Date Issued: 12/09/1986
Revision Date: 07/02/2020
Policy Statement
Employee use of privately owned vehicles on government business may be authorized by Permanent Heads or designates, if Central Vehicle Agency (CVA) vehicles (pool and assigned) or short-term vehicle rentals are not available, practicable or economical.
Employees are responsible for all operating and maintenance costs associated with the use of privately owned vehicles on government business, including licensing and insurance.
The below rates are applicable to employees covered by the Saskatchewan Government and General Employee's Union (SGEU) collective bargaining agreement, the Canadian Union of Public Employees (CUPE) Local 600 collective bargaining agreement, and to all out-of-scope employees unless otherwise noted.
Rates for Private Automobiles and Trucks
Allowance for travel on government business using a privately owned automobile or truck shall be as per Appendix 601-A.
Rates for Incidental Basis
The allowance payable to employees authorized on an incidental basis to use privately owned vehicles for government business will be as follows:
- Car - subject to a minimum allowance of $5.00 per day, $1.50 per hour (pro-rated for shorter periods) for actual usage to a maximum of $6.00 per day or the approved kilometre rate as per Appendix 601-A, whichever is greater.
- Truck - subject to a minimum allowance of $5.00 per day, (1/2 ton or 3/4 ton) - $2.00 per hour for actual hauling time to a maximum of $7.00 per day or the approved kilometre rate as per Appendix 601-A, whichever is greater.
Note: Rate per hour for trucks is to be applied only if a truck is used for hauling, for any other purpose car rates shall apply.
Lodging
Hotel/Motel
Actual and reasonable charges supported by receipts.
Private Residence or Trailer
When an employee is working away from their headquarters location, an amount of $35.00 per night will be paid for accommodation in private residences or in private trailers other than one's own, no receipts necessary. Reimbursement will not be provided to an employee at any time when staying in their own private residence regardless of work headquarters.
Amounts in excess of $35.00 per night for accommodation in private residences other than one's own will be approved if no other accommodation is available and a receipt is provided.
Double Occupancy
If more than one person occupies a hotel room, the name of the other occupant(s) must be shown only when the amount claimed for S-4 purposes exceeds the "single rate" for the room; or if the room is shared by two or more employees.
Meals
Meal Rates
Actual reimbursement without receipts, not exceeding the rates pursuant to the SGEU Collective Bargaining Agreement as established under the authority of Treasury Board, detailed in Appendix 601-A.
In the communities of Fond-du-Lac, Stony Rapids, Black Lake, Wollaston Lake and Uranium City, actual and reasonable reimbursement supported by receipts, will be approved. Where a receipt is not provided, reimbursement will be at regular in-province rates.
Meal Allowances Not to Be Claimed
No claim for a meal allowance may be made for:
- Breakfast, if departure is later than 7:30 a.m. or the return is earlier than 8:30 a.m.
- Dinner, if departure is later than 11:30 a.m. or the return is earlier than 12:30 p.m.
- Supper, if departure is later than 5:30 p.m. or the return is earlier than 6:30 p.m.
Evening Meal Charge
Notwithstanding the above, an employee away from headquarters after 5:30 p.m. and having worked six (6) hours after 5:30 p.m. will be eligible for a dinner.
No allowance will be paid to employees on overtime, nor shall more than three (3) meals be claimed for in one (1) day.
The permanent head may approve actual and reasonable meal expenses for out-of-scope and Canadian Union of Public Employees, Local 600 (CUPE, Local 600) employees that are in excess of the meal allowances set out in the SGEU Collective Bargaining Agreement if satisfied that the established rates are insufficient to compensate employees. Such expenses must be supported by receipts and incurred by employees in exceptional circumstances in the conduct of government business while employed away from their headquarters.
Banquet
Where an employee claims a banquet expense, it will be in lieu of the meal provided (e.g. a breakfast banquet will replace a breakfast charge).
General Expenses
Away from Headquarters Over 30 Days
In instances where it is known in advance that an employee will be temporarily stationed at a point away from headquarters for a period in excess of 30 days, expenses shall be claimed as follows:
For employees covered by the PS/GE Agreement:
- The regular allowances for the first seven (7) days;
- For the balance at a monthly rate to be negotiated between the parties.
All other employees shall be reimbursed as follows:
- Travel allowances are available for the initial seven (7) days during which they have not secured permanent accommodation;
- For the remaining period, a monthly rate will be paid. The rate is to be determined in each instance by the permanent head or their designate.
Employees who contract for board and/or room shall not receive more than out of pocket expenses under any circumstances.
Standard Charges
The following is provided as a guide to employees and supervisors with respect to allowable general expense charges incurred while travelling on government business:
- Laundry - charges are allowable for employees, who are absent from headquarters for a period in excess of seven (7) consecutive calendar days. Receipts are required.
- Valet services - not allowable.
- Dry-cleaning - allowable only when incurred under exceptional circumstances away from headquarters. The need for dry cleaning must be identified on the expense form and receipts are required.
- Parking - employees working away from their headquarters building, and using either a CVA vehicle, short-term rental, or private vehicle, may recover parking charges as follows:
- if available within a reasonable walking distance from work, employees are expected to use off-street parking and may recover costs as supported by receipts;
- if off-street parking is not available, costs of metered parking may be charged to a maximum of eight dollars ($8.00) per day without receipts.
- Telephone - whenever possible employees should call collect, charge the call to the agency telephone number or utilize the agency's telephone credit card. If not possible, charges for business calls are allowable, supported by receipt (if available), name of party called and reason for call.
- Taxis - charges are allowable for taxi fare from an employee's home to train station, bus depot or airport, and return, and for fares incurred on government business away from headquarters. Receipts are required.
- Other Expenses - occasionally employees will incur exceptional expenses in connection with the conduct of government business. Such expenses may be allowable if detailed on the expense form, supported by receipts, and authorized by the Permanent Head. The decision of the Provincial Comptroller's Office, Ministry of Finance, will be final in all cases.
Traffic Offences/Parking Tickets
Charges for traffic offenses and any expenses associated with the offense are not to be paid by the Government except as follows:
- The ministry's permanent head may approve reimbursement to an employee for the initial cost of a parking ticket (excluding late payment penalties) when all the following conditions are met:
- the parking ticket was incurred while conducting government business; and
- the parking ticket was incurred in an emergency or in a necessary and unavoidable situation.
This approval cannot be delegated.
Bunk Cars
Employees away from designated headquarters living and eating in ministry bunk cars, where a cook and food is not supplied, will be paid a food allowance of $10.95 per day or $3.65 per meal for part days. The ministry shall reimburse employees for room and meals at the regular sustenance rates, when they are away from camp.
Travel Expense Forms
See Financial Administration Manual Forms.
Authority
- The Public Service Regulations, 1999 Part 5, Section 83, 84
- PS/GE Collective Bargaining Agreement Article 15
- The Financial Administration Act, 1993 (FAA)
- The Financial Administration Manual (FAM)
Policy Inquiries
For inquiries, please contact the Human Resource Service Centre.