Ministers intending to travel in Canada outside the National Capital Region
should inform the Office of the Prime Minister of their destination and the
nature of the event they will be attending.
Ministers are excluded from the requirements to follow the terms of the
Treasury Board Travel Directive (see http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/td-dv_e.asp),
as explained in the Treasury Board Special Travel Authorities, which
can be accessed at http://www.tbs-sct.gc.ca/Pubs_pol/hrpubs/TBM_113/STA_e.asp.
Ministers should use the Public Works and Government Services Canada
Government Travel Modernization Office / Shared Travel Services Initiative
(GTMO/STSI) (previously the Government Travel Service, GTS) when booking travel
related to departmental business, paid from departmental budgets, or when
pre-paid tickets are needed (thereby benefiting from the government-negotiated
discounted airfares and flight insurance).
Ministers travelling for their constituency should use the House of Commons
Members' Travel Service. Alternatively, ministers may book directly with
carriers, or a travel agency/agent, and claim reimbursement following each trip,
as long as the department is not billed directly by the travel suppliers.
Ministers can use their Designated Travel Card (DTC) or their personal credit
card and be reimbursed for funds expended or they may request an advance from
their department for travel costs. Expenditures claimed, however, should reflect
probity and prudence in conducting the affairs of the department or agency.
Information regarding advances, DTCs, and other financial matters is
available from the senior financial officer in each department. DTCs are to be
used for official government business only.
Although ministers are excluded from the requirement to follow the Treasury
Board Travel Directive, it is recommended that ministers refer to that
document, since it provides good examples of expenditures that are considered
appropriate for program-related business travel.
Ministers are required to post on their respective departmental Web sites all
travel expenses incurred on program-related business. All travel expenses must
be posted on a quarterly basis within 30 days following the last day of the
quarter and must include the following information:
- the period covered by the trip and the places visited;
- transportation expenses; and
- other expenses (such as accommodation and meals).
All parliamentary secretaries and exempt staff of ministers are also required
to post all travel expenses on their respective departmental Web sites (see
section 6.1.3).
Travel expenses for ministers on program-related business include the
following costs that are charged against the operating budget of the minister.
Transportation
- GTMO/STSI service costs (e.g. airline tickets);
- fees paid to commercial carriers;
- fees for the use of privately owned, government-owned, or rental vehicles;
- fees for the rental of trains, aircraft, or marine transportation; and
- other expenses for related services.
Other expenses
- accommodation;
- meals and incidental expenses;
- luggage insurance when not provided by the carrier;
- passport, visa, and required photo expenses;
- telephone calls, facsimiles, Internet connections, and messenger services;
- office services; and
- other travel-related services.
Reimbursement procedures for the travel of ministers on departmental business
is governed by a letter from the Minister of Finance dated December 5, 1963,
that refers to Cabinet direction (included as Appendix D). Based on the
document, ministers are asked to submit as their travel claims a signed
statement that includes:
- the period covered by the trip and the places visited;
- transportation expenses; and
- other expenses (such as accommodation and meals).
This statement of expenses may be submitted on a monthly (rather than a
per-trip) basis and must include the following certification, pursuant to
section 34 of the Financial Administration Act:
"I certify that the foregoing expenditures have been incurred by
me on official government business in [month] [year]." [minister's
signature]
Along with their signed attestation, ministers are required to submit
original receipts and supporting documentation for hospitality and travel
reimbursements to appropriate departmental officials. Receipts under the control
of government institutions are subject to Access to Information (ATI)
legislation and thus obtainable through ATI requests.
The aforementioned 1963 letter also specifies that, where requested advances
are greater than the actual costs incurred, the difference should be remitted to
the department in the form of cash or a personal cheque made payable to the
Receiver General for Canada.
When a minister requires a parliamentary secretary, staff member, or exempt
staff member to travel on departmental business, reservations should be made via
the GTMO/STSI and expenses shall be in accordance with the Treasury Board Special
Travel Authorities and the Treasury Board Travel Directive, Rates
and Allowances. Travel expenditures are chargeable to the minister's operating
budget. They should be authorized by the minister or chief of staff (other than
for his or her own travel) and reviewed by a senior financial officer.
Parliamentary secretaries and all ministers' departmental and exempt staff
that are required to travel on department-related business must post on the
departmental Web site all travel expenses incurred. All travel expenses must be
posted on a quarterly basis within 30 days following the last day of the quarter
and must include the following information:
- the period covered by the trip and the places visited;
- transportation expenses; and
- other expenses (such as accommodation and meals).
When exempt staff accompany the minister, the appropriate signature is
necessary to upgrade travel to business class, in the event that the minister
does not personally sign the travel authority.
Expenditures incurred by the chief of staff should be authorized by the
minister or the minister's senior delegate for financial matters. Parliamentary
secretaries, chiefs of staff, ministers' senior policy advisors, directors of
communications, and directors of parliamentary affairs have the same travel
entitlements as the Executive Group at the EX-02 level and above (refer to the Special
Travel Authorities), except when accompanying the minister, in which case
the air travel entitlement may be upgraded if so determined by the minister.
Separate claims should be submitted when a member of a minister's staff
claims reimbursement for disbursements made on behalf of the minister and his or
her own travel expenses. The former should be accounted for separately, included
in any reports or ministerial travel expenses.
Unless a minister personally directs otherwise, the department provides a
motor vehicle for the minister's official use on government, portfolio, or
ministerial business and for personal use.
Official use encompasses any use of the vehicle for the effective conduct of
official business, including constituency business, for which travel would
normally be reimbursed by the House of Commons. Official use includes, but is
not necessarily limited to, the following:
- travel to and from a departmental office, the House of Commons, or any
other place where business is transacted;
- travel to and from airports when proceeding on business travel or when
meeting visiting dignitaries;
- travel to and from diplomatic or other social functions attended in the
capacity of a minister;
- travel under any circumstances when, for personal protection, the presence
of a security officer is required;
- transportation of classified material to, from, and between various work
locations, including a minister's residence; and
- any other use that helps in the discharge of responsibilities as a
minister of the Crown.
Ministers are authorized to make personal use of the vehicles provided by
their departments. However, they are required to pay for the privilege of
personal use. The rate of payment is one per cent of the capital cost of the
vehicle, per month (or 5/7 of one per cent if weekend use is excluded). For
purposes of computing the taxable benefit, this payment is made to the employer
for the use of the vehicle and is deducted at source.
The executive vehicle is also available to the minister's family and
household for personal use whenever it is not required for official business.
For Income Tax Act purposes, any use of an executive vehicle for
anything other than official business generally constitutes a taxable benefit.
The maximum price limit for the purchase of an executive vehicle is adjusted
annually by the Treasury Board of Canada Secretariat using the Consumer Price
Index produced by Statistics Canada. The current maximum of $32,100 is based on
the actual price paid, i.e. the invoiced price as opposed to the advertised or
manufacturer's suggested retail price. This price limit includes all options and
accessories, as well as GST, provincial sales taxes and levies, and fees for
delivery and preparation. Excluded are premiums associated with the purchase of
alternative fuel vehicles that are in excess of the price for the same vehicle
operating on gasoline.
The executive vehicle standard requires that it be of a type and
configuration that will provide for reliable, safe, and effective transportation
for the conduct of official business, such as a four-door sedan, passenger
minivan, or station wagon. In taking leadership on reducing greenhouse gas
emissions (GHG), executive vehicles will be of the following kinds:
- hybrid-electric;
- factory-equipped for natural gas, propane, or E85 ethanol; or
- among the most efficient in their class.
The Treasury Board has approved administrative arrangements requiring the
minister of Public Works and Government Services to refuse to acquire an
executive vehicle exceeding the standard.
Executive vehicles are to be acquired through procurement arrangements
established by the headquarters of Public Works and Government Services Canada
(PWGSC) as detailed in the Executive Vehicle Policy, which can be found
at http://www.tbs-sct.gc.ca/pubs_pol/dcgpubs/materielmanage/motorveh_e.asp,
and the Motor Vehicle Policy, which can be found at http://www.tbs-sct.gc.ca/pubs_pol/dcgpubs/materielmanage/motorveh_e.asp.
A list of executive vehicles that can be purchased through PWGSC can be accessed
at http://publiservice.gc.ca/services/icpsss-spicsn/gmvog/executive2003-e.pdf.
Ministers' exempt staff should consult with PWGSC headquarters before making any
decision on the type of executive vehicle requested.
Ministers and their successors, who acquire vehicles, are expected to
continue using a vehicle over its useful life. The standard requires that
executive vehicles not be replaced until they are three years old or have
travelled at least 150,000 kilometres. The price limit indicated in section
6.2.3 above will be reduced by 15 per cent if an executive vehicle is replaced
before it reaches the three-year or 150,000-kilometre standard. This will also
apply in cases where the replacement vehicle selected costs more than the lowest
quoted price received by PWGSC for the requested vehicle equipment and model. If
a minister's vehicle becomes surplus to requirements before its useful life is
over, arrangements can be made for the vehicle to be redeployed through PWGSC. A
vehicle should not be disposed of outside the federal government when there are
other eligible executives in need of it.
All the costs of operating and maintaining the motor vehicle are borne by the
department. However, no public funds shall be used to pay fines for traffic
violations, including parking violations. To ensure that the taxable benefit
portion of operating executive vehicles is uniformly calculated, the Treasury
Board requires the department to record all information about usage and
operating costs in a systematic manner.
Like all other government vehicles, those used by ministers are expected to
be registered with a private-sector fleet management company for fuel,
maintenance, and repair. This is generally the same company that is used for the
departmental fleet. A credit card is provided and should be used to pay for all
required fuel, repairs, and maintenance for the vehicle. The use of the card
allows automatic capture of vehicle data in the departmental fleet database.
Notwithstanding the normal government practice to self-underwrite government
vehicles, all executive vehicles shall be fully insured commercially. PWGSC is
responsible for the purchase and administration of the proper insurance
coverage. It pays up front for the coverage and invoices the appropriate
departments accordingly on an annual basis.
Further information on insurance can be found in section 6.5 of the Executive
Vehicle Policy, and in section 5 of the Policy's guidelines.
Ministers may travel on scheduled National Defence (ND) flights without
charge and, under certain circumstances, may use administrative fleet aircraft
provided by ND. Executive aircraft should be used only in cases where commercial
air service is not available or suitable. These aircraft are to be used only
when the purpose of the trip is to carry out ministerial or departmental
business.
Ministers, officials, and other authorized personnel will not be charged for
flights on ND Administrative Flight Services Challenger aircraft that are used
for departmental or government business. Appendix C (National Defence Guidelines
for the Use of Government Administrative Aircraft) gives full details on
executive flights and how to arrange for them.
When people who travel commercially on government business qualify for
financial benefits arising from travel, such as free tickets or compensation for
rescheduled flights offered by airlines, these benefits are the property of the
Crown. With respect to loyalty points such as Air Miles, the Treasury Board's Travel
Directive has been extended to ministers and their exempt staff. Under the
Directive, loyalty points collected during official government travel can be
used for business or personal travel. When used for personal travel, they are a
taxable benefit. For further information, see http://www.tbs-sct.gc.ca/travel/gtm-apgv/itlp-ipfv_e.asp.
A question-and-answer document can be obtained at http://www.tbs-sct.gc.ca/travel/gtm-apgv/qatmp-qrpmv_e.asp.
Ministers, parliamentary secretaries, and their family members may be
restricted from travel on non-commercial chartered or private aircraft. Please
refer to the Conflict of Interest and Post-Employment Code for Public Office
Holders for details at http://www.parl.gc.ca/oec/en/public_office_holders/conflict_of_interest/.
First-class air travel for ministers has been restricted as a result of the
February 1992 budget, as one of the initiatives to reduce government spending.
Economy or business class should be selected within the continental United
States and Canada.
For overseas flights, first-class travel may be selected in limited
circumstances, such as when ministers are obliged to conduct business shortly
after deplaning, when there is no business class service on a given flight, for
air travel in excess of nine hours, or for specific medical reasons.
Ministers may use the free railway travel afforded all members of Parliament
and their families.
When considering travel arrangements abroad, ministers must seek the approval
of the Prime Minister's Office. They must also consult with the minister of
Foreign Affairs on the foreign policy aspects and with the leader of the
government in the House of Commons and the deputy leader of the government in
the House of Commons and chief government whip about the demands of the House of
Commons.
The Prime Minister's Office, acting on behalf of the prime minister, will
authorize the travel, as appropriate, bearing in mind government priorities and
other ministerial absences from Ottawa. No trip should be planned or in any way
confirmed until it has been cleared through the Prime Minister's Office.
Once the trip is approved, procedural and substantive arrangements for the
visit, including contact with host governments and program development, must be
made through the minister of Foreign Affairs and Foreign Affairs Canada.
When considering foreign private travel, ministers should, well before
departure, inform the minister of Foreign Affairs in writing so that the
department can advise them about any issues that could complicate their visit.
This practice applies especially for countries that are designated by Canada as
requiring special consideration or security precautions.
Ministers, at their discretion, may be accompanied by their spouses on
government-owned or -operated aircraft. There is no charge for the spouse's
flight. All other travel expenses incurred by spouses will be reimbursed and
charged against the minister's operating budget when pre-authorized by the Prime
Minister's Office and only if the attendance of the spouse at an official
function is essential for reasons of protocol. During such events, the spouse is
to act as host or hostess, or the spouse is to assist the minister in the
conduct of his or her responsibilities.
When spouses are authorized to travel, their expenses are reimbursed by the
department concerned, in accordance with the provisions of the Treasury Board Travel
Directive. As indicated in Canada Revenue Agency's Interpretation Bulletin
IT 470R (Consolidated), these reimbursements may be taxable, depending on the
circumstances.
Where a member of Parliament is travelling either with or on behalf of a
minister on departmental business, subject to approval by the minister, these
costs may be charged to the department. In accordance with the Special
Travel Authorities, available at http://www.tbs-sct.gc.ca/Pubs_pol/hrpubs/TBM_113/STA_e.asp,
when members of Parliament travel on such departmental business, their travel
expenses are governed by the Travel Directive, specifically the
provisions for "travellers," but such travel is subject to trip
approval by the Privy Council Office. In addition, all such travel must be
disclosed in accordance with proactive disclosure requirements.
When a staff member is required to return to work or to remain at work after
normal and reasonable public transportation has ceased operating, the minister
has the discretion to authorize a taxi or the kilometric allowance between the
person's residence and the workplace, based on the province in which the vehicle
is plated (as per the Treasury Board Travel Directive, Appendix B).
Only the portion between work and home is reimbursed for contiguous after-hours
work, and this is done only when reasonable public transportation is
unavailable.
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