IRCC Minister Transition Binder 2025-05

Travel Planning

Corporate Secretariat
May 2025

Overview

Domestic & International Travel
Domestic Travel
International Travel
Budget and Logistics
Coordination of Trip Material
Useful Links

In executing official duties as Minister of Immigration, Refugees and Citizenship Canada (IRCC), the Minister may travel in Canada or abroad for a variety of reasons including for conferences, meetings with stakeholders or other governments, announcements, international meetings (e.g., United Nations General Assembly, conferences etc.).
When the Minister travels for Ministerial business, the Department supports in the following ways:
- Providing recommendations for participation in meetings, conferences, events, or operational visits to IRCC missions.
- Providing comprehensive briefing materials, speaking notes or speeches to support the Minister’s participation in these engagements.
- Providing communications support for all announcements, communiques or related media engagement.

Note: the Department cannot provide support travel for parliamentary or political purposes.

The Minister’s Office is responsible for booking the Minister’s transportation and accommodations, as well as the transportation and accommodations for staff accompanying the Minister.
The Department can provide recommendations for flights or accommodations as part of the travel planning process, as needed.

When travelling internationally, the Minister should travel on a red passport (diplomatic passport) and staff should travel on a green passport (special passport).
The Deputy Minister’s Corporate Team can support the Minister’s staff in obtaining green passports before travel.

The Minister’s Office is responsible for booking the Minister’s transportation and accommodations, as well as the transportation and accommodations for staff accompanying the Minister.
The Department can provide recommendations for flights or accommodations as part of the travel planning process, as needed.

For domestic travel, the cost of transportation and accommodation comes out of the Minister’s Office budget.
For international travel, the cost of transportation and accommodation comes out of the Deputy Minister’s Office budget.
In all cases, travelers are responsible for keeping records of expenses including taxis, incidentals, etc. Travel claims are processed by the Deputy Minister’s Corporate Team. Per diems are provided to travelers based on the National Joint Council Travel Directive.

The Corporate Secretariat coordinates development, compilation and delivery of all briefing materials.

Hard copy of briefing materials (aka, “trip binder”) and e-binders (PDF or OneNote) are provided to the Minister and Minister’s staff for each trip.
Binders usually include the program/itinerary, meeting or briefing notes, communications materials, etc.
All formatting preferences for the Minister should be communicated to the Deputy Minister’s Office so that the Briefings Unit can adapt processes.

Passports and Visas for Official Travel

2025-09-11