CUASA Travel Policy
Adopted on November 16, 2023
Amended on February 12, 2026
Approval Authority: CUASA Council
Overview
CUASA is committed to ensuring that travel related to union work is accessible, safe, and inclusive.
Members or employees requiring accommodations related to disability, health, caregiving responsibilities, or personal safety are encouraged to contact the President or the Executive Director in advance so that reasonable arrangements can be made.
CUASA Administrative Processes for Travel
Advanced Approval for Travel
Your travel on behalf of CUASA must be authorized in advance with the signature of President or the Executive Director. Travel requests below $1,000.00 must be approved by the Steering Committee; travel requests in excess of $1,000.00 must be approved by Council. Such approvals are required before the Travel Request Form will be signed by the President or the Executive Director.
The CUASA Travel Request Form can be found here.
Claiming Travel Expenses from CUASA
The fundamental principle underlying these guidelines is that people should not be out of pocket for necessary expenses incurred while on CUASA business, providing such expenses are reasonable. CUASA will not be responsible for undue charges. A list of Potential Expenses is found below.
CUASA will pay for return transportation (including airport transfers, taxi, or public transit fares, parking), hotel accommodation, and necessary meals following current National Joint Council Rates (listed below). Members are strongly encouraged to use unionized air carriers and hotels, unless there is no other option available.
In an effort to reduce carbon emissions that contribute to climate change, members should book direct flights and flights on fuel-efficient planes whenever possible. Members travelling to locations within 300 kilometers of Ottawa are encouraged to use available rail, bus, public transportation, or carpooling options.
In all cases, receipts are required for expense claims made while travelling for CUASA business. All receipts must be attached to the CUASA Expense Report Template and submitted to the Executive Director.
Payment of expenses is contingent upon full attendance at the authorized meeting, submission of receipts, and authorization by the President, Treasurer, or Executive Director for reimbursement of the expenses incurred.
Potential Expenses
Train
Economy class fares should normally be booked. Business class fares may be used with prior approval from the President or the Executive Director. When business class is used and a meal is included in the fare, the cost of that meal will not be reimbursed separately under the meals section. Where promotional fares are available at the time of booking, such as VIA Rail sales, these should be used. The cost of the lowest available seat selection fee offered will also be reimbursed.
Air
Choose the least expensive airfare available. Arrangements should be made as early as possible to benefit from possible “early booking” discounts. In no case will CUASA pay more than the regular economy fare, or the lowest fare available. The cost of the lowest available seat selection fee will also be reimbursed.
Car
Please consult with the CUASA Office regarding the use of a personal car or a rental car, where appropriate. Prior approval from the President or the Executive Director is required for personal car or rental car use. If the use of a personal vehicle is approved, mileage will be reimbursed at the per-kilometre rate prescribed by the Canada Revenue Agency. As of January 1, 2026, the CRA prescribed rate is $0.73 per kilometre.
Parking
Parking expenses may be reimbursed where necessary. Reimbursement requires submission of an original receipt or, where a receipt is not issued, acceptable proof of payment, including a credit card charge.
Public Transit/Taxi/Ride Share
Use public transit when efficient and safe to do so. Taxi or ride share charges are allowable where necessary for reasons of efficiency, safety, accessibility, or scheduling constraints.
Meals
Reimbursements for meals is based on actual expenses incurred and requires submission of original receipts for each individual meal. Reimbursement will not exceed the applicable meal rates prescribed by the National Joint Council. While the National Joint Council may update its rates throughout the year, CUASA updates and applies meal reimbursement rates once annually, effective July 1.
As of July 1, 2025, current rates are:
- Breakfast $28.40
- Lunch $27.40
- Dinner $57.70
Meals are sometimes provided at conferences or workshops or included with accommodations. Reimbursement will only be made for meals that were not provided as part of the event or accommodation.
Hotels/Other Accommodations
Where possible, accommodations should be booked early using the lower conference rates arranged by CAUT, OCUFA, or other event organizers. Original receipts are required for reimbursement.
In hotel accommodations are not available or suitable, alternative arrangements, such as short-term rentals, require prior approval from the President or the Executive Director before booking.
Incidentals
Incidental expenses are minor, necessary out-of-pocket costs incurred at the travel destination as a direct result of authorized union travel and not otherwise reimbursed. Incidental expenses are reimbursed based on actual costs incurred, supported by original receipts, up to the applicable National Joint Council incidental rate.
As of July 1, 2025, the current incidental rate is $17.30 per day.
Examples of reimbursable incidental expenses may include tips, bottled water, hotel Wi-Fi fees, local transit passes, and small work-related supplies.
Incidental expenses do not include personal or discretionary costs, including in-room entertainment, mini-bar purchases, alcohol, personal entertainment, pet care, childcare, household services, etc.
Travel Paid by OCUFA
For workshops and meetings sponsored by OCUFA, travel arrangements need to be made through their travel agent and the agent, in turn, will bill OCUFA directly.
For accommodation at OCUFA events, please make arrangements through OCUFA’s Administrative Assistant, Lisa Alexis ([email protected]); the hotel will invoice OCUFA directly.
For other expenses incurred (i.e. mileage, parking), calculations will be based on the rate at which OCUFA reimburses. Check with Lisa for the current mileage rate. Send receipts to Lisa Alexis along with a completed OCUFA Expense Claim form for reimbursement.
Any travel to OCUFA-sponsored events not paid for by OCUFA will require pre-approval from CUASA in accordance with this policy, using the Travel Request Form linked above.
Travel Paid by CAUT
CAUT Council
CAUT pays for one Delegate’s travel (car/VIA/flight) for each affiliated local per CAUT Council meeting. The travel claim form is part of the Council package and can also be found on the CAUT website. There are two Council meetings per year, one in November and one in April. Normally CUASA’s delegate is the External Relations Officer. The President will normally attend the two CAUT Council meetings as the Alternate Delegate.
Given that CAUT Council meetings are usually in Ottawa, there is no need to claim travel or accommodations from CAUT, with the possible exception of transit or mileage to reach the venue. Such claims should be made to CAUT using the travel claim form as part of the Council package.
CAUT Committees
If you have been elected to a CAUT Committee, all your meeting-related expenses will be paid by CAUT according to their policies. Expense claim forms are provided on their website, at the committee meeting or in the agenda package.
CAUT Workshops or Conferences
With pre-approval, CUASA will pay expenses for attendance at CAUT Workshops or Conferences unless you are an organizer. If you are an organizer, you are likely a member of a CAUT Committee in which case CAUT will cover your expenses.
Any travel to CAUT-sponsored events not paid for by CAUT will require pre-approval from CUASA in accordance with this policy, using the Travel Request Form linked above.
Reporting
Per CUASA Bylaw 19, members serving as CUASA delegates to Affiliated Organizations shall be required to:
- Submit a brief written report to the President following meetings of the affiliate to which they are a delegate; and,
- Where practical, consult in advance with Council regarding significant issues to be raised at meetings.
Members sponsored by the Association to attend conferences shall submit a written report to Council following the conference.
