Accountability
Special Advisor on Agencies Report
The government has accepted the recommendations made by Rita Burak, Special Advisor on Agencies, in her report for the government on agencies. The report was presented to the Minister of Government Services on December 20th, 2010. Greater efficiencies, service levels and accountability will result from the implementation of these recommendations.
Read the news release announcing the government’s plans to increase efficiency and cost-effectiveness of Ontario’s agencies.
Highlights of Travel, Meal and Hospitality Expenses Directive
The Travel, Meal and Hospitality Expenses Directive (PDF) sets out the rules for claiming reimbursement for work-related travel, meal and hospitality expenses.
Who is covered by this Directive?
- Ministries and their employees and consultants/contractors
- Classified agencies and their employees, appointees and consultants/contractors
- Organizations (public entities), and designated individuals prescribed by regulation under the Public Sector Expenses Review Act, 2009.
What you need to know
- Prior written approval is required for:
- International travel; and
- Service of alcohol at hospitality events.
- Get appropriate approvals before incurring any expenses.
- Make sure that travel is necessary and economical – other options must be considered (e.g. teleconferences and video conferencing).
- Use approved travel suppliers for booking travel (e.g., OPS vendor of record suppliers for travel arrangements, rental vehicles, accommodation, etc.).
- If you are eligible to use a corporate travel card, use it wherever possible to cover your expenses.
- Submit original, itemized receipts with all claims - credit card slips are not sufficient.
- Submit claims by the end of the quarter following the quarter in which expenses were incurred (e.g., expense on Dec 7 (Q3), claim submitted by Mar 31 (end Q4)).
- Do not claim alcohol as part of any travel or meal expense – it’s not allowed and it won’t be reimbursed.
- Take the online training – it’s mandatory for individuals submitting or approving claims. All organizations have access to the e-learning tutorial.
- Refer to the Travel, Meal and Hospitality Expenses Directive for the complete rules.
Travel
Make sure you have all appropriate approvals before making any travel arrangements. Know who should approve the travel request – it is dependent on where you want to travel (e.g. within Canada or outside North America), and the type of organization (e.g. ministry or agency/organization).
International Travel
Prior written approval is required for any international travel (i.e., travel outside North America):
- In ministries: Secretary of the Cabinet is authorized to approve these requests
- In agencies/organizations: ministers are authorized to approve these requests, or the Secretary of Cabinet (for employees and consultants/contractors in Commission public bodies; agencies designated by regulation under the Public Service of Ontario Act).
For some agencies/organizations, the requirement to travel internationally may be considered integral to their business. To ensure that the approvals process does not have an undue negative effect on the ability of the agency/organization to conduct business, these agencies/organizations may have the opportunity to request special status that would allow the chair to approve international travel.
Only Treasury Board/Management Board of Cabinet may grant this status.
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Travel by Airplane or Train Travel by plane or train is permitted if it is the most practical and economical way to travel. |
Accommodation Reimbursement will be made for single accommodation in a standard room. |
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Travel by Car
If you travel frequently as part of your job, arrangements should be made when you are hired. |
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Rental Car When renting a car for government business, always choose the smallest size that fits the number of people travelling, business task, and weather conditions.
Agencies/organizations have their own rules for car rentals. |
Personal Vehicle Use of a personal vehicle must be discussed in advance. The government will assume no financial responsibility for the use of your own vehicle other than paying the kilometric rate. Rates are in the directive. If you are a member of a bargaining unit, check your collective agreement for appropriate rates. |
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Other Travel Expenses Expenses such as business calls and internet access may be reimbursed, however; the expenses must be necessary and appropriate. |
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Meals Reasonable and appropriate meal expenses may be reimbursed. You may incur a meal expense when you:
Reimbursement is for restaurant/prepared food only. (Reimbursement for groceries must have prior approval.) |
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Hospitality and the Service of Alcohol Hospitality is the provision of food, beverage, accommodation, transportation and other amenities at public expense to people who are not engaged in work for the government of Ontario (ministries and agencies/organizations). This means that functions involving only people who work for the government of Ontario are not considered hospitality functions. |
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