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Accommodations Policy

Policy Statement

Employees on travel status, where overnight accommodations are required, may stay in suitable commercial accommodations or, where employees choose, in private accommodations. The type, standard and cost of commercial accommodations may be reflective of the period of time employees are on travel status

Application

This policy applies to all employees. Bargaining unit employees should also consult their respective collective agreements.

Definitions

Commercial Accommodations	commercially operated hotels, motels, inns and similar establishments
Overnight travel status	the overnight absence of employees from their headquarters on government business with the prior approval of the Deputy Minister
Private Accommodations	accommodation arrangements made by an employee, in lieu of staying in commercial accommodations
Travel Status	the absence of an employee from headquarters on government business with the prior approval of the Deputy Minister

Responsibility

Department

It is the responsibility of individual departments to:

• approve all accommodation expenses prior to employee travel;
• ensure that commercial accommodation rates are not in excess of the minimum rate for a single room with attached bath; and
• justify approval of higher accommodation rates

Employee

It is the responsibility of employee to:

• seek favourable hotel rates when on travel status; and
• ensure that advantage is taken of any special discounts or rates afforded to government employees.
  

Private Accommodations

Employees on overnight travel status may make private arrangements for accommodations. Employees who make such arrangements will be reimbursed $25.00 per night.

Government Owned or Arranged Accommodations

Employees working in areas where government owned or arranged facilities are available (i.e., camps, depots) for use by employees are required to use such facilities provided a more economical form of accommodation cannot be used.

Accommodation While on Extended Travel Status

Where employees are required to spend in excess of one continuous month on travel status at one location, appropriate arrangements for suitable accommodations at weekly or monthly rates will be made prior to the start of the period on travel status.

 

Last Updated: April 30, 1999
Reference: TBM 99-086