Travel Directives

Excerpts from the terms and conditions of payment of CIDA contracts are provided below, according to the Treasury Board Travel Directive. If these excerpts differ from the terms and conditions of payment of official contracts, the latter will take precedence over the excerpts below.

CIDA will reimburse travel expenses incurred by the Consultant/the Organization under the project as follows:

1.2.1 In accordance with the provisions of the Treasury Board Travel Directive (the Directive) and the Special Travel Authorities, which take precedence over the Directive:

1. the cost of commercial transportation based on the lowest available fares, using the most direct routing and, whenever possible, the services of Canadian carriers. The Consultant/the Organization shall endeavour to obtain the lowest possible airfare, such as by booking the reservation as soon as possible. The standard for air travel is economy class, including APEX, charters and other reduced or discounted fares. CIDA will reimburse the Consultant/the Organization the lowest airfare available at the time of reservation, but never more than the maximum of a full-fare economy airfare. CIDA will limit the reimbursement of plane tickets to the lowest fare available at the time of reservation even when the Consultant/the Organization chooses not to use this fare. The Consultant/the Organization must be able to demonstrate with proper supporting documentation deemed satisfactory to CIDA, the lowest fare available at the time of reservation. The cost of necessary changes or cancellations to flights is considered a legitimate reimbursable expense of the project and the circumstances surrounding these changes shall be documented in the Consultant/the Organization's project file.
   
   
2. the cost of meals, incidentals and private vehicle usage, in accordance with the meal, incidental, and private vehicle allowances specified in Appendices B, C and D of the Treasury Board Travel Directive.
   
   
3. the cost of registration, photographs, and courier services related to obtaining a visa.
   
   
4. the actual and reasonable cost of a single room in commercial accommodation or, when private non-commercial accommodation is used, the rate for such accommodation, in accordance with the provisions of clause 7.8 of the Special Travel Authorities and Appendix D of the Directive.
   
   
5. all other actual and reasonable costs deemed legitimate project expenses, in accordance with the provisions of the Directive referring to "travellers" rather than to "employees".

1.2.2 A daily allowance equivalent to the per diem fee specified in paragraph 1.1 for each day in travel status. The number of days allowed for travelling shall be determined and approved by CIDA on the basis of the points of origin and destination.

Terms of Payment

• CIDA will refund the consultant, no more than once a month, travel costs incurred by the consultant during the previous month.
• No payment shall be made to the consultant until CIDA receives:
  • a detailed invoice reporting travel costs during the previous month.
  • an invoice outlining the expenses incurred during the previous month, including any information supporting these expenses.

Note: Travel costs and per diems may be on the same invoice.