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Travel Rates And Hospitality

Travel Rates Information - April 1, 2004

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Effective Date: 2004-04-01

This travel information applies to employees who are required to submit expense claims for trips made on official government business.

Seventy five percent (75%) of the meal and incidental allowances shall be paid starting on the thirty first consecutive calendar day of travel status while at the same location when corporate residences and or apartment hotels are available to a traveller in the area surrounding the workplace, or the traveller chooses to stay in private accommodations.

1. Transportation and Travel Standards

Air Travel
- Economy class, excursion or discount fares preferred.

Rail Travel
- Managers can now authorize VIA 1 rail service travel when it meets operational requirements or when it is considered a cost-effective alternative to air and/or car travel.

Private Vehicle Travel
- The rates payable in cents per kilometre for the use of privately owned vehicles driven on authorized government business travel are shown below.

Provinces	Cents / Km (taxes included)
Alberta	43.0
British Columbia	41.5
Manitoba	39.0
New Brunswick	42.5
Newfoundland and Labrador	46.5
Northwest Territories	47.0
Nova Scotia	42.5
Nunavut	47.0
Ontario	44.0
Prince Edward Island	42.0
Quebec	46.0
Saskatchewan	38.5
Yukon 42.0	47.5

1. Traveller requested kilometric rates (lower rates) no longer apply to the Travel Directive.
2. Before using a private vehicle for government travel, employee must ensure that he/she has adequate insurance and must be aware that, in the event of an accident, the government assumes no responsibility for deductible amounts related to comprehensive or collision coverage.
3. In addition to the allowance payable, an employee shall be reimbursed the necessary costs incurred for road, ferry and bridge tolls, and necessary parking charges away from the workplace.
4. The kilometric rate payable when a Canadian registered vehicle is driven on government business travel in more than one province or in the USA shall be the rate applicable to the province or territory of registration of the vehicle.
5. For United States of America mileage/kilometric rates, please consult the Department of Foreign Affairs and International Trade - United States of America Mileage/Kilometre Rates which are also posted in the Policy Centre, Finance, Public Health Agency of Canada, Financial Information and Training, Travel rates and hospitality.

2. The rates payable in cents per kilometre for the use of privately owned vehicles driven on authorized government business such as the Commuting Assistance Directive, Isolated Posts Directive, Reservists, Relocation Directive, Isolated Post Directive, etc. The Traveller requested kilometric rates (lower rates) are shown below:

These rates do not apply to the Travel Directive.

Provinces	Cents / Km (taxes included)
Alberta	11.5
British Columbia	12.5
Manitoba	11.5
New Brunswick	13.0
Newfoundland and Labrador	13.5
Northwest Territories	22.5
Nova Scotia	13.0
Nunavut	22.5
Ontario	12.5
Prince Edward Island	12.0
Quebec	12.5
Saskatchewan	12.0
Yukon 42.0	21.0

3. Daily Meals and Incidental Expenses (taxes included)

Meals	Canada & USA	Yukon & Alaska	N.W.T	Nunavut*
Breakfast	11.55	11.85	12.45	18.75
Lunch	11.30	12.45	13.40	21.10
Dinner	31.80	39.95	39.60	52.55
Maximum Daily Meal Allowance	54.65	64.25	65.45	92.40
Daily Incidental Expense Allowance for commercial, institutional and private accommodation	17.30	17.30	17.30	17.30
Maximum Daily Composite Allowance	71.95	81.55	82.75	109.70

4. Weekend travel home transportation allowances (taxes included)

(Refer to 3.3.12 Weekend travel home, Every weekend: (b))

Weekend travel home	Canada & USA	Yukon & Alaska	N.W.T	Nunavut*
two-day weekend	243.90	263.10	265.50	319.40
three-day weekend	365.85	394.65	398.25	479.10
four-day weekend	487.80	526.20	531.00	638.80

* Locations in Nunavut

Alert Arviat (formerly Eskimo Point) Baker Lake Cambridge Bay Cape Dorset Chesterfield Inlet Clyde River Coral Harbour Eureka Gjoa Haven Grise Fiord

Hall Beach Igloolik Iqaluit Kimmirut (formerly Lake Harbour) Kugaaruk (fomerly Pelly Bay) Kugluktuk Nanisivik Pangnirtung

Pond Inlet Qikiqtarjuaq (formerly Broughton Island) Rankin Inlet Repulse Bay Resolute Sanikiliuaq Taloyoak (formerly Spence Bay) Whale Cove

Travel in USA.

Rates in the USA are now the same as in Canada but paid in U.S. funds for example, the maximum daily commercial composite allowance is $71.95 US.

5. Accommodation

Accommodation should be comfortably equipped and conveniently located. However, where hotels are listed in the white pages of the Hotel Directory for Government employees and an employee uses alternate commercial accommodation, reimbursement shall be based on the actual cost up to a maximum of $50 CAN and $50 US respectively or the rate of the white page hotel that the employer would otherwise have authorized, whichever is less. If desired, an employee may make private accommodation arrangements (e.g. with relatives or friends), and claim $50.00 per night for such accommodation.

6. Receipts

A printed voucher from the supplier showing the place and date and covering the purchase of an airplane, bus, berth, coach or club-car ticket, commercial accommodation, excess luggage charges, car rentals, taxis over $10.00, ferry and parking charges, telephone calls, stenographic or typist services or rental of office equipment, special passport photos and related expenses, charges relating to Traveller’s Cheques and conversion of foreign currency hospital, medical and other expenses, should be obtained and submitted with the travel claims. In case of doubt, a receipt should be obtained. Receipts are not required for accommodation with relatives or friends, nor for separate meals.

7. Claims procedure

A travel expense claim form should be submitted within 10 working days of the travel completion date if an advance has been issued. It should be completed in chronological order and in detail. The actual amount of expenses or the applicable daily allowance should be claimed. Expenses claimed under "Sundries" or "Sundry Expenses". Bar, extra Restaurant charges and other miscellaneous items are not reimbursed.

1. Meal allowances and kilometer rates normally are subject to change on April 1 and October 1 of each year.

By following these instructions in preparing your trip and completing your travel expense claim form, you will be reimbursed promptly and without unnecessary correspondence.

Any further enquiries should be directed to your accounting office.

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