Travel, Hospitality, Conference and Event Expenditures Policy

Policy: P043
Effective: 2025/12/11
Replaces: 2025/04/07
Approved by: Board of Directors
Approved on: 2025/12/11
Owner: Vice-president responsible for Finance

1. Objective 

This policy outlines requirements for travel, Hospitality, Conference and Event expenditures which include measures to ensure that expenditures are managed with prudence and probity, and represent the most economic and efficient use of public funds, given the nature of the activity in relation to the achievement of CATSA's Operational Activities.

2. Policy Statement

To give effect to the fundamental management principles of integrity, fiscal prudence, accountability, transparency, and values and ethics that apply to all government expenditures. CATSA’s requirements for travel, Hospitality, Conference and Event expenditures are aligned with Applicable Treasury Board Instruments in a manner consistent with its legal obligations.

3. Application

3.1. This policy applies to all travel, Hospitality, Conference and Event expenditures.

3.2. This policy applies to all employees and all Office Holders of CATSA. It also applies to Non-CATSA Employees as described herein.

3.3. This policy does not apply to the receipt or acceptance by employees or Office Holders of gifts or Hospitality from external sources. In that regard, refer to the Code of Ethics, Conduct and Conflict of Interest for CATSA Employees for CATSA employees and the President and CEO, or the Code of Conduct and Ethical Behaviour for Board members.

3.4. This policy does not apply to Sponsorship Activity as defined in the Sponsorship Policy.

4. Definitions

“Applicable Treasury Board Instruments” means the Treasury Board Secretariat instruments further to the Order-in-Council P.C. 2015-1114 (July 16, 2015) as may be amended from time to time.

“Applicant” means the employee or Office Holder who is proposing to incur or has incurred expenditures for travel, Hospitality, a Conference or an Event.

“Approval Authority” means an employee or Office Holder with delegated authority to approve travel, Hospitality, Conference and Event expenditures pursuant to CATSA’s Delegation Chart.

“Blanket Hospitality Authority” or “BHA” means authorization for Hospitality which is continuous or repetitive in nature, and where it is not practical or administratively efficient to obtain prior approval for each individual Hospitality occurrence issued in accordance with the provisions of Schedule 3 (Hospitality Requirements).

“Blanket Travel Authority” or “BTA” means authorization for domestic travel within the parameters of the individual BTA. The BTA is issued where it is not practical or administratively efficient to obtain prior approval from the employer for each individual trip. Any exceptions to the BTA parameters shall require that the individual trip be specifically approved.

“Cardholder” means an employee or Office Holder who has been issued a Travel Card in their name.

“Companion” means a spouse, common-law partner, conjugal partner or family member of the Traveller or any other individual accompanying a Traveller and who is not on CATSA business.

“Conferences” means a congress, convention, seminar, symposium or other formal gathering, which is usually organized by a third party external to CATSA, where participants debate or are informed of the status of a discipline (e.g., security, technology, management).

“Delegation Chart” means CATSA’s Delegation of Contractual and Financial Signing Authorities Document, as approved by CATSA’s Board of Directors from time to time.

“Dependent” means a person who resides full time with the employee or Office Holder at the employee's or Office Holder’s residence and is the:

  1. biological child, stepchild, adopted child, or legal ward of that employee or Office Holder or of the spouse or common-law partner, who is both dependent on the employee or Office Holder for support and is:
    1. under 18 years of age; or
    2. dependent on the employee or Office Holder by reason of mental or physical disability; or
  2. the parent, grandparent, brother, sister, uncle, aunt, niece, nephew or grandchild of that employee or Office Holder of the spouse or common-law partner who is both dependent on the employee or Office Holder for support and is:
    1. under 18 years of age; or
    2. dependent on the employee or Office Holder by reason of mental or physical disability; or

“Economy Class” means the standard class of air travel, including special discount fare. It excludes first class and business class or equivalents.

“Employee Acknowledgement of Responsibilities and Obligations for Travel Cards Agreement” means a signed agreement between CATSA and the employee or Office Holder outlining the terms and conditions associated with the use of a Travel Card.

“Entertainment” means the action of being provided with amusement or enjoyment and includes, but is not limited to, tickets to musical, theatre, sporting or similar events, tours of local or other places of interest, and other similar activities for reasons of courtesy, diplomacy and Protocol.

“Events” means gatherings of individuals (including employees, Office Holders or Non-CATSA Employees) engaged in activities other than CATSA’s Operational Activities or Training, including, but not limited to management and staff retreats, participation in Conferences, awards and recognition ceremonies and celebrations.

“Headquarters Area” means an area spanning sixteen (16) kilometres from the Regular Place of Employment (RPE) of an employee or Office Holder, using the most direct, safe and practical route by road.

“Hospitality” means the provision of meals, beverages or Refreshments, which are necessary for the effective conduct of government business and/or for courtesy, diplomacy or Protocol purposes.

“Local Travel” means any travel that occurs in one day and covers a distance of less than 250 kilometres from the employees’ or Office Holders’ Regular Place of Employment (RPE), as defined in the Telework Policy.

“Non-CATSA Employee” means any person who is not employed by CATSA, other than members of the Board of Directors.

“Office Holder” means the President and Chief Executive Officer, and each member of the Board of Directors, whether on full or part-time status.

“Operational Activities” means activities undertaken to deliver CATSA’s programs and services including those activities undertaken by employees or Office Holders in the performance of their assigned tasks, as set out in job descriptions or other documents.

“Private Club” means an organization, institution, facility or premises offering common social and recreational amenities for the enjoyment of members and their guests. Members of Private Clubs share common goals and interests, and often use Private Clubs to create business and networking contacts in order to advance their organization’s strategies, plans and priorities.

“Protocol” means a set of conventions governing correct etiquette and precedence.

“Refreshments” means beverages or food (e.g., light snacks) or both, served between meals.

“Responsibility Centre Manager” or “RC Manager” means an employee or Office Holder that has been provided a budget and has been delegated contract performance and price (approval of invoices) authority under the Delegation Chart.

“Training” means Mandated Professional Development, Professional Development, and Job-Related Training as set out in the Continuous Learning Policy, and other similar activities.

“Travel Card” means a credit card issued by a credit card company to a CATSA employee or Office Holder in their name under an arrangement between CATSA, the Government of Canada, and the credit card issuer.

“Travel Status” means when a Traveller is on authorized travel for CATSA business. Travel Status starts when leaving their Regular Place of Employment (RPE) or home and ends upon returning to either location.

“Traveller” means a person who is authorized to travel on CATSA business.

5. Accountabilities

5.1. The Board of Directors is accountable for:

  • The management of the activities and affairs of CATSA pursuant to s. 23 of the CATSA Act;
  • Approving the operating budget, which includes budgets for travel, Hospitality, and Conferences; and
  • Reviewing the travel and Hospitality expenses of the President and CEO and the members of the Board of Directors.

5.2. The President and Chief Executive Officer is accountable for:

  • CATSA’s day-to-day operations, and is ultimately accountable for ensuring that there are clear standards for how employees of CATSA exercise their functions and manage public resources related to travel, Hospitality, Conference and Event expenditures; and
  • Ensuring appropriate monitoring frameworks are in place to support the oversight of the sustained and effective implementation of this policy. Day-to-day responsibility for overseeing the implementation and administration of this policy has been delegated to the Vice-President responsible for Finance.

5.3. The Vice-President, responsible for Finance is accountable for:

  • Ensuring the requirements for travel, Hospitality, Conferences and Events set out in the Schedules of this policy are adhered to;
  • Acting as the Approval Authority in situations where the Traveller is the President and Chief Executive Officer, based on established policies and procedures;
  • Ensuring that the reporting on expenditures for each of travel, Hospitality and Conference fees is performed as set out in Section 6.5 (Reporting and Controls) of this policy;
  • Ensuring that the standards for travel, Hospitality, Conferences and Events, set out in this policy, are clearly communicated to all parties this policy applies to;
  • Ensuring that any applicable provisions of legislation and regulation, and/or Treasury Board–approved instruments, as deemed appropriate for CATSA, are respected in the management of travel, Hospitality, Conference and Event expenditures; and
  • Supporting the President and Chief Executive Officer by overseeing the implementation and administration of this policy, bringing to the President and Chief Executive Officer's attention any significant difficulties, gaps in performance or compliance issues, and developing proposals to address them.

5.4 Approval Authorities are accountable for ensuring within their areas of responsibility, that:

  • The approval process considers the means to avoid or minimize travel, Hospitality, Conference and Event costs;
  • Travel, Hospitality, Conference and Event expenditures are incurred only as necessary to support CATSA’s mandate, Operational Activities, objectives or priorities; and
  • The specific requirements for travel, Hospitality, Conferences and Events set out in this policy are applied.

5.5 The Traveller (and Travel Ambassador, when applicable) is accountable for:

  • Becoming familiar with the provisions of this policy;
  • Ensuring that pre-approval is obtained before any travel bookings are made; and
  • Completing and submitting a travel expense claim with the necessary supporting documentation within the timeframes stipulated within this policy.

6. Requirements

6.1. Travel

Travel covers a large spectrum of legitimate activities that are necessary to support statutory or regulatory requirements to deliver services to Canadians and to meet CATSA’s priorities. In this way, travel supports the direct delivery of CATSA’s Operational Activities. Travel may also support other organizational objectives and priorities. All employees and Office Holders shall follow the specific requirements provided in Schedule 1 (Travel Requirements), which are in addition to terms and conditions of reimbursement of travel on CATSA business provided in Schedule 2 (Travel Entitlements). Note that travel to and from home to a Regular Place of Employment during regular work hours, as defined in CATSA’s Telework Policy, is considered personal travel and is not eligible for travel entitlements as referenced in this Policy.

The President and Chief Executive Officer has discretion over commercial accommodation selected, telephone calls, meals and incidentals in excess of the per diems specified in Schedule 2 (Travel Entitlements). This discretion should be exercised with prudence and probity, mindful that all expenditures must further CATSA objectives. The basic norm should be comfortable and convenient, but not excessive.

In situations where accommodation costs, meals, or incidentals will exceed the standard described in Schedule 2 (Travel Entitlements), justification must be provided at the time of pre-approval.

Travellers should be conscious of environmental factors, such as carbon emissions, and should use Canadian suppliers where available when making their travel selections.

The determination of travel arrangements shall best accommodate the Traveller’s needs and CATSA’s operational requirements. In situations where exceptions to travel entitlements are made, justification must be provided at the time of pre-approval.

6.2. Hospitality

The provision of Hospitality is sometimes necessary to support the conduct of CATSA's business and to deliver on Operational Activities and priorities. In this way, it may support the conduct of business with other government organizations, industry or public interest groups, visits by foreign dignitaries, as well as CATSA business meetings. All employees or Office Holders shall exercise rigorous management of Hospitality, including taking measures to minimize and/or avoid costs. Decisions to offer Hospitality must be carefully considered and demonstrate the necessity based on the circumstances and/or courtesy, diplomacy or Protocol. Specific requirements for the provision of Hospitality are provided in Schedule 3 (Hospitality Requirements).

6.3. Conferences

Conferences or similar events often provide unique opportunities for exchange, debates or discussion of specialized or professional information, including establishing or maintaining relationships necessary for the conduct of CATSA business or the delivery of its Operational Activities. Specific requirements for Conferences are provided in Schedule 4 (Conference Requirements). As Conferences tend to be organized by external organizations and participants are charged fees to attend, Approval Authorities must also be conscious of the need for prudence and probity, including justification where travel approval is required under Schedule 1 (Travel Requirements) or under the Event approval requirements of Schedule 5 (Event Requirements).

6.4. Events

Events typically represent or support the business activities and governance of the organization and may include employees, Office Holders and Non-CATSA Employees. All Event expenditures must comply with the requirements provided in Schedule 5 (Event Requirements).

6.5. Reporting and Controls

6.5.1. Internal Controls

CATSA will have appropriate internal controls and an associated monitoring system in place to support periodic reviews of travel, Hospitality, Conference and Event expenditures. This will also contribute to the validation of the annual report on the total annual spending as set out in Section 6.5.2 (Annual Report) below.

6.5.2. Annual Report

CATSA shall disclose the total annual expenditures for each of travel, Hospitality, and Conference fees, through the Government of Canada’s Open Government website, including a brief description of the main variances from the previous year's actual expenditures. The timing of this disclosure is to coincide with the tabling of the Annual Report.

6.5.3. Proactive Disclosure

CATSA shall disclose on a monthly basis, through the Government of Canada’s Open Government website, information on travel and Hospitality expenditures for all members of the Board of Directors, the President and Chief Executive Officer and the Vice-Presidents, and those who act in these positions.

6.5.3.1. Travel disclosure for each of the foregoing individuals must include: (a) Traveller’s name; (b) purpose of travel; (c) dates of the travel; (d) places visited; (e) total cost for each of the following classes of expenses: (i) transportation, (ii) lodging, (iii) meals and any incidental expenses, and (iv) other expenses; (f) total amount of the travel expenses; and (g) any other information that, in accordance with Treasury Board policies, must be published.

6.5.3.2. Hospitality disclosure for each of the foregoing individuals must include: (a) individual’s name; (b) purpose of the Hospitality activity; (c) date of the Hospitality activity; (d) municipality in which the Hospitality activity took place; (e) name of any commercial establishment or vendor involved in the Hospitality activity; (f) number of persons who attended the Hospitality activity; (g) total amount of the expenses for the Hospitality activity; and (h) any other information that, in accordance with Treasury Board policies, must be published.

6.5.3.3. Receipts, supporting travel and Hospitality claims, will be available upon request and in accordance with the Access to Information and Privacy legislation; and

6.5.3.4. Travel and Hospitality expense disclosures must be published within thirty (30) days after the end of the month in which the expenses are reimbursed.

7. Reviews and Amendments

The Vice-President responsible for Finance shall review this policy at least once every three years. Any substantive amendments to this policy must be approved by the Board of Directors.

8. Related Documents

CATSA Documents

  • Code of Ethics, Conduct and Conflict of Interest for CATSA Employees
  • Code of Conduct and Ethical Behaviour – Board of Directors of CATSA
  • Continuous Learning Policy
  • Sponsorship Policy
  • Delegation of Contractual and Financial Signing Authorities Document (Delegation Chart)
  • Financial Signing Authorities and Personal Benefit Directive
  • Telework Policy
  • Director Conference Attendance Guidelines
  • Director Professional Development Guidelines
  • Employee Acknowledgement of Responsibilities and Obligations for Travel Cards Agreement
  • Conference Request Form
  • Continuous Learning Request Form
  • S32 Pre-Approval Travel Form
  • Travel Plan Pre-Approval Form
  • Miscellaneous General Expense Claim Form
  • Travel Claim and Travel Advance Form
  • Hospitality and Event Request and Expense Claim Form

Treasury Board Instruments

  • Order-in-Council P.C. 2015-1114
  • Directive on Travel, Hospitality, Conference and Event Expenditures
  • Guide to Travel, Hospitality, Conference and Event Expenditures
  • Special Travel Authorities
  • Guidance for Crown Corporations on Preparing Corporate Plans and Budgets

Legislation

  • CATSA Act
  • Access to Information Act
  • Financial Administration Act

Other

Schedule 1 - Travel Requirements

1.1. Planning

Prudent planning for travel applies to employees, Office Holders and Non-CATSA Employees. Travel is to be avoided where cost effective alternatives are appropriate and available. Virtual presence, teleconference, videoconference and other remote meeting solutions are to be considered for every travel situation and, if not used, the reason is to be documented in the travel authorization justification.

1.1.1. Travel Categories. The following categories of travel are to be identified and form part of the travel authorization for expenditure initiation for each proposed trip:

  • Operational Activities - Travel required to support Operational Activities (other than the key stakeholder, internal governance and Training categories outlined below), legislative or legal requirements (e.g., equipment maintenance);
  • Key stakeholders - Travel necessary to engage key stakeholders in relation to such matters as policy, program or regulatory development or renewal, (e.g., meeting with airport authorities);
  • Internal governance - Travel necessary to support sound internal governance of CATSA (e.g., Audit Committee meeting);
  • Training - Travel to enable the necessary Training of employees and Office Holders; and
  • Other travel (e.g., attendance at a trade show).

1.1.2. Number of Travellers. The number of Travellers is to be limited to the minimum necessary to deliver the business of the organization. The total number of Travellers attending the same Event or activity is to be justified for each travel authorization.

1.1.3. Most Economical Means. The most economical means is to be selected, given the nature of the trip, when booking transportation, accommodations and meeting facilities, including giving preference to using appropriate government facilities. Where possible, the travel arrangements should be booked in advance to obtain optimal discounted rates.

1.2. Administration

Employee or Office Holder travel is administered mainly through Government of Canada’s (GC) travel management solution, which should be used to:

  1. Book air and rail transportation, accommodations, and car rentals;
  2. Create and submit expense reports; and
  3. Approve expense reports.

Employees who will be travelling for business purposes but do not require a booking for accommodation, airfare, automobile rental or rail can submit their travel expenditures for reimbursement using the Travel Claim and Travel Advance Form or GC’s travel management solution.

1.3. Travel Pre-Approval

1.3.1. Delegation of Approval Authority. The authority to approve travel may be delegated by the President and Chief Executive Officer to the Vice-President level. The President and Chief Executive Officer may delegate the authority to approve travel to appropriate managers below the Vice-President level where any of the following conditions are satisfied:

  • The program operations are regionally dispersed;
  • The potential for delay in obtaining approval at the Vice-President level could be injurious to the public interest or timely delivery of organizational services or operations;
  • The operational requirement for the travel is frequent and concentrating approvals at the Vice-President level would create operational delays; or
  • There is no Vice-President present in the regional office.

1.3.2. Expenditure Initiation. Expenditure initiation for travel may be done via:

  • Approval by the Approval Authority of the travel authorization elements for a specific trip;
  • Approval by the appropriate Approval Authority based on a travel plan approved by the Approval Authority that reasonably covers the travel authorization elements of Table 1 (Checklist of Trip Authorization Elements), or
  • Approval by BTA by the Approval Authority. BTAs are managed and issued by Finance. Where there are significant changes to pre-approved trips, those trips are to be reapproved by the Approval Authority.

1.3.3. Exception. The travel Approval Authority required under Section 1.3.2 (Expenditure Initiation) does not apply to:

  • Local Travel within the normal office location and surrounding working area of employees or Office Holders using means such as taxi, public transit or personal vehicle for the conduct of CATSA's day to day business. Such travel does not require pre-approval, and can be authorized by the RC Manager; and
  • Travel required to enable CATSA to respond rapidly to urgent and unforeseeable events that require employees or Non-CATSA Employees to travel on an emergency basis in order to provide expertise or delivery of programs or services to safeguard health, safety and security. In order to ensure efficient emergency responses, such travel costs must be subsequently disclosed, for information purposes, to the President and Chief Executive Officer.

1.3.4. Required Data Elements. The trip data elements of Table 1 (Checklist of Trip Authorization Elements) are to be included in the travel authorization for expenditure initiation purposes and, at a minimum, will form part of the associated authorization form.

1.3.5. Companion Travel. Travel expenditures for Companions are prohibited unless expressly provided for under legislation, regulations, orders-in-council, National Joint Council directives or other Treasury Board–approved instruments, or unless approval is granted by the Chairperson of the Board of Directors. This authority can only be delegated to the President and Chief Executive Officer.

Table 1: Checklist of Trip Authorization Elements
Element Description
A. Objective Summarize the objective of the travel
B. Category Include the applicable category from 1.1.1. (Travel Categories). Provide a detailed explanation of the purpose of travel if the Other travel category is selected.
C. Traveller Identify whether the Traveller is a CATSA employee, Office Holder, or a Non-CATSA Employee.
D. Virtual presence or other remote meeting solutions Rationale why virtual presence or other remote meeting solutions were not applied.
E. Number of Travellers Rationale for the number of Travellers as it relates to the suitability of the named Traveller for the stated objective.
F. Mode of transportation Identify the estimated cost and rationale for the use of each of the applicable modes of transport: air, rail, bus, ferry, taxi, personal motor vehicle, rental motor vehicle, public transit or other mode.
G. Accommodations Identify the estimated cost and rationale for each type of accommodation including commercial accommodation, commercial accommodation not listed in the Accommodation and Car Rental Directory, private accommodation, or other accommodation.
H. Meals Identify the estimated cost of the meals based on the rates for meal allowances set out in Schedule 2 (Travel Entitlements) and excluding those meals that are paid as part of an Event, Hospitality or the mode of transportation.
I. Incidentals and other costs Identify the estimated cost of the incidentals and other costs based on the maximum per diem rates set out in the National Joint Council Travel Directive.

1.4. Travel Cards

1.4.1. Issuance. It is recommended that Travellers use a Travel Card for all authorized travel. A Travel Card will be issued when:

  • The employee or Office Holder has completed the applicable Travel Card application form and signed the Employee Acknowledgement of Responsibilities and Obligations for Travel Cards Agreement;
  • The Travel Card application has been approved by the issuing credit card company; and
  • Approval has been given by the RC Manager.

1.4.2. Insurance Coverage. The Travel Card includes insurance coverage addressing certain risks, such as damage to a rental vehicle, hotel burglary, and lost or stolen baggage. Travellers who choose not to use a Travel Card for authorized CATSA travel assume responsibility for any claims arising from, or related to, anything that occurs while on Travel Status which would otherwise be covered by insurance provided under the Travel Card.

CATSA assumes no liability for such claims. Additional insurance purchased by the employee that would otherwise be covered by the Travel Card will not be reimbursed by CATSA.

1.4.3. Allowable Expenditures. The Travel Card shall only be used for expenditures incurred while on Travel Status. The Travel Card shall not be used for personal purchases or by anyone other than the Cardholder.

1.4.4. Payment. Cardholders shall pay the balance owed on the Travel Card by the due date set by the credit card issuer, including interest or other amounts charged by the credit card issuer.

1.5. Travel Advances

1.5.1. Authorization. Approval Authorities may authorize a travel advance in exceptional circumstances, to be determined on a case-by-case basis. It is recommended that, while on Travel Status, employees use a Travel Card for travel expenditures and cash advances.

1.5.2. Request Form. The Travel Claim and Travel Advance Form must be used by an employee to request travel advances.

1.5.3. Non-CATSA Employees ineligible. Non-CATSA Employees are not entitled to travel advances.

1.6. Travel Claims

1.6.1. Submission within 30 days. Traveller expense claims must be completed and submitted to the RC Manager within thirty (30) days following completion of the travel. Local travel claims, both within and outside of the employees’ Headquarters Area, may be submitted on a quarterly basis, no later than 30 days following the end of the quarter.

1.6.2. Provision of Receipts. Any expenditure listed on travel claims other than the eligible travel allowances must be supported by receipts (an original document or electronic/paper copy showing the date and amount of the expenditure paid by the Traveller). Where a receipt is unavailable, proof of payment (i.e. bank or credit card statement) may be acceptable if sufficient detail is present to confirm the supplier, type of expenditure, amount, and date of expenditure. In exceptional circumstances, a personal declaration may replace a receipt or other proof of payment where a Traveller certifies that neither a receipt nor other proof of payment is obtainable.

1.6.3 OverPayments. Any overpayments or payments made in error to the Traveller shall be recovered or re-paid by the Traveller within 30-days of discovery.

Schedule 2 - Travel Entitlements

CATSA uses rates and allowances established in the National Joint Council Travel Directive. Travel entitlements are determined based on travel within the following four categories:

  1. Travel within Headquarters Area – no overnight stay
  2. Travel outside Headquarters Area – no overnight stay
  3. Travel in Canada and continental US – overnight stay
  4. International travel outside Canada and the continental US – overnight stay

The following legend summarizes the entitlements for each of the above categories. Additional details regarding some of the entitlements are described in the pages that follow:

Table 2 - Matrix of Travel Entitlements
TravelEntitlements No Overnight Stay
(i) Within Headquarters Area		 No Overnight Stay
(ii) Outside Headquarters Area		 Overnight Stay
(iii) Canada and Continental US		 Overnight Stay
(iv) International
1 Accommodation No No Yes1 Yes2
2 Additional Business Expenditures Yes Yes Yes Yes
3 Currency Exchange No Yes Yes Yes
4 Dependent Care No Yes3 Yes3 Yes3
5 Incidental Expense Allowance No No Yes1 Yes2
6 Insurance Yes Yes Yes Yes
7 Passport, Visa, and Communication No Yes Yes Yes
8 Long-Term Travel No No Yes Yes
9 Meals No Yes1 Yes1 Yes2
10 Transportation Yes4 Yes4 Yes4 Yes4
11 Weekend Travel Home No No Yes Yes
12 Weekend Travel – Alternatives No No Yes Yes

Specific rates referenced in the matrix can be found on the National Joint Council’s Travel Directive site as follows:

  1. Appendix C - Allowances - Modules 1, 2 and 3
  2. Appendix D - Allowances – Module 4 
  3. Dependent Care, Sections 3.2.5, 3.3.5 and 3.4.5
  4. Appendix B - Kilometric Rates - Modules 1, 2 and 3

The following describes the travel entitlements:

(1) Accommodation

The standard for commercial accommodation is a single room, in a safe environment, conveniently located, comfortably equipped and reasonably priced. Public Services and Procurement Canada (PSPC) publishes an Accommodation and Car Rental Directory, which shall serve as a guide for the reimbursable cost, location and selection of accommodation. In situations where accommodation costs exceed the city rate limits listed in the Accommodation and Car Rental Directory, other than for airport locations, justification shall be provided at the time of pre-approval.

Given that the majority of employees or Office Holders travel to perform duties at airport locations, it may be preferable, that they stay in commercial accommodations at or near the airport terminal in order to minimize travel time and ground transportation costs. Such accommodations may be premium priced, but are considered acceptable as long as the rates are reasonable, considering the ground transportation cost and time savings. When rates are premium priced, and lower overall costs exist nearby, the lowest overall cost option should be selected, unless a pre-approved justification is provided.

Employees travelling on CATSA business can join loyalty programs and retain benefits offered by the travel industry for business or personal use. Such privileges are conditional upon the use of government-approved services and products, and as such are not a justification for choosing a hotel outside of the government accommodation directory.

In all cases, government rates must be requested when booking commercial accommodations.

An employee or Office Holder who chooses to stay in private accommodation shall be reimbursed at the rate specified in Appendix C on the National Joint Council’s Travel Directive site.

(2) Additional Business Expenditures

Travellers shall be reimbursed for reasonable business expenditures incurred, including business calls, photocopies, word processing services, faxes, internet connections, and rental and transportation of necessary office equipment.

Where potable water is not readily available, the cost of reasonable amounts of plain bottled water shall be reimbursed based on receipts, except where bottled water is part of a meal.

(3) Currency Exchange

Costs incurred when converting sums of Canadian currency to a foreign currency and/or converting any unused balance back to Canadian currency shall be reimbursed at the rate paid as listed on provided receipts.

When currency exchange receipts are not provided, the applicable daily Bank of Canada currency exchange rate shall apply.

(4) Dependent Care

Travellers required to travel on CATSA business shall be reimbursed for Dependent care expenses up to a daily maximum of:

  • $35 Canadian, per household, with a declaration; or
  • $75 Canadian, per household, with a receipt for services provided by an individual or company in the business of providing Dependent care services.

The above noted amounts apply when:

  • Other caregivers of the Dependent are unavailable because they are required to work or must attend medical appointments or courses at a recognized learning institution; and
  • Expenses that are incurred as a result of travelling on CATSA business are additional to expenses the employee would incur while not travelling.

A declaration on the travel claim will be required and should contain the following elements: i) that the Traveller is responsible for the care of the Dependent, 2) the time period that the services were rendered, and 3) confirmation that only one employed family member has submitted a claim for Dependent care.

Non-CATSA Employees are not entitled to Dependent care expenses.

(5) Incidental Expense Allowance

The incidental expense allowance covers such items as laundry, dry cleaning, gratuities, a daily newspaper, and luggage depreciation over the duration of a trip, even though a particular expense may be higher on a given day.

A Traveller shall be paid an incidental expense allowance when overnight accommodation has been authorized. When a Traveller visits multiple locations on the same day, the incidental expense allowance is paid for the location where the Traveller was when their day commenced. Rates for incidental expense allowances are specified in Appendix C (for travel within Canada or the United States) or Appendix D (for international travel) on the National Joint Council’s Travel Directive site.

Non-CATSA Employees are not entitled to incidental expense allowances.

(6) Insurance

In the event that a Traveller becomes ill, is injured, or dies while on Travel Status, the Traveller or, where applicable, the Traveller’s dependent(s) may be provided with coverage, subject to the terms and conditions of CATSA’s benefit programs. Additional insurance purchased by the Traveller shall not be reimbursed.

For automobile insurance, refer to Section 10 (Transportation), (b) (Automobiles) below.

It is the financial responsibility of Non-CATSA Employees to bear their insurance costs.

(7) Passport, Visa, and Communication

Passport and Visa – When an employee or Office Holder is required to Travel outside Canada on authorized CATSA business, CATSA shall facilitate the necessary arrangements for obtaining an appropriate passport and/or visa, and any required inoculations, vaccinations, X-rays and certificates of health. These expenditures will be reimbursed by CATSA.

Communication – Over each continuous three-day period away from home, a Traveller outside Canada shall be reimbursed the equivalent of one, 10-minute phone call home, based on receipts.

(8) Long-Term Travel

When apartment hotels are available to the employee in the area surrounding the workplace, or the employee chooses to stay in private accommodation, the meal and incidental expense allowances shall be reduced as follows for long-term travel in the same location, as per Appendix C (for travel within Canada or the United States) or Appendix D (for international travel) on the National Joint Council’s Travel Directive site:

  • Starting on the 31st consecutive calendar day, the meal and incidental allowances will be reduced to seventy-five percent; and
  • Starting on the 121st consecutive calendar day, the meal allowances will be reduced to fifty percent (incidental allowance remains at seventy-five percent).

(9) Meals

A Traveller shall be paid the applicable meal allowance for each breakfast, lunch and dinner while on Travel Status, as specified in Appendix C (for travel within Canada or the United States) or Appendix D (for international travel) on the National Joint Council’s Travel Directive site.

A Traveller can claim a meal allowance if the Traveller is on Travel Status at the time at which the meal would usually be taken or at the time at which it would be reasonable to have a meal. Additional justification for meals claimed outside of this criteria is required on expense claims.

A meal allowance shall not be paid to a Traveller if a complimentary meal is provided. If a Traveller incurs out of pocket expenditures to supplement meals provided, the actual incurred costs may be reimbursed, based on receipts provided, up to the amount of the applicable meal allowance.

Where a Traveller incurs meal costs that are higher than the established meal allowances in situations outside of the Traveller’s control, the actual and reasonable expenditures incurred shall be reimbursed, based on the receipts provided with written justification.

Actual meal expenditures shall not include alcohol or costs associated with guests or co-workers.

(10) Transportation

The selection of a mode of transportation shall be based on cost, duration, convenience, safety and practicality.

(a) Commercial

Where commercial air or rail transportation is authorized, the Traveller shall make the travel arrangements through GC’s travel management solution.

i) Air Travel

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 to ensure costs are minimized.

The use of business class air travel is authorized for all flights taken by the President and the Chief Executive Officer.

The use of business class air travel is authorized for Vice-Presidents and Directors for trips of 850 air kilometres or more one way.

When travelling outside of Canada and the United States, Travellers are authorized to use business class air travel where continuous air travel exceeds 9 hours. Continuous air travel starts at the scheduled departure time and ends with the arrival at destination or with an overnight stop (or layover equivalent to an overnight stop).

CATSA will reimburse Non-CATSA Employees for fares up to full-fare Economy Class only. Upgrades to business or first class may be personally paid by the Non-CATSA Employee or private sector company, where this is company policy.

ii) Other Modes of Transportation

The standard for rail travel is the next higher class after the full Economy Class.

Taxis, shuttles and local transportation services are alternative modes of transportation for short trips. Actual expenses, including reasonable gratuities, shall be reimbursed. Receipts shall only be required for expenses in excess of $12. Public transportation including hotel airport shuttles should be used whenever possible.

(b) Automobiles

In the interests of safe driving, Travellers shall not normally be expected to drive a vehicle more than:

  • 250 kilometres after having worked a full day;
  • 350 kilometres after having worked one-half day; or
  • 500 kilometres on any day when a Traveller has not worked.
i) Privately Owned Automobiles

The kilometric rates payable for the use of privately owned automobiles driven while on Travel Status are specified in Appendix B on the National Joint Council’s Travel Directive site. Travellers shall use the most direct, safe and practical routes and shall claim only for distances driven for CATSA travel. Travellers must provide trip details in their travel claim to support kilometres claimed.

Travellers who are driven to or picked up from a public carrier terminal shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip.

CATSA assumes no financial responsibility for privately owned automobiles, other than paying the kilometric rate, where required. CATSA is not responsible for reimbursing deductible amounts related to insurance coverage.

Privately owned automobiles or other types of transportation used by Travellers while on CATSA business shall have at least the minimum provincial/territorial, state/country insurance coverage for public liability and property damage.

Additional premium costs for public liability and property damage, collision and comprehensive coverage shall be reimbursed for the applicable period when supplementary business insurance for an automobile is required.

Travellers who intend to use their privately owned automobiles while on Travel Status and/or intend to carry passengers in their privately owned automobile while on Travel Status are advised to confirm with their insurance agent that they are adequately insured.

ii) Automobile Rental

The standard for rental automobiles is intermediate. Justification for rental automobiles beyond intermediate must be provided at the time of pre-approval and shall be based upon factors such as, but not limited to, cost, safety, the needs of the employee and the bulk or weight of goods transported. PSPC’s Accommodation and Car Rental Directory shall serve as a guide for the cost and selection of automobile rentals. Note that government rates must be requested when renting automobiles.

Collision damage waiver coverage is required for the entire period that an automobile is rented within or outside of Canada and it is the Traveller’s responsibility to ensure they have proper coverage.

a. Within Canada

Collision damage waiver coverage is included when Travellers use their Travel Card to rent an automobile within Canada. If Travellers do not use their Travel Card when renting a vehicle, they will be responsible for any claims that would otherwise be covered under the Travel Card. CATSA assumes no liability for such claims. The cost of collision damage waiver coverage will only be reimbursed in exceptional circumstances (e.g., where their Travel Card is not available for use at the time of the rental), to be determined on a case-by-case basis.

b. Outside of Canada

Employees or Office Holders travelling outside of Canada should check with their rental agency or travel agent to determine if collision damage waiver coverage associated with the Travel Card will be accepted. Travellers will be reimbursed for the cost of collision damage waiver coverage in those cases where Travel Card coverage is not accepted, or in exceptional circumstances to be determined on a case-by-case basis.

Travellers will not be reimbursed for personal accident insurance coverage premiums.

(11) Weekend Travel Home

Weekend travel home or the alternatives described in Section 12 (Weekend Travel – Alternatives) below do not constitute a break in continuous travel at the same location.

Travellers whose travel extends through or beyond a weekend are eligible for periodic weekend travel home, provided that the following conditions are met:

  • Work schedules permit the employee to be absent; and
  • Appropriate private or public transportation is available and its use is both practical and reasonable.

Weekend travel home must be approved at the Vice-President level or higher. In such situations, the Traveller shall be reimbursed the most economical return fare, the necessary return ground transportation to and from the carrier's terminal and meals en-route. Meals and incidentals at the destination shall not be reimbursed. The accommodation at the duty travel location should be suspended where possible but need not be cancelled.

(12) Weekend Travel – Alternatives

Provided that the Traveller is not required to remain at the travel location, an employee may choose to spend the weekend at an alternative location. To be eligible for reimbursement, the employee shall: cancel charges for accommodation at the travel location, provide a receipt for alternative commercial accommodation when used, and not return home or to the Headquarters Area during the weekend.

Reimbursement shall be limited to the cost of maintaining the Traveller at the travel location and shall include the cost of accommodation, meals, incidentals and other expenditures. Arrangements are the personal responsibility of the Traveller without using CATSA’s approved services. The Traveller assumes personal liability as if the employee were not on Travel Status. The use of this provision does not preclude the Traveller’s entitlement to weekend travel home.

Schedule 3 - Hospitality Requirements

3.1. Planning

In the planning of Hospitality expenditures, the following limitations and exclusions are applied:

3.1.1. Cost per person. The provision of food and beverages is acceptable in accordance with the Standard and Maximum Cost per Person cost limits in Table 3 (Maximum Food and Beverage Cost per Person) below. A justification is required if the cost of the hospitality is above the standard cost per person.

Table 3: Maximum Food and Beverage Cost Per Person
Food and Beverages Standard Cost per Person Maximum Cost per Person
Breakfast 1.5 X Breakfast Allowance*

1.5 X Standard Cost Per Person
Lunch 2.0 X Lunch Allowance*
Dinner 1.75 X Dinner Allowance*
Refreshments 0.5 X Breakfast Allowance*

* Meal allowance rates are set out in Appendix C of the National Joint Council Travel Directive.

3.1.2. Provision of Hospitality. Hospitality may only be provided to the minimum required number of Non-CATSA Employees, employees and Office Holders for reasons of courtesy, diplomacy or Protocol subject to the following:

  • Alcoholic beverages: The provision of alcoholic beverages is only permitted in special circumstances where it is a matter of courtesy, diplomacy and/or Protocol involving Non-CATSA Employees. Alcoholic beverages shall not be provided as Hospitality at Events involving only CATSA employees and/or Office Holders. The provision of bottled water or water coolers to CATSA employees and/or Office Holders is not part of Hospitality except in situations where they are provided as part of Refreshments at Events covered under this policy;
  • Entertainment activities: Exceptionally, the offering to Non-CATSA Employees of tickets to the theatre or sporting events, tours of local areas or other places of interest, other similar Entertainment activities, as well as other reasonable measures, are deemed appropriate for reasons of courtesy, diplomacy and/or Protocol as part of an Event. CATSA employees or Office Holders who are required to accompany Non-CATSA Employees can similarly partake in the Entertainment activities;
  • Transportation: Local transportation to and from an Event or activity is not considered as part of Hospitality except in special circumstances involving Non-CATSA Employees for reasons of courtesy, diplomacy and/or Protocol; and/or
  • Virtual Attendance: Where employees are unable to attend Hospitality events in person, due to Remote Working Arrangement (as defined in CATSA’s Telework Policy) or operational requirements, Hospitality may be provided at an alternate location, provided that the employee is participating in the event virtually;
  • Facility rental and associated costs: Facility rental and associated costs such as audio/video equipment and technical support or translation services are not considered as part of Hospitality except in special circumstances for reasons of courtesy, diplomacy and/or Protocol (e.g., in circumstances where the costs are directly and inherently for Hospitality purposes, such as the rental of a room to be used only for hosting a lunch). These costs, however, form part of Events under this Policy for purposes of assessing the applicable approval threshold.

3.1.3. Employees and Office Holders. In addition to Section 3.1.2 (Provision of Hospitality), Hospitality can be provided to employees and Office Holders only in situations where participation is required in Operational Activities, Training or Events that extend beyond normal working hours including where:

  • there are no nearby or appropriate facilities to obtain Refreshments or meals; and/or
  • dispersal of employees and Office Holders is not effective or efficient.

Meals received by employees and Office Holders in the course of their duties, where CATSA has no discretion in their provision, are not subject to this policy but are subject to the Code of Ethics, Conduct and Conflict of Interest for CATSA Employees or the Code of Conduct and Ethical Behaviour – Board of Directors of CATSA, as applicable.

3.2. Hospitality Pre-Approval

3.2.1. Chairperson of the Board. Approval by the Chairperson of the Board of Directors is required when the following Hospitality components are present, unless delegated to the President and Chief Executive Officer in accordance with this section:

  1. Total Hospitality cost exceeds $10,000;
  2. Alcoholic beverages will be provided;
  3. Food and beverage costs exceed the standard or maximum cost per person (Table 3);
  4. Entertainment will be provided;
  5. Hospitality or Entertainment will be provided to a person accompanying an Event participant; or
  6. Hospitality paid by CATSA will be extended at the residence of a CATSA employee or Office Holder.

The Chairperson of the Board of Directors may choose to delegate to the President and Chief Executive Officer the right to approve, in writing, any or all elements in Section 3.2.1 (b) to (f) or an increased Hospitality Approval Authority limit under Section 3.2.1(a) to meet Operational Activities. When the President and Chief Executive Officer has delegation for any element of Section 3.2.1 (a) to (f), Event approvals are still required as set out in Schedule 5 (Event Requirements) if applicable. For Hospitality extended by the Chairperson of the Board of Directors, the Vice-President responsible for Finance must provide pre-approval.

3.2.2. President and Chief Executive Officer. Approval by the President and Chief Executive Officer is required when the total Hospitality costs exceed $3,000 but are $10,000 or less and none of the components listed in Section 3.2.1 (Chairperson of the Board) (b) to (f) are present.

3.2.3. Vice-Presidents or Directors. Approval by a Vice-President or Director is required when total Hospitality costs associated with the Event are $3,000 or less, and none of the components listed in Section 3.2.1. (Chairperson of the Board) are present.

In situations where food and beverage costs will exceed either the standard or maximum cost per person, as described in Table 3 (Maximum Food and Beverage Cost Per Person), justification must be provided to the Approval Authority at the time of pre-approval.

Participant may not approve. An individual who is a participant at an Event may not approve the Hospitality. In such circumstances, the approval of a higher authority is to be obtained. In situations where the Chairperson of the Board of Directors is in attendance, the Vice-President responsible for Finance will be the Approval Authority for Hospitality. In situations when the President and Chief Executive Officer is in attendance, the Vice-President responsible for Finance will be the Approval Authority for Hospitality, even when the Vice-President responsible for Finance is also in attendance. In situations where a Vice-President is in attendance, the President and Chief Executive Officer will be the Approval Authority for the Hospitality.

3.2.4. Awards and Recognition. The President and Chief Executive Officer has authority to provide awards to employees and may approve Hospitality as part of a related ceremony consistent with this policy. Event approvals will still be required as set out in Schedule 5 (Event Requirements) if applicable.

3.2.5. Blanket Hospitality Authorities. An expenditure initiation for a BHA, which does not include any elements requiring Chairperson of the Board approval as set out in Section 3.2.1 (Chairperson of the Board), may be issued by the Chairperson of the Board to the President and Chief Executive Officer provided it is:

  • Approved for use within a particular fiscal year; and
  • Supported by sound rationale and proper oversight, accountabilities and controls including quarterly internal reporting, at a minimum, of planned and actual blanket hospitality authority expenditures.

3.2.6. Private Club Memberships. The purchase of Private Club memberships is prohibited unless expressly permitted under legislation, regulations, orders-in-council, National Joint Council directives or other Treasury Board–approved instruments, or unless approval is granted by the Chairperson of the Board of Directors. This authority can only be delegated to the President and Chief Executive Officer.

3.3. Approval of Claims

3.3.1. Claim submission. It is the Applicant’s responsibility to complete and submit a claim using the Hospitality and Event Request and Expense Claim Form as soon as possible after the Event, including providing all supporting receipts. When a CATSA employee or Office Holder is the recipient of Hospitality, they are responsible for ensuring that they do not seek reimbursement for equivalent meals or refreshments as part of a travel claim or other expense claim. In situations where actual costs related to food and beverages provided as part of Hospitality exceeded either the standard or maximum cost per person, as described in Table 3 (Maximum Food and Beverage Cost Per Person), and the pre-approval for the Hospitality did not include food and beverage costs above standard or maximum cost per person, justification must be attached to the claim and submitted to the appropriate Approval Authority as described in Section 3.2. (Hospitality Pre-Approval).

3.3.2. Approval by RC Manager. Claims must be approved by the appropriate RC Manager.

Schedule 4 - Conference Requirements

4.1. Planning

4.1.1. Attendance objective. The objective of attending a Conference should principally be to support Operational Activities specified in the applicable Conference and Event Request Form. Where travel is involved, the travel authorization elements of Table 1 (Checklist of Trip Authorization Elements) in Schedule 1 (Travel Requirements) will apply.

4.1.2. Number of attendees. The number of employees or Office Holders attending a Conference will be the minimum necessary to achieve CATSA’s objective.

4.2. Conference Pre-Approval

Conference authorization Approval Authorities are:

  • The President and Chief Executive Officer when:
    1. total Conference costs exceed $5,000; or
    2. Conference attendance is outside of Canada.
  • The applicable Vice-President when total Conference costs are less than $5,000.

Where multiple CATSA employees or Office Holders will be attending the same Conference, the requirements of Schedule 5 (Event Requirements) should be considered, in which case the total planned Conference costs will be provided for approval to the most senior Approval Authority as defined under Schedule 5 (Event Requirements).

4.3. Approval of Claims

4.3.1. Claims Submission. It is the Applicant’s responsibility to complete and submit a claim using the Miscellaneous Claim Form as soon as possible and within thirty (30) days after the Conference.

4.3.2. Approval by RC Manager. Claims must be approved by the appropriate RC Manager.

Schedule 5 - Event Requirements

5.1 Planning

5.1.1. CATSA will determine the appropriate number of employees or Office Holders that are attending the same Event when considering the appropriate Event Approval Authority, as specified in Section 5.2 (Event Pre-Approval) of this Schedule. This will include obtaining the records of the planned costs where travel is involved, as well as other cost factors when CATSA is hosting an Event, such as professional services and facilities rentals.

5.2. Event Pre-Approval

5.2.1. Approval Authorities. Approval Authorities for Events are:

  • The Chairperson of the Board of Directors when total costs associated with an Event will exceed $50,000;
  • The President and Chief Executive Officer when total costs associated with the Event exceed $25,000 but are $50,000 or less; and
  • A Vice-President, Director, General Manager or Manager, when the Event has total costs of $25,000 or less.

5.2.2. Calculating total cost. For the calculation of the total costs for a single Event in order to determine the required Approval Authority, total costs are to include items such as Conference fees, professional services charges, Hospitality, accommodation, transportation, meals, taxes, gratuities and service charges, and other relevant costs directly attributable to the particular Event. These costs exclude salary costs and other fixed operating costs as part of CATSA’s on-going operations.

5.3 Approval of Claims

5.3.1. Claims Submission. It is the Applicant’s responsibility to complete and submit a claim using the applicable form, as soon as possible and within thirty (30) days after the Conference.

5.3.2. Approval by RC Manager. Claims must be approved by the appropriate RC Manager.

Schedule 6 - Board of Director Travel Requirements

The information below is provided for ease of reference for the Board of Directors and to incorporate travel requirements applicable only to the Board of Directors. All other matters pertaining to travel, or Hospitality, Conference and Event expenditures for the Board of Directors beyond what is addressed below will be interpreted and administered according to the terms of this policy and Schedules 1 through 5, as well as the Director Conference Attendance Guidelines and the Director Professional Development Guidelines, as applicable.

6.1 Approval Authority for Travel

The Chairperson of the Board is the Approval Authority for authorizing and determining when Board member travel is necessary for CATSA business. If requested, the Vice-President responsible for Finance can assist the Chairperson with the interpretation and implementation of this policy.

The Chairperson’s travel shall be authorized in advance by the Vice-President responsible for Finance.

6.2 Advance Authorization Required

Travel must be authorized in advance by the Chairperson or delegate to ensure all travel arrangements are in compliance with the provisions of this policy. The Corporate Secretariat will facilitate this process on behalf of members of the Board of Directors to ensure that travel authorizations, at a minimum, provide the trip data elements of Table 1 (Checklist of Trip Authorization Elements) in Schedule 1 (Travel Requirements).

Generally, travel expenditures may only be authorized when a member of the Board of Directors is away from their home city on CATSA business or as otherwise approved by the Chairperson in advance, on a case-by-case basis.

6.3 Blanket Travel Authorities

In compliance with the terms of this policy pertaining to Blanket Travel Authorities, a BTA will be used to pre-authorize travel for the Chairperson to Ottawa and surrounding areas for CATSA business as well as for the Chairperson and all members of the Board of Directors to travel to attend meetings of the Board of Directors or its Committees.

The BTA will be issued by the Chairperson of the Board and approved annually.

The BTA for the Chairperson of the Board will be issued by the Vice-President responsible for Finance annually.

6.4 General Travel Entitlements

Members of the Board of Directors are eligible for the entitlements at the rates provided in Schedule 2 (Travel Entitlements) while on Travel Status which include, but are not limited to, meals and incidentals.

Members of the Board of Directors have discretion over commercial accommodation, telephone calls, meals and incidentals in excess of the per diems, based on receipts (excluding alcohol). This discretion should be exercised with prudence and probity, mindful that all expenditures must further CATSA objectives. The basic norm should be comfortable and convenient, but not excessive. In situations where accommodation costs, meals, or incidentals will exceed the standard described in Schedule 2 (Travel Entitlements), justification must be provided at the time of pre-approval.

6.5 Accommodation

The Corporate Secretariat books all accommodation for members of the Board of Directors who are travelling on CATSA business at a hotel which meets the standard for commercial accommodation under Schedule 2 (Travel Entitlements) and is pre-approved by the Chairperson. In situations where accommodation costs for members of the Board of Directors will exceed the standard described in Schedule 2 (Travel Entitlements), justification must be provided to the Chairperson of the Board at the time of pre-approval.

6.6 Transportation

Members of the Board of Directors shall arrange for their respective travel. The selection of the mode of transportation must be based on cost, duration, convenience, safety and practicality. Members of the Board of Directors will not be out-of-pocket for an extended duration. For greater clarity, this includes circumstances where travel is cancelled and either partial reimbursement was received, cancellation costs were incurred, or credits received cannot be used for future CATSA travel.

6.6.1 Commercial. Members of the Board of Directors may, at their discretion, use business class travel for CATSA business for trips of 850 air kilometres or more. The lowest available airfares appropriate to particular itineraries must be sought and bookings must be made as far in advance as possible.

When business class is not available for trips of 850 air kilometres or more, economy fares are to be used. First Class air travel is not permitted.

Business class travel is not to be used for discretionary travel of any distance (e.g., travel requested by the individual members of the Board of Directors, such as attending conferences, training, etc.). A member of the Board of Directors should seek confirmation from the Chairperson if there is doubt about whether a particular trip qualifies for business class travel.

The standard for rail travel is the next higher class after the full Economy Class.

6.6.2 Vehicles. The standard for rental vehicles is intermediate. The kilometric rates payable for the use of privately owned vehicles driven on authorized CATSA business are prescribed by National Joint Council Travel Directive. (Consult current rates).

Members of the Board of Directors shall use the most direct, safe and practical road routes and shall claim only for distances necessary to be driven for CATSA business travel.

Members of the Board of Directors who drive, who are driven or are picked up from a public carrier terminal, will be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each round trip.

In the interests of safe driving, members of the Board of Directors shall not normally be expected to drive a vehicle more than:

  • 250 kilometres after having worked a full day;
  • 350 kilometres after having worked one-half day; or
  • 500 kilometres on any day when a member of the Board of Directors has not worked.

In respect of every day on which a member of the Board of Directors uses a vehicle driven on authorized CATSA business, the member of the Board of Directors will be reimbursed the actual costs of parking the vehicle for that period of time.

6.7 Travel Claims

Members of the Board of Directors shall submit travel claims to the Corporate Secretariat within thirty (30) days following completion of travel.

Expenditures, other than allowances listed on the travel claim form must be supported by receipts (an original document or electronic/paper copy showing the date and amount of the expenditure paid by the member of the Board of Directors). Where a receipt is unavailable, proof of payment (i.e. bank or credit card statement) may be acceptable if sufficient detail is present to confirm the supplier, type of expenditure, amount, and date of expenditure. In exceptional circumstances, a personal declaration may replace a receipt or other proof of payment where a member of the Board of Directors certifies that neither a receipt nor other proof of payment is obtainable.

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