Miscellaneous Expenses Policy - Treasury Board Secretariat

1.0 Policy Statement
2.0 Application
3.0 Definitions
4.0 Responsibilities
5.0 Incidental Expenses
6.0 Telephone Calls
7.0 Credit Card Expenses
8.0 Passport and Related Expenses
9.0 Hospital and Medical Insurance
10.0 Foreign Currencies and Traveler’s Cheques
11.0 Excess Luggage
12.0 Weekend Travel
13.0 Escort Duties
14.0 Employment Interviews

1.0 Policy Statement

1.1	Employees on travel status may claim miscellaneous expenses as per this policy.

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2.0 Application

2.1	This policy applies to all employees of Government departments.
2.2	Bargaining unit employees should also consult their respective collective agreements and the provisions of the collective agreement shall prevail.

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3.0 Definitions

Incidental Expenses	Those expenses, such as use of coin operated machines, laundry, etc., incurred by employees on overnight travel status.
Overnight Travel Status	Travel on government business where employees are required to spend at least one night away from home.

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4.0 Responsibilities

4.1	Employee It is the responsibility of employees to ensure that receipts are included, where required, when claiming miscellaneous expenses.
4.2	Department It is the responsibility of the individual departments to ensure that miscellaneous expenses are claimed within the provisions of this policy.

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5.0 Incidental Expenses

5.1

Employees may claim $5.00 per night for incidental expense for every night on overnight travel status. Special per diem allowances for incidentals for international travel may be approved by the Deputy Minister. In applying this policy, the Deputy Minister may reference, as a guide, the Federal Treasury Board Travel Directive (Appendix D – Allowances – Module 4 (International Incidental Rates). These listed rates may be reimbursed without receipts.

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6.0 Telephone Calls

6.1	Employees may claim (with receipt) the cost of one 5 minute long distance phone call for each night on overnight travel status. The cost of this phone call may be submitted for payment either as part of a hotel bill or as part of the employee’s personal phone bill.

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7.0 Credit Card Expenses

7.1	As per the Corporate Charge Card Policy, employees who travel on government business may use the corporate charge card. Where employees use their personal credit cards for travel on government business, they may not claim any extra costs incurred.
7.2	Employees may claim fees, including applicable interest fees, associated with a cash advance charged on the corporate charge card for travel on government business. Employees are encouraged to obtain cash advances from their corporate charge card as an alternative to requesting travel advances from government, where feasible (please see Travel Advances Policy).

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8.0 Passport and Related Expenses

8.1	Employees who are required to travel outside Canada may claim (upon submission of receipt) for the cost of procuring a passport and/or visa, where these documents are required for travel and not currently owned by employees.
8.2	Employees may claim (upon submission of receipt) the cost of certificates of health, inoculations, vaccinations and/or other medical procedures where these are required prior to traveling.

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9.0 Hospital and Medical Insurance

9.1	Employees who are required to travel outside Canada may claim (upon submission of receipt) the cost of purchasing individual hospital and medical insurance policies at a rate for single status coverage for the actual number of days of stay in the country outside Canada.

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10.0 Foreign Currencies and Traveler’s Cheques

10.1	Employees may claim (upon submission of receipt) the cost of converting Canadian dollars to other currencies and converting other currencies to Canadian dollars.
10.2	Employees may claim (upon submission of receipt) the cost of converting the excess into traveler’s cheques where expenses for a trip are expected to exceed $100.

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11.0 Excess Luggage

11.1	Employees may claim (upon submission of receipt) for the costs incurred in transporting personal effects or government equipment at excess luggage rates, where prior approval of the Deputy Minister was obtained.

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12.0 Weekend Travel

12.1	Employees on travel status may leave the travel status destination for the weekend and be reimbursed for the lesser cost of maintaining the employee on travel status or the most economical and practical form of transportation from the travel status destination and return.
12.2	Employees will not be considered to be on travel status while absent from the travel status destination.
12.3	Employees who do not return from to the travel status destination at the time required will not be reimbursed.

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13.0 Escort Duties

13.1	Employees who are required to act as escorts may only claim the actual cost of the meal purchased for the person being escorted, up to the rates in the Meal Rates Policy.

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14.0 Employment Interviews

14.1	Employees who attend employment interviews outside their headquarters area will be considered to be on travel status. Reimbursement will be paid by the interviewing department.
14.2	Deputy Ministers may approve the reimbursement of expenses for individuals who are not employees and who travel in excess of 125 km to an interview site.

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Last Policy Update: May 26, 2025