International Travel Approvals
Who is the minimum approving authority for International Travel?
L2 Comd of Comd
Why do we create DoA forms?
DoA forms are used to designate individuals to exercise the authorities delegated to their position.
What total incremental cost associated with a single event can a Wing Commander approve?
A WComd can approve events up to $25,000.
When do your completed Conference documents need to be sent to A8 staff by?
NLT COB Monday IOT meet L1’s Thursday at noon deadline
When can parking for a PMV be reimbursed?
When the approving authority requests the member to use PMV.
What document will help you decide if you need to get re-approval?
FAM 1017-3 on Travel Expenditures. Para 5.20 – 5.23
Who can sign a DoA form to designate the incumbent of a position to exercise authorities?
The person signing the form (the designator) must be the immediate superior to whom the incumbent's position reports. Depending on the position, the superior may also need to meet other criteria before they can sign the form.
When is event approval required?
Event approval is required for gatherings of individuals engaged in activities other than those deemed to be training or operational activities.
Who holds the appropriate authority to approve conference attendance?
-25K or less, RCAF Comd
-Over 25K, DM/MND
What documents get attached to a Cost Comparison Worksheet (CCW)?
Airline/train or rental quote, map, leave pass, PMV waiver
What information is required IOT submit a travel request?
Location, duration and number of personnel traveling
Can an acting superior sign a DoA form for a subordinate?
Yes, an individual who is acting in a position can sign forms for subordinates under that position. However, once the acting is over, the new or returning incumbent must review these forms to determine if they remain valid. This must be documented, but no longer needs to be sent to the RDAO
Who can attend an event with the provision of hospitality AND approve?
Only L1 Advisors and above can approve offering hospitality that is limited to light refreshments at activities they are attending and would normally approve, provided that on the hospitality approval request, the L1 Advisor or superior attests to the fact that they will not be consuming any.
Do I need to get L1 or above approval to attend a Conference if there is no fee to attend?
All conference attendance requires L1 approval regardless of whether there are conference fees. Reason being, there are still associated costs to the event and there is a possibility that there are others in attendance and the number being sent from DND needs to be justified.
What program must be used to enter the mandatory text box on ITP’s
FoxIt
What rates must be respected for meals and incidentals?
NJC Rates
Who needs to completed ADT Training?
This is mandatory online training, applicable to all CF Officer (Reg F and Res F), at the rank of LCol and above AND those at the rank of Maj and Capt in CO positions. Newly appointed LCols, Majs & Capts in CO Appointments will be required to complete the online training and assessments within 90 days of the date of their appointment.
Who is entitled to hospitality at a Change of Command Ceremony?
Hospitality at Change of Command ceremonies can only be provided for a commanding officer position of a unit at the rank of Lieutenant Colonel/Commander and above for which a Canadian Forces Organizational Order has been issued creating the unit. Hospitality can only be provided at the ceremony and is restricted to the external guests such as mayors, the President of the Chamber of Commerce and other external stakeholders in attendance
What documents are required IOT submit a conference request that is 25K or less?
-WComd Approved EHRF. The 5 W’s must be answered
-Completed L1 Travel & Conference Attendance Form
What additional document is required when submitting a late submission for DM/MND approval?
For late requests that go to the DM or MND for approval, a hand-written note addressed from the L1 Advisor is required to explain the late submission.
What system must be used for air and travel bookings?
Air and rail travel bookings must be made through the Hogg Robinson Group (HRG)/Shared Travel Services Portal - Online Booking Tool (OBT), except in extenuating circumstances as defined by the DND/CAF procedures for travel and for units located outside North America.
What tool do you use to show the authorities the Minster and Deputy Minster have granted to position?
DoA Matrix
What documents must be submitted for a single Event Request that requires DM approval?
EHRF (DND 4613), THCEE Briefing Note, Detailed Costing Worksheet, Attendee list (if applicable), quotes (if applicable)
What would exclude you from requiring Conference approval?
-Activities that are deemed to be operational.
- Activities that fully meet the TB definition of training and are delivered in a conference format should be deemed training.
How many steps are there in the Account Verification process? And do you need a DoA to perform it?
There are 10 steps. You do not need a DoA to perform the 10 steps of verification, a DoA is however required to certify.