Kilometric Rates
References: Appendix B (https://www.njc-cnm.gc.ca/directive/travel-voyage/td-dv-a2-eng.php)
Description
The Appendix B of the Travel Directive establishes the kilometric rates for each Canadian province, Northwest Territories, Yukon and Nunavut, which are payable in cents per kilometre, when a government employee uses a privately owned vehicle driven on authorized government business travel.
Methodology
The provincial rates are calculated by an independent consultant and reviewed by the Government Travel Committee on an annual basis, other than where exceptional circumstances exist. The rates are determined by the analysis of the following factors by location/province: new vehicle prices, depreciation and financing rates, current fuel prices, insurance premium rates and operating costs. As the above costs increase and/or decrease, the overall kilometric rates change accordingly.
Review Process
The rates are reviewed annually, effective January 1 each year, and 3 additional fuel update reviews are conducted with amendments to the rates effective April 1, July 1, and October 1 as required.
Approval Process
The Government Travel Committee analyzes the rates. The Executive Committee then reviews the recommended rates for approval.
Communication of Decision
Once the rates are approved they are posted as Appendix B on the NJC's Web site and the Travel Directive is amended accordingly.
Meals and Incidentals – Canada and the USA
References: Appendix C (https://www.njc-cnm.gc.ca/directive/travel-voyage/td-dv-a3-eng.php)
Description
Appendix C of the Travel Directive establishes the rates and allowances for Modules 1, 2 and 3 of the Travel Directive for private non-commercial accommodation, meals, incidental expenses and weekend travel home transportation in Canada and the USA. They are established by location, i.e. Canada and the USA, Yukon and Alaska, N.W.T. and Nunavut. The rates and allowances are paid in Canadian currency within Canada (American dollars when the employee is in travel status in the USA).
Methodology
The meal rates are calculated bi-annually based on a survey methodology established by the Treasury Board. The rates for breakfast, lunch and dinner result from the collection of two data sources: (1) a meal survey where meal costs are collected in approximately thirty-three (33) cities (large and small) across Canada in hotels, cafeterias and fast service restaurants and (2) the Consumer Price Index (CPI) database, where the cost of "Food Purchased from Restaurants" data by city and meal type is extracted. Applicable provincial meal taxes and a thirteen percent (13%) tip for service is then added to the resulting meal rates.
Seventy-five percent (75%) of the meal and incidental allowances are paid starting on the thirty-first (31st) and fifty percent (50%) of the meal allowance on the 121st consecutive calendar day of travel status, while at the same location, when corporate residences and or apartment hotels are available to a traveler in the area surrounding the workplace, or the traveler chooses to stay in private accommodation, given that the traveler is expected to use the self-contained accommodation to prepare some meals.
The Government Travel Committee determines the private non-commercial accommodation allowance. The allowance is based on "best practices" benchmark and was put in place as an incentive to encourage travelers to use private non-commercial accommodation rather than more expensive hotels.
The Government Travel Committee also determines the incidental expense allowance. In Canada and the Continental USA, the allowance covers expenses for items while on travel status which no other reimbursement or allowance is provided for under the Travel Directive. Examples of items are listed in the Travel Directive; refer to the "Incidentals" definition.
The Government Travel Committee also determines the weekend travel home allowance. It is a global allowance that encompasses the accommodation, meal and incidental allowances. Refer to section 3.3.12 of the Travel Directive.
Review Process
The meal rates are reviewed every six (6) months and resulting revisions, if any, are effective as of April 1 and October 1. Private non-commercial accommodation, incidental expense, weekend travel home and weekend travel – alternative allowances are reviewed during triennial review of the Directive.
Approval Process
The proposed rates and allowances are sent to the Executive Committee for approval. Adjustments to the private non-commercial accommodation, incidental expense, weekend travel home and weekend travel-alternatives allowances become recommendations as a result of triennial review for the Executive Committee's approval.
Communication of Decision
Once the rates and allowances are approved they are posted as Appendix C on the NJC's Web site and the directive is amended accordingly.
Meals and allowances – International
References: Appendix D (https://www.njc-cnm.gc.ca/directive/app_d.php?lang=eng)
Description
Appendix D of the Travel Directive establishes the rates and allowances for Module 4 of the Directive for private non-commercial accommodation, meals and incidental expenses at locations abroad, established by country/city (excluding the USA). The currency used for the reimbursement depends on the travel location.
Methodology
The meal rates are calculated based on a survey methodology established by the Treasury Board. Surveys are sent to Canadian High Commissions, Embassies and Consulates abroad for completion and resulting data is compiled for the Foreign Meal Rate Committee for review. The rates for breakfast, lunch and dinner result from the collection of two data sources: (1) a meal survey where meal costs in multiple hotels, cafeterias and restaurants are collected and (2) tracking the international Consumer Price Index (CPI) and foreign currency values. The meal rates include an amount to cover taxes and tips.
Seventy-five percent (75%) of the meal and incidental allowances are paid starting on the thirty-first (31st) and fifty percent (50%) of the meal allowance on the 121st consecutive calendar day of travel status (while at the same location) when corporate residences and or apartment hotels are available to a traveler in the area surrounding the workplace, or the traveler chooses to stay in private non-commercial accommodation.
The Government Travel Committee determines the private non-commercial accommodation allowance. The allowance is based on "best practices" benchmark and was put in place as an incentive to encourage travelers to use private non-commercial accommodation rather than more expensive hotels.
The different percentages for the incidental expense allowances are adjusted by the Government Travel Committee to reflect changes in the overall market.
The Government Travel Committee also determines the weekend travel home and weekend travel‑alternative allowances. It is a global allowance based on the most economical return airfare, the necessary return ground transportation to and from the carrier's terminal, and meals en route. Refer to section 3.4.12 of the Travel Directive.
Review Process
Numerous meal rates are reviewed every quarter and resulting revisions, if any, are effective January 1, April 1, July 1 and October 1. Private non-commercial accommodation, incidental expense, weekend travel home and weekend travel – alternative allowances are reviewed during triennial review of the Directive.
Approval Process
Adjustments, if any, to the private non-commercial accommodation, incidental expense, weekend travel home and weekend travel – alternative allowances become recommendations as a result of triennial review for the Executive Committee's approval.
Communication of Decision
Once the rates and allowances are approved they are posted as Appendix D on the NJC's Web site and the directive is amended accordingly.