Rescinded - Taxis Policy

Use of Vouchers

The vouchers are printed in booklets of 25 and have three parts. The most effective way of using them is as follows:

• each voucher is completed, to the extent possible, by the authorized person who issues it and the top sheet (Part 1) remains in the booklet for control purposes.
• Part 1 which remains in the booklet should identify the employee to whom the voucher was issued,
• Part 2 becomes a receipt which should be returned to the workplace after the employee has filled in the requisite information and the taxi driver initials at the end of the ride,
• Part 3, the card copy, is given to the taxi driver. The company later sends it back to the department with the invoice as proof of service rendered.

Should the dollar amounts billed not match the receipts, the company is to be advised of the billing error.

Completed booklets would normally be returned to finance/administration upon completion, in exchange for additional booklets.

Note:

Only in very exceptional circumstances would an entire book be logged out to an individual. To meet this exceptional situation, - two part vouchers (parts 2 and 3) with 10 vouchers to a booklet may be ordered, the receipt and hard copy remain.

Ordering Taxi Vouchers

Departments who wish to use the voucher system are to order the taxi voucher (GC 89) through the Canadian General Standards Board (CGSB), Ottawa, Canada, K1A 1G6.

Internal departmental financial codes may be notched along the top key-sorting spaces and departmental identification codes along the bottom ones. The equipment to do this is available from the supplier at a minimum cost.

If a department orders a sufficient quantity, the supplier will, at no charge, notch the departmental identification code and print the department's address on the back of each voucher.

The taxi usage log, GC 186 is no longer required where the GC 89 voucher is implemented but will be available to interested departments for the purpose of tracking the in-house distribution of taxi booklets to various responsibility centres; and in exceptional cases, to individuals.

Departments outside the NCR cannot use vouchers until it is negotiated by TBS and Supply and Services and agreed with the local taxi companies. In locations where taxi accompanies are not interested in this method of payment, a voucher system will not be implemented.

For more information, you are asked to contact the Form Standardization Officer, CGSB at (613) 941-8638, or (613) 941-8706 (FAX).

1.9 Receipts

1.9.2 Taxi receipts are not required when:

• taxis are utilized on overnight trips for which the cost is less than $8.00. Receipts are now required for all taxis where overnight accommodation is not used.

2.5 Taxi

2.5.1 Taxis may be authorized when, in the employer's judgement, the use of such transportation is justifiable for government business situations and other more economical alternatives such as local transit, airporter service or private vehicles are unavailable or impractical.

2.5.2 On travel of less than one day, in and around the headquarters area, employees may be authorized to use taxis, at the discretion of the employer. Receipts are required. When vouchers (GC 89 chits) are used, the yellow copy returned by the traveller is the receipt.

2.5.3 On overnight travel status, employees may be authorized to use taxis for business-related travel. In this circumstance receipts are only required to justify taxi fares in excess of eight dollars. The "Travel Expense Claim" shall specify the point of origin, destination and cost of each taxi trip.

2.5.4 Taxi vouchers shall not be used by employees either to or from a public carrier or throughout the duration of a period in travel status.

2.5.5 The fare for taxi transportation between the traveller's home or workplace and the carrier's terminal at the beginning and end of a period in travel status shall be paid in cash. "Chits" shall not be used.

2.5.6 For travellers whose residence is in the headquarters area, the taxi fare from the residence to the carrier's terminal shall be reimbursed. For travellers whose residence is outside the headquarters area, taxi fares are also reimbursable. Such reimbursement shall not exceed that which would have been made had the traveller resided in the headquarters area at a point the furthest distant from the carrier's terminal.

2.5.7 As an exception to the limitation imposed under 2.5.6, employees who, due to a departmental decision to relocate the workplace, find that their principal residence is no longer within the headquarters area as it was previously, shall continue to be reimbursed the actual cost of taxi fares from their principal residence to the carrier's terminal.

This subsection shall not apply where the change in the location of the employee's headquarters area is a result of accepting a transfer to another position. This provision shall cease to apply should the employee move from the home occupied before the workplace was moved.

7.1 Overtime

7.1.1 In a situation involving authorized overtime where the employee is required to use transportation services other than normal and reasonable public or government-arranged transportation, the use of a taxi or, when a private vehicle is available, the higher kilometric rate, shall be authorized from the employee's home to the workplace and/or return if required, and necessary parking charges shall be reimbursed:

(a) for overtime which is contiguous to the employee's normal hours of work and, as a direct consequence of the time of travel, the employee's normal mode of transportation is precluded; or

(b) for overtime which requires the employee to report to work for a period of time not contiguous to normal hours of work.