Minister of Housing, Infrastructure and Communities Transition Book 2 (2023)
Establishing your Office

Welcome Minister

Welcome to Infrastructure Canada (INFC). In order to make your transition to INFC as smooth as possible, the department will provide support to ensure your office is well established to meet your needs. This will be coordinated by a departmental official (MinoAdmin) who is assigned by the Deputy Minister to facilitate the transmittal of departmental advice and who will be a key coordinator for arranging your office to best suit your requirements.

Upon your arrival, this support will include:

  • Security requirements: assistance will be provided to ensure that all security requirements are implemented for the safety of you and your office, including arranging security consultations and briefings and providing appropriate tools for the protection of sensitive information. In addition, the department will assist in obtaining or validating security clearances for any incoming staff.
  • Human resources: support will be provided to facilitate the arrival of incoming staff, including the letters of offer, as well as the provision of welcome kits with key administrative information. The department can also provide temporary administrative support staff to assist you with establishing your office.
  • Financial advice: office budgets have already been defined by Treasury Board and the department will be available to provide information and address any questions which may arise regarding the Ministerial budget. Note, depending on whether portfolios are merged or if new Ministerial positions are created, TBS might issue new office budgets letters but those are on a case by case basis for which the Department will advise.
  • Vehicle services: a vehicle will be available to you immediately following the swearing in ceremony, as well as a temporary driver should you require one.
  • Administrative needs: the department will be available to address any administrative need which may arise, and your preferences will be sought regarding several administrative items, including the selection of electronic devices, the establishment of protocols for the use of an autopen, and the arrangement of your office suite and business cards.

Once your Chief of Staff has been appointed, the department will provide them a welcome kit containing more detailed administrative information to help establish your office and address any requirements you may have.

The Deputy Minister and the department are also prepared to brief you on the department's mandate, as well as legislation (e.g.: Access to Information and Privacy Act) and practices (e.g.: information management) relevant to the day to day operations of a Minister's office. The departmental official (MinoAdmin) will work with your office to coordinate these sessions, depending on your availability and interest.

Please find at the end of this document, a list of key contacts, should you require any immediate assistance in the coming days. We look forward to helping you establish your office.

Introduction

Ministers and exempt staff are subject to Treasury Board policies and regulations. In accordance with the Financial Administration Act, the Treasury Board provides advice and makes recommendations on how the government spends money on programs and services, how it regulates and how it is managed.

To support your office, the department will be following the Treasury Board Policies for Ministers' Offices (the "Policies"). These Policies consolidate the various financial, personnel, and administrative rules and regulations that govern ministers and their exempt staff when they perform duties directly related to their responsibilities.

By its very nature, the Policies cannot be all-inclusive and, as such, source documents are cited in this binder where appropriate. Other guidelines included in the Policies are the Contracting policy and Directive on Travel, Hospitality, Conference and Event Expenditures.

The departmental staff can guide you and your office on interpreting these policies, directives and internal tools, as required.

Administrative support

Your Ministerial office is supported by (MinoAdmin), a small group of departmental staff, paid for by the department who are assigned to provide administrative assistance within the scope of your portfolio responsibilities.

The departmental liaison Officer (DL) will be responsible for non-partisan departmental advice and will be the liaison between the Minister's office and the department, and manages the interaction between your staff and the department, as well the sharing of information and documents.

The Executive Correspondence Unit (ECU) provides information management services by coordinating responses to the Minister's mail. ECU works closely with the departmental subject matter experts and other regional contacts to prepare draft replies for the Minister's signature.

The department can also provide three public servant administrative support staff to the Minister's office. The roles and responsibilities of these staff are outlined in the Policies, and may include administrative assistants to support the office, such as a receptionist. It is important to note that the salary for these positions would be funded by the department. (MinoAdmin) can assist you in staffing these depending on your office's needs.

Security

All individuals who work in or for the office of any minister, including exempt staff, other employees, contractors, students, and persons on loan, assignment, or secondment, regardless of their work location, require at a minimum a Level 2 (Secret) security clearance prior to appointment.

A Top Secret clearance is required for individuals who will have access to information classified at that level.

Security Clearance Requests

Employees who do not have valid security clearance with INFC or another Government of Canada Department, will need to complete the following security clearance forms. To expedite the process, the department will be available to assist in the completion of screening forms for any incoming staff. These forms will be sent for analysis and either an approved or denied secret clearance will be obtained.

The processing time for security clearance varies based on the complexity of the individual's file. However, on average, new secret security clearance requests as well as an update of a security clearance can take between 2 to 12 weeks. The verification of a security clearance from another department can typically be done within 2 business days as long as the individual file is complete at the other department.

Security Considerations

Your security, as well as of your office, is a priority for INFC and upon your arrival, we will ensure that all your needs are met.

Security is a joint responsibility between the department, the Royal Canadian Mounted Police (RCMP) and the Privy Council Office. While Ministers are responsible for the security of their staff and offices, as well as of sensitive information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.

The department will brief your Chief of Staff and your official on requirements for the protection of personnel, sensitive information and other assets, including their security responsibilities with respect to Cabinet Confidences.

Office and Hill Passes

The Security team will provide you and your office with office passes on their first day. Hill Passes are for those who require access to the House of Commons. Should a Hill Pass be required, please complete the following form.

Threat and Risk Assessment

A Threat and Risk assessment (TRA) is performed by the House of Commons (HoC) Corporate Security Group for Minister's home(s), cottages and the constituency office. This team is responsible to physically visit each of these locations and perform an assessment. A TRA is performed by the departmental security team for the departmental Minister's office. The result of the assessment is typically a set of recommendations based on risk factors (e.g. ensuring a home alarm system etc.).

Office Sweep

An office sweep consists of periodic review of the physical office space to ensure that sensitive material (e.g.: sensitive documents, electronic devices) are properly stored.

Policies for Ministers' Offices

Please refer to Part 2 of the Policies for additional information on requirements and personal security.

Assistance

Advice on security clearances and other security requirements may be obtained by the MinoAdmin with the collaboration of the Chief Security Officer. Please contact MinoAdmin if you require a secure briefcase.

Human Resources Management

In the coming weeks, you will receive a letter from the Treasury Board providing information on your Ministerial budget. Depending on this budget and your preferences and regional responsibilities, you will have the flexibility to establish the structure of your office to best suit your needs within your allocated funding levels.

To assist you in your considerations, please find below some information regarding position titles and salary maximums as laid out in the current Policies.

The department will be available to provide human resources support and advice to facilitate the timely arrival of incoming Ministerial staff.

Staffing

Members of a Minister's exempt staff are "exempt" from the appointment procedures of the Public Service of Canada. Once you have decided on whom you wish to hire, the department will assist you in bringing the individual based on the requirements in the Policies.

A minister can sign letters of offer after being sworn-in. However, the first step in the staffing process is providing the individual's CV, their employee informationFootnote 1 and confirming their security clearance. If an individual does not have a valid security clearance with INFC or another Government of Canada Department, the individual must complete a new security screening request.

Once a security clearance is obtained, the department will assist in preparing a letter of offer for your signature. MinoAdmin will be available to assist you throughout this process. It is important to note that you are the only person who can issue and sign letter of offer of employment (or termination of employment) for your exempt staff, this authority cannot be delegated.
Once a letter of offer is signed by both you and the newly appointed exempt staff, MinoAdmin will work with that individual to complete the necessary forms to set up their pay and benefits. Finally, an email account will be created and electronic devices issued. We will work with you and your Chief of Staff to assign office space and configure your office to best suit your needs.

The positions of the individuals should reflect those found in Appendix A of the Policies. Although you do have the flexibility to configure the complement of your exempt staff, ensure to respect the following conditions:

  • One Executive Assistant / Private Secretary;
  • Maximum of one chief of staff;
  • Maximum of one Director per function;
  • Maximum of one Regional Affairs Director per region (if applicable). 

Rules regarding position titles and their respective salary ranges must be observed and are described below. 

Salary

Each approved exempt staff position title found in Appendix A is associated with a salary equivalent to the current maximums of Public Service groups and levels.

There are no minimum rates of pay. However, as a general rule, the maximum salary is reserved for staff with relevant professional qualifications, ten or more years of employment experience or extraordinary skills and qualifications.

In exceptional circumstances, a minister may, with the prior agreement of the Prime Minister's Office and approval by the Treasury Board, pay an exempt staff member a salary above the permitted maximum. This exception will be sought through a Treasury Board Submission.

Departmental Staff Assigned to Ministers' Offices.

A minister is permitted three positions which are not charged against the minister's departmental staff budget, but directly from existing departmental reference levels.

  • One departmental liaison (Up to EX-02, EX-01 or PM-06)
  • One departmental administrative support position (Up to AS-01)
  • One departmental corporate support position (Up to AS-04)

This is the maximum complement of departmental positions funded directly by the department.

Any other remaining departmental staff positions are considered to be support staff positions and must be funded from the minister's staff budget.

  • There can be a maximum of one senior support staff position (Up to AS-05).
  • All other support staff positions may only be classified up to the AS-04 level.

The department will assist you in providing a list of eligible candidates for these positions.

Training

The Canada School of Public Service ("the School") provides self-paced online trainingFootnote 2. The School offers a collection of rich, interactive and open online resources, videos, courses, seminars and events to support the Government of Canada's enterprise-wide approach to learning, accessible anytime and from anywhere all at no cost to learners.

Mandatory

At this time of transition, all previous delegations of authority become null and void, and new delegations must be sought. The department will assist the Minister's office in identifying the individuals who require delegated spending and financial authorities under sections 32, 33 and 34 of the Financial Administration Act and to facilitate the establishment of new delegations authorities (including the use of the autopen).

These employees will be required to complete the following mandatory training which are available online on the Canada School of Public Service.

Upon completion of the training, please contact MinoAdmin and they will schedule a briefing session of the Financial Delegation Matrix. The Financial Delegation Matrix which will need to be signed quickly to ensure continuity.

A specimen signature card will be prepared for the individual exercising financial delegation. This card will confirm the authorities and limits associated with the financial delegation.

Recommended

The School provides online self-paced training. The department recommends the following training for your staff:

  • Orientation to INFC course
  • Orientation to the Public Service - Who We Work For (FON304)
  • Values and Ethics Foundations For Employees (FON301 and FON302 for managers)
  • HR-to-Pay Stabilization Training
  • Security Awareness (COR310)
  • Harassment and Violence Prevention for Employees (WMT101 and WMT102 for managers)
  • Addressing Disability Inclusion and Barriers to Accessibility (INC115)
  • Fostering an Inclusive Workplace (INC118)

Canada Labour Code, Part II: An Overview (WMT110)

  • Access to Information and Privacy Fundamentals (COR502)

Policies for Ministers' Offices

Please refer to Part 3 of the Policies for additional information on salary increases, employment equity, leave, termination and changes in portfolio.

Assistance

Please contact MinoAdmin regarding Human Resources Management inquiries or questions.

Financial Management

In the weeks following your appointment, Treasury Board, in conjunction with the Prime Minister's Office, will work to identify the allocations for all Ministerial budgets. Once identified, you will receive a letter from the Treasury Board outlining your budget.

The department is available at your convenience to discuss any financial inquires you may have and will seek to brief you and your Chief of Staff as soon as your budget has been received from the Treasury Board.

The Chief Financial Officer will designate a Financial Management Advisor (FMA) for your office and will provide regular financial reports on the status of your budget including expenditures and forecasts. They will also assist your office in responding to the quarterly requirement from the Treasury Board Secretariat to report on Ministerial budgets.

Establishing the Ministers' Office Budgets

The office budget will be divided into six components:

  • Ministerial salary budget for exempt staff;
  • Ministerial operating budget, which covers all operating expenditures related to the conduct of the portfolio or other official government departmental business;
  • Students salary;
  • Minister's salary and motorcar allowance (controlled separately);
  • Ministerial regional exempt staff and operating budget (if there is regional staff);
  • Ministerial salary and operating budget for the Parliamentary Secretary Assistant.

This budget is in addition, and separate from, entitlements that you have as a Member of Parliament.

In addition to the office budget, the Minister will receive $92,700 for their salary and $2,000 for their car allowance as a statutory allowance which is not directly managed by the Minister's office.

Please note that Ministers are individually responsible and accountable for dealing with all public inquiries about the expenditures made from their office budgets, including publicly justifying them if the need arises.

Budget Transfers and the Carry Forward of Unspent Funds

Ministers cannot exceed their budget. However, funds can be transferred between salary budgets and operating budgets.

Financial Authorities

You may choose to delegate, pursuant to the Financial Administration Act, financial authorities for expenditures to your Chief of Staff or other exempt staff. Please note that:

  • A minister can delegate (but cannot be sub-delegated) his authority for expenditures related to their ministers' office budgets.
  • A minister cannot delegate his authority for hiring, determining salaries and salary increases, and terminating employment of exempt staff and benefits.

Policies for Ministers' Offices

Please refer to Part 4 and Appendix E of the Policies for additional information on accountability, accounting for expenditures charged to ministers' budgets, internal audit and Minister's salary and motor vehicle allowance.

Assistance

Please contact MinoAdmin regarding Financial Management inquiries or questions.

Office Accommodation and Supplies

Departmental HQ Offices

The department has assigned an office space for you and your staff. Your office will be in one of INFC`s Ministerial suites located at 427 Laurier [redacted]. Floor plans are available here.

Ministers' Regional Offices

Ministers' regional offices, furniture and furnishing are provided by Public Works and Government Services.

Office Furniture and Furnishings

A Minister's department funds the acquisition of office furniture, fixtures and equipment, and their operation and maintenance costs.

Our accommodation team is available to assist you with additional requirements. Equipment and furnishings outside of departmental standards are paid from the ministers' operating budget.

Office Equipment and Supplies

Supplies are paid from the minister's operating budget. To enroll for an acquisition card, please complete this form.

Signature Arm (autopen)

Given the number of documents that a Minister of the Crown is required to sign, an autopen (or signature arm) is frequently used. Since a signature from the autopen is considered a legal signature, and therefore, bind the Government and the Crown to certain decisions, its use must be carefully controlled. The department can assist you in the roles and responsibilities, as well as current security and functional procedures for the use of the Minister's autopen at INFC.

Please complete the following form to set-up a signature arm (autopen).

Policies for Ministers' Offices

Please refer to Part 5 of the Policies for additional information on accountability, accounting for expenditures charged to ministers' budgets, internal audit and Minister's salary and motor vehicle allowance.

Assistance

Please contact MinoAdmin regarding office accommodation and supplies inquiries or questions.

Travel and Hospitality

Travel expenses by the Parliamentary Secretaries and Ministers' staff incurred while on departmental business, are eligible for reimbursement in accordance with the Treasury Board directives and the National Joint Council Travel directives. The directives outline four common travel situations such as travel within headquarter area, outside headquarter area, travel in Canada and USA and international travel.

Ministers are excluded from the National Joint Council travel directive, however, it provides framework for appropriate expenditures. Any travel by the Minister outside the National Capital Region must be authorized by the Prime Minister's Office.

The department will be available to facilitate your office's travel needs, their roles and responsibilities for Travel Authority (TA), expense claims and report travel transactions.

Designated Travel card

Exempt staff that are expected to travel frequently are advised to apply for a Designated Travel Card. The department can assist exempt staff in obtaining this card and explain the advantages for government business travel.

Ministers can use their Designated Travel Card or their personal credit card and be reimbursed for funds expended for travel costs.

The ministers' offices are encouraged to use the government Shared Travel Services provided by HRG. Before a Designated Travel Card can be issues, the Ministers' staff will be required to complete a travel profile with HRG. To create a travel profile, please complete this form.

Executive Vehicle for use by a Minister

An executive vehicle will be allocated to the Minister. A vehicle is provided to each minister and expenses are paid by the department for the conduct of official business. Your Driver is part of your exempt staff complement, whose salary is drawn from your exempt staff budget. The department will provide you with a temporary driver until you appoint an individual to this position.

It is important to note that the use of the executive vehicle is a taxable benefit, therefore personal use, by you or your driver, of the car should be documented (kilometers recorded) for taxation purposes.

Exempt staff and departmental staff are not authorized to use the vehicle for personal use.

Anyone who may be required to drive the executive vehicle, including you and your family should be insured. Please complete this form.

Hospitality and Gifts

Hospitality is defined as the provision of beverages, snacks, meals and sometimes entertainment to guests of departments or agencies.

There may be instances when a Minister requires a Parliamentary Secretary or staff member to extend hospitality on behalf of the Minister or department. Such hospitality may be necessary because it will economically facilitate the business of the department or agency or because it is considered essential as a matter of courtesy or protocol.

In these instances, such hospitality shall be extended in accordance with the Directive on the Management of Travel, Hospitality and Conferences and all the requirements for documentation shall be met. Claims for reimbursement should be approved by the Chief of Staff or Minister, as appropriate.

Separate claims should be submitted when a member of a Minister's staff claims reimbursement for their own hospitality expenses and for hospitality disbursements made on behalf of the Minister.

Proactive Disclosure

For Travel and Hospitality expenses, proactive disclosure is done on a monthly basis and requires the mandatory publication on departmental websites of travel and hospitality expenses for Ministers, Parliamentary Secretaries, exempt staff and by senior level employees at the Deputy Minister and Assistant Deputy Minister levels.

All reports should be reviewed by your Chief of Staff (or yourself) prior to publication.

Policies for Ministers' Offices

Please refer to Part 6 of the Policies for Ministers' Offices for additional information on accountability, accounting for expenditures charged to ministers' budgets, internal audit and Minister's salary and motor vehicle allowance.

Assistance

Please contact MinoAdmin regarding travel and hospitality inquiries or questions.

Contracting

Ministers must ensure that the government contracts regulations are respected and the requirements of the Financial Administration Act are met.

As per the Directive on the Management of Procurement, services and products acquired must demonstrate fairness, openness and be obtained at the best value in the spending of taxpayers' money.

Proactive Disclosure of Contracts

Ministers, Parliamentary Secretaries and exempt staff members must disclose on a quarterly basis all expenses for contracts over $10,000, amendments which increase the value of contracts to over $10,000, and amendments over $10,000. There are some limited exceptions, such as national security.

All reports should be reviewed by your Chief of Staff (or yourself) prior to publication.

MinoAdmin will assist in the development of attestations for each of your staff to review and approve. The Chief Financial Officer can provide you and your Chief of Staff with a comprehensive briefing regarding the Proactive Disclosure process.

Policies for Ministers' Offices

Please refer to Part 7 of the Policies for additional information on Treasury Board Contracting Policy, employer-employee relationships, fee guidelines, former government officials and temporary help services.

Assistance

Please contact MinoAdmin regarding contracting inquiries or questions.

Services

Parking

A minister's vehicle, being the property of the Crown, is allotted a parking space at the minister's office. The department has purchased a reserved parking space [redacted]. We also have a pre-arranged pick up permit with the Ottawa airport. This will allow your driver quick access and easy access upon arrivals and departures.

All exempt staff members must pay for their parking in commercial parking areas.

Relocation

The reimbursement of relocation expenses may be authorized for exempt staff at the EX-02 equivalent level or above. These expenses are at the discretion of the Minister and are paid from their operating budget.

The reimbursement of relocation expenses should be clearly specified in the HR Request - New Staff form and must be included in the letter of offer.

Policies for Ministers' Offices

Please refer to Part 8 of the Policies for additional information on hospitality and gifts, memberships, international conferences and legal services.

Assistance

Please contact MinoAdmin regarding Services inquiries or questions.

Official Languages

Ministers' offices are considered separate from federal institutions, as such they are not subject to the Official Language Act. Nonetheless, ministers' offices follow the spirit of the Act. They need to:

  • Have the capacity to communicate and serve the public in both official languages.
  • Have an office environment conductive to the use of both official languages.
  • Reflect the presence of both linguistic communities in their workforce.

Policies for Ministers' Offices

Please refer to Part 9 of the Policies for additional information on service to the public, language of work, equitable participation and support mechanisms.

Assistance

Please contact MinoAdmin regarding Official Languages inquiries or questions.

Information Management and Information Technology

Information Management

While Ministers are responsible for the security of sensitive government information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.

The department will brief you on the legislation, practices and guidelines relevant to information management in the day to day operations of a Minister's office.

However, please note that a Minister's office is not in and of itself a Government Institution, nor is it part of a Government Institution for purposes of the Access to Information Act (ATIA). Therefore, a Minister's office is not subject to the ATIA.

Information Technologies

The department will work closely with Shared Services Canada (SSC) to ensure your Information Technology requirements and those of your office are met. This will include establishing network and email accounts, providing wireless devices, computers and peripherals (printers, scanners, etc.) as required to all members of your office.

An iPhone device for you will be activated for use on swearing-in day. For your Chief of Staff and employees, iPhone devices and computers will be included as part of their welcome package on their first day at INFC.

The department's Chief Information Officer is available to brief you on other options, address any specific needs you may have and assist you in getting set up on these devices. Similarly, an IT technician will be available to assist any member of your office as required.

Policies for Ministers' Offices

Please refer to Part 10 of the Policies for additional information on information management, information technologies and the Access to Information Act and the Privacy Act.

Assistance

Please contact MinoAdmin regarding Information Management inquiries or questions.

Policies for Ministers' Offices

Please refer to the Treasury Board Policies for Ministers' Offices (the "Policies"). These Policies consolidate the various financial, personnel, and administrative rules and regulations that govern ministers and their exempt staff when they perform duties directly related to their responsibilities.

Key Contacts

Minister's Office

427 Laurier, [redacted]

Reception Desk to Minister's Office: (613) 941-0724

Reception Desk to Prime Minister's Office: (613) 992-4211

Reception Desk to Privy Council Office: (613) 957-5153

Name Title Email Telephone
Kelly Gillis Deputy Minister Kelly.gillis@infc.gc.ca 613-960-5661
Jennifer Eyre Chief of Staff to the Deputy Jennifer.eyre@infc.gc.ca 613-960-9666
Justine Reynolds Departmental Liaison – INFC (July 17-21, 2023) Justine.reynolds@infc.gc.ca 343-573-7945
Kelly Ringrose Departmental Liaison – INFC (July 24-28, 2023) Kelly.ringrose@infc.gc.ca 613-298-6752
Robert Aiello Departmental Liaison - HDI Robert.aiello@infc.gc.ca 343-549-4588
RCMP Emergency [redacted] [redacted] [redacted]
MINOAdmin The MINO Admin is a single-window unit of the department that been established to provide operations support to your office relating to HR, Accommodations, Security and IM/IT minoadmin@infc.gc.ca N/A
[redacted] [redacted] [redacted] [redacted]
Mike Everson Temporary driver Mike.Everson@infc.gc.ca 343-573-7190

HR New Staff Form

WHO these forms are addressed to All staff members who will be hired
WHEN to complete the forms Before hire
WHAT to do prior to the forms Confirm their security clearance
WHERE to send the completed forms MinoAdmin, along with the compensation forms below
Help MinoAdmin minoadmin@infc.gc.ca

MinoAdmin will submit a personnel request form to initiate the onboarding with all INFC parties.

MINO Staffing - HR Request

Compensation Forms (Salary/Pay)

WHO these forms are addressed to All staff members who will be hired
WHEN to complete the forms Before hire
WHAT to do prior to the forms Complete the HR Request - New Staff Form
WHERE to send the completed forms MinoAdmin
Help MinoAdmin minoadmin@infc.gc.ca

Direct Deposit Form

Direct Deposit form

Federal Personal Tax Credit Form

Select form titled: Federal: TD1 Personal Tax Credits Return

Provincial Personal Tax Credit Form

If workplace is Ontario, select form titled: Ontario: TD1-ON Ontario Personal Tax Credits Return

If workplace is Québec, select form titled: TP-1015.3-V Source Deductions Return PDF

Personal History Form

Personal history form

Direct Deposit Form (EXPENSES)

WHO this form is addressed to All staff members (including the Minister) who will be travelling or may need to be reimbursed expenses (parking, supplies, etc.)
WHEN to complete the form Before travelling or incurring expenses to be reimbursed (recommended during the first week)
WHAT to do prior to the form Getting a PRI number
WHERE to send the completed form Finance Infrastructure (INFC) mailbox financeinfrastructure@infc.gc.ca
Help Finance Infrastructure (INFC) mailbox financeinfrastructure@infc.gc.ca

Direct Deposit form

ID House of Commons (Hill Pass) Form

WHO this form is addressed to Employees requiring access to the House of Commons
WHEN to complete the form First week
WHAT to do prior to the form Confirmation of Security clearance
HOW special instructions Complete form and return to Security Office
WHERE to send the completed form

Security Services / Services de sécurité (INFC)
securityservices-servicesdesecurite@infc.gc.ca

 
Help MinoAdmin minoadmin@infc.gc.ca

Application for ID for the house of commons form

HRG Travel Profile Form

WHO this form is addressed to All staff members (including the Minister) who will be travelling or who will approve travel
WHEN to complete the form Before travelling (recommended during the first week)
WHAT to do prior to the form Completing the Direct Deposit form
HOW special instructions

Form is to be completed online at https://isuite6.hrgworldwide.com/gcportal/en-ca/sts.aspx

Detailed instructions on completing the form are below.

Help Finance Infrastructure (INFC) mailbox financeinfrastructure@infc.gc.ca

How to create an HRG account

Travel Card Form

WHO this form is addressed to All staff members (including the Minister) who will be travelling
WHEN to complete the form Before travelling (recommended during the first week)
WHAT to do prior to the form Creating a travel profile with HRG
HOW special instructions

The form is filled out and submitted directly from the HRG travel system (https://isuite6.hrgworldwide.com/gcportal/en-ca/sts.aspx)

Detailed instructions on completing the form are provided below.
Help Finance Infrastructure (INFC) mailbox financeinfrastructure@infc.gc.ca

Travel card form

Acquisition card form

WHO this form is addressed to The staff member who will be responsible for ordering and paying for low-value purchases (such as office supplies and business cards)
WHEN to complete the form As appropriate (recommended during the first week)
WHAT to do prior to the form Complete the financial delegation training online course (G110/G510) from the Canada School of Public Service
HOW special instructions Complete Section A, and have the form signed by the cardholder and their Responsibility Centre Manager
WHERE to send the completed form Finance Infrastructure (INFC) mailbox financeinfrastructure@infc.gc.ca
Help Finance Infrastructure (INFC) mailbox financeinfrastructure@infc.gc.ca

Acquisition card form

Insurance for Executive Vehicle Form

WHO this form is addressed to Anyone who may be required to drive the executive vehicle, including the Minister and his/her family, if applicable
WHEN to complete the form Before driving the executive vehicle (recommended during the first week)
HOW special instructions Note that the top portion of the form will be filled out by Corporate Services upon submission to Public Service and Procurement Canada for processing
WHERE to send the completed form accommodationsservices-servicesdeslocaux@infc.gc.ca  

Help

 Accommodations Services mailbox accommodationsservices-servicesdeslocaux@infc.gc.ca

Insurance for executive vehicle form

Signature Arm Cartridge (autopen) Form

WHO this form is addressed to The Minister and the Parliamentary Secretary, if applicable
WHEN to complete the form As appropriate (recommended during the first month)
HOW special instructions Note that section 2 must be filled out and the reference signature must be provided inside the signature box. All other sections will be completed by Corporate Services.
WHERE to send the completed form accommodationsservices-servicesdeslocaux@infc.gc.ca
Help Accommodations Services mailbox accommodationsservices-servicesdeslocaux@infc.gc.ca

Signature arm cartridge (autopen) form

Secret Security Clearance Forms

WHO this form is addressed to All employees, students, departmental staff, contractors, persons assigned or seconded.
WHEN to complete the form Before hire
WHAT to do prior to the form Gather information on previous addresses, employers and family including In-laws
HOW special instructions

Complete form and return to Security Office or email to Personnel Security / Securité du personnel (INFC)
personnelsecurity-securitedupersonnel@infc.gc.ca

 
WHERE to send the completed form

Personnel Security / Securité du personnel (INFC)
personnelsecurity-securitedupersonnel@infc.gc.ca
Help MinoAdmin minoadmin@infc.gc.ca

330-23Secret Security Clearance form

330-60Secret Security Clearance form

Floor Plan for INFC

[Redacted]

[Redacted]