Appendix E - Module 4 - International Travel - Overnight Stay

March 28, 2026

(Refer to applicable Travel Directive Appendices A, B, and D, as well as GAC – International Trade Kilometre Rates at Locations Abroad.)

Note:  This document is intended only as a tool to facilitate discussion between the employee and authorizing manager prior to travel status. This tool may be subject to change.

Blanket Travel Authority–FISCAL YEAR: ________________________________

Blanket Travel Authority–Tracking Number: _______________________________

Employee Name: __________________________________________________

Department: ______________________________________________________

Employee Signature: ________________________ Date (Y/M/D): ____________

Delegated Manager Signature: ________________ Date (Y/M/D): _____________

Blanket Travel Authority–Geographic Location: ____________________________

Start Date (Y/M/D): ___________________ End Date (Y/M/D): ________________

Maximum number of consecutive travel days: _____________________________

Maximum dollar value/limitation for each individual trip: _____________________

Travel Advance: YES___ NO___ Specified Travel Advance Amount Limit: _______

Trip Purpose: _____________________________________________________

Article Ref.

Category

Yes = Y
No = N
N/A

Detail

3.4.1Accommodation Corporate apartment
   Corporate residences
   Hotel – daily room rate
   Hotel – weekly room rate
   Hotel – monthly room rate
   Hotel – service charges
   Bed and breakfast
   Hotels – service charges
   Motels
   Lodging facilities
   Commercial accommodation – other
   Crown owned, leased, or operated facilities
   Colleges
   Universities
   Educational institutions
   Federal government training centers
   Hospitals
   Military establishment – Canadian
   Military establishment – foreign
   Tents
   Trailers
   Gov't & institutional accommodation – other
   Non-commercial facilities
   Private dwelling
   Private accommodation – other
3.4.2Additional business expense Facsimiles
   Health Certificate (Health Canada)
   Inoculations
   Internet connections
   Office equipment – rental
   Office equipment – transportation
   Entry documents (CanPass)
   Entry documents (NEXUS)
   Passport
   Photocopies
   Photos – passport and/or visa
   Required personal effects
   Service charge – automated banking machine
   Service charge – bank/financial institution commission
   Service charge – credit/debit card usage
   Service charge – government travel card usage
   Service charge – safety deposit box
   Service charge – traveller's cheques
   Telephone expenses (business calls)
   Telephone expenses (due to altered schedule/itinerary)
   Vaccinations
   Visa (entry permits)
   Word processing services
   X-rays
   Business expense – other
3.4.3Bottled Water Bottled water – reasonable amounts of bottled water (based on receipts).
3.4.4Currency exchange Commission charged
   Conversion gain
   Conversion loss
   Fee – automated teller machine service charge
   Fee – service charge
   Fee – travel card usage charge
   Currency exchange – other
3.4.5Dependant care Up to $50 CDN, per household, per day
   Up to $100 CDN maximum, per dependant, per day
   Dependant care – other
3.4.6Home Communication One 10-minute call home, each contiguous 3 day period
   One 5-minute call home, each contiguous 3 day period
3.4.7Incidental Allowance 100%, as per Appendix C or D, as applicable
   75% (starting on the 31st consecutive day), as per Appendix C or D, as applicable
   100%, as per Appendix C or D, as applicable
   75% (starting on the 31st consecutive day), as per Appendix C or D, as applicable
   No meal rates established in Appendix D – incidentals as per Appendix C
   International travel outside Canada or the continental USA – incidentals as per Appendix D
   Other – provide explanation
3.4.8Insurance See Appendix A for insurance coverage
   Insurance coverage – other
3.4.9Meals Daily Comprehensive Allowance
   Breakfast – meal allowance Appendix D
   Breakfast – prepaid (e.g. conference, flight, voucher, etc.)
   Breakfast – high meal cost
   Breakfast – receipted amount
   Breakfast – other
   Breakfast – 75% (starting on the 31st consecutive day)
   Lunch – meal allowance Appendix D
   Lunch – prepaid (e.g. conference, flight, voucher, etc.)
   Lunch – high meal cost
   Lunch – receipted amount
   Lunch – other
   Lunch – 75% (starting on the 31st consecutive day)
   Dinner – meal allowance Appendix D
   Dinner – prepaid (e.g. conference, flight, voucher, etc.)
   Dinner – high meal cost
   Dinner – receipted amount
   Dinner – other
   Dinner – 75% (starting on the 31st consecutive day)
3.4.10Rest periods Suitable rest period
   Overnight stop after travel time of at least 9 consecutive hours
3.4.11Transportation Disrupted travel pattern (residence to workplace)
   Docking fees
   Ferries
   Transportation fees – (not otherwise paid)
   Parking – hotel, motel or corporate residence
   Parking lot
   Parking meter
   Transportation prepaid
   Passenger – no charge
   Tolls (e.g. road, tunnel, bridge)
   Airfare – Airport Improvement Fee (not included in ticket)
   Airfare – business class (non-standard) paid by traveller
   Airfare – departure taxes (not included in ticket)
   Airfare – economy class (standard) paid by traveller
   Airfare – military equipment/flight
   Airfare – business class prepaid by Government of Canada
   Airfare – economy class prepaid by Government of Canada
   Airfare – private plane (e.g. rental/charter)
   Airfare – seat selection fee for commercial, private and chartered carriers
   Airfare – security charges (not included in ticket)
   Airfare – unused segment(s)
   Bus charter
   Bus (inter-city)
   Bus (local)
   Change fee (paid by traveller)
   Excess baggage/weight (paid by traveller)
   Miscellaneous charge order (prepaid)
   Miscellaneous charge order (not prepaid)
   Rail – next higher class to economy class (standard)
   Shuttles
   Subway
   Taxi chit utilized (do not enter charge)
   Taxi receipts
   Commercial – other
   Motorcycle – rental
   Motorcycle – helmet rental
   Other mode of transportation
   Private/leased aircraft
   Snowmobile – rental
   Snowmobile – insurance (not otherwise covered)
   Snowmobile – privately owned
   Snowmobile – helmet rental
   Watercraft – privately owned
   Watercraft – insurance (not otherwise covered)
   Watercraft – rental
   Crown owned and/or leased vehicle
   Insurance charge (not otherwise covered)
   Vehicle – other
   Project Support Unit
   Driver Hired
   Private motor vehicle –  to public carrier/ return trip home
   Private motor vehicle (Appendix B (international) kilometric rate)
   Private motor vehicle – pick-up at public carrier/ return trip home
   Rental – drop-off charge
   Rental – fuel charge
   Rental – insurance charge
   Rental – compact
   Rental – intermediate (standard)
   Rental – large (non-standard)
   Rental – other
   Rental – insurance charge
   Rental – Provincial Sales Tax
   Rental – Quebec Sales Tax
   Rental – Harmonized Sales Tax
   Rental – Goods and Services Tax
3.4.12Weekend Travel Home 7 week – economy return air fare
   7 week – taxi
   7 week – private motor vehicle
   12 weeks = 2 trips (economical airfare, ground transportation, plus meals and incidentals en route only)
   17 weeks = 3 trips (economical airfare, ground transportation, plus meals and incidentals en route only)
   22 weeks = 4 trips (economical airfare, ground transportation, plus meals and incidentals en route only)
3.4.13Weekend Travel – Alternatives Accommodation – receipt required
 (a) By the employee Meals 100%
   Meals 75%
   Incidentals 100%
   Incidentals 75%
   Weekend travel expenses – other
   Dependant care
   Insurance – personal responsibility and liability of the employee
3.4.13Weekend Travel Home Public carrier transportation via the government travel suppliers
   Taxi
   Private motor vehicle
 (b) By the employee's spouse, common-law partner, or dependant Insurance – personal responsibility and liability of the employee