PSAC Sixteenth Triennial Convention
Convention travel
All delegates attending the Convention must complete the registration form prior to making hotel and travel arrangements.Method of travel
Travel to the Sixteenth PSAC National Triennial Convention will be arranged by our travel agents by the most economical means available based on the departure point.
- For delegates travelling more than 300 km (one way) the “normal mode of transportation” means by air.
- For delegates travelling less than 300 km (one way), who do not have rail access, the “normal mode of transportation” means by bus or car.
- For delegates travelling less than 300 km (one way) who have rail access, the “normal mode of transportation” means by train.
Travel to Ottawa
Delegates are entitled to travel to Convention on Saturday, April 28, 2012, in order to arrive in Ottawa by 10:00 p.m. (Eastern Standard Time (EST)). The PSAC will pay for accommodations as of Saturday, April 28, 2012.
It is expected that most delegates will be able to travel and arrive on Saturday and as such no leave without pay (LWOP) will be paid for Friday, April 27, 2012. All deviations to these guidelines will require prior approval. Please contact Gaëlle Félix, Convention, Conferences and Project Officer with your request for pre-approval of LWOP.
If Component meetings require earlier or later travel, the Components will be responsible for the extra costs. The PSAC will reimburse delegates as though they had travelled for Convention purposes only.
Travel from Ottawa
Delegates will be scheduled to return home on Friday, May 4, 2012. However, delegates will not be scheduled to travel out of Ottawa before 2:30 p.m. Accommodations for Friday, May 4 will not be paid to any delegate who would normally be required to travel on Friday but who has requested to stay over for personal reasons.
Delegates will not be expected to travel out of Ottawa on Friday, May 4 if their flight arrives at their destination airport after 11:45 p.m. The PSAC will pay for accommodations for that evening and delegates will be expected to depart on a morning flight on Saturday, May 5.
Any delegate whose “normal mode of transportation” would have been by air or train and who chose to travel by car to Ottawa will be treated as though they had travelled by air or train. These delegates will be expected to travel out on Friday, or personally assume the additional costs for accommodation, meals, etc.
Ground transportation allowance
A flat rate of $165.00 has been established to cover expenses incurred while travelling to and from the Convention such as:
- To Convention
- Taxi or kilometres* to airport or train station
- Airport shuttle to hotel or taxi from train station
- Ferry
- Parking at the airport or the train station
- From Convention
- Airport shuttle to airport or taxi to train station
- Taxi or kilometres* to home from airport or train station
- Ferry
All receipts will be required if actual costs exceed the Ground Transportation Allowance.
While it is not required for expenditures which fall within the allowance, delegates are encouraged to keep all receipts related to their ground transportation.
PSAC Accounting Staff will calculate actual expenditures and will reimburse accordingly.
Travel arrangements
Starting January 23, 2012, delegates must contact W.E. Travel to make air and train reservations.
The travel agents have been instructed to book “at the lowest discounted rate”. Any delegate choosing to travel by air at a more expensive rate will be responsible for the additional cost. W.E. Travel will bill the PSAC directly for your travel costs up to the approved rates; they will require the delegate to remit directly to the travel agency the balance in excess of these rates.
When you complete your travel arrangements, please bear in mind that in the case of “travel at the lowest rate” there are restrictions regarding changes to travel plans once the ticket has been issued. The travel agent will be able to advise you of the restrictions particular to your ticket and the deadline for issuance of the ticket. In accordance with the PSAC Travel Policy on Conferences and Conventions, “Any penalty costs incurred as a result of changes or cancellations made by the participant after tickets are issued will be the responsibility of the participant, except in cases where penalty costs are the result of unusual circumstances or emergency situations beyond the control of the participant”.
Delegates may not purchase their own air or rail transportation without prior approval which must be obtained through the Convention, Conferences and Project Officer. Should approval be granted, the reimbursement will not exceed the actual cost to a maximum of the most economical fare that the PSAC would have obtained and delegates must submit proof of payment for air or rail travel.
A) Delegates whose “normal mode of transportation” is by air (i.e. more than 300 km one way) and choose to travel by train or car:
Delegates choosing to travel by train will be reimbursed the actual cost of travel, up to the most economical airfare, plus the $165.00 Ground Transportation Allowance.
Delegates choosing to travel by car will be reimbursed per kilometre at the applicable PSAC rate up to the equivalent of the most economical airfare cost - plus the $165.00 Ground Transportation Allowance. Self-Parking at the hotel is included in the Ground Transportation Allowance. There will be no further allowance made specifically for parking at the hotel.
Any delegate whose “normal mode of transportation” is by air and who chooses to travel by private vehicle or train will be entitled to claim expenses and loss of salary only for that period of absence that would have been necessary had air travel been used.
B) Delegates whose “normal mode of transportation” is by train (less than 300 km one way and who have rail access) and who choose to travel by car:
Delegates whose “normal mode of transportation” is by train but who choose to travel by private vehicle will be reimbursed per kilometre at the applicable PSAC rate up to the cost of the train fare plus $165.00 Ground Transportation Allowance. Self-Parking at the hotel is included in the Ground Transportation Allowance. There will be no further allowance made specifically for parking at the hotel.
Any delegate whose “normal mode of transportation” is by train who chooses to travel by private vehicle will be entitled to claim expenses and loss of salary only for that period of absence that would have been necessary had they travelled by train.
C) Delegates whose “normal mode of transportation” is by car (less than 300 km one way and do not have rail access)
will be reimbursed per kilometre at the applicable PSAC rate plus $165.00 Ground Transportation Allowance. Self-Parking at the hotel is included in the Ground Transportation Allowance.
Date Modified : 2011/10/20
