Individual Designated Travel Card (IDTC)

Guidelines on Individual Designated Travel Cards ESDC

Effective date:  November 1, 2018

Table of Contents

  • 1.0 Purpose

    The objective of this guideline is to inform employees and Cost Centre Managers of the advantages, responsibilities and restrictions surrounding the Individual Designated Travel Card (IDTC), in support of Treasury Board Secretariat's Directive on Payments.

  • 2.0 What is the Individual Designated Travel Card?

    The Individual Designated Travel Card (IDTC) is a credit card issued by BMO Mastercard that Government of Canada employees use to pay for travel expenses during authorized government-related travel. Employees, as the named cardholders, are responsible for paying their own travel card balance by the prescribed due date, as per the card statement. 

    The IDTC is the Department's preferred method of payment for government travel expenses as it features significant advantages for both the Department and the traveler.

    • 2.1 Advantages and Insurance Benefits

      Being the preferred method of payment for government-related travel expenses, the IDTC offers numerous advantages, including:

      • A 60-day interest-free payment period
      • Extensive insurance benefits that are superior to most other cards (see insurance benefits section)
      • Volume-based spend rebates for the Government of Canada
      • Reduced travel advance costs for departments
      • Car rental insurance savings due to best-in-class comprehensive coverage
      • No impact on personal credit
      • Accepted at most locations worldwide.
      • 24-hour bilingual support, 365 days a year
      • Cash withdrawal in many international currencies through ATMs worldwide.
      • Departmental monitoring on all cards
      • BMO security monitoring for fraudulent activity
      • No personal implication if third party fraud detected on the card
      • Ability to keep business and personal expenses separate

      Insurance benefits:

      • $500,000 travel accident insurance
      • $500,000 car rental death and dismemberment insurance for cardholder, plus additional $1,000,000 for passengers
      • $2,500 lost or stolen luggage insurance
      • $2,500 unexpected return home insurance
      • $600 flight delay and missed connection insurance
      • $600 baggage delay insurance
      • $600 motel/hotel burglary insurance

      For additional information on the insurance benefits, consult the HRG / GBT Policies of Insurance and Summary of Assistance Services or the HRG / GBT Frequently Asked Questions. If you do not have access to HRG / GBT and would like to have this information, you may contact your Departmental Travel Card Coordinator.

    • 2.2 Who should use an IDTC?

      All indeterminate and determinate (over 6 months) employees required to travel as part of their functions can request an IDTC. As it is the preferred method of payment for authorized government travel expenses, the use of the IDTC is recommended for all eligible traveling employees. The use of the IDTC is mandatory for executives and excluded group employees.

      It is to be noted that an IDTC is department-specific. As such, an IDTC from a previous department will need to be cancelled. A request for a new card should be prepared when the employee starts to travel as part of their new functions.

    • 2.3 Executives and excluded group employees

      As stated in the Directive on Payments, executives and employees from other excluded groups must use the IDTC when on authorized government travel.

      Many executive and excluded-group employees are subject to the public proactive disclosure of their travel expenses. The use of IDTCs limits potential controversies around government executives obtaining benefits or rewards from using personal cards. Executives are typically high-volume travelers and thereby responsible for ensuring that the government of Canada capitalizes on the BMO usage rebate.

      Note that Executives benefit from VIP services through HRG / GBT.

      A definition of excluded group employees can be found here: Directive on Terms and Conditions of Employment for Certain Excluded/Unrepresented Employees

    • 2.4 How to apply for an IDTC

      To apply for an IDTC, follow these instructions:

      • Complete an application online.
      • Enter your TIN and password. (to register for a TIN, refer to the Travel Roadmap)
      • Select "Travel Card" in the upper menu and "Apply for an IDTC".
      • Complete all mandatory (*) fields.
      • Type one of the following in the Region field in the online form:
        • National Headquarter
        • Ontario
        • Quebec
        • Atlantic
        • Western Canada and Territories.
      • Click Submit.
      • If you require assistance with:

      Following your application, an email will be sent to the approver.  This must be the authorized manager with section 34 authorization for the Cost Centre that you identified in the application. The email received by the approver will include the name of the applicant and the Cost Centre in the subject line. This email provides instructions on how the approver should proceed.

      Once the application process for the new BMO travel card is completed and final approval is granted by the Travel Card team, you will receive:

      1. A welcome package with your new BMO travel card, containing information on insurance, terms and conditions and other benefits, along with phone numbers.
      2. Your Personal Identification Number. It will be sent separately by mail to the address you provided on your application.
    • 2.5 Upon reception of your new IDTC

      Once you receive your card, you should review the terms and conditions of the new card and immediately activate it by calling the telephone number found on the sticker on the front of the card. You should then destroy your previous card, if you have one. Your previous card will automatically be cancelled upon activation of your replacement card.

    • 2.6 How to pay for expenses using an IDTC?

      An IDTC is used like a regular credit card. Keep in mind the restrictions mentioned in section 5.0 when using your IDTC.

    • 2.7 Paying your IDTC balance

      There are several payment methods to pay for your IDTC's balance:

      • Payment can be made at most financial institutions, either over the counter, by phone or through Internet banking; or
      • You can pay over the counter at any BMO branch.

      If payment is not received within 60 days of your statement date, it is considered late and delinquency fees will be applied to any charges that have gone past 60 days.

      Note that payments via Internet banking may take a few days to be processed, depending on your financial institution.

      As is standard practice, travelers need to complete an expense report upon their return from travel (how to complete a travel expenses report). Once the traveler's Cost Centre Manager has approved the travel expense claim, the traveler will be reimbursed within a few business days. Travel expense reports may be subject to further financial review on a case-by-case basis.

    • 2.8 Updating the information on your IDTC

      To update the information on your IDTC, please send a change request to HRG / GBT / BMO. You must provide your IDTC number with the details of the changes in order for your file to be updated.

    • 2.9 When to cancel an IDTC?

      Please send your cancelation request to the Departmental Travel Card Coordinator. You must provide your IDTC number, the reason of the cancelation (left the Department or the card is no longer required) and the effective date of the cancelation.

      Here are a few examples of when an IDTC should be cancelled:

      • When an employee leaves the Department, including maternity leave
      • When an employee is on secondment with another department
      • When an employee with an IDTC is not anticipated to be on travel status in the foreseeable future. Even if the card is expired, a request to cancel the card should be sent.

      An IDTC is department-specific. As such, an employee's IDTC should be cancelled when they leave ESDC.

      Timely cancellation of unused IDTCs is important, as it minimises the risk of card loss, theft, or accidental misuse.

    • 2.10 Reactivating an IDTC
      • An IDTC can become:
        • Expired: upon reaching it's an expiration date, like any regular credit card and will not automatically be renewed.
        • Cancelled: if a request for cancellation was filed as explained in section 2.9
        • Inactive: a card can become inactive without notice when it is not used for a significant period of time.
      1. BMO account closed
      2. If an IDTC has been expired, cancelled or inactive over 18 months, the BMO account will be closed. Should a new card be required, the traveler will need to apply for a new IDTC through the regular process (see section 2.4).
      1. Replacement card
      2. If an IDTC has been expired for less than 18 months, or if the traveler no longer has the card in his possession, a replacement card will need to be sent. A delay of approximately 10 business days can be expected for a card replacement.
      1. Card reactivation
      2. If an IDTC has been inactive or cancelled for less than 18 months, and the traveler still has the card in their possession, it can be reactivated within 1-2 business days.

      For information on any of the above-mentioned situations, please contact the Departmental Travel Card Coordinator.

    • 2.11 Resetting your IDTC PIN

      The process to reset the PIN can be done in three steps:

      1. Call the Amex GBT phone number at 1-866-857-3578. Once prompted, select “4” for “BMO Travel Card services.”
      2. Your call will be routed to BMO sub menu and, when prompted, select option “0” for “all other inquiries, including Card PIN resets.”
      3. You will be routed to a BMO call centre agent to be authenticated. Once authenticated, you will be prompted to key in your desired 4-digit PIN.

      Your PIN will automatically be updated and will be required the next time you visit a merchant with a chip enabled terminal. This new 4-digit PIN can then be used for all future transactions.

  • 3.0 Cash withdrawal

    Cash withdrawal is another advantage of using the IDTC. A cardholder can withdraw cash by using their IDTC at an ATM. Cash in many international currencies can be withdrawn, provided the ATM used carries that currency. A Mastercard ATM locator can be found on the HRG / GBT website under the "Quick Links" section.

    Note that cash withdrawals contribute to the IDTC balance, which is required to be paid in full by the statement's due date.

    • 3.1 Proper use of cash withdrawal

      An employee should withdraw cash only for expected government-related travel expenses. Withdrawing cash from an IDTC for personal expenses is considered as incurring a personal gain from a work-related asset, which violates the agreement signed by the employee, and is controversial to the public eye. See IDTC Misuse for additional information.

      Upon financial review, justification for cash withdrawals may be required.

    • 3.2 Cash withdrawal fees

      A fee per transaction will normally be charged to the IDTC holder. This fee is reimbursable by the Department through the travel expense report. The ATM transaction receipt should be kept as proof of the ATM fee and attached to the travel expense report.

    • 3.3 Cash withdrawal limits

      The default maximum cash withdrawal limits are:

      • Daily $500
      • Monthly $1,500

      These limits can be adjusted in exceptional circumstances. If increased withdrawal limits are required, the traveler's Cost Centre Manager should contact the Departmental Travel Card Coordinator.

  • 4.0 IDTC credit limits

    IDTCs are issued to employees with a standard credit limit of $5,000. 

    • 4.1 Credit limit increase

      On occasion, particular travel plans require an increase to the traveler's IDTC credit limit. All requests for IDTC credit limit increases must be approved and justified by the traveler's Cost Centre Manager and sent to the Departmental Travel Card Coordinator. Justifications will be evaluated on a case by case basis. The decision will typically be sent to the Cost Centre Manager and traveler within 2 business days.

      It is the Cost Centre Manager's responsibility to advise the Departmental Travel Card Coordinator when the traveler's IDTC can be reduced back to $5,000. Requests should identify the specific time frame for which the increased IDTC credit limit is required.

    • 4.2 Increases for frequent travelers

      Based on historical information, the Departmental Travel Card Coordinator may decide to permanently increase the IDTC credit limit to a higher value for some specific frequent travelers. Extensive and frequent travel are examples of situations justifying a permanent increase of the IDTC limit.

  • 5.0 Acceptable IDTC usage

    While significantly beneficial for the traveler, there are certain limits to what may be purchased with an IDTC. As stated in the Directive on Payments, and in the User Agreement, the IDTCs are to be used solely for expenses related to government travel and pre-approved hospitality while on travel status.

    • 5.1 Eligible expenses

      To access a detailed listing of eligible expenses on the IDTC, refer to the National Joint Council's Travel Directive.

      Examples of common travel expenses allowed on an IDTC

      • Commercial accommodation
      • Taxi
      • Car rental & gas
      • Meals
      • Airline baggage fees and seat selection fees
      • Incidentals: purchases made with IDTC for incidentals such as toll fees or bottled water in areas without potable water
      • General business expenses such as ATM fees, currency exchange, and home communication
    • 5.2 Misuse

      Expenses incurred for purposes other than government-related travel or pre-approved hospitality while on travel status are considered misuse of the IDTC. Note that an IDTC should only be used by its cardholder.

      Examples of expenses that should not be charged on an IDTC

      • Air fare or train tickets
      • Personal expenses not related to the travel
      • Expenses incurred while the employee is not on travel status
      • Relocation expenses
      • Non-travel expenses while working in an Isolated Post
      • Goods from liquor vendors
      • Streaming services such as Netflix, Amazon Prime, etc.

      An employee using their IDTC to pay for personal expenses is incurring a personal gain from a work-related asset, which violates the IDTC User Agreement signed by the employee.

      Upon detection of potential misuse of an IDTC, an e-mail requiring justification will be sent to the traveler and/or Cost Centre Manager. Repeated misuse may result in card cancellation.

  • 6.0 Late payment of an IDTC

    Cardholders are expected to pay their IDTC statements by the prescribed due date, which is identified on the card statement. Payment of an IDTC statement must be received by BMO within the 60 days following the statement date, which is always the 5th of the month (see 2.7 Paying your IDTC).

    When an IDTC statement has not been paid in over 60 days, the balance is considered late (delinquent). Once a balance is in delinquency, the following will apply:

    60 days after statement

    • Interest charges will begin accumulating on the traveler's account. Interest amounts resulting from travelers not paying their cards on time will have to be paid by the travelers themselves. Interest amounts resulting from late payments are not considered eligible travel expenses.
    • Cash withdrawal privileges will be suspended until full payment of the outstanding balance.

    90 days after statement

    • Interest will continue to accrue.
    • Purchasing privileges will be suspended, which means that the traveler will no longer be able to use the card until full payment of the outstanding balance, including additional interest.

    120 days after statement

    • The card will be cancelled and your BMO account will be closed.
    • The Department will be required to pay the full balance of the card in the cardholder's name.
    • The Department will recover the card's balance, including principal, interest and penalties, from the cardholder.
    • Your name and debt will be setup in the Departmental Accounts Receivable System to start collection action.
  • 7.0 Loss, theft and unauthorized charges

    If an IDTC is:

    • Lost
    • Stolen
    • Showing unauthorized charges on the card statement

    The cardholder must contact BMO as soon as possible, to limit potential fraud. The cardholder must also advise their Cost Centre Manager and the Departmental Travel Card Coordinator.

    The cardholder will not be held responsible for charges incurred by a third party.

  • 8.0 Monitoring
    • ESDC has the following monitoring initiatives in place:
      • Misuse
      • Delinquencies
      • Random sampling

    Any purchase or cash withdrawal on an IDTC may be subject to financial review. Justification may be required.

  • 9.0 Roles & responsibilities

    You'll find below a table highlighting the cardholder's and the Cost Centre Manager's Roles & Responsibilities. For a complete high-level overview of the Roles & Responsibilities, you may consult Treasury Board's Directive on payments.

    • Cardholders
      • Acknowledge the responsibilities and obligations for the use of the IDTC at the time the card is requested (Annex A)
      • Ensure that their name appears on the IDTC and that they are the only one to use it (section 5.0)
      • Utilize the IDTC only for authorized government travel expenses and pre-approved hospitality expenses while on travel status (section 5.0)
      • Pay all authorized charges against their IDTC within 60 days of the card statement issuance date, to ensure the outstanding balance does not become overdue. (section 6.0)
      • Advise BMO, the Cost Centre Manager and the Departmental Travel Card Coordinator in case of a lost or stolen card, or in the case of unauthorized charges showing up on the card statement. (section 7.0)
    • Cost Centre Managers
      • Authorize the request for an IDTC by an employee (section 2.4)
      • Advise the Departmental Travel Card Coordinator when an employee's card must be cancelled (section 2.9)
      • Provide proper justification when requesting to increase the credit or withdrawal limits of their employee's IDTC (section 3.3 and section 4.1)
      • Investigate and report potential misuse (section 5.2)
      • Follow-up on payments overdue by employees (section 6.0)
    • Departmental Travel Card Coordinator
      • Authorize the issuance and cancellation of IDTCs, based on approval or notice received by the Cost Centre Manager (section 2.4 and section 2.9)
      • Authorize changes to the credit or withdrawal limits of IDTCs, in consultation with the Cost Centre Manager (section 3.3 and section 4.1)
      • Monitor the use and settlement of IDTCs (section 8.0)
      • Notify the Cost Centre Manager of IDTC delinquency and potential misuse, and escalate as judged necessary (section 5.2 and section 6.0)
      • Advise cardholders on issues such as third party fraud, and lost or stolen cards. (section 7.0)
    • Chief Financial Officer
      • Remind executives and other excluded groups that IDTC usage is mandatory when on travel status (section 2.3)
    • Executives and other exempt groups
      • Use and promotion of the IDTC for all authorized government travel (section 2.3)
  • 10. Inquiries
    • To contact the Departmental Travel Card Coordinator (or the Departmental Senior Full Time Travel officer), send a request through the IDTC Request Gateway.
    • To submit a request for a new IDTC, follow the steps outlined in (section 2.4):How to Apply for an IDTC
    • ESDC Travel HelpLine: 1-855-684-7827
    • To contact BMO for a lost/stolen/compromised card:
      • 1-866-857-3578 (toll-free within Canada and the United States)
      • 1-613-822-3873 (collect call from all other countries)
    • If the cardholder has a hearing or speech impairment and uses a teletypewriter (TTY):
      • 1-855-462-8870 (toll-free from Canada and the United States)
      • 1-704-417-5877 (collect call from other countries)
  • 11. References
  • 12. Frequently Asked Questions (FAQ)
    • More to come.
  • Annex A – IDTC user agreement (as of May 2018)
      • Individual Designated Travel Card (IDTC) – Terms and Conditions
      • AGREEMENT BETWEEN YOU AND THE GOVERNMENT OF CANADA
        • Your use of the Individual Designated Travel Card (IDTC) will be governed by this Agreement, and the agreement between you and BMO Bank of Montreal. Such card will be referred to as the "Individual Designated Travel Card" or as the "Card" in this Agreement.
      • IMPORTANT: Please read this agreement thoroughly because the use of your Card will be governed by this Agreement.
      • LIABILITY FOR CHARGES
        • All charges are due and payable by you in full upon receipt of the monthly statement notification.
      • USE OF INDIVIDUAL DESIGNATED TRAVEL CARD
        • You have been designated by Canada to receive a Card. The Card is to be used in accordance with this Agreement, the agreement between you and BMO Bank of Montreal, and Canada's relevant policy instruments. You agree to use the Card only for authorized Government of Canada travel and related expenses incurred while on travel status. Misuse of the Card may result in disciplinary action up to and including dismissal of the cardholder. If you have any questions concerning those policy instruments, you should contact your Departmental Senior Full Time Travel Officer (or Departmental Travel Card Coordinator). No person other than you as the cardholder is permitted to use your Card for any reason. As the cardholder, you agree to notify Bank of Montreal of any incorrect or unauthorized charges on your card statement, loss of your card or any changes to your personal information.
        • You will be liable to BMO Bank of Montreal for payment of all the charges to the Card that you authorized, including any incremental costs (i.e. accrued interest, administrative charges, etc.) as a result of an unpaid account. In the event that you do not pay a Card statement in full by the payment due date indicated on the Card statement issued to you (the date that the Card statement is issued, the "Card Statement Date"), your Card privileges will be effected as follows:
    Effect on Card Privilege based on number of Calendar Days after the Card Statement Date in which the Card Balance Remains Unpaid in Full
    After 60 days
        • Cash Withdrawal privileges are suspended until full payment of the outstanding balance is received by BMO Bank of Montreal.
    After 90 days
        • Purchasing privileges (in addition to cash withdrawal privileges) are suspended until full payment of the outstanding balance is received by BMO Bank of Montreal.
    After 120 days
        • Your Card is cancelled and the account is closed. Full payment of the outstanding balance including any penalties or interest will be required by BMO Bank of Montreal. A written request will be required from your Department Travel Card Coordinator to reopen the account.
    In respect to charges incurred against your IDTC that remain unpaid;
      • The department or agency will assume full responsibility for all charges which remain delinquent over 90 days. You acknowledge that for any remaining unpaid invoices over 90 days, for which you have remitted your travel expense claim within the required time frame as prescribed by policy, and for which your allowable business travel expenses have been reimbursed by your organization, Canada will initiate recovery, from any sum of money that is owed by Canada to you, including wages, to be remitted to BMO Bank of Montreal for the settlement of your unpaid invoice. Canada may also refer delinquent accounts to a private collection agency or initiate legal action for collection of the unpaid balance.