Travel Road Map

Travel Request Authorization

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All Travel Requests must follow the procedure related to the Travel, Hospitality, Conference and Event Expenditures (THCEE).

Create a Travel Request in myEMS
ESDC, Service Canada and Labour Program employees must submit Travel Requests through myEMS(SAP).

To view the procedure on how to create your Travel Request, click here
For the SAP Travel Management Training, refer to “Step 1 of the Roadmap - First Time Traveller” section.

Enter all estimated travel expenses as well as comments for your approver.

Approval of the Travel Request
Effective October 30, 2017, all domestic travel requests will be routed to the manager with Section 32 pre-approval authority for the cost centre entered in the Travel Request for approval.

The only exception is if a Blanket Travel Authority (BTA) has been applied. If the box for “BTA Applied” is checked and it is within compliance of its restrictions, then the Travel Request will be approved automatically.

Note that Travel Requests MUST be approved (authorized) in myEMS (SAP) prior to any travel taking place.

Travel Authorization Number (TAN)
If a Travel Authorization Number (TAN) is required (prepaid airfare or rail transportation), the traveller must check the box “TAN Required” in the Travel Request and it will be provided via an email notification once the Travel Request has been approved.

Cancellation of an Approved Travel Request

To cancel a Travel Request (without a TAN), open a ticket in the Gateway for Travel Support.
To cancel a Travel Request (with a TAN), complete an Expense Report for the amount of the airfare and/or train fare and HRG / GBT service fees only. If no reservations were made with HRG / GBT, enter $0.00 under the expense type "HRG / GBT Service Fees".
Please ensure the box for meals and incidentals is UNCHECKED or the traveller will be reimbursed for them.

Individual Designated Travel Card (IDTC) and Travel Advances

The Individual Designated Travel Card (IDTC) is the Department's preferred method of payment for travel-related expenses incurred while on authorized government travel status. If an employee does not have an IDTC, a travel advance may be requested. The maximum amount payable as a travel advance is 80% of the non-prepaid estimated costs. Advance payments will only be released within 10 calendar days of departure.

Non Public Servants (NPS)
Travellers not employed by ESDC, Service Canada or Labour Program (Consultants, Board of Referees members, Review Tribunal members, etc.) must submit a Travel Request (FIN5030 (opens new window)) along with their Travel Expense Claim (FIN5031 (opens new window)) through the Gateway for Travel Support for processing.