are regrouped as follows:

Structure of the new directive

Travel provisions vary according to travel situations. The new directive is presented in a way to accommodate this requirement. It is structured in Travel Modules under which can be found all pertinent travel provisions. The four Travel Modules are:

· Module 1

Travel within HQ – No overnight stay

Module 2

Travel outside HQ – No overnight stay

Module 3

Travel in Canada and Continental USA – Overnight stay

Module 4

International travel – Overnight stay

Authorization

the concept of consultation between the employer and the employee when planning travel arrangements is embedded in the new directive.

Travel Advances / Travel cards

according to the new directive, when an employee will choose not to obtain an individual designated travel card, discussions will take place between the employee and the employer, and, in such cases, a travel advance will not be unreasonably denied.

Transportation

only one kilometric rate (the higher rate) per province/territory will apply for the use of a privately owned vehicle;
the cost of taxi fares for which a receipt is required will be raised from $8.00 to $10.00;
the standard for rental cars will be increased to mid-size;
the standard for rail travel will be increased to the next higher class after the full economy class;
upgrade to business/executive class air travel will be applicable to International travel only; the duration required for continuous air travel will be reduced from 12 to 9 hours. Continuous air travel starts at the scheduled departure time and ends at the scheduled arrival time at destination.

Rest periods

criteria for rest periods are clarified in the new directive. Itineraries will be arranged to provide for a suitable rest period and/or an overnight stop after travel time of at least 9 consecutive hours. In these situations travel time includes time spent to/from airports.

Meals and Incidentals

criteria for the reimbursement of meals in HQ are clarified in the new directive;
reimbursement of the full meal and incidental allowances while in private accommodation will be applicable to International travel;
the daily incidental expense allowance will be increased to include "custodial" type of expenses. In Canada and USA, the daily allowance which was increased from $6.00 to $11.50 in July 2000 will be raised to $17.30.

Accommodation

corporate residences will be available, in certain locations, as an option for accommodation in extended periods of travel;
the daily allowance for private non-commercial accommodation which was increased from $13.50 to $50.00 in July 2000 will be maintained.

Dependant Care Allowance

the age of children for which dependant care allowance can be claimed will be raised from 16 to 18;
the dependant care allowance will be extended to persons with disabilities who reside full-time with the employee and who require assistance of a care provider;
the maximum daily allowance is set at $75 with receipt; the maximum with a declaration will be $35.

Insurance

Part II of the new directive regroups information on insurance plans and compensation, and vehicle insurance;
the new Appendix A provides a guide on insurance coverage provisions.

Weekend Travel Home

the provision for an employee's spouse or dependant to travel to the employee's duty location as an alternative to the employee's weekend travel home will also be applicable to International travel.

Workplace Change

the new directive contains provisions for situations when an employee is assigned to a temporary workplace;
for assignment periods of less that 30 consecutive calendar days, the provisions of the new travel directive will apply;
for assignments periods of 30 consecutive calendar days or more, the provisions of the new travel directive will apply unless the employee is notified, in writing, 30 calendar days in advance of the change in workplace.

Extended periods in travel status

provisions for travel for periods of up to 2 months, between 2 to 4 months, and more than 4 months are removed from the new directive and replaced by provisions for extended periods in travel status of more than 30 days;
when choosing to stay in a hotel after the 30^th consecutive calendar day on travel at the same location when apartment hotels or corporate residences are available in the area surrounding the workplace, travellers will be reimbursed up to the cost of the average apartment hotel or corporate residence available;
starting on the 31^st consecutive calendar day at the same location and when an apartment hotel or corporate residence are available in the area near the workplace or when travellers stay in private accommodation, they will be reimbursed 75% of the meal and incidental allowances.

TRAINING SESSIONS

In the Fall 2002, training sessions on the use of the new directive will be offered by Training and Development Canada (TDC). One-day sessions will be given in a number of locations across Canada to groups of 20 to 25 participants. Training information is available on the Public Service Commission (PSC) Web site: http://www.psc-cfp.gc.ca.

MORE INFORMATION

More information is provided in the attached documents:

Summary of travel provisions contained in the new directive
Differences between the 1993 directive, the short-term improvements introduced in July 2000, and the new directive to be effective on October 1^st, 2002.

The new directive is available on the NJC Web site: http://www.njc-cnm.gc.ca/directives/bylaws2f_e.html.

CONCLUSION

The NJC Executive Committee would like to acknowledge and thank the bargaining agent side and the employer side members of the NJC Government Travel Committee for their commitment and their outstanding work involved in the review of one of the most widely used directive in the Federal Public Service. We would also like to thank members of other NJC committees, departmental representatives and bargaining agent representatives who were consulted in the process of the review.

The success of the new NJC Travel Directive is now in every user's hands. We invite you to become familiar with the new directive and to apply it for your government travel needs.

	Module 1 in HQ No overnight	Module 2 Outside HQ No overnight	Module 3 Cda and USA - Overnight	Module 4 International Overnight
Accommodation	N/A		. Private = $50 a day . Up to 30 days = Hotel room . More than 30 days = Corporate residence/Apt hotel
Additional business expenses	Expenses not otherwise covered	. Expenses not otherwise covered . Phone calls when schedules are altered . Passports, inoculations, vaccinations
Bottled water	Included in Incidentals			. With receipts . Reasonable quantities
Currency exchange	N/A	. With receipt – actual rate . Without receipt – average Bank of Canada rate
Dependant care	N/A	. Children under the age of 18 . Persons with disabilities residing full-time with employee . up to $75 daily with receipt or to $35 with declaration
Home communication	Included in Incidentals			Equivalent of one ten-minute call over 3 days
Incidental expense allowance	N/A		. As per Appendix C . 75% after 30 days	. As per Appendix D . 75% after 30 days
Insurance	Part II and Appendix A
Meals	. When work through normal meal hours . With receipt	As per Appendix C	. As per Appendix C . 75% after 30 days	. As per Appendix D . 75% after 30 days
Rest periods	N/A		. After 9 consecutive hours travel time . Travel time includes time spent travelling to and from carrier
Transportation	Private vehicle = Single km rate as per Appendix B
	Taxis with receipts	Taxis up to $10 = without receipts		Taxis with receipts
	N/A	. Rental cars = Mid size . Rail = Higher class after Economy
	N/A	Air = Economy Class		Air = Business Class if more than 9 hours air time
Weekend travel home	N/A		Every 3^rd weekend	7 wks = 1 trip 12 wks – 2 trips 17 wks = 3 trips 22 wks = 4 trips
Weekend travel	N/A		Every weekend in alternate location
			Spouse/ dependant travel instead of employee every 3^rd weekend	Spouse/ dependant travel instead of employee as per table above

Differences

Existing Directive (1993)	Short-term improvements (July 2000)		New Directive (October 1^st, 2002)
DEFINITION – HQ AREA
Area surrounding the workplace having a radius of 16 kms, centred on the workplace.	No change		Spans an area of 16 kms from the assigned workplace using the most direct, safe and practical road.
DEFINITION - WORKPLACE
The location at or from which an employee ordinarily performs the duties of his or her position and, in the case of an employee whose duties are of an itinerant nature, the actual building to which the employee returns to prepare and/or submit reports, etc., and where other administrative matters pertaining to the employee'' employment are conducted.	No change		Permanent/regular workplace: The single permanent location determined by the employer at or from which an employee ordinarily performs the work of his or her position or reports to.
	No change		Temporary workplace: The single location where an employee is temporarily assigned to perform the work of his or her position or reports to within the headquarters area.
WORKPLACE CHANGE
Within HQ area: 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. Outside HQ area: Up to 2 months – travel status 2 to 4 months – extended travel status More than 4 months- short-relocation	No change		When an employee is assigned from a permanent workplace to a temporary workplace for a period of less than thirty (30) consecutive calendar days, the provisions of this directive shall apply. When an employee is assigned from a permanent workplace to a temporary workplace, for a period of thirty (30) consecutive calendar days or more, the provisions of this directive shall apply unless the employee is notified, in writing, thirty (30) calendar days in advance of the change in workplace. In situations where the employee is not notified of a change of workplace in writing, the provisions of the directive shall apply for the duration of the workplace change up to a maximum of sixty (60) calendar days. When conditions under workplace change are not met, transportation shall be provided to the temporary workplace or the kilometric rate paid for the distance between the temporary workplace, whichever is less.
AUTHORIZATION
It is the prerogative of the employer 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 directive.	No change		The employer has the responsibility to authorize and determine when business travel is necessary, and to ensure that all travel arrangements are consistent with the provisions of this Directive. Following consultation between the employer and the employee, the determination of travel arrangements shall best accommodate the employee's needs and interests and the employer's operational requirements.
LOYALTY PROGRAMS
Employees shall neither collect, be entitled to, nor use frequent flyer points earned as a result of government business travel for personal or official purposes.	Improvement approved by TBS in May 2001 Provided that there are no additional costs to the Crown, employees travelling on government business can join loyalty programs and retain benefits offered by the travel industry for business or personal use.		Same as in May 2001
TRAVEL ADVANCES
Travel advances should not be issued for services that can be purchased using Individual Travel Cards.	No change		When an employee chooses not to obtain and use an individual designated travel card, provision of an advance shall be discussed between the employee and the employer. In such cases, travel advances shall not be unreasonably denied.
ACCOMMODATION
Commercial accommodation shall be selected from the white listings of the Hotel Directory for Government Employees, except under the circumstances described in 3.1.5 to 3.1.8.	No change.		Government hotel directories shall serve as a guide for the cost, location and selection of accommodation. Corporate residences will be available, in certain locations, as an option for accommodation for extended periods of travel.
PRIVATE NON-COMMERCIAL ACCOMMODATION (CANADA, USA, INTERNATIONAL)
$13.50 a day	$50 a day		Same as in July 2000
DEPENDANT CARE
Employee has to have sole responsibility and be on travel overnight Eligible children = under 16 and residing with employee $10 a night when left in care of friend or relative $15 a night – nannies/housekeepers $30 a night – individuals who do not reside with employee $55 a night – company/business	Single-parent families or two parents-family if both are employees of the PS and both on travel overnight for the Government at the same time or same-day out-of-town travel and arrival home exceeds normal arrival time home Eligible children = under 16 and residing with employee $75 a day with receipt or declaration		The employee who is required to travel on government business shall be reimbursed actual and reasonable dependant care expenses up to a daily maximum of $35 Canadian, per household, with a declaration, or to a daily maximum of $75 Canadian, per household, with a receipt when: (a) the employee is the sole caregiver of a dependant who resides full-time with theemployee, is under 18 years of age or has a mental or physical disability, or (b) two federal employees living in the same household are the sole caregivers of a dependant who resides full-time with the employee, is under 18 years of age or has a mental or physical disability and both employees are required to travel on government business at the same time. Dependant care allowance shall apply only for expenses that are incurred as a result of travelling and are additional to expenses the employee would incur when not travelling.
HOME COMMUNICATION – CANADA AND USA
One ten-minute phone call home for each contiguous 5 days on travel	Included in Incidentals.		Same as in July 2000.
HOME COMMUNICATION - INTERNATIONAL
One ten-minute phone call home at reduced evening rates for each contiguous 5 days on travel	No change		Equivalent of one ten-minute phone call home for each period of 3 consecutive days.
INCIDENTALS – CANADA AND USA
$6 a day	Increased to $11.50 a day to include phone calls home and bottled water.		Increased to $17.30 a day to include "custodial" type of expenses.
INCIDENTALS - INTERNATIONAL
Commercial Accommodation: 25% of 3 meals 31.25% of lunch and dinner Private Accommodation: 15% of 3 meals 18.75% of lunch and dinner			Commercial and institutional accommodation: 32% of 3 meals 40% of lunch and dinner Private Accommodation: 20% of 3 meals 25% of lunch and dinner
MEALS IN HQ
When required to attend full-day conferences, seminars, meetings or hearing and where meals are an integral part of the proceedings … With receipt.	No change		Reimbursable up to the limit applicable in Appendix C and if required to work through normal meal hours. With receipt.
MEALS IN PRIVATE ACCOMMODATION - INTERNATIONAL
20% reduction of meal allowance	Elimination of the 20% reduction		Same as in July 2000.
EXTENDED PERIODS IN TRAVEL
Up to 2 months: Hotel Room Full meal allowance Full incidentals 2 to 4 months: Self-contained accommodation Full meal allowance No incidentals More than 4 months: Short-term Relocation Bachelor 65% of dinner rate if dependants at home No incidentals	No change		Up to 30 consecutive calendar days at same location: Hotel Room Full meal allowance Full incidentals Starting on the 31^st consecutive calendar day at same location, and if available: Corporate residence Apartment Private accommodation 75% of meal and incidental allowance
BUSINESS CLASS AIR TRAVEL
Applicable to Canada, USA & International travel Continuous air time of 12 hours.	No change		Applicable to International travel only. Continuous air time of 9 hours.
REST PERIODS
To alleviate fatigue caused by rapid time-zone changes or overnight travel, a suitable rest period will be arranged between the time the employee arrives at the destination and the time the employee is required to report to work. Continuous travel time is considered to begin at the scheduled departure time of the first flight of a journey and end at the earlier of: (a) arrival at the destination; (b) the beginning of an overnight stop; or (c) the scheduled arrival time of the first inter-connecting flight(s) within the airline's minimum connecting time rules.	No change		Unless mutually agreed otherwise, itineraries shall be arranged to provide for (a) a suitable rest period, and/or (b) an overnight stop after travel time of at least nine consecutive hours. Travel time is the time spent in any mode of transportation en-route to destination and/or waiting for immediate connections. This includes the time spent travelling to and from a carrier/terminal. A suitable rest period shall not be unreasonably denied.
REST PERIODS – ESCORT OFFICERS
N/A	No change		A suitable rest period for employees who are employed as Escort Officers shall be 16 hours for travel time between 8 to 24 hours; for travel time greater than 24 hours, a suitable rest period shall be 24 hours.
KILOMETRIC RATE
Two km rates: Employer requested rate (Higher rate) Traveller requested rate (Lower rate)	No change		A single km rate (Higher rate)
TAXIS
In HQ: Taxi "chits". To and from the carrier's terminal: Taxi "chits" shall not be used. Taxi fares shall be paid in cash. Overnight travel status: Receipts only required to justify taxi fares in excess of $8.		No change	In HQ: Actual expenses reimbursed, based on receipts. Canada and USA: Receipts are only required to justify taxi fares in excess of $10. International: Actual expenses reimbursed, based on receipts.
RAIL
Coach class for 4 hours or less. Higher standard permitted for overnight travel.	Via 1 when cost-effective to air or car travel.		The standard for rail travel is the next higher class after full economy class.
CAR RENTAL
Compact-sized vehicles shall be rented. Mid-sized or full-sized vehicles may be authorized when the numbers of passengers or the bulk or weight of goods to be transported warrants a larger vehicle.	Managerial discretion to authorize appropriate size of rented vehicle is enhanced.		The standard for rental vehicles is mid size.
WEEKEND TRAVEL HOME – ALTERNATIVE
N/A	Spousal/dependant to travel instead of employee – Canada only		Same as July 2000 but extended to International Travel