Policy 2.3.23: Travel Management

Effective: August 1, 2003
Responsibility: Vice-President and Chief Financial Officer
  1. Travel Arrangements - General
  2. Air Travel
  3. Rail Travel
  4. Vehicle Rental
  5. Use of Privately-Owned Vehicle
  6. Lodging
  7. Taxis and Other Local Transportation
  8. Allowances for Meals and Incidentals ("Per Diem")
  9. Group and Meeting Travel
  10. Other Travel-Related Expenses
  11. Corporate Travel Card
  12. Expense Reporting and Reimbursement
  13. Compliance

PURPOSE

The purpose of this policy is to ensure consistent and fair treatment of CBC/Radio-Canada travelers who are required to travel to conduct CBC/Radio-Canada business.

The guiding principles are:

  1. CBC/Radio-Canada travelers will be reimbursed for legitimate, necessary and reasonable travel expenses when directly connected with or pertaining to CBC/Radio-Canada business based on established allowances in this policy.
  2. CBC/Radio-Canada travelers are expected to exercise prudent business judgment regarding expenses covered by this policy. CBC/Radio-Canada travelers must travel by the most economical and efficient means possible.

STATEMENT OF POLICY

  1. All travel arrangements (air, rail, vehicle rental and lodging), including all changes and cancellations of travel arrangements, must be made through CBC/Radio-Canada’s designated travel service provider.
  2. CBC/Radio-Canada’s preferred air carriers must be used unless the cost or travel time is significantly increased. The standard for air travel is economy. The lowest logical airfares available appropriate to the particular itineraries shall be sought when making bookings. When significant cost savings are a factor (i.e. 15% or greater), an alternate non-preferred carrier may be used.
  3. Rail trips with Via Rail Canada may be business class (VIA1) when available. All other travel by rail within North America and internationally must be in economy class.
  4. Rental vehicles may be used where, in the opinion of the manager responsible for the traveler, this mode of travel is economical and practical. CBC/Radio-Canada’s preferred rental vehicle suppliers should be used where feasible. All vehicle rentals must be for intermediate-class vehicles, unless three or more people are traveling together and/or when travelers have to carry excess baggage and/or equipment for business purposes.
  5. The use of privately owned vehicles is permitted when, in the opinion of the manager responsible for the traveler, this method is practical and economical. The use of personal vehicles for business will be reimbursed at the standard rate prescribed in the Procedures and Guidelines.
  6. CBC/Radio-Canada travelers shall be reimbursed the actual and reasonable expenses for commercial accommodation while traveling on CBC/Radio-Canada business. CBC/Radio-Canada’s preferred hotels must be used, unless it is impractical, unfeasible or not available. A manager shall not unreasonably refuse permission to a traveler to make arrangements for private, non-commercial accommodation.
  7. Taxis may be used when, in the opinion of the manager responsible for the traveler, the use of such transportation is justifiable for CBC/Radio-Canada business situations and other more economical alternatives are unavailable or impractical.
  8. CBC/Radio-Canada travelers shall be paid a meal allowance for each breakfast, lunch and dinner when applicable if the meal was not paid by CBC/Radio-Canada, or provided by any other service provider (lodging, transportation, conferences etc.) and an incidental allowance, for each full day, which includes an overnight stay, that the traveler is on travel status.
  9. Group travel for meetings and special events must be made through the designated travel service provider and preferred travel suppliers must be used whenever feasible.
  10. Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to CBC/Radio-Canada business.
  11. The designated corporate travel credit card must be used for all travel-related expenses, including: air, rail, lodging, vehicle rental, meal, duty, entertainment and miscellaneous expenses where accepted. The corporate travel credit cards are intended for business use only, and may NOT be utilized for personal expenses.
    Employees will NOT be reimbursed for late payment charges of their corporate travel credit card or any other credit cards or for the cost of cash withdrawals using cards other than the corporate travel credit card. Employees not using the designated corporate travel credit card for official corporate business will be notified of non-compliance. Any further travel expenses not charged to the corporate travel credit card where accepted, may be subject to longer approval delays and/or may not be reimbursed.
  12. Travelers must submit signed and approved travel expense reports, with all required information to the National Payment Centre (NPC) in Shared Services in Ottawa within 10 days of completion of the trip. Reimbursement will be provided to the traveler usually within 5 working days of receipt in NPC.
  13. Issues pertaining to non-compliance with this policy will be reported directly to the appropriate Vice-President by Corporate Finance and Administration and could be subject to disciplinary action.

HISTORY

  • This policy was updated in July 2009
  • This policy was updated in March 2008
  • This policy was updated October 1, 2007
  • This policy was updated January 1, 2006 to reflect the change in designated travel service provider from American Express to HRG (Hogg Robinson Group).
  • This is an update to the existing policy 2.3.23. This was originally Corporate Finance and Administration Policy 401.10 - Travel and Entertainment Expenses, which replaced Human Resources Travel Policies 9.0, 9.1 and 9.2.

PERSON RESPONSIBLE FOR INTERPRETATION AND APPLICATION

All questions pertaining to the interpretation or application of this policy should be referred to the Director, Policy and Internal Control. The responsibility for interpretation of this policy ultimately resides with the Corporate Travel Manager.

DEPARTMENT RESPONSIBLE TO UPDATE THIS WEBPAGE

Corporate Secretariat.

ROLES AND RESPONSIBILITIES

A CBC/Radio-Canada traveler is a CBC/Radio-Canada employee or any other person who travels on authorized CBC/Radio-Canada business. The traveler shall:

  1. Become familiar with the provision of this policy before departure;
  2. Obtain prior approval for the trip as may be required by the component (verbally and/or in writing); and
  3. Submit completed and approved travel expense claims on the authorized form with necessary supporting documentation, including receipts and explanations as required.

A manager is a CBC/Radio-Canada employee who is responsible for the authorization of CBC/Radio-Canada business travel and/or the approval of related expenditures. The manager shall:

  1. Ensure that this policy is communicated to all persons required to travel on CBC/Radio-Canada business;
  2. Determine whether travel is necessary;
  3. Pre-authorize travel (verbally and/or in writing); and
  4. Ensure that any expenses reimbursed or paid for by CBC/Radio-Canada are in compliance with this policy and approve expenses in accordance with this policy.
  5. Ensure that the corporate travel credit card is used by it's employees where accepted.

The Senior Director, Supply Management shall:

  1. Develop a travel program that is cost-effective and responds to the needs of the travelers;
  2. Negotiate and manage services provided by travel suppliers (travel service, air, rail, accommodation, vehicle rental, etc.);
  3. Monitor compliance with this policy; and, ensure corrective actions are taken.
  4. Develop and update this policy, as required; and
  5. Respond to all questions pertaining to the interpretation or application of this policy.

The Vice-President and the Chief Financial Officer shall:

  1. Direct the development and implementation of all aspects of CBC/Radio-Canada’s travel program; and
  2. Approve the Procedures and Guidelines.

APPENDIX A - PROCEDURES AND GUIDELINES


1. TRAVEL ARRANGEMENTS - GENERAL

All travel arrangements (air, rail, vehicle rental and lodging), including all changes and cancellations of travel arrangements, must be made through CBC/Radio-Canada’s designated travel service provider.

Reservations should be made as early as possible to take advantage of advance purchase discounts. Once a traveler has access to CBC/Radio-Canada’s online booking tool, this method may be used for most domestic trips. More complicated trips, such as international or trips that include stops in various locations, must be made through CBC/Radio-Canada designated travel service provider.

Booking Online:

An online booking tool will allow you to make your business travel arrangements in just a few minutes, from your PC or laptop, 24 hours a day, seven days a week. Instructions on how to use this tool can be found on CBC/Radio-Canada’s travel site.

Booking by Phone:

The contact number of CBC/Radio-Canada’s designated travel service provider is available online on CBC/Radio-Canada’s travel site.

Traveler Profile Forms:

In order to expedite the travel reservation process, we suggest that any employee expected to travel at least once per year complete their profile on-line via the intranet site to ensure that pertinent details and preferences are adhered to in the reservation process.

Foreign Travel and Travel Advisories:

Safety and security are of primary importance when employees are traveling on CBC/Radio-Canada business. Travel advisories that restrict travel for safety purposes are issued regularly by the Department of Foreign Affairs and International Trade (DFAIT) at http://www.voyage.gc.ca/index-eng.asp or by local government state departments in other countries. Updated information is also available through the designated travel service provider. All international travel including travel in the U.S.A. must have the pre-authorization of the respective Vice-President or his/her delegate except in exceptional circumstances (i.e. news breaking events).

Health/Medical and Insurance:

Information on health/medical and insurance coverage for traveling CBC/Radio-Canada employees is available through Human Resources. CBC/Radio-Canada will not reimburse employees who purchase incremental health and life insurance for travel outside of Canada. In the event of incremental expenses for travel to strike or war zones, the cost of inoculations will be reimbursed, if applicable.

Spouse/Partner accompaniment:

Travel expenses for a spouse or partner are not reimbursable as a business expense unless it can be shown that their presence is both essential and directly related to the effective accomplishment of the Corporation’s business. In these limited instances, the employee must obtain written approval in advance from his manager. Travel must be booked through the designated travel service provider and the traveler must reimburse CBC/Radio-Canada in full upon settlement of his travel claim for the personal portion of the spouse/partner’s expenses if applicable.

Combining Personal and Business Travel:

Travelers may, on occasion, combine personal and business travel on the same trip provided there is no additional cost to CBC/Radio-Canada. In the event that incremental costs are incurred, the traveler must reimburse CBC/Radio-Canada for these expenses, with a personal cheque or money order attached to the completed travel claim form.

2. AIR TRAVEL

CBC/Radio-Canada’s preferred airline carriers must be used unless the cost or travel time is significantly increased. The standard for air travel is economy. The lowest logical airfares available appropriate to the particular itineraries should be sought when making bookings. When significant cost savings are a factor (i.e. 10% or greater), an alternate carrier may be used.

CBC/Radio-Canada has negotiated discounts with preferred airline carriers, based on the volume of business given to each carrier. .

Booking:

All travel must be booked through our designated travel service provider, who has been directed to book the preferred airlines whenever possible.

Airfare Class of Service:

All travelers are expected to use economy class unless approved by the Vice-President or his/her delegate.

Lowest Logical Airfare Available:

All airline tickets must be booked at the lowest logical airfare available as determined by the designated travel service provider. The following are some of the factors that may result in the lowest available airfare and ensure maximum savings:

  • Advance booking requirement of 7 – 21 days.
  • The flight’s departure or arrival time is within one hour before or after the requested departure or arrival time.
  • Cost/benefit of one stop or connecting flights.
  • Use of alternate airports where applicable.
  • Cost/benefit of stay-over on a weekend night(s).

Frequent Traveler Programs:

The Corporation has not endorsed any frequent traveler programs. Any membership initiatives are between the traveler and the issuing organization. In such cases, the traveler may retain frequent traveler program benefits. However, under no circumstances may participation in these programs result in selection of an alternate to the CBC/Radio-Canada preferred supplier or any incremental cost to CBC/Radio-Canada. Travelers are fully responsible for any income tax implications that may arise as a result of using employer-paid travel to earn points for personal-use travel or rewards.

Risk Management – Persons Traveling Together:

In order to avoid and/or reduce the impact on the Corporation in the event of an accident, the following guidelines should be used when practical and based on available options and schedules:

  • No more that two senior managers on the same flight
  • No more than four mid-level managers on the same flight
  • No more than ten employees on the same flight

The exception to this guideline will be for flights for group travel arranged for large remote or special events such as the Olympics.

Airline Refunds:

All cancellations of airline reservations must be made through the designated travel service provider including reservations made on the on-line booking tool. If the Call Centre is closed, travelers may call the In Transit Centre Hotline from Canada and USA at 1-877-222-6460 or call collect from any other location at 1-613-230-2384 to cancel reservations.

Electronic and paper tickets carry a dollar value. Unless the ticket is cancelled, it will continue to have value. To ensure that no unnecessary costs are incurred, tickets must be cancelled through the designated travel service provider.

Use of Charter and Private Aircraft:

Chartered and/or private aircraft are to be used under the following circumstances only:

Private Aircraft

  • Private aircraft are to be used for business purposes and/or emergency situations and only when there are no commercial flights to the required destination;
  • If the private pilot has a validated pilot’s license and the minimum liability insurance coverage required by Corporate policy and the law;
  • If the terms and conditions of the employment contract permit the contracted traveler to use his/her personal aircraft. Proof of a valid pilot’s license and minimum liability insurance coverage required by Corporate policy and the law, will also be required. Such contract clauses should also clarify the amounts of any fees for use of the aircraft.
  • The responsible Vice-President or his/her delegate must pre-approve any travel by private aircraft.

Chartered Aircraft

  • Chartered aircraft are to be used only for business purposes and/or emergency situations, based on operational requirements or when there are no commercial flights to the required destination (i.e. remote transmitter sites where charter is the only option).
  • The responsible Vice-President or his/her delegate must pre-approve any travel by chartered aircraft.

3. RAIL TRAVEL

Trips with Via Rail Canada may be business class (VIA1) when available. All other travel by rail within North America and internationally must be in economy class.

Negotiated discounts:

CBC/Radio-Canada has negotiated discounts with Via Rail Canada based on the volume of business given to them. In order to take advantage of these discounts, all rail reservations must be made through the designated travel service provider

Business Class:

Business class (VIA1) is available on most routes in southern Quebec and southern Ontario. Business class (VIA1) is permitted on these routes and where available. Meal allowances may not be claimed when traveling business class (VIA1) since the meals are provided and included in the price of the ticket.

Economy Class:

All other rail transportation must be economy class. For longer trips, a higher standard is permitted with the approval of the traveler’s manager, taking into account the cost of additional services (i.e. or room rate or equivalent accommodation for overnight travel).

4. VEHICLE RENTAL

Rental vehicles may be used where, in the opinion of the CBC/Radio-Canada manager responsible for the traveler, this mode of travel is economical and practical. CBC/Radio-Canada’s preferred rental vehicle suppliers must be used where feasible. All vehicle rentals must be for intermediate-class vehicles, unless three or more people are traveling together and/or when travelers have to carry excess baggage and/or equipment for business purposes.

Booking:

All vehicle rentals must be with the company’s preferred vendor. Travelers may contact the rental agency directly, except when trips involve a train or airline ticket. In this case, bookings must be made and booked through the designated travel service provider. Travelers are encouraged to inquire about and take advantage of discounts and free upgrades offered by vehicle rental agencies.

Refuelling:

Rental vehicles must be returned on time and with a full tank of gas to avoid additional hourly costs and excessive refuelling charges (refuelling the vehicle can save as much as 50% of the gasoline cost).

Payment and Documentation:

Vehicle rentals are to be charged to the traveler’s corporate travel credit card and must be documented on expense reports with the original vehicle rental contracts or charge card receipt. Fines assessed to drivers for traffic or parking violations will not be reimbursed.

Vehicle Rental Insurance and Accident Reporting:

CBC/Radio-Canada travelers are responsible to verify coverage, terms and conditions prior to accepting a rental vehicle. For accident reporting, the employee must notify corporate travel credit card’s insurer within 48 hours of the loss or as soon thereafter as reasonably possible. Please call 1-800-243-0198 in Canada and the continental U.S.A. or collect 905-475-4822 outside Canada and the continental U.S.A.

Auto Rental Damage and Theft Insurance is provided when using your corporate travel credit card. The card member must not accept the Loss Damage Waiver (LDW) or similar provision provided by rental agency for rentals of regular vehicles. Exceptions to this rule can be found on the intranet.

5. USE OF PRIVATELY OWNED VEHICLE

The use of privately owned vehicles is permitted when, in the opinion of the CBC/Radio-Canada manager responsible for the traveler, this method is practical and economical. The use of personal vehicles for business will be reimbursed at the standard rate prescribed herein.

The rates payable for the use of privately owned vehicles driven for authorized CBC/Radio-Canada business is .45¢ per kilometre. This mileage allowance covers all vehicle costs (e.g. gasoline, repairs, insurance, etc.) other than parking and tolls. This rate is subject to review from time-to-time.

Reimbursement:

To be reimbursed for use of their personal vehicle for business, CBC/Radio-Canada travelers must provide the following information on their expense reports:

  • Purpose of the trip
  • Date and location
  • Receipts for tolls and parking
  • Number of kilometres driven during the trip

Travelers are fully responsible for insurance and any claims or income tax implications that may arise as a result of using their own vehicles for business purposes. Travelers are also fully responsible for obtaining sufficient insurance coverage to use their personal vehicles for business purposes.

Local mileage between the employee’s residence and the airport or train station is not reimbursable by CBC/Radio-Canada if the employee receives a car allowance.

6. LODGING

CBC/Radio-Canada travelers shall be reimbursed the actual and reasonable expenses for commercial accommodation while traveling on CBC/Radio-Canada business. CBC/Radio-Canada’s preferred hotels must be used, unless it is impractical, unfeasible or not available. A manager shall not unreasonably refuse permission to a traveler to make arrangements for private, non-commercial accommodation.

Hotel Selection:

CBC/Radio-Canada negotiates preferred rates and value-added amenities with certain hotels. Travelers must take advantage of these discount rates and may contact the hotel directly, except when trips involve a train or airline ticket. In this case, bookings must be made through the designated travel service provider. A listing of preferred hotels is available online. In locations where preferred hotels are not available, the designated travel service provider will recommend good quality, moderately priced hotels.

Negotiated rates:

CBC/Radio-Canada will not guarantee reimbursement of incremental costs over and above the negotiated rates to travelers who do not use the preferred hotels. Deviations from policy resulting in rates higher than the negotiated rates require the approval of the appropriate Vice-President and/or delegate.

Room Type:

A single room with a private bath is the standard. Reimbursement for suites or luxury accommodations requires written permission from the traveler’s manager.

Cancellation:

By using the corporate travel credit card, all rooms will be guaranteed for late arrival. A guaranteed reservation requires that the hotel hold a room until the next day’s checkout time. If that room is not available, the hotel must provide alternate lodging (same category room or better) at no charge for the first night. Travelers must cancel the room reservation by 4 pm on the day of arrival or as indicated on their itinerary to avoid a "no-show" charge. All cancellations should be made through the designated travel service provider including reservations made with the on-line booking tool. If the Call Centre is closed, travelers may call the In Transit Centre Hotline from Canada and USA at 1-877-222-6460 or call collect from any other location at 1-613-230-2384 to cancel reservations. If the cancellation is made directly with the hotel, travelers should request and retain a "cancellation number" as documentation of the transaction. Generally, "no-show" charges are not reimbursable by CBC/Radio-Canada.

Payment and Documentation:

Lodging charges are to be billed to the corporate travel credit card and not to the traveler’s personal credit card. Expenses must be broken down by category on travel claim forms (i.e. room charge, meals, telecommunication, laundry, etc.). The hotel invoice is required for reimbursement of lodging charges.

Private Accommodation:

Although travelers generally stay in commercial accommodation, the manager shall not unreasonably refuse permission to a traveler to make arrangements for private, non-commercial accommodation (e.g. lodging with friends or family). In these instances, the traveler may claim the following cost:

Inside Canada - maximum of $50.00 CAD per night
Outside Canada - maximum of $50.00 US per night
This rate is subject to review from time to time.

The meal allowances for CBC North may be claimed for all locations north of the 55th parallel of latitude, which would include the following:

  • All locations in the Yukon
  • All location in the Northwest Territories
  • All locations in Nunavut
  • All locations in Labrador (even though some locations may be south of the 55th parallel).

7. TAXIS AND OTHER LOCAL TRANSPORTATION

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

Taxis:

The cost of taxis to and from places of business, hotels, airports or railroad stations in connection with business activities is reimbursable. Use of taxis is authorized only when more economical services (hotel vans, shuttles, etc.) are not available or practical. Receipts are required for all transportation expenses of $10 or greater.

8. ALLOWANCES FOR MEALS AND INCIDENTALS

CBC/Radio-Canada travelers shall be paid a meal allowance for each breakfast, lunch and dinner when applicable if the meal was not paid by CBC/Radio-Canada, or provided by any other service provider (lodging, transportation, conferences etc.) and an incidental allowance, for each full day, which includes an overnight stay, that the traveler is on travel status.

The meal allowances are based on the consumption of meals in restaurants and are directed at employees who are in travel status away from their base office and/or work area.

Daily Per Diem

ALLOWANCE RATE
CANADA
CBC NORTH
U.S.
OTHER
Breakfast $13.00 CAD $15.00 CAD $13.00 USD

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

Lunch $15.00 CAD $19.00 CAD $15.00 USD
Dinner $32.00 CAD $39.00 CAD $32.00 USD
Incidentals $10.00 CAD $7.00 CAD $10.00 USD
TOTAL $70.00 CAD $80.00 CAD $70.00 USD

Note : For trips lasting less than 24 hours, meal allowances are applicable only if the following conditions are met :
Breakfast : Travel starts before 7 a.m. (should work starts at 7h00, there is no allowance)
Lunch : Departure before 11:30 a.m. and arrival after 1 :00 p.m.
Dinner : Return after 7 :00 p.m.

Claims that do not comply with these rules will be adjusted accordingly.

Allowance rates will be reviewed as required, in order to ensure that the rates are current, fair and representative of the existing situations. Rates for special events (i.e. Olympics) will be set, as required, in conjunction with the media responsible for the event.

The meal allowances for CBC North may be claimed for all locations north of the 55th parallel of latitude, which would include the following:

  • All locations in the Yukon
  • All location in the Northwest Territories
  • All locations in Nunavut
  • All locations in Labrador (even though some locations may be south of the 55th parallel).

Receipts:

Receipts are not required for meals and incidental allowances.

Duty Entertainment, Receptions and Staff Functions:

In certain instances, expenses related to duty entertainment, receptions and staff functions may be reimbursed through the travel reimbursement process. For more information, please see Policy 2.3.9: Duty Entertainment, Receptions and Staff Functions.

9. GROUP AND MEETING TRAVEL

Group travel for meetings and special events must be made through the designated travel service provider and preferred travel suppliers must be used whenever feasible.

Group meetings are company-planned gatherings for at least 10 people requiring overnight accommodations and the use of off-site meeting space. Expenditures may include travel, meals, and equipment rentals, meeting rooms, entertainment and other services.

Suppliers:

Group travel, meetings and special events represent a significant cost to CBC/Radio-Canada. As a result, the meeting coordinator is required to research and source CBC/Radio-Canada preferred suppliers whenever feasible. The designated travel service provider is also the sole authorized source for arrangements for group or meeting travel. Any department planning to sponsor group or meeting travel involving ten or more participants should identify the event to the designated travel service provider to ensure that available negotiated discounts are applied.

Cost control:

The following are some of the techniques or measures to contain costs that should be considered when planning a meeting/event:

  • CBC/Radio-Canada owned/leased facilities must be used, whenever possible;
  • The number of meeting days should be kept to a minimum;
  • Group meetings, occurring at resort or tourist locations should be planned off-season, whenever possible;
  • Meeting sites should be within a reasonable driving distance for participants if possible, or at a location that will result in the least overall participant travel cost to CBC/Radio-Canada;
  • Volume discounts should be sought;
  • Where possible, all related expenses must be paid using the corporate travel credit card or, in some cases, the corporate meeting card

Contract Approval:

All contracts with travel service providers (air, rail, vehicle rentals, lodging, etc.) for group and/or meeting travel must be reviewed and approved in accordance with Corporate Policy 2.3.8: Delegation of Financial Authorities and Corporate Policy 2.9.3: Delegation of Signing Authority.

10. OTHER TRAVEL-RELATED EXPENSES

Other expenses are reimbursable provided they are legitimate, necessary and reasonable travel expenses directly connected with or pertaining to CBC/Radio-Canada business.

Other allowable travel-related expenses:

The following are example of miscellaneous expenses, when directly related to business travel, are reimbursable (provided that charges in excess of $10 are supported by original receipts):

  • Parking
  • Fax and telegram services
  • Telephone costs for business purposes
  • Personal telephone costs at the discretion of the manager
  • Remote computer access costs
  • Laundry/valet service during trips in excess of 4 days
  • Excess tips, when required (i.e. transportation of baggage containing technical equipment)
  • Currency conversion
  • Traveler’s cheque fees
  • Other miscellaneous costs at the discretion of the manager
  • CBC/Radio-Canada will reimburse the cost of passports for employees based in foreign countries only (all foreign based staff, reporter, cameraman and producer) who are required to travel for CBC/Radio-Canada business. The reimbursement is subject to the approval of the respective Vice-President or his/her delegate.

Non-reimbursable expenses:

The following are examples of expenses NOT reimbursable:

  • Airline club dues
  • Frequent traveler program costs
  • Traffic and parking fines
  • In-flight movies and/or refreshment
  • Hotel room movies and/or mini-bar service
  • Personal articles (i.e. toiletries, magazines, etc.)
  • Luggage
  • Barber or hairstylist expenses
  • Air or rental vehicle phone usage
  • Late payment charges of their Amex bills
  • Passports including cost of pictures

11. CORPORATE CREDIT CARD

The designated corporate travel credit card must be used for all travel-related expenses, including, air, rail, lodging, vehicle rental, meal, entertainment and miscellaneous expenses where accepted. The corporate travel credit cards are intended for business use only, and may NOT be utilized for personal expenses. (Unless they are related to travel and lodging expenses incurred while on CBC/Radio-Canada business such as hotel movie and mini-bar charges).

Employees not using the designated corporate travel credit card for official corporate business will be notified of non-compliance. Any further travel expenses not charged to the corporate travel credit card where accepted, may be subject to longer approval delays and/or may not be reimbursed.

Employees will NOT be reimbursed for late payment charges of their corporate travel credit card bills or any other credit cards or for the cost of cash withdrawals using cards other than the corporate travel credit card.

CBC/Radio-Canada’s corporate travel credit card is the American Express Corporate card (Amex).

Issuance Criteria:

All employees expected to travel on behalf of the Corporation on a regular basis and/or required to incur duty entertainment expenses in the normal course of business, must acquire an American Express corporate card. Application forms are available from the Finance and Administration department and must be signed by the employee’s supervisor. The signed and approved form must be returned to the local Finance and Administration office for processing.

Travel Advances:

CBC/Radio-Canada will issue travel advances in exceptional circumstances ONLY, but these must be approved by the Regional Comptrollers, Network Finance and Administration Directors or their delegate. Temporary cash advances through the Express Cash ABM feature of the corporate travel credit card are available to travelers that require cash. The following should be noted:

  • Travelers should access cash for business purposes only.
  • Travelers must enroll and receive a Personal Identification Number (PIN) in order to access the Automated Bank Machine (ABM) networks.
  • Daily/monthly cash advance limits are governed by individual requirements and will be established at the time of enrollment.
  • Changes to cash advance limits can be arranged through you local Finance and Administration office.
  • Advances will not be available to travelers who have allowed their corporate travel credit card to fall into arrears.
  • There is an administration charge for each access transaction. Travelers should keep the number of cash withdrawals to a minimum. However travelers will be reimbursed for the cost of all cash withdrawals.

12. EXPENSE REPORTING AND REIMBURSEMENT

With the exception of Foreign Correspondents, whose travel and related expenses will be reimbursed based on processes established by the Networks because of the nature of their assignments, travelers must submit signed and approved travel expense reports, with all required information and receipts to Shared Services) in Ottawa within 10 days of completing the trip. Reimbursement will be provided to the traveler usually within 5 working days of receipt in Shared Services.

Expense Claim:

With the exception of Foreign Correspondents as noted above, all employees paid through VIP must use the Travel Expense Management System (TEMS) to create an expense report. Once the report is created in TEMS, it is printed and submitted for signed approval with receipts attached. For non-CBC/Radio-Canada employees, an invoice with supporting receipts must be submitted.

Authorization:

A supervisor with designated approval authority must sign all expense reports. Supervisors are expected to verify expense reports for accuracy and compliance with this policy procedures and guidelines including the usage of the corporate travel credit card. Exemptions, deviations or reimbursements for expenses that are not in compliance with this policy must be explained on the travel expense form and specifically approved by the supervisor or in some cases by the responsible Vice-President or delegate (in accordance with these procedures and guidelines).

Reimbursement:

Reimbursement of travel expenses is deposited electronically directly to the traveler’s bank account, usually within 5 working days of receipt in Shared Services. The Corporation accepts no responsibility for delayed reimbursements due to incomplete or incorrect travel expense claims.

When an employee is required to reimburse the Corporation, a personal cheque or money order must be attached to the completed travel claim form.

13. COMPLIANCE

Issues pertaining to non-compliance with this policy will be reported directly to the appropriate Vice-President by Corporate Finance and Administration.

We will be actively monitoring compliance with the Policy and the related Guidelines and Procedures. We may for example, verify your corporate travel credit card monthly statements

Auditing of Travel and Entertainment Expenses:

CBC/Radio-Canada will conduct periodic audits to ensure compliance with Corporate Policy 2.3.8: Delegation of Financial Authorities and Corporate Policy 2.9.3: Delegation of Signing Authority as well as to confirm that expenses are supported by original receipts.

Post audits will be conducted on an ad-hoc basis and will concentrate on the type, reasonability and justification of expenses, with regular reports submitted to the appropriate Vice-President.

Post audits may be conducted from time to time based on special requests from Vice-Presidents pertaining to specific categories of expenses such as duty entertainment and receptions.

Additional Policy Compliance and Reporting:

Issues pertaining to non-compliance (i.e. use of designated travel service provider, corporate travel credit card, preferred travel suppliers: air, vehicle rental and hotel) will be reported directly to the appropriate Vice-President by Corporate Finance and Administration.

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