Document name

Travel Expense Rates

Document number

PRO 20/2024

1. POL 04/2023, Travel Expense Rates, authorizes the Assistant Director of Legal and Policy to revise travel expense rates automatically following changes to the Saskatchewan Public Service Commission (PSC) rates.
    
2. The Workers’ Compensation Board (WCB) travel expense rates are rounded to the nearest cent (POL 04/2023, Travel Expense Rates).

1. Travel expenses are covered based on the rates in effect on the date of travel. These rates are applicable to workers, dependants and WCB staff.
    
2. For travel expenses where actual costs will be reimbursed (i.e., public transportation, hotels, taxis) and not a pre-determined travel rate, copies of original receipts must be submitted for reimbursement. Original receipts must be retained for 12 months from submission date, as they may be requested by the WCB for audit purposes.

Travel and meal expenses

3. If a personal vehicle is used, travel coverage will not exceed the rates outlined in Appendix A – Private Vehicle Travel Rates.
    
4. If travel outside of the province is required, the most economical means of public transportation (e.g., airfare) will be covered, if appropriate. This includes the actual cost of a taxi or specialized transportation to and from airports and hotels (POL 05/2023, Travel Expenses - General).
    
5. Coverage of meal expenses for travel within Saskatchewan and outside of Saskatchewan will not exceed the rates outlined in Appendix B – Meal Rates.

Lodging

6. Hotel accommodations are covered based on actual and reasonable costs.
    
7. Coverage of hotel accommodations will be authorized for:
   1. A worker and/or a dependant requiring accommodation in order to attend WCB authorized medical treatment or vocational programming.
   2. WCB staff travelling on WCB business. WCB staff are encouraged to use businesses that have established competitive government rates or to request government rates, wherever possible.
8. The rate for private accommodations is outlined in Appendix C – Private Accommodation.
    
9. If a worker or WCB staff travel out of country:
   1. Actual costs in another currency (e.g., USD) will be paid in Canadian currency. The exchange rate will be based on the average Bank of Canada conversions for the period of time travelled. 
   2. The per diem out-of-province meal rate in effect at the time of travel will apply, but will be paid in Canadian currency.
      For example, if a worker travels to the United States for treatment on November 1, 2024, a per diem meal rate of $80(USD) will apply and paid in Canadian currency.