Basic Terms and Conditions

 

 

Identification of Employees / Consultants / Contractors

Employees

- Must be able to produce identification that show they are employees of the B.C. Government or public entities. This identification may be in the form of a business card, or a letter from the ministry or public entity. The property may phone the traveller's office for verification.

Consultants/Contractors

- Consultants / Contractors or other persons working under agreement or contract with the B.C. Government or authorized public entity are permitted full use of this agreement only if they comply with the following:

Their contract specifically states that travel costs (accommodation, vehicle rental, etc.) will be reimbursed by the provincial government or entity; and, The contractor is prepared to show the supplier a letter of authorization from the contract manager naming the individual and stating the start and finish dates of the contract. Contractors are not permitted to use this agreement for general, unspecified use even if it may loosely be considered for government purposes.

Goods and Services Tax (GST)

The GST is payable by government employees for accommodation while on travel status. Employees normally pay for their accommodation, car rental and meals up front and are reimbursed by the government for all their approved expenses including any taxes that would normally be charged to the general public.

The GST is not payable for meeting rooms, accommodation or services that are charged to or paid for directly by the government office or government cheque. The office requesting the services must supply the GST tax-free certification clause. "This is to certify that the property and/or services ordered/purchased hereby are for the use of, and are being purchased by the Province of British Columbia, with Crown funds, and therefore not subject to the Goods and Services Tax."

Some government offices have engaged travel agencies to make their travel arrangements including accommodation bookings. If the travel agency pays for such an arrangement, the property should supply the room as it would normally to the agent (GST payable).

Application of the GST to the public entities listed under Authorized Users, may differ from that of the provincial government. Please verify the application of the GST when dealing with a listed entity.

Credit/Charge Cards

Effective April 1, 2007 B.C. government employees may request a Corporate travel card issued by Bank of Montreal (BMO) MasterCard to pay for authorized business travel expenses. Use of the card by the employee is not mandatory. GST should be charged on government corporate travel card purchases.

Acceptance of BMO MasterCard is not mandatory for securing government business. If the card is not accepted, the employee may offer any other accepted method of payment to settle the account including cash, personal card or debit card -- where acceptable.

Frequent Traveller or Flyer Points

The properties listed have quoted their rates based on not offering frequent flyer points or other promotional packages.

Provincial government employees are reminded that the personal collection of promotional offers, including frequent flyer points, collected while on government business and that result from transactions paid, or reimbursed, by government is not permitted.

Authorized Users

All provincial government employees, MLA's, members of the judiciary system and contractors on official government business will be permitted full access to government discounted rates. In addition, the employees and officials of B.C. public entities (on official business) will be permitted access to the agreement provided that the entities have entered into a Memorandum of Understanding with Purchasing Services.

Conference and Block Bookings

On occasion, ministries or public entities will require block bookings for a number of travellers. If a property has up to 75 rooms, block bookings of 10 or more rooms may be charged a rate higher than the discounted government rate (for all 10 rooms). If a property has more than 75 rooms, block bookings of 20 or more rooms may be charged a rate higher than the discounted government rate (for all 20 rooms).

Properties that are hosting conferences facilitated by a third party and for which there is a conference rate negotiated with the conference organizer are not obliged to offer rooms to government travellers at the discounted government rate if the traveller identifies themselves as a conference participant.