SENATORS RESOURCE GUIDE:

Allowances, Entitlements and Administrative Services

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IV. Travel
TABLE OF CONTENTS
1. Introduction ............................................................................................................................. 2
2. Senators Travel Point System ............................................................................................... 2
2.1. Point System .................................................................................................................... 2
2.2. Calculating Travel Points................................................................................................. 3
2.3. Eligible Expenses ............................................................................................................. 4
2.4. Washington, D.C. ............................................................................................................. 5
2.5. International Travel .......................................................................................................... 5
2.6. VIA Rail Canada .............................................................................................................. 7
2.7. Corporate Credit Card (American Express) ..................................................................... 8
2.8. Living Expenses in the National Capital Region ............................................................. 8
3. Other Travel .......................................................................................................................... 10
3.1 Taxis in the N.C.R. ......................................................................................................... 10
3.2. Senate Committee Travel ............................................................................................... 10
3.3. Parliamentary Association Travel .................................................................................. 11
3.4. Other Government Travel .............................................................................................. 12
4. Passports and Visas .............................................................................................................. 12
5. Reporting and Public Disclosure .......................................................................................... 12
Annex C Senators Travel Allowances

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1. Introduction
Senators are entitled to travel at Senate expense to carry out their parliamentary functions within
their region, to and from Ottawa, and elsewhere in Canada and to Washington, D.C. Any
international travel, with the exception of travel to Washington, D.C (see subsection 2.4
Washington, D.C. for restrictions), must be pre-approved by the Standing Committee on Internal
Economy, Budgets and Administration.
In pursuing their parliamentary functions, senators may also be asked from time to time to travel
on behalf of parliamentary associations, Senate Committees or the Government of Canada.
Information relating to this type of travel is also covered in this chapter.

2. Senators Travel Point System

2.1. Point System
Point system

The travel point system ensures that all senators have access to the same travel
resources regardless of which region in Canada they represent or in which
province they live. Travel points are allocated at the beginning of each fiscal
year on April 1st. Unused points may not be carried over from one fiscal year to
another.

Initial trip to
Ottawa

Senators are entitled to have travel expenses reimbursed for their initial travel to
Ottawa upon their appointment.

64 points

Each senator is allocated up to 64 points for travel in a fiscal year.

Usage

The 64 travel points may be used by the senator or may be allocated by the
senator to eligible alternates.

Alternate

An alternate is defined as: a designate; a dependent child; a member of the

senators staff; an employee of the Senate; a person providing contract services
to the Senate; or a person accompanying the senator as a travel assistant for
medical reasons.

Designate

A senator may designate someone for a 12-month period (the fiscal year) to
travel on travel points allocated to the senator. The designate is often the
senators spouse or common-law partner, but can be any individual that the
senator chooses. The Designated Traveller and Dependent Children Annual
Declaration form must be updated annually and submitted to the Finance
Directorate.

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Dependent
child

A dependent child is defined as a child of the senator or the senators spouse or

common-law partner who is solely dependent on the senator for financial
support, including a stepchild, an adopted child, a foster child, a child for whom
the senator or spouse is appointed legal guardian, and (i) who is under the age of
21; or (ii) who is under the age of 25 and in full-time attendance at a recognized
education institution; or (iii) who, regardless of age, is financially dependent on
the senator because of a disability.

Claiming
travel
expenses

Signed travel claims on the Travel Expense Claim form should be forwarded to
the Finance Directorate no later than 60 days after completion of a trip. Expense
claims submitted after 60 days will not be paid without the prior authorization
of the Standing Committee on Internal Economy, Budgets and Administration
(Internal Economy Committee).
A travel claim must contain the full name of the travellers and their relationship
to the senator, a complete itinerary, the date of travel, and a description of all
expenses being claimed. Original airline ticket stubs, or a printout of an
electronic-ticket confirmation, boarding passes and original receipts for
authorized expenditures must be attached to the travel expense claim. All travel
claims must be certified by the senator as being in accordance with subsection
63(1) of the Parliament of Canada Act.

Rates

Rates are reviewed and updated periodically and published at least twice a year, on
April 1st and October 1st. The per diem rate for meals and incidentals, private
accommodation, and the kilometre rate for use of private vehicles will conform to
Treasury Board rates and are subject to change by the Senate based on revisions
made by the Treasury Board Secretariat.

2.2. Calculating Travel Points

Regions

Under the Senate Administrative Rules, the regions are defined as follows.
The Atlantic Region is composed of the provinces of New Brunswick,
Newfoundland and Labrador, Nova Scotia and Prince Edward Island.
The Central Region is composed of the provinces of Ontario and Quebec.
The North-Western Region is composed of the provinces of Alberta, British
Columbia, Manitoba and Saskatchewan, as well as the territories of Yukon, the
Northwest Territories and Nunavut.

Return trip

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One (1) point is deducted for every return trip consisting of a period of up to
four (4) days taken by the senator or an alternate unless the travel takes place
within the senators region. For periods of travel beyond four (4) days, one (1)
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point is deducted for each additional four (4) day period or part thereof.

Regional trip

A regional trip is a one-way trip, return trip or circular trip in which all
departure and destination points are within the senators region. One quarter of
one (0.25) point is deducted for each leg of a trip between overnight stopovers.
One quarter of one (0.25) point is deducted for each one-day return regional trip
in which no airfare costs are incurred. One quarter of one (0.25) point is
deducted for each day that a senator claims ground transportation in the
community in which the senators provincial residence is located.

Trips between
region and
Ottawa

One (1) point is deducted for every return trip between the senators region and
Ottawa, regardless of the number of days spent in the National Capital Region.
One half of one (0.5) point is deducted for every one-way trip.

Trips in
Canada
outside the
region

One (1) point is deducted for every return trip anywhere within Canada and
outside the senators region and for each four (4) day period or part thereof. For
example, a senator or alternate claiming expenses for seven (7) consecutive days
would have two (2) points deducted.

Rail travel

VIA Rail Canada provides free transportation to all senators. (See subsection
2.6 - VIA Rail Canada in this chapter for more information.) Where a senator or
alternate uses free rail transportation and claims local ground transport and
living expenses, points will be deducted at one half (0.5) the rate that would
otherwise apply.

2.3. Eligible Expenses

Transportation Claims for transportation expenses, whether by air, automobile or any other
mode, shall not exceed the cost of business class airfare by the most direct
route.
Air

Senators may travel business class. Alternates, other than the senators
designated traveller, shall travel by economy class unless the senator directs
otherwise.

Car

When the mode of transportation is by automobile, a claim for distance

travelled shall be calculated at the per kilometre rate set out by Treasury Board
as found in Annex C Senators Travel Allowances.

Shared
transportation

In a situation where more than one senator or alternate travel in a carpool or

share transportation expenses, only the senator who provided the transportation

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or paid the expenses may claim for transportation. However, accompanying

senators or alternates may claim other expenses when supported by receipts.

Living
expenses

While travelling, a senator or an alternate may claim living expenses including

accommodation, meal allowances and incidental expenses up to a maximum of
four (4) days per point. All allowances for living expenses are included in
Annex C Senators Travel Allowances.

Living expenses under the 64 point travel system do not apply to a traveller in
the travellers home community, nor do they apply in the National Capital
Region* (NCR). (*Refer to subsection 2.8 Living Expenses in the National
Capital Region.)
Ground
transport

Taxi claims for ground transportation to and from an airport may be made
without receipt unless exceeding the established maximum amount identified in
Annex C Senators Travel Allowances.

Car rental

Expenses, supported by receipts, for rental of an intermediate car for up to a

maximum of four (4) days are permitted in lieu of taxis or other means of
transportation. Such expenses are not permitted in the N.C.R. or in the
travellers home community.

2.4. Washington, D.C.

Travel to
Washington,
D.C.

Senators may take up to four (4) trips per year to Washington, D.C. under the 64
travel point system without obtaining approval for international travel, provided
the travel is in support of parliamentary functions and does not include any
international destination other than Washington, D.C. Only the expenses of a
senator can be claimed.

The provisions for claiming travel expenses as described in subsection 2.1 Point
System of this chapter apply equally to travel to Washington, D.C. See Annex C
Senators Travel Allowances for a list of applicable rates.

2.5. International Travel

Approval

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International travel is provided for under the 64 travel point system in order to
give senators an opportunity to participate in key international activities related
to their parliamentary functions.

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Senators wishing to use the 64 travel point system for international travel must
complete the International Travel Application form and apply to the Internal
Economy Committee at least 30 days prior to the trip. Details to be provided on
the form include the purpose of travel, supporting information and an estimate
of expenses.
Senators who wish to travel to an international destination or conference that is
related to the work of a particular committee but not included in the
committees annual program of activities should consult the Chair of that
committee prior to making an application for international travel.
Applications for international travel will be considered by the Internal Economy
Committee and will be evaluated on the basis of the following:
The extent to which the trip is related to issues currently being
considered in the Senate or a Senate Committee;
The extent to which the requesting senators objectives can reasonably
be achieved by the trip and whether a subsequent trip(s) will be
necessary;
Whether or not there is a more cost-effective method of achieving the
objectives of the trip (e.g. video-conferencing);
The Canadian public interest value of the trip;
The benefit of the trip to a foreign country;
The professional development benefit of the trip for the requesting
senator; and
Whether or not it would be more appropriate for the trip to be included
in the program and budget of a committee or parliamentary association
rather than the travel plans of an individual senator.
Eligible
expenses

For international travel, senators may claim business class airfare, ground
transportation costs and living expenses, including accommodation, meals and
incidentals.

Restrictions

No senator can undertake more than two (2) international trips per fiscal year
under the 64 travel point system.
The 64 travel point system cannot be used for international travel activities that
are included as part of the annual program of activities and budget of a Senate
committee or a parliamentary association. This travel should be funded from the
budget of the committee or parliamentary association.
International trips of a clearly personal nature are not permitted.
International travel provisions apply to senators only. Travel expenses incurred
by alternates accompanying the senator or who are travelling at another time
cannot be applied against the senators 64 travel points.

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Reporting

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A senator must, within 90 days of the completion of an international trip, make

a report on the trip to the Senate or a committee of the Senate. In addition, the
signed Travel Expense Claim form must be forwarded to the Finance
Directorate within 60 days of travel and must have attached all original airline
ticket stubs, or a printout of an electronic-ticket confirmation, boarding passes
and original receipts.

2.6. VIA Rail Canada

Rail
Free rail transportation privileges are granted to senators by VIA Rail Canada.
transportation These privileges are also available, upon request, to senators spouses or
common-law partners and dependent children.
Via Rail Pass

The Finance Directorate administers all passes on behalf of VIA Rail Canada.
Senators wishing to obtain a VIA Rail Canada pass for their spouse or their
dependent children should complete the VIA Rail Pass form.

VIA Rail Canada passes must be presented in order to obtain tickets, which will
be issued in the passengers name.
SA-Member

Senators will receive the SA-Member Via Rail Pass, which will entitle them to
free rail travel throughout the VIA Rail network, advance reservations, upgrade
to VIA 1st Class and upgrade to sleeping car accommodation, up to a single
bedroom.
Senators may use the passes for the duration of their mandate.

SB-Spouse
and
Dependents

Senators spouses, or common-law partners, and dependents will receive the

SB-Spouse and Dependents VIA Rail Pass, which will entitle them to free
transportation in coach class throughout the VIA Rail network, and advance
reservations. The SB pass holder must pay the difference in price for any and all
upgrades.
Spouses or common-law partners may use the passes for the duration of the
senators mandate. Dependent children under the age of 21 may use the passes
until their 21st birthday. Dependent children who are financially dependent upon
the senator due to a disability may use the passes for as long as the children
remain financially dependent on the senator. Dependent children aged 21 to 24
who are attending school or university full time may have their passes renewed
on an annual basis provided they have proof of full-time attendance.

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2.7. Corporate Credit Card (American Express)

Issuance

Upon appointment to the Senate, an American Express corporate credit card is

issued in the name of the senator for exclusive use when travelling on Senate
business.
American Express provides the Senate with the same enhanced benefits as those
offered to the Government of Canada.
Please consult the Guide to Benefits and Services or call Travel Card Services at
1-800-238-7955 for further information.

Benefits

Senators and their alternates are eligible for free travel accident insurance of up
to $500 000 for flights taken on any carrier where the airline ticket is charged to
the Senates American Express corporate credit card.

American Express also provides unexpected return home insurance; lost or

stolen baggage insurance; flight and baggage delay and hotel/motel burglary
insurance; car rental accidental death and dismemberment insurance; car rental
theft and damage insurance; and car rental personal effects insurance if the
travel is charged to the American Express corporate credit card.

The Certificates of Insurance outline the terms and conditions of their respective
master policies.
Billing

Monthly statements for expenses billed to senators American Express credit

cards are mailed directly to the Finance Directorate.
Statements are forwarded to senators offices for reconciliation, review and
signature by the senator, authorizing payment under section 63 of the
Parliament of Canada Act.
All charges on the American Express statement must be supported by a Travel
Expense Claim and/or a Hospitality Expense Claim form.

2.8. Living Expenses in the National Capital Region

Eligibility

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Senators who come to Ottawa to carry out their parliamentary functions and
who are more than 100 kilometres from their primary residence when in
Ottawa are on travel status in the National Capital Region (N.C.R.) and are
entitled to be reimbursed for living expenses in the N.C.R. Only senators may
claim living expenses in the N.C.R. under this entitlement. The Senate does
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not cover such expenditures for alternates.

Primary
Residence
Declaration

To claim living expenses in the N.C.R., senators must file (initially with the
Finance Directorate) and keep up to date, a Primary Residence Declaration
form which designates a primary residence in the province or territory
represented by the senator.

Living
Expenses
Budget maximum
annual amount

The maximum total amount that can be reimbursed to a senator for the fiscal
year under this policy is $20 000 (as of April 1st, 2007). Reimbursement rates
for meals and accommodations are found in Annex C Senators Travel
Allowances. These rates are reviewed periodically and published at least
semi-annually on April 1st and October 1st.

Meals and
incidentals

Senators on travel status in the N.C.R. will be reimbursed at the per diem rates
set out by the Treasury Board Secretariat for meal and incidental expenses
incurred by public servants on travel status. These rates are included in Annex
C Senators Travel Allowances.

Per diems claimed on the days of arrival and departure from Ottawa will be
charged to the 64 travel point system rather than to the Living Expenses
Budget.
When senators claim hospitality expenses while in the N.C.R., the amount
claimed is charged to the Miscellaneous Expenditures Account. If hospitality
is extended in the form of a meal, the cost of the hospitality reimbursement is
reduced by the amount of any meal allowance that has been claimed by the
senator. The allowable meal rate is in accordance with Annex C Senators
Travel Allowances.
Accommodation Senators on travel status in the N.C.R. will be reimbursed for expenses
incurred for one of the following categories of accommodation:
hotel, motel, rooming or other commercial innkeeper expenses are
reimbursable up to the maximum amount set per night (plus applicable
taxes) upon provision of receipts (see Annex C Senators Travel
Allowances for rates);
rented or leased accommodation, supported by a copy of the lease
agreement and proof of payment; or
private accommodation within the N.C.R. will be reimbursed at the daily
rate as set out in Annex C Senators Travel Allowances.

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Claiming travel
expenses

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A claim for living expenses in the N.C.R. may be made by submitting to the
Finance Directorate a Travel Expense Claim form including transportation
expenses to and from Ottawa, no later than 60 days after the completion of the
trip.

Senators may claim expenses in the N.C.R. for a weekend when parliamentary
functions are being performed by the senator.

3. Other Travel
3.1 Taxis in the N.C.R.
Taxis in the
N.C.R.

Taxis in the National Capital Region, other than to and from the airport, are only
reimbursable with a receipt or a taxi voucher. Regardless of the amount of the
fare; the cost will be charged to the Senators Research and Office Expense
Budget.

3.2. Senate Committee Travel

Committee
travel

Travel expenses for senators travelling with a Senate committee are covered by
the budget of that committee, as recommended by the Internal Economy
Committee and approved by the Senate.

Guidelines

Senators may travel business class.

Airfare and hotel reservations are normally made by the committee clerk and
charged to the committee clerks corporate travel card or invoiced directly to the
Senate. Senators travelling as a committee member will be consulted on their
preferences concerning travel arrangements and may choose to make their own
arrangements.
Senators may charge their own travel expenses, including hotel room, to their
personal or corporate American Express credit card under unusual or
exceptional circumstances. Normally, costs for all pre-arranged meals, hotel
rooms, group ground transportation, meeting room rental, audio/visual
equipment rental and interpretation and registration services are also charged to
the committee clerks corporate travel card or invoiced directly to the Senate.

The following costs may be paid by individual travellers and then reimbursed:
taxis; individual meals (reimbursed on a per diem basis); incidentals; and
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individual senators transportation arrangements. Travel advances for per diem

allowances are issued to each committee member.

Restrictions

Expenses incurred by any person accompanying a senator travelling on Senate

committee business cannot be charged to that committee. Other arrangements
may be made using the 64 travel point system as long as the destinations are
within Canada.
The committee will only reimburse travel expenses based on the approved
itinerary of the committee.

Claiming
travel
expenses

All claims for committee travel should be submitted directly to the committee
clerk for processing, using the Travel Expense Claim - Committees form.

Travel expenses incurred outside the approved itinerary of the committee trip
must be clearly indicated on the form.
All travel expenses must be supported by original receipts, unless otherwise
specified. Original airline ticket stubs, or a printout of an electronic-ticket
confirmation, boarding passes and original receipts for authorized expenditures
must be attached to the travel expense claim.

3.3. Parliamentary Association Travel

Parliamentary
association
travel

Travel expenses for senators travelling with a parliamentary association are

covered by the budget of that parliamentary association, as prepared by the
International and Interparliamentary Affairs Directorate and approved by the
Joint Interparliamentary Council, in accordance with guidelines established in
the Financial Management and Policy Guide for Parliamentary Associations.

Guidelines

According to the guidelines, the standard for association air travel is economy
class. The guidelines also specify that the lowest available airfare appropriate
to particular itineraries must be sought and bookings must be made as far in
advance as possible. Airfare and hotel reservations are normally made by the
parliamentary association. However, senators will be consulted on their
preferences concerning travel arrangements.

Upgrades

Where a senator is travelling economy class at the expense of a parliamentary

association, an upgrade from economy to business class can be made using the
64 travel point system. In such cases, one half of one (0.5) point shall be
deducted for each upgrade. The parliamentary association will invoice the
Senate for the amount related to each upgrade.

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Where a senator has upgraded the class of travel using the 64 travel point
system, the senator is responsible for forwarding a signed Travel Expense
Claim form to the Finance Directorate for each upgrade incurred while
travelling with a parliamentary association.

3.4. Other Government Travel

Government
travel

Travel expenses for senators travelling on behalf of a federal government

department and covered by the budget of a department will be paid in
accordance with Treasury Board Guidelines or other arrangements agreed to by
the department.

Claiming
travel
expenses

Where a senators travel is being paid by a federal government department,

travel claims must be submitted to the appropriate department. The 64 travel
point system cannot be used for upgrades for travel paid by a federal
government department.

4. Passports and Visas

Special
Passport

Senators may request a special passport and/or visa for travel on official
business by contacting Passport Canada at (819) 994-3550. Costs will be
reimbursed by the Senate.

Photos

Upon request, photographs for passports and visas may be taken by the
Protective Service Identification Section for senators and staff required to travel
on official business.

5. Reporting and Public Disclosure

Monthly
reports

The Finance Directorate provides to senators, on a monthly basis, a report

detailing the travel claim numbers, dates of trips, payee names, amounts
reimbursed to payees, the number of travel points charged for the trip and the
number of remaining travel points.
The Finance Directorate also provides senators with a monthly report detailing
the annual budget for living expenses in the National Capital Region, amounts
paid-to-date for accommodation and per diem allowances and the available free
balance.

Public
disclosure

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Each fiscal year, the Senate Administration prepares information for inclusion
in the Public Accounts of Canada, which lists the names of all senators and their
total travel and living expenses for the year.
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Annex C - Senators Travel Allowances

(Effective April 1, 2008)
Maximum rate per night for commercial accommodation

$175.00

Daily rate for private accommodation Outside N.C.R

50.00
25.00

Daily rate for private accommodation N.C.R

Rate per kilometre

0.525

Taxi (without receipt): to and from airport or other carrier only

30.00

The current Treasury Board daily rates for meal allowances are in Canadian dollars and are
revised periodically. A revised Annex C is sent to all Senators offices as soon as the new rates
are posted by the Treasury Board Secretariat.

Description

Provinces
&
Washington
$

Yukon

N.W.T.

Nunavut

Breakfast

13.60

15.20

16.10

19.90

Lunch

12.85

15.20

16.65

26.95

Dinner

36.30

45.75

52.25

57.10

Incidentals

17.30

17.30

17.30

17.30

Total

80.05

93.45

102.30

121.25

Note: Allowances in the United States of America are the same as in Canada but paid in US
dollars.

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