Rules and Procedures on Business Travel

Effective Date: October 26, 2016
Responsibility: Executive Vice-President and Chief Financial Officer

STATEMENT OF POLICY

Business Travel: Travel required for CBC/Radio-Canada business outside of an employee’s normal office and working environment.

Local Travel: Travel within the normal office location and working environment of an employee using means such as taxis, public transit, personal vehicle or fleet vehicle for the conduct of the Corporation’s day-to-day business. (e.g., travel within the Greater Toronto Area/Greater Montreal Area and adjacent suburbs).

Traveller: A CBC/Radio-Canada employee or any other person who is authorized for CBC/Radio-Canada business travel or local travel.

Travellers must be treated consistently and fairly, and are reimbursed for legitimate, necessary and reasonable travel expenses when travel is directly connected with or pertaining to CBC/Radio-Canada business.

OTHER DEFINITIONS

Blanket Travel Authority (BTA): Authorization used to satisfy travel pre-authorization where individual travel pre-authorizations for each trip would be impractical (e.g., individuals who are required to travel semimonthly, or more frequently, between Ottawa, Montreal and Toronto to supervise employees; managers or employees whose duties include responsibility for a large region where frequent travel throughout that region is required as part of their position).

Car Allowance: A monthly allowance paid to employees in specific pre-determined roles to cover all costs of operating a personal vehicle for corporate day-to-day business.

Emergency Travel: Travel required to enable the Corporation to respond rapidly (within 24 hours) to urgent and unforeseeable events that require employees to travel on an emergency basis in order to provide expertise (e.g. urgent repair of a transmission tower or an urgent legal issue that must be dealt with in person) or services to safeguard health, safety and/or security.

Employee Individual Corporate Credit Card: A credit card provided to an employee for the purpose of paying for individual expenses related to CBC/Radio-Canada business and travel.

Group Travel: At least 10 travellers travelling together for business purposes who require overnight accommodations and/or the use of off-site meeting space.

Guaranteed Hotel Reservation: A hotel reservation guaranteeing that the room is held until the check-in.

Incidentals: An allowance provided as part of the traveller’s per diem to cover the costs of items that can be attributed to a period in business travel, but for which no other reimbursement or allowance is provided under these Rules and Procedures, and which helps offset some of the expenses incurred as a result of having to travel. It includes but is not limited to such items as gratuities, laundry, dry cleaning, grass cutting, snow removal, home security checks, plant watering, mail services, pet care, telecommunications hook-ups and service, and shipping of some personal effects.

Multiple-to-one credit Card: A corporate, not individual, credit card used for business-related activities such as conferences, catering, large group hotel bookings and multiple vehicle rentals.

Programming Travel: Travel directly related to production, of television, radio and digital programs; and travel related to host broadcasting (e.g., program producers, directors, reporters, hosts, cameras, lighting etc.). Excludes management personnel travel costs which are not directly related and costed to specific programs.

RULES AND PROCEDURES

Good business practices must be applied to travel management, such that the means to avoid or minimize travel and travel costs have been considered prior to the approval of travel. These may include consideration of the use of remote meeting solutions; ensuring the most economical, logical means of travel; and the appropriate number of attendees.

  1. Travel on behalf of the Corporation must be pre-approved as follows:

    Travel Type

    Pre-approval Required

    PROGRAMMING:

    Programming Travel

    Pre-approval not required.

    NON-PROGRAMMING:

    Local Travel

    Verbal, from manager.

    Business Travel within Canada

    Electronic1 or Written2 from manager.

    Business Travel outside of Canada

    Written2 , from Component Vice-President.

    Business Travel by Vice-President within Canada

    Pre-approval not required.

    Business Travel by Vice-President outside of Canada

    Written2 , from President and CEO.

    Emergency travel

    Verbal, from manager.

    1. TripPass - Travel reserved with CBC/Radio-Canada’s travel services provider (HRG) is automatically electronically routed for pre-approval to the traveller’s manager.
    2. The Travel, Conferences and Events Pre-Approval form must be used.


Note: Blanket Travel Authorizations (BTAs) may be used to satisfy travel pre-authorization. The Blanket Travel Authority Request Form must be used to obtain a BTA.

  1. Travellers who have an individual corporate credit card must use this card for all travel related expenses, where accepted.
  2. Travellers are not entitled to claim a meal per diem or reimbursement for any expenses, such as air and rail fare, that have already been paid by the Corporation or by another provider.
  3. All claims must be substantiated by:
    1. The reason for the trip;
    2. Original vendor receipts for each item claimed (except per diems and mileage);
    3. Proper coding;
    4. Approved BTA form (or BTA number), where applicable;
    5. Approved Employee Expense Reimbursement Exception Form, where applicable; and
    6. Approved Travel, Conferences and Events Pre-Approval Form (for non-programming travel, where reservations were not made with the Corporation’s travel service provider).
  4. Managers approving claims must ensure that these Rules and Procedures have been followed.

GUIDELINES

Travellers should submit their travel claim within 10 days of completing the travel (except Foreign Correspondents, who are not subject to the 10 day limit). Timely submission of expense reports is especially important at month ends, and for members of senior management subject to proactive disclosure of their travel and hospitality expenses.

I. Blanket Travel Authorities (BTAs)

A Blanket Travel Authority (BTA) may be issued for travel which is continuous or repetitive in nature where it is not practical to obtain prior approval for each trip.

  1. A BTA must be requested by a manager, in consultation with the local Finance Officer.
  2. The Component Vice-President and Corporate Controller must approve all BTAs.

II. Travel Arrangements

  1. All authorized corporate travel arrangements (i.e., air (including travel flight passes), rail, vehicle rental and accommodations, as well as all changes and cancellations of travel arrangements, must be made through the Corporation’s designated travel service provider (this includes the online booking tool).
  2. Travellers are only permitted to make last minute changes to travel arrangements directly with an air, rail, vehicle rental or accommodations agency when it is not practical to make the changes via the Corporation’s designated travel service provider.

GUIDELINES

  • Reservations should be made as early as possible to take advantage of advance purchase discounts
  • Travellers should book simple domestic trips online using the CBC/Radio-Canada online booking tool, however more complicated trips, such as international trips or trips that include stops in various locations, can be made by telephone with the designated travel service provider.

A. Reimbursements for Spouse/Partner Accompaniment during Business Travel

  1. CBC/Radio-Canada does not pay for or reimburse travel expenses for a spouse or partner who accompanies a traveller.
  2. Exceptions, in extremely rare circumstances, must be approved by the Component Vice-President and reported to the Corporate Travel Manager (travel@cbc.ca), prior to contacting the Corporation’s designated travel service provider.
  3. In cases of exceptions, spouses/partners must assume their own insurance costs.

B. Combining Personal and Business Travel

  1. Travellers are permitted to combine personal and business travel on the same trip provided there is no additional cost charged to CBC/Radio-Canada, if pre-approved by the traveller’s manager.
  2. CBC/Radio-Canada does not reimburse any costs associated with personal travel.
  3. In the event of combined personal and business travel, when submitting the expense claim, the traveller must include a summary of the calculations and allocation of the personal incremental costs (as a separate document or within the comments section of the Travel Expense Management System (TEMS) report) to support the separate amounts paid by CBC/Radio-Canada and the traveller.
  4. The Corporation is not liable for any incidents or injuries while employees are on the personal portion of their travel.

C. Group Travel

  1. Group travel for meetings and special events must be made through the Corporation’s designated travel service provider.
  2. Group travel for meetings and special events must use the preferred travel suppliers, where available and must follow the Rules and Procedures on Events.
  3. Meeting/event organizers must, whenever possible:
    • Use CBC/Radio-Canada owned/leased facilities;
    • Keep the number of meeting days to a minimum;
    • Plan group meetings occurring at resort or tourist locations in the off-season;
    • Plan meetings at sites that are within a reasonable driving distance for, or at locations that will result in the least overall participant travel cost to CBC/Radio-Canada;
    • Seek volume discounts; and
    • Pay all meeting related expenses using the corporate credit card or the multiple-to-one credit card, where accepted

GUIDELINES

Any Department planning to sponsor group travel should identify the event to the Corporation’s designated travel service provider to ensure that available negotiated discounts are applied.

D. Air Travel

CBC/Radio-Canada’s preferred airline carriers must be used unless using an alternative carrier significantly decreases the travel time or the airfare. CBC/Radio-Canada has negotiated discounts with preferred airline carriers, based on the volume of business given to each carrier.

Airfare of Service

  1. All travellers must use the lowest logical economy class fare; except for members of the Senior Executive Team who are permitted to use business class for all travel in excess of 850km (one way).
  2. The Component Vice-President must pre-approve all other travellers’ exceptions, including the use of Air Canada Latitude.

Use of Charter and Private Aircraft

  1. Chartered and/or private aircraft must only be used for business purposes and/or emergency situations, based on operational requirements or when there are no commercial flights to the destination (i.e., remote transmitter sites where charter is the only option).
  2. Travellers or a manager must obtain a Certificate of Insurance (proof of insurance) from the aircraft operator’s insurer before hiring a chartered or private aircraft. For more information refer to: Requesting a Certificate of Insurance. Additionally, the traveller must ensure that the aircraft operators and pilots have the proper accreditation (i.e., International Air Transport Association).
  3. The Component Vice-President must pre-approve any travel by chartered or private aircraft. The President and CEO must pre-approve chartered or private aircraft travel by a Vice-President.

E. Rail Travel

  1. Travellers must use Via Rail for all domestic trips by rail, and are permitted to travel by business class (VIA 1), when available.
  2. All travel by rail outside Canada must be in economy class unless impractical or unavailable.
  3. For overnight trips, a higher class of seating is permitted with the pre-approval of the traveller’s manager, taking into account the cost of additional services (i.e. room rate, equivalent accommodation for overnight travel).

F. Vehicle Rental

Rental vehicles may be used where, in the opinion of the manager responsible for the traveller, this mode of travel is economical and practical.

  1. CBC/Radio-Canada’s preferred rental vehicle suppliers must be used, where available.
  2. All vehicle rentals must be for intermediate-class vehicles, unless three or more people are travelling together and/or when travellers have to carry excess baggage and/or equipment for business purposes.
  3. For insurance reasons, all vehicle rentals must be charged to the traveller’s corporate credit card and documented on expense reports with the original vehicle rental contracts.
  4. Travellers must return rental vehicles on time and with a full tank of gas (or as per the vehicle rental policy). CBC/Radio-Canada does not reimburse additional hourly costs or refueling charges.
  5. CBC/Radio-Canada does not reimburse travellers for fines or parking violations incurred while travellers are responsible for the rental vehicle.

Vehicle Rental Insurance and Accident Reporting

Auto Rental Damage and Theft Insurance are provided automatically when travellers use a corporate credit card for the rental.

  1. The cardholder must not accept collision damage coverage (Collision Damage Waiver or Loss Damage Waiver) or similar provisions provided by the rental agency for the rental of a regular passenger vehicle.
  2. The automatic collision and theft coverage does not cover rentals for vehicles with a value of more than $85,000, pick-up trucks and some mini-vans. For more details regarding these and other exclusions, read the Certificates of Insurance.
  3. If travellers must rent an excluded vehicle type, he/she must purchase additional collision coverage from the rental agency.
  4. When a vehicle is rented from a designated CBC/Radio-Canada rental agency, third party liability coverage is also automatically provided. Travellers using an alternate provider or travelling outside of Canada, must purchase additional liability coverage from the rental agency, if available.
  5. CBC/Radio-Canada travellers must verify all coverage, terms and conditions prior to accepting a rental vehicle.
  6. To report an accident when using a corporate card, travellers must notify the corporate credit card’s insurer within 48 hours of the accident, or as soon thereafter as reasonably possible.

G. Use of a Privately Owned Vehicle

A traveller’s privately owned vehicle may be used where, in the opinion of the traveller’s manager, this mode of travel is economical and/or practical. The manager should consider whether:

  • The mileage to be reimbursed to the traveller would significantly exceed the typical/average economy class air or train fare or taxi fare to the same location; and/or
  • The travel time outside of regular schedule of flight availabilities.
  1. CBC/Radio-Canada reimburses the use of personal vehicles for business purposes at a standard rate of $0.50 per kilometre, where use of a personal vehicle has been pre-approved by the traveller’s manager (using the Travel, Conferences and Events Pre-Approval Form). This mileage allowance covers all vehicle costs (e.g. gasoline, repairs, insurance, etc.) other than parking and tolls. This rate is subject to review.
  2. To be reimbursed for use of their personal vehicle for business, travellers must provide the following information on their expense claims in TEMS:
    • Purpose of the trip;
    • Date and location;
    • Receipts for tolls and parking, if applicable; and
    • Number of kilometres driven during the trip
  3. Travellers must obtain sufficient insurance coverage to use their personal vehicles for business purposes.
  4. Travellers are responsible for insurance and any claims or income tax implications that may arise as a result of using their own vehicles for business purposes.

Car Allowance

CBC/Radio-Canada does not reimburse travellers for local travel mileage if they receive a car allowance.

H. Taxis

Travellers may be reimbursed for the use of taxis when, in the opinion of the manager responsible for the traveller, the use of such transportation is justifiable for CBC/Radio-Canada business situations and other more economical alternatives are unavailable or impractical.

  1. CBC/Radio-Canada reimburses travellers for the cost of taxis (including a tip) to and from places of business, hotels, airports or railroad stations in connection with business activities, with approval from the traveller’s manager.
  2. Travellers must only use taxis when more economical means of transportation (hotel vans, shuttles, etc.) are not available or practical.
  3. Travellers must provide vendor receipts for all transportation expenses. The taxi receipts must include the date, the trip origin, the destination, and the amount paid.
  4. Travellers are only reimbursed for expenses from licensed taxi companies or services.

III. Accommodations

A. Commercial Accommodation

CBC/Radio-Canada reimburses travellers for the actual and reasonable expenses for commercial accommodation while travelling on CBC/Radio-Canada business.

  1. A traveller must use a CBC/Radio-Canada preferred hotels , unless it is impractical, unfeasible or not available.
  2. When a preferred hotel is available and a traveller wishes to use an alternate hotel, the traveller’s manager must pre-approve the hotel selection and provide a valid business reason for not staying at the preferred hotel.
  3. Travellers must reserve a standard room with a private bath.
  4. The use of club floors or premium rooms in hotels is not permitted unless there are no additional costs to CBC/Radio-Canada.

Note: Vacation rental sites are not considered commercial accommodation and must not be used for business travel.

Cancellation

By using the individual corporate credit card, all rooms are guaranteed.

  1. Travellers must cancel the room reservation as indicated on their itinerary to avoid a "no-show" charge. CBC/Radio-Canada does not reimburse travellers for “no show” charges, except in extraordinary circumstances.
  2. All cancellations must be made through the Corporation’s designated travel service provider, including reservations made with the online booking tool.

B. Non-Commercial Accommodation

Although travellers generally stay in commercial accommodation, they have the option to make arrangements for private, non-commercial accommodation (e.g., lodging with friends or family).
In these instances, travellers are entitled to claim the following rates:

  • In Canada – $50.00 CAD per night
  • Outside Canada – $50.00 USD per night

IV. Frequent Traveller Programs

  1. The Corporation does not participate in any frequent traveller programs and as such, any membership initiatives are between the traveller and the issuing organization. In such cases, travellers may retain frequent traveller program benefits.
  2. Personal participation in these frequent traveller programs must not influence the choice of carrier or service provider(s).
  3. Travellers are fully responsible for any income tax implications that may arise as a result of using employer-paid travel to earn points for personal rewards.

V. Meal Allowances and Incidentals

  1. CBC/Radio-Canada pays travellers a meal allowance for each breakfast, lunch and dinner (where applicable) if the meal was not provided by CBC/Radio-Canada (by means of events or duty entertainment) or by any other service provider (lodging, transportation, VIA 1, conferences etc.) and they are on business travel. Excludes local travel.
  2. CBC/Radio-Canada pays travellers an incidental allowance for each day or part day they are on business travel where the trip includes an overnight stay. Excludes local travel.

Per Diem Rates (Effective April 1, 2017)

Allowance

Canada

CBC/Radio- Canada North

U.S

Other Locations

Breakfast

$17.15 CAD

$23.85CAD

$17.15 USD

As per Treasury Board Approved Rates
now hosted on the National Joint Council site

Lunch

$18.05 CAD

$26.60 CAD

$18.05 USD

Dinner

$45.95 CAD

$57.10 CAD

$45.95 USD

Incidentals

$17.30 CAD

$17.30 CAD

$17.30 USD

TOTAL

$98.45 CAD

$124.85 CAD

$98.45 USD

Note: These rates are subject to review

  1. Travellers are entitled to claim per diems if the following conditions are met:
  • Breakfast – travel (departure from home) starts before 7:00 a.m. Travellers cannot claim a meal allowance if their regular shift starts at or before 7:00 a.m.
  • Lunch – departure is before 11:30 a.m. and arrival is after 1:00 p.m.
  • Dinner – departure is before 6:00 p.m. and arrival (at home directly from airport/train station) is after 7:00 p.m.
  • Incidentals – travellers are entitled to claim incidentals for each day or part day they are on business travel where the trip includes an overnight stay.
  • Meal per diems may not be claimed where meals or other equivalents have been otherwise provided during travel.
  1. Travellers are entitled to claim CBC/Radio-Canada North meal allowances for all locations north of the 55th parallel of latitude: Yukon, Northwest Territories, Nunavut as well as Labrador and Labrador City and Happy-Valley Goose Bay.
  2. Travellers are not required to provide vendor receipts for claims for meal and incidental per diem allowances.
  3. Per diem allowance for special events (e.g. Olympics) are set, as required, in conjunction with the Component responsible for the event.

VI. Other Reimbursable Travel-related Expenses

  1. CBC/Radio-Canada reimburses the following expenses to travellers, provided they are necessary, and reasonable:
  • Parking (excluding valet)
  • Telephone costs (at the discretion of the manager, primarily if necessary for travel outside of Canada or the U.S.)
  • Remote computer access costs for business purposes
  • Printing costs for business purposes
  • Tips – only if reasonable and required for the transportation of baggage containing technical equipment. Reasonable tips are as follows:
    • 1-9 bags - $2-3/bag; 10+ bags - $5/bag. Managers may approve exceptional circumstances, such as when a porter is required and/or engaged for a longer duration (eg: clearing customs) or when the porter provides additional benefits (eg: security in high risk countries). In all circumstances, if there is no receipt provided, the missing receipt declaration must be completed with the location, date, number of bags and a description of the exceptional circumstances if tips were higher than reasonable rates above.
  • Currency conversion fees/rates
  • Inoculations for travel to countries where immunization is required
  • The cost of reasonable amounts of bottled water, when travelling to countries without potable water (with receipts).
  1. Charges (except tips) must be supported by a vendor receipt.
  2. Costs for passports are not reimbursed for Canadian-based travellers. Employees who are assigned to a foreign country (such as foreign based reporters, camera operators and producers) who are required to travel outside of the foreign country in which they are located for CBC/Radio-Canada business, will be reimbursed for the cost of passports that require replacement during the foreign assignment. This is a taxable benefit. Any exceptions must be approved by the Component Vice-President.

GUIDELINES

  1. Travellers with telephones provided by CBC/Radio-Canada for business purposes:
    • Where travelling outside of Canada, should ensure that they have an appropriate cellular phone plan for their location and minimize data usage in order to reduce costs; and
    • Should avoid utilizing hotel phones with additional charges.
  2. Preferred hotels provide internet at the preferred hotel rate (no additional charges), therefore travellers should use Wi-Fi in hotel rooms or free Wi-Fi locations, where possible.

VII. Non-Reimbursable Travel-related Expenses

The following are examples of expenses which are NOT reimbursable:

  • Airline club dues
  • Frequent traveller program costs
  • In-flight movies and/or refreshments
  • Hotel room movies and/or mini-bar service
  • Personal articles (i.e., toiletries, magazines, etc.)
  • Laundry service (except where permitted by collective agreement)
  • Tips, unless required for the transportation of luggage containing technical equipment or for a taxi
  • The purchase of luggage
  • Barber or hairstylist expenses
  • Air phone usage
  • Passports, including cost of pictures, for travellers who are not based in foreign countries
  • Credit card fees for cash advances when using a personal credit card
  • Additional health and life insurance purchased for travel outside of Canada
  • Drivers licences (except where required by collective agreement)
  • Personal car insurance or registration
  • Premium seat upgrade costs

VIII. Cash Advances

CBC/Radio-Canada issues cash advances directly to travellers under exceptional circumstances only. Regional Controllers, Divisional Controllers or Network Finance and Administration Directors must pre-approve all cash advances.

RISK MANAGEMENT

Foreign Travel and Travel Advisories

  1. All travelers must follow health and safety procedures, participate in required training and use provided safety equipment related to the level of risk for the foreign country they are visiting.
  2. Travel advisories that restrict travel for safety purposes are issued regularly by the Department of Foreign Affairs, Trade and Development (DFATD) at http://www.travel.gc.ca. Updated information is also available through the Corporation’s designated travel service provider. When travelling to a hostile environment*, see Hostile Environments Assignment Guidelines.

*Hostile Environment: A geographic area or location that is likely to be the scene of civil disturbance or military conflict; or a region which has experienced a natural or environmental disaster or horrific event involving the civilian population, such as an earthquake, famine, genocide, etc., and which poses a high risk to CBC/Radio-Canada staff or representatives.

Health/Medical and Insurance

Information on health/medical and insurance coverage for travellers is available on the employee HR portal.

GUIDELINES

  1. In order to avoid or reduce the impact on the Corporation in the event of an accident, when practical, managers should make efforts to minimize the number of travellers within the same business unit who travel together. If necessary, alternate travel arrangements should be made for specific individuals or for a portion of the group.
  2. All travel risk mitigation measures should be taken to protect employees during their travel.

COMPLIANCE

There could be exceptional circumstances that make full compliance with the Rules and Procedures impossible. Exceptional circumstances generally include specific factors outside the control of travellers that make compliance impossible.

  • Travellers must communicate any foreseeable exceptions to their manager and obtain written pre-approval using the Employee Expense Reimbursement Exception Form (which must be attached to the claim for reimbursement), in advance of the travel reservation,.
  • All unforeseeable exceptions must be clearly noted in the claim for reimbursement and an Employee Expense Reimbursement Exception Form approved by the Component Vice-Président attached to the claim, prior to the approval by the traveller’s manager.
  • The specific circumstances or reasoning that made the deviation necessary must be documented in the notes/comments section of the traveller’s expense report submission.

CBC/Radio-Canada monitors and audits compliance with these Rules and Procedures. Deviations from these Rules and Procedures which are clearly justified and approved will result in fewer inquiries and/or claim rejections.
Submission or approval of any employee reimbursement claim in violation of this Policy may be viewed as defrauding the Corporation and will be subject to investigation under policy 2.3.11 Fraud and Theft.

TOOLS

INQUIRIES

All questions pertaining to the interpretation and application of these Rules and Procedures should be referred to the Corporate Travel Manager (travel@cbc.ca), the Office of the Controller, or politique.finance.policy@cbc.ca.

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