Part I - Administration

1.1 Authorization

1.1.1 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.

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

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

1.2 Loyalty programs

1.2.1 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. Such privilege is conditional upon the use of government approved services and products.

1.3 Overpayments

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

1.4 Receipts

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

1.5 Responsibilities

1.5.1 The employer shall:

(a) establish the proper delegation framework to comply with this Directive;

(b) ensure that this directive is available at the employee's normal workplace during the employee's working hours;

(c) in consultation with the employee

(d) authorize travel;

(e) verify and approve travel expense claims before reimbursement; and

(f) ensure that all travel arrangements comply with relevant federal government legislation and employer policies, such as Employment Equity, Official Languages.

1.5.2 The traveller shall:

(a) become familiar with the provisions of this directive;

(b) consult and obtain authorization to travel in accordance with the directive;

(c) inform the employer or its suppliers of his/her needs that may require accommodation;

(d) complete and submit travel expense claims with necessary supporting documentation as soon as possible after the completion of the travel. In travel situations exceeding one month, the traveller may submit interim travel expense claims prior to the completion of the travel; and

(e) be responsible for cancelling reservations as required, safeguarding travel advances and funds provided, and making outstanding remittances promptly.

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

1.6 Suppliers, services and products

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

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

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

1.7 Travel advances

1.7.1 Employees on government business travel shall be provided with a travel advance to cover travel expenses where government approved services and products are not prepaid or cannot be paid with an individual designated travel card.

1.7.2 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.

1.8 Travel forms

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

1.9 Workplace change

1.9.1 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.

1.9.2 When an employee is assigned from a permanent workplace to a temporary workplace, for a period of 30 consecutive calendar days or more, the provisions of this directive shall apply unless the employee is notified, in writing, 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 60 calendar days.