Terms and Conditions of Employment for Full-Time Governor in Council Appointees

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Government of Canada

September 2002


Table of Contents

  1. Foreword
  2. Appointment, Tenure and Related Matters
  3. Conflict of Interest
  4. Official Languages
  5. Compensation
  6. Leave with and without Pay
  7. Insurance Plans
  8. Pension Plan
  9. Payments on Termination
  10. Executive Vehicles
  11. Parking
  12. Membership Fees
  13. Hospitality
  14. Business Travel
  15. Relocation

References

I. Foreword

The Management Priorities and Senior Personnel Secretariat of the Privy Council Office has produced this booklet to provide full-time Governor in Council appointees in departments, agencies, boards and commissions with an overview of their terms and conditions of employment.

Unless otherwise stipulated, Governor in Council appointees are subject to the same terms and conditions of employment approved by the Treasury Board for the Executive Group in the public service. For more detailed information on their terms and conditions of employment, appointees are encouraged to contact their organization's human resources office or to visit the Treasury Board Secretariat of Canada website.

While every effort has been made to ensure the accuracy of the information contained in this booklet, it is a summary of applicable policies and should not be cited as an authority.

This booklet can be found on the Privy Council Office website.

Management Priorities and Senior Personnel Secretariat
Privy Council Office

September 2002

II. Appointment, Tenure and Related Matters

Appointments are made by the Governor in Council, that is by the Governor General on the advice of the Queen's Privy Council as represented by Cabinet, through an Order in Council which normally specifies the term and tenure of the appointment. The salary on appointment is either included in a schedule to the appointing Order in Council or in a schedule to a separate Order in Council for a class of positions in an organization. An individual's salary is protected as personal information, in accordance with provisions of the Privacy Act.

Appointments are for either a fixed term or an indeterminate period and their tenure is either "during good behaviour" or "during pleasure". Appointees who hold office during good behaviour may be removed by the Governor in Council for cause. Appointees who hold office during pleasure may be replaced or removed at the discretion of the Governor in Council.

When a term is specified in an Order in Council, the appointment ends at its expiration, unless there is a legislative provision to the contrary. The appointee may be reappointed to the same position, but since appointments are made at the discretion of the Governor in Council, renewal is not automatic. In some cases, statutory provisions prohibit the reappointment of an appointee to the same position.

Where no term is specified, appointees continue in office until they resign, are appointed to another position, are replaced or are removed from office. The Public Service Staff Relations Act, which normally governs employer/employee relations in the public service, does not apply to "a person appointed by the Governor in Council under an Act of Parliament to a statutory position described in that Act ". As a result, appointees are not subject to collective bargaining or grievance arbitration.

When a Governor in Council appointee resigns, the letter of resignation should be sent to the agency head, the responsible minister or the Clerk of the Privy Council, as applicable.

III. Conflict of Interest

Governor in Council appointees are required to perform their duties in the public interest. Their impartiality must be beyond reproach. Consequently, the government has established for public office holders the Conflict of Interest and Post-Employment Code which explains the steps to be taken to avoid real or apparent conflicts between their private interests and public responsibilities.

The Code sets standards to maintain and enhance public confidence in the integrity of public office holders. It contains measures for compliance while in office and afterward. Specific requirements include the types of assets that public office holders may have and the outside activities in which they may engage.

The Ethics Counsellor is responsible for administering this program. Appointees may discuss their circumstances in confidence with officials in the Office of the Ethics Counsellor.

IV. Official Languages

The Official Languages Act of 1988 is built on the Canadian Charter of Rights and Freedoms. This Act applies to all federal institutions, including departments, agencies, Crown corporations and in whole or in part, to other institutions through their divestiture legislation.

The objectives of the government's official languages program are to provide service to the public in the official language of its choice as set out in the Official Languages Act and Regulations, as required under the Act, to allow employees in federal institutions to work in the official language of their choice, and to provide the two official language groups with equal opportunities to participate in federal institutions.

The Government expects that senior officers and executives will support these objectives and its commitment under the Act by assisting in the development of official language minority communities, by fully recognizing the use of both English and French in Canadian society, and by personally promoting the use of both official languages in their institutions.

Furthermore, the Act specifies that both English and French are the official languages of federal courts and that everyone is entitled to use one or the other in all matters brought before the courts. Federal courts, including administrative tribunals, must ensure that the individuals hearing the proceedings understand English or French, or both, without the assistance of an interpreter.

V. Compensation

Deputy Ministers are appointed to level. That is, they are paid within the DM 1, 2, 3 or 4 salary ranges depending on the scope and complexity of their responsibilities, the level of their experience and their performance.

Most other Governor in Council appointees are paid within the salary range for the classified level of their position, GC 1-10 or GCQ 1-10. The level of a position is determined through the application of the Hay position evaluation plan, which ensures consistency and equity in the determination of compensation across organizations.

Deputy Ministers and some other Governor in Council appointees receive compensation which is comprised of a base salary and an annual re-earnable lump sum payment known as at risk pay. Salary progression through the salary range and the award of at risk pay, subject to Governor in Council approval, are based on the individual's performance which is evaluated annually against pre-established ongoing commitments and key commitments.

Those Governor in Council appointees whose duties and responsibilities require independence from the government are not eligible for at risk pay.

Direct deposit of pay is required for all full-time appointees. The pay is deposited on a bi-weekly basis.

VI. Leave With and Without Pay

Governor in Council appointees may be awarded different types of leave during the period of their appointment. Depending on the reason for the leave it may be with or without pay. Following is a description of these different types of leave.

1. Paid Vacation Leave

Four (4) weeks of leave per fiscal year on appointment to the public service (accrued at the rate of 1 2/3 days for each month that the appointee earned 10 or more days' pay).

Five (5) weeks of leave per fiscal year (accrued at the rate of 2 1/12 days for each month that the appointee earned 10 or more days' pay) when the appointee has completed:

  • 10 years of service as a Governor in Council appointee or as a member of the Executive Group in the public service; or
  • 15 years of service of which at least 5 are as an appointee or a member of the Executive Group in the public service;
  • 20 years of service; or
  • the appointee is already entitled to this number of weeks of vacation leave on appointment from another group in the public service or another federal Crown organization.

Since April 1, 2000, six (6) weeks of leave per fiscal year (accrued at the rate of 2 ½ days for each month that the appointee earned 10 or more days' pay) when the appointee has completed a total of 28 years of service or the appointee is already entitled to this number of weeks of vacation leave in the public service or another federal Crown organization. Service for these purposes does not include pensionable service transferred from another pension plan through a Pension Transfer Agreement.

Under certain circumstances, appointees from another federal Crown organization may be able to transfer accumulated vacation leave credits at the time of appointment to the organization to which they are being appointed.

Vacation leave is intended for use in the year in which it is earned. Leave not used during that time may be carried forward, but the accumulation of vacation leave is generally limited to one year's entitlement. At the end of the fiscal year, March 31, organizations normally make cash payments for accumulated vacation leave that cannot be carried forward.

With the approval of the immediate supervisor, the appointee may carry forward up to one year's entitlement of earned but unused vacation leave credits beyond the permitted maximum accumulation. Any leave carried forward under this exception must be used within the immediate fiscal year or be subject to mandatory cash-out at the end of the fiscal year, March 31.

Earned but unused vacation leave credits are automatically paid in cash on termination.

2. Paid Statutory Holidays

There are eleven (11) paid statutory holidays per year:

  • New Year's Day
  • Good Friday
  • Easter Monday
  • Victoria Day
  • Canada Day
  • Labour Day
  • Thanksgiving Day
  • Remembrance Day
  • Christmas Day
  • Boxing Day
  • A provincial or civic holiday

3. Paid Sick Leave

Appointees are entitled to fifteen (15) days of paid sick leave per fiscal year (accrued at the rate of 1 1/4 days for each month that the appointee earned at least 10 days' pay) with no limit on the total days accumulated.

To support the use of sick leave, a medical certificate may be required by the deputy head.

At the discretion of the deputy head, appointees may be granted up to 130 continuous days of paid sick leave if they have not accumulated enough credits to cover an illness. This additional leave may be granted only once in a person's career and will not be recovered from future sick leave credits.

Under certain circumstances, appointees from another federal Crown organization may be able to transfer accumulated sick leave credits at the time of appointment to the organization to which they are being appointed.

No compensation is paid for unused sick leave credits upon termination.

4. Leave for Family Responsibilities

a) Leave with Pay (Discretionary)

Appointees may be granted a total of five days' leave with pay during any fiscal year for family-related responsibilities such as:

  • care of a sick member of the family;
  • needs related to the birth or adoption of a child; or
  • to take a member of the family to a health or education-related appointment.

b) Leave without Pay (Mandatory)

Maternity Leave

An appointee who is pregnant, shall, at her request, be granted maternity leave without pay commencing before, on or after the date of childbirth, as the appointee decides, and ending not later than 17 weeks following the date of childbirth. A maternity allowance provides income maintenance to the level of 93% of salary for a period of up to 17 weeks, inclusive of the two-week waiting period under the Employment Insurance System. The combined period of maternity leave without pay and parental leave without pay available to a female appointee after childbirth is limited to 41 weeks.

Parental Leave

An appointee, male or female, who becomes a parent through the birth or adoption of a child shall be granted parental leave without pay for a single period of up to 24 consecutive weeks beginning on or after the date of the child's birth or in the case of adoption, the date of the acceptance of custody of the child.

Care and Nurturing Leave

At the appointee's request, leave without pay shall be granted, in one or more periods (minimum six (6) months each occurrence) not exceeding five (5) years in total, for the care and nurturing of pre-school age children. In special circumstances, such leave may be authorized for periods of less than six (6) months.

5. Special Leave

a) Special Leave with Pay (Mandatory)

Special leave with pay shall be granted for:

  • jury duty;
  • appearing before any body authorized by law to compel the attendance of witnesses; or
  • participating in a personnel selection process or an appeal process for any position within an organization in the Government of Canada.

b) Special Leave with Pay (Discretionary)

At the discretion of the deputy head, special leave with pay may be granted for any purpose not otherwise specified. Examples where such leave might be granted are bereavement, marriage, or significant excessive hours worked.

c) Special Leave without Pay (Discretionary)

Special leave without pay may be granted for any purpose not otherwise specified. Since most Governor in Council appointments are for a specified term and renewal is not automatic, this type of leave would likely be granted only under exceptional circumstances.

6. Leave for Work-related Illness or Injury

Appointees may receive benefits during absences caused by occupational illness or injury. However, these benefits must be adjudicated and require the approval of the Workers' Compensation Board of the province in which the appointee works.

VII. Insurance Plans

Most Governor in Council appointees are eligible for participation in the public service insurance plans.

1.  Public Service Management Insurance Plan (PSMIP)

(a) Life Insurance

Basic Life

Benefit: Two (2) years' adjusted annual salary (rounded to the nearest $1,000)

Cost: Employer-paid

Note: Upon termination of employment, appointees may convert to a private policy the Basic Life Insurance coverage under PSMIP with the carrier within 31 days from departure and without proof of insurability. The cost would be paid by the appointee at commercial rates.

Supplementary Life

Optional: Available upon application and submission to the Insurer of satisfactory evidence of insurability.

Benefit: One year's adjusted annual salary reduced by 10% for every year of age beyond age 60 to a minimum of 10% of the appointee's adjusted salary while employed as a Governor in Council appointee.

Cost: Employee-paid

Note: Upon termination of employment, appointees may convert to a private policy the Supplementary Life Insurance coverage under PSMIP with the carrier within 31 days from departure and without proof of insurability. The cost would be paid by the appointee at commercial rates.

Post-Retirement Life

Benefit: 100% of adjusted final salary (salary at retirement excluding any retroactive revisions) during the first year of retirement, 75% during the second year, 50% during the third year, and 25% thereafter for life, if the appointee retires with an immediate reduced or unreduced pension.

Cost: Employer-paid

Dependants' Life

Benefit: $5,000 for the death of spouse and $2,500 for the death of each dependent child.

Cost: Employer-paid

Note: Upon termination of employment, appointees may convert to a private policy the Dependants' Life Insurance coverage under PSMIP with the carrier within 31 days from departure and without proof of insurability. The cost would be paid by the appointee at commercial rates.

(b) Accidental Death and Dismemberment (AD&D) Insurance

Benefit: Appointee -$250,000 for accidental death. In case of dismemberment, benefits are paid according to a benefit schedule.

Dependants - $5,000 (spouse), $2,500 (dependent child) in circumstances as described for members.

Cost: Employer-paid

Note: Upon termination of employment, coverage under Accidental Death and Dismemberment Insurance ceases.

(c) Long-Term Disability (LTD) Insurance

Benefit: 70% of annual salary, increased each January 1 by increases in the Consumer Price Index to a maximum of 3%, payable after all sick leave credits are used or 13 weeks of total disability, whichever is longer, for a period of:

  • up to 24 months if the appointee is totally disabled for essential functions of his or her own job;
  • thereafter, until age 65 if the appointee is totally disabled for any reasonably commensurate employment that provides at least 2/3 of the current salary of the appointee's former position.

Cost: Employer-paid

2. Supplementary Death Benefit Plan (Public Service Superannuation Act - PSSA)

This plan applies only to appointees who are members of the Public Service Superannuation Plan. It provides additional compulsory life insurance coverage, equal to two (2) times the annual salary, while participating in the plan.

Benefit: Compulsory life insurance coverage while employed equal to two (2) times annual salary until the member's 66th birthday. Upon reaching age 66, the benefit reduces by 10% per year to a minimum of $10,000.

Cost: The appointee pays $0.15 per $1,000 of coverage.

Upon termination of employment, appointees may elect to continue coverage. The cost may vary depending on the type of retirement benefit received, i.e. immediate annuity, annual allowance or deferred annuity.

Note: Explanations of the terms "immediate annuity", "annual allowance" and "deferred annuity" may be found in section VIII which describes the pension plan.

3. Provincial Health Insurance Plans

Benefit: Insures appointees and dependants for physicians' and surgeons' fees and other medical expenses and standard ward accommodation in a hospital in Canada.

Cost: Shared 50/50 in provinces which levy direct premiums (i.e. British Columbia and Alberta). If the appointee retires and receives benefits under the Public Service Superannuation Act (PSSA), the employer continues to share the cost 50/50.

4. Public Service Health Care Plan (PSHCP)

(a) Extended Health Care

Benefit: Reimbursement of 80% of eligible expenses after an annual deductible ($60 single/$100 family) for specified medical expenses not covered under provincial health insurance plans (e.g. prescription drugs, vision care, etc.).

Cost: Employer-paid

Note: Appointees may be subject to a waiting period at the time of initial appointment.

(b) Supplementary Hospital Accommodation

Benefit: Reimbursement of up to $150 per day towards the cost of a semi-private or private room, Level III accommodation.

Cost: Employer-paid

(c) Travel Benefit

Benefit: Reimbursement of 100% of costs for emergency medical treatment not covered by the appointee's provincial health insurance plan, for appointees and their dependants when travelling outside of Canada for personal reasons, for up to 40 days from departure from Canada, up to a limit of $100,000 per person. This benefit also applies to Quebec residents while they are travelling in another province, since the Quebec health insurance plan may not cover the full cost of treatment in another province.

Cost: Employer-paid

(d) Out-of-Province Treatment Benefit

Benefit: Reimbursement of 80% of costs up to a limit of $25,000 for charges for public ward accommodation in a hospital outside of Canada, and charges for the services of physicians and surgeons which exceed the amount covered by the appointee's provincial health insurance plan, when the appointee or dependants are referred for treatment by a physician in the appointee's province of residence because the treatment is not offered in the appointee's province of residence.

Cost: Employer-paid

Note: Coverage under the Public Service Health Care Plan may be continued if the appointee retires and is in receipt of an annuity under the PSSA, with the cost shared by the appointee and the employer.

5. Public Service Dental Care Plan (DCP)

Benefit: Reimbursement of a percentage of the costs for eligible services after a calendar year deductible ($25 single/ $50 family) to the limits shown in the provincial or territorial dental fee guide in effect for the previous year. Except for orthodontic work, there is a reimbursement limit of $1,300 per calendar year per covered person for dental expenses. The lifetime limit for orthodontic expenses is $2,500 per covered person.

Expenses reimbursed at 50% include major restorative, major prosthodontic and orthodontic work.

Expenses reimbursed at 90% include diagnostic, preventive and minor restorative work

Note: Appointees may be subject to a waiting period at the time of initial appointment.

If a person joins the plan on or after July 1, the maximum reimbursement amount per person, excluding orthodontic services, is $650 for the year.

Cost: Employer-paid

Note: Coverage under the Public Service Dental Care Plan ceases on termination of employment.

6. Pensioners Dental Services Plan (PDSP)

Benefit: The PDSP is an optional, contributory dental plan providing coverage for eligible pensioners (including survivors) under the Public Service Superannuation Plan and a number of other federal superannuation plans. There are three possible levels of coverage: pensioner alone; pensioner and one eligible family member; pensioner and two or more eligible family members.

Cost: The pensioner pays 40% of the cost and the government pays 60%. The cost will vary according to the coverage selected.

VIII.  Pension Plan

(Public Service Superannuation Act) (PSSA)
(Special Retirement Arrangements Act) (SRAA)

Eligibility - (minimum requirements)

Most Governor in Council appointees are eligible to participate in the plan. In certain cases, participation may require Governor in Council approval. In some cases, however, legislation prevents a Governor in Council appointee from participating in the plan.

For members of the plan, the minimum requirement to be eligible for a pension is completion of at least two years of pensionable service. If this requirement is not met, the appointee's contributions plus interest, as determined on a quarterly basis, are automatically returned to the appointee on termination of employment.

Pensionable service comprises current employment as a contributor and any periods of prior employment established as pensionable which the appointee has purchased under the elective service provisions of the plan or pursuant to a Pension Transfer Agreement between employers. Under the transfer provisions, the appointee may be required to pay an additional amount to ensure that all or a portion of prior service is recognized as pensionable under the terms of the plan.

Benefits

Immediate Annuity - an unreduced pension which is calculated using the following formula: 2% X the number of years of  pensionable service (maximum 35) X average salary over the best five (5) consecutive years of highest salary if the appointee:

  1. retires at age 60 or older and has at least two years of pensionable service;
  2. retires at age 55 or older and has at least 30 years of pensionable service; or
  3. is disabled before age 60 with two or more years of pensionable service.

Deferred Annuity(optional) - unreduced pension payable at age 60 to those who leave the public service prior to age 60 with two or more years of pensionable service but who do not qualify for an immediate annuity on the date of termination.

Note: Plan members entitled to a deferred annuity may, at any time after reaching age 50, elect to receive an annual allowance.

Annual Allowance (optional) - a reduced pension payable as early as age 50, calculated as follows:

Formula 1: (applicable only to those aged 50 or more at the termination date with 25 or more years of pensionable service) - the lower annual allowance of:

  1. the deferred annuity amount reduced by 5% for each year (to the nearest tenth) that the age is less than 55, or
  2. the deferred annuity amount reduced by 5% for each year (to the nearest tenth) that pensionable years are less than 30.

Formula 2: (applicable to all others) - the deferred annuity amount reduced by 5% for each year of age (to the nearest tenth) less than 60 (maximum 50%).

For those eligible for Formula 1, the higher annual allowance from either Formula 1 or 2 is the annual allowance paid.

Transfer Value (optional) - a lump sum amount which would be required today to fund a particular amount of pension benefit normally payable in the future.

Eligibility: If a plan member has at least two years of pensionable service and is less than age 50 at termination of employment, that person may choose a Transfer Value instead of a deferred annuity.

Formula: The transfer value is based on the deferred annuity that would be payable at age 60, and takes into account factors such as the member's salary and service, CPP/QPP contributions and benefits, pension indexing, demographic and economic assumptions as well as interest applied to the pension fund. This option is irrevocable and must be made within one year of termination of employment.

Survivor Benefits

Spouse: lifetime allowance calculated as 1% X the number of years of pensionable service (maximum 35) X average salary over the best five (5) consecutive years of highest salary.

Eligible child: normally 20% each of the spouse's allowance (but the maximum amount payable cannot exceed 80%).

Survivor benefits are payable upon the death of a plan member who had completed at least two years of pensionable service. Otherwise, a return of contributions is paid. Common law spouses may be recognized as the surviving spouse.

A spouse married after the member's retirement would not normally be entitled to an allowance. The member may elect, however, to reduce the amount of his or her pension in order to provide survivor benefit protection for a spouse married after retirement.

Guaranteed Minimum Benefit - Every plan member with a vested benefit is guaranteed that the equivalent of at least five years of pension payments will be made to or in respect of the member. Benefits can take the form of pension payments to the plan member, to his or her survivors, or a lump sum paid to a designated Supplementary Death Benefit beneficiary, or to a combination of these as provided by the terms of the plan.

Pension Increases - Pension payments are adjusted each January 1 by a percentage equal to the average monthly increase in the Consumer Price Index during the year ending the previous September. The first increase after retirement is prorated to reflect the number of full months of retirement in the retirement year.

Cost: Shared. The member pays 7.5% of salary (minus the amount required for Canada/Quebec Pension Plan) to a maximum of 35 years.

Note: The benefits of the pension plan, like its contributions, are integrated with the Canada and Quebec Pension plans(C/QPP). At age 65, an individual's Public Service Pension Plan benefits are reduced to take into account C/QPP.

Post-Employment Participation

(Special Retirement Arrangements Act - SRAA)

Deputy heads who leave the public service before age 60 with at least 10 years of pensionable service and prior to having reached the combination of 55 years of age and 30 years of service, may elect to continue to contribute to the pension plan until age 60. This election must be made before the date of termination, and the former deputy head pays two (2) times the plan member's contributions (minus CPP/QPP), based on the plan member's salary at departure, adjusted from time to time for future increases in the salary range.

If the former deputy head makes this election under the Special Retirement Arrangements Act, he or she may also elect, before the date of termination of employment, to continue coverage under the Supplementary Death Benefit Plan (PSSA), the Public Service Management Insurance Plan, the Public Service Health Care Plan and the Public Service Dental Care Plan. The cost of this coverage is paid by the former deputy head.

IX. Payments on Termination

1. Severance Pay

Appointees are entitled to one week's pay for each completed year of service up to 28 weeks, payable on termination of employment, regardless of reason for departure, reduced by amounts previously granted. Under certain circumstances, appointees from another federal Crown organization may be able to transfer severance entitlements at the time of appointment to the organization to which they are being appointed.

2. Additional Death Benefit

Applicable to some appointees who were not contributors to the Public Service Pension Plan: a sum equal to two months of salary payable to the surviving spouse or, if necessary, such person as the Treasury Board determines.

3. Salary for the Month of Death

If the appointee has one or more years of service, salary for the full month in which the appointee dies will be paid to a named beneficiary or to the appointee's estate. The amount of the payment will be the monthly rate of pay minus any salary payments already made in the month of death.

X. Executive Vehicles

Deputy Ministers and appointees who hold a personal classification equivalent to the DM-2 level (GC-9-10 or GCQ 9-10) or above; hold a position which is classified at these levels on a full-time basis; and occupy the most senior position in the organization may use an executive vehicle for personal and business purposes.

The personal use of the vehicle is a taxable benefit.

XI. Parking

Governor in Council appointees are eligible for reimbursement up to 50% of:

  • the monthly rate charged for Crown parking facilities; or
  • the monthly rate charged for commercial facilities, limited to a maximum of the equivalent Crown rate.

This is a taxable benefit.

XII. Membership Fees

The government reimburses fees when membership in an organization is required for the performance of official functions or directly serves the government's interests.

Fees for membership in community, commercial or other special interest organizations may be paid only in exceptional circumstances when the deputy head believes that membership can contribute to achieving the objectives of the department or agency.

Reimbursement of membership fees for primarily social, recreational or fraternal organizations is subject to the approval of the responsible Minister.

XIII. Hospitality

Expenditure of public money for hospitality is strictly limited to initiatives that facilitate operational objectives or comply with the requirements of courtesy or protocol. Generally, hospitality expenditures are reimbursed only when recipients are not government employees and the occasion marks important meetings, conferences and ceremonies.

XIV. Business Travel

The standards and conditions governing travel on government business are prescribed in the Treasury Board Travel Directive, Special Travel Authorities and Travel Administration Guide. The provisions in these documents apply to all Governor in Council appointees except those employed in organizations which have the authority to establish their own.

The provisions are mandatory and represent reimbursement of reasonable expenses necessarily incurred while travelling on official business. The major elements of travelling expenses are as follows:

1.  Transportation

Deputy Ministers (DM 1-4) and appointees at the GC/GCQ 8-10 levels and above may use business class air travel but must book through the Government Travel Service. They may claim expenses in excess of the per diems specified in the Travel Directive, based on receipts, subject to the general principles specified in the Travel Directive (i.e. commercial accommodation, telephone calls, meals and incidentals).

Appointees at the GC/GCQ-3 or higher levels who occupy positions outside the National Capital Region and all appointees at the GC/GCQ-4 or higher levels may be authorized to use business class air travel when circumstances and distances warrant. In order to reduce business class air travel, the distance should exceed 850 kilometres by air one way.

For short distances, surface transportation, including personal vehicles, may be authorized.

First class air travel was eliminated by Cabinet direction in February 1992.

Travel Loyalty Programs

Governor in Council appointees may enrol in the travel loyalty program of their choice provided they notify the Government Travel Service. Appointees may redeem travel points for personal and/or business use. Appointees must contact their travel loyalty programs directly, not the Government Travel Service to redeem benefits.

When redeemed for personal use, travel points must be declared as a taxable benefit in accordance with the Canada Customs and Revenue Agency's Interpretation Bulletin IT-470R (Consolidated) - Employee Fringe Benefits. The government will not issue a T4 or T4A slip in this regard. It is the responsibility of appointees to report the applicable taxable benefit when completing their annual tax return.

2.  Accommodation and Other Expenses

Hotels

The Accommodation and Car Rental Directory no longer lists properties on white or green pages. Accommodations are now listed as within the city rate limit or above the city rate limit. Accommodation above the city rate limit must be justified on the travel claim. Selection of such properties should be because it is cost-effective or because exceptional circumstances warrant.

Meals

While on travel status, claims may include the daily meal allowances or actual and reasonable meal expenses, supported by receipts. Actual meal expenses shall not include alcohol or the additional cost of room service, which is to be identified by the claimant.

Incidentals

This allowance covers such items as gratuities, a daily newspaper, laundry and dry cleaning over the duration of a trip, even though a particular expense may be higher on a given day. Actual incidental costs may be claimed in unusual circumstances. On those days, the standard incidental allowance is not provided. However, if one decides to claim actual incidental costs for laundry and dry cleaning, the incidental allowance may not be claimed for the whole trip. In such cases, all incidental expenses incurred on that trip would be reimbursed only on the basis of receipts.

Taxis and Parking

When in travel status, actual expenses may be claimed for taxis and parking, on the honour system (without receipts). However, it has been the general practice to submit receipts.

Calls Home

When using inter-city authorization codes, appointees may maintain family contact in travel status through telephone calls home at their discretion, but personal calls, other than calls home, are the financial responsibility of the appointee. When inter-city authorization codes are not used, the regular telephone provisions of the Travel Directive apply.

XV. Relocation

The Treasury Board Integrated Relocation Program is a one-stop shopping concept designed to provide appointees with a menu of move-related options to address their relocation needs. The receiving organization will advise the relocation service with whom the government has contracted, of the person's appointment. A consultant from the relocation service will then explain the program in detail to the appointee and assist him or her in tailoring and optimizing available benefits. This professional assistance will be available throughout every step of the move.

References

Conflict of Interest

"Conflict of Interest and Post-Employment Code for Public Office Holders", published by the Office of the Ethics Counsellor, is available in electronic format.

Other plans and policies referred to in this booklet

Further information on plans and policies in this booklet can be obtained by consulting the Treasury Board of Canada Secretariat's website.

The following documents are available on the Privy Council Office website.

Building a Governor in Council Position Accountability Profile

Performance Management Program

Terms and Conditions of Employment for Full-time Governor in Council Appointees - September 2002

Minister of Supply and Services Canada 2002
Cat. No. CP22-16/2002
ISBN 0-662-666818-9