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Travel Expenditures - Financial Administration Act (FAA)

Financial Administration Manual (FAM) Chapter 1017-3

Should there be any inconsistency or conflict between the Canada.ca and the Defence Team Intranet versions of the document, the Defence Team Intranet version shall prevail.

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  1. 1. Effective Date

    1. 1.1 This policy is effective on October 22, 2019.
    2. 1.2 This policy replaces previous Department of National Defence (DND)/Canadian Armed Forces (CAF) financial management (FM) policy instruments related to the planning, authorization, recording and reporting of travel expenditures listed in Appendix B.
    3. 1.3 The policy was approved by the Assistant Deputy Minister, Finance (ADM(Fin)) on October 22, 2019.

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  2. 2. Application

    1. 2.1 This policy applies to the planning, authorization, recording and reporting of travel expenditures for all types of government travel by public servants and non-public servants paid for or reimbursed using DND public funds unless specifically excluded in this policy.

    2. 2.2 Subject to the provisions in this policy, this includes but is not limited to:

      • Travel by public servants on government business, including training, whose travel provisions and entitlements are addressed in the National Joint Council (NJC) Travel Directive and Treasury Board (TB) Special Travel Authorities;
      • Travel by CAF members on government business, such as temporary duty, attached postings, or travelling for training purposes, whose travel provisions and entitlements are addressed in Compensation and Benefit Instructions (CBI) and the Canadian Forces Temporary Duty Travel Instructions (CFTDTI);

      • Government travel by non-public servants that falls under a contract/volunteer agreement, or other authority allowing for the payment or reimbursement of travel costs in accordance with

        paragraph 5.50; and
      • Travel by the Minister of National Defence (MND) and exempt staff in support of DND/CAF business (the policies and practices for all aspects of their travel are explained in the TB Policies for Ministers’ Offices).

    3. 2.3 This policy does not apply to:

      • Travel by DND employees/CAF members of an official personal nature including medical, compassionate and bereavement leave, relocation and other travel entitlements whose entitlements and provisions are addressed in:

        • The NJC Relocation Directive, NJC Foreign Service Directives and NJC Isolated Posts and Government Housing Directive for DND employees;
        • The Canadian Forces Integrated Relocation Program Directive for CAF members;

        • The applicable CBI for CAF members on other than temporary duty or an attached posting, and for their dependents, such as:

          1. Chapter 10 on Military Foreign Service Instructions;
          2. Chapter 11 on Isolated Post Instructions;
          3. Chapter 208 on Relocation Benefits; and
          4. Chapter 209 (Section 5 – Transportation on Leave).
      • Travel funded by grants and contributions (Vote 10) made in accordance with the TB Policy on Transfer Payments, which are not subject to the provisions of the TB Directive on THCEE; and
      • Travel costs that are considered to be hospitality in accordance with FAM Chapter 1017-1, Hospitality Expenditures.
      • Note:
      • Information on the approvals required for entitlements of an official personal nature is found under the notes in the Delegation of Authorities for Financial Administration for the DND and CAF document: column 2 – Salaries and Benefits; column 4 – Authority for Relocation and Advance; and column 5 – Foreign Service Benefits.

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  3. 3. Context

    1. 3.1 The Government of Canada as a whole and the DND/CAF in particular, incur significant travel expenditures each year to support program delivery. To provide for effective management of these resources, internal controls must be in place for the planning, authorization, recording and reporting of travel expenditures.
    2. 3.2 Due to the nature and complexity of its programs, the DND and the CAF are faced with unique situations that may not be addressed or fully articulated under the TB Directive on Travel, Hospitality, Conference and Event Expenditures (THCEE) and the TB Guide to THCEE. This policy outlines and explains the DND/CAF travel policies and practices related to the planning, authorization, recording and reporting of travel expenditures, and highlights any internal restrictions for high risk situations. It generally does not repeat the information in the TB policy instruments on THCEE.

    3. 3.3 Accordingly, this policy must be applied in conjunction with and after reading the following:

      • TB Directive on THCEE; and
      • TB Guide to THCEE.

    4. 3.4 This policy must also be applied and read in conjunction with:

      • FAM 1017-1, Hospitality Expenditures;
      • FAM 1017-2, Events and Conference Expenditures;
      • The DND and CAF Code of Values and Ethics; and
      • Defence Administrative Order and Directive (DAOD) 7023-0, Defence Ethics.

    5. 3.5 For purposes of travel entitlements and other travel benefits, this policy must be applied in conjunction with the following:

      • The NJC Travel Directive for DND employees;
      • The CFTDTI and CBI Chapter 209 for CAF members;
      • The TB Special Travel Authorities; and
      • The TB Policies for Ministers’ Offices.
    6. 3.6 All financial documentation supporting the transactions must be retained for six years once the fiscal year in which the transaction takes place has ended. When an Accounts Receivable is created, all documentation is retained until the account is cleared. When a criminal disciplinary or recovery action is taken, all documentation must be retained and protected for six fiscal years after the process is completed.
    7. 3.7 See Appendix A for the definitions applicable to this policy and a list of acronyms used.

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  4. 4. Objectives and Expected Results

    1. 4.1 The objectives of this policy are to:

      • Identify the DND/CAF key stakeholders involved with the planning, authorization, recording and reporting of travel expenditures and outline their roles and responsibilities; and
      • State and explain the DND/CAF FM policies and practices for the planning, authorization, recording and reporting of travel expenditures that are not addressed in the TB Directive or Guide on THCEE.

    2. 4.2 The expected results of implementing this policy are:

      • Effective governance, oversight and internal controls over travel expenditures;
      • Increased awareness and understanding of key DND/CAF stakeholders in regard to their roles and responsibilities related to the planning, authorization, recording and reporting of travel expenditures; and
      • Responsible management of travel expenditures in accordance with the DND/CAF’s implementation of the TB Directive and Guide on THCEE.

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  5. 5. Requirements

    1. 5.1 The travel process begins when travel is required in order to conduct government business. RC Managers, administrators and travellers are accountable for all travel expenses and the planning, authorizing, recording and reporting of these expenses while ensuring the existence of a clear audit trail.

    Travel Planning

    • Budgeting

      1. 5.2 The annual travel ceilings determined as part of the business planning process must be respected. The annual Level One budget ceiling thresholds for travel are combined with those for conferences. A request can be made to increase the travel ceiling only after it has been determined that internal reprioritization of travel is not possible. Increases to the Level One organizations’ travel ceiling must be approved by the Investment and Resource Management Committee (IRMC).

    • Minimizing Travel Costs and Maximizing Efficiencies

      1. 5.3 In addition to the requirements of paragraph A.2.2 of the TB Directive on THCEE, travel must be planned in advance so as to minimize costs. Furthermore, travellers and the RC Managers approving travel must ensure that:

        • Alternatives to travel such as virtual presence, teleconference, videoconference and other remote meeting and training solutions are considered;
        • Bookings are made in advance to obtain discounted rates;
        • Opportunities to maximize value for money are considered (for example, by combining multiple activities within the same trip itinerary when possible);
        • The length of stay is minimized while still achieving work objectives; and
        • The number of travellers is kept to the minimum required.

      2. 5.4 Air and rail travel bookings must be made electronically through the Hogg Robinson Group (HRG)/Shared Travel Services Portal - Online Booking Tool (OBT), except in extenuating circumstances as defined by the DND/CAF procedures for travel and for units located outside North America.

        Note:

        • Booking or altering an existing booking via HRG by telephone is approximately three times more expensive than with the OBT. Telephone bookings are only permitted for group bookings, multiple leg travel and international travel or because of extenuating circumstances. The traveller can also use the HRG system to incorporate personal travel components with the understanding that any additional costs incurred by the government must be reimbursed at the time of claim processing.

    Data Requirements

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    • Cost Estimates

      1. 5.5 All travel requests must include complete cost estimates based on quotes, as well as other authorized cost elements, as provided by the NJC travel directive or CBI. This may not be possible in emergency situations, however after-the fact disclosure to the L1 must include appropriate costs and data.

      2. 5.6 In situations where it is determined that the timelines between travel approval and travel dates may cause significant cost variances, a contingency should be added to travel costs that are likely to fluctuate (e.g. airfare, rail and accommodation costs) in order to avoid having to obtain amended travel approval (re-approval). The amount of the contingency should be realistic and based on similar activities conducted in the past. This contingency forms part of the overall cost and is included to determine the appropriate approval authority.

        Note:

        • Sales Tax: In accordance with Appendix E of the TB Guide to THCEE, RC Managers are reminded that an exemption from Provincial Sales Tax (PST) must be claimed when applicable in accordance with the DND/CAF policy guidance provided for PST. When an exemption from PST cannot be claimed (e.g. use of an Individual Designated Travel Card or personal funds), the costs in the travel approval request must include the applicable PST.

    • Forms, Data Categories/Elements

      1. 5.7 DND/CAF travel authorization/approval request forms and templates must be used for approving travel and must capture both the category and all of the trip authorization data elements.
      2. 5.8 All requests for travel must be identified by a category. If a planned trip involves more than one of the five travel categories as defined in paragraph A.2.2.7 of the TB Directive on THCEE, the primary category must be used in the approval request and for financial coding purposes. See Appendix C for examples of the travel categories.
      3. 5.9 Requests for travel approval must include the trip authorization data elements outlined in paragraph A.2.2.8 of the TB Directive on THCEE (e.g. objective, category, traveller as public servant or non-public servant, virtual presence or other remote meeting solutions, number of travellers, mode of transportation, accommodations, meals, and incidentals and other costs).

    • Audit Trail

      1. 5.10 An audit trail must exist for all travel and RC Managers must ensure that supporting documentation is maintained in accordance with government policy.
      2. 5.11 Evidence of approval may be in the form of the original signed travel request form, a photocopy of the signed travel request form, an email, or a copy of other authorized electronic processes in use by the Department. When approval is by email or other authorized electronic process, it must contain all of the trip authorization data elements as well as any other information required for approval. It must be retained as part of the documentation supporting the travel approval. In addition, there must be an audit trail demonstrating the email approval or other authorized electronic process being used that originates from the appropriate delegated authority.

    Travel Approval Authority

    1. 5.12 All travel expenditures incurred through the use of public funds must be approved and managed under a valid Government of Canada or DND/CAF authority.

    • Authority to Approve Travel

      1. 5.13 Travel approval must be obtained from the appropriate approval authority prior to initiating expenditures and entering into financial obligations (e.g. a contract) for the travel. The authority to approve travel (including advances) is delegated to positions in the Delegation of Authorities for Financial Administration for the DND/CAF instrument. In order to exercise this authority, incumbents of these positions require a valid signed Delegation of Authorities (DoA) form with column 3.

        Notes:

        • For most positions, the delegation is based on the location of the person occupying the position with delegated authority, i.e. whether the approval authority’s regular workplace is inside or outside the National Capital Region (NCR). The traveller’s location has no impact on the exercise of the delegated authority.
        • A person occupying a position with delegated authority outside of the NCR can approve travel for individuals in the NCR (and vice versa) if paid from the approving authority’s budget or from a subordinate RC Manager’s budget that is within their financial chain of command.
        • In those instances where the MND/Deputy Minister (DM) has authorized units to use their own delegation matrix, this is to be followed as appropriate.

      2. 5.14 The DND employee/CAF member providing travel authorization (travel approval) must:

        • Hold a higher position, rank or appointment than the traveller;
        • Occupy a position with delegated Expenditure Initiation Authority (EIA) at the required level for the planned travel, and be designated to exercise this authority through a valid signed DoA form; and
        • Be the RC Manager whose budget is being charged, or a higher level RC Manager within the same organization/financial chain of command.

        This applies even when the travel is for individuals from outside of the RC Manager’s organization unless there is a control framework in place (see paragraph 5.16).

        Note: The delegated EIA for travel is not cost-based, however, the incumbent of a position with delegated authority may have cost or other restrictions for travel on their DoA form.

      3. 5.15 When a person other than the traveller’s immediate superior (for CAF members, direct chain of command or reporting line) is approving the travel, the traveller’s immediate superior must also agree to the travel. This agreement is required to confirm that the travel is necessary, meets operational requirements and provides accommodation of needs.

      4. 5.16 When an RC Manager (Originating RC Manager) wants to allow an RC Manager outside of their organization (Receiving RC Manager) to exercise EIA for travel on their budget (e.g. for centralized budgets), this must be provided under a control framework as explained in section 6.1 (Authorization to Charge Another RC Manager’s Budget) of FAM Chapter 1014-4-1, Control of Financial Signing Authorities.

        Note:

        The control framework cannot be used to authorize the Receiving RC Manager to exercise an authority level that:

        • Exceeds the Originating RC Manager’s authority level; or
        • Exceeds their own authority level.
      5. 5.17 When the Chief of the Defence Staff (CDS) or Ombudsman is travelling, approval must be sought from the DM or the MND (following routing through the DM’s office).
      6. 5.18 As per Section A.2.2.9 of the TB Directive on THCEE, all travel by the DM must be approved by the ADM (Fin)/Chief Financial Officer (CFO).
      7. 5.19 In situations when the travel is related to an event activity, event approval must be obtained first.

    • Amended Travel Approval (Re-Approval)

      1. 5.20 Situations may require an amended travel approval request (‘re-approval’) that must be approved at the appropriate approval authority level in advance of initiating travel. This occurs when there are significant changes to the elements of a trip and/or because of these changes the travel is no longer within the dollar limits or other restrictions specified on the original approval authority’s DoA form.

      2. 5.21 Significant changes that trigger the requirement for an amended travel approval include situations when:

        • The revised estimated travel costs (including any contingency) exceed the originally approved amounts by greater than 25%;
        • There is a change to the originally approved trip destination;
        • There is a significant change to the originally approved trip duration (i.e. the revised trip duration exceeds that originally approved by more than 10%);
        • There is a date change for the planned travel that is not within a reasonable timeframe of the originally approved travel date (see Notes);
        • There is a significant change in the purpose of the trip than that originally approved;
        • A group trip was approved using a TP and the number of travellers for the trip exceeds the originally approved number by more than 10%; or
        • A traveller is added to an approved TP but their position requires a higher level of approval than the original level provided.

        Notes:

        • Re-approval is required when the delay is nine months or more from the originally approved date and the delay results in the planned travel being deferred to the next fiscal year.
        • Re-approval may be required when the delay is less than nine months if one of the other criteria above changes, regardless of whether the delay results in the planned travel being deferred to the next fiscal year. If one of the above criteria changes then all criteria must be re-evaluated to see if re-approval is warranted.
      3. 5.22 When the travel is part of an event, event re-approval may also be required. For information on changes that trigger event re-approval, refer to the FAM Chapter 1017-2 Event and Conference Expenditures.
      4. 5.23 Any necessary re-approval must be provided prior to initiating the travel expenditures. The re-approval request must be approved by the original approving authority unless it falls outside their approval authority limit (financial and/or specific restrictions).

    • When Travel Approval or Re-Approval Has Not Been Obtained Prior to Initiating Travel Expenditures

      1. 5.24 Obtaining travel approval or re-approval after initiating or incurring travel expenditures is not permitted. However, in exceptional circumstances when travel approval or re-approval authority cannot be obtained prior to initiating travel expenditures (e.g. emergency travel, immediate operational requirements, etc.), a Briefing Note (BN) must be submitted to the person who would have been the approval/re-approval authority. The BN is to ascertain if reimbursement is authorized in accordance with government/CAF authorities. The BN must explain why the proper approval was not obtained in advance and what corrective actions were taken to prevent reoccurrence.
      2. 5.25 It is important to highlight that an authority must exist to authorize reimbursement of a particular travel item. Prior to initiating the BN, RC Managers must verify that an existing policy or legal instrument (e.g. CBI, NJC travel directive, QR&O, etc.) and delegated authority allow for the reimbursement or other corrective action.
      3. 5.26 In situations when the travel re-approval requires a higher authority level, the BN must be routed through the original approving authority for their awareness.
      4. 5.27 If the travel was initially approved as a consolidated event package, the BN must be submitted to the person who approved the event package and the person that would have been the re-approval authority for the travel component if it required a higher authority level.
      5. 5.28 When both travel and event re-approval were not obtained prior to initiating expenditures, the BN must be submitted to the person who approved the event package and the person who would have been the re-approval authority for the event package if it required a higher authority level (i.e. the most senior authority for the event and THCEE component re-approvals).

    • Travel and Event Approval

      1. 5.29 In situations when there are multiple unrelated activities included in the same trip itinerary, if one of the activities requires event approval, the event approval request should only include the portion of travel costs allocated to this activity.
      2. 5.30 For travel that includes an activity requiring event approval, the travel costs must be included within the total event costs submitted for approval. The travel approval is conditional upon event approval (i.e. the approval authority for the event can refuse the travel).
      3. 5.31 Supporting documentation retained for travel that is part of an event must include evidence of event approval. Evidence may be in the form of an email from the event sponsor.
      4. 5.32 When local travel is the only cost element of an event, the travel approval is also considered to be event approval. This is conditional on the approving RC Manager having authority to approve both event and travel on their DoA form.

    Travel Authorization Methods

    • Individual Travel Authorization (ITA)

      1. 5.33 The ITA form is for travel that involves a single individual, regardless of itinerary. The use of an authorized Departmental form or authorized electronic process is required.

    • Travel Plan (TP)

      1. 5.34 A TP form may be used for authorization in situations where multiple travel will take place (i.e. when there are multiple travellers and/or trips requiring travel approval, as well as generally knowing when and where the travel will occur). A single TP can therefore be submitted for travel approval on behalf of all the travellers and for all the trips.
      2. 5.35 The highest approval level required for a single trip in the TP determines the authority and approval level required for the TP.
      3. 5.36 When there are significant changes to individual trips in the TP, these trips may require re-approval.

    • Blanket Travel Authority(BTA)

      1. 5.37 A BTA can be used to pre-approve multiple trips for a single public servant when:

        • Required to travel in a continuous and/or repetitive manner, with no variation in the specific terms and conditions of the trips;
        • Sufficient information is available for these repetitive trips (e.g. known travel locations, known purpose, reasonable cost estimates etc.); and
        • It is not administratively efficient to obtain prior travel approval for each individual trip.
      2. 5.38 When requesting this approval, the DND/CAF BTA form (available in the Defence Forms Catalogue) must be used.
      3. 5.39 BTAs cannot be used for non-public servants.
      4. 5.40 The approval of BTAs must be formally documented and reviewed at least once per year.
      5. 5.41 Once a BTA has been approved, there is no requirement to obtain travel approval for each individual trip. In the event a trip does not fall under the BTA parameters, the specific trip would require individual approval prior to initiating travel expenditures for the travel.
      6. 5.42 As BTAs are restricted to use within a fiscal year, a new BTA must be obtained each fiscal year if the need for the travel by the public servant still exists.
      7. 5.43 BTAs become invalid if the DND employee/CAF member permanently vacates his/her position.

    Specific Travel Circumstances

    • Emergency Travel

      1. 5.44 All RC Managers can approve emergency travel in accordance with the Delegation of Authorities for Financial Administration for the DND and the CAF instrument. Official completion of travel authorization forms is encouraged if time permits. When the RC Manager is not the normal approval authority level for the type of travel required for the emergency, subsequent written disclosure of the related travel costs must be submitted to the appropriate L1 Advisor.

    • Personal Travel

      1. 5.45 For situations when a DND employee/CAF member or other individual wishes to incorporate personal travel into the planned official government travel, the traveller will be responsible for absorbing all additional costs associated with the personal travel (e.g. added accommodations, parking, meals, incidental expenses and any increase to transportation costs such as for air, train, bus, etc.).

    • Local Travel

      1. 5.46 Local travel requires approval by an RC manager with delegated travel authority to confirm that the travel is reasonable, necessary and meets operational requirements, but does not necessarily require completion of an individual travel request form. For example, approval can take the form of an email or BTA. The selection and approval of the mode of transportation shall be based on cost, duration, convenience, safety and practicality.

    • Military Operations Travel

      1. 5.47 This policy applies to all military operations travel costs coded to travel General Ledger (GL) accounts.

      2. 5.48 Travel in and out of theatre for a specific CAF mission/task that is approved at the operational level using a detailed Canadian Forces Task Planning Operations (CFTPO) or TP does not necessarily require an RC Manager to subsequently approve EIA for each of the trips in the mission/task. However, in these situations, all trip authorization data elements and financial coding must be included in the CFTPO or TP. The organization issuing the CFTPO needs to clarify if travel approval was already obtained. Otherwise, the CFTPO must contain a control framework in accordance with FAM 1014-4-1 to authorize the recipient organization to exercise the authority on the issuing organization’s budget.

        Note:
        ITA forms are often required not for EIA approval but for financial coding reasons or other missing data elements.

    • Non-Public Servant Travel

      1. 5.49 An authority to pay for or reimburse non-public servant travel using public funds must be in place before travel approval. See Appendix D for a Summary of Non-Public Servant Travel Approval Authorities. Some or all of the THCEE requirements for travel found in this policy will apply, depending on the specifics of the underlying authority used for the travel.

    • Contractor and Volunteer Travel

      1. 5.50 Contractor and volunteer travel can only be paid for using public funds when:

        • Their contract/agreement sets out travel requirements and states that the contractor/volunteer will be reimbursed for travel costs; and
        • The travel has been approved by the appropriate delegated authority using a DND/CAF-approved travel authorization/travel approval request form prior to initiating any travel expenditures.
      2. 5.51 When DND is being charged a flat fee in a contract or a flat rate per day and travel is built into the flat rate/fee, the contractor/volunteer travel is not subject to the provisions of this policy and therefore travel is not administered using this policy. Under these circumstance, it is up to the contractor(s) or volunteer(s) to arrange their own travel.
      3. 5.52 The TB Special Travel Authorities provide the entitlements and additional requirements related to travel for persons on contract.

    • Travel by the Minister and Minister’s Office Exempt Staff

      1. 5.53 The EIA approval levels in this policy do not apply for travel costs of the Minister and the Minister’s Office exempt staff that are in support of DND/CAF business. These are approved in accordance with the requirements of the TB Policies for the Ministers’ Offices.

    Recording Travel Expenditures

    • Recording Travel Expenditure Transactions

      1. 5.54 The approved costs, actual costs and the trip category (reflected in the GL code), for the following must be recorded in DRMIS, Claims-X or another related DND/CAF system for all public servant and non-public servant travel paid for or reimbursed using public funds:

        • Each mode of transportation;
        • Accommodations;
        • Meals; and
        • Incidentals and other costs.

    • Financial Coding for Commitments and Travel Expenditures in DRMIS

      1. 5.55 The applicable GL codes for travel (civilian travel, military travel, and non-public servant travel) must be used when establishing travel commitments in DRMIS and paying for travel. This is to ensure that all payments for travel expenditures are correctly coded and to capture the travel expenditure information referred to in paragraph 5.54 for each of the five travel categories.

    Proactive Disclosure of Travel Expenses and Annual Reporting

    1. 5.56 In accordance with paragraph 4.1.2 of the TB Directive on THCEE, travel expenses for employees at the DM, Associate DM, ADM and equivalent levels must be disclosed on a monthly basis on the Department’s external website or on Open Government within thirty days of the end of the month in which the expenses were reimbursed. This requirement also applies to individuals that act in these positions. See the departmental guidance on proactive disclosure for additional information.
    2. 5.57 The DND/CAF’s total travel expenditures must be disclosed in the Department’s Annual Report on THCEE which must be posted on the department’s external website or on Open Government.

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  6. 6. Roles and Responsibilities

    • Minister of National Defence

      1. 6.1 For purposes of this policy, the MND is responsible for:

        • Approving the CDS’s or Ombudsman’s travel (following routing through the DM’s Office) unless the DM’s approval has been requested.

    • Deputy Minister

      1. 6.2 For purposes of this policy, the DM is responsible for:

        • Approving the CDS’s or Ombudsman’s travel unless MND’s approval has been requested; and
        • Approving L1 Advisor travel.

    • Assistant Deputy Minister (Finance)/Chief Financial Officer

      1. 6.3 As the Department’s CFO, the ADM(Fin)/CFO is responsible for:

        • Carrying out the duties of the CFO outlined in Section 4.1 of the TB Directive on THCEE with the exception of paragraph 4.1.1 as the annual travel and conferences ceilings are currently approved through IRMC chaired by the DM;
        • Approving the DM’s travel;
        • Reviewing travel approval authorities delegated to positions lower than the L1 Advisor at least once per fiscal year to ensure their continued relevance and requirement to support DND/CAF operational needs; and
        • Ensuring that corrective actions are taken to address instances of non-compliance with this policy by a civilian, or in the case of a CAF member, notifying the military chain of command.

    • Level One Advisors

      1. 6.4 L1 Advisors, defined as ‘Senior Departmental Managers’ as per the TB directive, are responsible for:

        • Ensuring that travel expenditure duties outlined in paragraph 4.2 of the TB Directive on THCEE are followed;
        • Ensuring that their travel expenditures are submitted for posting in accordance with the Departmental guidance for proactive disclosure;

        • Ensuring that within their organization:

          • Travel expenditures are monitored on a periodic basis and recurring expenses are assessed to ensure their continued relevance and requirement;
          • The approval of BTAs is appropriately documented and retained for audit purposes; and
          • When applicable, the need for an increase to the L1 ceiling for travel and conferences is identified as part of the Quarterly Financial Review submission or business planning process.

    • Director General, Strategic Financial Governance (DGSFG)

      1. 6.5 The DGSFG is responsible for:

        • Approving the FM procedures that are related to the responsibilities of the DGSFG organization;
        • Ensuring that this policy takes into consideration the unique situations and circumstances of the DND/CAF where travel expenditures need to be incurred but are not addressed in the TB policy instruments; and
        • Ensuring that the DND/CAF financial management and related systems adequately support the management of travel expenditures, including forecasting, reporting and the TB requirement to capture information on the trip authorization data elements.

    • Director General, Financial Operations and Services&nbs(DFOS)

      1. 6.6 The DGFOS is responsible for:

        • Ensuring that Departmental compliance with this policy and supporting procedures are monitored;
        • Compiling the departmental Annual Report on THCEE for posting on the Department’s external website or on Open Government; and
        • Developing and updating FM procedures including forms related to the responsibilities of the DGFOS’ organization in support of this policy.

    • Corporate Departmental Accounting Office (CDAO)

      1. 6.7 The CDAO is responsible for:

        • Ensuring the travel procedures required are developed to support the implementation of this policy;
        • Determining the information content required in the email when travel is approved by email and communicating the standard to the Regional Departmental Accounting Offices (RDAOs); and
        • Monitoring RDAO compliance with this policy, promoting internal controls and standardized financial management compliance.

    • Level One Comptrollers

      1. 6.8 L1 Comptrollers are responsible for:

        • Ensuring that an appropriate system is in place within their L1 organization to be able to provide timely, accurate and complete travel information and supporting documentation upon request;
        • Monitoring the DRMIS commitment data on an ongoing basis to ensure relevant and accurate travel information;
        • Ensuring that effective processes and controls are in place within their L1 organization to ensure compliance with this policy;
        • Ensuring that compliance with this policy is monitored within the L1 organization;
        • Monitoring the use of BTAs in the L1 organization;
        • Monitoring travel approvals by email in the L1 organization to ensure that the travel category and trip cost authorization elements for both the approved and actual travel costs are captured and recorded in the appropriate DND/CAF FM system;
        • Monitoring the L1 organization’s expenditures for travel to ensure that the L1 ceiling is not exceeded; and
        • Verifying that if the L1 organization modifies the DND/CAF forms or templates used for approving travel, that these amended forms/templates include all the details required in the DND/CAF form/template and this travel policy.

    • Regional Departmental Accounting Office Comptrollers

      1. 6.9 RDAO Comptrollers (excluding 0001) are responsible for:

        • Ensuring that compliance with this policy is monitored within the geographic area covered by the RDAO; and
        • Monitoring the use of BTAs within the geographic area covered by the RDAO.

    • Corporate Secretary

      1. 6.10 The Corporate Secretary is responsible for:

        • Providing departmental direction and oversight for all proactive publishing requirements under the Access to Information Act.

    • Director, Compensation and Benefits Administration (DCBA)

      1. 6.11 The DCBA in the Director General, Compensation and Benefits (DGCB) organization within the Military Personnel Command (MILPERSCOM) is responsible for:

        • Interpreting the provisions of the CBI and CFTDTI for CAF members.

    • Director, Civilian Labour Relations (DCLR)

      1. 6.12 The DCLR in the Director General, Workplace Management (DGWM) organization within Assistant Deputy Minister, Human Resources-Civilian (ADM(HR-Civ)) is responsible for:

        • Interpreting the provisions of the NJC Travel Directive and the TB Special Travel Authorities. This interpretation is provided by the Human Resources Officers in the ADM(HR-Civ) Civilian Human Resources Service Centres.

    • Responsibility Centre Managers

      1. 6.13 RC Managers are responsible for:

        • Ensuring that the travel expenditure duties outlined in paragraph 4.2 of the TB Directive on THCEE are followed;
        • Ensuring that the appropriate EIA (or amended approval) for travel (and event approval when applicable) is obtained from the appropriate approval authority prior to initiating travel expenditures;
        • Approving a travel approval request in accordance with the position’s delegated authorities for travel;
        • Ensuring that the RC Manager’s travel approval requests are supported with appropriate supporting documentation that is retained for audit purposes;
        • Ensuring reasonable and accurate preliminary costs are included in the travel approval request;
        • Obtaining the appropriate travel approval authority or amended travel approval authority (including event approval) before contracting or procurement activities take place;

        • Monitoring planned/approved versus actual travel expenditures:

          • To minimize cost increases and variances for a specific trip; and
          • To determine if an amended travel approval is required, and if so, submitting the amended travel approval request for approval;
        • Monitoring travel expenditures on an ongoing basis throughout the fiscal year and assessing recurring travel expenditures to ensure their continued relevance and requirement;
        • Using BTAs in accordance with the provisions of this policy;
        • Ensuring that when the travel approval is by email, that the travel category and cost trip authorization elements for the estimated travel costs are recorded in the appropriate DND/CAF FM system;
        • Disclosing the related travel costs to the RC Manager’s L1 Advisor when emergency travel has been approved and the RC Manager is not the normal approval authority level for the type of travel required for the emergency; and
        • Ensuring that an appropriate system is in place within their organization to be able to provide timely, accurate and complete travel information and supporting documentation upon request.

    • Traveller

      1. 6.14 The traveller is responsible for:

        • Becoming familiar with and understanding the provisions of this policy;
        • Consulting and obtaining authorization including blanket travel authority, when applicable, to travel in accordance with the policy;
        • Informing DND or its suppliers of his/her needs that may require special accommodation;
        • Completing and submitting travel expense claims with necessary supporting documentation as soon as possible after the completion of the travel; and
        • Cancelling reservations as required, safeguarding travel advances and funds provided, and making outstanding remittances promptly.

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  7. 7. Consequences of Non-Compliance

    1. 7.1 Under the TB Policy on Financial Management, the DM is responsible for investigating and acting when significant issues regarding policy compliance arise, and ensuring that appropriate remedial action is taken to address such issues within the DND/CAF. The TB Framework for the Management of Compliance provides guidance on the considerations for determining the possible mix of consequences, which include the impact of the non-compliance, whether there has been a history of non-compliance, whether there was intent and other circumstances.
    2. 7.2 To support the DM’s responsibility under the TB Policy on Financial Management, the ADM(Fin)/CFO or in the case of a member of the CAF, the military chain of command at the ADM(Fin)/CFO’s direction, must ensure corrective actions are taken to address instances of non-compliance with this policy. Corrective actions can include a requirement for additional training, changes to procedures or systems, removal or suspension of delegated financial authorities on a temporary or permanent basis, disciplinary action or other measures as appropriate.

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  8. 8. References

    1. 8.1 Legislation

    2. 8.2 Treasury Board, National Joint Council and Central Agency FM Policy Instruments

    3. 8.3 DND/CAF FM Policies

    4. 8.4 DND/CAF FM Guides, Forms and Other Tools

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  9. 9. Enquiries

    1. 9.1 Enquiries on this policy are to be directed to the appropriate L1 Comptroller.
    2. 9.2 If the L1 Comptroller needs guidance on the matter(s) raised, the L1 Comptroller may contact CDAO.
    3. 9.3 If CDAO requires interpretation or clarification on the matter(s) raised, CDAO may contact Director, Financial Policy (DFP).

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  10. Appendix A - Definitions and Acronyms

    Definitions

    Authority to approve travel
    Means Expenditure Initiation Authority (EIA) for the planned travel expenditures. This is a separate authority from commitment control authority (Section 32 FAA), contracting authorities and other required financial authorities. It is also a separate authority from event approval. The authority to approve travel is delegated by the DM to DND/CAF positions specified in the Delegation of Authorities for Financial Administration for the DND and the CAF document.
    Blanket Travel Authority (BTA)
    The approval of travel which is continuous or repetitive in nature, with no variation in the specific terms and conditions of trips and where it is not practical or administratively efficient to obtain prior approval for each individual trip. Any exceptions to the BTA parameters require the individual trip to be specifically approved prior to initiating travel expenditures where possible. A BTA does not apply to groups of public servants. A public servant may have more than one BTA simultaneously.
    Emergency travel
    Travel to enable the DND/CAF to respond rapidly to urgent and unforeseeable events in order to provide expertise or delivery of DND/CAF programs or services to safeguard health, safety and security (e.g. search and rescue, floods, humanitarian aid etc.).
    International travel
    Refers to travel outside the continent of the traveller’s assigned workplace. For example, for those whose assigned workplace is within Canada, travel to continental United States of America is considered domestic travel, while any travel to Hawaii is considered international.
    Local travel

    Travel within a 100 km radius of the traveller’s assigned workplace (i.e. normal office or work location), with no overnight stay or use of commercial aircraft. This applies for a 100 km one-way distance from the assigned workplace using the safest, direct and most practical method of transportation.

    Note: This definition applies only to EIA for travel and is independent of the NJC Travel Directive and CFTDTI definitions related to the traveller’s entitlements.

    L1 Advisor
    Means a civilian L1 Advisor (ADM) or a military L1 Advisor and positions that are equivalent to L1 Advisors as per the Delegation of Authorities for Financial Administration for the DND and the CAF document.
    Non-public servants
    Includes but is not limited to persons other than public servants such as casual employees, Non-Public Funds employees, contractors, veterans, volunteers (including Honorary Colonels), spouses and dependents, Interchange Canada/Exchange participants, cadets, Governor In Council Appointees to positions outside of the public service, recipients of DND/CAF services and programs, individuals who are participating in DND/CAF consultations and negotiations, individuals who are being interviewed for employment at DND or to recruit CAF members, and the Minister’s exempt staff.
    Personal Travel
    Travel that is purely personal and the traveller is not performing official government business such as travel for leisure.
    Public servants
    Include DND employees, CAF members and employees of other government departments.
    Senior departmental managers
    Include all L1s and equivalent positions as defined in the Delegation of Authorities for Financial Administration for the DND and the CAF document.
    Traveller
    Any person who is authorized to travel on official federal government business.
    Types of government travel
    Local travel, international travel, travel that is not local or international travel, and emergency travel.

    Acronyms

    ADM
    Assistant Deputy Minster
    ADM(Fin)/CFO
    Assistant Deputy Minister (Finance)/Chief Financial Officer
    ADM(HR-Civ)
    Assistant Deputy Minister (Human Resources - Civilian)
    BN
    Briefing Note
    BTA
    Blanket Travel Authority
    CAF
    Canadian Armed Forces
    CBI
    Compensation and Benefits Instructions
    CDS
    Chief of Defence Staff
    CFO
    Chief Financial Officer
    CFTDTI
    Canadian Forces Temporary Duty Travel Instructions
    CFTPO
    Canadian Forces Tasking, Plans and Operations
    Corp Sec
    Corporate Secretary
    DFO
    Director, Financial Operations
    DFP
    Director, Financial Policy
    DM
    Deputy Minister
    DND
    Department of National Defence
    DAOD
    Defence and Administrative Orders Directive
    DoA
    Delegation of Authorities
    DCBA
    Director, Compensation and Benefits Administration
    DCLR
    Director, Civilian Labour Relations
    DRMIS
    Defence Resource Management Information System
    EIA
    Expenditure Initiation Authority
    FAA
    Financial Administration Act
    FAM
    Financial Administration Manual
    GIC
    Governor in Council
    GL
    General Ledger
    ITA
    Individual Travel Authorization
    L1
    Level One
    MND
    Minister of National Defence
    NCR
    National Capital Region
    NJC
    National Joint Council
    OIC
    Order in Council
    QR&O
    Queen’s Regulations and Orders (QR&O)
    RDAO
    Regional Departmental Accounting office
    RC
    Responsibility Centre (as in RC Manager)
    TB
    Treasury Board
    THCEE
    Travel, Hospitality, Conference and Event Expenditures
    TP
    Travel Plan

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  11. Appendix B - List of Previous DND/CAF FM Policy Instruments Related to Travel Being Replaced by This Policy

    • DFP Memorandum (7356-7-29) Treasury Board Directive on Travel, Hospitality Conference and Event Expenditures and Annex A - Specific Requirements for Travel Expenditures dated 29 May 2014
    • DFP Memorandum (7356-0) Treasury Board Directive on Travel, Hospitality, Conference and Event Expenditures - Delegation of Authorities (paragraphs 4-7) dated 15 April 2015
    • DFP Memorandum (7356-0) Revisions to the Treasury Board Directive on Travel, Hospitality, Conference and Event Expenditures (paragraphs 4-5, Section II of Annex B, and Section III of Annex C) dated 18 Aug 2017
    • DFP Memorandum (7356-0) Revisions to the Treasury Board Guide to Travel, Hospitality, Conference and Event Expenditures (paragraphs 9-10) dated 07 February 2018

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  12. Appendix C - Examples of the Travel Categories coinciding with the TB THCEE Information Requirements

    Travel Category Examples
    1–Operational Activities
    • Travel by public servants or non-public servant for achievement of their day-to-day activities;
    • Travel for military operations;
    • Travel for specific activities mandated by the National Defence Act such as Judge Advocate General trials and boards of inquiries, Military Police Operations and Ombudsman investigations;
    • Travel for legislated or legally mandated activities (e.g. health and safety committee meetings);
    • Travel for the recruitment or hiring of DND employees/CAF members.
    2 – Key Stakeholders
    • Public Relations activity travel (e.g. trade shows, CAF information exhibits, etc);
    • Travel to business meetings/conferences with foreign governments or dignitaries, industry representatives and public interest groups.
    3 – Internal Governance
    • Travel to management meetings and Departmental Audit Committee meetings.
    4 – Training
    • Travel to DND/CAF courses, military training exercises, and other activities with the primary purpose of delivering/receiving training;
    • Conference attendance deemed as training under Section D.3.2 of the TB Guide to THCEE or in accordance with the DND/CAF FAM Chapter 1017-2 Event and Conference Expenditures;
    • Training courses for professional development.
    5 – Other
    • Any travel activity that does not fall in travel categories 1–4, such as travel to ceremonies (e.g. change of command), parades and other special events.

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  13. Appendix D - Summary of Non-Public Servant Travel Approval Authorities

    The following is a non-exhaustive list of non-public servant travel approval authorities (see Note 1)

    Spouses/Other accompanying person and family of DND employee/CAF member
    Purpose Type of Travel Authority to Reimburse (Law, Regulation, Governor In Council (GIC), TB, Minister)
    Attend a hospitality or other event/activity as a guest where no specific underlying authority is in place (including awards and recognition ceremony) Local only TB Directive on THCEE, Sections B.2.2.5.3 and B.2.2.6.6 – Exceptional Hospitality
    All GIC through Order In Council (OIC) and TB submission – significant (major) activities/events with non-local travel
    All Minister’s Ex Gratia payment authority – other activities/events with non-local travel (in exceptional circumstances only)
    Perform government business All Minister’s common-law authority to enter into contracts –Volunteer service agreement (contract with no fee)
    Attend an Investiture All CBI 209.9913 (Note 2)
    Attend military funeral, other specified activities upon the death of CAF member All Queen’s Regulations and Orders (QR&O) 209.02
    Attend ceremony to receive honour/award/memento in respect of CAF member who died in service All QR&O 209.03
    Travel to CAF member’s location due to serious, catastrophic or life-threatening impairment All CBI 211.07 (Note 2)
    Spouse of Minister of National Defence
    Purpose Type of Travel Authority to Reimburse (Law, Regulation, Governor In Council (GIC), TB, Minister)
    Attend official government functions for reasons of protocol All TB Policies for Ministers’ Offices Section 6.7
    Foreign dignitaries/Military representatives and other officials
    Purpose Type of Travel Authority to Reimburse (Law, Regulation, Governor In Council (GIC), TB, Minister)
    Travel according to a Vote 10 Transfer Payment (TP) program All Approved TP program
    Official representative at hospitality or other event/activity Local only TB Directive on THCEE, Section B.2.2.5.3. – Hospitality
    Non-Local only TB Guide to THCEE, Section B.5.5 – Exceptional Hospitality
    Contractors/Volunteers
    Purpose Type of Travel Authority to Reimburse (Law, Regulation, Governor In Council (GIC), TB, Minister)
    Perform government business All Minister’s common-law authority to enter into contracts–Contract and Volunteer service agreement (contract with no fee)
    Witnesses
    Purpose Type of Travel Authority to Reimburse (Law, Regulation, Governor In Council (GIC), TB, Minister)
    Attend court martial, specific committees and commissions, board of inquiry etc. as a witness All National Defence Act– Section 251.2
    Other non-public servants not included above
    Purpose Type of Travel Authority to Reimburse (Law, Regulation, Governor In Council (GIC), TB, Minister)
    Attend hospitality or other event/activity as a guest where no specific underlying authority is in place Local only TB Directive on THCEE, Section B.2.2.5.3 – Hospitality
    All GIC through OIC and TB submission – significant (major) activities/events with non-local travel
    All Minister’s Ex Gratia payment authority – other activities/events with non-local travel (in exceptional circumstances only)

    Notes:

    1. There may be other specific authorities such as CBI, QR&O etc. in place over and above those reflected in the above table. The table excludes authorities for travel of spouses/accompanying persons and other family members that is considered of an official personal nature (i.e. entitlements under the policies for relocation, isolated posts, foreign service, etc.)
    2. CBI are approved by the TB.

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