Directive on Travel, Hospitality, Conference and Event Expenditures (THCEE)

Background

The Treasury Board of Canada Secretariat directive on THCEE governs the management of travel, hospitality, conference and event expenses (basic principles, financial limits, approvals, etc.).
The purpose of the directive is to ensure the appropriate use of public funds.
The directive provides the following guiding principles:

Public scrutiny: Would Canadians agree that the expenditure is necessary for the department to achieve its objectives?
Value for money: Is there a more cost-effective way to achieve departmental objectives?
Accountability: Are effective oversight, accountabilities and controls in place to monitor these expenditures in the department, and are they documented?
Transparency: Is the information released for disclosure accurate and complete?

All Deputy Head (DH) travel requires the approval of the Chief Financial Officer (CFO).
DH travel should follow the spirit of the National Joint Council (NJC) Travel Directive.
Emphasis is put on the importance of considering the most economical and efficient alternatives for travel and associated expenditures.
Business class air travel should be considered only when continuous air travel exceeds nine (9) hours.
DHs’ spouses are not reimbursed for travel expenses as per the Travel Directive.

Hospitality: This consists of the provision of meals, beverages or refreshments during events.

Decisions to offer hospitality should be carefully considered and are necessary based on courtesy, diplomacy, protocol or to facilitate the achievement of the business of the government.
Hospitality provisions are subject to the NJC directives.
Hospitality considerations:

In situations where only public servants are present, hospitality should be provided on an exceptional basis only.
Ministerial approval is required when:

Hospitality costs associated with an event exceed $10K.
Alcoholic beverages or entertainment will be provided.
Food and beverage costs exceed the standard cost per person.
Hospitality will be provided to a person accompanying an event participant.
Hospitality paid by the federal government will be extended at a public servant’s residence.

DHs do not have the authority to present gifts to any partner, foreign visitors, delegations hosted by the department or other.

Conference: consists of an event and refers to a formal gathering, which is usually organized by a third party external to government, where participants debate or are informed of the status of a discipline (e.g. science, technology).

Conference attendance should be directly related to the organization’s mandate and priorities.
Conferences must be managed so that they demonstrate value for money and use the most economical options to minimize and/or reduce such costs whenever possible.

Event: consists of gatherings of individuals (public servants and/or others) engaged in activities other than operational activities of the department (e.g. management and staff retreats, participation in conferences, departmental celebrations).

For the purpose of an event approval, total costs include items such as conference fees, professional services, hospitality and travel costs.
Approval authorities:

Minister: total event costs exceed $50K.
DH: total event costs greater than $25K, up to and including $50K.
Senior departmental manager or delegate: total departmental cost associated with an event that are $25K or less.

Mandatory travel and hospitality disclosures for DH and senior management (ADMs):

Strengthens public sector management by enhancing transparency and oversight of public resources.
Posted within 30 days following the end of the month in which an expense has occurred.

Éric Désautels, Manager of Financial Operations
Email: eric.desautels@canada.ca
Tel.: 613-415-9614