Policy Statement
Employees traveling on government business may request a standing travel advance or a trip advance in exceptional circumstances to cover authorized expenses, subject to the approval of the Deputy Minister. Employees holding corporate charge cards are encouraged to use the corporate charge card, including cash advances, instead of standing travel advances or trip advances, where feasible.
Application
This policy applies to all employees of Government departments.
Bargaining unit employees should also consult their respective collective agreements and the provisions of the collective agreement shall prevail.
Definitions
corporate charge card:
a charge card issued to employees to provide a means to pay for expenses incurred while traveling on government business
corporate charge card cash advance:
an amount of money obtained by employees from their corporate charge card based on anticipated cash expenditures while traveling on government business
the corporate charge card cash advance is usually for a single trip and may be obtained when it is anticipated that the corporate charge card may not be accepted
standing travel advance:
a standing travel advance is an amount of money advanced to those employees who travel on a frequent and regular basis and may be approved in exceptional circumstances
travel expenses:
actual and necessary expenses incurred by employees traveling on government business
trip advance:
an amount of money advanced to employees based on anticipated cash expenditures while traveling on government business
a trip advance is usually made to those employees who are making a single trip and may be approved in exceptional circumstances only
Responsibilities
Department
It is the responsibility of the Deputy Minister to:
- determine when a standing travel advance or a trip advance is an appropriate method of paying for the type of travel required;
- ensure that employees who travel on a frequent and regular basis are aware that they may apply for and use the corporate credit card;
- encourage the use of the corporate charge card, including cash advances, in lieu of standing travel advances or trip advances where feasible; and
- ensure that any standing travel advances held by employees who terminate employment or who transfer to another department are promptly refunded.
It is the responsibility of the Director of the Department’s Finance Division to monitor the department’s use of standing and trip advances and advise the Deputy Minister accordingly.
Employees
It is the responsibility of employees to:
- anticipate the need for a standing travel advance or trip advance and submit a written request to the Deputy Minister outlining the circumstances in a timely manner;
- ensure that all advances are accurately accounted for and repaid in a timely manner;
- use the corporate charge card, including cash advances, in lieu of standing travel advances or trip advances where feasible; and
- safe guard travel funds.
Standing Travel Advance
Employees traveling on government business may request a standing travel advance in exceptional circumstances to cover authorized expenses, subject to the approval of the Deputy Minister. Employees holding corporate charge cards are encouraged to use the corporate charge card instead of standing travel advances, where feasible.
An Official Journey Authorization/Payment Voucher must be completed for all standing travel advances. The amount of the standing travel advance must be approved by the Deputy Minister and should not exceed anticipated cash expenses required for a six week period.
Employees who do not use their standing travel advances for a three month period will be required to repay the advance, unless in the opinion of the Deputy Minister, exceptional circumstances prevented employees from using the advances during that period.
Where repayment is required, the Deputy Minister may authorize the recovery of the advance from employees’ subsequent pay cheques.
Employees may not hold standing travel advances simultaneously from more than one department.
Where circumstances require, employees holding a standing travel advance may, with the approval of the Deputy Minister, be provided with a trip advance.
Standing travel advances that are outstanding must be recorded as an accounts receivable by the respective Departmental Finance Division.
Trip Advance
Employees traveling on government business may request a trip advance in exceptional circumstances to cover authorized expenses, subject to the approval of the Deputy Minister. Employees holding corporate charge cards are encouraged to use the corporate charge card instead of trip advances, where feasible.
An Official Journey Authorization/Payment Voucher must be completed for all trip advances. The amount of a trip advance must be approved by the Deputy Minister and should be based on a reasonable estimate of the total anticipated reimbursable expenses and the availability of the corporate charge card or a standing travel advance.
Trip advances must be accounted for within 30 days of the completion of the trip for which the advance was authorized. Where trip advances are not accounted for in the specified period of time, the Deputy Minister may authorize the recovery of the amount of the trip advance from employees’ subsequent pay cheques.
Where trip advances exceed $100, employees may claim the cost of converting excess cash into traveler’s cheques.
Standing trip advances that are outstanding must be recorded as an accounts receivable by the respective Departmental Finance Division.
Last Policy Update: May 21, 2010