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ARCHIVED - Guidelines for Ministers' Offices (February 2006) - Archived

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Table of Contents

Part 1 Conflict of Interest

1.1 Conflict of interest

1.1.1 Ministers' exempt staff

1.1.2 Departmental employees

Part 2 Security

2.1 Requirements

2.2 Personal security

Part 3 Human resources management

3.1 Employment equity

3.2.1 Exempt staff in a minister's office

3.2.2 Status of exempt staff after a change in Cabinet

3.2.3 Contracting for professional or temporary help services

3.2.4 Other staffing issues

3.3.1 Salary rates

3.3.2 Salary increases

3.3.3 Acting pay

3.3.4 Hours of work

3.4 Employee benefits

3.4.1 Compulsory plans

3.4.2 Automatic plans (government‑paid) for those exempt staff positions whose salary maximums are equivalent to the Public Service EX occupational group

3.4.3 Optional plans (member-paid)

3.5.1 Vacation leave

3.5.2 Cashing out of vacation leave

3.5.3 Statutory leave

3.5.4 Election leave

3.5.5 Other leave

3.6 Departmental staff assigned to ministers' offices

3.7 Termination

3.7.1 Severance pay and transferring in previous service

3.7.2 Separation pay

3.7.3 Amount payable

3.7.4 Reimbursement

3.7.5 Exempt staff entitlements when a minister ceases to be a minister

3.7.6 Ministers' exempt staff priority entitlements

3.7.7 Employment assistance: outplacement services

Part 4 Financial Management

4.1 Source of funds

4.2 Transferring funds

4.3 Accountability

4.4 Accounting for expenditures charged to ministers' budgets

4.4.1 Minister's salary and motor car allowance

4.4.2 Exempt staff salary budget

4.4.3 Operating budget

4.4.4 Other costs related to exempt staff personnel

4.4.5 Departmental staff salary budget

4.5 Financial Authorities

4.5.1 Spending authority

4.5.2 Payment authority

4.6 Internal audit

Part 5 Office Accommodation and Supplies

5.1 Office accommodation

5.1.1 Introduction

5.1.2 Departmental headquarters offices

5.1.3 Ministers' regional offices (MROs)

5.2 Office furniture and furnishings

5.2.1 Departmental headquarters offices

5.2.2 Ministers' regional offices (MROs)

5.3 Office equipment and supplies

5.4 Stationery and printed media

5.4.1 Federal Identity Program

5.4.2 Stationery

5.4.3 News releases and kit folders

6.1 Introduction

6.1.1 Travel expenses

6.1.2 Reimbursement for travel expenses

6.1.3 Travel expenses—ministerial staff

6.2 Executive vehicles for use by a minister

6.2.1 Official use

6.2.2 Personal use

6.2.3 Selecting an executive vehicle

6.2.4 Maintaining executive vehicles

6.4 Rail travel

6.5 International travel (government business)

6.6 International travel (private)

6.7 Ministers' spouses

6.8 Travel by members of Parliament with or on behalf of a minister

6.9 Transportation allowance for staff overtime

Part 7 Contracting

7.1 Introduction

7.1.1 Treasury Board Contracting Policy

7.2 Employer‑employee relationships

7.3 Fee guidelines

7.4 Former government officials

7.5 Temporary help services

7.6 Proactive disclosure of contracts over $10,000

Part 8 Services and Hospitality

8.3 Hospitality and gifts

8.3.1 Hospitality—ministers

8.3.2 Hospitality—ministers' staff

8.3.3 Gifts, hospitality, or other benefits received

8.3.4 Gifts given

8.4 Memberships

8.5 Conferences

8.6 Legal services

8.6.1 Indemnification and legal assistance

Part 9 Official Languages

9.1 Official languages

9.3 Service to the public

9.4 Language of work

9.5 Equitable participation

9.6 Support mechanisms

Part 10 Information Management

10.1 Information management

10.1.1 New information technologies

10.1.2 Leaving office

10.2 The Access to Information Act and the Privacy Act

10.2.1 Background

10.2.2 Monitoring disclosure

10.2.3 Cabinet confidences

Appendix A: Exempt Staff Position Structure

Appendix B: Current Provisions—Salaries for Exempt Staff

Appendix C: Budgets and Staff Complements for Ministers

Appendix D: National Defence Guidelines for the Use of Government Administrative Aircraft

Appendix E: Letter from the Minister of Finance to Cabinet Ministers, December 1963

Appendix F: Letter from the Secretary of the Treasury Board With Respect to Access to Information Requests of Ministerial Expense Claims