Reimbursement of expenses and payment of allowances
Purpose
This policy explains when and how, in special situations, a party can ask for a reimbursement of travel and living expenses or payment of an allowance. It also explains how the Social Security Tribunal (SST) processes these requests.
Who can get a reimbursement or be paid an allowance
In special situations, if you’re a party and have to attend a hearing with the SST, you may be:
- reimbursed for travel expenses (like mileage, bus tickets, parking fees)
- reimbursed for living expenses (like hotel and meals)
- paid an allowance (for example for lost wages)
A party can be:
- the appellant (person who files an appeal)
- the respondent (person defending the decision being appealed)
- any added party (person who could be impacted by the decision)
A hearing includes: a teleconference, videoconference or in-person hearing.
Special reasons to reimburse expenses or pay an allowance
The law says that:
- The SST chairperson decides whether there are special reasons for a reimbursement or an allowance. Special reasons aren’t defined.
- You can only get a reimbursement or an allowance related to attending an SST hearing.
- The reimbursement or allowance has to be within the limits set by the chief administrator of the Administrative Tribunals Support Service of Canada.
The chairperson can’t reimburse you for your legal fees.
How the chairperson decides whether there are special reasons
The chairperson will review the circumstances of your request. Then, they’ll determine whether there are special reasons to reimburse expenses or pay an allowance.
The chairperson will usually accept that there are special reasons when:
- You attend or arrange to attend a hearing and the hearing doesn’t go ahead on short notice
- for reasons caused by the SST, or
- because of unforeseen circumstances like bad weather, a natural disaster, or a telecommunications outage
- You attend an in-person hearing that the SST scheduled more than 100 km from your residence
- in this situation, the SST might not reimburse you for the first 100 km of travel expenses.
There may be other special reasons. The chairperson decides based on the facts of each case.
Examples of situations where special reasons applied
Here are two examples of situations where the chairperson decided that special reasons applied:
- A hearing was cancelled at the last minute because the SST member had a family emergency. A party had already travelled to the hearing and missed 3.5 hours of work. So, the party was reimbursed for their travel and living expenses and paid an allowance for their lost wages.
- A hearing was cancelled because of bad weather. A party had already travelled to the hearing. So, the party was reimbursed for their travel expenses.
How to ask for a reimbursement or an allowance
To ask for a reimbursement or an allowance, contact us by mail or by email at SST.CHAIRPERSON-PRESIDENCE.TSS@canada.gc.ca. Please tell us:
- the reimbursement you’re asking for
- the allowance you’re asking for
- the special reasons for your request
Include documents to support your request, like:
- travel expenses:
- bus or train tickets
- taxi receipts
- parking receipts
- living expenses:
- hotel receipts
- meal receipts
- proof of lost wages:
- a letter from your employer
What we do when you ask for a reimbursement or an allowance
- We’ll let you know that we’ve received your request.
- The chairperson will review your request. Then, they’ll determine whether there are special reasons for a reimbursement or an allowance.
- The chairperson may accept, partially accept, or deny your request. No matter what they decide, they’ll always give you their decision and reasons in writing.
- If your request is accepted, or partially accepted, we’ll send you information about how you’ll be paid.
How to contact us
Visit the SST’s Contact us page if you have any questions about this policy.