Date Issued: 12/09/1986
Revision Date: 07/02/2020
Policy Statement
The Government of Saskatchewan will provide employees with a reimbursement of costs incurred while travelling on government business outside of Saskatchewan. All out of province travel must be approved by the Permanent Head or designate.
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.
Travel
Flin Flon and Lloydminster
Flin Flon and Lloydminster are regarded as within the province for rate purposes.
Crossing Provincial Boundaries
When an employee leaves headquarters by automobile for a destination outside the province, rates for "within the province" shall apply until such time as he/she crosses the provincial boundary, thereafter, rates for "outside the province" shall apply. The same basis shall govern return to headquarters.
Lodging
Hotel/Motel
Actual and reasonable reimbursement supported by receipts. Employees are encouraged to use businesses that have established competitive government rates or to request government rates for lodging wherever possible.
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.
General Expenses
Traveller's Cheques
The cost of purchasing traveller's cheques for out of Saskatchewan travel may be charged on S4's provided a receipt is attached.
US Exchange
The cost of exchanging funds is recoverable for government travel expenses not in excess of rates stated in FAM Section 3136.
Consider the following example:
An employee purchases $500.00 in US traveller's cheques at a rate of 1.2425 for a cost of $121.25. At the end of the trip, $400.00 in U.S. funds has been spent and the remaining $100.00 in traveller's cheques is cashed in. The employee receives a refund at a rate of 1.2000 (the buyback exchange rate) for a total of $120.00 for the $100.00 in traveller's cheques.
The correct charge for exchange applicable to this trip therefore, is $100.00 x (1.2425 - 1.2000) = $4.25. This amount should be added to the travel expense claim.
Passports
Reimbursement for the cost of procuring a passport may be provided where the employee does not hold a valid passport and is required by the employer to travel outside of Canada for government business, on an exceptional or regular basis. Permanent head approval is required for reimbursement of the cost to acquire a valid passport.
Out of Country
Meal Allowance
Employees on government business outside of Canada are reimbursed in accordance with the Federal Government meal rates and meal gratuities (referred to as incidentals in Federal Government's Appendix C – USA rates and Federal Government's Appendix D – all other countries) for in and out-of-scope employees travelling out of country.
Authority
- The Public Service Regulations, 1999; Part 5, Sections 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.
See also FAM 4405 and 3136.