HPZ team members may travel on occasion to meet with current or prospective customers and vendors, meet with other HPZ members, participate in off-site professional learning, or attend industry-related conferences. As a public representative of HPZ in these travels, we value your time and efforts in helping HPZ to continually improve and look forward to learning from your observations, research, and expertise.

Due to the personal nature of bookings and registrations, all expenses related to travel for HPZ business are to be paid by the employee using cash or a personal credit card. Reasonable expenses will be reimbursed to you within two weeks of the submission of the necessary documentation and approval from your supervisor. The following guidelines outline allowable travel-related expenses and describe the documentation required by HPZ and the Canada Revenue Agency for reimbursement. Exceptions may apply with pre-approval in writing from your supervisor.

If you have any questions, please discuss them with your supervisor or Carol Miron before making a booking.

Travel Expense Guidelines

Within 30 days of the conclusion of your trip, complete your HPZ Travel Expense Report and submit it with all supporting documentation. For purchases made in a foreign currency with your credit card, a copy of the corresponding credit card statement showing your name and the applicable CAD charges is required. For purchases made in a foreign currency using cash, the Bank of Canada Daily Exchange Rate on the date of purchase will be used to convert the funds to CAD.

MEALS

• Expenses may include: breakfast, lunch, snack, dinner during your trip

• There are two methods for documentation. One of these methods must be used for the entirety of a particular trip.
  

  • Simple Method, receipts not required

    • Allowance of up to 3 meals a day

    • Allowance of $23 per meal or $69 per diem, for 2026

    • For meals on a trip in the US, allowance of $23 USD per meal or $69 USD per diem

  • Detailed Method, receipts required

    • Log of meal expenses with corresponding receipts

GROUND TRANSPORTATION

• Expenses may include: vehicle rental and fuel purchases, taxi or ride-sharing fares, bus and train tickets, mass transit fares, parking fees, toll charges, mileage for use of your personal vehicle (no fuel purchases)

• Receipts required for purchases

• Vehicle rentals should be cancellable at no charge, up to time of pickup

• 2026 reimbursement rate for mileage is $0.73 per km for the first 5000 km, $0.67 per km thereafter

  • Rates are announced yearly by the Canada Revenue Agency, https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/payroll/benefits-allowances/automobile/automobile-motor-vehicle-allowances/automobile-allowance-rates.html

  • Submission of a Mileage Report is required. This can be done using HPZ’s Excel template or the Driversnote app.

  • For off-site training, mileage allowance applies only if the training facility is more than 50 km from your regular work site.

  • Mileage allowance can be claimed for work-related trips that begin and end at your workplace for that day.

    • Examples of work-related trips:

      • Meeting with a current or prospective HPZ customer or vendor

      • Collecting supplies or delivery of items

    • Travel from home to work, or vice versa, that includes an intermediate stop for work-related tasks is not eligible for mileage reimbursement by the Canada Revenue Agency.​

REGISTRATION FEES

• Receipts required for purchases​

HOTEL ACCOMMODATIONS

• Expenses may include: room rate, resort fees, parking fees, on-site meals

• Required cancelation policy maximum: no charge if cancelled at least 3 days before arrival

• Receipts required for purchases

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FLIGHTS

• As plans may change, only Refundable Economy fares are allowed

• Reasonable efforts and timely booking should be used to obtain the lowest airfare to meet business needs

• Receipts required for purchases

• ​Boarding passes required for expense claim approval

TRAVEL OUTSIDE CANADA

It is your responsibility to ensure that

• you have the necessary and valid travel documents (i.e., passport or visa)

• you meet all travel restriction entry requirements for your destination and your return to Canada