BioCanRx Network Travel and Hospitality Policy
Background
ISED’s Science and Research sector is implementing new ISED standards aimed to ensure the prudent use of resources with regards to travel and hospitality costs. This Network Travel Policy is to direct Members to a sensible balance between cost and convenience in their travel choices, while comply with the National Joint Council (NJC) Travel Directive, and Treasury Board Directive.
This policy applies to all individuals and organizations affiliated with BioCanRx, including employees, directors, Network Members, and any other entities utilizing BioCanRx funds for travel.
This document establishes a general travel policy. In the event that BioCanRx issues a specific Travel Policy for a particular occasion (e.g., Summit Travel Policy), the terms and provisions in that policy shall take precedence over the provisions of this general policy.
Airfare:
- The standard for air travel is economy class. The lowest available airfares appropriate to particular itineraries shall be sought and bookings shall be made as far in advance as possible.
- In the case of electronic tickets, submission of a copy of the itinerary/receipt is acceptable. The invoice or itinerary/receipt must show ticket number, breakdown of cost and form of payment. Boarding pass or electronic boarding pass must be submitted.
- Business class rates may be reimbursed for continuous air travel exceeds nine hours.
- Seat selection fee and baggage fee will be reimbursed.
Other Commercial Transportation:
- The standard for rail travel is the next highest class after the full economy class.
- Taxis, shuttles and local transportation services are alternatives for short local trips. Actual expenses, including gratuities, will be reimbursed.
Vehicles:
- Mileage expenses are eligible for travel less than 250 km per day.
- The kilometric rate (mileage) payable for the use of privately owned vehicles driven in Ontario is $60.5 cents/km.
- For mileage in other provinces of Canada, please use the rates in Appendix A.
- When road transportation is the most economical option, the order of preference should be:
- Rental vehicle when a rental vehicle is more economical than use of a personal vehicle.
- Personal vehicle when a personal vehicle is more economical than use of a rental vehicle.
- The standard for rental vehicles is intermediate.
- Parking charges will be reimbursed.
Meals (Canada and USA):
- Maximum meal allowance (only when meals are not provided) is $111.80 CAD per day, including gratuities.
- The meal allowances are: Breakfast $27.95, Lunch $27.00, Dinner: $56.85.
- Detailed receipts for the meal must be submitted.
- A meal allowance will not be reimbursed with respect to a meal that is provided.
- Alcohol is not an eligible expense under SSF guidelines.
- For international travels, please refer to National Joint Council Travel Directive for different rates.
Accommodations:
- The standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped.
- Please refer to the Government of Canada Accommodation Directory to identify the approved hotels for your stay. This Directory serves as a reference for locating approved hotels only and is not required for making the actual reservation.
- Incidental charges, such as movies, laundry, and mini-bars, tips will not be reimbursed.
- An allowance of $50.00 will be provided if staying with a relative or friend.
Currency Exchange:
- The costs incurred to convert reasonable sums to foreign currencies and/or reconvert any unused balance to Canadian currency shall be reimbursed, based upon receipts, from all transactions and sources.
When these costs are not supported by receipts, the average Bank of Canada currency exchange rate shall apply. In cases where the Bank of Canada does not provide an exchange rate, an alternate bank rate from an established institution, as determined by the Employer, shall be applied. The rate shall be the average of the rates applicable on the initial date into the country and the final date out of the country.
Standard on Hospitality (not including conferences and events)
The standard cost per person is the expected meal cost per person to be applied in normal circumstances:
Table 1 – Maximum Food and beverage Cost Per Person (based on allowances set out in Appendix B) | ||
Food and beverages | Standard Cost per Person | Maximum Cost per Person |
Breakfast | 1.5 X Breakfast Allowance | 1.5 X Standard Cost Per Person |
0.5 X Breakfast Allowance | ||
Lunch | 2.0 X Lunch Allowance | |
2.0 X Breakfast Allowance | ||
Dinner | 1.75 X Dinner Allowance | |
- Alcohol is not an eligible expense under SSF guidelines.
Others:
- Business travel expenses otherwise covered such as: business calls, photocopies, word-processing service, faxes, internet connections, rental and transportation of necessary office equipment and transportation of required personal effects will be reimbursed.
- The cost of reasonable amounts of bottled water will be reimbursed based on receipts.
- Local transportation services and shuttles are alternatives for short local trips. Actual expenses, including gratuities, will be reimbursed. Receipts are only required for expenses in excess of $12 if credit card statement is provided.
- International travel should be avoided unless necessary and related to activities and objectives set out in the contribution agreement and the mandate of the Recipients.
Appendix A: Kilometric Rates
Effective October 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:
Province/Territory | Cents/km |
Alberta | 54.5 |
British Columbia | 57.5 |
Manitoba | 54.5 |
New Brunswick | 58.5 |
Newfoundland and Labrador | 60.5 |
Northwest Territories | 70.0 |
Nova Scotia | 59.5 |
Nunavut | 70.5 |
Ontario | 60.5 |
Prince Edward Island | 57.5 |
Quebec | 58.0 |
Saskatchewan | 55.0 |
Yukon | 71.5 |
Appendix B: Allowances
Canadian $ (taxes included) | ||||
| Canada & USA | Yukon & Alaska | N.W.T. | Nunavut |
1. Canada |
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|
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1.1 Private non-commercial accommodation allowance |
| |||
Day 1 – 120 | 50 | 50 | 50 | 50 |
Day 121 onward | 25 | 25 | 25 | 25 |
|
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1.2 Meal allowances |
| |||
breakfast – 100% (up to 30th day) | 27.95 | 26.55 | 28.85 | 30.45 |
breakfast – 75% (31st to 120th day) | 20.95 | 19.9 | 21.65 | 22.85 |
breakfast – 50% (121st day onward) | 14 | 13.3 | 14.45 | 15.25 |
|
| |||
lunch – 100% (up to 30th day) | 27 | 24.35 | 35.05 | 37 |
lunch – 75% (31st to 120th day) | 20.25 | 18.25 | 26.3 | 27.75 |
lunch – 50% (121st day onward) | 13.5 | 12.2 | 17.55 | 18.5 |
|
| |||
dinner – 100% (up to 30th day) | 56.85 | 70.25 | 74.95 | 98.55 |
dinner – 75% (31st to 120th day) | 42.65 | 52.7 | 56.2 | 73.9 |
dinner – 50% (121st day onward) | 28.45 | 35.15 | 37.5 | 49.3 |
|
| |||
Meal allowance total – 100% (up to 30th day) | 111.8 | 121.15 | 138.85 | 166 |
Meal allowance total – 75% (31st to 120th day) | 83.85 | 90.85 | 104.15 | 124.5 |
Meal allowance total – 50% (121st day onward) | 55.95 | 60.65 | 69.5 | 83.05 |
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Allowances in the United States of America are the same as in Canada but paid in US funds.