Section 600: Travel and Other Payment Policies

Follow the links below for individual policies

• Section 601-1: Intra-City Travel and Parking
• Section 601-2: In-Province Expenses (Vehicle, Lodging, Meals, General)
• Section 601-3: Out-of-Province travel Expenses (Travel, Lodging, Meals, General)
• Section 601-4: Travelling by Air
• Section 602-1: Vehicles and Car Allowances for Senior Officials
• Section 603-2: Payments Due Estates
• Section 605: Requesting Supplements for SGEU & CUPE 600 for Recruitment and Retention Purposes   
• Section 606: Retention payments for Select Locations and Occupations
• Section 607: Retention Payments for Select Locations and Occupations

Section 601-1: Intra-City Travel and Parking

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. Employees working away from their headquarters building at their headquarters location are urged to use ministry assigned Central Vehicle Agency (CVA) vehicles before utilizing city transit system, personal vehicles or taxis for Government travel. 

The below rates will be paid 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

CVA Vehicle or Rental Vehicle

Employees are to use ministry assigned CVA vehicles or a rental vehicle through the Daily Rental Program (DRP) for travel on government business wherever practicable.

Personal Vehicle

Employees may claim the approved rates established in accordance with the Collective Bargaining Agreement (CBA) between the Government of Saskatchewan (GoS) and Saskatchewan Government and General Employees' Union (SGEU) for the authorized use of a privately owned vehicle on government business.

Car – subject to a minimum allowance of $5.00 per day, $1.50 per hour (prorated 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, $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.

These rates are not to be charged for travel between the employee's residence and his/her office or usual place of work. Claims for travel may be approved for travel between the employee's residence and a different headquarters location (other than the employee's headquarters building) as encountered when attending meetings or training sessions, conducting audits, inspections, etc. In no circumstance is the claim to exceed what would be reasonably claimed if the employee travelled from their headquarters location to the other work location.

Employees are required to enter the start and stop times for intra-city travel. The hourly maximum of $6.00 per day for intra-city travel will be calculated based on those times. The eligible reimbursement amount will take into consideration the $5.00 per day minimum. 

Taxis

All taxi charges must be supported by receipts showing the details of each trip (e.g. amount charged, date, location or description of departure and destination points).

Parking

Off Street

If available within reasonable walking distance from the work location, employees are expected to use off street parking and may recover costs as supported by receipt.

Parking Meters

If off street parking is not available, actual costs of metered parking may be charged to a maximum of $8.00 per day in accordance with rates established under the authority of Treasury Board.    

Parking Stalls and Permits

Rental of parking stalls and the purchase of parking permits for government business are at the discretion of the permanent head.

Reimbursement

Claims for reimbursement of intra-city travel expenses are to be made through iExpense in MIDAS.  In exceptional situations a Travel Expense Statement may be used. See Appendix D - Financial Administration Manual (FAM).

Authority

• The Public Service Regulations, 1999 Part 5, Section 83, 84
• The Financial Administration Act, 1993 (FAA)
• The Financial Administration Manual (FAM)
• PS/GE Collective Bargaining Agreement Article 15.1, 15.2 and 15.3

Resources and Tools

iExpense application and MIDAS Knowledge Centre  

FAM Appendix D - Forms - Intra-City Travel Expense Statement

Policy Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 601-2: Travel Allowances - In Province Vehicle, Lodging, Meals and General Expenses

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.

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Section 601-3: Out-of-Province Travel Expenses (Travel, Lodging, Meals, General)

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 

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Section 601-4: Travel by Air

Date Issued: 13/05/2004

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 by air.

The below rates and guidelines 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.

Meals at an In-province Airport

Meals purchased at an airport in Saskatchewan will be reimbursed at the applicable in-province rate regardless of destination of the flight if the employee is required to be at the airport by the airline carrier as follows:

• Breakfast – earlier than 7:30 a.m.
• Dinner – earlier than 11:30 a.m.
• Supper – earlier than 5:30 p.m.

Meals at an Out-of-province/Out-of-country Airport

Meals purchased at an out-of-province/out-of-country airport will be reimbursed at the applicable out-of-province/out-of-country rate regardless of where the meal is consumed. 

Meals on Flight

Meals purchased on a flight to or from an out-of-province location/out-of-country location will be reimbursed at the applicable out-of-province/out-of-country rate regardless of where the meal is consumed.

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.

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Section 602-1: Vehicles and Car Allowances for Senior Officials

Date Issued: 12/09/1986

Revision Date: 16/03/2018

Policy

To provide guidelines for the compensation of senior officials for the operating costs of a leased or privately owned vehicle used on government business.

Schedules of Allowances

Effective January 1, 1998

Group 1

Deputy Ministers, Equivalents:

• Leased CVA vehicles, or
• Monthly allowance of $350

Group 2

Associate and Assistant Deputy ministers and Equivalents:

• Monthly allowance of $175
• Individuals receiving, as of December 31, 1997, a monthly allowance of $100 in accordance with the previous policy by who no longer hold a Group 2 position, will continue to receive this allowance for as long as they remain in their current position

Group 3

Executive Directors:

• Monthly allowance of $75

Approval

Group 1 & 2

The approval of compensation for senior officials in Groups 1 and 2 is determined by the Deputy Minister to the Premier.

Group 3

The approval of compensation for senior officials in Group 3 will only be considered upon receipt of a recommendation from the permanent head to the Deputy Minister to the Premier.

Note: All individuals receiving a monthly allowance are ineligible for personal reimbursement for any mileage expenses; they may utilize a CVA pool vehicle for out-of-town business travel if they desire. An individual receiving a monthly allowance that is unable to make use of a CVA pool vehicle for out-of-town business travel may receive personal reimbursement of mileage expenses if prior approval is received at the requisite level.

Group 1 requires approval by the Deputy Minister to the Premier or delegate. Groups 2 and 3 require approval by their Deputy Minister with no delegation.

Approval for personal reimbursement of mileage expenses should be requested only in exceptional situations where compelling circumstances warrant a departure from this policy.

Authority

Treasury Board Minute #1884

FAM #4305 Vehicle Policy for Senior Officials

Inquiries

For inquiries, please contact the Human Resource Service Centre. 

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Section 603-2: Payments Due Estates

Date Issued: 12/09/1986

Revision Date: 15/04/2005

Policy

All payments owing to a deceased person shall be made payable to the estate of that person so that it can be dealt with as part of the estate assets by the legal representative of the deceased individual. 

Payments

Consist of:

• Any Amounts due under provisions of the Public Service Regulations  
• The amount of salary for the month in which death occurs

Deductions

CUPE

 No deductions from amounts owing the estate shall be made in respect of over-expended vacation and sick leave.

All Others

No deductions from amounts owing the estate shall be made for over-expended sick leave and vacation leave.

Authority

PS Regs Part 5, Section 65. 1;

SGEU Article 17;

CUPE Local 600-3, Article 17.09

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 605: Requesting Supplements for SGEU & CUPE 600 for Recruitment and Retention Purposes

Date Issued: 01/12/1999

Revision Date: 13/07/2006

Purpose

To enhance the employer’s ability to attract and retain the employees required to deliver its programs and services.

 2. Compensation reviews the request and, if there is concurrence that recruitment/retention issues may be tied to salary, then compensation designs and conducts a survey of the applicable external market. Staffing and departmental resources provide input to the determination of the appropriate external market (i.e. with whom do we compete for resources?).

3. If the review determines the need for a supplement, Compensation shall determine what salary would be considered competitive. This information, including related cost implications, will be communicated to the department(s).

Authority

SGEU Collective bargaining Agreement 14.1.6 (SGEU Employees)

Article 22.02 (d) of the CUPE 600-3 Collective Bargaining Agreement

Inquiries

For inquiries, please contact the Human Resource Service Centre.

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Section 606: Retention Payments for Select Locations and Occupations

Date Issued: 01/03/2013

Purpose

To provide a mechanism to assist in the recruitment and retention of employees in geographic areas where there are difficulties recruiting and retaining employees.

Application

This policy applies to employees covered under the PS/GE collective agreement in all workplaces of Executive Government.

Policy

Where it can be demonstrated that there is, or will be, difficulty recruiting and retaining employees in a definable location and occupation/level, retention payments may be available.

Definition

Service Requirement Period

An established timeframe up to 12 months in length that has been approved by the Compensation Branch whereby an employee may be eligible to receive retention payments. Typically, the Service Requirement Period will be aligned with the term of employment for term employees, or season of employment for Labour Service employees.

Policy/Guidelines Areas

Eligibility

To be eligible for retention payments: 

•  The employee must be headquartered in the geographic location and in an occupation/level where there are difficulties recruiting and retaining employees
• The employee must be employed in the geographic location and occupation/level identified above on the last day of the Service Requirement Period or at the end of the approved payment period.

Rationale

Consideration for a retention payment will be made when two or more of the following conditions exist:

• Salary lags local markets
• There are challenges recruiting and retaining employees in the specific geographic location and occupation/level.
• There are anticipated pressures (eg. economic activity) that will impact the ability to recruit and retain employees.
• Other challenges exist that negatively impact recruitment and retention of employees (eg. challenges in affordable housing, increased cost of living, operational changes, etc.)

Amount of Payment

• The compensation Branch will determine the amount of the payment on the basis of the rationale and supporting evidence.
• The amount of the retention payment will be expressed as a percentage of regular earnings earned in the Service Requirement Period. Regular earnings mean regular salary and do not include any other payments; eg. overtime payments, vacation pay, shift differential, weekend differential, special bonuses, or allowances.
• Once payment has been made, there shall be no further recalculations to factor in retroactive wage adjustments.

Frequency of Payment

Retention payments will be made as a lump sum payment at the end of the Service Requirement Period. Compensation Branch may approve payments on a more frequent basis; eg. mid-season, mid-term, quarterly, semi-annually.

Treatment of Payment