FSD 12 - Travelling expenses for dependants on pre-posting briefing programs
Introduction
Where the deputy head has authorized a pre-posting briefing program for a spouse or common-law partner and/or dependant(s) who accompany an employee on a posting, additional costs may be incurred as a result of such program. In such cases the deputy head may, in accordance with this directive, authorize reimbursement to the employee for actual and reasonable travelling, temporary accommodation, living, local transportation and dependant care expenses, incurred on behalf of the spouse or common-law partner and/or dependant(s).
Directive 12
12.01 Where the deputy head has authorized a pre-posting briefing program in the National Capital Region for the spouse or common-law partner and/or dependant(s) of an employee who is employed at and who resides at a place in Canada outside the National Capital Region and whose dependant(s) will be residing with the employee at the post, the deputy head may authorize payment of the following expenses incurred by the spouse or common-law partner and/or dependant(s):
(a) actual and reasonable return travelling expenses between the employee's normal place of residence in Canada and the National Capital Region;
(b) actual and reasonable accommodation and living expenses in the National Capital Region for the duration of the pre-posting briefing program;
(c) actual and reasonable local public transportation costs (including taxis when, in the judgment of the deputy head, the use of such transportation is justifiable and reasonable) for one return journey each day to the briefing centre;
(d) the cost of a weekly ten-minute station-to-station long distance telephone call at weekend discount rates from the briefing centre to the place of residence in Canada of the separated family member(s).
12.02 Where the deputy head has authorized a pre-posting briefing program in the National Capital Region for the spouse or common-law partner and/or dependant(s) of an employee who is being cross-posted and whose dependant(s) will be residing with the employee at the new post, the deputy head may authorize payment of the following expenses incurred by the spouse or common-law partner and/or dependant(s):
(a) actual and reasonable return travelling expenses between the employee's old post and the National Capital Region, where travel to the headquarters city has not been authorized for the employee and accompanying dependant(s) under the provisions of FSD 50.02(a);
(b) actual and reasonable accommodation and living expenses in the National Capital Region for the duration of the pre-posting briefing program;
(c) actual and reasonable local public transportation costs (including taxis when, in the judgment of the deputy head, the use of such transportation is justifiable and reasonable) for one return journey each day to the briefing centre;
(d) the cost of a weekly ten minute station-to-station long distance telephone call at weekend discount rates from the briefing centre to the separated family member(s) at the employee's post.
Instruction
For purposes of Section 12.02(a), travelling expenses means expenses for air transportation and local transportation to and from airports at the points of departure and destination and, when authorized in advance by the deputy head, for accommodation, meals and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will permit continuing travel to the headquarters city.
12.03 The deputy head may authorize payment of dependant care expenses which are incurred as a result of the absence of a spouse or common-law partner who is attending the pre-posting briefing program. These expenses are paid for dependant(s) under 18 years of age who reside permanently with the employee where these are in excess of any existing permanent dependant care arrangements. The employee shall be reimbursed actual and reasonable dependant care expenses:
(a) up to a daily maximum of $35 Canadian, per household, with a declaration; or
(b) up to a daily maximum of $75 Canadian, per household, with a receipt;
except that,
(c) where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee.
Instructions
1. Telephone calls shall not be reimbursed where the employee is receiving assistance for home communications under the NJC Travel Directive.
2. Receipts for costs incurred under Section 12.03 shall include the cost, dates of employment, and the sitter's/company's name and telephone number as well as the sitter's social insurance number (where applicable).
3. Expenses authorized under this directive shall not exceed those which would be authorized under the relevant provision of FSD 15 - Relocation.
4. Where travel is being authorized under FSD 50.02(a) in respect of an employee's cross posting, travel shall not be authorized under this directive. It should be noted, however, that where travel is authorized under the provisions of FSD 50.02(a), the provisions of Sections 12.02(b), (c) and (d) as well as Section 12.03 may be applied.
5. The dollar amounts specified in Section 12.03 shall be amended from time to time to reflect the dollar amounts authorized by the NJC Travel Directive; any such change shall be published on the Department of Foreign Affairs and International Trade's website.
6. The provisions for dependant care under this directive also apply to joint custody situations where a dependant qualifies as a dependant or dependent student under the provisions of FSD 2 - Interpretation. Depending on the terms of the joint custody agreement, dependant care assistance shall not normally be provided where the child's other parent resides in the same location as the child who requires dependant care.