Canadian Forces Temporary Duty Travel Instructions

Alternate Formats

Chapter 1 - Introduction

1.01  Title

This publication shall be called the Canadian Forces Temporary Duty Travel Instruction and is cited as the CFTDTI.

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1.02  Authority - CDS

Section 18 of the National Defence Act provides that the Chief of the Defence Staff (CDS) is charged with the control and administration of the Canadian Forces (CF) and that all instructions to the CF shall be issued by or through the CDS.

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1.03  Authority - TB

Section 35(2) of the National Defence Act provides that the Treasury Board (TB) determines and regulates the payment of travel and other expenses of CF members.

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1.04  Authority - TB - delegation

The Treasury Board delegates, pursuant to subsection 6(4) of the Financial Administration Act, to the Secretary of the Treasury Board, the Board’s authority under subsection 35(2) of the National Defence Act to determine and regulate payments that may be made to Canadian Forces members, for the following specific purposes:

  1. to ensure comparability to payments that are authorized to be made to a public service employee in similar circumstances; and
  2. to make minor amendments to the unique travel and relocation benefits that may be payable to Canadian Forces members, if the Secretary is of the opinion that the amendments will not change the essential character of those benefits.

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 1.05 CFTDTI - authority

 In the CFTDTI, immediately following every instruction:

  1. made under the authority of the TB, there shall be in parentheses the letter T; and
  2. made under the authority of the CDS, there shall be in parentheses the letter C.

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1.06 CFTDTI - issuing authority

  1. The CFTDTI is issued by the Chief of Military Personnel (CMP) under the authority of Queen’s Regulations & Orders for the Canadian Forces (QR&O) article 1.235 (Authority of Other Persons to Issue Orders and Instructions) and Defence Administrative Order and Directive (DAOD) 1000-0 (Corporate Administrative Direction).
  2. The Director General Compensation and Benefits (DGCB) shall notify the Treasury Board Secretariat (TBS) of any proposed amendment to the instructions made under the authority of the CDS, and shall inform the CMP of any TBS comment upon that amendment before it is approved.
  3. Enquiries about the CFTDTI may be addressed through the chain of command to the Director Compensation and Benefits Administration (DCBA).

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1.07  CFTDI - effective date

Unless otherwise indicated, every instruction of the CFTDTI is effective on the day on which it is made.

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Chapter 2 - Definitions

2.01  Definitions - general

The definitions in section 2(1) of the National Defence Act and in QR&O article 1.02 (Definitions) apply in the CFTDTI and have been published at the end of this document.

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Chapter 3 - Application of the CFTDTI

3.01  Application

  1. (Regular Force) Subject to CFTDTI 3.02 (No Application), the CFTDTI apply to a member of the Regular Force who is, after 31 January 2011:
    1. either:
      1. on TD;
      2. on an attached posting; or
      3. in respect of CFTDTI Chapter 5 (Travel Within Place of Duty) only, ordered by an approving authority to work - or to be immediately available for work during - irregular hours inside the member’s place of duty; and
    2. not entitled to any benefit under the Military Foreign Service Instruction other than under instruction 10.3.07 (Risk Allowance).
  2. (Reserve Force) Subject to CFTDTI 3.02 (No Application), the CFTDTI apply to a member of the Reserve Force who is, after 31 January 2011:
    1. on Class A, B, or C Reserve Service;
    2. either:
      1. on an attached posting - not on TD - to an establishment position identified in a database designated by the Chief of the Defence Staff;
      2. on TD - not on an attached posting - away from their permanent workplace; or
      3. in respect of CFTDTI Chapter 5 (Travel Within Place of Duty) only, ordered by an approving authority to work - or to be immediately available for work during — irregular hours inside the member’s place of duty; and
    3. not entitled to any benefit under the Military Foreign Service Instruction other than under instruction 10.3.07 (Risk Allowance).

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3.015  Application - administration

For the purposes of paragraph 3.01(2)(b)(i), the designated database is the Canadian Forces Task Plans and Operations database.

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3.02  No application

The CFTDTI does not apply to a member:

  1. of the Regular Force who is entitled to relocation benefits of any kind, except a benefit under CBI 208.997 (Separation Expense);
  2. of the Reserve Force serving on Class A, B, or C Reserve Service, who refuses relocation benefits of any kind - except a benefit under CBI 208.997 (Separation Expense) - when offered relocation benefits for that Reserve Service; or
  3. who is both in receipt of a benefit under CBI 208.997 (Separation Expense) and at their principal residence, as defined in that instruction.

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Chapter 4 - General Administration

4.01  Special power of the Chief of Defence Staff

  1. Where in the CFTDTI a member has not received a benefit because the relevant circumstances, although not dissimilar to, were different from the circumstances established, the Chief of the Defence Staff may, if he or she considers it would be equitable and consistent with the purpose of the CFTDTI, approve the payment of all or part of that benefit.
  2. The Chief of the Defence Staff may delegate to any officer the Chief of the Defence Staff’s power under paragraph (1).

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4.02  Special power - delegation

The officers in the positions of CMP, Director General Compensation and Benefits (DGCB), and DCBA have been delegated the Chief of the Defence Staff’s power under instruction 4.01 (Special Power of the Chief of the Defence Staff). The power cannot be subdelegated.

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4.03  Duty travel - authorization

  1. (Requirements) An approving authority who authorizes duty travel shall do so in writing before the duty travel begins. For greater certainty, a member is not entitled to any benefit under the CFTDTI without prior, written authorization for duty travel by an approving authority.
  2. (Frequency) Subject to paragraph (1), an approving authority may authorize duty travel for the member once or any number of times (i.e. blanket authorization) during a year.

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4.04  Duty travel - authorization - retractive

An approving authority shall not authorize duty travel retroactively.  

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4.05  Financial authority

An approving authority shall become acquainted with, observe, and enforce:

  1. A-FN-100-002/AG-006, Delegation of Authorities for Financial Administration for the Department of National Defence (DND) and the Canadian forces (CF); and
  2. all other regulations, rules, orders and instructions that pertain to the performance of the approving authority’s duties.

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4.06  Advances

  1. (Authority) Section 3 of the Accountable Travel and Moving Advance Regulations (Canadian Forces) provides that:

"The Chief of the Defence Staff may authorize the making of accountable advances of public funds to officers and men of the Canadian Forces who are required to travel on duty or move from one location to another, or who are authorized to move their dependants or furniture and effects, or both, as applicable, from one location to another, within existing regulations."

  1. (Authorization) Accountable advances in respect of CFTDTI benefits are authorized to be made to members who are required to travel on duty.
  2. (Amount of Advance) A member shall not be issued a travel advance:
    1. in respect of foreseeable duty travel expenses that are:
      1. prepaid from public funds; or
      2. payable with an Individual Designated Travel Card (IDTC); and
    2. in excess of one month’s foreseeable duty travel expenses unless it is impracticable to issue a monthly advance.
  3. (Recovery) Any travel advances issued to a member shall be recovered after the member returns from duty travel.

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4.07  Overpayments

  1. (Duty To Recover) Every accounting officer is required to seek recovery of the amount of any overpayment from a member in accordance with QR&O article 201.05 (Financial Responsibilities of Accounting Officers).
  2. (Duty to Report And Refund) Paragraph (2) of QR&O article 203.04 (Overpayments) provides:

"If an officer or non-commissioned member accepts a payment in excess of the entitlement due, the officer or non-commissioned member shall report and refund the amount of the overpayment to the accounting officer of the base or other unit or element where the officer or non-commissioned member is present."

  1. (Mistakes) For greater certainty, a misinterpretation of the CFTDTI — or incorrect advice regarding the CFTDTI — does not negate:
    1. an accounting officer’s duty to seek recovery of an overpayment; and
    2. a member’s duty to report and refund an overpayment.

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4.08  No receipt

A member who is reasonably unable to submit a receipt in respect of an expense may submit a declaration in lieu of a receipt.

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4.09  Currency conversions

  1. (Conversion Rates - Rules) The following rules apply to the processing of a duty travel claim involving currency conversions:
    1. the exchange rate on a receipt - not a declaration - shall be used in respect of all money converted under the receipt;
    2. in the absence of an exchange rate on a receipt, the average Bank of Canada exchange rate - on the date of conversion - set out on the Bank of Canada website shall be used in respect of all money converted; and
    3. in the absence of both an exchange rate on a receipt and an average Bank of Canada exchange rate, the average exchange rate - being the average of the exchange rates on the first and final dates in a country - established by or under the authority of the Chief of the Defence Staff shall be used in respect of all money converted.
  2. (Conversion Gain) Any currency conversion gain obtained by a member shall be deducted from the duty travel claim.

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4.10  Currency conversions - administration

For the purposes of paragraph 4.09(1)(c), the Director of Military Pay and Allowances Processing (DMPAP) publishes exchanges rates.

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4.11  Member's duty travel responsibilities

A member shall: 

  1. become acquainted with the CFTDTI;
  2. obtain advance authorization for duty travel;
  3. book duty travel through the DND Travel Centre;
  4. whenever it is practicable, use:
    1. their IDTC - if the member is issued one - in accordance with FAM 1016-7-3 (Individual Travel Card); and
    2. government approved - or if unavailable, Canadian - suppliers, services, and products;
  5. submit duty travel claims - and receipts and necessary supporting documentation - within one year after the completion of the duty travel unless the circumstances disclose sufficient reasons for the delay and those reasons are endorsed by the CMP personally; 
  6. manage duty travel expenses responsibly (e.g. cancel reservations as required, safeguard travel advances and funds provided, and make outstanding remittances promptly); and
  7. not seek payment under section 35(2) of the National Defence Act in respect of anything provided at no expense to the member.

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4.12  Vehicle insurance

  1. (Crown Vehicles - Crown Insured) A member who is authorized to drive a Crown-owned vehicle on duty travel shall not:
    1. obtain any insurance in respect of that vehicle; and
    2. permit any unauthorized driver to drive the vehicle.
  2. (Rental Vehicles - Deductible) The Crown is not responsible to pay any deductible insurance in respect of a rental vehicle.
  3. (Rental Vehicles - Listed Rental Agencies) A member who is authorized to rent a vehicle on duty travel shall use — when practicable — rental agencies listed in the PWGSC Accommodation and Car Rental Directory, as amended from time to time.
  4. (Rental Vehicles - IDTC Policies) Before using an IDTC to rent a vehicle on duty travel, a member shall review ADM (Fin CS) policies and procedures in respect of IDTC vehicle insurance.
  5. (Rental Vehicles - Private Insurance) A member who is authorized to rent a vehicle on duty travel should always review their private insurance coverage with their private insurer before renting the vehicle.
  6. (Rental Vehicles - Collision damage waiver (CDW)) A member who is authorized to rent a vehicle on duty travel and:
    1. who uses an IDTC to rent the vehicle shall not purchase CDW (because the IDTC provides CDW coverage); and
    2. who does not use an IDTC to rent the vehicle shall purchase CDW.
  7. (Rental Vehicles - Public Liability and Property Damage (PL/PD)) A member who is authorized to rent a vehicle on duty travel and:
    1. who rents the vehicle from a rental agency that is listed in the PWGSC Accommodation and Car Rental Directory as amended from time to time, shall not purchase PL/PD (because the listing includes PL/PD); and
    2. who rents the vehicle from a non-listed rental agency shall purchase PL/PD.
  8. (Rental Vehicles - PL/PD Outside Canada) A member shall purchase $1 million US dollars PL/PD if the member is:
    1. on duty travel outside Canada; and
    2. authorized to rent a vehicle and rents a vehicle.
  9. (Rental Vehicles - Personal Accident Insurance (PAI)) A member who is authorized to rent a vehicle on duty travel:
    1. may purchase PAI at their own expense; and
    2. shall purchase PAI if a local law requires the purchase of PAI and CDW together.
  10. (PMV - Use of PMV) A member may be authorized to use a PMV on duty travel.
  11. (PMV - No Crown Liability) The Crown accepts no responsibility or liability to the member for:
    1. the loss of or damage to a PMV on duty travel; and 
    2. any deductible insurance payments in respect of a PMV used on duty travel.
  12. (PMV - Insurance Laws) A member is personally responsible to obtain private insurance for a PMV in accordance with local laws.
  13. (PMV - Private Insurance) A member should always review their private insurance coverage with their private insurer before using a PMV on duty travel.
  14. (PMV - Additional Insurance) If a member who is authorized to use a PMV on duty travel is required to purchase additional insurance to carry passengers for the purpose of that duty travel, then the member shall purchase that additional insurance.

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4.13  Loyalty programs

A member on duty travel may retain loyalty benefits offered by travel, financial, and other industries and businesses if all of the following conditions are satisfied:

  1. the member accrues loyalty benefits from an expense that is reimbursed under the CFTDTI;
  2. the accrual does not increase the expense;
  3. the member uses government approved services or products as instructed by the approving authority;
  4. the member’s duty travel is not made or altered for the purpose of accruing loyalty benefits;
  5. the member does not travel on a bulk claim; and
  6. the member’s expenses are not paid with a Fleet Card. 

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Chapter 5 - Travel within Place of Duty

Section 1 - Application
Section 2 - Accommodation, Meals and Other Benefits
Section 3 - Transportation Benefits

Section 1 - Application

5.01  Application

Subject to Chapter 3 (Application of CFTDTI), this Chapter applies to a member who is:

  1. on TD at a temporary workplace that is inside the member’s place of duty; or
  2. ordered by an approving authority to work - or to be immediately available for work - during irregular hours inside the member’s place of duty.

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Section 2 - Accommodation, meals and other benefits

5.02  Accommodation

  1. (Selection) An approving authority selects a member’s accommodation after consideration of:
    1. the relative cost and convenience of available accommodations; and
    2. the CF’s immediate operational and training needs.
  2. (Entitlement and Amount) Subject to paragraphs (1) and (3), a member is entitled to be reimbursed for actual and reasonable expenses for accommodations if an approving authority orders the member into quarters or commercial accommodations.
  3. (Reasonable) The reasonableness of an accommodation expense under paragraph (2) is determined by the approving authority after consideration of the cost of the accommodation selected under paragraph (1).

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5.03  Accommodation - administration

  1. (Application) This instruction applies to instruction 5.02 (Accommodation).
  2. (Order To Occupy Quarters Or Commercial Accommodations) An approving authority shall not order a member into quarters or commercial accommodations unless the approving authority determines that it is necessary for the member:
    1. to attend a conference - or seminar, training session, meeting, or public hearing - without interruption; or
    2. to be immediately available - at all times - near the member’s workplace.

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5.04  Additional business expenses

A member is entitled to be reimbursed for actual and reasonable expenses: 

  1. for a passport - and passport photo, visas, and other international documents - that are determined by a superior officer or the Department of Foreign Affairs to be necessary for the member’s travel;
  2. if government suppliers, services, and products cannot be obtained, for photocopies, word processing service, faxes, internet connections, renting and transporting necessary office equipment;
  3. for financial transactions - not exceeding the total value of the travel claim - and for services fees and charges, including Automated Banking Machine fees, government travel card use charges, credit/debit card use charges, acquiring travelers’ cheques, and cheque cashing fees; and
  4. for a safety deposit box when the use of a safety deposit box is reasonable.

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5.05  Additional business expenses - administration

To be issued.

(c)

5.06  Bottled water

If potable water is unavailable, a member is entitled to be reimbursed actual and reasonable expenses for reasonable amounts of bottled water, including reasonable bulk purchases of bottled water.

(T)

5.07  Bottled water - administration

To be issued.

(C)

5.08  Currency conversions

A member is entitled to be reimbursed for actual and reasonable expenses in respect of:

  1. necessary currency conversion fees, provided that the amount of currency converted does not exceed the total value of the travel claim; and
  2. net currency conversion losses.

(T)

5.09  Currency conversions - administration

To be issued.

(C)

5.10  Excess baggage

No entitlement.

(T)

5.11  Excess baggage - administration

To be issued

(C)

5.12  Family care assistance

A member is entitled to be reimbursed family care assistance expenses under CBI 209.335 (Family Care Assistance).

(T)

5.13  Family care assistance - administration

To be issued.

(C)

5.14  Home communication

No entitlement.

(T)

5.15  Home communication - administration

To be issued.

(C)

5.16  Incidental expense allowance

A member - who is entitled under instruction 5.02 (Accommodation) - is entitled to an incidental expense allowance at the rate set out in the NJC Travel Directive for the location where the member was at the start of a day

(T)

5.17  Incidental expense allowance - administration

To be issued.

(C)

5.18  Meals

  1. (Entitlement And Amount) Subject to paragraph (2), a member is entitled to be reimbursed for actual and reasonable meal expenses if all of the following conditions are satisfied:
    1. the member’s duty:
      1. prevents the member from having their normal meal; or
      2. compels the member to have a meal at public expense;
    2. an approving authority considers it reasonable in the circumstances for the member to have a meal — other than a mess dinner, mixed dining-in, or other similar event — at public expense; and
    3. the member pays for a meal.
  2. (Interpretation) For greater certainty, the following examples of payable meal expenses shall be referred to when interpreting the entitlement under paragraph (1):
    1. an approving authority orders a member to work through a normal meal hour and the member is thereby required to spend more for the meal than would otherwise be the case;
    2. an approving authority orders a member to attend, during a weekend or holiday, a conference - or seminar, training session, meeting, or public hearing - and no free meal is provided by the host to the member;
    3. an approving authority orders a member to attend, a full-day conference - or seminar, training session, meeting, or public hearing - and:
      1. a member-paid meal is an integral part of the proceedings; or
      2. there is no available meal facility (i.e. lunch room) for the member to eat a meal brought from home;
    4. an approving authority orders a member - who regularly works a 1900 to 0700 hour shift - to carry out certain duties between 2300 and 0300 hours which prevent the member from having lunch;
    5. a member is on ration strength, is prevented by duty from having a meal on rations, and is not provided a box lunch; and
    6. an approving authority orders several members to collectively perform duty outside their permanent workplace and determines that the performance of that duty is enhanced by their staying together over a normal meal period.

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5.19  Meals - administration

  1. (Application) This instruction applies to instruction 5.18 (Meals).
  2. (Meal Breaks) Every superior officer shall - unless it is exceptionally unreasonable to do so - provide a meal break to a member approximately midway through a regular work period or shift for the member to obtain a meal at the member’s expense.
  3. (Meals - Delay) A reasonably delayed meal hour does not by itself create an entitlement to a meal at Crown expense.
  4. (Shifts) In respect of regular shifts, the meal sequence of breakfast, lunch and dinner commences at the start of a shift.
  5. (Rations) Rations shall be utilized whenever available.

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Section 3 - Transportation benefits

5.20  General

  1. (No Entitlement) There is no entitlement for a member to be reimbursed any expenses for travel:
    1. to and from their permanent workplace on a daily basis; and
    2. in respect of a mess dinner, mixed dining-in, or other similar event.
  2. (Selection) An approving authority selects a member’s mode - or combination of modes - of transportation on duty travel after consideration of all of the following:
    1. the relative cost and efficiency of available modes of transportation during the duty travel;
    2. the conditions of road transportation and all other modes of transportation - in the duty travel area;
    3. forecasted weather conditions during the duty travel;
    4. the preferred transportation for short, local trips is by bus, taxi, shuttle, and other local transportation services;
    5. the CF’s operational needs;
    6. an intermediate sedan is the standard rental vehicle across government;
    7. the member’s safety and convenience;
    8. the member’s safety and convenience;
    9. any other factor that is immediately relevant to the duty travel requirement.
  3. (Home Outside Place of Duty) In this Section, for the purposes of calculating a direct road distance from a member’s home, a home that is located outside the member’s place of duty is deemed to be located at the nearest point to the member’s home on the geographical boundary of that place of duty.

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5.21  General - administration

  1. (Application) This instruction applies to instruction 5.20 (General).
  2. (Direct Distance) A member on duty travel shall use the most direct, safe, practical route when travelling even though the member may only be reimbursed for the direct road distance.
  3. (Insurance) Insurance requirements for different modes of transportation is described in paragraph 4.12 (Vehicle Insurance).

(C)

5.22  (Not allocated)

5.23  (Not allocated)

5.24  Recall to work

Subject to instruction 5.20 (General), a member who is recalled from home to the member’s workplace is - if the recall is the second trip to the workplace in a 24 hour period - entitled to be reimbursed:

  1. in respect of a member using a PMV, two times the kilometric rate for the direct road distance between the member’s home and the workplace; and
  2. in respect of a member using local transportation - including buses, subways, commuter trains, taxis, bridge tolls, docking fees, and other transportation charges - authorized by the approving authority ordering the recall, the member’s actual and reasonable expenses including gratuities.

(T)

5.25  Recall to work - administration

To be issued.

(C)

5.26  Disruption - irregular hours

  1. (Entitlement) Subject to instruction 5.20 (General), a member is entitled to be reimbursed for travel expenses to and from their workplace if all of the following conditions are satisfied:
    1. an approving authority orders the member to work irregular hours one day;
    2. the irregular hours disrupt the member’s regular travel to and from their permanent workplace that day; and
    3. no alternative transportation is provided to the member at public expense.
  2. (Amount) The amount of reimbursement is the amount of the formula (A – B) where:
  • A is cost of disrupted travel including gratuities; and
  • B is the cost of regular travel to and from the permanent workplace on a daily basis.

(T)

5.27  Disruption - irregular hours - administration

To be issued.

(C)

5.28  Disruption - temporary workplace change

  1. (Entitlement) Subject to instruction 5.20 (General), a member is entitled to be reimbursed - for a maximum of 60 days - for travel expenses to and from their temporary workplace if all of the following conditions are satisfied:
    1. an approving authority ordered the member to work at a temporary workplace instead of the member’s permanent workplace;
    2. the member was not advised - in writing and at least 30 days beforehand - of the workplace change;
    3. the workplace change disrupts the member’s regular travel to and from their permanent workplace; and
    4. no alternative transportation is provided at public expense to the member.
  2. (Amount) The daily amount of reimbursement is limited to the amount of the formula ((A + B) – (C + D)) where:
  • A is the kilometric rate for the direct road distance to the temporary workplace from the member’s home;
  • B is the parking expense at the temporary workplace;
  • C is the kilometric rate for the direct road distance to the permanent workplace from the member’s home on a daily basis; and
  • D is the parking expense at the permanent workplace.

(T)

5.29  Disruption - temporary workplace change - administration

To be issued.

(C)

5.30  Air travel

No entitlement.

(T)

5.31  Air travel - administration

To be issued.

(C)

5.32  Train

No Entitlement.

(T)

5.33  Train - administration

To be issued.

(C)

5.34  Crown vehicles

Subject to paragraph 5.20(2) (Selection), a member who uses a Crown vehicle on duty travel is entitled to be reimbursed for actual and reasonable expenses for:

  1. fuelling the vehicle;
  2. parking the vehicle; and
  3. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system.

(T)

5.35  Crown vehicles - administration

  1. (Application) This instruction applies to instruction 5.34 (Crown Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

5.36  Rental vehicles

Subject to paragraph 5.20(2) (Selection), a member who rents a vehicle for duty travel is entitled to be reimbursed actual and reasonable expenses for:

  1. renting the vehicle, not including insurance;
  2. fuelling the vehicle, not including rental agency refuelling at the time of return;
  3. parking the vehicle;
  4. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system;
  5. if an IDTC was not used to rent the vehicle, CDW;
  6. if the vehicle is rented from a rental agency that is not listed in the PWGSC Accommodation and Car Rental Directory, as amended from time to time, PL/PD, and - for greater certainty - if that vehicle is rented outside Canada, $1 million US in PL/PD; and
  7. if a local law requires the purchase both of PAI and of CDW, that joint insurance.

(T)

5.37  Rental vehicles - administration

  1. (Application) This instruction applies to instruction 5.36 (Rental Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

5.38  PMV - passenger

No entitlement.

(T)

5.39  PMV passenger - adminstration

To be issued.

(C)

5.40  PMV - driver

  1. (Member Is Requested To Use PMV) Subject to paragraph 5.20(2) (Selection), a member - who is requested by an approving authority to use a PMV on duty travel and who uses that PMV as requested - is entitled to be reimbursed:
    1. the kilometric rate for the direct road distance;
    2. the actual and reasonable parking expenses during the TD or attached posting; and
    3. if the member is required to purchase additional insurance to carry passengers for business purposes, the actual and reasonable expenses of that additional insurance.
  2. (Member Requests To Use PMV) Subject to paragraph 5.20(2) (Selection), a member who requests to use a PMV - rather than a more economical and practical mode of transportation selected by the approving authority - and who uses that PMV on duty travel is entitled to be reimbursed the lesser of:
    1. the kilometric rate for the direct road distance, and
    2. as determined by a method established under the authority of the CDS, the cost of the more economical and practical mode of transportation.

(T)

5.41  PMV - driver - administration

  1.  (Application) This instruction applies to instruction 5.40 (PMV - Driver).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.
  3. (Cost Comparison) The cost comparison required under paragraph 5.40(2)(b) shall be calculated in a manner determined by and on a form issued by the DGCB.
  4. (Refusal of request) A member cannot be ordered and is never obliged to use a PMV for duty travel.
  5. (Crown Liabilty) Paragragh 4.12(11) provides information on Crown liability to members who use their PMV for duty travel.

(C)

5.42  Taxis, buses, etc

Subject to paragraph 5.20(2) (Selection), a member who uses a taxi, bus, or other local transportation on duty travel is entitled to be reimbursed actual and reasonable travel expenses and gratuities.

(T)

5.43  Taxis, buses, etc - administration

  1. (Application) This instruction applies to instruction 5.42 (Taxis, Buses, Etc.).
  2. A member shall be provided with the necessary prepaid tickets whenever possible.

(C)

5.44  Unconventional modes of transportation

Subject to paragraph 5.20(2) (Selection), a member who uses unconventional transportation - including a snowmobile, boat, and All Terrain Vehicle - for duty travel is entitled to be reimbursed:

  1. in respect of a calculable direct road distance, at the kilometric rate for that distance; and
  2. in respect of an incalculable direct road distance, at the kilometric rate for the actual or most reasonable distance travelled.

(T)

5.45  Unconventional modes of transportation - administration

To be issued.

(C)

5.46  Miscellaneous travel fees

No entitlement.

(T)

5.47  Miscellaneous travel fees - administration

To be issued.

(C) 

Chapter 6 - Application

Section 1 - Application
Section 2 - Accommodation, Meals, and Other Benefits
Section 3 - Transportation Benefits

Section 1 - Application

6.01  Application

Subject to Chapter 3 (Application of CFTDTI), this Chapter applies to a member who: 

  1. is on TD or on an attached posting;
  2. is travelling between their place of duty and another duty location; and
  3. is not authorized to occupy accommodations overnight.

(T)

Section 2 - Accommodation, meals and other benefits

6.02  Accommodation

No entitlement.

(T)

6.03  Accommodation - administration

To be issued.

(C)

6.04  Additional business expenses

A member is entitled to be reimbursed for actual and reasonable expenses:

  1. for a passport - and passport photo, visas, and other international documents - that are determined by a superior officer or the Department of Foreign Affairs to be necessary for the member’s travel;
  2. if government suppliers, services, and products cannot be obtained, for photocopies, word processing service, faxes, internet connections, renting and transporting necessary office equipment;
  3. for financial transactions - not exceeding the total value of the travel claim - and for services fees and charges, including Automated Banking Machine fees, government travel card use charges, credit/debit card use charges, acquiring travelers’ cheques, and cheque cashing fees; and
  4. for a safety deposit box when the use of a safety deposit box is reasonable.

(T)

6.05  Additional business expenses - administration

To be issued.

(C)

6.06  Bottled water

If potable water is unavailable, a member is entitled to be reimbursed for actual and reasonable expenses for reasonable amounts of bottled water, including reasonable bulk purchases of bottled water.

(T)

6.07  Bottled water - administration

To be issued.

(C)

6.08  Currency conversions

A member is entitled to be reimbursed for actual and reasonable expenses for:

  1. necessary currency conversion fees, provided that the amount of currency converted does not exceed the total value of the travel claim; and
  2. net currency conversion losses.

(T)

6.09  Currency conversions - administration

To be issued.

(C)

6.10  Excess baggage

A member is entitled to be reimbursed for actual and reasonable expenses for checked baggage if all of the following conditions are satisfied:

  1. the baggage cannot be checked with the member for free;
  2. the baggage consists entirely of:
    1. personal equipment — as defined in section 2 of the National Defence Act; and
    2. any other CF-issued equipment:
  3. the baggage weighs less than 100 kilograms or less than any other greater weight that the Chief of the Defence Staff, or an officer designated by the Chief of the Defence Staff, determines after consideration of operational requirements; and
  4. the approving authority approves the checking-in — for service reasons — of the baggage.

(T)

6.11  Excess baggage - administration

  1. (Application) This instruction applies to instruction 6.10 (Excess Baggage).
  2. (Authority) The persons authorized to make a determination under paragraph 6.10(c) are the CMP, the DGCB, and the DCBA. Requests for approval shall be forwarded through the chain of command to DCBA.

(C)

6.12  Family care assistance

A member is entitled to be reimbursed family care assistance expenses under CBI 209.335 (Family Care Assistance).

(T)

6.13  Family care assistance - administration

To be issued.

(C)

6.14  Home communication

A member is entitled to be reimbursed for actual and reasonable telephone call expenses if all of the following conditions are satisfied:

  1. for any reason outside the member’s control, the member’s schedule to return from duty travel is changed; and
  2. the member phones their home — or their workplace in their place of duty — to tell of the change

(T)

6.15  Home communication - administration

To be issued.

(C)

6.16  Incidental expense allowance

No entitlement.

(T)

6.17  Incidental expense allowance - administration

To be issued.

(C)

6.18  Meal allowances

  1. (Entitlement -Full Day of Duty Travel) Subject to paragraph (4), a member who, for a full day, is on duty travel is entitled - except in respect of any meal that is provided at no expense to the member - to a breakfast, lunch, and dinner allowance.
  2. (Entitlement - Less Than A Full Day of Duty Travel) Subject to paragraphs (3) and (4), a member who, for less than a full day, is on duty travel is entitled - except in respect of any meal that is provided at no expense to the member - to:
    1. a breakfast allowance:
      1. if the member departs home on duty travel before 0630 hours local time; or
      2. if the member arrives home from duty travel after 0800 hours local time;
    2. a lunch allowance, if the member is on duty travel between 1130 and 1300 hours local time; and
    3. a dinner allowance:
      1. if the member departs home on duty travel before 1800 hours local time; or
      2. if the member arrives home from duty travel after 1800 hours local time.
  3. (Local Time — Less Than A Full Day) Local time means the time at the place of departure.
  4. (No Entitlement — Member Requests To Use PMV) A member who requests to use a PMV on duty travel under paragraph 6.40(2) (Member Requests To Use PMV) is not entitled to any meal allowance in excess of what the member would have received had the member used a more economical mode of transportation determined by the approving authority.
  5. (Amount) The amounts of the breakfast, lunch, and dinner allowances in respect of a member’s location are set out in the NJC Travel Directive.

(T)

6.19  Meal allowances - administration

  1. (Application) This instruction applies to instruction 6.18 (Meal allowances).
  2. (Example) This is an example of local time: a member who departs CFB Halifax at 1030 hours local time and arrives in CFB Ottawa at 1230 hours local time is entitled to a lunch allowance because the arrival in Ottawa is at 1330 hours local time in Halifax.

(C)

Section 3 - Transporation benefits

6.20  General

  1. (No Entitlement) There is no entitlement for a member to be reimbursed any expenses for travel to and from their permanent workplace on a daily basis.
  2. (Selection) An approving authority selects a member’s mode - or combination of modes - of transportation on duty travel after consideration of all of the following:
    1. the relative cost and efficiency of available modes of transportation during the duty travel;
    2. the conditions of road transportation and all other modes of transportation — in the duty travel area;
    3. forecasted weather conditions during the duty travel;
    4. the preferred transportation for short, local trips is by bus, taxi, shuttle, and other local transportation services;
    5. the CF’s operational needs;
    6. an intermediate sedan is the standard rental vehicle across government;
    7. the member’s safety and convenience;
    8. the amount of baggage or supplies that the member is required to transport; and
    9. any other factor that is immediately relevant to the duty travel requirement.
  3. (Home Outside Place of Duty) In this Section, for the purposes of calculating a direct road distance from a member’s home, a home that is located outside the member’s place of duty is deemed to be located at the nearest point to the member’s home on the geographical boundary of that place of duty.

(T)

6.21  General - administration

To be issued.

(C)

6.22  (Not allocated)

6.23  (Not allocated)

6.24  Recall to workplace

No entitlement.

(T)

6.25  Recall to workplace - administration

To be issued.

(C)

6.26  Disruption - irregular hours

No entitlement.

(T)

6.27  Disruption - irregular hours - administration

To be issued.

(C)

6.28  Disruption - temporary workplace change

No entitlement.

(T)

6.29  Disruption - temporary workplace change - administration

To be issued.

(C)

6.30  Air travel

Subject to paragraph 6.20(2) (Selection), a member is entitled:

  1. if the member is a senior officer, both to travel and to be reimbursed in accordance with Treasury Board Special Travel Authorities, as amended from time to time; and
  2. if the member is not a senior officer, both to travel in economy class and to be reimbursed for actual and reasonable expenses for that travel.

(T)

6.31  Air travel - administration

  1. (Application) This instruction applies to instruction 6.30 (Air Travel).
  2. (Special Entitlements – Senior Officers) The DGCB’s letter Summary of Special Entitlements - Senior Officers provides additional administrative information on special entitlements for senior officers.

(C)

6.32  Train

Subject to paragraph 6.20(2) (Selection), a member is entitled both to travel in the class immediately higher than an undiscounted economy class (e.g. to travel on VIA 1 Business class) and to be reimbursed for actual and reasonable expenses for that travel.

(T)

6.33  Train - administration

To be issued.

(C)

6.34  Crown vehicles

Subject to paragraph 6.20(2) (Selection), a member who uses a Crown vehicle is entitled to be reimbursed for actual and reasonable expenses for:

  1. fuelling the vehicle;
  2. parking the vehicle; and
  3. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system.

(T)

6.35  Crown vehicles - administration

  1. (Application) This instruction applies to instruction 6.34 (Crown Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

6.36  Rental vehicles

Subject to paragraph 6.20(2) (Selection), a member who rents a vehicle on duty travel is entitled to be reimbursed actual and reasonable expenses for:

  1. renting the vehicle, not including insurance;
  2. fuelling the vehicle, not including rental agency refuelling at the time of return;
  3. parking the vehicle;
  4. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system;
  5. if an IDTC was not used to rent the vehicle, CDW;
  6. if the vehicle is rented from a rental agency that is not listed in the PWGSC Accommodation and Car Rental Directory, as amended from time to time, PL/PD, and — for greater certainty — if that vehicle is rented outside Canada, $1 million US in PL/PD; and
  7. if a local law requires the purchase both of PAI and of CDW, that joint insurance.

(T)

6.37  Rental vehicles - administration

  1. (Application) This instruction applies to instruction 6.36 (Rental Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

6.38  PMV - passenger

Subject to paragraph 6.20(2) (Selection), a member who is a passenger in a PMV on duty travel is entitled to be reimbursed the amount of the formula ((D – P) × KR) where:

  • D is the distance travelled;
  • P is the distance travelled as a passenger in any vehicle with another person who is reimbursed at public expense for travelling that distance; and
  • KR is the kilometric rate.

(T)

6.39  PMV - passenger - administration

To be issued.

(C)

6.40  PMV - driver

  1. (Member Is Requested To Use PMV) Subject to paragraph 6.20(2) (Selection), a member who is requested by an approving authority to use a PMV and who uses that PMV on duty travel as requested is entitled to be reimbursed:
    1. the kilometric rate for the direct road distance;
    2. the actual and reasonable parking expenses during the duty travel; and
    3. if the member is required to purchase additional insurance to carry passengers for business purposes, the actual and reasonable expenses of that additional insurance.
  2. (Member Requests To Use PMV) Subject to paragraph 6.20(2) (Selection), a member who requests to use a PMV — rather than a more economical and practical mode of transportation selected by the approving authority — and who uses that PMV on duty travel is entitled to be reimbursed the lesser of:
    1. the kilometric rate for the direct road distance, and
    2. as determined by a method established under the authority of the CDS, the cost of the more economical and practical mode of transportation.

(T)

6.41  PMV - driver - administration

  1. (Application) This instruction applies to instruction 6.40 (PMV — Driver).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.
  3. (Cost Comparison) The cost comparison required under paragraph 6.40(2)(b) shall be calculated in a manner determined by and on a form issued by the DGCB.
  4. (Meal Allowances) Paragraph 6.18(4) (No Entitlement — Member Requests To Use PMV) disentitles a member to some meal allowances if the member requests to use a PMV — rather than a more economical mode of transportation — and uses that PMV on duty travel.
  5. (Refusal of request) A member cannot be ordered and is never obliged to use a PMV for duty travel.
  6. (Crown Liabilty) Paragragh 4.12(11) provides information on Crown liability to members who use their PMV for duty travel.

(C)

6.42  Taxis, buses, etc

Subject to paragraph 6.20(2) (Selection), a member who uses a taxi, bus, or other local transportation on duty travel is entitled to be reimbursed actual and reasonable travel expenses and gratuities.

(T)

6.43  Taxis, buses, etc - administration

To be issued.

(C)

6.44  Unconventional modes of transporation

Subject to paragraph 6.20(2) (Selection), a member who uses unconventional transportation - including a snowmobile, boat, and All Terrain Vehicle - for duty travel is entitled to be reimbursed:

  1. in respect of a calculable direct road distance, at the kilometric rate for that distance; and
  2. in respect of an incalculable direct road distance, at the kilometric rate for the actual or most reasonable distance travelled.

(T)

6.45  Unconventional modes of transportation - administration

To be issued.

(C)

6.46  Miscellaneous travel fees

Subject to paragraph 6.20(2) (Selection), a member is entitled to be reimbursed for actual and reasonable expenses in respect of:

  1. facility improvement fees that are not included in the fare (e.g. itemized airport, train station, bus station, and other similar facilities’ improvement fees);
  2. facility departure fees that are not included in the fare (e.g. itemized airport, train station, bus station, and other similar facilities’ departure fees); and
  3. other mandatory fees that are required by law or otherwise in order for the member to travel (e.g. docking fees, road and bridge tolls, ferry charges, and other fees).

(T)

6.47  Miscellaneous travel fees - administration

To be issued.

(C)

Chapter 7 - Travel in Canada and Continental USA and Overnight Stay

Section 1 - Application
Section 2 - Accommodation, Meals, and Other Benefits
Section3 - Transportation Benefits

Section 1 - Application

7.01  Application

Subject to Chapter 3 (Application of CFTDTI), this Chapter applies to a member who:

  1. is on TD or on an attached posting;
  2. is travelling between their place of duty and another duty location, both of which are in Canada or the Continental United States of America (CANUS); and
  3. is authorized to occupy accommodations overnight.

(T)

Section 2 - Accommodation, meals and other benefits

7.02  Accommodation

  1. (Selection) An approving authority selects a member’s accommodation - or combination of accommodations - on duty travel after consideration of all of the following:
    1. whether suitable quarters are available at the duty area;
    2. whether the member has a principal residence in the duty area;
    3. the estimated duration of the member’s duty in the duty area;
    4. the relative cost and convenience of available accommodations in the duty area; and
    5. the CF’s operational needs.
  2. (Entitlement and Amount) Subject to paragraphs (1) and (3), a member is entitled to be reimbursed:
    1. in respect of commercial accommodations, non-commercial accommodations, and quarters, for actual and reasonable expenses; and
    2. in respect of a private accommodation, for an amount equal to the private non-commercial accommodation allowance for the member’s CANUS location, set out in the NJC Travel Directive.
  3. (Reasonable) The reasonableness of an accommodation expense under paragraph (2)(a) is determined by the approving authority after consideration of:
    1. the "within city rate limit" for a single guest room at an accommodation that is both selected by the approving authority and listed in the PWGSC Accommodation and Car Rental Directory, as amended from time to time;
    2. the "above city rate limit" for a single guest room at an accommodation that is both selected by the approving authority and listed in the PWGSC Directory;
    3. the "city rate limit" for any Canadian or American accommodation that is not listed in the PWGSC directory; and
    4. available accommodations at the duty travel location.

(T)

7.03  Accommodation - administration

  1. (Application) This instruction applies to instruction 7.02 (Accommodation).
  2. (Selection - Quarters) An approving authority should select quarters - whenever available and suitable and after discussion with the commander or manager of the quarters - for accommodations except in respect of a member who:
    1. holds the substantive rank of Colonel or higher;
    2. is a personal staff officer to a member described in subparagraph (a) and should stay in the same accommodation as that other member;
    3. is posted to the National Investigation Service;
    4. is a flight safety accident investigator and is investigating an accident; or
    5. is performing court martial duties.
  3. (Selection - PWGSC Directory) If quarters are unavailable or unsuitable, an approving authority should select an accommodation that is listed in the Directory.
  4. (Selection - Length of Stay) If quarters are unavailable or unsuitable, an approving authority should select a non-commercial accommodation for a duty period - in one location - greater than 30 days.
  5. (Selection - Non-Commercial Accommodation And Private Accommodation) An approving authority should not select non-commercial or private accommodations if their costs exceed the cost of commercial accommodation
  6. (Government Rate) A member who books accommodations shall request the government accommodation rate.
  7. (Reasonable - Example #1) A member posted in Ottawa is on duty travel in Edmonton. The approving authority selects a listed accommodation in Edmonton that charges $120 daily for a single room, and the accommodation is available. The member stays at another accommodation in Edmonton and incurs a daily charge of $160. The member’s $160 expense is unreasonable; the member should only be reimbursed $120.
  8. (Reasonable - Example #2) A member posted in Halifax is on duty travel in Los Angeles. Assume that: a) the foreign city rate limit for Los Angeles is $200; b) there are no listed accommodations available; and c) the only accommodation available costs $500. The approving authority selects the only available accommodation, and the member pays $500 to stay there. The member’s $500 expense is reasonable.

(C)

7.04  Additional business expenses

A member is entitled to be reimbursed for actual and reasonable expenses:

  1. for a passport - and passport photo, visas, and other international documents - that are determined by a superior officer or the Department of Foreign Affairs to be necessary for the member’s travel;
  2. if government suppliers, services, and products cannot be obtained, for photocopies, word processing service, faxes, internet connections, renting and transporting necessary office equipment;
  3. for financial transactions - not exceeding the total value of the travel claim - and for services fees and charges, including Automated Banking Machine fees, government travel card use charges, credit/debit card use charges, acquiring travelers’ cheques, and cheque cashing fees; and
  4. for a safety deposit box when the use of a safety deposit box is reasonable.

(T)

7.05  Additional business expenses - administration

To be issued.

(C)

7.06  Bottled water

If potable water is unavailable, a member is entitled to be reimbursed for actual and reasonable expenses for reasonable amounts of bottled water, including reasonable bulk purchases of bottled water.

(T)

7.07  Bottled water - administration

To be issued.

(C)

7.08  Currency conversions

A member is entitled to be reimbursed for actual and reasonable expenses for:

  1. necessary currency conversion fees, provided that the amount of currency converted does not exceed the total value of the travel claim; and
  2. net currency conversion losses.

(T)

7.09  Currency conversions - administration

To be issued.

(C)

7.10  Excess baggage

  1. (Entitlement and Amount) A member is entitled to be reimbursed for actual and reasonable expenses for checked baggage if all of the following conditions are satisfied:
    1. the baggage cannot be checked with the member for free;
    2. the baggage consists entirely of,
      1. personal equipment - as defined in section 2 of the National Defence Act, and
      2. any other CF-issued equipment;
    3. the baggage weighs less than 100 kilograms - or less than any other greater weight that the Chief of the Defence Staff, or an officer designated by the Chief of the Defence Staff, determines after consideration of operational requirements; and
    4. the approving authority approves the checking-in - for service reasons - of the baggage.
  2. (Storage) A member who is entitled to be reimbursed under paragraph (1) is entitled to be reimbursed actual and reasonable temporary storage for their baggage expenses during shipment.

(T)

7.11  Excess baggage - administration

  1. (Application) This instruction applies to instruction 7.10 (Excess Baggage).
  2. (Authority) The persons authorized to make a determination under paragraph 7.10(1)(c) are the CMP, the DGCB, and the DCBA. Requests for approval shall be forwarded through the chain of command to DCBA.

(C)

7.12  Family care assistance

A member is entitled to be reimbursed family care assistance expenses under CBI 209.335 (Family Care Assistance).

(T)

7.13  Family care assistance - administration

To be issued.

(C)

7.14  Home communication

A member is entitled to be reimbursed for actual and reasonable telephone call expenses if all of the following conditions are satisfied:

  1. for any reason outside the member’s control, the member’s schedule to return from duty travel is changed; and
  2. the member phones their home - or their workplace in their place of duty - to tell of the change.

(T)

7.15  Home communication - administration

To be issued.

(C)

7.16  Incidental expense allowance

  1. (Entitlement) Subject to paragraph (3), a member is entitled to an incidental expense allowance if all of the following conditions are satisfied:
    1. the member is on duty travel; and
    2. the member occupies accommodations
  2. (Interpretation) For greater certainty, a gym - or spa or fitness centre fee - incurred by a member who is on duty travel is an incidental expense.
  3. (No Entitlement) There is no entitlement to an incidental expense allowance if any of the following conditions are satisfied:
    1. the member is on adventure training authorized by or under the authority of the Chief of the Defence Staff;
    2. with the exception of sick leave granted under QR&O article 16.16 (Sick Leave), the member is on leave under QR&O chapter 16 (Leave);
    3. the member is in hospital;
    4. the member is in receipt of an allowance under Section 2 (Environmental Allowances) of CBI 205 (Allowances For Officers And Non-Commissioned Members) and is,
      1. deployed - in the field - on operations or training exercises of 24 hours or longer duration, or
      2. aboard a ship - or submarine - that is out of port for more than 24 hours; or
    5. the member is on leave because the member requested to use a PMV rather than a more economical and practical mode of transportation and the member uses that PMV for duty travel.
  4. (Amount) The amount of the incidental expense allowance is:
    1. in respect of the first 30 days of duty travel, 100% of the rate set out in the NJC Travel Directive for the member’s location at the start of each day; and
    2. in respect of the 31 stand any subsequent day of duty travel, 75% of the rate set out in the NJC Travel Directive for the member’s location at the start of the day.

(T)

7.17  Incidental expense allowance - administration

  1. (Application) This instruction applies to instruction 7.16 (Incidental Expense Allowance).
  2. (Purpose) An incidental expense allowance is an allowance for various and sundry inconveniences arising from duty travel.

(C)

7.18  Meal allowances

  1. (Entitlement - Full Day of Duty Travel) Subject to paragraph (4), a member who, for a full day, is on duty travel is entitled - except in respect of any meal that is provided at no expense to the member - to a breakfast, lunch, and dinner allowance.
  2. (Entitlement - Less Than A Full Day of Duty Travel) Subject to paragraphs (3) and (4), a member who, for less than a full day, is on duty travel is entitled - except in respect of any meal that is provided at no expense to the member - to:
    1. a breakfast allowance;
      1. if the member departs home on duty travel before 0630 hours local time, or
      2. if the member arrives home from duty travel after 0800 hours local time.
    2. a lunch allowance, if the member is on duty travel between 1130 hours and 1300 hours local time; and
    3. a dinner allowance;
      1. if the member departs home on duty travel before 1800 hours local time, or
      2. if the member arrives home from duty travel after 1800 hours local time.
  3. (Local Time - Less Than A Full Day) Local time means the time at the place of departure.
  4. (No Entitlement - Member Requests To Use PMV) A member who requests to use a PMV on duty travel under paragraph 7.40(2) (Member Requests To Use PMV) is not entitled to any meal allowance in excess of what the member would have received had the member used a more economical mode of transportation determined by the approving authority.
  5. (Amount) The amounts of the breakfast, lunch, and dinner allowances in respect of a member’s location are:
    1. in respect of the first 30 days of duty travel, 100% of the rate set out in the NJC Travel Directive for the member’s location at the start of each day; and
    2. (b) in respect of the 31 stand any subsequent day of on duty travel, 75% of the rate set out in the NJC Travel Directive for the member’s location at the start of the day.

(T)

7.19  Meal allowances - administration

  1. (Application) This instruction applies to instruction 7.18 (Meal Allowances).
  2. (No Entitlement) Paragraph 7.18(4) (No Entitlement - Member Requests To Use PMV) disentitles a member to some meal allowances if the member requests to use a PMV - rather than a more economical mode of transportation - and uses that PMV on duty travel.

(C)

Section 3 - Transportation benefits

7.20  General

  1. (No Entitlement) There is no entitlement for a member to be reimbursed any expenses for travel to and from their permanent workplace on a daily basis.
  2. (Selection) An approving authority selects a member’s mode - or combination of modes - of transportation on duty travel after consideration of all of the following:
    1. the relative cost and efficiency of available modes of transportation during the duty travel;
    2. the conditions of road transportation and all other modes of transportation — in the duty travel area;
    3. forecasted weather conditions during the duty travel;
    4. the preferred transportation for short, local trips is by bus, taxi, shuttle, and other local transportation services;
    5. the CF’s operational needs;
    6. an intermediate sedan is the standard rental vehicle across government;
    7. the member’s safety and convenience;
    8. the amount of baggage or supplies that the member is required to transport; and
    9. any other factor that is immediately relevant to the duty travel requirement.
  3. (Home Outside Place of Duty) In this Section, for the purposes of calculating a direct road distance from a member’s home, a home that is located outside the member’s place of duty is deemed to be located at the nearest point to the member’s home on the geographical boundary of that place of duty.

(T)

7.21 General - administration

To be issued.

(C)

7.22  (Not allocated)

7.23  (Not allocated)

7.24  Recall to workplace

No entitlement.

(T)

7.25  Recall to workplace - administration

To be issued.

(C)

7.26  Disruption - irregular hours

No entitlement.

(T)

7.27  Disruption - irregular hours - administration

To be issued.

(C)

7.28  Disruption - temporary workplace change

No entitlement.

(T)

7.29  Disruption - temporary workplace change - administration

To be issued.

(C)

7.30  Air travel

Subject to paragraph 7.20(2) (Selection), a member is entitled.

  1. if the member is a senior officer, both to travel and to be reimbursed, in accordance with Treasury Board Special Travel Authorities, as amended from time to time; and
  2. if the member is not a senior officer, both to travel in economy class and to be reimbursed for actual and reasonable expenses for that travel.

(T)

7.31  Air travel - administration

  1. (Application) This instruction applies to instruction 7.30 (Air Travel).
  2. (Special Entitlements – Senior Officers) The DGCB’s letter Summary of Special Entitlements - Senior Officers provides additional administrative information on special entitlements for senior officers.

(C)

7.32  Train

Subject to paragraph 7.20(2) (Selection), a member is entitled both to travel in the class immediately higher than an undiscounted economy class (e.g. to travel on VIA 1 business class) and to be reimbursed for actual and reasonable expenses for that travel.

(T)

7.33  Train - administration

To be issued.

(C)

7.34  Crown vehicles

Subject to paragraph 7.20(2) (Selection), a member who uses a Crown vehicle on duty travel is entitled to be reimbursed actual and reasonable expenses for:

  1. fuelling the vehicle;
  2. parking the vehicle; and
  3. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system.

(T)

7.35  Crown vehicles - administration

  1. (Application) This instruction applies to instruction 7.34 (Crown Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

7.36  Rental vehicles

Subject to paragraph 7.20(2) (Selection), a member who rents a vehicle on duty travel is entitled to be reimbursed actual and reasonable expenses for:

  1. renting the vehicle, not including insurance;
  2. fuelling the vehicle, not including rental agency refuelling at the time of return;
  3. parking the vehicle;
  4. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system;
  5. if an IDTC was not used to rent the vehicle, CDW; and
  6. if the vehicle is rented from a rental agency that is not listed in the PWGSC Acommodation and Car Rental Directory, as amended from time to time, PL/PD, and - for greater certainty - if that vehicle is rented outside Canada, $1 million US in PL/PD; and
  7. if a local law requires the purchase both of Personal Accident Insurance and of CDW, that joint insurance.

(T)

7.37  Rental vehicles - administration

  1. (Application) This instruction applies to instruction 7.36 (Rental Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

7.38  PMV - passenger

Subject to paragraph 7.20(2) (Selection), a member who is a passenger in a PMV on duty travel is entitled to be reimbursed the amount of the formula ((D – P) × KR) where:

  • D is the distance travelled;
  • P is the distance travelled as a passenger in any vehicle with another person who is reimbursed at public expense for travelling that distance; and
  • KR is the kilometric rate.

(T)

7.39  PMV - passenger - administration

To be issued.

(C)

7.40  PMV - driver

  1. (Member Is Requested To Use PMV) Subject to paragraph 7.20(2) (Selection), a member who is requested by an approving authority to use a PMV and who uses that PMV as requested on duty travel is entitled to be reimbursed:
    1. the kilometric rate for the direct road distance;
    2. the actual and reasonable parking expenses during the duty travel; and
    3. if the member is required to purchase additional insurance to carry passengers for business purposes, the actual and reasonable expenses of that additional insurance.
  2. (Member Requests To Use PMV) Subject to paragraph 7.20(2) (Selection), a member - including a member of the Reserve Force on Class A Reserve Service - who requests to use a PMV rather than a more economical and practical mode of transportation selected by the approving authority and who uses that PMV on duty travel is entitled to be reimbursed - for only the first day of travel to the destination and for only the first day of return travel from the destination - the following amounts:
    1. the lesser of;
      1. the kilometric rate for the direct road distance, and
      2. as determined by a method established under the authority of the CDS, the cost of the more economical and practical mode of transportation; and
    2. if the member is required to purchase additional insurance to carry passengers for business purposes, the actual and reasonable expenses of that additional insurance.

(T)

7.41  PMV - driver - administration

  1. (Application) This instruction applies to instruction 7.40 (PMV - Driver).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.
  3. (Cost Comparison) The cost comparison required under paragraph 7.40(2)(a)(ii) shall be calculated in a manner determined by and on a form issued by the DGCB.
  4. (Form) A member who requests to use a PMV shall complete the form in Annex A to the CFTDTI and submit it to an approving authority for approval if the direct road distance is greater than 500 kilometres.
  5. (Paid Leave) A member who requests to use a PMV - rather than the more economical and practical mode of transportation selected by the approving authority - and who uses that PMV on duty travel shall take one day’s paid leave, after the first day, for every 500 kilometres travelled.
  6. (Paid Leave) If a member - who requests to use a PMV - has insufficient paid leave remaining for any travel in excess of the more economical and practical mode of transportation selected by the approving authority , then the member shall not be authorized to use their PMV as requested.
  7. (No Meal Allowance) Paragraph 7.18(4) (No Entitlement - Member Requests To Use PMV) disentitles a member to some meal allowances if the member requests to use a PMV - rather than the more economical and practical mode of transportation selected by the approving authority - and uses that PMV on duty travel.
  8. (No Incidental Expense Allowance) Paragraph 7.16(3)(e) disentitles a member to incidental expense allowance if the member is on leave because the member requested to use a PMV rather than the more economical and practical mode of transportation selected by the approving authority and the member uses that PMV on duty travel.
  9. (Class A Reserve Service) A member of the Reserve Force, who requests to use their PMV on duty travel, shall be placed on Class A Reserve Service on the first day of travel to or from a destination and shall not be authorized any subsequent Class A Reserve Service for any subsequent days of that duty travel to or from that location
  10. (Refusal of request) A member cannot be ordered and is never obliged to use a PMV for duty travel.
  11. (Crown Liabilty) Paragragh 4.12(11) provides information on Crown liability to members who use their PMV for duty travel.

(C)

7.42  Taxis, buses, etc

Subject to paragraph 7.20(2) (Selection), a member who uses a taxi, bus, or other local transportation on duty travel is entitled to be reimbursed for actual and reasonable travel expenses and gratuities.

(T)

7.43  Taxs, buses, etc - administration

To be issued.

(C)

7.44  Unconventional modes of transportation

Subject to paragraph 7.20(2) (Selection), a member who uses unconventional transportation — including a snowmobile, boat, and All Terrain Vehicle — for duty travel is entitled to be reimbursed:

  1. in respect of a calculable direct road distance, at the kilometric rate for that distance; and
  2. in respect of an incalculable direct road distance, at the kilometric rate for the actual or most reasonable distance travelled.

(T)

7.45  Unconventional modes of transportation - administration

To be issued.

(C)

7.46  Miscellaneous travel fees

Subject to paragraph 7.20(2) (Selection), a member is entitled to be reimbursed for actual and reasonable expenses in respect of:

  1. facility improvement fees that are not included in the fare (e.g. itemized airport, train station, bus station, and other similar facilities’ improvement fees);
  2. facility departure fees that are not included in the fare (e.g. itemized airport, train station, bus station, and other similar facilities’ departure fees); and
  3. other mandatory fees that are required by law or otherwise in order for the member to travel (e.g. docking fees, road and bridge tolls, ferry charges, and other fees).

(T)

7.47  Miscellaneous travel fees - administration

To be issued.

(C)

Chapter 8 - International Travel and Overnight Stay

Section 1 - Application  
Section 2 - Accommodation, Meals and Other Benefits 
Section 3 - Transportation Benefits

Section 1 - Application

8.01  Application

Subject to Chapter 3 (Application of CFTDTI), this Chapter applies to a member who:

  1. is on TD or on an attached posting;
  2. is travelling between;
    1. a place of duty in CANUS and one or more duty locations outside CANUS;
    2. a place of duty outside CANUS and one or more duty locations inside CANUS; or
    3. a place of duty outside CANUS and one or more duty locations outside CANUS; and
  3. is authorized to occupy accommodations overnight.

(T)

8.015  Application - administration

The approving authorities for travel from CANUS to overseas are specified in the Delegation of Authorities for Financial Administration for the Department of National Defence (DND) and the Canadian Forces document.

(C)

Section 2 - Accommodation, meals and other benefits

8.02  Accommodation

  1. (Selection) An approving authority selects a member’s accommodation - or combination of accommodations - on duty travel after consideration of all of the following:
    1. whether suitable quarters are available at the duty area;
    2. whether the member has a principal residence in the duty area;
    3. the estimated duration of the member’s duty in the duty area;
    4. the relative cost and convenience of available accommodations in the duty area; and
    5. the CF’s operational needs.
  2. (Entitlement and Amount) Subject to paragraphs (1) and (3), a member is entitled to be reimbursed:
    1. in respect of commercial accommodations, non-commercial accommodations, and quarters, for actual and reasonable expenses; and
    2. in respect of a private accommodation, for an amount equal to, the private non-commercial accommodation allowance for the member's location, set out in the NJC Travel Directive.
  3. (Reasonable) The reasonableness of an accommodation expense under paragraph (2)(a) is determined by the approving authority after consideration of:
    1. the "within city rate limit" for a single guest room at an accommodation that is both selected by the approving authority and listed in the PWGSC Accommodation and Car Rental Directory, as amended from time to time;
    2. the "above city rate limit" for a single guest room at an accommodation that is both selected by the approving authority and listed in the PWGSC Directory;
    3. the "city rate limit" for any Canadian or American or foreign accommdation that is not listed in the PWGSC directory; and
    4. available accommodations at the duty travel location.

(T)

8.03  Accommodation - administation

  1. (Application) This instruction applies to instruction 8.02 (Accommodation).
  2. (Selection - Quarters) An approving authority should select quarters - whenever available and suitable and after discussion with the commander or manager of the quarters - for accommodations except in respect of a member who:
    1. holds the substantive rank of Colonel or higher;
    2.  is a personal staff officer to a member described in subparagraph (a) and should stay in the same accommodation as that other member;
    3. is posted to the National Investigation Service;
    4. is a flight safety accident investigator and is investigating an accident; or
    5. is performing court martial duties.
  3. (Selection - PWGSC Directory) If quarters are unavailable or unsuitable, an approving authority should select an accommodation that is listed in the Directory.
  4. (Selection - Length of Stay) If quarters are unavailable or unsuitable, an approving authority should select a non-commercial accommodation for a duty period - in one location - greater than 30 days.
  5. (Selection - Non-Commercial Accommodation And Private Accommodation) An approving authority should not select non-commercial or private accommodations if (A is greater than B) where:
  • A is the cost of non-commercial or private accommodations and transportation; and
  • B is the cost of commercial accommodation and transportation.
  1. (Government Rate) A member who books accommodations shall request the government accommodation rate.
  2. (Reasonable - Example #1) A member posted in Geilinkirchen is on duty travel in Ottawa. The approving authority selects a listed accommodation that charges $150 daily for a single room, and the accommodation is available. The member stays at another accommodation and incurs a daily charge of $250. The member’s $250 expense is unreasonable; the member should only be reimbursed $150.
  3. (Reasonable — Example #2) A member in Geilinkirchen is on duty travel in Paris. Assume that: a) the foreign city rate limit for Paris is $307; b) there are no listed accommodations available; and c) the only accommodation available costs $650. The approving authority selects the only available accommodation, and the member pays $650 to stay there. The member’s $650 expense is reasonable.

(C)

8.04  Additional business expense

A member is entitled to be reimbursed for actual and reasonable expenses:

  1. for a passport - and passport photo, visas, and other international documents - that are determined by a superior officer or the Department of Foreign Affairs to be necessary for the member’s travel;
  2. if government suppliers, services, and products cannot be obtained, for photocopies, word processing service, faxes, internet connections, renting and transporting necessary office equipment;
  3. for financial transactions - not exceeding the total value of the travel claim - and for services fees and charges, including Automated Banking Machine fees, government travel card use charges, credit/debit card use charges, acquiring travelers’ cheques, and cheque cashing fees; and
  4. for a safety deposit box when the use of a safety deposit box is reasonable.

(T)

8.05  Additional business expense - administration

To be issued.

(C)

8.06  Bottled water

If potable water is unavailable, a member is entitled to be reimbursed for actual and reasonable expenses for reasonable amounts of bottled water, including reasonable bulk purchases of bottled water.

(T)

8.07  Bottled water - administration

To be issued.

(C)

8.08  Excess baggage

  1. (Entitlement and Amount) A member is entitled to be reimbursed for actual and reasonable expenses for checked baggage if all of the following conditions are satisfied:
    1. the baggage cannot be checked with the member for free;
    2. the baggage consists entirely of;
      1. personal equipment - as defined in section 2 of the National Defence Act, and
      2. any other CF-issued equipment;
    3. the baggage weighs less than 100 kilograms - or less than any other greater weight that the Chief of the Defence Staff, or an officer designated by the Chief of the Defence Staff, determines after consideration of operational requirements; and
    4. the approving authority approves the checking-in - for service reasons - of the baggage.
  2. (Storage) A member who is entitled to be reimbursed under paragraph (1) is entitled to be reimbursed actual and reasonable temporary storage for their baggage expenses during shipment.

(T)

8.11  Excess baggage - administration

  1. (Application) This instruction applies to instruction 8.10 (Excess Baggage).
  2. (Authority) The persons authorized to make a determination under paragraph 8.10(1)(c) are the CMP, the DGCB, and the DCBA. Requests for approval shall be forwarded through the chain of command to DCBA.

(C)

8.12  Family care assistance

A member is entitled to be reimbursed family care assistance expenses under CBI 209.335 (Family Care Assistance).

(T)

8.13  Family care assistance - administration

To be issued.

(C)

8.14  Home communication

  1. (Schedule Changes) A member is entitled to be reimbursed actual and reasonable telephone call expenses if all of the following conditions are satisfied:
    1. for any reason outside the member’s control, the member’s schedule to return from duty travel is changed; and
    2. the member phones their home - or their workplace in their place of duty - to tell of the change.
  2. (Personal Calls) A member is entitled to be reimbursed actual and reasonable telephone call expenses:
    1. in respect of a satellite telephone call; for a five minute personal call once every three days; and
    2. in any other case, for a 10 minute personal call once every three days.

(T)

8.15  Home communication - administration

To be issued.

(C)

8.16  Incidental expense allowance

  1. (Entitlement) Subject to paragraph (3), a member is entitled to an incidental expense allowance if all of the following conditions are satisfied:
    1. the member is on duty travel; and
    2. the member occupies accommodations.
  2. (Interpretation) For greater certainty, a gym - or spa or fitness centre fee - incurred by a member who is on duty travel is an incidental expense.
  3. (No Entitlement) There is no entitlement to an incidental expense allowance if any of the following conditions are satisfied:
    1. the member is on adventure training authorized by or under the authority of the Chief of the Defence Staff;
    2. with the exception of sick leave granted under QR&O article 16.16 (Sick Leave), the member is on leave under QR&O chapter 16 (Leave);
    3. the member is in hospital;
    4. the member is in receipt of an allowance under Section 2 (Environmental Allowances) of CBI 205 (Allowances For Officers And Non-Commissioned Members) and is;
      1. deployed - in the field - on operations or training exercises of 24 hours or longer duration, or
      2. aboard a ship - or submarine - that is out of port for more than 24 hours; or
    5. the member is on leave because the member requested to use a PMV rather than a more economical and practical mode of transportation and the member uses that PMV for duty travel.
  4. (Amount) The amount of the incidental expense allowance is:
    1. in respect of the first 30 days of duty travel, 100% of the rate set out in the NJC Travel Directive for the member’s location at the start of each day; and
    2. in respect of the 31 stand any subsequent day of duty travel, 75% of the rate set out in the NJC Travel Directive for the member’s location at the start of the day.

(T)

8.17  Incidental expense allowance - administration

  1. (Application) This instruction applies to instruction 8.16 (Incidental Expense Allowance).
  2. (Purpose) An incidental expense allowance is an allowance for various and sundry inconveniences arising from duty travel.

(C)

8.18  Meal allowances

  1. (Entitlement - Full Day of Duty Travel) Subject to paragraph (4), a member who, for a full day, is on duty travel is entitled - except in respect of any meal that is provided at no expense to the member - to a breakfast, lunch, and dinner allowance.
  2. (Entitlement - Less Than A Full Day of Duty Travel) Subject to paragraphs (3) and (4), a member who, for less than a full day, is on duty travel is entitled - except in respect of any meal that is provided at no expense to the member - to:
    1. a breakfast allowance,
      1. if the member departs home on duty travel before 0630 hours local time, or
      2. if the member arrives home from duty travel after 0800 hours local time;
    2. a lunch allowance, if the member is on duty travel between 1130 hours and 1300 hours local time; and
    3. a dinner allowance,
      1. if the member departs home on duty travel before 1800 hours local time, or
      2. if the member arrives home from duty travel after 1800 hours local time.
  3. (Local Time - Less Than A Full Day) Local time means the time at the place of departure.
  4. (No Entitlement - Member Requests To Use PMV) A member who requests to use a PMV on duty travel under paragraph 8.40(2) (Member Requests To Use PMV) is not entitled to any meal allowance in excess of what the member would have received had the member used a more economical mode of transportation determined by the approving authority.
  5. (Amount) The amounts of the breakfast, lunch, and dinner allowances in respect of a member’s location are:
    1. in respect of the first 30 days of duty travel, 100% of the rate set out in the NJC Travel Directive for the member’s location at the start of each day; and
    2. in respect of the 31 stand any subsequent day of on duty travel, 75% of the rate set out in the NJC Travel Directive for the member’s location at the start of the day.

(T)

8.19  Meal allowances - administration

  1. (Application) This instruction applies to instruction 8.18 (Meal Allowances).
  2. (No Entitlement) Paragraph 8.18(4) (No Entitlement - Member Requests To Use PMV) disentitles a member to some meal allowances if the member requests to use a PMV - rather than a more economical mode of transportation - and uses that PMV on duty travel.

(C)

Section 3 - Transportation benefits

8.20  General

  1. (No Entitlement) There is no entitlement for a member to be reimbursed any expenses for travel to and from their permanent workplace on a daily basis.
  2. (Selection) An approving authority selects a member’s mode - or combination of modes - of transportation on duty travel after consideration of all of the following:
    1. the relative cost and efficiency of available modes of transportation during the duty travel;
    2. the conditions of road transportation and all other modes of transportation — in the duty travel area;
    3. forecasted weather conditions during the duty travel;
    4. the preferred transportation for short, local trips is by bus, taxi, shuttle, and other local transportation services;
    5. the CF’s operational needs;
    6. an intermediate sedan is the standard rental vehicle across government;
    7. the member’s safety and convenience;
    8. the amount of baggage or supplies that the member is required to transport; and
    9. any other factor that is immediately relevant to the duty travel requirement.
  3. (Home Outside Place of Duty) In this Section, for the purposes of calculating a direct road distance from a member’s home, a home that is located outside the member’s place of duty is deemed to be located at the nearest point to the member’s home on the geographical boundary of that place of duty.

(T)

8.21  General - administration

To be issued.

(C)

8.22  (Not allocated)

8.23  (Not allocated)

8.24  Recall to workplace

No entitlement.

(T)

8.25  Recall to workplace - administration

To be issued.

(C)

8.26  Disruption - irregular hours

No entitlement.

(T)

8.27  Disruption - irregular hours - administration

To be issued.

(C)

8.28  Disruption - temporary workplace change

No entitlement.

(T)

8.29  Disruption - temporary workplace change - administration

To be issued.

(C)

8.30  Air travel

  1. (Senior Officers) Subject to paragraph 8.20(2) (Selection), a member is:
    1. in respect of a senior officer who is ordered by an approving authority to travel in economy class, entitled both to travel and to be reimbursed for actual and reasonable expenses for that economy class travel; and
    2. in any other case, entitled both to travel and to be reimbursed in accordance with Treasury Board Special Travel Authorities, as amended from time to time.
  2. (Members) Subject to paragraph 8.20(2) (Selection), a member - who is not a senior officer - is:
    1. in respect of a flight or series of flights in which the total travelling time - from takeoff at the first airport to landing at the last airport - is nine or more hours without an overnight stay during those hours, entitled both to travel in business class and to be reimbursed for actual and reasonable expenses for that travel; and
    2. in any other case, entitled both to travel in economy class and to be reimbursed for actual and reasonable expenses for that travel.

(T)

8.31  Air travel - administration

  1. (Application) This instruction applies to instruction 8.30 (Air Travel).
  2. (Economy Class Travel - Senior Officers) An approving authority may order a senior officer to travel in economy class if both the duty travel is imperative and there are insufficient funds for business class travel.
  3. (Business Class Travel - Other Members) An approving authority determines whether a member - who is not a senior officer - travels in business class non-stop under paragraph 8.30(2)(a) or travels in economy class with one or more overnight stays under paragraph 8.30(2)(b).
  4. (Special Entitlements – Senior Officers) The DGCB’s letter Summary of Special Entitlements - Senior Officers provides additional administrative information on special entitlements for senior officers.

(C)

8.32  Train

Subject to paragraph 8.20(2) (Selection), a member is entitled both to travel in the class immediately higher than an undiscounted economy class (e.g. to travel on a VIA 1 business class equivalent) and to be reimbursed for actual and reasonable expenses for that travel.

(T)

8.33  Train - administration

To be issued.

(C)

8.34  Crown vehicles

Subject to paragraph 8.20(2) (Selection), a member who uses a Crown vehicle on duty travel is entitled to be reimbursed for actual and reasonable expenses for:

  1. fuelling the vehicle;
  2. parking the vehicle; and
  3. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system.

(T)

8.35  Crown vehicles - administration

  1. (Application) This instruction applies to instruction 8.34 (Crown Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

8.36  Rental vehicles

Subject to paragraph 8.20(2) (Selection), a member who rents a vehicle on duty travel is entitled to be reimbursed for actual and reasonable expenses for:

  1. renting the vehicle, not including insurance;
  2. fuelling the vehicle, not including rental agency refuelling at the time of return;
  3. parking the vehicle;
  4. if the approving authority ordered the rental of a satellite navigation system for use in the vehicle, renting that system;
  5. if an IDTC was not used to rent the vehicle, CDW; and
  6. if the vehicle is rented from a rental agency that is not listed in the PWGSC Accommodation and Car Rental Directory, as amended from time to time, PL/PD, and - for greater certainty - if that vehicle is rented outside Canada, $1 million US in PL/PD; and
  7. if a local law requires the purchase both of PAI and of CDW, that joint insurance.

(T)

8.37  Rental vehicles - administration

  1. (Application) This instruction applies to instruction 8.36 (Rental Vehicles).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.

(C)

8.38  PMV - passenger

Subject to paragraph 8.20(2) (Selection), a member who is a passenger in a PMV on duty travel is entitled to be reimbursed the amount of the formula ((D – P) × KR) where:

  • D is the distance travelled;
  • P is the distance travelled as a passenger in any vehicle with another person who is reimbursed at public expense for travelling that distance; and
  • KR is the kilometric rate.

(T)

8.39  PMV - passenger - administration

To be issued.

(C)

8.40  PMV - driver

  1. (Member Is Requested To Use PMV) Subject to paragraph 8.20(2) (Selection), a member who is requested by an approving authority to use a PMV and who uses that PMV on duty travel as requested is entitled to be reimbursed:
    1. the kilometric rate for the direct road distance;
    2. the actual and reasonable parking expenses during the duty travel; and
    3. if the member is required to purchase additional insurance to carry passengers for business purposes, the actual and reasonable expenses of that additional insurance.
  2. (Member Requests To Use PMV) Subject to paragraph 8.20(2) (Selection), a member - including a member of the Reserve Force on Class A Reserve Service - who requests to use a PMV rather than a more economical and practical mode of transportation selected by the approving authority and who uses that PMV on duty travel is entitled to be reimbursed - for only the first day of travel to the destination and for only the first day of return travel from the destination - the following amounts:
    1. the lesser of;
      1. the kilometric rate for the direct road distance, and
      2. as determined by a method established under the authority of the CDS, the cost of the more economical and practical mode of transportation; and
    2. if the member is required to purchase additional insurance to carry passengers for business purposes, the actual and reasonable costs of that additional insurance.

(T)

8.41  PMV - driver - administration

  1. (Application) This instruction applies to instruction 8.40 (PMV - Driver).
  2. (Maximum Distance) Except when unusual operational imperatives demand otherwise, an approving authority shall not require a member to drive on duty travel more than 500 kilometres per day during regular work hours.
  3. (Cost Comparison) The cost comparison required under paragraph 8.40(2)(a)(ii) shall be calculated in a manner determined by and on a form issued by the DGCB.
  4. (Form) A member who requests to use a PMV shall complete the form in Annex A to the CFTDTI and submit it to an approving authority for approval if the direct road distance is greater than 500 kilometres.
  5. (Paid Leave) A member who requests to use a PMV - rather than the more economical and practical mode of transportation selected by the approving authority - and who uses that PMV on duty travel shall take one day’s paid leave, after the first day, for every 500 kilometres travelled.
  6. (Paid Leave) If a member - who requests to use a PMV - has insufficient paid leave remaining for any travel in excess of the more economical and practical mode of transportation selected by the approving authority, then the member shall not be authorized to use their PMV as requested.
  7. (No Meal Allowance) Paragraph 8.18(4) (No Entitlement - Member Requests To Use PMV) disentitles a member to some meal allowances if the member requests to use a PMV - rather than the more economical and practical mode of transportation selected by the approving authority - and uses that PMV on duty travel.
  8. (No Incidental Expense Allowance) Paragraph 8.16(3)(e) disentitles a member to incidental expense allowance if the member is on leave because the member requested to use a PMV rather than the more economical and practical mode of transportation selected by the approving authority and the member uses that PMV on duty travel.
  9. (Class A Reserve Service) A member of the Reserve Force, who requests to use their PMV on duty travel, shall be placed on Class A Reserve Service on the first day of travel to or from a destination and shall not be authorized any subsequent Class A Reserve Service for any subsequent days of that duty travel to or from that location.
  10. (Refusal of request) A member cannot be ordered and is never obliged to use a PMV for duty travel.
  11. (Crown Liabilty) Paragragh 4.12(11) provides information on Crown liability to members who use their PMV for duty travel.

(C)

8.42  Taxis, buses, etc

Subject to paragraph 8.20(2) (Selection), a member who uses a taxi, bus, or other local transportation on duty travel is entitled to be reimbursed for actual and reasonable travel expenses and gratuities.

8.43  Taxis, buses, etc - administration

To be issued.

(C)

8.44  Unconventional modes of transportation

Subject to paragraph 8.20(2) (Selection), a member who uses unconventional transportation - including a snowmobile, boat, and All Terrain Vehicle - for duty travel is entitled to be reimbursed:

  1. in respect of a calculable direct road distance, at the kilometric rate for that distance; and
  2. in respect of an incalculable direct road distance, at the kilometric rate for the actual or most reasonable distance travelled.

(T)

8.45  Unconventional modes of transportation - administration

To be issued.

(C)

8.46  Miscellaneous travel fees

Subject to paragraph 8.20(2) (Selection), a member is entitled to be reimbursed for actual and reasonable expenses in respect of:

  1. facility improvement fees that are not included in the fare (e.g. itemized airport, train station, bus station, and other similar facilities’ improvement fees);
  2. facility departure fees that are not included in the fare (e.g. itemized airport, train station, bus station, and other similar facilities’ departure fees);
  3. ticket change fees if the member is required - for service reasons only - to change their ticket; and
  4. other mandatory fees that are required by law or otherwise in order for the member to travel (e.g. docking fees, road and bridge tolls, ferry charges, and other fees).

(T)

8.47  Miscellaneous travel fees - administration

To be issued.

(C)

Annex A - Member Requests to use PMV

MEMBER REQUESTS TO USE PMV
ACKNOWLEDGEMENT OF LIMITATIONS

References:  A.  CFTTI 6.40(2)
B.  CFTDTI 7.40(2)
C.  CFTDTI 8.40(2)

1.  I, __________________________________________________________________________________
                       SN                       RANK                              SURNAME & INIT

having been authorized to travel at public expense proceeding on Temporary Duty (TD) or Attached Posting (Att Post) to __________________________________, do hereby request to travel by PMV, licence number ______________________.

2.  I hereby acknowledge the reimbursement of the transportation and traveling expenses, in accordance with ref will be limited to the cost of the most economical and practical method of travel as per the cost comparison worksheet attached. I further understand that I will be permitted to travel by PMV on TD or Att Posting provided I have sufficient leave to enable this trip to be made safely. Utilizing the daily kilometrage maximum of one calendar day of paid leave for each 500 km traveled. The day of departure to the TD location and the first day of the return journey will be considered as duty. One additional day is required if the distance traveled on the last day is more than 150 km but less than 500 km.

3.  I understand by traveling on leave I will not be on duty and understand that a member on leave, who has an accident and suffers a disability, MAY NOT be eligible for a disability pension under the Pension Act (which has to be directly attributable to military service). It is Veterans Affairs Canada who makes this determination and ultimately decides whether the member is entitled to a disability pension.

4.  I have been fully briefed on my entitlements and limitations related to the use of PMV.

 

___________________________________________________________________________
           Date                             Member's Signature

 

___________________________________________________________________________
           Date                            CO's Signature (Print and Sign)    

 

This form shall be attached to the member's claim.

(C)

 

Definitions

The following represents the definitions list.

actual and reasonable expenses

expenses that:

  1. are paid by a member;
  2. are specified on a receipt; and
  3. do not exceed a maximum amount — if there is one — for the expense set out in the NJC Travel Directive. (frais réels et raisonnables)
approving authority
  1. in respect of TD, an officer who is authorized by or under the authority of the Chief of the Defence Staff — or by the member’s commanding officer — to approve TD for a member;
  2. in respect of an attached posting, an officer who is authorized by or under the authority of the Chief of the Defence Staff to attach post a member; and
  3. in respect of irregular work hours a superior officer – or an approving authority under subparagraphs (a) and (b). (autorité approbatrice)
attachment

has the same meaning as in QR&O article 1.02 (Definitions). (affectation)

attach posting

means an attachment — for less than 365 days — to an establishment or other position, and includes duty travel for the purposes of that attachment. (affectation temporaire)

commercial accommodation

an accommodation that:

  1. is at a hotel, motel, tourist home, guest cottage, or similar commercial property;
  2. is publicly available at a published rate; and
  3. contains no more than one bedroom. (logement commercial)
declaration

a written statement in which a member attests to an amount of money paid by a member — showing the payment date, amount, and currency and in respect of which the member lacks a receipt. (déclaration)

direct road distance

the shortest, practical road distance between two points, that is determined — by the approving authority — in accordance with generally accepted road distance measurement practices. (distance la plus directe par la route)

economy class

does not include first class, business class, and other superior classes. (classe économique)

kilometric rate
  1. in respect of duty travel beginning at a location in Canada, the Canadian kilometric rate, that applied at the time the travel took place, as set out in Appendix B - Kilometric Rates - Modules 1, 2 and 3 of the NJC Travel Directive; and
  2. in respect of duty travel beginning at a location outside Canada, the kilometric rate set out in Appendix B - Kilometric Rates - Modules 1, 2 and 3 of the NJC Travel Directive for the foreign location at which the travel begins. (taux kilométrique)
member

an officer or a non-commissioned member of the Canadian Forces. (militaire)

NJC Travel Directive

the National Joint Council Travel Directive, as amended from time to time. (Directive sur les voyages du CNM)

non-commercial accommodation

an apartment, condominium, or similar residential property that:

  1. the member rents at fair market value from another person; and
  2. contains no more than one bedroom, bathroom, living room, and kitchen. (logement non commercial)
permanent workplace
  1. in respect of a member who is listed on a Primary Reserve List and is serving on Class A, B, or C Reserve Service, the location — inside a place of duty — at which the member performs that Reserve Service; and
  2. in any other case, the location — inside a place of duty — of the establishment or other position to which a member is posted — not attached — to perform duty. (lieu de travail permanent)
place of duty

has the same meaning as in CBI 208.80 (Applications and Definitions). (lieu de service)

PMV

a private motor vehicle and includes a motorcycle. (VP)

private accommodation

an accommodation located within a larger residential property occupied by a family member, friend, or other acquaintance. (logement privé)

quarters

an accommodation — without cooking facilities — available to a member at public expense, and includes government and institutional accommodation as defined in the NJC Travel Directive, as amended from time to time. (quartiers)

rations

any meal that is consumed or provided at any military dining facility.(rations)

receipt

a written acknowledgment of an amount of money paid by a member, showing the payment date, amount, and currency. (reçu)

senior officer

an officer who is of the substantive rank of:

  1. Colonel or above; or
  2. Lieutenant-Colonel and who is,
    1. a legal officer, or
    2. a licensed medical or dental officer. (officiers supérieurs)
temporary duty
  1. an attachment - for less than 181 days - outside a member’s place of duty and includes duty travel for the purposes of that attachment; or
  2. a duty performed - for less than 181 days - at a temporary workplace and includes duty travel for the purposes of that duty. (service temporaire (ST))
temporary workplace

a location — inside a place of duty — at which a member performs duty but does not include the member’s permanent workplace. (lieu de travail temporaire)

(T)