tb directive on travel

Proactive Disclosure - Travel Expenses

Travel Expenses: The rules and principles governing travel are outlined in the Policies for Ministers' Offices, the National Joint Council’s Travel Directive, the Treasury Board's Directive on Travel, Hospitality, Conference and Event Expenditures and Special Travel Authorities. This dataset consolidates all the Travel Expense reports submitted by federal institutions.

• Publisher - Current Organization Name: Treasury Board of Canada Secretariat
• Licence: Open Government Licence - Canada

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Public Services and Procurement Canada

Travel Directive and Incidentals

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The purpose of Policy Notification (PN) 127 is to inform all Public Works and Government Services Canada (PWGSC) Acquisitions Program (AP) contracting officers of the revised National Joint Council Travel Directive . The revised National Joint Council (NJC) Travel Directive indicates that incidental expense allowances are to be paid to public service employees rather than to travellers. This PN is issued to address the NJC Travel Directive dated July 1, 2017 regarding the exclusion of payment of incidentals to contractors.

Effective date

This PN is effective immediately. The Supply Manual (SM) and Standard Acquisitions Clauses and Conditions (SACC) Manual have been updated to reflect the changes.

Treasury Board (TB) Contracting Policy 4.2.16 states: “The National Joint Council Travel Directive applies to travel costs incurred by contractors when these costs are a specific element of the contract.”. Solicitation documents and contracts incorporate by reference, travel rates published in Appendices B, C and D of the NJC Travel Directive. The revised NJC Travel Directive replaces the archived version dated April 1, 2008, which stated that incidentals were allowed for government employees and travellers, which included contractors authorized to travel on government business.

The NJC Travel Directive specifically defines the following:

“ Employee: a person employed in the public service.

Traveller: a person who is authorized to travel on federal government business ."

Please refer to National Joint Council Travel Directive definitions for further information.

The revised NJC Travel Directive allows incidental expenses for public service employees and does not reference ‘travellers' in regard to payment of incidentals. The directive states that a public service employee who is required to travel on government business shall be paid an incidental expense allowance that covers a number of miscellaneous expenses. As a result of the revision, the Supply Manual (SM) and SACC Manual have been updated.

The change to the NJC Travel Directive dated July 1, 2017 has implications for three different scenarios regarding the payment of incidentals to contractors in contracts that are issued under a procurement vehicle under the responsibility of PWGSC AP :

• Existing contracts with reference to incidentals: Continue to respect the terms and conditions of these contracts. Incidentals pursuant to government-approved travel will continue to be paid in accordance to the terms and conditions of the contract.
• Existing contracts without reference to incidentals: The decision to stop paying incidentals to contractors pursuant to government-approved travel, will be a business decision on a case-by-case basis, in consultation with Legal Services. This includes future call-ups (contracts) against existing standing offers and future contracts against existing supply arrangements.
• New contracts: Incidentals are not to be paid to contractors pursuant to government-approved travel in new contracts. Incidentals are not to be included in the basis of payment regarding travel costs for contractors undertaking government-approved travel in new procurements, including contracts issued against standing offers and supply arrangements. PWGSC 's Standard Acquisitions Clauses and Conditions (SACC) Manual clauses will be revised to remove the term “incidentals” in the basis of payment clauses.

Summary of changes

Changes to the SACC Manual involve deleting incidental expenses from applicable clauses. Changes to the Supply Manual involve updating links to reference the latest NJC Travel Directive and include references to the Treasury Board Special Travel Authorities .

Contact information

Please direct any enquiries by email to the following address: [email protected] .

Affected Supply Manual sections

• 10.1: Cost and profit: General information
• 10.10: Travel and living expenses
• 10.5.4: Annex: Cost Interpretation Bulletin - Number 04 Travel Costs

Affected SACC Manual sections

• 5.C.C0211C: Basis of Payment
• 5.C.C0212C: Basis of Payment - Hourly Rates
• 5.C.C0213C: Basis of Payment - Firm Price - Services
• 5.C.C0214C: Basis of Payment - Firm Hourly Rates
• 5.C.C4005C: Travel and Living Expenses - National Joint Council Travel Directive

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

Appendix B - Kilometric Rates - Modules 1, 2 and 3

• Current - July 1, 2024
• April 1, 2024
• January 1, 2024
• October 1, 2023
• July 1, 2023
• April 1, 2023
• January 1, 2023
• October 1, 2022
• July 1, 2022
• April 1, 2022
• January 1, 2022
• October 1, 2021
• July 1, 2021
• April 1, 2021
• January 1, 2021
• October 1, 2020
• July 1, 2020
• April 1, 2020
• January 1, 2020
• October 1, 2019
• July 1, 2019
• April 1, 2019
• January 1, 2019
• October 1, 2018
• July 1, 2018
• April 1, 2018
• January 1, 2018
• October 1, 2017
• July 1, 2017
• April 1, 2017
• January 1, 2017
• October 1, 2016
• July 1, 2016
• April 1, 2016
• January 1, 2016
• October 1, 2015
• July 1, 2015
• April 1, 2015
• January 1, 2015
• October 1, 2014
• July 1, 2014
• April 1, 2014
• October 1, 2013
• July 1, 2013
• April 1, 2013
• January 1, 2013
• October 1, 2012
• July 1, 2012
• April 1, 2012
• January 1, 2012
• October 1, 2011
• July 1, 2011
• April 1, 2011
• January 1, 2011
• October 1, 2010
• July 1, 2010
• April 1, 2010
• January 1, 2010
• October 1, 2009
• July 1, 2009
• April 1, 2009
• January 1, 2009
• October 1, 2008
• July 1, 2008
• January 1, 2008

Effective July 1, 2024

The rates payable in cents per kilometre for the use of privately owned vehicles driven on authorized government business travel are shown below:

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.

For convenience, the Department of Global Affairs Canada (GAC) kilometric rates:

Module 3: GAC - United States of America Mileage/Kilometre Rates

Module 4: GAC - International Trade Kilometre Rates at Locations Abroad

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Direction on prescribed presence in the workplace

This direction sets out the requirement for deputy heads to implement a minimum requirement of three days per week in the workplace for all public servants.

To ensure flexibility for operational reasons and job types, it is also acceptable to require a minimum of 60% of employees’ regular schedule on a weekly or monthly basis.

Workplaces vary from one organization to the other. Deputy heads are to use discretion and adapt to their operational requirements.

• Deliver services to Canadians and strengthen their confidence in the public service.
• Establish a consistent approach to hybrid work to ensure fairness across the public service.
• Continue to encourage hiring the best talent across Canada.
• Align with and support our diversity, inclusion, and accessibility objectives.  It is imperative that our workplaces are barrier-free and inclusive.
• Continue to build an evolving public service culture of excellence and modernize our business models.

Implementation timelines

Implementation continues for departments that have communicated and established a minimum attendance requirement in line with this direction.

For those departments that have not yet implemented a minimum three day per week attendance requirement, full implementation is to be in place no later than September 9, 2024.

Guiding principles

This direction is being:

• the Policy on People Management , the Directive on Telework and the Directive on the Duty to Accommodate , and Canada Labour Code
• applied in accordance with existing collective agreements and other existing terms and conditions of employment
• implemented in a manner that creates a barrier-free public service according to requirements under the Accessible Canada Act and the Accessible Canada Regulations
• implemented in a manner that upholds the Values and Ethics Code for the Public Sector as a condition of employment.

Implementation plans must be developed by departments and shared for information with joint departmental union-management committees.

Guidance from the Public Service Occupational Health Program is available to support deputy heads in ensuring safe workplaces. The Office of the Chief Human Resources Officer continues to encourage departments to discuss occupational health and safety (OHS) considerations at their appropriate departmental OHS committee as required under Part II of the  Canada Labour Code .

Continued efforts to learn from our hybrid experience and strengthen our approaches accordingly.

Application

This direction applies to all core public administration employees (indeterminate, full time, part time, term), students and casual workers (Schedule I and IV of the  Financial Administration Act ).

It is strongly recommended that separate employers (Schedule V of the Financial Administration Act ) adopt a similar strategy, to ensure a coherent approach for the whole public service.

Revised telework agreements may be required to reflect the minimum on site requirement.

The application of this direction will ensure that employees are equipped to succeed both on site and off site. The Government of Canada Workplace Accessibility Passport can serve as a tool to document barriers and solutions.

Approval at the deputy head level:

• A business model has been previously established and not influenced by the remote-by-default COVID-19 management.
• Exceptions are not intended to apply to internal and enabling services.

Approval at the assistant deputy minister (ADM) level:

• Employees hired to work remotely prior to March 16, 2020.
• Indigenous public servants whose location is critical to their identity to work from their communities.
• Employees who, with the permission of their ADM, are working remotely 125km or more from their designated worksite.  
• Exceptional exemptions on a case-by-case basis, on a time-limited or longer-term duration (for example, short-term operational requirement, extenuating circumstances).

Departmental verification

Deputy heads assume responsibility for implementing verification regimes and for maintaining human resources data for their department or agency.

On-site presence could be measured using turnstile data, existing attendance reports, and/or Internet Protocol (IP) login data to collect aggregated departmental data. 

Departmental ADM-level compliance and coherence committees should be in place to:

• monitor data trends
• ensure coherence in deeming exceptions

The Office of the Privacy Commissioner was consulted on the change to the standard personal information banks which permits for the use of employee data in limited scenarios. Should departments wish to proceed with an approach that differs from the one supported by the current policy framework and described in the privacy bulletin, they will need to engage with their departmental privacy officials and the Office of the Privacy Commissioner.

The employer has the exclusive management right to designate the location of work and to require employees to report to their designated workplace.

Prior to implementation, managers should proactively discuss with employees any barriers they may encounter including, those linked to accessibility, harassment and discrimination and define solutions that will help address these barriers in the hybrid workplace.

Managers should ensure that individual circumstances are considered on a case-by-case basis, including human rights obligations, such as the duty to accommodate, or whether an employee has a reasonable explanation for absences from the designated workplace, such as illness, family care obligations, or compliance with COVID19 self-isolation protocols.

Managers seeking to ensure compliance have tools available to them, including several administrative actions. Managers should discuss with their labour relations teams and ensure that individual circumstances are considered on a case-by-case basis.

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• Directive on Telework

More information

• People Management, Policy on
• People management

This directive replaces:

• Telework, Directive on [2023-06-01]
• Telework, Directive on [2023-08-02]

1. Effective date

• 1.1 This directive takes effect on April 1, 2020.
• 1.2 This directive replaces the Telework Policy dated December 9, 1999.

2. Authorities

• 2.1 This directive is issued pursuant to the same authorities indicated in section 2 of the Policy on People Management .

3. Objectives and expected results

• 3.1 The objectives indicated in section 3 of the Policy on People Management apply to this directive.
• 3.2.1 Employees are able to reduce stress, achieve work–life balance and meet performance expectations;
• 3.2.2 Telework is used where appropriate, including as a means to ensure an inclusive public service and a safe and healthy work environment where employees have access to flexible work arrangements; and
• 3.2.3 The public service contributes to reducing emissions from transportation, traffic congestion and air pollution, in accordance with the Greening Government Strategy .

4. Requirements

• 4.1.1 Ensuring that managers and employees are informed that participation in telework is voluntary and that employees are not required to telework;
• 4.1.2 Ensuring that processes and procedures are in place for employees to request telework;
• 4.1.3 Identifying relevant considerations, in collaboration with other senior officials in the areas of security, privacy, information technology, information management, financial management and occupational health and safety;
• 4.1.4 Ensuring that employees and managers have access to information, procedures and practices about entering into an agreement for formal telework;
• 4.1.5 Establishing organizational criteria to distinguish between formal telework arrangements and ad hoc telework; and
• 4.1.6 Ensuring that employees and managers are made aware that telework arrangements are subject to review and may be terminated by either party at any time, with reasonable notice.
• 4.2.1 Entering into a formal telework arrangement only where an employee’s participation is voluntary;
• 4.2.2 Respecting organizational processes, procedures and considerations when making a decision to enter into a formal telework arrangement with an employee;
• 4.2.3 Considering the impacts of a proposed telework arrangement on operational requirements before approving an employee’s telework request, to ensure that neither productivity nor costs are negatively impacted;
• 4.2.4 Ensuring that requests for formal telework arrangements are approved or denied on a case‑by‑case basis and that the decision and reasons are communicated in writing to the requester;
• 4.2.5 Ensuring that a telework arrangement is not used to prevent or create a relocation situation where that relocation is the result of a machinery change, reorganization, workforce adjustment or alternative service delivery arrangement;
• 4.2.6 Ensuring that the employee is informed of applicable policies, procedures and guidelines;
• 4.2.7 Verifying with the employee that the telework location is a suitable working environment that meets the health and safety requirements of the Canada Labour Code , Part II, and its Regulations;
• 4.2.8 Ensuring that employees are informed on how to minimize risks when they work with sensitive information away from their designated workplace;
• 4.2.9 Ensuring that colleagues of a teleworker are informed of applicable telework processes and procedures;
• 4.2.10 Ensuring that a telework agreement is completed in accordance with the Standard on Telework Agreements in the appendix to this directive, signed by and provided to the requester and their immediate supervisor prior to the commencement of a formal telework arrangement;
• 4.2.11 Ensuring that a signed copy of the agreement is retained in accordance with the appropriate information management policies and procedures;
• 4.2.12 Ensuring that telework agreements are reviewed with employees at least annually;
• 4.2.13 Ensuring that employees who telework are included in meetings and other work events;
• 4.2.14 Maintaining regular contact with employees who telework;
• 4.2.15 Communicating with employees who telework on a regular basis to discuss work priorities, objectives and deliverables; and
• 4.2.16 Reintegrating employees following a period of telework.
• 4.3.1 Requesting a telework agreement, in accordance with the processes and procedures established by their organization;
• 4.3.2 Protecting and managing records and other sensitive information stored on devices and transmitted across external networks;
• 4.3.3 Keeping government property and information safe, secure and separate from their personal property and information while they are working at their telework location;
• 4.3.4 Informing their manager immediately in the event that any information or Crown assets are lost, stolen or damaged;
• 4.3.5 Respecting the relevant terms and conditions of their employment, their collective agreement, legislation, and Treasury Board and departmental policies while at the telework location;
• 4.3.6 Ensuring that their telework location complies with the health and safety requirements of the Canada Labour Code , Part II, and its Regulations; and
• 4.3.7 Assuming all utility costs related to maintaining their telework location.

5. Roles of other government organizations

• 5.1 Not applicable.

6. Application

• 6.1 This directive applies to the employees and organizations listed in section 6 of the Policy on People Management .

7. References

• Access to Information Act
• Canada Labour Code, Part II
• Canada Occupational Health and Safety Regulations
• Canadian Human Rights Act
• Financial Administration Act
• Government Employees Compensation Act
• Privacy Act
• Directive on the Management of Real Property which includes the Standard on Barrier-Free Access to Real Property
• Policy on Government Security
• Policy on Service and Digital
• Policy on the Planning and Management of Investments
• Directive on the Management of Materiel
• Policy on Financial Management
• Directive on Travel, Hospitality, Conference and Event Expenditures
• Hybrid in the workplace

8. Enquiries

• 8.1 For interpretation of any aspect of this directive, contact Treasury Board of Canada Secretariat Public Enquiries .

Appendix A: Standard on Telework Agreements

A.1 effective date.

• A.1.1 This standard takes effect on April 1, 2020.

A.2 Standards

• A.2.1 This standard provides details on the minimum requirements for a telework agreement as set out in subsection 4.2.10 of the Directive on Telework .
• Position; and
• Designated worksite location.
• The start and end of the telework period;
• The address of the telework location;
• Where the work will be conducted at the telework location;
• Details of the telework arrangement, including hours of work and number of days per week or month;
• Details related to travel to the designated worksite location if applicable;
• Employee’s contact information at the telework location; and
• Manager’s name.
• The desk, chair and other accessories are suitable to the needs of the employee;
• The computer furniture, shelves, cabinets and bookcases are sturdy and properly installed (for example, anchored to the wall, if necessary);
• The workstation is adjusted properly: the desk, chair, computer monitor and keyboard are at appropriate heights (for example, the employee’s head and wrists are in neutral positions);
• The employee is aware of how to prevent musculoskeletal injuries (for example, the employee takes breaks to avoid extended hours of repeated motions or of being in the same body position);
• The lighting is properly arranged and appropriate for the work of the employee (for example, there is no reflection or glare from the computer monitor);
• The employee has control over levels of ventilation, temperature, light and sound; and
• The employee has made sure that there are no tripping hazards, such as frayed or wrinkled carpets, obstructed halls, walkways or entries, and that any guardrails are properly installed;
• Any extension cords are in good condition and positioned properly;
• There are no cords or cables that could act as tripping hazards;
• Outlets are grounded and not overloaded;
• Outlets are safe and are not in need of repair;
• There is surge protection for electrical equipment; and
• There is sufficient ventilation for electrical equipment;
• There is a smoke detector that is checked regularly near the employee’s workstation at the telework location;
• Paper materials and any chemicals are stored safely away from all heat sources;
• Any hazardous product is properly stored to prevent accidental exposure;
• The employee has complied with prescribed fire safety standards and emergency measures; and
• An evacuation plan has been established;
• The first aid supplies are adequate;
• A regular method of communication (daily) is established between the employee and manager to ensure that the employee is safe and healthy;
• The office contact knows how to reach someone near the employee in the event of an emergency;
• The employee is aware to report immediately to the supervisor any accident or injury that occurs during working hours; and
• Any other health and safety hazards that have been taken care of;
• A.2.2.4 A list of the equipment supplied by the employer;
• Information technology;
• Information management;
• Security; and
• A.2.2.6 Confirmation that the employee has the appropriate insurance coverage for their telework location;
• A.2.2.7 Confirmation that the employee will assume the cost of equipping and maintaining the telework location, including the cost of utilities and office furniture;
• Early termination of the telework agreement;
• Review and extension of the agreement; and
• Review and completion of the agreement; and
• A.2.2.9 Area for the employee and their manager to sign and date the agreement.

Appendix B: Interim Standard on Occasional Travel to a Designated Worksite

• B.1.1 This standard may be amended or rescinded at any time.

An employee who resides 125 kilometres or more from the designated worksite and who:

• Public Service Alliance of Canada;
• Professional Institute of the Public Service of Canada;
• Association of Canadian Financial Officers;
• National Police Federation;
• Association of Justice Counsel;
• Professional Association of Foreign Service Officers;
• Canadian Federal Pilots Association;
• Unifor, Local 2182;
• Canadian Association of Professional Employees; or
• International Brotherhood of Electrical Workers, Local 2228; and
• B.2.1.2 Has a full-time telework agreement signed after March 2020 and who was authorized in writing to move to the telework location at their own expense; or
• B.2.1.3 Has been and continues to work with a full-time telework agreement signed before March 2020; or
• B.2.1.4 Has a full-time telework agreement signed after March 2020 and who normally would have been relocated at Crown expense.

A deputy head may authorize an employee mentioned above that does not reside 125 kilometres or more from the designated worksite to be placed on travel status when due to a geographical barrier there is no alternative to using commercial transportation (for example, ferry) to travel from the telework location to the designated worksite and the cost of that transportation is more than $150 for a return trip.

Deputy heads should consider the operational requirements for occasional travel, balancing the frequency of the travel with the cost.

Organizations monitor and report quarterly on the application of this authority.

© Her Majesty the Queen in Right of Canada, represented by the President of the Treasury Board, 2020, ISBN: