Annex A – Travel, Hospitality, Conference and Event Expenditures Approval Matrix
Should there be any inconsistency or conflict between the Canada.ca and the Defence Team Intranet versions of the document, the Defence Team Intranet version shall prevail.
This Matrix must be read in conjunction with the related financial policy documents found on the ADM(Fin) Website. The documents provide further guidance and interpretation of these authorities and identify any additional restrictions.
F = Full authority, R = Restricted authority as per the notes
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Minister (MND)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | Over $50,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | Over $50,000 |
| 2. Alcoholic beverages | F |
| 3. Entertainment will be provided | F |
| 4. Hospitality at the residence of a public servant | F |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | F |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | F |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | F |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | F |
| Continental Travel | F |
| International Travel | F |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | F |
Deputy Minister (DM)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $50,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | $50,000 (Note 6) |
| 2. Alcoholic beverages | F |
| 3. Entertainment will be provided | F |
| 4. Hospitality at the residence of a public servant | F |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | F |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | F |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | F |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | F |
| Continental Travel | F |
| International Travel | F |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | F |
Chief of the Defence Staff, (Senior) Associate DM, Ombudsman, ADM(Fin)/CFO, Level One Advisor (Note 1)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $25,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | $3,000 (Note 5 and 6) |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | F |
| Continental Travel | F |
| International Travel | F |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | F |
Level Two Advisornbsp; (Mil) with Authority of Commander of Command (Note 1)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $25,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | $3,000 (Note 7) |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | F |
| Continental Travel | F |
| International Travel | F |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | - |
Other Level Two Advisor (Mil & Civ) (Note 1)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $25,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | $2,000 (Note 8) |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | F |
| Continental Travel | F |
| International Travel | F |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | - |
Director, Base Commander & Equivalent (Note 1)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $25,000 (Note 4) |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | $1,000 (Note 9) |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | R (Note 11) |
| Continental Travel | R (Note 11) |
| International Travel | - |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | - |
Other Responsibility Centre (RC) Manager
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $10,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | $1,000 |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | R (Note 12) |
| Continental Travel | - |
| International Travel | - |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | - |
Military Operations (Note 1)
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | $25,000 |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | See notes: 7, 8, 9 |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | F (Note 13) |
| Continental Travel | F (Note 13) |
| International Travel | F (Note 13) |
| Authorization of accountable travel advances provided prior travel approval has been obtained | - |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | - |
RC Administrator
| Approval | Authority |
|---|---|
| Total incremental cost to department associated with a single event | - |
| Approval | Authority |
|---|---|
| 1. Hospitality cost for any single event (where any elements within 2 to 7 below are present, MND or DM approval is required as indicated) | - |
| 2. Alcoholic beverages | - |
| 3. Entertainment will be provided | - |
| 4. Hospitality at the residence of a public servant | - |
| 5. Food and beverage costs exceeding standard cost per person (including when maximum cost per person exceeded) | - |
| 6. Hospitality or entertainment provided to a spouse or person accompanying an event/activity participant | - |
| 7. Other exceptional hospitality (see paragraph B.6.5 of the TB Guide to THCEE) | - |
| Approval | Authority |
|---|---|
| Local and Emergency Travel (Note 10) | - |
| Continental Travel | - |
| International Travel | - |
| Authorization of accountable travel advances provided prior travel approval has been obtained | F |
| Approval | Authority |
|---|---|
| Costs related to attending and/or organizing a conference | - |