SCRC and its
partners are conducting an investigation into the Minister of
Employment and Social Development office.
Mostly we are
looking for information that will lead to the prosecution of the
individuals responsible for the backlog of appeals going to the
Social Security tribunal of Canada from the Chatham Ontario Canada
office.
The investigation
will begin with investigating the Travel, Meal and Hospitality
Expenses Directive. This investigation will find if taxpayer dollars
are used prudently and responsibly with a focus on accountability and
transparency as defined in the Directive.
The scope of the
investigation will include that all plans for travel, meals,
accommodation and hospitality are necessary and economical. Public
Disclosure of Expenses as set out in the Directive are being
followed. Hospitality rules are being followed regarding agency/
organization / consultants and contractors. Approvals for hospitality
including the service of alcohol are followed in the Directive.
We will investigate
if authorized expenses during the course of government business are
legitimate and that best practices as set out in the Directive are
being followed.
Best practices are
in place, including:
- Prior approval to
incur expenses is obtained.
- Other options for
meetings are always considered before travel is approved,
including audio or
video conferencing.
- Corporate travel
cards are used for authorized business travel and business
related expenses.
- The government’s
vendors of record for travel-related services are used
whenever possible.
3.0 MANDATORY
REQUIREMENTS – GENERAL
Alcohol cannot be
claimed and will not be reimbursed as part of a travel or meal
expense.
Hospitality is
provided only when the event involves people from outside the
government.
Functions involving only people who work for the government (all
those covered by
this Directive) are not considered hospitality functions.
Expenses for a group
can only be claimed by the most senior person present –
expenses cannot be
claimed by an individual that are incurred by his/her approver
(e.g., a director
cannot submit his/her ADM’s claim for lunch even if they were at
the
same event).
Information about
expenses must be posted on the appropriate public websites for
the following:
- designated senior
managers in ministries (see the public disclosure website);
- designated persons
prescribed by regulation under the Public Sector Expenses
Review Act, 2009;
and
- designated persons
in designated classified agencies.
Good record-keeping
practices must be maintained for verification and audit
purposes.
Approvers must
provide approval only for expenses that were necessarily incurred in
the
performance of
ministry or agency/organization business; provide approval only for
claims that include all appropriate documentation (e.g., original
itemized receipts); not approve their own expenses.
Approvers are
accountable for their decisions, and be able to stand up to scrutiny
by the auditors and members of the public, be properly explained and
documented, fair and equitable, reasonable and appropriate.
Agencies/organizations
will use their own websites for public disclosure.
Requests for
international travel must include prior written approval ; ministry
and Commission public body employees should complete the Request for
Approval for International Travel form; acknowledgement that all
appropriate approvals are in place; written rationale demonstrating
critical value of travel for government/organizational priorities and
interests, and details how the travel will produce a benefit for the
province; documentation showing detailed itemization of anticipated
expenses (note that the lowest cost and most reasonable method of
travel must be used)
Air travel is
permitted if it is the most practical and economical way to travel.
Economy (coach) class is the standard option for ticket purchase.
When road
transportation is the most practical, economical way to travel, the
order of
preference is;
government vehicle, rental vehicle, personal vehicle, if it is more
economical than a rental vehicle.
Government vehicles
may be used only for government business. You can have a passenger in
a government vehicle only if the passenger’s travel is related to
government business.
When renting a
vehicle, a compact model or its equivalent is required. Any
exceptions must be:
- documented and
approved prior to the rental if possible; and
- guided by the
principle that the rental vehicle is the most economical and
practical size,
taking into account the business purpose, number of occupants
and safety
(including weather) considerations.
Luxury and sports
vehicles are prohibited.
Lower cost options,
such as audio or video conferencing should be considered.
Local public
transportation including hotel/airport shuttles should be used
wherever
possible.
There will be no
reimbursement for hotel suites, executive floors or concierge levels
when travelling.
Reimbursement will be made for single accommodation in a standard
room.
If travelling on
business for five consecutive days or more, reimbursement is allowed
within reasonable
limits for expenses such as:
- laundry
- dry cleaning
- hotel valet
services (e.g., shirt pressing, suit steaming, shoe polishing, etc.)
Itemized receipts
are required.
You will not be
reimbursed for personal or recreational items (e.g., the toothbrush
you forgot to bring
from home, pay-per-view, or items from the mini-bar).
Wherever possible,
you are expected to use the least expensive means of
communication, use
audio or video conferencing whenever possible, as an alternative to
travel.
Reasonable and
appropriate meal expenses may be reimbursed when you are on
government business and are away from the office area (i.e., at least
24 km) over a normal meal period; or have prior approval for the
expense (e.g., a business meeting within the office area that must
occur over lunch)
Original, itemized
receipts are required and reimbursement must not exceed the actual
amount spent.
Reimbursement will
not be provided for meals consumed at home or included in the cost of
transportation, accommodation, seminars or conferences. If you travel
as a regular part of your job, your meals will not normally be
reimbursed unless you have obtained prior approval.
Expenses that do not
fit the definition of government hospitality will not be reimbursed.
Examples of such
expenses would be: office social events, retirement parties and
holiday lunches.
Consultants and
other contractors will not be reimbursed for any hospitality,
incidental or food
expenses, including: Meals, snacks and beverages, Gratuities, Laundry
or dry cleaning, Valet services, Dependant care, Home management,
Personal telephone calls
Travel arrangements
should be made by calling HRG Canada at Tel. 1 866 855 4155.
The requirement to
post expense information resulting from these designations applies
in respect of
expenses incurred on or after January 1, 2015. Expense information
must
be posted beginning
April 1, 2015. Ministries must determine where to post expense
information for classified agencies that is easily accessible to the
public.
Use the “Contact
us” form to help us investigate this Directive and administrate
justice to those individuals that abuse any of the above Directives.
Source: Management
Board of Cabinet
Amended: November,
2014
Policy and Agency
Coordination Branch
Corporate Policy and
Agency Governance and Open Government Division
Treasury Board
Secretariat
This order deals with investigating the following
Travel & Hospitality Expense Reports for ESDC Senior Level
employees
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Ballagh, Margot -
Vice-Chairperson *
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Butt, Alia - Acting Corporate
Secretary *
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De Civita, Paul - Acting
Executive Director *
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De Civita, Paul - Acting
Executive Director *
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De Civita, Paul - Acting
Executive Director *
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De Civita, Paul - Acting
Executive Director *
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Edwards, Peter - Acting
Corporate Secretary *
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Fisher, Cheryl - Corporate
Secretary *
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Fraher, Kate - Executive
Director *
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Glover, Barbara - Acting
Assistant Deputy Minister *
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Glover, Barbara - Acting
Assistant Deputy Minister *
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Groen, Clieff - Acting Assistant
Deputy Minister *
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La Salle, Dominique - Acting
Senior Assistant Deputy Minister *
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Lepage, Claude - Acting Chief
Audit Executive *
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Murphy-Walsh, Elizabeth - Acting
Chief Audit Executive *
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Swol, David - Acting Assistant
Deputy Minister *
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Townsend, Thomas - Executive
Director *
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Watling, Judy - Acting Executive
Director *
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Watling, Judy - Acting Executive
Director *
http://disclosure.esdc.gc.ca/dp-pd/prsnlcdn-eng.jsp?site=1§ion=1&bullet=2&division=1
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Watling, Judy - Acting Executive
Director *
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Watling, Judy - Acting Executive
Director *
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Zommo,
Mostafa - Acting Chief Information Officer
* = No expenses reported to date
Source: http://disclosure.esdc.gc.ca/dp-pd/prsnlcdn-eng.jsp?bullet=2&division=1&fbc=Y§ion=1&site=1
Use the “Contact
us” form to help us investigate this Directive and administrate
justice to those individuals that abuse any of the above Directives.
