Effective: January 29, 2018
Applicable FAM Policies: 760 - Travel
Applicability: GNWT Departments and Public Agencies

INTERPRETATION

It is not always appropriate or reasonable to expect 3^rd party travelers on Government business to pay their own travel expenses and be reimbursed later.

The preferred method is to provide a contribution to a responsible party and have them make their own travel arrangements as there is limited ability for the Government to recover cash that may be lost or misspent by nonemployees.

When arrangements are made by Government a corporate credit card should be used to pay for the primary transportation and accommodation expenses for non-employee travel. Primary transportation includes scheduled and chartered aircraft passage. Primary accommodation that includes any meals must be offset from any entitlement for per diems (i.e free breakfast), subject to any dietary restrictions. Vehicle rentals for non-employees should be done on a reimbursement basis as they are required to arrange their own insurance coverage.

Whether a traveler agrees to pay travel expenses and be reimbursed later, or expenses are paid directly by the Government, reimbursement rates, approvals, and payments must comply with IB 760.03.

Before traveling, every non-employee duty traveler shall be given a list of allowable expenses and per diem rates, along with applicable information on documentation required for reimbursement, from IB 760.03.

It is appropriate and reasonable to expect GNWT service contractors to pay for their own travel expenses and recover costs as part of their contract. See IB 705.05