Travel Policy for Governor-in-Council Appointees

Canada Industrial Relations Board
Travel Policy for Governor-in-Council Appointees (Replaces CIRB Travel Policy and Addendum both dated September 1, 2005)
Effective August 1, 2011

1. Purpose

1.1. The purpose of this policy is to confirm the Canada Industrial Relations Board's (CIRB) financial practices with respect to the payment and reimbursement of reasonable and legitimate travel expenses incurred by Governor-in-Council appointees (GCQs). It replaces the CIRB's Travel Policy and the Addendum to the Travel Policy, both dated September 1, 2005.

The CIRB applies the rules and practices as set out in the National Joint Council travel directives. However, certain exceptions applicable to GCQs and members of the Executive group are set out in this policy.

2. References

Travel Directive, National Joint Council
Special Travel Authorities, Treasury Board Secretariat
Directive on Travel Cards and Travellers Cheques
2011 Accommodation and Car Rental Directory Preface

3. Authorization

3.1 It is imperative that all employees follow the procedures found in Information on Travel Booking and Claims.

3.2 The Assignment Memorandum that assigns a case file to a GCQ shall serve as travel authorization to and from hearings and mediation meetings related to that case file. This Memorandum is kept on the Registry file at all times and hearings/meetings are documented through a recorded minute in the Case Management System.

3.3 Any personal travel/vacation plans that affect work-related flights, hotels, or any other travel provision, must be discussed with and approved by the supervisor and, in the case of GCQs, with the Chairperson or the Executive Director. Such arrangements should not result in additional cost to the CIRB.

4. Meal Allowances

4.1 The applicable reimbursable meal allowances for GCQs are found in Appendix C1.

4.2 For each day or part day in travel status, a traveller shall be paid a meal allowance for each breakfast, lunch and dinner when applicable, if the meal was not provided free of cost to the traveller (e.g. at a Conference), or as part of the transportation cost. When this allowance is paid, no additional amount may be claimed for meals, or for gratuities associated with meals.

4.3 For each day or part day on travel status where overnight accommodation is authorized, an incidental allowance is paid to the traveller.

4.4 The meals and incidental allowances are set by the NJC and reviewed semi-annually. The rates set out in Appendix C1 will also be reviewed and adjusted semi-annually by the Chairperson until such time as all allowances are equivalent to those set by the NJC.

4.5 The daily private accommodation rate is set as per Appendix C1.

5. Air Travel

5.1 While economy class is the norm, Business Class may be authorized for flights of two (2) hours or more.

6. Maintaining Residence Outside Headquarters

6.1 Where a GCQ chooses to maintain a principal residence outside the Headquarters area and where no provision for this arrangement is made in the GCQ's appointment Instrument pursuant to section 10.1 of the Canada Labour Code, any travel between the Headquarters area and the location of the principal residence will be at the GCQ's own expense.

6.2 When the GCQ assigned to a case attends at a hearing in the location where their principal residence is located, the GCQ will be considered on travel status for each day of hearing and will be able to claim the daily private accommodation allowance as well as any other applicable allowances that would normally be available while on travel status.

6.3 If the GCQ attends a hearing or other administrative meetings in the Headquarters area, he or she will not be considered to be on travel status and will not be authorized to claim any travel related expenses.

Elizabeth MacPherson
Chairperson

Links:

Appendix B - Kilometric rates
Appendix C1 - Meals and allowances for governor in council appointees