treasury board travel per diem

The Federal Register

The daily journal of the united states government, request access.

Due to aggressive automated scraping of FederalRegister.gov and eCFR.gov, programmatic access to these sites is limited to access to our extensive developer APIs.

If you are human user receiving this message, we can add your IP address to a set of IPs that can access FederalRegister.gov & eCFR.gov; complete the CAPTCHA (bot test) below and click "Request Access". This process will be necessary for each IP address you wish to access the site from, requests are valid for approximately one quarter (three months) after which the process may need to be repeated.

An official website of the United States government.

If you want to request a wider IP range, first request access for your current IP, and then use the "Site Feedback" button found in the lower left-hand side to make the request.

An official website of the United States government

Here’s how you know

Official websites use .gov A .gov website belongs to an official government organization in the United States.

Secure .gov websites use HTTPS A lock ( ) or https:// means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites.

• Explore sell to government
• Ways you can sell to government
• How to access contract opportunities
• Conduct market research
• Register your business
• Certify as a small business
• Become a schedule holder
• Market your business
• Research active solicitations
• Respond to a solicitation
• What to expect during the award process
• Comply with contractual requirements
• Handle contract modifications
• Monitor past performance evaluations
• Explore real estate
• 3D-4D building information modeling
• Art in architecture | Fine arts
• Computer-aided design standards
• Commissioning
• Design excellence
• Engineering
• Project management information system
• Spatial data management
• Facilities operations
• Smart buildings
• Tenant services
• Utility services
• Water quality management
• Explore historic buildings
• Heritage tourism
• Historic preservation policy, tools and resources
• Historic building stewardship
• Videos, pictures, posters and more
• NEPA implementation
• Courthouse program
• Land ports of entry
• Prospectus library
• Regional buildings
• Renting property
• Visiting public buildings
• Real property disposal
• Reimbursable services (RWA)
• Rental policy and procedures
• Site selection and relocation
• For businesses seeking opportunities
• For federal customers
• For workers in federal buildings
• Explore policy and regulations
• Acquisition management policy
• Aviation management policy
• Information technology policy
• Real property management policy
• Relocation management policy
• Travel management policy
• Vehicle management policy
• Federal acquisition regulations
• Federal management regulations
• Federal travel regulations
• GSA acquisition manual
• Managing the federal rulemaking process
• Explore small business
• Explore business models
• Research the federal market
• Forecast of contracting opportunities
• Events and contacts
• Explore travel
• Per diem rates
• Transportation (airfare rates, POV rates, etc.)
• State tax exemption
• Travel charge card
• Conferences and meetings
• E-gov travel service (ETS)
• Travel category schedule
• Federal travel regulation

Travel policy

• Explore technology
• Cloud computing services
• Cybersecurity products and services
• Data center services
• Hardware products and services
• Professional IT services
• Software products and services
• Telecommunications and network services
• Work with small businesses
• Governmentwide acquisition contracts
• MAS information technology
• Software purchase agreements
• Cybersecurity
• Digital strategy
• Emerging citizen technology
• Federal identity, credentials, and access management
• Mobile government
• Technology modernization fund
• Explore about us
• Annual reports
• Mission and strategic goals
• Role in presidential transitions
• Get an internship
• Launch your career
• Elevate your professional career
• Discover special hiring paths
• Events and training
• Agency blog
• Congressional testimony
• GSA does that podcast
• News releases
• Leadership directory
• Staff directory
• Office of the administrator
• Federal Acquisition Service
• Public Buildings Service
• Staff offices
• Board of Contract Appeals
• Office of Inspector General
• Region 1 | New England
• Region 2 | Northeast and Caribbean
• Region 3 | Mid-Atlantic
• Region 4 | Southeast Sunbelt
• Region 5 | Great Lakes
• Region 6 | Heartland
• Region 7 | Greater Southwest
• Region 8 | Rocky Mountain
• Region 9 | Pacific Rim
• Region 10 | Northwest/Arctic
• Region 11 | National Capital Region
• Per Diem Lookup

Travel resources

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.

City Pair airfares

Visit City Pair Program to learn about its competitive, federally-negotiated airline rates for 7,500+ domestic and international cities, equating to over 13,000 city pairs.

• Search for contract fares

Note: All fares are listed one-way and are valid in either direction. Disclaimer - taxes and fees may apply to the final price

Taxes and fees may apply to the final price

Your agency’s authorized travel management system will show the final price, excluding baggage fees. Commercial baggage fees can be found on the Airline information page.

Domestic fares include all existing Federal, State, and local taxes, as well as airport maintenance fees and other administrative fees. Domestic fares do not include fees such as passenger facility charges, segment fees, and passenger security service fees.

International

International fares do not include taxes and fees, but include fuel surcharge fees.

Note for international fares: City codes, such as Washington (WAS), are used for international routes.

Federal travelers should use their authorized travel management system when booking airfare.

• E-Gov Travel Service for civilian agencies.
• Defense Travel System for the Department of Defense.

If these services are not fully implemented, travelers should use these links:

• Travel Management Center for civilian agencies.
• Defense Travel Management Office for the Department of Defense.

GSA lodging programs

Shop for lodging at competitive, often below-market hotel rates negotiated by the federal government.

FedRooms provides federal travelers on official business with FTR compliant hotel rooms for transient and extended stays (up to 29 days). The program uses FEMA and ADA-compliant rooms with flexible booking terms at or below per diem rates. Federal employees should make reservations, including FedRooms reservations, via their travel management service.

Visit GSALodging for more details on FedRooms and for additional programs offering meeting space, long term lodging, and emergency lodging.

Privately owned vehicle (POV) mileage reimbursement rates

GSA has adjusted all POV mileage reimbursement rates effective January 1, 2024.

* Airplane nautical miles (NMs) should be converted into statute miles (SMs) or regular miles when submitting a voucher using the formula (1 NM equals 1.15077945 SMs).

For calculating the mileage difference between airports, please visit the U.S. Department of Transportation's Inter-Airport Distance website.

Plan a trip

Research and prepare for government travel.

Per diem, meals & incidental expenses (M&IE) Passenger transportation (airfare rates, POV rates, etc.) Lodging Conferences/meetings Travel charge card State tax exemption

Services for government agencies

Programs providing commercial travel services.

Travel Category Schedule (Schedule L) E-Gov Travel Service (ETS) Emergency Lodging Services (ELS) Employee relocation

Travel reporting

Federal Travel Regulation Table of contents Chapter 300—General Chapter 301—Temporary Duty (TDY) Travel allowances Chapter 302 - Relocation allowances

U.S. Department of the Treasury

Treasury directive 74-12.

DATE : January 28, 2015

SUBJECT : Use of Government Contractor-Issued Travel Charge Cards

• PURPOSE . This Directive sets forth policy for the use of the Government contractor-issued travel charge cards.
• SCOPE . This Directive applies to all bureaus, offices, and organizations in the Department of the Treasury, including the Offices of Inspector General within the Department. The provisions of this Directive shall not be construed to interfere with or impede the authorities or independence of the Department's Inspectors General.
• The travel charge card may only be used for temporary duty (TDY) travel-related expenses, unless an exemption applies (see section 7 below). Employees who use the travel charge card for other purposes are subject to appropriate disciplinary action.
• The travel charge card may not be used for expenses within the local travel area, unless such use is approved in advance by an authorized official. Types of expenses authorized for travel charge card payment within the local area may include rental car, taxi, parking, etc. The travel charge card may not be used for lodging or meals associated with local travel.
• Travel charge cards may be used only for travel-related expenditures incurred by individual travelers and not for supplies or services for use by the Department. Supplies and services, including supplies or services needed to support a conference, must be purchased by authorized officials through appropriate procurement vehicles; such as purchase cards, contracts, or purchase orders.
• Bureaus, offices, and organizations will conduct their program in accordance with the General Services Administration (GSA) SmartPay 2 Master Contract, Federal Travel Regulation (FTR), and OMB Circular A-123, Appendix B, "Improving the Management of Government Charge Card Programs," and make an effort to take advantage of services, technology, and refunds offered through the program.
• Treasury assumes no liability for charges incurred on Individually Billed Travel (IBT) accounts.
• Contractors, special government employees, unpaid interns, and advisory committee members are not authorized to be issued IBT accounts.
• Agency/Organization Program Coordinator (A/OPC) : The individual who serves as the Department wide program manager for the Travel Charge Card Program. Acts as a liaison between the department, the contractor, and the cardholder.
• Centrally Billed Account (CBA) : A card/account established by the contractor at the request of the agency to pay for official travel charges. CBAs have no spending ceiling and payments are subject to the Prompt Payment Act of 1982, as amended.
• Permanent Duty Station (PDS) : The city/town, county, and state in which the employee works. For most employees, this will be the location of the employee's work site.
• Individually Billed Travel (IBT) Account : An account set up to track transactions related to cards issued by a contractor and used by authorized individuals to pay for official travel and transportation-related expenses. Authorized individuals are regular government employees of the Department of the Treasury. Charges are billed directly to the cardholder.
• Level 2 A/OPC : Person responsible for the day-to-day management of the bureau level Travel Charge Card Program and bureau level oversight. Serves as the liaison between the bureau, the contractor, and the cardholder.
• Local Travel : Travel performed within 50 miles of the PDS or the residence from which an employee commutes daily. However, "local travel" does not include travel performed between 30 and 50 miles from the PDS or residence for which per diem is authorized under Treasury Directive 74-15.
• Refunds : Commonly referred to as rebates, refunds are a monetary payment provided by the contractor. The refunds are negotiated by the Department and are based on spending and frequency of payments. Quarterly, the refunds are issued to the bureaus directly by the contractor.
• The Assistant Secretary for Management has the primary responsibility for managing the Department's Travel Charge Card Program.
• 1) develop Treasury policy for the Department's Travel Charge Card Program;
• 2) monitor the activities of bureaus, offices and organizations to ensure that the policies and standards in this Directive are carried out;
• 3) serve as the liaison to the travel charge card contractor and GSA, with the assistance of the Treasury contracting officer, on issues dealing with the program;
• 4) promote correct and efficient use of the travel charge card;
• 5) encourage standardization, centralization, and automation in the program throughout the Department; and
• 6) limit the reproduction and sharing of personally identifiable information derived from the travel charge card program to individuals with a need to know such information and purposes related to the administration of the program, or otherwise consistent with applicable law and Treasury policy.
• The Deputy Assistant Secretary for Privacy, Transparency, and Records shall ensure that the Department's Travel Charge Card Program incorporates Federal and Treasury requirements for protecting, handling, retaining, preserving, sharing, disclosing, and disposing of records and information, including personally identifiable information (PII).
• 1) ensure that internal procedures and controls for the operation of the Department's Travel Charge Card Program are established, including policies for use of the travel charge card within the local travel area: this shall be compliant with all appropriate regulations related to management and execution of the travel charge card program as per all laws and regulations cited in section 11 of this document;
• 2) ensure copies of the procedures are provided to the SPE when initially published and revised;
• 3) approve Level 2 A/OPCs;
• a. cover the bureau's basic policy pertaining to travel and
• b. ensure the Level 2 A/OPCs are trained and made aware of their program responsibilities.
• 5) ensure that cardholders and Level 2 A/OPCs receive refresher travel charge card training at least every 3 years;
• a. maintaining a record of all of the Level 2 A/OPC's who have access to the travel charge card contractor's system and
• b. maintaining copies of training certificates or verifications in accordance with the applicable Records Schedule established under the Federal Records Act for cardholders and all approved Level 2 A/OPCs.
• 7) ensure travel charge card contractors establish appropriate travel charge card spending limits and Merchant Category Code (MCC) blocks;
• 8) use Mandatory Salary Offset as per § 301-76 of the FTR. and provide the employee due process in compliance with 41 CFR §301-54.100 prior to salary offset;
• 9) use Mandatory Split Disbursement as required by PL 112-194 § 3 (h)(1)(I).
• 10) when an employee holding an IBT charge card terminates employment, promptly cancel the IBT account with the travel charge card contractor;
• 11) ensure that cash limits for automated teller machine (ATM) access are commensurate with the employee's assignment and limited to anticipated official travel cash transactions;
• 12) unless specific statutory authority exist allowing refunds to be used for other purposes, ensure that the refunds received from the travel charge card contractor are returned to the appropriation or account from which the expenditures were originally charged; and
• 13) ensure compliance with FTR § 301-52 and §301-71 Subpart C in processing and payment of vouchers.
• PII such as address, social security number, date of birth or credit score of Treasury personnel to whom a card is or may be issued will not be stored or transmitted on any system of the Department or bureau e-mail system or other information technology without the use of secure servers and use of encrypted e-mail when necessary. Such information will be used and shared only by individuals with a need-to-know and for purposes related to the efficient administration of the program, or in compliance with applicable law or Treasury policy. The contractor will work with the bureau finance office to clarify any discrepancy or provide any necessary verification; it should not be necessary to store PII in Treasury systems for this purpose.
• 1) paper records are stored in lockable file cabinets.
• 2) electronic records are encrypted.
• 3) information on travel cardholders is restricted and may be shared with authorized offices and officials with a need-to-know.
• 4) authorized offices include: ASM, DCFO, SPE, DASPTR, and Bureau CFOs.
• Record Retention : The retention of travel charge records should be kept for 6 years 3 months and then destroyed pursuant to the National Archives and Records Administration's General Record Schedule 6, Accountable Officers' Files.
• 1) shall use the IBT charge card only for expenses incurred in connection with official travel. Possession of the IBT charge card does not exempt the employee from using Government contract carriers or travel management centers (TMC) when required. Use of the IBT charge card does not relieve the employee of the responsibility to employ prudent travel practices and to observe rules and regulations governing travel as set forth in the FTR and implemented Treasury and bureau regulations.
• 2) are responsible for all undisputed IBT card charges and must pay directly in full by the billing due date. Timely payment is still required even if employees have not been reimbursed.
• 3) must comply with the bureau's internal procedures and terms and conditions of the contractor's Cardholder Agreement.
• 4) must ensure that an unauthorized travel card charge is disputed correctly and timely to stop the aging of the charge.
• 5) must comply with FTR § 301-52 in the submission of their travel voucher.
• refer to the FTR for a current list of exemptions from mandatory use of the travel charge card. Where feasible and otherwise permissible, the travel charge card may be used for exempted charges.
• if an exemption from use of the travel charge card beyond those provided by the FTR is determined to be necessary in the interest of a bureau, office, or organization, the Bureau Head or designee must forward a request to the SPE or designee. The SPE will review the request to determine if the exemption will be granted. If the exemption is granted, the bureau must establish procedures authorizing other methods of payment.
• REPORTING . All bureaus are required to submit a quarterly travel charge card report to the SPE. Bureaus will be notified by the SPE of the data required to be submitted and the report due date. Data submitted from the bureaus will be reviewed and consolidated into one report for submission by Treasury to the Office of Management and Budget (OMB).
• REDELEGATION . The authorities delegated in this directive may be re-delegated by the ASM, except where prohibited by law, regulation, or policy.
• The Travel and Transportation Reform Act of 1998, Pub L. 105-264,
• Federal Information Security Management Act of 2002, 44 U.S.C. § 3541.
• Federal Travel Regulation, 41 CFR §§ 300 - 304.
• Department of the Treasury Regulations, 31 CFR Part 1, Subpart C.
• GSA SmartPay 2 Master Contract or successor contract.
• OMB Circular A-123, Appendix B, .Improving the Management of Government Charge Card Programs.
• Section 846 of the Consolidated Appropriations Act of 2006, Public Law 109-115.
• Charge Card Abuse Prevention Act of 2012, Public Law 112-194..
• OMB Memorandum M-13-21, Implementation of the Government Charge Card Abuse Prevention Act of 2012 (Charge Card Act).
• Office of Management and Budget (OMB) Memorandum M-06-15, "Safeguarding Personally Identifiable Information," May 22, 2006.
• OMB Memorandum M-06-19, "Reporting Incidents Involving Personally Identifiable Information and Incorporating the Cost for Security in Agency Information Technology Investments," July 12, 2006.
• OMB Memorandum, "Recommendations for Identity Theft Related Data Breach Notification," September 20, 2006.
• OMB Memorandum M-07-16, "Safeguarding Against and Responding to the Breach of Personally Identifiable Information," May 22, 2007.
• Treasury Directive 25-08, "Safeguarding Against and Responding to the Breach of Personally Identifiable Information," dated December 22, 2009.
• Treasury Directive 85-01, "Department of the Treasury Information Technology (IT) Security Program," dated March 10, 2008.
• Treasury Directive 74-15, "Performing Temporary Duty at or Near the Permanent Duty Station or Residence," dated April 6, 2001 and reaffirmed September 21, 2011.
• CANCELLATION . Treasury Directive 74-12, "Use of Government Contractor-Issued Travel Charge Cards," dated October 20, 2011, is superseded.
• OFFICE OF PRIMARY INTEREST . Office of the Procurement Executive.

National Joint Council

• Gen Sec Annual Report - 2022-23
• NJC Labour Relations Training Sessions for the LR Community
• NJC Recognition
• Photo Gallery
• Current Committee Activities
• NJC Constitution
• NJC By-Laws
• NJC Co-Development Process
• NJC Results for Employees
• Organization Chart
• NJC Membership
• NJC Statement of Values
• Disability Insurance Plan
• Public Service Dental Care Plan
• Public Service Health Care Plan
• Coordinators
• Search Decisions
• Information Notice - Change in Grievance Practice
• Grievance Process and Procedures
• Publications
• NJC Communiqués

Travel Directive

Note:   Public Service employees must contact their  Designated Departmental Travel Coordinator  with their questions.

Communiqués                      Other related documents

• Collective agreement
• Grievance procedure
• Effective date
• Purpose and scope
• Application
• Definitions
• 1.1 Authorization
• 1.2 Loyalty programs
• 1.3 Overpayments                       
• 1.4 Receipts
• 1.5 Responsibilities
• 1.6 Suppliers, services and products
• 1.7 Travel advances
• 1.8 Travel forms
• 1.9 Workplace change (applies within the headquarters area only)
• 2.1 Insurance plans and compensation
• 2.2.1 Crown Vehicles
• 2.2.2 Rental Vehicles
• 2.2.3 Private Motor Vehicles
• 3.1.1 Accommodation
• 3.1.2 Additional business expenses
• 3.1.3 Bottled water
• 3.1.4 Currency exchange
• 3.1.5 Dependant care
• 3.1.6 Home communication
• 3.1.7 Incidental expense allowance
• 3.1.8 Insurance
• 3.1.9 Meals
• 3.1.10 Rest periods
• 3.1.11 Transportation
• 3.1.12 Weekend travel home
• 3.1.13 Weekend travel - alternatives
• 3.2.1 Accommodation
• 3.2.2 Additional business expenses
• 3.2.3 Bottled water
• 3.2.4 Currency exchange
• 3.2.5 Dependant care
• 3.2.6 Home communication
• 3.2.7 Incidental expense allowance
• 3.2.8 Insurance
• 3.2.9 Meals
• 3.2.10 Rest periods
• 3.2.11 Transportation
• 3.2.12 Weekend travel home
• 3.2.13 Weekend travel - alternatives
• 3.3.1 Accommodation
• 3.3.2 Additional business expenses
• 3.3.3 Bottled water
• 3.3.4 Currency exchange
• 3.3.5 Dependant care
• 3.3.6 Home communication
• 3.3.7 Incidental expense allowance
• 3.3.8 Insurance
• 3.3.9 Meals
• 3.3.10 Rest periods
• 3.3.11 Transportation
• 3.3.12 Weekend travel home
• 3.3.13 Weekend travel - alternatives
• 3.4.1 Accommodation
• 3.4.2 Additional business expenses
• 3.4.3 Bottled water
• 3.4.4 Currency exchange
• 3.4.5 Dependant care
• 3.4.6 Home communication
• 3.4.7 Incidental expense allowance
• 3.4.8 Insurance
• 3.4.9 Meals
• 3.4.10 Rest periods
• 3.4.11 Transportation
• 3.4.12 Weekend travel home
• 3.4.13 Weekend travel - alternatives
• 4.1 Escort Officers
• 4.2 Ships Officers / Ships Crews
• 4.3 Special transportation needs
• 5.1 Death while in travel status
• 5.2 Emergencies, illnesses and injuries while in travel status
• Appendix A - Guide to Insurance Coverage for Employees on government Travel
• Appendix B - Kilometric Rates - Modules 1, 2 and 3
• Appendix C - Allowances - Modules 1, 2 and 3
• Appendix D - Allowances - Module 4
• Appendix E - Blanket travel authority templates - Module 1 - Travel within headquarters area
• Appendix E - Module 2 - Travel outside headquarters area - no overnight stay
• Appendix E - Module 3 - Travel in Canada and continental U.S.A. - overnight stay
• Appendix E - Module 4 - International travel - overnight stay
• Appendix F - Sample declaration

Language selection

• Français fr

Appendix B: Meals and allowances

Effective: April 1, 2023

1. Travel in Canada

2. travel in usa.

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

3. 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)

Page details

Employee and Non-employee Travel Allowances

The allowances described below reflect current economic conditions and are calculated based on the standards and oversight that are applicable to departments and other entities of the Government of Canada subject to the Treasury Board policy instruments, in both spirit and intent, and in manners that are consistent with IDRC’s operations and obligations. 

The primary source of information for establishing the IDRC’s travel allowances is the appendices of the travel directive of the National Joint Council of Canada (NJC). Where NJC calls for actual and reasonable costs of meals, IDRC prefers to use allowances in order to more efficiently control its expenses; consequently, IDRC refers to the rates established by the UN’s International Civil Service Commission in the latter case. IDRC reviews its travel allowances on a quarterly basis to make sure that they are adjusted to the changing cost of living and that they remain aligned with the sources described above.

Allowance rate tables are available below for both employees and non-employees. The rates are applicable to all travel commencing on or after the effective date indicated in each table.

1. Dependant care allowance – Employee Travel Policy, section 12.4   An eligible employee is entitled to the reimbursement of incremental dependent care expenses, supported by receipts, up to the rate noted in the table.

2. Use of private vehicle – Employee Travel Policy, sub-section 12.10.4  Where employees are authorized to travel by private vehicle on Centre business, they shall be reimbursed at a rate noted in the table (taxes included). Normally, reimbursement for the use of personal vehicles happens at IDRC’s head office in Ottawa and exceptionally in regional offices (as per paragraph 8.8.5(b) of Chapter 8 on Overseas Staff - Ottawa-hired of MPM Volume I). In both cases, IDRC uses the same flat rate allowance per kilometre that is applied for the use of private vehicles in Ontario as published by the NJC. 

3. Non-commercial accommodation – Employee Travel Policy, section 12.1   An employee lodging in non-commercial accommodation, while on travel status, may claim the amount noted in the table and the amount is exclusive of the meal per diem.

Refer to section 5 below for information on employee incidental allowances in relation to non-commercial lodging.

4. Meal allowance – Employee Travel Policy, section 12.9

• The table includes IDRC rates for 160+ countries where meal allowances are denominated in CAD.
• If any amount indicated is insufficient for a given location, or no amount is indicated for a given location, employees can claim meal expenses on the basis of actual costs supported by receipts. If actual costs are claimed, they should be claimed for the entire duration of the stay at the said location where the allowance was found to be insufficient or non-existing.

5. Incidental allowance – Employee Travel Policy, section 12.9   The incidental allowance is country or country-city specific. There is no general amount covering all locations. The incidental allowance is payable to the traveller for round-trip, same day travel provided that the duration of the official travel is at least 7.5 hours. Incidental allowances are meant to cover the costs of laundry, local telephone calls, gratuities, etc.

A lower Incidental allowance is paid to employees using a non-commercial accommodation. 

Meal and incidental per diems and other allowances - Employees  (PDF, 164 KB)

Non-Employees

1. Mobilization allowance

• The mobilization allowance is a fixed amount provided to contractors, participants and interviewees whose travel is paid by IDRC. The mobilization allowance covers the cost of airport taxes, visas, and ground transportation (taxis, shuttle service, etc.) to and from the airport.
• Two rates are provided based on domestic travel, where a visa is not required, versus international travel, where a visa may be required.
• In cases where the cost of visas largely exceeds the allowance, the IDRC may consider covering such additional expenses based upon submission of original receipts.

2. Use of Private Vehicles

In North America only, the use of private vehicles will be allowed but reimbursement of the associated costs shall not exceed the cost of the least expensive train or air transportation fare for the most direct route. Travel by private vehicle owned by non-employees will be reimbursed at the rate per kilometre indicated in the all-inclusive meal and incidental per diems and other allowances for non-employees found below. Non-employees under service contracts cannot charge fees to IDRC for travel time when using private vehicles.

The cost of using private vehicles outside of North America will be built into service contract fees or participants’ travel grants, as applicable.

3. Accommodation

The standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped. Options for accommodation generally include hotels, motels, and other commercial establishments.

Accommodation costs should be within the City Rate Limits for Accommodation of Federal Public Servants . If accommodation costs are more than 25% above the City Rate Limit, the approver of the non-employee travel authorization must explicitly approve the exception.

4. All-inclusive meal and incidental allowance   The all-inclusive meal and incidental allowance is designed to facilitate travel and cover expenses for meals, laundry, local telephone calls, gratuities, etc.

5. Treatment of HST (Canada)  The all-inclusive meal and incidental allowance for Canada includes the harmonized sales tax (HST). As such, contractors working in Canada must not claim HST on top of the allowance for Canada provided in the table below. 

All-inclusive meal and incidental per diem rates and other allowances - Non-employees  (PDF, 162 KB)

Public Service Alliance of Canada

​​​ Member Login

Travel Policy

Revised April 2019

TABLE OF CONTENTS

1 – Introduction 2 – Administration 3 – Insurance 4 – Transportation 5 – Travelers with disabilities 6 – Illness, injury and death while in travel status 7 – Accommodation 8 – Meals, incidentals and other expenses 9 – Family care while in travel status 10 – Extended period in travel status 11 – Travel outside Canada 12 – Appendices

1 – INTRODUCTION

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. 

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.

Incidental expenses – includes such items as gratuities (excluding those for use of taxi services), 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). 

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 or 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.

2 – ADMINISTRATION

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.

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.

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 Reservations (10 or more travellers)

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.

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

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.

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.

2.7 PSAC Travel Authorization and Requisition for Advance-Internal form (for PSAC use only)

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.

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. 

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.

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.

2.12 Rest Periods

2.12.1 To alleviate fatigue caused by time-zone changes or overnight travel, a suitable rest period of up to 10 hours may be allowed between the time the traveller arrives at the destination (home, hotel, event site) and the time the traveller is required to report for work. 

3 – INSURANCE

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)

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.

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.

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 – TRANSPORTATION

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.

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 and where continuous air travel exceeds 9 hours. The National President, National Executive Vice-President and Branch Directors will have the responsibility for approval of all business/executive class travel based on the recommendations from the Coordinator. Supporting documents for deviations may be required.

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 economy class, however, business class travel may be authorized in certain circumstances based on the approval of the appropriate signing authority.

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.

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).

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

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.

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.

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.

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.

6 – ILLNESS, INJURY AND DEATH WHILE IN TRAVEL STATUS

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

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.

7 – ACCOMMODATION

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).

• 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.

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.

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.

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 – 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

8.1.1 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.

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.

8.2 Meals provided

8.2.1 When a full meal is provided by the PSAC as part of catering for meetings, conferences and other activities, the traveller shall not claim, nor be reimbursed the meal allowance. However, travellers may claim meal allowances even when full meals have been provided as part of the accommodation rate or as part of the commercial carrier’s ticket price.

(“Full meal” in 8.2.1 does not refer to snacks or light refreshments provided as part of a morning break for example (such as a muffin and coffee) or to a welcome reception which is not intended to replace a meal).

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).

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. 

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.

8.6 Excess luggage and 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.

9 - FAMILY CARE WHILE IN TRAVEL STATUS

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 members from participating in union activities.

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

Members 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 member:

• 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 member 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

• 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 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.

10 - EXTENDED PERIODS IN TRAVEL STATUS

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 several weeks.

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.

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.

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 – TRAVEL OUTSIDE CANADA

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.

11.2 Approval

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

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. 

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.  

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.

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.  

12 – APPENDICES

APPENDIX A – PSAC Rates – Meals & incidental allowances and kilometric rates

APPENDIX B – Daily meal rates at locations abroad

APPENDIX C – Unionized Hotels Directory in Canada - To come

Join our mailing list

Join Our Mailing List

Notre liste de diffusion