Foreign Service Directives

Foreword

Enquiries regarding the Foreign Service Directives may be directed to:

Excluded Groups and Administrative Policies
Labour Relations and Compensation Operations
Treasury Board Secretariat
Ottawa, ON K1A 0R5

The Department of Foreign Affairs and International Trade issues monthly "Schedules to Foreign Service Directives and Meal Rates" electronically. As the Directives cannot be applied without reference to the monthly schedules, departments and agencies with employees on assignment outside Canada may direct their enquiries to:

The Director
Strategic Policy, Planning and Monitoring Division (AEF)
Department of Foreign Affairs and International Trade
Lester B. Pearson Building
125 Sussex Drive
Ottawa, ON K1A 0G2

Introduction

The Foreign Service Directives are designed to provide a system of allowances, benefits and conditions of employment that, in combination with salary, will enable departments and agencies to recruit, retain and deploy qualified employees in support of government programs outside Canada.

It is important that employees who are or will be serving on assignments outside Canada have access to these directives and, as well, to information as to their application and interpretation. It is particularly important that employees should be provided with a detailed briefing with respect to the specific application of those directives and related provisions and procedures which impact on their assignment outside Canada, before departing for that assignment. The Department of Foreign Affairs and International Trade conducts pre-posting briefing programs in Ottawa for career foreign service employees and foreign assignment employees. Wherever possible and practicable, employees should be authorized to attend this program prior to posting, notwithstanding that they are not employees of the Department of Foreign Affairs and International Trade.

The Foreign Service Directives are developed in consultation in the National Joint Council of the Public Service of Canada (NJC).

The Foreign Service Directives reflect the following principles:

It is the responsibility of employees to familiarize themselves with the Foreign Service Directives and to seek clarification and / or assistance from their FSD administrator with respect to the application and/or interpretation of a specific directive, as needed.

To achieve the objectives of the Directives, consideration will continue to be given to situations which may arise which are not specifically dealt with in the Directives but which fall within the intent of the Directives as described in the basic principles outlined above or explained in the Introduction to a specific directive.

To ensure that terms and conditions of employment for employees serving abroad are kept up to date, the Directives are reviewed on a regular basis, normally every three years.

Following a comprehensive review by the NJC Committee on Foreign Service Directives, the Directives were revised effective April 1, 2009 and posted on the National Joint Council and Treasury Board Secretariat web sites.

These revised Directives also reflect the percentage increase in certain allowances and dollar amounts which was also effective April 1, 2009.

It should be noted that a number of collective agreements contain clauses respecting the application of the Foreign Service Directives. It is unlikely that there will be any conflict between the Directives and the various agreements. However, should there be areas of apparent conflict, the Foreign Service Directives will normally apply, unless the agreement expressly provides that the agreement overrides the Foreign Service Directives. In cases of doubt, the employer and employee representatives have agreed to discuss the problem before any final conclusion is reached.

In cases of alleged misinterpretation or misapplication arising out of these directives, the grievance procedure, for all represented employees, within the meaning of the Public Service Labour Relations Act, will be in accordance with Section 15 of the National Joint Council By-Laws. For unrepresented employees the departmental grievance procedure applies.

These Directives are deemed to be part of collective agreements between the parties to the National Joint Council and employees are to be afforded ready access to this policy. The Directives are available on the National Joint Council web site (www.njc-cnm.gc.ca).

Several Directives require verification and/or reports to the Treasury Board Secretariat or to the appropriate foreign service interdepartmental co-ordinating committee. FSD 70 - Reporting requirements and verification of allowances outlines the frequency and details of the various reporting requirements and verification of allowances.

Various Treasury Board and Foreign Affairs and International Trade forms are used in applying or administering the Foreign Service Directives. These forms are indicated at the end of the directive with which they are used and are available upon presentation of requisition form DSS 3149-2A-7540-21-872-3137 (AI-8) from:

Lester B. Pearson Printing Plant
Lester B. Pearson Building
125 Sussex Drive
Ottawa, ON K1A 0G2

FSD 1 - Short title

Directive 1

1.01 These Directives may be cited as the Foreign Service Directives.

Effective date

The Foreign Service Directives are effective April 1, 2009.

FSD 2 - Interpretation

Directive 2

2.01 In these directives, (listed alphabetically):

Appendix A
Declaration

Subject to Directive 2.01(aa) this declaration will serve to designate an individual as a common-law partner for purposes of the Foreign Service Directives and for the relevant benefits to be accorded thereunder.

We, _________________________ and _________________________ solemnly declare that our relationship is and has been demonstrated by our cohabitation in a conjugal relationship. This relationship is and has been recognized for a period of at least one year in the community or communities in which we have lived.***

Where these conditions cease to exist we acknowledge the right of the deputy head to cease payments made on the basis of the existence of such conditions.

Where these conditions do not in fact exist we acknowledge the right of the deputy head to recover the amounts of money paid on the basis of the existence of such conditions.

*** In specific cases, this declaration may be used where there has been a break in the period of cohabitation for reasons beyond the control of the employee or the individual to be designated as common-law partner. See Appendix B.

Signed _____________________________ Employee

___________________________________ Common-law partner

___________________________________ Date

Signed _____________________________ for the deputy head

___________________________________ Date

Appendix B

1. Agreement has been reached in the National Joint Council (NJC) to interpret the Declaration in Appendix A to recognize a conjugal relationship in certain situations where there has been a break in the qualifying period of cohabitation.

2. The NJC Committee on Foreign Service Directives will consider individual cases where cohabitation started prior to the posting or cross-posting, but the one-year qualifying period was disrupted when the person to be designated as the common-law partner was unable to accompany the employee to post.

3. The separation must be for reasons beyond the reasonable control of the employee or the individual to be designated as the common-law partner. Such reasons may relate to education, health, disposal of a principal residence, custody disputes and contractual obligations. The circumstances for which Special family separation assistance (FSD 18) may be authorized, will be used as a guide.

4. It will be the responsibility of the employee to demonstrate that a continuing conjugal spousal relationship has been established and that this relationship has been recognized for a period of at least one year, including the approved period of disruption, in the community or communities in which they have lived. The NJC FSD committee may request evidence or information to corroborate the statements provided by the employee.

5. In general, a person to be designated as a common-law partner shall be placed in neither a more nor a less favourable situation than a spouse.

FSD 3 - Application

Directive 3

3.01 Unless otherwise indicated, and subject to the provisions of FSD 8 - Short-term assignments outside Canada, these directives apply to career foreign service employees and to foreign assignment employees on assignment outside Canada, where:

Instructions

1. The Foreign Service Directives apply to non-public servants on assignment with a department or agency at a Post, under the Interchange Canada Program or the Business/Government Executive Exchange Program, as specified in the Assignment Agreement.

2. In applying Section 3.01(g), care should be taken to ensure that employees:

3. The assignment agreement under FSD 3.01(g) must be signed by the employee, the employee's bargaining agent, the departmental representative and the Treasury Board Secretariat staff representative.

4. The provisions of FSD 8 - Short-term assignments outside Canada apply to periods in excess of 30 consecutive days but less than one year. For periods of less than 31 consecutive days, the provisions of the NJC Travel Directive shall apply.

3.02

3.03 Employees in support of Canadian Forces (CF) outside Canada:

Instructions

1. The benefits and allowances will vary based on the period of deployment as provided for in the MFSI.

2. Changes to Section 3 - Operations Allowances of the MFSI subsequent to April 1, 2003 shall be reported to the National Joint Council Committee on the Foreign Service Directives.

3. An employee on relocation to and/or from a Mission ceases to be on travel status while in receipt of the allowances and benefits under the MFSI.

3.04 The directives apply to each employee of an employee-couple to the same extent as they do to an unaccompanied employee except:

3.05

3.06 Blank.

Provisions transferred to 3.02(b) effective April 1, 2009.

3.07 Where, due to operational requirements as determined by the deputy head, an employee at a place of duty in Canada who has been notified officially of an assignment outside Canada is subsequently notified officially that the assignment has been cancelled or changed, the deputy head shall, to the extent considered necessary,

3.08 Section 3.07 shall also apply to a Head of Mission designate whose proposed appointment has been cancelled or changed by the deputy head through no fault or choice of the employee.

Instruction

Sections 3.07 and 3.08 also apply to situations where a confirmed posting is cancelled or changed as a result of medical unsuitability of an employee or an accompanying dependant as determined by the deputy head on the advice of Health Canada.

3.09 In situations other than those described in Sections 3.07 and 3.08 where an assignment outside Canada has been cancelled or changed, the deputy head may recommend to the President of the Treasury Board such assistance as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee.

Instruction

This section is designed for those situations where a posting is cancelled or changed through fault or choice of an employee, rather than as a result of operational requirements as determined by the deputy head.

Appendix A
Short-term relocation outside Canada and the USA

The provisions of FSD 3 - Appendix A - Short-term relocation outside Canada and the USA, have been revised and incorporated into FSD 8 - Short-term assignments outside Canada.

Appendix B

April 27, 2004

MEMORANDUM OF AGREEMENT
REGARDING THE PAYMENT OF CERTAIN ALLOWANCES & BENEFITS
TO PUBLIC SERVICE EMPLOYEES
DEPLOYED OUTSIDE CANADA IN SUPPORT OF THE CANADIAN FORCES ON
DEPUTY CHIEF OF DEFENCE STAFF CONTROLLED
INTERNATIONAL OPERATIONS
BETWEEN TREASURY BOARD
(HEREAFTER CALLED THE EMPLOYER)

AND

THE PROFESSIONAL INSTITUTE OF THE PUBLIC SERVICE OF CANADA
THE PROFESSIONAL ASSOCIATION OF FOREIGN SERVICE OFFICERS
THE PUBLIC SERVICE ALLIANCE OF CANADA
AND OTHER BARGAINING AGENTS WHO ARE
MEMBERS OF THE NATIONAL JOINT COUNCIL OF THE PUBLIC SERVICE OF CANADA
(HEREAFTER CALLED THE BARGAINING AGENTS)

Application

1. FSD 3.03(b) provides for the payment of certain allowances and benefits to career foreign service and foreign assignment employees deployed outside Canada in support of the Canadian Forces (CF) on Deputy Chief of Defence Staff (DCDS) controlled international operations. Specifically, FSD 3.03(b) states that these employees are subject to the relevant provisions of Section 3 - Operation Allowances of the Military Foreign Service Instructions (MFSI).

2. Following approval of FSD 3.03, a number of MFSI allowances and benefits, which apply to deployed CF members, were allocated sections of Chapter 10 - Military Foreign Service Instructions of the Compensation and Benefits Instructions (CBI) for the Canadian Forces, other than Section 3 - Operation Allowances. Although not specifically referred to in FSD 3.03(b), they meet its intent and are included in this agreement to ensure complete coverage of career foreign service and foreign assignment employees. For greater certainty, the applicable MFSI sections are limited to the following:

Note: The MFSI reference includes the CBI Chapter Number plus the applicable Section.

3. The employee will be subject to the National Joint Council Travel Directive and be deemed in travel status while travelling to and from the post that is the home location of the deployment.

4. The employee will remain subject to those Foreign Service Directives applicable to the circumstances encountered. However, the employee is not entitled to any benefit or allowance under the FSD, which is duplicated under the MFSI listed in paragraph 2 of this MOA.

5. The entitlement to the above allowances and benefits under the MFSI is predicated on the deployment status, as defined in MFSI 10.3.03 - Application by Deployment Status.

6. Amendments to the allowances and benefits listed in this Chapter shall be reported to the Foreign Service Directives Committee of the National Joint Council by the Department of National Defence representative on that committee. The MFSI is available on the following Website: http://www.dnd.ca/dgcb/dcba/mfs.

Effective Date

7. This memorandum is effective 23 July 2003, which is the approval date of the MFSI, and shall terminate when agreed to by the parties.

SIGNED AT OTTAWA, THIS 27^th DAY OF THE MONTH OF APRIL 2004

FSD 4 - Accountable advances

Introduction

It is the employer's policy that an accountable advance will be available to an employee for any expenses that may be authorized under the Foreign Service Directives.

Directive 4

4.01 The deputy head may authorize an accountable advance to an employee in anticipation of any admissible expense of an accountable nature authorized under the directives and such an advance shall not be unreasonably withheld.

4.02 An employee who receives an accountable advance shall account for and repay in full any unexpended balance within ten days or within other specific time limits as defined in these directives, after the purpose for which the advance was made has been fulfilled.

4.03 When an employee fails to account for an advance or to repay in full any unexpended balance within the time limits specified in Section 4.02, no further advances are to be paid to that employee until the outstanding advance has been accounted for.

Instructions

1. The deputy head shall be responsible for ensuring that the amount of an advance is directly related to the amount of the anticipated admissible expense.

2. An accountable advance made to an employee who fails to account for it or to repay in full any unexpended balance within the specified period shall be subject to recovery from any moneys due from the Crown, pursuant to the relevant provisions of the Financial Administration Act. When such outstanding advance has not been accounted for within three months from the date after the purpose for which the advance was made has been fulfilled, the deputy head may authorize automatic recovery from any moneys due from the Crown.

3. The regulation previously described in this directive as well as all other regulations that apply to accountable advances are defined in the Accountable Advance Regulations which, pursuant to section 38 of the Financial Administration Act provide detailed regulations respecting the issuing of, accounting for, repayment and recovery of accountable advances.

Guideline

Where pre-audit of a claim indicates reimbursement to an employee will be necessary and it is anticipated that the final settlement may be delayed, an employee may be issued an advance, or further advance, pending settlement of the claim. The advance or further advance shall be limited to the total amount outstanding as indicated by the pre-audit.

FSD 8 - Short-term assignments outside Canada

Introduction

To recognize varying living conditions outside Canada, special short-term assignment provisions have been developed for assignments of more than 30 consecutive days but less than one year, when the employee normally accepts the assignment on an unaccompanied basis, when the Foreign Service Directives do not apply, as outlined in this directive.

The provisions of this directive reflect the comparability principle, as outlined in the Introduction to the Foreign Service Directives.

Directive 8

Definitions

8.01 In this directive

Assignment (affectation) is an assignment as defined in FSD 3 - Application.

Application

8.02

8.03 These provisions shall apply to assignments commencing April 1, 2009, where,

Relocation Travel

8.04 The deputy head shall apply the relocation travel provisions of FSD 15 - Relocation, to assignments under this directive.

Guideline

It should be noted that where a non-accountable allowance is authorized in accordance with FSD 15.04, inclusion of 2 days living expenses at each of the old and new places of duty is not authorized, when, in accordance with FSD 15.33, an employee is able to occupy permanent accommodation.

Shipment and Storage of Household Effects

8.05 The deputy head shall determine whether any or all of the employee's household effects, as defined in 2.01(r), shall be shipped and/or stored, in accordance with FSD 15 - Relocation, where

Guidelines

1. The deputy head's decision with respect to shipment and/or storage of an employee's household effects shall be based on such factors as family circumstances, the length of the assignment and the temporary accommodation to be occupied at the post.

2. Storage of household effects, including a PMV, shall not normally be approved for periods of less than 121 consecutive days.

3. Household effects, including a PMV, authorized for storage are self-insured by the Government, in accordance with FSD 15 - Relocation.

4. Household effects authorized for shipment are self-insured by the Government, in accordance with FSD 15 - Relocation.

Incidental Relocation Expense Allowance

8.06 The deputy head shall authorize an incidental relocation expense allowance, as follows:

Accommodation

8.07

Instruction

Where possible, employees will be placed in self-contained accommodation, either commercial or Crown-held.

Meal Allowance

8.08 The deputy head shall authorize payment of the daily meal allowance, as specified in Appendix C or D of the NJC Travel Directive, as applicable,

8.09 Where, due to special circumstances such as heavy workload, difficulty in finding food, or extremely limited restaurant facilities, the deputy head deems the meal allowance in Section 8.08 to be inadequate, such meal allowance may be authorized as may be considered reasonable, up to the full daily meal rate.

8.10 Where a meal allowance has not been established in the country of assignment or where there are sudden changes in currency exchange rates or high inflationary trends, the deputy head may authorize actual and reasonable expenses for meals, based on receipts.

Laundry and Dry Cleaning

8.11

Guideline

Laundry facilities consist of a washer and dryer as well as an iron and ironing board.

Commuting Assistance

8.12 The deputy head may authorize financial assistance to cover excess home/office commuting costs, in accordance with the provisions for commuting assistance under FSD 30 - Post transportation and related expenses.

Weekend Travel Home

8.13 The deputy head shall authorize weekend travel home for employees in accordance with the relevant provisions of the NJC Travel Directive for Travel Within Canada and the United States and for Travel Outside Canada and the United States.

Home communication

8.14 The deputy head shall authorize the provisions for home communication for employees in accordance with the relevant provisions of the NJC Travel Directive.

Dependant Care

8.15 The deputy head shall authorize dependant care for employees in accordance with the relevant provisions of the NJC Travel Directive.

Medical and Health Care

8.16 The deputy head shall authorize the application of FSD 9 - Medical and dental examinations - to employees on assignments in excess of 120 consecutive days to posts designated as unhealthy under FSD 38 - Preventive medical services expenses.

Instruction

It is the employee's responsibility to ensure provincial and supplementary PSHCP coverage while outside Canada. Employees should inform their provincial health insurance plan of their anticipated absence from Canada and arrange for continued coverage, if necessary, beyond the period normally covered under provincial plans.

Foreign Service Premium

8.17 Where the assignment is in excess of 120 consecutive days, including any extension, the deputy head shall authorize payment of the Foreign Service Premium and the accrual of foreign service premium points in accordance with FSD 56 - Foreign service incentive allowances (Foreign Service Premium).

Instruction

Where the assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, the provisions of FSD 56 shall only apply from the date on which the employee accepts the extension.

Post Differential Allowance

8.18

Instruction

In applying Section 8.18(a), where the assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, the provisions of FSD 58 shall only apply from the date on which the employee accepts the extension.

Currency Exchange

8.19 The deputy head shall authorize the provisions for currency exchange in accordance with the NJC Travel Directive.

Employee Accompanied by Dependant(s)

8.20

8.21 Where dependant(s) are authorized to accompany an employee, assistance for dependant(s) shall be limited to:

Instruction

It is the employee's responsibility to ensure provincial and supplementary coverage, such as PSHCP, for their dependant(s) while outside Canada. Employees should inform their provincial health insurance plan of their anticipated absence from Canada and arrange for continued coverage, if necessary, beyond the period normally covered under provincial plans.

Assistance for Single Parents

8.22 At the request of the employee and in lieu of the provisions for week-end travel under the NJC Travel Directive, the deputy head may authorize:

Guideline

For purposes of this directive, a pre-school aged child is a child who is not in full time attendance at an educational institution.

FSD 9 - Medical and dental examinations

Introduction

The employer wishes to ensure through preventive services that employees and their dependants are medically fit for service abroad. Examinations for this purpose will normally be provided by Health Canada. Where Health Canada is not in a position to conduct the examinations or the deputy head authorizes use of a private facility, the employer will pay the costs of related expenses for examinations conducted at a private facility. Health Canada has been delegated authority to amend the appendix to this directive as and when required.

Directive 9

9.01 Prior to each posting an employee and each dependant who

shall have the right to a medical examination, or may as a condition of posting be required to undergo a dental and/or a medical examination which shall include specialist services, psychological assessments, x-rays and immunization against diseases as required. The posts for which pre-posting dental examinations are required are listed in the appendix to this directive, and published on the Department of Foreign Affairs and International Trade's website.

Where an employee is posted to a hardship post, as specified in FSD 58 - Appendix, the cost of a pre-posting eye examination will be reimbursed for employees and their dependant(s). Pre-posting eye examinations are not mandatory for the issuance of a Posting Confirmation Form (or equivalent).

Instruction

Where a dental examination is required, such dental examination shall include an assessment of any special dental treatment which may be required prior to or during the employee's assignment.

9.02 The dental examination, medical examination and related hospitalization and any special examination required shall be administered in the manner prescribed by Health Canada at a Canadian government facility. In special circumstances, the deputy head may authorize the use of a private facility.

Instruction

The employer shall pay the cost of the medical and dental examinations at a private facility only where:

9.03

Instruction

The assessment as to fitness for duty prepared by Health Canada does not contain confidential medical information. Confidential medical information is available to an employee under the Privacy Act, or may be obtained informally by an employee from Health Canada.

9.04 Whenever medical matters are at issue, employees shall have the right to have their personal physician submit a written medical opinion to Health Canada. That department shall review such opinion and submit another assessment as to fitness for duty to the deputy head, taking into consideration the medical opinion of the employee's physician.

9.05

9.06 In arriving at a decision concerning the assignment of an employee, the deputy head shall give consideration to the medical and dental assessments submitted pursuant to Sections 9.03, 9.04 and 9.05.

Instruction

Where, after taking into account any medical assessment as to fitness for duty provided, the deputy head determines that an employee cannot be posted for medical reasons, the employee shall be so informed.

9.07 The deputy head shall authorize:

and, where appropriate,

9.08 Where the use of a private facility is authorized by the deputy head, the written opinion and professional account shall be submitted to Health Canada and the account shall be verified and recommended for payment when the quality of the written opinion is satisfactory to Health Canada.

9.09 Where it is necessary for a medical or dental examination authorized under this directive to be conducted during normal working hours, the employee shall be considered to be on duty for the period required for such examination.

9.10 Where an employee is required to undergo a medical or dental examination authorized under this directive and it is not possible to conduct such an examination during scheduled working hours, the deputy head may authorize overtime compensation as provided for in the applicable collective agreement for the period required for such examination.

9.11 Expenses incurred by the employee pursuant to Sections 9.02 and 9.04 shall not be a charge against the employee's health or hospitalization insurance plan.

Instruction

This directive also covers a cross-posting.

Guideline

Provisions for preventive medical services expenses other than pre-posting ones are covered in FSD 38 - Preventive medical services expenses.

Appendix
Posts for which Pre-posting Dental Examinations are Required

April 1, 2009

Abidjan, Ivory Coast
Abuja, Nigeria
Accra, Ghana
Addis Ababa, Ethiopia
Algiers, Algeria
Amman, Jordan
Baghdad, Iraq
Bamako, Mali
Beijing, P.R. China
Belgrade, Serbia
Bratisllavia, Slovakia
Bridgetown, Barbados
Bucharest, Romania
Chandaghar, India
Chonquing, China
Colombo, Sri Lanka
Cotonou, Benin
Dakar, Senegal
Damascus, Syria
Dar-es-Salaam, Tanzania
Dhaka, Bangladesh
Georgetown, Guyana
Guangzhou,China
Hanoi, Vietnam
Harare, Zimbabwe
Havana, Cuba
Ho Chi Minh City, Vietnam
Islamabad, Pakistan
Katmandu, Nepal
Kigali, Rwanda
Kingston, Jamaica
Kinshasa, Zaire
Kyiv, Ukraine
Lagos, Nigeria
La Paz, Bolivia
Libreville, Gabon
Lusaka, Zambia
Managua, Nicaragua
Mumbai, India
Nairobi, Kenya
Niamey, Niger
Ouagadougou, Burkina-Faso
Panama City, Panama
Port-au-Prince, Haiti
Prague, Czech Republic
Pristina, Kosovo
Quetta, Pakistan
Quito, Ecuador
Rabat, Morocco
San Jose, Costa Rica
San Salvador, Salvador
Santo Domingo, Dominican Republic
Sarajevo, Bosnia
Shanghai, P.R. China
Tegucigalpa, Honduras
Tehran, Iran
Tirana, Albania,
Tripoli, Libya
Tunis, Tunisia
Warsaw, Poland
Yaounde, Cameroon
Zagreb, Croatia

Notwithstanding the provisions of Section 107 of the Public Service Labour Relations Act, revisions to this Appendix shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.

FSD 10 - Posting loan

Introduction

This directive provides for a loan to employees, on an as-needed basis, normally so that they may purchase items needed at post or to otherwise facilitate the posting. Items may include clothing and foodstuffs and a private motor vehicle, for the employee's use at a post. The intent of FSD 10 is not to fund personal investments.

The employee will be required to identify the purpose of the loan.

Directive 10

Maximum Loan Amount

10.01 Subject to the discretion of the deputy head and the limitations and conditions of this directive, an employee may be granted an interest-bearing posting loan in an amount not exceeding the lesser of the following amounts:

Eligibility

10.02 A posting loan may be granted to an employee:

Instructions

1. A posting loan is normally granted in advance of posting or during the first twelve months of an assignment at a post.

2. A posting loan may be granted following completion of twelve months of duty at a post for reasons acceptable to the deputy head.

3. A posting loan may only be granted during the last twelve months of an assignment at a post in exceptional circumstances for reasons acceptable to the deputy head or where an employee is notified officially in writing of an impending assignment from one post to another post.

Timing

10.03 Where a loan is approved following notification of posting or cross-posting, the funds may be released to the employee up to 90 days prior to the official date of departure from Canada or from the employee's previous post.

Previous Loan

10.04 Where a loan is granted in accordance with Section 10.02(c), the maximum amount of the loan shall not exceed the amount available under Section 10.01 at the time of official notification of cross-posting, reduced by the outstanding principal of the previous loan, and repayment shall be in accordance with Section 10.08.

Renegotiation

10.05 Where a posting loan has been granted in accordance with Section 10.02, the employee may:

Instructions

1. The provisions of Section 10.05 are available at any time following approval of each loan, except that, during the last twelve months of an assignment at a post, the supplementary loan may only be granted in exceptional circumstances for reasons acceptable to the deputy head.

2. Where a posting loan has been granted to the maximum amount available under Section 10.01, the employee is not eligible for the provisions of Section 10.05(a).

3. The provisions of Section 10.05 are not available when a loan has been repaid in full.

Guideline

The total amount available as a combined posting loan and supplementary posting loan is the amount available under Section 10.01 when the initial loan was approved. For example:

1. Maximum amount available: $25,000. Employee is granted a posting loan of $10,000, repayable over two years.

After 10 months at post, employee finds it necessary to purchase a car. Although the outstanding principal has been reduced to $6,000, the loan could only be increased up to the original limit of $25,000, less the original amount issued ($10,000), i.e. a supplementary loan of up to $15,000 would be approved. The new interest rate would be a weighted average based on the outstanding principal at the original interest rate and the supplementary amount at the current rate. For example, if the original rate was 4% and the new rate is 5%, the weighted average would be ($6,000 x .04 + $15,000 x .05)/$21,000 = 4.71%.

2. Maximum amount available: $25,000. Employee is granted a posting loan of $25,000, repayable over four years.

After two years at post, employee has paid off $11,000 of the posting loan, and now applies for a $5,000 supplementary loan. This would not be permissible as employee has already been granted the maximum amount available, i.e., $25,000.

Interest Rate

10.06 Where a posting loan or supplementary loan has been approved in accordance with Section 10.02 and/or 10.05(a):

Guideline

On April 1, 2009, the prescribed rate was the average interest rate on 1-year treasury bills during the first month of the preceding quarter, i.e., January, 2009.

Maximum Period of Loan

10.07 Where a posting loan has been granted in accordance with Section 10.02, the repayment period shall not exceed a maximum of 48 months. Where a posting loan is renegotiated in accordance with Section 10.05(a), the repayment period shall not exceed a maximum of 48 months from the commencement of the repayment period on the original loan.

Repayment Terms

10.08 Where a posting loan has been granted in accordance with Section 10.02;

Instruction

Where a loan is granted in accordance with Section 10.02(c), "principal" is the total amount of the loan which comprises the actual amount received by the employee plus any additional amount required to retire the outstanding principal of the previous loan.

10.09 Reserved

Early Repayment Options

10.10 An employee who has been granted a posting loan may partially repay the principal of the loan in a minimum amount of $500 on one occasion only, in which case the rate of interest shall remain unchanged and, upon request, the employee may:

Loan Retirement

10.11 After confirming with the deputy head the outstanding balance of a loan, an employee shall have the right, during the term of the loan, to repay the whole of the outstanding principal and interest, with interest calculated to the end of the bi-weekly period in which the loan is retired. Where the employee utilizes this right, there is no further entitlement to any of the provisions of this directive for the duration of that assignment, including any extension of that assignment, until and unless the employee is notified officially in writing of an impending assignment from that post to another post. (See Section 10.03).

Extension of Repayment Period

10.12

Cancellation of Posting

10.13 Notwithstanding Section 10.07, where an employee who has been granted a posting loan in anticipation of posting is subsequently notified officially that the assignment has been cancelled due to operational requirements as determined by the deputy head, the deputy head may authorize the repayment of the loan under the same terms and conditions as would have applied had the employee proceeded on posting, except that, in cases of financial hardship, the deputy head may consider extending the repayment period beyond 48 months.

Instruction

The terms and conditions referred to in this section are those terms and conditions of repayment which were in effect at the time the posting was cancelled and shall remain fixed until the loan is repaid.

10.14 Notwithstanding anything in this directive, where an employee:

10.15 Blank

General instructions

1. The employee shall be informed in writing of the terms and conditions of the loan, including the total cost of the loan and the rate of interest charged.

2. Provisions related to the financing of posting loans are contained in the Appendix to this directive.

Forms

Application for Loan
TBS 330-30 (Rev. June 2001) FSD 10

Appendix
Financing of loans and advances to employees posted abroad under the Foreign Service Directives

Introduction

1. To provide a convenient means of financing posting loans and certain advances to civilian employees posted abroad under the Foreign Service Directives, a working capital account has been established with the Department of Foreign Affairs and International Trade (hereinafter referred to as "Foreign Affairs").

Application

2. This Foreign Affairs' facility is available:

where,

Implementation

3. Effective April 1, 1980, all posting loans, medical expense advances, accommodation security deposit advances and advances for public utilities made under the Foreign Service Directives are made from this working capital account.

Issue of loans and advances

4.

Records of loans and advances

5. All loans and advances issued against the requisitions of a department are naturally the responsibility of that department, thus requiring it to maintain adequate accounts and records to permit the collection of repayment and any interest payable, as well as to meet the needs of the Fiscal Accounts for the accounting of the loans and advances and of any interest collected.

Repayment of posting loans

6. All posting loans will be repayable in accordance with the repayment charts for this purpose drawn up from time to time by Foreign Affairs in consultation with Finance Canada. Recovery in all instances will be through payroll deductions. Because of the fixed time restraints involved, the relative personnel pay input forms must be in the hands of the Pay Office of Government Services Canada at least three weeks prior to the pay period in which the first deduction will occur.

7. Foreign Affairs will make standing arrangements with each department concerned for the refund to the working capital account each month of all sums recovered during the month.

Repayment of advances

8. All advances made from the Foreign Affairs' working capital account will be recoverable in accordance with the requirements of the particular Foreign Service Directive involved. Each department concerned will establish procedures to ensure that repayments due from employees are in the hands of the appropriate Foreign Affairs' financial officer at the post or at Foreign Affairs' headquarters by the due date.

Repayment of loans and advances under special circumstances

9. Where an employee's tour of duty is terminated before the planned date, the department must make suitable alternative arrangements, where necessary, for the repayment of any loans or advances outstanding and advise Foreign Affairs of the arrangements made. Where loans and advances made at the post are involved, the arrangements should be made with the concurrence of Foreign Affairs.

10. If the service of an employee terminates while loans or advances are still outstanding, the normal practices will be followed to ensure that all amounts due to the Crown are recovered.

Enquiries

11. Enquiries regarding implementation details of the procedures referred to in this Appendix should be addressed to the Department of Foreign Affairs and International Trade, Attention: Director, Strategic Policy, Planning and Monitoring Division (AEF).

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):

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):

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:

except that,

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.

FSD 14 - Travelling expenses for dependants on foreign language training

Introduction

Where the deputy head has authorized a course of foreign language training 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 training. In such cases, the deputy head may authorize, in accordance with this directive, 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 14

14.01 Where the deputy head has authorized a course of foreign language training at a location en route to a post for the spouse or common-law partner and/or dependant(s) of an employee who 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):

14.02 Where the deputy head has authorized a course of foreign language training at a location other than the employee's post for the spouse or common-law partner and/or dependant(s) of an employee who have arrived at a post and who are 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):

Instructions

1. Receipts for costs incurred under Sections 14.01(c) and 14.02(d)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).

2. For purposes of Section 14.02(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 provide continuing travel to the approved destination.

3. Expenses authorized under this directive shall not exceed those which would be authorized under the relevant provisions of Directive 15, Relocation.

4. The dollar amounts specified in Sections 14.01(c) and 14.02(d) 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.

5. Telephone calls shall not be reimbursed where training is at a location in Canada and the employee is receiving assistance for home communications under the NJC Travel Directive.

6. The provisions for dependant care under this directive also apply to joint custody situations where the 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.

7. For purposes of Section 14.01(b) and 14.02(c), the lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp), to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post.

FSD 15 - Relocation

Application

15.01

Guidelines

1. FSD 4 - Accountable advances will apply to the issuance of an accountable advance for expenses for which no specific provision for an advance is contained in this directive.

2. The intent of Section 15.01(f) is to take into account the circumstances of each case, including assistance accompanying dependants might provide, in determining reasonable time off.

Interpretation

15.02 In this directive:

as specified in the applicable section of this directive.

Relocation Travel

Travel reservations and entitlement

15.03

Instruction

It is the responsibility of the employee to request travel through the headquarters city on relocation travel from one post to another post, should such travel be desired. In the absence of a specific request, the transportation entitlement shall be determined in accordance with Section 15.03(e).

Modes and standards of transportation

15.04 General

An employee who is relocated will normally travel by air. However, where feasible, an employee may also choose to travel by sea or by PMV.

Employees will be reimbursed for specified expenses related to the selected mode of travel, or may elect for a non-accountable relocation travel allowance (NAA), as outlined in this section.

(a) Option of Non-accountable Relocation Travel Allowance (NAA)

When selecting a mode of travel, an employee may opt for a non-accountable relocation travel allowance (NAA), which shall be determined on an individual basis by the deputy head in advance of travel, as outlined below. No claim is necessary.

In addition to the NAA, employees may submit a claim for reimbursement for:

Where driving is an option, the employee may be requested to prove that travel took place as per the predetermined mode of travel.

Where an employee elects for a NAA under this section, no other non-accountable travel allowance to which that employee may be entitled under the Foreign Service Directives may be used in conjunction with relocation travel.

An employee who does not elect for a NAA under this section may claim for other travel authorized under the Foreign Service Directives in conjunction with relocation travel.

(A) Transportation by Air

Instruction

This option is not available where an employee elects to use an entitlement under FSD 45 - Foreign service travel credit bank in conjunction with relocation travel.

(b) Transportation where air services not used

General

Instructions

1. For purposes of Section 15.04(b)(iv)(A), the kilometric/mileage rate applicable to government business travel is quoted on the following Treasury Board of Canada Secretariat Government Travel web site:

Canada: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

Locations Abroad: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

United States of America: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

2. For purposes of Section 15.04(b)(iv)(B) and (E), the lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Secretariat Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp, to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post.

Instructions

1. For purposes of Section 15.04(b)(v)(A), the kilometric/mileage rate applicable to government business travel is quoted on the following Treasury Board of Canada Secretariat Government Travel web site:

Canada: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

Locations Abroad: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

United States of America: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

2. For purposes of Section 15.04(b)(v)(B), the lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Secretariat Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post.

Travel by PMV may be for a portion of the journey from the old place of duty to the new place of duty. In that case, the entitlement for PMV shipment shall be limited to the cost of shipment of the employee's PMV which would have been incurred had the PMV been shipped from the location where the employee commenced travel by PMV to the new place of duty.

Guideline

In the interest of driving safety, an employee who is authorized to travel by PMV shall not normally be expected to travel more than 500 kilometres (312 miles) per day unless the distance between the old and the new place of duty is less than 650 kilometres (409 miles) in which case the employee shall be expected to complete the journey within one day, unless conditions acceptable to the deputy head prevent completion of the journey within that time.

15.04(c)

Transportation in exceptional circumstances

Where for logistical, operational or medical reasons the deputy head authorizes an alternative mode of transportation other than air for all or some portion of the employee's journey, reimbursement of actual and reasonable costs associated with such travel in accordance with this directive shall be authorized by the deputy head notwithstanding that such costs may exceed the cost of economy air travel. In such exceptional circumstances the employer shall make the necessary arrangements utilizing such mode(s) and standard(s) of travel as are deemed appropriate to the circumstances, having regard for the NJC Travel Directive.

Travel via a circuitous route

15.05 Subject to the provisions of this directive, if an employee chooses to travel to a new place of duty by a circuitous route, the deputy head may authorize payment of relocation expenses up to the cost of the employee's entitlement as determined under Section 15.03 and vehicle shipment if applicable. Any additional expense is the personal responsibility of the employee, and any time required in excess of the travel time involved in the most practical and economical journey by air will be charged to the employee's leave credits.

15.06

Temporary duty en route

15.07

Instructions

1. For purposes of this section, accompanying dependant means a dependant:

2. Provisions related to travelling expenses for dependants on foreign language training en route to a post are contained in FSD 14 - Travelling expenses for dependants on foreign language training.

Guidelines

1. Where management discretion is exercised for periods in excess of seven days, the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee.

2. In applying this section, the deputy head shall take into consideration the circumstances of each case in order to determine the appropriate assistance. There may be situations where it would be practicable and economical to provide financial assistance for accommodation and/or living expenses for accompanying dependants at one location while an employee is required to visit several locations on temporary duty. In such situations it is left to the discretion of the deputy head to determine the kind and amount of assistance appropriate to the circumstances at the most reasonable cost to the public and with minimal inconvenience to the employee and family, up to the costs which would be authorized under this directive.

Accommodation while travelling

15.08

An employee shall be reimbursed actual and reasonable expenses for commercial accommodation authorized by the deputy head. The deputy head shall normally authorize an employee to stay in an establishment which is conveniently located and suitably equipped.

Guidelines

1. The use of luxury accommodation should be avoided. Where an employee chooses to make personal accommodation arrangements on relocation, the standard of accommodation shall be governed by the standards established by the Post in the country where travel is being undertaken and, where considered excessive by the employer, may be subject to confirmation by that Post.

2. Many hotels throughout the world provide a reduced rate to government employees, particularly holders of diplomatic and special passports. Upon registering at a hotel, an employee should enquire whether a special rate is available.

3. When an employee makes a change in the commercial accommodation arranged by the employer, any additional costs shall be the responsibility of the employee unless approved by the deputy head.

4. Whenever cost beneficial, arrangements should be made for accommodation at facilities offering self-contained units at weekly or monthly rates.

Although normally expected to use commercial accommodation, an employee may make arrangements for private overnight accommodation with a relative or friend. When an employee or dependant makes such arrangements, reimbursement shall be published on the Department of Foreign Affairs and International Trade's website, which shall reflect the dollar amounts authorized by the NJC Travel Directive, as amended from time to time.

Meals and other expenses while travelling

15.09 Reimbursement shall be made for expenses for three meals daily for an employee and each accompanying dependant and for other expenses while travelling, as authorized by the NJC Travel Directive and as published on the Department of Foreign Affairs and International Trade's web site. An employee shall not be paid a meal allowance for any meal provided en route by the airline or other carrier, unless such meals are served outside normal meal hours, or full meals are not served, in which case the employee may claim for a supplemental meal. Reimbursement shall be on proof of payment, and shall not exceed the prescribed allowance for the appropriate meal. In claiming reimbursement for meals and other expenses while travelling, employees may claim:

Instructions

1. The meal allowance authorized for a child, based on the allowance for an adult, is as follows:

2. Meal allowances and incidentals authorized under this section for Canada and the U.S.A. are payable at the rates shown in Appendix C of the NJC Travel Directive, as amended from time to time, and published on the Department of Foreign Affairs and International Trade's web site.

3. Meal allowances and incidentals authorized under this section outside Canada and the U.S.A. are payable at the rates shown in Appendix D of the NJC Travel Directive, as amended from time to time, and published on the Department of Foreign Affairs and International Trade's web site.

15.10 When claiming for expenses under this section, an employee should refer to FSD 15.44. Where a physically disabled traveller is required to pay for special assistance in travel (e.g. taxi driver or porter), these costs will be reimbursed as additional incidental expenses, provided they are clearly reasonable and necessary. Receipts should be provided when obtainable.

Guidelines

1. Unusual circumstances in Section 15.10(f) would not normally include transferring from a piece rate to a weight limit for a portion of the trip. If any leg of the travel is on a weight limit basis, an employee must travel within the limit but might seek authority for an air freight shipment in accordance with Section 15.13(d).

2. Provisions for compensation for damage and/or loss of accompanying baggage, which is in excess of carrier liability or personal insurance, is found in Section 15.19.

Illness or injury while travelling

15.11

Guideline

In considering travel for the next-of-kin or a representative of the family, the deputy head shall take into account the possible need for legal authorization for medical or surgical procedures or health care and shall attempt to ensure that the person travelling possesses the appropriate legal responsibility.

Death while travelling

15.12 If an employee or a dependant dies while travelling to a new place of duty, the deputy head shall authorize payment of expenses in accordance with FSD 66 - Death abroad of an employee or dependant except that where the body is not transported, travel for the next-of-kin to the place of burial may be authorized as in Section 15.11(c).

Relocation of Household Effects

Shipment and storage of household effects

15.13

Instructions

1. Subject to the limitations in Section 15.20, the Government self-insures effects stored commercially at government expense to a value at the time the effects are removed from storage not exceeding $120,000. The employee may submit a claim for damage and/or loss, in accordance with Section 15.18, provided an inventory of effects has been filed prior to their storage.

2. Compensation for damage and/or loss to vehicles in storage is limited to the "Canadian Red Book" value on entry into storage, within the maximum amount of $120,000, and does not include compensation for corrosion or natural deterioration.

3. Where, during an assignment outside Canada, an employee acquires furniture and household effects and/or a PMV as a result of an inheritance, the deputy head shall exercise managerial discretion under Section 15.42 to authorize payment of all or a part of the storage costs only, incurred either in or outside Canada, of such effects until the employee is assigned to duty in Canada. With the agreement of the appropriate foreign service interdepartmental coordinating committee, inheritance may also include personal and household effects transferred from parent(s) who move from a family residence into an elder-care facility. With respect to storage of an inherited PMV, provisions in Section 15.13(a)(iii) will apply.

4. Where, for reasons attributable to employee choice, more than one trip is made to the employee's residence for packing and crating of household effects, the employee shall be responsible for those costs which would not have been incurred had the packing and crating been done on one occasion only.

5. Where, following notification of an assignment outside Canada, an employee chooses to ship household effects, for the use of a dependent student who has been a member of the employee's household, to a temporary residence which is directly and solely attributable to the relocation, the deputy head may exercise managerial discretion under Section 15.42 to authorize for payment the actual and reasonable expenses for packing, crating, transportation and unpacking (including in-transit insurance) of such effects and their return to the employee's principal residence, up to the cost that would otherwise have been incurred for the packing, crating, cartage and commercial storage of the effects in the employee's headquarters city.

6. Where, at the request of an employee, household effects which were not placed in long-term storage in accordance with Section 15.13(a)(ii) at the time of the employee's relocation are later placed in long-term storage during the employee's assignment outside Canada, actual and reasonable expenses for packing, crating, cartage and storage may be authorized by the deputy head to the extent that such expenses do not exceed the expenses that would otherwise have been incurred had these effects been placed in long-term storage at the time of the employee's relocation.

Guidelines

1. Where a shipment is authorized under Section 15.13(b)(ii) because of an increase in the number of the employee's dependants, the total quantity of effects shipped shall be based on the weight limitation in Section 15.14 applicable to the employee's new household size.

2. Where a shipment is authorized under Section 15.13(b) to replace inventory items lost in transit to a post or lost at the place of duty, such subsequent shipment shall not exceed the weight limitations specified in Section 15.14, and the total quantity of effects shipped on relocation from the employee's post shall remain subject to Section 15.14.

When an employee is relocated from a post to a place of duty in Canada, the deputy head shall make the necessary arrangements and approve for payment the actual and reasonable expenses for packing, crating, transportation, unpacking, and incidental storage of household effects for a period not exceeding twelve months or until the employee moves into permanent accommodation, whichever is earlier.

Guidelines

1. With respect to items which by law or tariff restriction may not be moved with household effects, it is incumbent on the employee, with the assistance of the deputy head, to make every reasonable effort to identify the extent to which effects may be accepted for shipment, to ascertain what restrictions if any apply in the country of origin and the country of destination and to resolve insurance, regulatory and permit requirements involved in the shipment of such articles. For international moves, conventions on protected species, national treasures, etc. must be observed as well as local laws pertaining to the export/import of controlled commodities, for example tobacco, alcohol, arms, plants, narcotics, etc.

2. Where an employee ships a PMV to a post and also includes a motorcycle in a shipment of household effects, the motorcycle may be subject to local law or regulation governing the importation of a second vehicle.

3. Notwithstanding the provisions of Section 15.14(b), shipment of an employee's boat to or from a post shall be limited to containerized shipment.

Weight limitations

15.14

No. of Persons in the Household	Furnished Accommodation	Unfurnished Accommodation
1	3100 kg net (6,820 lbs)	4700 kg net (10,340 lbs)
2	3400 kg net (7,480 lbs)	5300 kg net (11,660 lbs)
3	3700 kg net (8,140 lbs)	5900 kg net (12,980 lbs)
4	4000 kg net (8,800 lbs)	6500 kg net (14,300 lbs)
5	4300 kg net (9,460 lbs)	7100 kg net (15,620 lbs)
6	4600 kg net (10,120 lbs)	7700 kg net (16,940 lbs)
7 or more	4900 kg net (10,780 lbs)	8300 kg net (18,260 lbs)

Guidelines

1. It is the employee's responsibility to stay within the weight entitlement prescribed in Section 15.14(a). An employee who exceeds the weight entitlement may be held accountable for any shipping and related charges attributable to the excess weight.

2. An employee shall be advised of the pre-shipment weight of effects. If these estimates indicate an overweight situation, the employee shall either take corrective action to reduce shipping weights to within the authorized limit or accept responsibility for overweight charges.

3. After arrival at post, the employee will be advised of the actual shipping weight of all shipments to post, and, where possible, the weight of any consumable goods component.

4. Prior to departure from post, an employee is expected to consider estimates provided for outgoing shipments by reference to the total weight of all incoming shipments and the purchase of personal and household effects while at post. It is the employee's responsibility to bring discrepancies to the attention of Mission management.

5. The employee's weight entitlement on departure from post shall be the greater of the actual weight shipped to post at public expenses, or the weight entitlement in accordance with Section 15.14(a), except that, in overweight situations, where the overweight was caused by the inclusion of consumable goods, the employee's authorized weight entitlement on departure shall be adjusted to reflect the greater of:

6. Notwithstanding the provisions of Section 15.14(b), where a dependant moves back to Canada, the employee's weight entitlement will remain as the greater of the weight of all incoming shipments to the post at public expense, or the employee's weight entitlements on relocation to the post, in each case reduced by the weight of any shipments to Canada under FSD 35 - Education travel, or other FSD provision. This entitlement shall remain in effect until the employee returns to Canada, subject to any adjustment resulting from an increase in family size or a change from furnished accommodation to unfurnished accommodation on cross-posting.

7. In unusual circumstances, such as where packing material is heavier than normal, or there is evidence to indicate fault or negligence outside the reasonable control of the employee, the overall weight limitations referred to in Section 15.14 may be exceeded with the approval of the appropriate foreign service interdepartmental co-ordinating committee. Where applicable, a determining factor in considering an exception to the weight limitation would be the total weight of all incoming shipments. Where it can be clearly demonstrated that the employee could not have been aware of an overweight situation, or was advised too late to take corrective action, recovery of all costs related to the excess weight shall be waived. Where a weight limitation has been exceeded without prior approval, the employee may be held accountable for any shipping and related charges attributable to the excess weight.

8. The weight limits referred to in Section 15.14 are net amounts. Gross weight shall be determined by applying the following percentage factors for packing material:

Air shipment:	20%
Road Shipment:	15%
Overseas container shipment:	15%
Overseas wooden liftvan shipment:	30%

Preparation of inventory

15.15 If an employee's household effects are damaged or lost during relocation, no claim for such loss or damage may be made under this directive unless the employee has submitted a detailed inventory of items shipped and/or stored at public expense, to the deputy head prior to departure for the new place of duty.

Instruction

Inventories are essential to the damage and loss claims process, and are often necessary for customs purposes. The inventory may not be sufficient to substantiate ownership or value of specific items. Employees are advised to keep receipts, photos, or videos, of important, valuable and unique effects. Copies of appraisal reports for all items of value, and certificates of good working order for any appliances, electrical/electronic or mechanical equipment must be attached to the inventory to ensure adequate coverage.

Guidelines

1. Inventories should be separated into four sections: air shipments; sea or road shipments; long-term storage; and accompanying baggage.

2. Articles listed in the inventory should be described briefly, together with details regarding year of purchase, model and serial numbers if applicable, condition and replacement cost value in Canada at the time the inventory is prepared. Everyday household items, clothing, bedding/linen, kitchenware, appliances, furniture, furniture accessories, books, toys, etc. can be listed and valued either separately or in groups. The maximum payable for any item which is included in a group is $200.

3. Effects should be described as follows:

4. Items excluded from insurance coverage by the Crown should be listed separately in the same manner to assist in arranging private insurance coverage on some or all of these articles in the event the employee wishes to arrange such coverage. These articles are listed in Section 15.20(i).

15.16 Blank

Shipment of private motor vehicle (PMV)

15.17 Subject to the provisions of this section, the deputy head may authorize shipment of one private motor vehicle (PMV), the primary purpose of which is for family conveyance. For purposes of shipment, PMV means a motorcycle (when not shipped as household effects), sedan, sports car, station wagon, mini van, pick-up or 4-wheel drive vehicle of three-quarter ton rating or less owned by or registered in the name of an employee or a dependant.

Instructions

1. Where, through no fault or neglect on the part of the employee, an insurer does not accept liability for damage or loss of a PMV in transit, or the deputy head failed to take out appropriate insurance coverage, an employee may claim for compensation in accordance with Section 15.18, in addition to the limitations in Section 15.20(e), except that compensation shall be limited to that which would have been paid if an insurer had accepted liability.

2. An employee may claim for damage and/or loss to a PMV which has been shipped with household effects by van or container in accordance with Section 15.18, in addition to the limitations prescribed in Section 15.20(e), except that compensation shall be limited to that which would have been paid if an insurer had accepted liability.

3. It should be noted that employees may claim car rental expenses while awaiting shipment of a PMV at the new place of duty or following disposal or shipment of a PMV at the former place of duty, in accordance with Section 15.32.

4. If the maximum amount permissible under Section 15.32 is exhausted, the employee will be permitted to rent a replacement vehicle for a maximum of 30 additional days when a vehicle, which has been shipped at public expense, is damaged in transit.

5. Costs associated with customs duties, taxes and registration of a PMV, motorcycle, boat or trailer shipped as household effects are normally the responsibility of the employee.

Guidelines

1. The purpose of Section 15.17 is to allow an employee the use of a PMV during a posting.

2. The vehicle shipped from a post need not be the same vehicle which was shipped to the post.

3. The cost of crating shall only be authorized where crating is a requirement of the shipping and/or insurance company and documentary proof is provided.

Compensation for Damage and/or Loss of Household Effects and/or Accompanying Baggage on Relocation or During Long-Term Storage

Damage and/or Loss of effects shipped or stored at public expense

15.18 An employee may claim compensation for damage and/or loss of personal and household effects which have been shipped or stored at public expense, as follows:

General Provisions

Instructions

1. The intent of these provisions is to reflect, as closely as possible, current industry property loss-adjustment practice.

2. Damage and/or loss of effects acquired after submission of an inventory, or acquired in transit on relocation and authorized for shipment at public expense, must be supported by documentary evidence of purchase and a claim against the last carrier.

3. The damage and/or loss provisions apply equally to all shipments of household effects authorized under this directive, provided that an inventory of effects prepared in accordance with the provisions of Section 15.15 was filed with the deputy head two weeks prior to the mover's pick up of effects.

Intent to claim for damage and/or loss to household effects

Guidelines

1. Any obvious damage or loss should be noted on the mover's inventory at the time of receipt. This is particularly important as claims for loss will normally require substantiation of a missing carton or item on the moving company's inventory/delivery receipt. Similarly, damage caused by water or mishandling is usually obvious and should be noted. It is also helpful to take photos or videos to document condition on receipt.

2. On receipt of the Intent to Claim, shippers should forward necessary forms, advise on procedures and any additional documents or information required to process a claim. Similarly, the Claims Administrator will advise the employee concerning any additional documents or information required to process a claim against the Crown.

Pro forma Intent to Claim against carrier

3. A pro forma Intent to Claim against a carrier might include the following wording, where the paragraph identified by a single asterisk (*) should be used only if damage/loss is over $2,000. The paragraph identified by a double asterisk (**) should be used in all instances where the shipment was received with visible damage or missing pieces.

Dear Sir/Madam,

Re: Shipment of Household Effects (employee's name)

___________________________________________

Airwaybill (or Bill of Lading) No.

(number)              of              (date)

__________________  ____________________

Further to the comments recorded on the delivery receipt when the above shipment was released by your company, I hereby wish to file a notice of intent to claim for the following losses and damage incurred:

Item

____________________________________________________________

Nature of damage/loss

____________________________________________________________

Preliminary estimated cost of replacement or repair

____________________________________________________________

* In view of the amount of damage/loss incurred, I have requested my employer to engage the services of an insurance adjuster and a copy of this report will be available shortly.

** It would be appreciated if your representatives would let me know what further action I must take and the extent of your company's liability in this matter.

If you are refusing any or all liability because of the condition of the shipment when it was received by you, I request that you provide me with a copy of the transfer document recording the condition so that I may pursue this claim with the previous carriers.

Yours sincerely,

Claim Requirements

Instructions

1. Claims for damage where the claimed amount is in excess of $1000 and a claims adjuster/appraiser has not yet been engaged should be supported by photos or videos.

2. Damaged items and associated packing materials must be kept until release has been authorized by the Claims Administrator.

Guidelines

1. In Canada and the U.S., the Claims Administrator will liaise with the carrier utilized by the employee to determine the carrier's liability and will pursue any claims on the employee's behalf.

2. Outside Canada and the U.S., employees are responsible for pursuing their claim with carriers, and for advising the Claims Administrator of any settlement, or negative response. The employee should ensure that a claim is sent to the Claims Administrator no later than 90 calendar days after the date of notification submitted pursuant to Section 15.18(b), even if the carrier has refused to cooperate or provide appropriate documentation.

3. Provisions for rental of a replacement vehicle, while a vehicle which has been shipped at public expense is damaged in transit and is being repaired, are found in Section 15.17.

Damage and/or loss to accompanying baggage on relocation

15.19

General Provisions

Claim for damage and/or loss to accompanying baggage

Guidelines

1. Employees are expected to claim first from travel agents, credit cards or homeowners insurance where such insurance for accompanying baggage is provided.

2. Except for claims under $200, the Claims Administrator will not finalize the claim until the carrier or insurer has settled, or denied liability.

3. The Claims Administrator will consider any settlement by other parties in determining compensation.

4. Damage and/or loss of effects acquired in transit on relocation must be supported by documentary evidence of purchase and a claim against the carrier.

Limitations to coverage of accompanying baggage

Limitations of compensation for damage and/or loss

15.20 In this directive:

Instructions

1. Separate limits apply to effects authorized for storage ($120,000) and to effects authorized for shipment ($120,000 or $140,000) (Ref Section 15.20(e)).

2. It is not the intent of these provisions to compensate an employee for damage and/or loss of items intended for sale or commercial use. These items should be covered by a personal insurance policy.

Guideline

Where a professional evaluation or appraisal is not required for an item specified in Section 15.20(i)(ii) and (iii), such item should be described in sufficient detail, with supporting photos or videos if appropriate, to facilitate processing of a claim in the event of damage or loss.

Compensation for damage and/or loss under Sections 15.18 and 15.19

15.21 Subject to the conditions, limitations and exclusions of this directive, the Claims Administrator shall approve claims in excess of the liability accepted by the carrier/insurer, paid directly to the employee, as follows:

Claims up to 0

Claims over 0 and under 0

Instruction

While receipts for replacement items are not required in support of claims made under this section, the employer reserves the right to require invoices, receipts or other documentation from the employee to support the replacement cost listed on the inventory for the particular item for which compensation is being claimed.

Claims over 0 and under 00

Instructions

1. The Claims Administrator may appoint a claims adjuster/appraiser whenever this is deemed necessary to effect settlement of a claim.

2. Where an employee replaces an article which has been lost or which cannot be restored to serviceable condition, the employee shall be reimbursed the amount plus applicable taxes required to replace the lost article with another article of "like kind and quality". For example:

3. The case of a computer is damaged, but the computer continues to operate normally. In line with normal loss adjustment practice, a beauty allowance would be considered.

4. Where an article is damaged and is repaired, reimbursement will be made for the cost of repairs up to the replacement cost value, plus applicable sales taxes. Repair costs in excess of that amount will be the employee's responsibility.

Guideline

Where a claim is settled on an interim basis pursuant to Section 15.21(c)(ix) and goods are not immediately replaced, an employee, on written request, shall be given a reasonable time, up to 180 days after return to Canada, to effect replacement of articles for which compensation has been approved, in which case final settlement would be on the basis of Section 15.21(c)(iv). Where an employee does not so request, settlement shall be made in accordance with Section 15.21(c)(iii), (v) and (vi).

Claims over 00

15.22 Blank

15.23 Blank

Independent appraiser

15.24 When difficulties are encountered in assessing an employee's claim for damage and/or loss to personal and/or household effects, the services of an independent claims adjuster/appraiser may be authorized by the Claims Administrator for advisory purposes to determine the extent of damage and/or loss and to recommend compensation in line with industry practice.

Guideline

Each Post shall maintain a roster of acceptable commercial claims adjusters/appraisers.

Accountable advance pending settlement of a claim (Sections 15.18 and 15.19)

15.25

Guideline

1. The time limits specified in FSD 4 - Accountable advances shall not apply to accountable advances made pursuant to Section 15.25.

15.26 Blank

Other Relocation Expenses

15.27 Blank - Provisions related to leasing agreements have been transferred to FSD 16 - Assistance for a principal residence, effective June 1, 2003.

15.28 Blank

15.29 Blank

Househunting trips (HHT)

15.30 When an employee is notified of a relocation to a new place of duty where Crown-held accommodation will not be available, the deputy head may authorize, for the employee and/or spouse or common-law partner:

Instructions

1. Private vehicle travel shall not normally be authorized when the travel distance exceeds 650 kilometres by road.

2. For purposes of Section 15.30(a), the lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Secretariat Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp, to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post;

except that:

Instructions

1. Househunting trips (HHT) are not an entitlement. Authorization by the deputy head shall only be granted in cases where it can be reasonably demonstrated that the proposed HHT is cost-effective. The standard for air travel is economy class and this includes APEX, charters and other reduced fares. The lowest available airfare appropriate to a particular itinerary shall be sought when making bookings. Discount and reduced fares shall be selected prior to full fare economy where these rates are available. Significant savings can be realized if flights are booked as far in advance as possible.

The various restrictions on benefits which may apply to certain special fares must be taken into account. The possibility of increased travel costs occurring through the payment of additional living expenses to the employee should be taken into consideration in order to meet the conditions of the carrier's special fare.

2. When a HHT has been used, the period of time an employee may claim for temporary accommodation pursuant to Section 15.33 shall be reduced by the number of days spend on a HHT.

3. An employee, and/or an employee's spouse or common-law partner, who is also an employee, shall not be debited annual leave for the time spent on a HHT. In addition, compensation shall not be authorized for any overtime associated with the HHT.

4. An employee who has taken a HHT and who subsequently does not relocate shall not be required to reimburse the expenses incurred for the HHT.

5. Where accommodation is to be leased by the Crown, an employee may, at the discretion of the deputy head, be granted a HHT to locate such accommodation at the post, where it can be reasonably demonstrated that the proposed HHT is cost-effective.

6. The provisions for dependant care under Section 15.30 also apply to joint custody situations where the 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.

7. Receipts for costs incurred under Section 15.30(e) shall include the cost, dates of employment, and the sitter's/company's name and phone number, as well as the sitter's social insurance number (where applicable).

8. The dollar amounts specified in Section 15.30(e) shall be amended from time to time to reflect the dollar amounts authorized by the NJC Travel directive; any such change shall be indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

Incidental relocation expense allowance

15.31 In recognition of those incidental relocation expenses which are directly and wholly attributable to the relocation and which are not otherwise payable under a specific payment authority of the Foreign Service Directives, the deputy head shall authorize an incidental relocation expense allowance of $2,838 per relocation, for which receipts are not required, except that, in cases of short-term assignments outside Canada in accordance with FSD 8 - Short-term assignments outside Canada, (revised April 1, 2009)

Instruction

The dollar amount specified in Section 15.31 shall be adjusted annually on April 1^st in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

Guidelines

1. The intent of Section 15.31 is to compensate an employee, to the maximum amount established, for those incidental relocation expenses which are directly and wholly attributable to the relocation.

2. Effective April 1, 2009 provisions for house-cleaning of an employee's residence were transferred from FSD 16.18 to FSD 15.31 and incorporated in the amount of the allowance.

Car rental expenses

15.32 An employee who is awaiting the arrival of a PMV which is being shipped to the new place of duty in accordance with the provisions of this directive and/or who has disposed of a PMV prior to departure from the old place of duty, may claim car rental expenses, or taxi expenses with receipts, at the old and/or new place of duty, as applicable:

Instructions

1. The dollar amount specified in Section 15.32 shall be adjusted annually on April first in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

2. At the discretion of the deputy head and conditional on the availability of Crown-held vehicles at a post, the provisions of FSD 30.01 may be extended to an employee whose PMV is being shipped to or from the post under Section 15.17. This discretion would normally be exercised at posts where local transportation is absent or inadequate.

3. Reimbursement shall be based on receipts.

4. Assistance is limited to those situations where an employee does not have access to a PMV.

5. Where the car rental occurs in the headquarters city, employees with a PMV in storage shall not be entitled to this benefit, unless extraordinary circumstances preclude its removal in a timely manner.

Living expenses in temporary accommodation

15.33

Instructions

1. Incidental expenses may be claimed:

2. Self-contained accommodation includes commercial self-contained accommodation and temporary Crown-held accommodation equipped with adequate furniture and appliances.

3. Living expenses in temporary accommodation at an employee's old place of duty are payable during the period immediately prior to the employee's departure that is required to remove the employee's household effects from permanent accommodation. This period will normally be two or three days depending on the quantity of household effects to be packed and shipped or stored, but a longer period may be required because of weekends, holidays or the inability of the moving company to pack on the requested dates.

4. The period during which living expenses may be claimed shall not normally be extended to accommodate an employee for a personal decision such as the sale of personally-owned accommodation, the terms of which require the employee to vacate prior to the scheduled departure. Similarly, temporary accommodation will not be authorized to facilitate redecorating or repair work.

5. In situations that do not clearly fall under exceptional operational requirements but are unusual in nature and the employee demonstrates that every effort has been made to reach the most suitable arrangement in the circumstances, the period in temporary accommodation may be extended. Approval in these situations would be subject to the prior concurrence of the deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee.

6. An employee is entitled to two days living expenses in temporary accommodation at each of the old and new places of duty, unless:

7. When the 30-day period is exceeded prior to departure from Canada, the employee is subject to the applicable shelter cost from the third day following arrival at the post.

8. Where an extension of the period in temporary accommodation is approved at the old place of duty as a result of exceptional operational requirements (for example delays in agreement for Heads of Mission, unforeseen program requirements arising after an employee has made normal arrangements to vacate permanent accommodation which make it necessary to delay departure, or the requirement to vacate Crown-held accommodation to facilitate redecorating, renovations, repairs or other operational requirements) the days spent in temporary accommodation prior to departure from the old place of duty on the instruction of the deputy head, other than those days normally authorized for packing and removal of personal and household effects, will not count against the employee's allowable maximum.

9. Living expenses in temporary commercial or private accommodation shall normally be limited to the old and/or new place of duty. However, living expenses in temporary accommodation in a third location may be eligible for reimbursement where such arrangements serve the interests of management, are directly related to the facilitation of a specific departmental program and are approved in advance by the deputy head. In considering living expenses in temporary accommodation in a third location, the deputy head shall ensure that the reasons for such arrangements are clearly related to a specific program and that any personal benefit or advantage to the employee or dependant is incidental to the primary purpose. These reasons include, but are not limited to, early flight departures from a nearby city when either commercial or private accommodation may be approved, or facilitation of the ability of an employee and spouse to locate permanent accommodation at the new place of duty when private accommodation for one or more dependants (other than the employee's spouse) may be approved. Reimbursement shall be limited to the period during which the employee is occupying temporary accommodation and shall not exceed the costs which would be incurred if the dependants remained with the employee.

10. All allowances and incidentals in Canada are payable at the rates shown in Appendix C of the NJC Travel Directive, as adjusted from time to time and published on the Treasury Board of Canada Secretariat Government Travel website www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp.

11. All allowances and incidentals outside Canada are payable at the rates shown in Appendices C and/or D of the NJC Travel Directive, as applicable, as adjusted from time to time and published on the Treasury Board of Canada Secretariat Government Travel website www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp.

Instruction

Living expenses for an employee's dependant(s) in temporary accommodation prior to departure from the former place of duty may be authorized for a period in excess of two days, at the discretion of the deputy head, in accordance with Instruction 3 following Section 15.33(a).

Instructions

1. An employee occupying permanent Crown-held accommodation equipped with adequate furniture, furnishings and appliances may claim living expenses for two days, only where living expenses have not been authorized in temporary accommodation following arrival at the post. In such cases, shelter cost will be assessed on the third day of occupancy. Where living expenses have been authorized in temporary accommodation following arrival at post, shelter cost will be assessed immediately on occupancy of permanent accommodation, if not assessed previously, in accordance with the provisions of this directive.

2. At a post outside the United States, when an employee occupies hotel accommodation for a period in excess of 30 days, because Crown-held accommodation is not available for occupancy, and the deputy head is satisfied that 75% of the applicable daily meal allowance is inadequate due to extremely limited restaurant facilities, such employee may be authorized to claim actual and reasonable expenses for meals, when supported by receipts, up to the applicable full daily meal allowance.

3. Notwithstanding the limitations of Section 15.33(b)(vi), but subject to the discretion of the deputy head, an employee who changes temporary self-contained accommodation or moves from temporary self-contained accommodation to permanent staff accommodation, may claim up to 75% of the applicable daily meal allowance for up to two days.

4. Where the deputy head authorizes more than five days in temporary accommodation prior to the employee's departure from the old place of duty, the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee.

5. For ease of reference, provisions governing living expenses in temporary accommodation at post are summarized in Appendix A to this directive.

This provision is not available when a dependant has occupied the principal residence in advance of the employee and sufficient household furniture and effects are available for normal family occupancy when the employee has relocated. An exception may be considered in unusual circumstances at the discretion of the deputy head in accordance with section 15.42 - Managerial Discretion.

Instructions

1. When an employee has finalized permanent accommodation arrangements or is encountering difficulty in obtaining permanent accommodation and self-contained temporary accommodation is available at a weekly or monthly rate, the employee shall so advise the deputy head and shall vacate higher priced accommodation as soon as possible.

2. As leased accommodation normally becomes available on the first day of the month, assistance will be provided, where necessary, up to the first day of the second month following initial occupancy of temporary accommodation. Extensions to a total maximum period of 60 days may be approved where the employee arrives in the headquarters city near the end of a month, where arrangements for delivery of household effects cannot be made for the first day of a month, or where the leasing agreement specifies an occupancy date in mid-month.

3. Unusual circumstances, such as illness of an employee or dependant and temporary duty outside the headquarters city during periods of temporary accommodation, which seriously affect the employee's ability to locate permanent accommodation, may be referred to the deputy head for special consideration, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee.

Family separation expenses (FSE)

15.34

Provisions for Family separation Expenses have been incorporated into FSD 18 - Special family separation assistance effective April 1, 2009.

Relocation in Specific Circumstances

Termination of assignment outside Canada

15.35 When, while serving at a post, an employee's assignment is terminated because of

Instructions

1. Where effects have been placed in long-term storage outside Canada at the direction of the deputy head, costs associated with the shipment of household effects from long-term storage shall be included for payment under Section 15.35, subject to the weight limitations prescribed in Section 15.14 which were in effect at the time the goods were placed in storage.

2. Where effects have been placed in long-term storage at the employee's headquarters city, shipment of such effects to another location shall not be authorized.

3. Where termination of employment outside Canada is the result of retirement or death of an employee, the deputy head may authorize the continued payment of storage costs for effects in long-term storage for such period of time as is considered appropriate to the circumstances but not exceeding nine months from the employee's last day of employment.

4. An employee who resigns or is dismissed while serving outside Canada is responsible for storage costs of effects in long-term storage from the date of termination.

Early termination of posting

15.36

Instruction

Section 15.36(a) should be applied only in those cases where a termination of posting takes place exclusively because of the personal wishes of the employee. Care should be exercised to ensure that there is no penalty because of circumstances beyond the employee's control, or because of situations which can be attributed wholly or in part to the employer.

Transfer between departments

15.37 When an employee serving at a post is transferred from one department to another, the relocation expenses, as defined in Section 15.02(c)(ii), where applicable, shall be borne by the receiving department. However, costs may be shared by the receiving and sending departments where it is to their mutual advantage and prior arrangements have been made.

Relocation during long school holiday recess

15.38

Guideline

In approving relocation expenses pursuant to Section 15.38(a), the deputy head shall take into consideration the age of the dependent student, the duration of time to be spent at the post prior to the commencement of the school year and the possibility of suitable alternative temporary accommodation at the place of study.

Person ceasing to be a dependant

15.39 Where a person ceases to be a dependant while abroad, the deputy head may approve payment of actual and reasonable relocation expenses:

Instruction

In considering weight limitations which may be approved under Section 15.39, the total weight limitations of all shipments authorized under Sections 15.13 and 15.39 shall not exceed the maximum weight limitation which the deputy head was prepared to approve under Section 15.14.

Dependants prohibited from accompanying an employee

15.40

Expenses for a spouse qualifying as a dependant in mid-tour

15.41 Where a spouse or common-law partner becomes a dependant in mid-tour, through marriage or eligibility in accordance with the declaration in Appendix A to FSD 2 - Interpretation, the deputy head may authorize payment of:

Instructions

1. The deputy head may approve payment of expenses related to the storage of personal and household effects under the provisions of Section 15.41(b) or shipment of personal and household effects under the provisions of Section 15.41(c) following receipt of an inventory prepared in accordance with Section 15.15.

2. If the employee does not have any goods in long-term storage in the headquarter's city, storage costs may be allowed at an approved storage facility in the headquarters city.

3. Packing, crating and shipping expenses associated with placing the spouse's or common-law partner's effects in long-term storage are the responsibility of the employee.

Managerial discretion

15.42

Instruction

Where management discretion is exercised, the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee. Where circumstances are unusual, the deputy head may wish to request advice from the committee before authorizing additional assistance under this section.

Transitional provisions

15.43 The provisions under FSD 15.33 - Living expenses in temporary accommodation shall apply to employees occupying temporary accommodation on or after April 1, 2009, except that employees who occupied temporary accommodation prior to April 1, 2009, shall be given the option of remaining on the previous provisions or electing for the revised provisions of FSD 15.33, for the duration of the occupancy, not including any extensions.

Submission of expense claims

15.44 Accountable expenses incurred by an employee under this directive shall be claimed in accordance with procedures prescribed by the employer. Unless otherwise specifically indicated in this directive, claims for expenses incurred for the following shall be supported by vouchers, receipts or other appropriate documents:

1. Commercial transportation, (includes used airline tickets).

2. Overnight accommodation in commercial establishments.

3. Taxi charges in excess of $10.00

4. Purchasing traveller's cheques and converting foreign currencies.

5. Laundry, dry cleaning and valet services.

6. Official long distance telephone calls.

7. Excess luggage.

8. Passport photographs and related expenses.

9. Medical, hospital and other expenses arising from illness, injury or death.

10. Charges in connection with the termination of a lease.

11. Damage or loss of effects, depending on the nature of the claim.

12. Shipping a PMV in accordance with Section 15.17 when charges are not paid directly by the deputy head on the employee's behalf.

13. Charges in connection with the removal of an employee's household effects when such charges are not paid directly by the deputy head on the employee's behalf.

14. Car rental expenses claimed in accordance with Section 15.32.

Appendix A - Living Expenses in Temporary Accommodation - Relocation to Post

Days	Hotel accommodation	Self-contained accommodation	Private Non-Commercial Accommodation
First 2 days at old and new place of duty	Applicable daily meal allowance Incidentals No shelter cost	Applicable daily meal allowance Incidentals No shelter cost	Applicable daily meal allowance Incidentals No shelter cost Accommodation Allowance
Day 5 to Day 30	Applicable daily meal allowance Incidentals No shelter cost	Up to 75% of applicable daily meal allowance Incidentals No shelter cost	Up to 75% of applicable daily meal allowance Incidentals No shelter cost Accommodation Allowance
After Day 30	Up to 75% of applicable daily meal allowance Incidentals Shelter cost applies	No meal allowance No incidentals Shelter cost applies	No meal allowance No incidentals No Shelter Cost Accommodation Allowance

All allowances and incidentals within Canada are payable at the rates shown in Appendix C of the NJC Travel Directive.

All allowances and incidentals outside Canada are payable at the rates shown in Appendix C or D as applicable, of the NJC Travel Directive.

When an employee is in receipt of a non-accountable allowance (NAA), this includes two days living expenses in temporary accommodation at each of the old and new places of duty, except where FSD 18 - Special family separation assistance applies.

When an employee has claimed living expenses for a househunting trip, the number of days of the trip, exclusive of actual travel time, shall be deducted from the 30-day period.

When an employee is in receipt of FSD 18 - Special family separation assistance, living expenses in temporary accommodation may be claimed in accordance with FSD 15.33(b)(iii).

Incidentals are payable for employees only, and include laundry and dry-cleaning.

Self-contained accommodation means commercial self-contained accommodation and temporary Crown-held staff accommodation equipped with adequate furniture, furnishing and appliances.

Private non-commercial accommodation allowance:

Meal rates:

Appendix A1 - Living Expenses in Temporary Accommodation - Relocation to a Place of Duty in Canada

Days	Hotel accommodation	Self-contained accommodation	Private Non-Commercial Accommodation
First 2 days at old and new place of duty	Applicable daily meal allowance Incidentals No shelter cost	Applicable daily meal allowance Incidentals No shelter cost	Applicable daily meal allowance Incidentals No shelter cost Accommodation Allowance
Day 5 to Day 30	Applicable daily meal allowance Incidentals No shelter cost	Up to 75% of applicable daily meal allowance Incidentals No shelter cost	Up to 75% of applicable daily meal allowance Incidentals No shelter cost Accommodation Allowance
After Day 30 to Day 60	No meal allowance No incidentals Shelter cost applies	No meal allowance No incidentals Shelter cost applies	No meal allowance No incidentals Shelter cost applies Accommodation Allowance

All allowances and incidentals within Canada are payable at the rates shown in Appendix C of the NJC Travel Directive.

All allowances and incidentals outside Canada are payable at the rates shown in Appendix C or D as applicable, of the NJC Travel Directive.

When an employee is in receipt of a non-accountable allowance (NAA), this includes two days living expenses in temporary accommodation at each of the old and new places of duty, except where FSD 18 - Special Family Separation Assistance applies.

When an employee has claimed living expenses for a househunting trip which has been successful, the number of days of the trip, exclusive of actual travel time, shall be deducted from the 30-day period.

When an employee is in receipt of FSD 18 - Special family separation assistance, living expenses in temporary accommodation may be claimed in accordance with FSD 15.33(c)(iii).

Deputy head approval must be requested for accommodation expenses beyond 30 days. Such additional accommodation expenses shall normally only be approved up to a maximum period of 60 days.

Incidentals are payable for employees only, and include laundry and dry-cleaning.

Self-contained accommodation means commercial self-contained accommodation and temporary Crown-held staff accommodation equipped with adequate furniture, furnishing and appliances.

Private non-commercial accommodation allowance:

Meal rates:

Appendix B - Depreciation reference table

Reasonable useful life in years	Percentage depreciation per year to nearest whole per cent
1	Pay nominal amount only
2	50
3	33
4	25
5	20
6	17
7	14
8	12
9	11
10	10
12	8
15	7
20	5
25	4
30	3
50	2

First determine reasonable useful life of item in years to get yearly depreciation percentage. Then multiply by actual age of item in years to get total amount of depreciation to be applied.

Do not depreciate more than 90 per cent.

Appendix B - Depreciation reference table - Scheduled guide

	Average useful life in years	Depreciation per year to nearest whole per cent	Comments and maximums for reimbursement
APPLIANCES, COMPUTERS & SOUND EQUIPMENT
Unless specified below	10	10
TV (B/W) Picture tube	4	25
TV (Colour) Picture tube	6	16
Computers	-	-	To be determined
BEDROOM/BATHROOM
Unless specified below	10	10
Bath mat	3	33
Blanket, wool	20	5
Clothes hamper	5	20
Comforter/Duvet	20	5
Mattress cover or pad	5	20
Pillow case	5	20
Quilt	20	5
Sheet	5	20
Shower curtain	3	33
Towel/Washcloth	5	20
BOOKS
Fiction/Non fiction			60% replacement cost
Professional or reference	25	4
Paper back			50% replacememt cost
BOXES
Cigarettes/Jewel/Sewing/Music	20	5
BRIC-A-BRAC			75% replacement cost
CARPETS AND RUGS
Under $100 or under $10 m²	5	20
$100-$200 or $10-$20 m²	10	10
Over $200 or over $20 m²	15	7
Genuine Orientals	25	4
Depreciation should be adjusted depending upon light to medium wear or medium to heavy.
CHINA, DISHES, GLASSWARE, VASES
Crystal, fine China	-	-	ACV or 90% replacement cost, whichever is less
Glassware (Other)	5	20
Misc. dishes, crockery, pottery, stoneware	10	10
CLOCKS
Grandfather	33	3
Other
- Under $25	10	10
- Over $25	20	5
CLOTHING, CHILDREN'S (Up to 12 yrs.)			For clothing see Clothing Betterment Tables
Jacket or coat	3	33
Shoes	1	-	Nominal Amount
Other	2	50
CLOTHING, MEN'S
Overcoat, Topcoat, Raincoat	5	20
Leather Jacket	10	10
Suit, Sportscoat, Slacks	5	20
Sweater, Hat, Gloves	5	20
Socks, Underwear, Shirt	3	33
Handkerchief, Pyjama	3	33
Shoes, Misc.	3	33
CLOTHING, WOMEN'S
Fur Coat, Stole, Jacket	-	-	Excluded
Cloth Coat, Stole, Jacket	5	20
Dress, Evening Gown, Suit	5	20
Skirt, Blouse, Slacks, Shoes	3	33
Handkerchief, Night Clothes	3	33
Hat, Fabric Handbag	2	50
Lingerie	1	-	Nominal Amount
Leather Coat, Jacket	10	10
Leather Handbag	5	20
Wedding Gown	-	-
(Bought for specific occasion and unless altered to another use cannot be worn again except for another wedding. Its value is reduced to not more than 50 per cent of replacement cost.)
DRAPERIES, CURTAINS, HARDWARE
Draperies	10	10
Curtains	5	20
Shades	10	10
Traverse Rods	20	5
Venetian Blinds	15	7
FIGURINES, ART OBJECTS, CARVINGS
- Under $300	-	-	ACV or 90% replacement cost, whichever is less
- Over $300	-	-	90% appraised value
FOODSTUFFS
Staples	-	-	Replacement cost
Canned (Home or commercial)	-	-	Replacement cost
Foodstuffs which require climatic control	-	-	Excluded
Liquids	-	-	Excluded
(To be limited to loss of foodstuffs only; no reimbursement for damage to food or caused by food.)
FURNITURE
Card Table & chairs	10	10
Children's furniture	5	20
Mattress & Box Springs	20	5
Slip Covers	5	20
Upholstered	10	10
Chrome	10	10
Plastic	10	10
Rattan	10	10
Wicker	10	10
Wood	20	5
FURS			Excluded
GARDEN SUPPLIES
Barbecue - Gas, Charcoal, Electric	10	10
Garden Tools	10	10
Lawn Furniture
- Aluminium/Steel	5	20
- Wrought Iron	20	5
- Redwood	10	10
- Fabric	3	33
- Plastic	3	33
Lawn Mower (Power)	10	10
Umbrella	5	20
Ladders	20	5
HOBBIES & SPORTING GOODS
Unless specified below	10	10
Binoculars	25	4
Fire Arms	25	4
Coin Collections	-	-	Excluded
Fishing Tackle	20	5
Phonograph Records 78RPM	-	-	35% replacement cost
45-33, Stereo	-	-	75% replacement cost
Photo Equipment
- Under $50	10	10
- Over $50	20	5
Photo Supplies	-	-	75% replacement cost
Stamp Collections
- Under $300	-	-	ACV or 90% replacement cost, whichever is less
- Over $300	-	-	90% appraised value
Tapes & Cassettes	-	-	75% replacement cost
JEWELLERY
Costume
- Under $100	5	20
Other
- Over $100	-	-	Excluded
KITCHEN EQUIPMENT
Stainless Steel	20	5
Copper	20	5
Heavy Aluminium	20	5
Cast Iron	20	5
Good Cutlery	20	5
Misc. Utensils, incl. Plastic	5	20
LAMPS
Table/Floor	15	7
Shades	5	20
Chandelier/Stained Glass	-	-	90% replacement cost
Sun Lamp Bulb	3	33
LINENS
Table, Fine Quality	20	5
Kitchen	5	20
LUGGAGE
(Suitcases, Briefcases)
Leather	20	5
Other Fabrics	10	10
Trunks	25	4
MIRRORS	20	5
MUSICAL INSTRUMENTS
Under $50	5	20
$50-$250	10	10
$250 and above	25	4
PERSONAL ITEMS
Unless specified below	10	10
Cosmetics/Toiletries	-	-	90% replacement cost
Medicine
- Prescription	-	-	20% replacement cost
- Shelf	1	-	90% replacement cost
Billfold	5	20
Umbrella	5	20
PERSONALLY CREATED ITEMS
Under $100	-	-	Material only
Over $100	-	-	Materials only; if appraised 90% appraised value
PICTURE FRAMES	20	5
SEWING SUPPLIES
Fabrics and notions	-	-	90% replacement cost
SILVERWARE & OTHER METALS
Silver Plated (Flatware, Hollowware)	25	4
Sterling (Flatware, Hollowware)	-	-	90% replacement cost
Pewter, Copper, Brass	25	4
SPECIAL ITEMS
Antiques
- Under $300	-	-	ACV or 90% replacement cost, whichever is less
- Over $300	-	-	90% appraised value
Model, Miniature (amateur assembled)	-	-	Materials plus nominal amount if Kit is constructed twice Kit price
Oil Paintings	-	-	ACV based on expert appraisal
Ornaments & Decorations	-	-	75% replacement cost
Photograph/Album/Picture	-	-	Materials only
Scrapbooks	-	-	Materials only
Professional Equipment	-	-	ACV
Stationery/Desk Supplies	-	-	90% replacement cost
Tools
- hand	20	5
- power	10	10
TOYS
Unless specified below	10	10
Games
- Children's	5	20
- Electronic	3	33
Pre-School Play Materials	2	50
TYPEWRITERS	20	5
CALCULATORS	10	10

Appendix C - Clothing betterment tables - Step by step use

1) Determine the cost of replacing the article. This is called the Replacement Cost.

2) Determine the actual age of the article in months (in years for ten-year items).

3) Determine the condition of the article (excellent, average or poor).

4) Select from specific Clothing Table the average life of the article.

5) Refer to the column in Life Expectancy Table at the top of which is shown the average life selected in Step 4. Read down this column to the box showing the Actual Age and across to the Adjustment Value.

6) Select the box under Adjustment Values which is appropriate according to the condition of the article.

7) Multiply the percentage figure given under Adjustment Values by the Replacement Cost figure determined in Step 1. This will be the Adjustment Value.

Example: High-fashion cocktail dress. Replacement Cost - $200 Life Expectancy - 3 years. (Women's Clothing Table).

Actual Age - 30 months. Condition - Excellent. Adjustment Value - 30 per cent or $60.

Clothing Betterment Tables - Step by Step Use

Life Expectancy Table

Expected Life						Adjustment Values
1 Year	2 Years	3 Years	4 Years	5 Years	10 Years
Actual Age of Article in Months					Actual Age of Article in years	Percentage of Replacement Cost
						Excellent	Average	Poor
0-4	0-4	0-4	0-4	0-4	Less than 1	100	100	100
4-7	4-7	4-10	4-13	4-16	2-4	75	75	60
7-9	7-13	10-19	13-25	16-31	4-6	70	60	45
9-11	13-19	19-28	25-37	31-46	6-8	50	40	30
11-13	19-25	28-37	37-49	46-61	8-11	30	20	15
13 & older	25 & older	37 & older	49 & older	61 & older	11 & older	20	15	10

FSD 16 - Assistance for a principal residence

Introduction

The employer's policy is to make employees more mobile by helping them with expenses related to the acquisition, management and disposal of a principal residence in the headquarters city.

The employer is prepared to assist with the following costs related to a principal residence:

as outlined in this directive.

16.01 Definitions

In this directive:

headquarters city (ville du bureau principal) means the employee's normal place of duty in Canada as determined by the deputy head when the employee is assigned to duty outside Canada. It includes any area which, according to local custom, is within commuting distance of the place of duty.

For career foreign service employees, the headquarters city is Ottawa-Gatineau.

For foreign assignment employees, the headquarters city is normally the employee's previous place of duty in Canada prior to assignment to a post. However, when it is known at the time of the foreign assignment that the employee will not be returning to the former place of duty, the deputy head may establish another city as the headquarters city for purposes of this directive, e.g. the Canadian city to which the employee will be returning on completion of the assignment, or Ottawa-Gatineau where this was not the employee's normal place of duty in Canada prior to the assignment.

principal residence (résidence principale) means a single-family dwelling owned by the employee or a dependant (as defined in FSD 2.01(k)) residing with the employee and which is recorded in the departmental or agency personnel file as the employee's permanent address in the headquarters city.

This definition does not include summer residences and other temporary or seasonal accommodation.

Where the property is co-owned by a person(s) who is/are not the employee's spouse, common-law partner, or dependant(s), only that portion of the expenses which is directly proportional to the employee's portion of the property shall be reimbursed.

Assistance is only available when the employee has established occupancy of the principal residence.

single-family dwelling (logement unifamilial) means living quarters containing the normal amenities necessary for continuous year-round occupancy. The dwelling must be structurally separated and have an entrance or entrances from outside the building or from a common hall, lobby, vestibule or stairway inside the building.

shelter cost (frais de logement) means the amount in Canadian dollars which the employee must pay to the employer for shelter for occupancy of Crown-held accommodation or where an employee is in receipt of shelter assistance in accordance with the provisions of FSD 25 - Shelter.

16.02 Application

Part A - Employee as Tenant

16.03 Reimbursable Expenses

Part B - Employee as Homeowner

16.04 Employee Renting out Principal Residence

Instruction for Section 16.04(a)

Waiver of shelter cost where a finder's fee has been paid (Section 16.04(a)) relates to costs associated with the use of commercial agencies engaged in real estate rentals and sales.

Instructions for Section 16.04(b)

1. In authorizing reimbursement of expenses for breaking a tenant's lease (Section 16.04(b)), the deputy head shall ensure that such expenses are cost-effective relative to alternative accommodation arrangements.

2. This section is not intended as compensation for expenses incurred as a result of the employee's personal choice to return to the headquarters city, but rather for expenses incurred as a result of a decision originating with the employer to reassign the employee to the headquarters city for program-related reasons, including health.

16.05 Assistance - Principal Residence Vacant During Posting

Instructions for Section 16.05(c)

1. The provisions of this section are available following confirmation of assignment to a mission outside Canada and again on cross-posting.

2. Section 16.05(a) - Waiver of Shelter Costs/Dual-Accommodation Costs is designed to facilitate departmental program requirements, as determined by the deputy head of the employing department, or to rectify what would otherwise be an obvious injustice to the employee.

3. Section 16.05(a)(i)(C) is designed primarily for those situations where an employee must locate a new tenant in mid-tour because the previous tenant has vacated the principal residence. It is not designed for periods of less than one month that occur immediately prior to the employee's final departure from a post.

4. Sections 16.05(b) - Maximum Period of Assistance and 16.05(c) - Extensions - Maximum Period of Assistance are not intended to provide financial assistance to an employee who chooses not to lease the principal residence in the headquarters city, nor to subsidize a loss of rental revenue/income resulting from circumstances such as placing a property on the market for sale or rent above the market value.

Guidelines

1. Situations in which a dependant has not joined an employee at a post are governed by the provisions of FSD 18 - Special Family Separation Assistance.

2. An employee may claim waiver of shelter cost in accordance with Sections 16.04(a) - Finder's Fee, and 16.05(a) - Waiver of Shelter Costs and 16.05(b) - Maximum Period of Assistance, to a total maximum of nine months, as described in Section 16.05(b).

Part C - Purchase and Sale of Principal Residence

16.06 Career Foreign Service Employees (Rotational)

Guidelines for Section 16.06

1. Section 16.06 only applies for relocation between the headquarters city and the mission. See Section 16.17 for Relocation between two Canadian cities, and for Relocation between the mission and a Canadian city other than an employee's headquarters city.

2. While career foreign service employees can access this provision at any time during their foreign service career, and are not limited to the actual time of relocation, this benefit may be taxable in accordance with Section 16.08 - Tax Implications.

16.07 Foreign Assignment Employees (Non-Rotational)

16.08 Tax Implications

16.09 Reimbursable Expenses

16.10 Mortgage and Associated Costs

The following expenses are reimbursable, on presentation of evidence of payment:

Instructions for Section 16.10

1. Section 16.10(d) - Higher-Interest New Mortgage is intended to assist employees who purchase homes when mortgage interest rates are high. When interest rates are relatively low, where an employee voluntarily enters into a mortgage at an interest rate higher than rates currently offered by mortgage lending institutions (e.g. taking over a vendor's high interest mortgage), reimbursement shall be limited to costs which would have been incurred with a mortgage at current interest rates.

2. Mortgage interest differential payments are not considered taxable income when incurred as a result of an employment-related relocation mortgage.

3. Examples of mortgage interest differentials and related calculations are contained in the appendices to this directive. They are included for information purposes only.

16.11 Other Financial Arrangements

16.12 Bridging Loan

16.13 Unusual Properties

16.14 Private Sale

Where the employee decides to sell the principal residence privately, the expenses incurred for an appraisal, for placing advertisement in local newspapers and for the purchase or production of "for sale" signs shall be reimbursed, in lieu of and not exceeding local real estate multiple-listing service (MLS) charges, on presentation of evidence of payment and proof that:

16.15 Construction of New Principal Residence

An employee who constructs a principal residence shall be reimbursed those expenses related to the purchase of the land and the construction of the home that would have been reimbursed had a home been purchased.

16.16 Employee-Couples

16.17 Relocation Between Canadian Cities and Relocation Between Mission/Canadian City Other than Employee's Headquarters City

16.18 Cleaning of Employee's Residence

Blank

Provisions for cleaning of employee's residence have been transferred to FSD 15.31 - Incidental relocation expense allowance and included in the amount of the allowance effective April 1, 2009.

Appendix A
Example - Mortgage Interest Differential

Data

• Principal amount of the former mortgage at the date payments on this mortgage terminated (April 30, 1981) - $35,694.93.
• Unexpired period of the former mortgage - 16 months
• Former location mortgage

• New location mortgage (Initial) (transferred from previous owner on May 1, 1981, duration 10 months)

First application for assistance, for the period May 1, 1981, to March 1, 1982.

Second application for assistance, for the period March 1, 1982 to August 1, 1982.

• New location mortgage (renewal)

Appendix B
Example - Calculations

First application for assistance

Former mortgage for period May 1, 1981, to March 1, 1982

Month	Interest which would have been paid (1.2.2(a))	Principal payment	Monthly payment	Principal balance
	Factor (.0065581970)		(Payment Per) '000$
April 1, 81			7.64	35,694.93
May 1, 81	234.09	38.62	272.71	35,656.31
June 1, 81	233.84	38.87	272.71	35,617.44
July 1, 81	233.58	39.13	272.71	35,578.31
August 1, 81	233.33	39.38	272.71	35,538.93
Sept. 1, 81	233.07	39.64	272.71	35,499.29
Oct. 1, 81	232.81	39.90	272.71	35,459.39
Nov. 1, 81	232.55	40.16	272.71	35,419.23
Dec. 1, 81	232.29	40.42	272.71	35,378.81
Jan. 1, 82	232.02	40.69	272.71	35,338.12
Feb. 1, 82	231.75	40.96	272.71	35,297.16
March 1, 82	231.48	41.23	272.71	35,255.93
	2,560.81

Appendix C
Example - New location mortgage for period May 1, 1981 to March 1, 1982 (Renewal Date)

Interest to be paid as at April 1

Principal for calculating differential $35,694.93.

Month	Interest which would have been paid (1.2.2(a))	Principal payment	Monthly payment	Principal balance
	Factor (.0065581970)		(Payment Per) '000$
May 1, 81	312.83	39.17	352.00	35,655.76
June 1, 81	312.49	39.51	352.00	35,616.25
July 1, 81	312.14	39.86	352.00	35,576.39
August 1, 81	311.79	40.12	352.00	35,536.18
Sept. 1, 81	311.44	40.56	352.00	35,495.62
Oct. 1, 81	311.09	40.91	352.00	35,454.71
Nov. 1, 81	310.73	41.27	352.00	35,413.40
Dec. 1, 81	310.37	41.63	352.00	35,371.81
Jan. 1, 82	310.00	42.00	352.00	35,329.81
Feb. 1, 82	309.63	42.37	352.00	35,287.44
March 1, 82	309.26	42.74	352.00	35,244.70
	3,421.77

Difference 860 + 11 payments = 78.27 per month

Appendix D
Example - Second application for assistance

Former mortgage for period March 1, 1982, to August 1, 1982

	Factor (.0065581970)		(Payment Per) '000$
March 1, 82				35,255.93
April 1, 82	231.21	41.50	272.71	35,214.43
May 1, 82	230.94	41.77	272.71	35,172.66
June 1, 82	230.67	42.04	272.71	35,130.62
July 1, 82	230.39	42.32	272.71	35,088.30
August 1, 82	230.11	42.60	272.71	35,045.70
	$1,153.32

New location mortgage for period March 1, 1982, to August 1, 1982 (renewed March 1, 1982, at 18 1/2%).

Principal as at March 1, 1982 - $35,255.93.

Amortization period - 15 years.

Appendix E
Example - Calculation of Differential

Monthly interest factor .0148540152
Monthly payment per thousand .98
Payment per month

	Factor (.0148540152)		(Payment Per) '000$
March 1, 82				35,255.93
April 1, 82	523.69	39.70	563.39	35,216.23
May 1, 82	523.10	40.29	563.39	35,175.94
June 1, 82	522.50	40.89	563.39	35,135.05
July 1, 82	521.89	41.50	563.39	35,093.55
August 1, 82	521.28	42.11	563.39	35,051.44
	$2,612.46

Difference $1,459.14 + 5 payments = $291.83

FSD 17 - Assistance for spouses or common-law partners

Introduction

In certain cases, the employer provides specific financial assistance to spouses or common-law partners to assist them in securing employment at post, or upon return to Canada to facilitate re-entry into the Canadian workforce.

Directive 17

17.01 Association Dues

17.02 Employment Related Allowances

17.03 Retraining in Canada

17.04 Deleted April 1, 2009. Provisions incorporated into FSD 18 - Special family separation assistance.

17.05 Deleted April 1, 2009. Provisions incorporated into FSD 18 - Special family separation assistance.

Appendix

Deleted April 1, 2009. Provisions incorporated into FSD 18 - Special family separation assistance.

FSD 18 - Special family separation assistance

Introduction

This directive provides greater flexibility for spouses or common-law partners who, for employment, education or family-related reasons, do not accompany the employee for all or part of the employee's posting. Assistance is designed to recognize those situations which are attributable to foreign service, rather than those situations which result from personal choice.

This directive replaces FSD 17.04, FSD 17.05 and the Appendix to FSD 17 - Special Short-Term Separation Assistance for Spouses or Common-law Partners, as well as FSD 15.34(a) Family Separation Expenses, of the 2001 Foreign Service Directives.

Directive 18

Purpose

18.01

Guideline

The deputy head may refuse assistance when the employee cannot demonstrate that such assistance would reflect the intent of this directive.

Application

18.02

Instruction

When assistance is requested under Section 18.03(b), (c), (d), (e) and/or (f), it is the responsibility of the employee to complete the required application form, in advance of posting, informing the employer of the details of the anticipated spousal/family separation, in order to qualify for the provisions of this directive. However, in exceptional circumstances, the employer will consider an employee's application for these provisions during the posting.

General

18.03 Assistance under this directive may be authorized by the deputy head in the following circumstances:

Guidelines

1. It is the responsibility of the employee to provide evidence, satisfactory to the deputy head, that active and realistic attempts have been made to dispose of the principal residence, following receipt of a Posting Confirmation Form (or equivalent).

2. To facilitate disposal of a principal residence, an employee is expected to explore both sale and rental possibilities within the twelve-month period.

3. Assistance shall not be authorized where a dependant remains at the employee's former place of duty, or some other location, to dispose of income-producing property.

Waiver of Shelter Cost (FSD 25 - Shelter)

18.04 Notwithstanding the provisions of FSD 25 - Shelter, where the employee's spouse/common-law partner does not accompany the employee for all or part of the employee's posting because of circumstances outlined in Section 18.03, the deputy head may authorize a waiver of 100% of the employee's shelter cost when the spouse/common-law partner resides in the headquarters city and incurs costs for shelter.

Instructions

1. As a waiver of shelter cost is designed to offset the cost of maintaining the second residence in the headquarters city, proof of actual and reasonable shelter costs incurred in maintaining a household must be provided to the deputy head.

2. A waiver of shelter cost for a period of less than three months at one time shall only be authorized when the spouse/common-law partner resides in the family's principal residence.

3. A waiver of shelter cost shall not be approved where a dependent child/student remains in the headquarters city to complete primary or secondary level education and for whom the employee is in receipt of an education allowance under FSD 34 - Education allowances.

4. A waiver of shelter cost may be approved where a dependent child/student remains in the headquarters city to complete primary or secondary level education at the lycée.

5. An employee's shelter cost shall reflect the actual household size on the date of occupancy of permanent accommodation at post, and shall be adjusted to reflect the arrival and departure of dependant(s) in accordance with the provisions of FSD 25 - Shelter.

6. Given that household size will change during the posting, where an employee occupies Crown-held accommodation, the Mission shall make every effort to allocate suitable housing, having regard to the employee's actual household size.

7. Where an employee precedes the dependant(s) on relocation to a place of duty in Canada, a waiver of shelter cost shall take effect from the day of the employee's departure from the post.

Guidelines

1. It is not necessary to continue to reside in the principal residence which was occupied when the employee was posted in order to claim a waiver of shelter cost.

2. The employee remains responsible for one set of household expenses. It is not the purpose of this directive to place an employee in a more advantageous position or to provide a financial benefit by virtue of the family separation. It is the employee's responsibility to demonstrate that actual and reasonable costs have been incurred in maintaining a second household. As an example, the intent of the directive would not be met if the spouse/common-law partner vacated the principal residence and moved in with a friend or family member and did not incur expenses/costs for accommodation. In such a situation, the employee is not incurring the cost of maintaining a second residence.

Family Reunion Travel (FSD 51 - Family Reunion)

18.05 Notwithstanding the provisions of FSD 51 - Family Reunion,

Guidelines

1. In planning family reunion travel, the employee should take into consideration the following factors:

2. The total number of times an employee may claim a family reunion travel allowance for the duration of posting shall be determined by the deputy head on the basis of 2 trips for each year that the employee and dependant(s) are separated. Recognition shall be given to periods of less than one year and consideration given to the desirability of family reunion for important family events or celebrations, such as Christmas. Frequency shall be calculated from the date the employee arrives at post.

Guidelines

1. Travel to a third location will only be approved where travel is for the employee and all dependant(s) residing with the employee at post and all separated dependant(s) who are eligible for a family reunion travel allowance.

2. When travel is authorized under Section 18.05(d), the employee and all dependant(s) for whom travel has been authorized must spend a minimum of five days together at the approved third location.

Vacation Travel Assistance (FSD 50)

18.06 Notwithstanding the provisions of FSD 50 - Vacation Travel Assistance:

Education and Education-related Provisions

(FSD 30 - Post transportation and related expenses)

(FSD 33 - Education assistance at a Lycée in Canada)

(FSD 34 - Education allowances)

(FSD 35 - Education travel)

18.07 Education and education-related costs/expenses are payable for kindergarten, primary and secondary level education of accompanying dependent children at the employee's post, in accordance with the above directives, except that:

Guidelines

1. Travel for an escort under Section 18.07 shall only be approved when the employee can demonstrate, to the satisfaction of the deputy head, that:

2. Travel for an escort is only payable where the employee receives an education allowance for the dependent child in accordance with FSD 34 - Education allowances.

Guidelines

1. The purpose of FSD 33 - Education Assistance at a Lycée in Canada, is to provide continuity of education in the french language (lycée system) at missions outside Canada.

2. Assistance at a Lycée in Canada will not be authorized a second time when the child has not attended a lycée outside Canada since assistance at a Lycée in Canada was previously authorized under this directive.

Relocation (FSD 15 - Relocation)

18.08 Notwithstanding the provisions of FSD 15 - Relocation,

Guideline

For purposes of Section 18.08(a), the relocation travel allowance shall be based on relocation travel from the headquarters city to the employee's mission, and from the employee's mission to the headquarters city.

Instruction

The provisions of Section 18.08(f) are only available where the employee's dependant(s) reside in the headquarters city. When a spouse/common-law partner does not reside in the headquarters city, this is considered to be a personal choice and not attributable to foreign service.

Guideline

The intent of FSD 18.08(g) is to enable the employee to accompany pre-school aged children or dependant(s) with a disability on relocation to the employee's post, particularly where a stopover or change in flight is involved. It is not designed for situations such as assistance in the preparation of inventories, and/or in making travel and/or relocation arrangements, including packing, shopping, etc., unless there are extenuating circumstances which justify the use of managerial discretion under Section 18.10.

Other Provisions

18.09

Managerial Discretion

18.10 When the deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, is of the opinion that the assistance provided under this directive is clearly inadequate for an employee (because of special circumstances not taken into account by this directive), such additional assistance may be authorized as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee.

Instructions

1. Use of discretion is designed to place an employee in neither a more nor a less advantageous situation than employees on assignment outside Canada who do not have separated dependants residing in Canada (other than a dependent student).

2. Use of discretion should recognize the exigencies and demands of the foreign service in circumstances which are beyond the reasonable control of the employee. Discretion should not be exercised which would place an employee in a more advantageous position outside Canada than in Canada, or to correct fault, error or negligence on the part of an employee or dependant.

3. Discretion may be exercised, on an individual case basis, to apply the provisions of this directive, including a waiver of shelter cost, to career foreign service employees who are relocated to a mission outside Canada from a regional office in Canada, where the employee's spouse/common-law partner remains at the employee's former place of duty for any of the reasons outlined in Section 18.03.

4. Use of discretion shall be reported to the NJC Committee on Foreign Service Directives on a biannual basis, ie., the first day of April and October of each year.

Reporting Requirements

18.11 Departments and agencies are required to keep records of each case of Special Family Separation Assistance and to submit them to the appropriate foreign service interdepartmental co-ordinating committee annually on April 1^st, commencing April 1, 2010.

FSD 25 - Shelter

Introduction

The employer is committed to a policy of average comparability which recognizes that wherever possible and practicable, and allowing for local conditions and lifestyles, the employer shall provide each Canada-based employee outside Canada with accommodation which is generally comparable to the average fully-serviced rental accommodation normally occupied by a person of similar salary and family configuration in the Ottawa/Gatineau area. In return, the employee shall pay a shelter cost to the employer which in general corresponds to the cost of average fully-serviced unfurnished rental accommodation normally occupied by a person of similar salary and family configuration in the Ottawa/Gatineau area. Employees' shelter costs (Appendix A) shall be updated by Treasury Board staff to reflect the shelter component of the Statistics Canada Census, in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives and submitted to that Committee for approval prior to implementation. Census data is only available every five years. The shelter cost table was revised on April 1, 2009 and shall be re-based after each Census with effect from the first day of April following the publication of the Census results.

This directive provides financial assistance to an employee in renting accommodation at a location outside Canada where housing costs exceed those of Ottawa/Gatineau and Crown-held accommodation is not provided. Assistance is provided to compensate for the difference in shelter costs for fully-serviced rental accommodation between Ottawa/Gatineau and each such location, having regard for the employee's annual salary, household size and program requirements including the requirement to extend substantial official hospitality in the home. Unless otherwise indicated in this directive, the Deputy Minister of Foreign Affairs has been delegated authority to establish rent ceilings for locations where staff accommodation is privately-leased, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee.

The Department of Foreign Affairs and International Trade is responsible for the provision of staff accommodation at locations outside Canada where they are represented and in conformity with the policy on administrative integration abroad and the use of common service organizations.

Directive 25

25.01 In this directive:

Guideline

An employee should ensure that, whenever possible, charges or taxes for municipal services are included in a lease agreement. Municipal services are those services which in Canada are usually included in rent or taxes, and exclude such items as snow removal from a walk or driveway which is an employee's personal responsibility.

Where an employee has purchased local currency within the seven days preceding the first working day of the month in order to pay that month's shelter cost, the actual rate of exchange obtained may be used in the determination of the equivalent shelter cost payable by the employee. In all other cases, the equivalent local currency cost shall be based on the most favourable legal rate of exchange available to employees on the first working day of the month in which the shelter cost is payable, as determined by post management.

Instruction

Where an employee is claiming the actual rate of exchange obtained during the seven days preceding the first working day of the month, the exchange voucher must be presented to Post administration before the first working day of the month in which the shelter cost is payable. Where a voucher is not presented prior to the first working day of the month, Post administration will calculate the local currency equivalent based on the most favourable legal rate of exchange available to employees on the first working day of the month in which the shelter cost is payable.

25.02 For the purposes of determining an employee's shelter cost, and, where applicable, actual rent,

Instruction

1. For purposes of Section 25.02(a), annual salary means the employee's basic rate of pay or acting pay, calculated on an annual basis, that is payable in respect of the regular duties performed by the employee at a Mission, that is actually received by the employee, and reflected in the Pay and Allowance Statement for that month:

and, where a retroactive salary adjustment is authorized for employees subject to these directives, either as a result of a collective agreement or unilateral action by the employer, the effective date for adjustment of the employee's shelter cost shall be the first day of April following the date of the instrument effecting such change (that is, the date of signing of a collective agreement, or an Arbitral Award, or the date of approval of the revision in the case of excluded employees).

Where an employee changes accommodation in accordance with Section 25.02(b)(iii) or (iv) the provisions of Section 25.25 may be applied at the discretion of the deputy head.

Guideline

The intent of Sections 25.02(b)(i) and (ii) is to allow some choice of accommodation which is compatible with the employee's lifestyle. For example, a single employee may elect for a household size of two to allow for guests or for some other person, such as a brother or sister, who does not qualify as a dependant as defined in FSD 2 - Interpretation.

25.03 On submission of the Application for Shelter Assistance Form, the deputy head may authorize payment to an employee who rents accommodation of:

25.04

Instruction

Unusual circumstances or conditions referred to in Section 25.04(b)(ii) would include the following:

Guideline

In the event of the death of an employee who has been occupying privately-leased accommodation, the deputy head may authorize continued payment of actual rent to the employee's dependants for occupancy of such accommodation for a reasonable time after the employee's death, taking into consideration the circumstances of each case and subject to payment of the appropriate shelter cost to the employer.

25.05 Subject to Section 25.22(b), where an employee rents accommodation and receives actual rent or occupies Crown-held accommodation at a post, the deputy head shall authorize payment of the actual and reasonable utility charges specified in Section 25.06 that are incurred by the employee during the period commencing on the first day of the lease or the first day of occupancy of Crown-held accommodation and terminating on the day of the employee's final departure from permanent accommodation or the day the lease is terminated, whichever is the earlier.

Guideline

In the event of the death of an employee where the employee's dependants have been authorized to continue occupancy of Crown-held accommodation or privately-leased accommodation, the deputy head may authorize continued payment of actual and reasonable utility charges in accordance with Section 25.05, subject to payment of the appropriate shelter cost to the employer, in accordance with Section 25.12.

25.06 The utility charges referred to in Section 25.05 in respect of which the deputy head shall authorize payment,

Instructions

1. An employee who occupies Crown-held accommodation shall pay the cost of telephone service during the period of occupancy, notwithstanding the fact that the telephone is not in the name of the employee, except in unusual situations where specifically authorized in advance by the deputy head.

2. An employee who is responsible for payment of expenses for maintenance and/or repairs to privately-leased accommodation in accordance with local law and/or practice may be eligible for reimbursement in accordance with Section 25.23.

Guideline

An employee should ensure that, whenever possible, charges or taxes for municipal services are included in the lease agreement. Municipal services are those services which, in Canada, are usually included in rent or taxes and exclude such items as snow removal from a walk or driveway which is an employee's personal responsibility.

25.07

Instruction

In determining the suitability of Crown-held accommodation in accordance with Section 25.07(b), the deputy head shall be guided by the Staff Quarter Space Targets/Guidelines used for the determination of accommodation deficiency adjustments, as specified in Appendix C to this directive, as amended by the National Joint Council Committee on Foreign Service Directives, when necessary, to reflect changes to Staff Quarter Guidelines and/or ADA methodology.

Guidelines

1. The Occupancy Agreement referred to in Section 25.07 is the Occupancy Agreement agreed to in the National Joint Council Committee on Foreign Service Directives.

2. Employees should be alerted to their personal responsibility to identify inventory items and note their condition in the Schedules attached to the Occupancy Agreement and to take out appropriate householder's insurance for public liability and for damage/loss of personal and household effects.

3. In the event of the death of an employee, the deputy head may authorize the continued occupancy of Crown-held accommodation by the employee's dependants, for a reasonable time after the employee's death, taking into consideration the circumstances of each case. Clearly, accommodation will have to be made available eventually to a successor, but flexibility and understanding will be applied to the greatest extent possible.

25.08

Instruction

The shelter cost table (Appendix A) is determined in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives on the basis of the shelter component of the Statistics Canada Census. Census data is only available every five years. The shelter cost table was revised on April 1, 2009 and shall be re-based after each Census with effect from the first day of April following the publication of the Census results.

25.09 Blank - Provisions for dual residence assistance have been transferred to FSD 16 - Assistance for a principal residence, effective June 1, 2003.

25.10 Where an employee is required to occupy Crown-held accommodation which has unacceptable deficiencies having regard to the employee's salary and family configuration, as determined by the Deputy Minister of Foreign Affairs, the employee shall be entitled to an accommodation deficiency adjustment. This is determined as a percentage reduction to the applicable shelter cost to recognize the impact of the deficiency on the liveability of the accommodation, and is reflected in the employee's monthly Foreign Service Allowance Statement. The deficiency adjustment shall be determined in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives and outlined in Appendix C to this directive.

25.11

Instruction

Section 25.11 shall also apply when, as the result of an emergency evacuation, an employee is required to share accommodation with one or more employees or when an employee, with the approval of the Head of Mission, shares accommodation with a non-employee. In such situations an employee may be entitled to an accommodation deficiency adjustment in accordance with Section 25.10.

25.12

Instruction

The shelter cost table referred to in Section 25.12 is developed in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

Guideline

Where, following the death of an employee, the employee's dependants have been authorized to continue occupancy of Crown-held accommodation or privately-leased accommodation, such occupancy shall be subject to payment of the appropriate shelter cost to the employer, in accordance with Section 25.12.

25.13 An employee shall have the right to opt out of the shelter provisions of this directive, which include those provisions related to utilities in Sections 25.05, 25.06, 25.21 and 25.22, and personally arrange for accommodation on the local market at no cost to the Crown, except that this choice would not normally be available to an employee where it is a condition of assignment that the employee occupy Crown-held accommodation. In these cases, approval shall be at the discretion of the Deputy Minister of Foreign Affairs.

Instruction

In applying Section 25.13, the option should normally be exercised at the beginning of a posting and would usually last for the length of the posting. The option would not be available to an employee who chooses to share accommodation with another employee to whom these directives apply.

25.14 The shelter cost, as provided in the Appendix to this directive, shall be increased by 20% if an employee rents furnished accommodation at a post to which the deputy head was prepared to approve payment of the expenses of shipping that employee's furniture and household equipment, but the employee requests and the deputy head agrees to store such furniture and household equipment at public expense.

25.15 Where an employee

the shelter cost and actual rent applicable immediately prior to departure shall continue to apply as long as a dependant continues to reside in the employee's accommodation at the post, subject to any adjustment pursuant to Sections 25.04 and 25.12.

25.16 Where an employee is temporarily absent from the post with the deputy head's approval and no dependant continues to reside in the employee's privately-leased accommodation at the post, the deputy head may authorize termination of payment of the actual rent on the day following the last day of occupancy, having regard for:

25.17 Where an employee is temporarily absent from the post with the deputy head's approval, and no dependant continues to reside in the employee's privately-leased accommodation which is sublet, the actual rent shall be reduced by one-half of the actual amount received by the employee from subletting.

25.18 Where an employee is absent from the post without the deputy head's approval, the deputy head may terminate payment of the actual rent and the shelter cost effective from the first day of such absence.

25.19 Where an employee is required to pay a lessor a sum of money to acquire permanent accommodation, either as advance rent or in consideration of tenancy, but other than a security deposit, the deputy head may grant the employee the required advance which shall not exceed six times the monthly actual rent as determined pursuant to Section 25.03.

Guideline

Where an employee is occupying privately-leased accommodation and the lessor claims for alleged loss or damage, reference should be made to Section 25.24 and FSD 26 - Security deposit advance.

25.20 Where an employee has been granted an advance in accordance with Section 25.19, recovery shall be as follows:

Amount of advance granted
Total months in lease

25.21 An employee who is required to pay for public utilities in advance in order to obtain service may be granted an advance, not exceeding the amount of the advance specified by the utility company, at the discretion of the deputy head.

Instruction

Provisions related to the financing of advances made under Section 25.21 are contained in the Appendix to FSD 10 - Posting loan.

25.22 Where an employee has been granted an advance in accordance with Section 25.21, recovery shall be as follows:

25.23 Where, because of local law or practice, an employee is responsible for all or a portion of costs for maintenance and/or repairs to privately-leased accommodation where such costs would be the responsibility of the lessor in the employee's headquarters city, the deputy head may authorize reimbursement of such actual and reasonable expenses for fit-up, maintenance and/or repairs, consistent with those which would normally be the responsibility of the Crown in Crown-leased accommodation at the post.

Instructions

1. It is the responsibility of the employee to ensure that, wherever possible, the leasing agreement provides that the lessor shall be responsible for maintenance and repairs. It is also the responsibility of the employee not to enter into a leasing agreement for accommodation which is significantly below the average fully-serviced rental accommodation normally occupied by a person of similar salary and family configuration in the Ottawa/Gatineau area.

2. It is not the intent of Section 25.23 to provide for the payment of major repairs or maintenance of privately-leased accommodation or to upgrade privately-leased accommodation which does not meet the average comparability policy at the time of initial occupancy. Under normal circumstances, where the anticipated cost of repairs and/or maintenance is expected to exceed $200 for any one service or on any one occasion or $1,000 in any fiscal year, prior approval of the deputy head is required in order to claim reimbursement. In unusual circumstances, where costs for maintenance and/or repairs are expected to be significant, alternatives should be explored such as vacating the accommodation, taking into consideration such factors as the duration of the lease, the anticipated duration of the employee's posting, the availability of alternative suitable rental accommodation, the possible provision of Crown-held accommodation and the costs associated with breaking the lease and moving to alternative accommodation.

3. There may be situations where the appropriate foreign service interdepartmental co-ordinating committee is advised by a Mission that, because of a shortage of accommodation, most available accommodation requires minor fit-up and repairs. The committee may then authorize the Mission to cover the cost of necessary repairs, to a maximum cost equivalent to one month's actual rent for that specific housing unit, but not exceeding the applicable rent ceiling.

Examples of expenses which the Mission can defray are: painting and wall repairs, weatherstripping, window and door repairs, repairing loose floor tiles, changing of locks, minor plumbing and electrical repairs and purchase of window coverings where these are not provided. Expenses that are purely cosmetic (changing wall colours) are not admissible.

4. It should be noted that the Occupancy Agreement for Crown-held accommodation provides that the law of Ontario shall apply to the settlement of any dispute or difference arising under that Agreement.

25.24

25.25 When an employee at a post:

the deputy head may authorize payment of any or all of the following expenses incurred by the employee in leasing permanent accommodation:

and, in respect of Section 25.25(c), the actual and reasonable expenses incurred as a result of moving to a new residence and including compensation in accordance with FSD 15.18 and FSD 15.19 for loss or damage to effects while in transit.

Guidelines

1. Employees should be alerted to their personal responsibility to take out appropriate householder's insurance for public liability, for which they would be responsible under the law of Ontario, and for damage/loss of personal and household effects.

2. The employer will grant an employee reasonable time off with pay to effect the relocation, including the overseeing of the packing and unpacking of household effects; reasonable time-off with pay should also be granted to the spouse or common-law partner where the spouse or common-law partner is also an employee; such authority will not be unreasonably withheld.

25.26 The calculation of actual rent or shelter cost for a period of less than one complete calendar month shall be as follows:

Monthly Actual Rent (or Monthly Shelter Cost)
X
Number of applicable calendar days
Total calendar days in month

25.27 Notwithstanding Section 107 of the Public Service Labour Relations Act, revisions to rent ceilings shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.

25.28 This directive shall not apply in situations where an employee purchases accommodation at a post, without the approval of the Treasury Board or the President of the Treasury Board.

Forms

Application for Shelter Assistance (EXT-68) (Rev)

Accommodation Statement (EXT-783) (Rev)

Occupancy Agreement (EXT- 1645) (Rev)

Application for Deficiency Adjustment (EXT-328)

Appendix A
Employee shelter cost (dollars per month)

April 1, 2009

Notwithstanding the provisions of Section 107 of the Public Service Labour Relations Act, revisions to this appendix shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.

Appendix B
Employee shelter cost (dollars per month)

Blank

Appendix C
Deficiency adjustments - Crown-held staff accommodation

General

1. In accordance with FSD 25 - Shelter, the employer undertakes, wherever possible and practicable, to provide each employee at a post with accommodation which is generally comparable to average fully-serviced rental accommodation normally occupied by a person of similar salary and family configuration in the Ottawa/Gatineau area.

2. In administering accommodation, it is recognized that Ottawa/Gatineau housing standards and related living conditions cannot be wholly duplicated anywhere in the world, let alone at all posts and in each staff quarter. Furthermore, there will always be some Crown-held staff quarters at some posts which do not meet the criteria of the policy of average comparability. Where the liveableness of such Crown-held accommodation is significantly reduced, provision exists under FSD 25.10 for a deficiency adjustment. Unless special arrangements are in place with employing departments, where staff accommodation is provided by the Department of Foreign Affairs and International Trade, it is that department which administers accommodation deficiency adjustments.

3. In order to determine a standard for average comparability, the employer is guided by the criteria contained in this appendix. These criteria, together with local conditions and lifestyles, are a benchmark for determining the overall suitability of a given staff quarter. Factors such as size and layout, mechanical systems, recreation space and parking are objective and quantifiable; others are subjective and much less easily measured. Moreover, many of these factors are only of limited importance to the overall liveableness, for example, landscaping and exterior appearance of the building. Good judgement must be exercised in determining whether any deficiency which is considered to exist renders the accommodation below the Ottawa/Gatineau "standard" and, if so, to what extent liveableness is reduced. It is important to note that elements which may be more than fully satisfactory (for example, larger than normal rooms, swimming pool) must be considered as well and will therefore have a bearing on determining the impact of any apparent deficiency.

4. Deficiencies may arise for any number of reasons taking into account both the nature of the accommodation and the personal circumstances of its occupant(s). In some cases, an adjustment for deficiencies in a particular unit could apply to all successive tenants. Without limiting the generality of the foregoing, the following situations may arise from time to time:

5. It should be noted that deficiencies related to furniture and furnishings will not normally be taken into consideration, and that program-related hospitality and accommodation requirements are not factors in comparability with the Ottawa/Gatineau base; neither has been considered in the methodology for the determination of employee shelter costs. Nevertheless, the Occupancy Agreement clearly identifies the responsibility of the employer for the provision, repair and replacement of furniture and furnishings. It is the employee's responsibility to inform Post management of serious omissions and/or deficiencies in the condition of these items. Immediate attention shall be given to those deficiencies which seriously affect the liveability and use of the premises. Where corrective action is not taken within a reasonable period of time, or is unsatisfactory, the employee may file a grievance for consideration under the NJC Redress Procedure.

Criteria of average comparability

6. The following factors are to be considered in assessing overall suitability of Crown-held staff accommodation:

Staff Quarter Space Targets/Guidelines

Effective July 9, 2008

The housing guidelines for Crown-held Staff Quarters are based on the Statistics Canada Ottawa/Gatineau regional census data on housing (2006 census). They count the total number of rooms¹ and bedrooms² in the "net living area" of a household. Salary levels are in Canadian dollars and will be amended every five years as new census results are received.

	Number of persons in household
Annual Salary	1	2	3	4	5
Under $39,000	6 (2-3)	6 (2-3)	7 (3-4)	7 (3-4)	8 (3-4)
$40,000-$44,999	6 (2-3)	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)
$45,000-$49,999	6 (2-3)	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)
$50,000-$54,999	6 (2-3)	7 (3-4)	7 (3-4)	8 (3-4)	8 (3-4)
$55,000-$59,999	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$60,000-$64,999	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$65,000-$69,999	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$70,000-$74,999	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$75,000-$79,999	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$80,000-$89,999	6 (2-3)	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$90,000-$99,999	6 (2-3)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$100,000-$109,999	6 (2-3)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$110,000-$119,999	6 (2-3)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$120,000-$129,999	6 (2-3)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$130,000-$139,999	6 (2-3)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$140,000-$149,999	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)
$150,000 and more	7 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)	8 (3-4)

1. ^1. Refers to the number of rooms in a dwelling - 6, 7 or 8. A room is an enclosed area within a dwelling which is finished and suitable for year-round living. Open plan, partially divided or L-shape rooms that can accommodate more than one function, are to be counted as one room per function (e.g. L-shaped dining-room living-room arrangements are counted as two rooms). Total rooms include kitchen, living room, dining room (3) plus 3, 4 or 5 rooms to serve as bedrooms or other living purposes, such as den, study or family room. Finished rooms on ground floor, in attic or basement may be included.

   Not included as rooms are bathrooms, hallways, vestibules and rooms used solely for business (independent employment) purposes.

2. ^2. Refers to all rooms designed and furnished as bedrooms (2, 3 or 4) and used mainly for sleeping purposes, even though the use may be occasional (i.e. spare bedroom). Where all bedrooms are not required, one could be used as a den, study, family room or guest room.
3. The number of bedrooms and total room requirements for purposes of Accommodation Deficiency Adjustments (ADA's) are as outlined above.
4. Adequacy of layout does not include consideration of official hospitality which may be conducted in the staff quarters. The overall room arrangement must be compared to the family size, and where a deficiency is noted by the occupant, objective judgement of its impact on liveableness will be made by post management and recorded on the application form.
5. Accommodations for positions having representational functions, and supported by hospitality logs, can be approved by Head of Mission, allowing for a suitably sized dining room. Quality of life considerations such as outdoor recreational spaces (i.e., parks for children) will be considered when acquiring staff accommodation and additional bedrooms for larger household sizes.
6. Adequacy of size or layout of individual rooms within an accommodation will also be considered. Where such a deficiency is noted, full details, including photographs and/or a sketch if applicable, should be included with the application form.

Application for accommodation deficiency adjustment

7. Except where an adjustment has been approved for all successive tenants, Form EXT-328 "Application for Accommodation Deficiency Adjustment" is to be completed for all Crown-held accommodation provided by the Department of Foreign Affairs and International Tradeby all employees who are administered by that department. The employee is responsible for the first step in the process, that is, identification and description of the deficiency as perceived by the occupant. Aspects of the accommodation which are comparable to or better than the average Ottawa/Gatineau accommodation must also be noted.

8. On receipt of a signed application form, the Head of Mission or a delegated committee is to comment on each deficiency identified by the employee and indicate the estimated time and cost where it is possible to correct the deficiency. The Head of Mission or a delegated committee will also make an assessment of the degree of reduced liveableness, taking into consideration the aspects wherein the accommodation is better than comparable to the Ottawa/Gatineau standard. Based on the overall assessment, the Head of Mission will approve or decline the application for a deficiency adjustment.

9. In the event of a dispute, the Post will refer the application to the Foreign Affairs' Committee on Accommodation Deficiencies (COAD). The COAD will review the particulars and convey its decision to the Head of Mission.

10. Where a deficiency adjustment is approved, it will normally be granted in steps of 10%, 20% or 30%, reflecting a low, moderate or high degree of reduced liveableness of the accommodation. In view of the accommodation policy which is based on average accommodation, there will be no adjustments below 10%, notwithstanding that minor deficiencies may exist. In exceptional circumstances, a deficiency adjustment in excess of 30% will be considered by the COAD. This would apply to situations such as:

11. The Head of Mission or a delegated committee will review the validity of existing deficiency adjustments at the post on April 1^st and October 1^st of each year, at a minimum, and will make a report of the review to the Deputy Minister of Foreign Affairs at these times.

FSD 26 - Security deposit advance

Introduction

The employer recognizes that to acquire housing, an employee may be required to pay the lessor a sum of money as a security deposit, or to pay an agency or a firm a sum of money as a security deposit in order to rent essential household furniture and equipment. In such cases, the employer undertakes to provide financial assistance in the form of an advance.

FSD 25 - Shelter, should be referred to where no security deposit advance has been made but the lessor claims for alleged loss or damage.

Directive 26

26.01 Where an employee is required to pay a lessor a sum of money as a security deposit to acquire permanent accommodation, and/or pay an agency or firm a sum of money as a security deposit in order to rent essential household furniture and equipment, the deputy head may authorize payment of an advance not exceeding the following:

Instruction

Provisions related to the financing of advances made under Section 26.01 are contained in the Appendix to FSD 10 - Posting loan.

26.02 Except where the provisions of Sections 26.03, 26.04 or 26.05 apply, the advance made under Section 26.01 shall be:

whichever is earlier.

26.03 Where a lessor/firm/agency withholds all or part of a security deposit in compensation for alleged loss, damage, or other liability attributed to the employee, recovery of that part of the security deposit advance which, in the opinion of the deputy head, is not properly attributable to the employee may be waived, up to the following limits:

26.04 Where a security deposit is withheld in an amount which exceeds the limits prescribed in Section 26.03, in compensation for alleged damage, loss or other liability attributed to the employee, the deputy head may:

26.05 Where the deputy head has authorized payment of expenses pursuant to Section 26.04(a), and is satisfied that, on the basis of the report from independent sources:

recovery of that part of the security deposit advance which in the opinion of the deputy head is not properly attributable to the employee may be waived.

Instruction

Before waiving recovery under Section 26.04(b) or Section 26.05, the senior departmental officer at the post shall submit a report to the deputy head providing the circumstances of the dispute, the report of an independent appraiser, if applicable, and recommendations for the disposition of the dispute.

Guidelines

1. It is the employee's responsibility to ensure that items of furniture and their condition, as listed in the inventory or contract, are accurate, in order to avoid misunderstanding. Where required, translation facilities at the Post may be used to assist the employee in understanding the terms used to refer to particular items of furniture.

2. Settlement of a security deposit advance shall be in the same currency as the advance was issued unless the employee has departed the post prior to final settlement, in which case any amounts owed by the employee shall be repaid in Canadian currency using the exchange rate applicable in the month the employee departed the post.

Forms

TBS 330-188 (82/5) FSD 26

Security Deposit Advance (FSD 26)

FSD 28 - Safe storage expense benefit

Introduction

Where an employee's living accommodation is unoccupied during a temporary absence from a post, the risk of burglary or unlawful entry may be greater than in Ottawa/Gatineau, depending partly on the duration of absence and partly on the incidence of crime at that post. It is the policy of the employer to provide reasonable protection from these hazards, whether the need arises from program-related or other circumstances.

Directive 28

28.01 Subject to Sections 28.02, 28.03 and 28.04, where an employee is temporarily absent from a post, and a dependant or a servant will not be residing in the living accommodation during that absence, the deputy head shall authorize payment of the actual and reasonable expenses of:

whichever is the lesser, where protection from burglary or unlawful entry is considered essential.

28.02 Where in the opinion of the deputy head the absence arises from program-related circumstances, the storage expenses referred to in Section 28.01(a), may be authorized by the deputy head as many days beforehand as may be necessary to enable the employee's effects to be in safe storage from the first day of absence, and shall be limited to the expenses related to:

28.03 Where an employee is absent from a post on authorized leave of absence with pay, other than an absence covered by Section 28.02 and where the employee's lease is not terminated or there is no lease, the storage expenses referred to in Section 28.01(a) shall be limited to:

28.04 Pursuant to Section 28.03, the deputy head shall authorize payment of expenses in respect of:

where, in the opinion of the deputy head the risk of burglary or unlawful entry into unoccupied living accommodation is not significantly higher than in Ottawa/Gatineau.

28.05 An employee who is absent from the post on authorized leave with pay and whose lease is terminated with the approval of the deputy head is covered under FSD 15.13(a).

28.06 Where, in exceptional circumstances, the employee cannot make alternative personal arrangements for the safe storage of an automobile, deputy head discretion may be exercised to make provision for such safe storage or authorize payment of the expenses incurred by the employee in providing such storage.

Instruction

The expression "there is no lease" refers to an employee who occupies Crown-held or employee-owned accommodation.

FSD 30 - Post transportation and related expenses

Introduction

The employer recognizes that in certain locations outside Canada there are circumstances which relate to personal transportation and expenses associated with personal transportation which are significantly different to situations normally experienced by employees serving in Canada. It is recognized that access to personal transportation not only contributes to the effective performance of an employee's duties but reflects the employee's standard of living in Canada. Local restrictions may limit the availability of private motor vehicles or impose significant extra costs on employees. Consequently, the employer is prepared to make various specific types of assistance available to an employee to assist with personal transportation requirements and costs as outlined in this directive for:

Directive 30

Vehicle rental

30.01 Where the deputy head has determined that an employee at a specified post is not entitled to the provisions of FSD 15.17 because the host country has embargoes or prohibitive import duties or disposal requirements applicable to an employee's private motor vehicle (PMV), or automobile shipment costs are excessive, the provision of a Crown-held automobile or alternative transportation may be authorized for the use of an employee while assigned to the post, provided the employee fulfills the conditions specified in Section 30.02.

Instructions

1. The provision of a Crown-held automobile or alternative transportation is designed primarily for an employee at a post to which the deputy head was not prepared to authorize the shipment of the employee's PMV under FSD 15.17. The deputy head determines the posts at which employees are not entitled to the provisions of FSD 15.17 due to embargoes, prohibitive import duties, disposal requirements or excessive shipping costs. Designation of such posts should be agreed to among departments represented at the post.

2. The provisions of Section 30.01 are not an entitlement. While every effort will be made to provide employees with Crown-held vehicles in the circumstances described, it must be recognized that it may not always be possible where foreign assignment employees are serving at locations where Foreign Affairs and International Trade is not represented or where assignments are arranged under a bilateral agreement, an international program or the Canada Interchange program.

3. Transportation which can be provided to employees under this directive includes all Crown-held vehicles at a post and is not limited to those vehicles provided under specific authority of this directive.

4. The deputy head shall determine the type of automobile or alternative transportation to be provided and the most economical means of providing it, bearing in mind initial cost, availability and cost of parts, and availability and quality of service. The type of transportation provided shall not be influenced by the status of an employee.

5. Sections 30.01 to 30.03 of this directive shall apply to one employee only of an "employee-couple" who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.

6. At the discretion of the deputy head and conditional on the availability of Crown-held vehicles at a post, the provisions of Section 30.01 may be extended to an employee whose PMV is being shipped to or from the post under FSD 15.17. This discretion would normally be exercised at posts where local transportation is absent or inadequate.

7. It should be noted that employees may claim car rental expenses in specific circumstances on relocation in accordance with FSD 15.32. Where an employee claims car rental expenses for use of a Crown-held automobile under Section 30.01, the fixed rate shall be determined in accordance with Section 30.02.

8. While Section 30.01 uses the singular form, it does not preclude an employee from renting a second Crown-held vehicle, subject to availability and particularly the requirements of employees for a primary vehicle.

30.02 An employee who accepts a Crown-held automobile or alternative transportation for personal use shall:

Guideline

It should be noted that where management requires an employee to use a PMV on official government business, this cost is not reimbursable under FSD 30; compensation should be provided in accordance with the NJC Travel Directive, with post mileage/kilometric rates as determined by the Deputy Minister of Foreign Affairs.

30.03 Where the deputy head has authorized the provision of a Crown-held automobile to an employee, payment shall be authorized for:

Road Taxes And Licensing Fees

30.04

Guideline

Section 30.04 shall apply to one employee only of an employee-couple who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.

Post Parking Expenses

30.05 The deputy head shall authorize the payment of the actual and reasonable expenses of parking facilities at the employee's place of work at no cost to the employee, where:

Instruction

Section 30.05 of this directive shall apply to one employee only of an employee-couple who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.

Commuting Assistance

30.06 In determining whether commuting assistance is warranted, it should be borne in mind that the basic government policy on commuting is that, under normal circumstances, employees are expected to report for work at their own expense. Assistance is available where excess commuting costs result from an employee's allocation to Crown-held accommodation or to privately-leased accommodation in a location approved by management, in accordance with Sections 30.07 to 30.13, inclusive.

Definitions

30.07 In this directive:

Guideline

Adjustments to the post kilometric (mileage) rate are made whenever a post reports an increase in the cost of fuel/gasoline. Consequently, the post kilometric (mileage) rate for commuting assistance shall be revised annually on April 1^st of each year and also on such other dates as the traveller-request rate for official travel at the post is adjusted by the Deputy Minister of Foreign Affairs.

30.08 An employee may claim commuting assistance in accordance with Sections 30.09, 30.10, 30.11, 30.12 or 30.13, with respect to a given calendar month, where the commuting share is less than the commuting cost.

Instruction

Absence from work only affects commuting assistance where the employee does not incur commuting costs during such absence. For example, an employee who has been authorized to use a PMV for commuting purposes could not claim commuting assistance during such absence, whereas an employee who has purchased an annual ticket/pass would continue to receive normal commuting assistance. Employees should not be compensated for commuting costs which could have been avoided.

30.09 Situations where the Employee has no Control Over the Choice of Location of Residential Accommodation

30.10 Where the Employee has Control Over the Choice of Location of Residential Accommodation

shall be used.

30.11 Where commuting assistance is authorized under Sections 30.09(a) or 30.10(a), the employee may claim reimbursement for the actual cost of a long-term pass/ticket at the time of purchase; in such situations the commuting share shall be:

whichever is applicable.

30.12 Where an employee's posting is terminated before the expiry date of a long-term pass/ticket and the employee is entitled to a refund of the unused portion of such ticket, the employee shall reimburse the employer the refundable amount less any commuting share which was deducted at the time the ticket/pass was purchased and which is applicable to the refundable portion of the ticket/pass.

30.13 Where an employee is provided with a Crown-held vehicle under the provisions of Section 30.01, commuting assistance may be claimed in accordance with Section 30.09(b)(ii) or 30.10(b).

Guideline

It should be noted that where management requires an employee to use a PMV on official government business, this cost is not reimbursable under the commuting assistance policy; compensation should be provided in accordance with the NJC Travel Directive, with post mileage/kilometric rates as determined by the Deputy Minister of Foreign Affairs.

Education Transportation

30.14 Where an employee serving at a post is in receipt of an education allowance pursuant to FSD 34 - Education allowances in respect of a dependent child residing at the post and school transportation is not provided by the school or incorporated in the school fees, post management may extend assistance to that employee for the transportation of a dependent child to and from school.

Instructions

1. It is the responsibility of post management to approve for payment the most economical and practical method of transporting school children to and from school where such transportation is not provided through facilities arranged by the school.

2. The expenses which may be approved by post management include the actual cost of commercial transportation, transportation by Crown-held vehicle, and/or transportation by PMV and the transportation expenses of an escort where this is necessary due to local circumstances such as distance, the availability of public transportation and safety. It is expected that pooled facilities will be used wherever practical in the circumstances.

3. Normally, local transportation is provided for one return trip each school day between the student's place of residence and place of education. In special situations, Post Management Committees may authorize local transportation expenses for more than one return trip each school day. Special situations would include situations where:

30.15

Instruction

Where school-provided transport is available and an employee chooses to use a PMV to transport a child to school, the maximum amount of assistance which may be claimed shall not exceed the cost of school-provided transport, unless there are exceptional or extenuating circumstances which justify assistance in accordance with Section 30.15.

Forms

Post Transportation and Related Expenses (FSD 30)

Motor Vehicle Rental Agreement

TBS/SCT 330-198 (Rev 89)

FSD 32 - Day care assistance

Introduction

In recognition of the high costs of daycare at many missions, for which the Post Living Allowance does not provide compensation, this directive provides an allowance to assist single or working parents with the costs of enrolling children in accredited daycare or day-nursery institutions, which are in excess of costs for similar facilities in Ottawa. (For the purposes of this directive, the terms daycare and day-nursery are synonymous.)

Directive 32

Coverage

32.01 This directive provides assistance to employees at missions who are single parents or whose spouse or common-law partner is working at mission for:

Guideline

The number of periods in a given month will vary based on the number of working days at the post in that given month. The appendix to this directive provides a step by step process and example to follow when calculating the daycare allowance.

Conditions

32.02 Employees who qualify for day care support under Section 32.01 may claim an allowance to compensate for daycare costs in excess of average costs in Ottawa (the deductible) where:

Instructions

1. The three deductible amounts, established as $1,447 per month for infants in daycare, $1,241 for toddlers in daycare and $935 per month for preschool aged children, effective April 1, 2009, represent an average of daycare costs in 2009 at institutions in Ottawa. The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, has been authorized to adjust these deductibles on April 1st of each year, to reflect rates/costs in effect for that calendar year.

2. The provisions of this directive apply where the spouse or common-law partner is working full days or half days outside the home.

3. Where both parents are working but one is working from home, a day care allowance will be authorized upon certification satisfactory to the deputy head that the parent working from home is engaged in work that precludes providing care for the daycare aged dependant(s), for at least as long as the day care period (i.e. half day or full day), and that there are no other care-givers in the home.

4. No assistance is provided in cases where nannies or live-in care-givers are used.

5. When there is no space in a licensed daycare centre, the employee may have the option of sending their child to an outside licensed private-home daycare. Private-home day care, also referred to as home-based child care, is child care that is provided in a private residence other than the home of the child or children.

Representative Daycare Ceiling

32.03 Where institutional daycare is available at a mission, and where employees qualify for daycare support, Missions will set a representative daycare ceiling, to reflect the average cost of accredited daycare facilities, typical of those used by Canadian parents at the mission.

Instruction

Annually on April 1^st, Missions shall advise the deputy head of the recommended ceilings for daycare facilities, which is to reflect the average of three (where possible) typical accredited daycare institutions used by Canadian or other expatriates, for that calendar year.

Daycare Allowance

32.04 Employees who qualify for daycare support under Section 32.01, with children enrolled in daycare programs, may claim a monthly allowance for each child equivalent to the lesser of:

minus the corresponding deductible for infants, toddlers or preschool-aged children, as applicable, in accordance with Section 32.01.

Instructions

1. The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, has been authorized to adjust the maximum amount in Section 32.04(c) on April 1^st of each year, to reflect three times the average of costs/rates in effect for daycare at institutions in Ottawa for that calendar year.

2. To facilitate administration, assistance is provided as an allowance, which may be subject to verification. Employees are required to demonstrate that the allowance was spent for the purpose for which it was intended.

3. Once the representative daycare ceiling has been approved by the deputy head, employees may submit a proposal for daycare assistance to Mission administration. On approval, Missions are authorized to issue monthly allowances to the employee for daycare assistance for the coming year, commencing September 1.

4. Prior to obtaining the allowance for the next period, employees are required to submit, for retention by Mission administration, evidence that the child was enrolled in the daycare program for a sufficient period of time to justify the allowance. If this is not the case, employees will be required to refund an amount of the allowance in proportion to the period the child was not enrolled.

5. The allowance is intended to assist with daycare costs for which the employee is responsible. For example, if the employee is obliged to pay by the month, and the child is absent due to illness for several days, the employee would not be penalized. But if payment is by the day, and the child was absent for a period of one or more days, the allowance for the following month should be reduced accordingly.

6. An allowance shall normally be issued monthly, unless a longer payment period is standard. In no case, however, shall the payment period exceed six (6) months.

7. Proposals for assistance in excess of the prescribed amounts for daycare, due to exceptional circumstances, may be considered by the appropriate foreign service interdepartmental co-ordinating committee.

8. The costs of home dependant care, after school dependant care, or babysitting are not eligible for assistance under the provisions of this directive.

9. Transportation to and from the daycare or educational institution is the responsibility of the parent(s). No financial support for transportation will be provided under this directive.

10. When guaranteeing a space within a licensed daycare institution or a home-based daycare facility, an employee may be subject to a non-refundable registration fee. When supported by appropriate receipts or documentation showing such payment, a registration fee up to the cost of $250 will be reimbursed once per calendar year per child to employees who qualify for the daycare allowance under Section 32.01.

In contrast, non-refundable application fees, where the employee has applied to ensure the dependent child's registration in a daycare centre are the responsibility of the employee and will not be reimbursed.

Guidelines

1. Assistance is provided for institutional daycare, i.e., locally accredited organizations with their own facilities and professionally certified staff. Missions should be guided by the Ontario Regulations for Day Nurseries, a summary of which will be sent, on request, to all Missions. It is recognized that local standards will be different. These Ontario regulations are only provided as a guideline as to what constitutes an acceptable institution for assistance under this directive.

2. Employees are responsible for choosing appropriate daycare facilities meeting the required standards, for all administrative arrangements, and for providing full particulars, including schedules of fees, to Mission administration.

Appendix
Daycare Allowance - Pro-Rating Reference and Step by Step Guide

Effective April 1, 2009

Where employees use less than the total number of half-day periods within the given month, both the deductible and mission ceiling will be prorated based on the number of periods the child attends, in a given month.

Formula for Calculating Allowances

1. Determine total number of periods in the given month.

2. Determine the number of periods used in the month.

3. Divide the number of periods in a given month by the number of periods used.

4. Take the result (percentage) and apply it to the mission ceiling.

5. Apply the same percentage to the deductible.

6. The daycare allowance corresponds to the difference between the prorated deductible and the amount paid by the employee or the prorated monthly ceiling, whichever is the lessor.

Example - Daycare Allowance - Pro-Rating Reference

Example 1 - Where the amount claimed does not exceed the prorated mission ceiling.

In the month of June 2009, an employee sends their toddler to daycare Monday mornings, all-day on Tuesdays, and for the afternoon on Wednesdays.

Data

• Total number of periods in June 2009, at mission, is 44
• Number of periods used is 19
• Actual cost of daycare paid by employee for June (hypothetical): $750
• Deductible is $1,241 per month for toddlers
• Mission ceiling is $2000

Example 2 - Where the amount claimed exceeds the prorated mission ceiling.

In the month of June 2009, an employee sends their toddler to daycare Monday mornings, all-day on Tuesdays, and for the afternoon on Wednesdays.

Data

• Total number of periods in June 2009, at mission, is 44
• Number of periods used is 19
• Actual cost of daycare paid by employee for June (hypothetical): $900
• Deductible is $1,241 per month for toddlers
• Mission ceiling is $2000

FSD 33 - Education assistance at a Lycée in Canada

Introduction

The purpose of this directive is to provide financial assistance to career foreign service employees and RCMP Liaison Officers while serving in Canada in enrolling their dependent children in a Lycée in Canada, in order to ensure continuity in French language education while serving outside Canada.

Directive 33

33.01 The provisions of this directive are available to career foreign service employees as defined in FSD 3.01(a) and to RCMP Liaison Officers, while serving in Canada, in order to ensure continuity in French language education for their dependent children while serving outside Canada.

33.02 The deputy head may authorize payment of the cost of tuition, prescribed textbooks and school supplies (as determined under the provisions of FSD 34.01(c)(i)(A)(7) of FSD 34 - Education allowances) incurred at a Lycée in Canada in respect of:

Instruction

For purposes of this section, a child must qualify for assistance in accordance with the provisions of FSD 34.02(a)(i), that is, the child must be aged 3 years and 8 months as of September 1 of the school year.

33.03 Payment authorized in accordance with Section 33.02 shall normally be limited to the two-year period immediately following:

33.04 Exceptions to the limitations prescribed by Section 33.03 may be considered on an individual basis by the deputy head of the employing department, who may approve extensions of up to one year at a time as a result of operational requirements. This deputy head discretion would also extend to situations where an employee is assigned to or from Canada during the academic year.

FSD 34 - Education allowances

Introduction

The object of this directive is to provide financial assistance to employees serving abroad to ensure that their dependent children obtain elementary and secondary education which approximates Canadian standards and which enables the child to re-enter the Canadian school system with as little disruption as possible.

An education allowance is provided to employees assigned outside Canada who incur costs necessary to obtain education for dependent children which would ordinarily be provided/obtained without charge in the public school system in Ontario or equivalent in other provinces. An education allowance will permit a student to complete a year of Junior Kindergarten, a year of Kindergarten, eight years of elementary education (six years of elementary in Quebec), and four years of secondary education (five years of secondary plus two years of general pre-university CEGEP I and II in Quebec) up to and including the school year of the 21^st birthday.

Post secondary shelter assistance may be provided up to and including the school year of the 23^rd birthday for a student in full-time attendance at a post secondary educational institution in Canada.

Definitions

34.01 For the purpose of this directive, the following definitions apply:

Instructions

1. An allowance for field trips will only be considered where the appropriate foreign service interdepartmental co-ordinating committee is satisfied that such trips are compulsory and costs are included in the school fee schedule or where failure to participate would result in failure of the grade (confirmed in a letter from the school principal).

2. In special situations, Post Management Committees may authorize expenses for local transportation provided by or for the school for more than one return school trip each school day. Special situations would include situations where:

3. Where an employee was required to pay school fees in advance of a school term at a private school in the headquarters city (e.g. Ashbury/Elmwood) and is subsequently posted prior to the commencement of that school term, the employer will make every effort possible to recover such fees from the school on behalf of the employee.

Guidelines

Transportation of dependent children to school in other situations is provided for in FSD 30 - Post transportation and related expenses.

34.02

Instruction

The provisions of Section 34.02(d) are designed for unusual situations, such as attendance at a Lycée in Canada, which justify payment of an allowance at a fee-paying school.

Elementary and secondary education at the post

34.03

Instructions

1. It is expected that the majority of children at the elementary and secondary level will be educated at post.

2. Where facilities at the post are not compatible, or it is in the best interest of the child to receive secondary level education in Canada or at a school offering a Canadian curriculum, an education allowance shall be authorized away from post, on an individual basis, in accordance with Sections 34.04 and 34.05.

3. For those posts where local non-fee paying schools are compatible, a representative ceiling will not normally be established and an education allowance will only be considered where it can be demonstrated that the appropriate non-fee paying school is not compatible for a particular child.

4. In establishing the roster of compatible schools, reference shall be made to Section 34.02(c).

5. In determining the representative school, the appropriate foreign service interdepartmental co-ordinating committee shall consider the appropriateness of a particular school for the majority of children at the post.

6. More than one post ceiling may be established for the same post. A representative school may be selected which provides instruction in English and a second representative school may be selected which provides instruction in French. Similarly, a post ceiling may be established for elementary education and a second post ceiling established for secondary education up to the equivalent of Ontario Grade 12. As well, more than one ceiling may be established for a post to recognize the location of various Crown accommodations in relation to compatible schools.

Elementary and secondary education in Canada

34.04

Guidelines

1. Section 34.04(a)(ii) is designed to avoid unnecessary disruptions in a child's education in order to provide continuity in progressing to the secondary level in Canada.

2. Parents shall contact the appropriate school board to determine their obligation to pay fees, as non-resident school fees may not be payable beyond a dependent student's 18^th birthday, in accordance with the Ontario Education Act.

3. Education travel, including shipment of personal effects, may be authorized in accordance with FSD 35 - Education travel.

4. Escort travel for one parent from post to an elementary or secondary school in Canada at the commencement of the first school year that the student is being educated away from the post may be authorized in accordance with FSD 35 - Education travel.

5. Family reunion travel may be authorized in accordance with FSD 51 - Family reunion.

Instructions

1. The maximum education allowance payable under this directive for a student being educated at an elementary or a secondary residential school in Canada shall be determined annually by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, on the basis of actual aggregate costs for admissible education expenses at Ashbury College, Ottawa.

2. In the event that Ashbury College ceases to provide co-educational residential facilities, the methodology for the determination of the maximum education allowance payable under this directive for residential schooling in Canada shall be determined by the National Joint Council Committee on Foreign Service Directives.

3. The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall also establish an allowance for commercial storage expenses for a dependent student's personal effects between consecutive school years.

At the discretion of the deputy head, and following the specific request of an employee, this allowance may include costs for packing and/or local transportation (pick-up and delivery) of the student's personal effects where it can be demonstrated that;

4. The maximum allowance payable under this directive for board, lodging, laundering and mending for a student being educated at a public school in Canada shall be determined annually by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, to reflect 75% of the difference in cost between a boarding student and a day student at Ashbury College, less any surcharges.

5. The allowance for weekend board and lodging shall be determined annually by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, based on the weekend rate at Académie Laurentienne, Val David, QC.

6. Where a dependent student who has been enrolled in the French National curriculum system attends a Lycée in Canada, the employee may claim an allowance for actual admissible education expenses, including tuition in lieu of a non-resident school fee, up to the amount established for public education in Canada.

7. On the basis of comparability, an allowance for actual admissible education expenses may be claimed on behalf of a dependent student receiving technical or vocational training at the secondary school level in Canada, up to the amount established for public education in Canada.

8. Where a student is receiving vocational or technical training which is not normally provided free of charge to residents, the provisions for post secondary education shall apply.

Guidelines

1. Education travel, including shipment of personal effects, may be authorized in accordance with FSD 35 - Education travel.

2. Escort travel for one parent from post to a secondary school in Canada may be authorized in accordance with FSD 35 - Education travel.

3. Family reunion travel may be authorized in accordance with FSD 51 - Family reunion.

Secondary education away from post but not in Canada

34.05

Instructions

1. The intent of this section is to provide financial assistance to ensure continuity of a dependent student's education and to avoid unnecessary disruption at the secondary level, notwithstanding that educational facilities at the post are compatible.

2. In authorizing assistance under this section, the deputy head shall consider the education needs of a child, which are a consequence of foreign service, including proximity to the employee's post.

3. In considering an education allowance for instruction in the French National curriculum, it should be noted that assistance may be available for secondary education in Canada in the lycée system under Section 34.04(b).

4. Section 34.05(d) applies to those situations where educational facilities at the post are not compatible/available, and may be extended to dependent students at the elementary level.

Guidelines

1. Education travel, including shipment of personal effects, may be authorized in accordance with FSD 35 - Education travel.

2. Escort travel for one parent from post to a secondary school in Canada may be authorized in accordance with FSD 35 - Education travel.

3. Family reunion travel may be authorized in accordance with FSD 51 - Family reunion.

Post-secondary education

34.06

Subject to Section 34.02(d), the deputy head may authorize an allowance for actual costs incurred by an employee on behalf of a dependent student who has graduated from secondary school in Canada or has obtained equivalent educational status abroad for:

where reimbursement shall be limited to the annual maximum established by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, on September 1st of each year, to reflect the cost of single occupancy on-campus residence at the University of Ottawa. In claiming shelter assistance, an employee shall provide evidence of actual costs and of full-time attendance until the end of the academic year. For periods of less than a complete academic year, the Deputy Minister of Foreign Affairs shall establish a daily rate on the basis of the annual maximum; and

Instructions

1. "Post-secondary education" means an education obtained from universities, community colleges and other related institutions in Canada.

2. The "academic year" referred to in Section 34.06 includes time for registration at the beginning of the term and for packing at the end of the term.

3. The provisions of this section do not apply to a student at the post secondary level in Canada where the employee's spouse or common-law partner has chosen not to accompany the employee on posting or the post secondary student is living with the other parent in Canada.

34.07 Subject to Section 34.06(b), the assistance authorized pursuant to Section 34.06 may, at the discretion of the deputy head, be paid until the end of the last academic year during which the dependent student attained the age of 23 years, except that reimbursement may only be authorized under Section 34.06(a) provided the employee remains abroad during this period.

Refundable deposit/accountable advance

34.08 Where it is a condition of enrolment of a dependent child/student of an employee who is posted outside Canada that a refundable deposit be paid to an elementary or secondary level educational institution, the deputy head may authorize an accountable advance equal to the amount of the deposit, which shall be accounted for within ten days from the date on which it is due to be refunded by the school.

Instructions

1. The accountable advance authorized pursuant to Section 34.08 is not meant to cover any deposit towards the dependent student's personal expenses.

2. Provisions related to the financing of advances made under Section 34.08 are contained in the Appendix to FSD 10 - Posting loan.

34.09 Blank

Relocation during an academic year

34.10 Where an employee is relocated from one post to another post or from a post to a place of duty in Canada during an academic year in respect of which an education allowance is being paid for elementary or secondary education for a dependent child/student, and;

34.11 Section 34.10 may also be applied at the discretion of the deputy head in exceptional circumstances, where

Special education allowance

34.12 The deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, may authorize a special education allowance for a dependent child/student with special education needs, on an individual basis. This allowance, which may include board and lodging expenses, will be based on programs normally provided without charge by the Ontario Ministry of Education and the Ontario Ministry of Community and Social Services for a dependent child/student with:

Instructions

1. "Special education" refers to programs provided by the Ontario Ministry of Education and the Ontario Ministry of Community and Social Services.

2. It is the responsibility of the employee to provide documentation in support of the special education allowance, such as, but not limited to, an assessment and recommendation of appropriate professionals, to their FSD Administrator, for submission to the appropriate foreign service interdepartmental co-ordinating committee.

3. An allowance under this section may include hourly fees charged by a teaching aide/assistant normally provided in a classroom.

Application

34.13

Forms

FS34 FS35 TBC 330-36 (Rev. 87/08) Proposal - Education Allowance (FSD 34) - Family Reunion Travel (FSD 51)

Appendix
Summary of Education Provisions

		Allowances Payable in Respect of:
Education Taken	Educational Facilities at Post	Junior Kindergarten Kindergarten Elementary Education	Secondary Education
At Post	Compatible	Admissible education expenses UP TO post ceiling Section 34.03	Admissible education expenses UP TO post ceiling Section 34.03
	Home Schooling	Admissible education expenses UP TO post ceiling Section 34.03(e)	Admissible education expenses UP TO post ceiling Section 34.03(e)
In Canada	Not Compatible	Admissible education expenses UP TO Canadian maximum (Ashbury) Section 34.04(a)(i)	Admissible education expenses UP TO Canadian maximum (Ashbury) Section 34.04(b)(i)
	Compatible	For the last year of elementary schooling only - Admissible education expenses UP TO LESSER OF post education ceiling or Canadian maximum (Ashbury) Section 34.04(a)(ii)(A)	Admissible education expenses UP TO Canadian maximum (Ashbury) Section 34.04(b)
Away from Post but not in Canada	Not Compatible	Sections 34.05(d)	English - Section 34.05(a) Cross-posting - Section 34.05(b) French - Section 34.05(c) Within country of assignment - Section 34.05(d)
	Compatible		Sections 34.05(a), (b)

FSD 35 - Education travel

Introduction

This directive enables an employee to claim an allowance for travelling expenses for a dependent student where neither FSD 15 - Relocation nor FSD 51 - Family reunion applies. It is not designed to supplement the provisions of these directives but to provide assistance for the payment of travelling expenses, which are normally incurred at the commencement and termination of an employee's assignment to a post, in sending a dependent student to an approved educational institution.

Directive 35

35.01 Where education allowances are being paid or will be paid pursuant to FSD 34.04 and/or 34.05, the deputy head may authorize payment of an allowance for the actual and reasonable travelling expenses incurred by an employee in sending a dependent child as defined in FSD 2.01(k)(ii) or a dependent student as defined in FSD 2.01(l) to an elementary or secondary school that has been approved by the deputy head pursuant to FSD 34.02:

Guidelines

1. Travelling expenses, as defined in FSD 2.01(cc), 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 approved destination.

2. In applying Section 35.01, where a dependent student is being educated away from the post but not in Canada, the travelling expenses shall normally be limited to the travelling expenses between the post and the employee's headquarters city.

35.02 Where an allowance for travelling expenses has been authorized pursuant to Section 35.01, the deputy head may also authorize payment of an allowance for actual and reasonable travelling expenses incurred by an employee in sending a dependent student from the approved school to the employee's place of duty in Canada, on the employee's return to duty in Canada, or, at the discretion of the deputy head, in advance of the employee's return to duty in Canada.

35.03 Where shelter assistance is or will be paid pursuant to FSD 34.06, the deputy head may authorize an allowance for payment of the travelling expenses incurred by an employee in sending a dependent student:

up to a limit of the travelling expenses that would have been incurred for a journey between the employee's post and the headquarters city;

Guidelines

1. Directive 15 - Relocation, applies where:

2. FSD 51 - Family reunion, applies to travel from the approved school:

3. Where a dependent student ceases to be a dependant while in full-time attendance at school outside Canada, relocation expenses to Canada are payable under FSD 15.39.

35.04 The deputy head may authorize an allowance for return travelling expenses for one parent to accompany the student from the employee's post to the student's school, at the commencement of the first school year that the student is being educated away from the post,

except that,

Instructions

1. In applying Section 35.04, where a dependent student is being educated away from the post but not in Canada, the travelling expenses shall normally be limited to the travelling expenses between the post and the employee's headquarters city.

2. The provisions of this section do not apply to expenses incurred at the destination.

3. Return travelling expenses for the parent at post will not be authorized where a legal guardian of the dependant student resides in Canada.

35.05 Where an allowance for travelling expenses has been authorized under this directive, the deputy head may authorize an allowance for actual and reasonable costs of shipping the dependent student's personal articles provided:

unless exceptional circumstances justify an exception to these weight limitations in which case the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee.

35.06 The allowance for travelling expenses payable pursuant to this directive shall be computed on the basis of the most suitable form of transportation as determined by the deputy head.

Instructions

1. The standard for air travel is economy class and this includes APEX, charters and other reduced fares. The lowest available airfare appropriate to a particular itinerary shall be sought when making bookings. Discount and reduced fares shall be selected prior to full fare economy where these rates are available. Significant savings can be realized if flights are booked as far in advance as possible.

2. Provisions for the issue and verification of travel allowances are found in FSD 70 - Reporting requirements and verification of allowances.

FSD 38 - Preventive medical services expenses

Introduction

The employer wishes to ensure through preventive medical services that the general good health of employees and their dependants at posts outside Canada is maintained and that a tour of duty abroad will not have to be terminated because of the foreseeable or avoidable illness of an employee or dependant. Health Canada has been delegated authority to amend the appendix to this directive as and when required.

Directive 38

38.01 An employee and each dependant who:

shall have the right, or may be required by the employer, to undergo chest x-ray examination, physical examination and laboratory or special examination or immunization as may be required, at the nearest place where suitable facilities exist as determined by Health Canada, and the results of such examinations shall be forwarded to Health Canada.

38.02 On assignment to Canada or to another post, an employee and/or a dependant residing at the post may, on request, be granted, or may, as a condition of future posting, be required by the employer to undergo a medical examination which shall include such specialist services, psychological assessments, x-rays or immunization as may be required.

Instructions

1. The medical examinations referred to in Section 38.02 shall normally be provided where:

2. The medical examinations referred to in Section 38.02 may be given in Canada or at another location approved by the deputy head while an employee is on leave or temporary duty.

38.03 The medical examinations referred to in Sections 38.01 and 38.02 and related hospitalization, if applicable, shall be administered in the manner prescribed by Health Canada, without charge to the employee, by a Canadian government facility, or by a private medical facility where the deputy head has authorized its use due to special circumstances or the absence of a Canadian government facility.

Instruction

The "prescribed manner" of medical examination specified in Section 38.03 shall be varied as appropriate in consideration of conditions at the post where the employee has served, or in consideration of the previous medical history of the employee or a dependant who is to be examined.

38.04 Where medical examinations are administered pursuant to Sections 38.01, 38.02, 38.06 and 38.07, the deputy head shall authorize:

38.05 An assessment as to fitness for duty prepared by Health Canada shall be submitted to the deputy head in respect of any medical examination administered pursuant to Sections 38.01 and 38.02. At the employee's request, the employer shall provide the employee with access to this assessment.

Instruction

The assessment as to fitness for duty prepared by Health Canada does not contain confidential medical information. Confidential medical information is available to an employee under the Privacy Act, or may be obtained informally by an employee from Health Canada.

38.06 Whenever a medical matter is at issue, the employee shall have the right to have a personal physician submit a written medical opinion to Health Canada. That department shall review such opinion and submit another assessment as to fitness for duty to the deputy head, taking into consideration the medical opinion of the employee's physician.

38.07

38.08

38.09 The deputy head may approve payment of the expenses of a medical examination, laboratory tests and chest x-rays of each servant of an employee, (other than a casual servant) prior to employment and annually thereafter, provided:

38.10 The deputy head may approve payment of the necessary expenses of immunizing an employee, dependant and servant against communicable disease, provided:

38.11 The deputy head may approve payment of the expenses incurred by an employee in securing preventive medicines, provided they have been prescribed by competent medical authority.

Instruction

The "competent medical authority" referred to in Section 38.11 may be a physician recognized by Health Canada, or other duly qualified medical practitioner acceptable to Health Canada.

38.12 Where it is necessary for a medical examination authorized under this directive to be conducted during normal working hours, the employee shall be considered to be on duty for the period required for such examination.

38.13 Where an employee is required to undergo a medical examination authorized under this directive, and it is not possible to conduct such examination during scheduled working hours, the deputy head may authorize compensation for any overtime as provided for in the applicable collective agreement for the period required for such examination.

38.14 Expenses incurred by the employee pursuant to Sections 38.01, 38.02, 38.06, 38.07, 38.09, 38.10 and 38.11 shall not be a charge against the employee's health and hospitalization insurance plan.

38.15 For the purposes of this directive, the posts listed in the appendix to this directive and published on the Department of Foreign Affairs and International Trade's website are classed as unhealthy on the advice of Health Canada.

Instructions

1. An unhealthy post is one where personnel are exposed to and may develop illnesses or diseases of a nature they would not develop or would be unlikely to develop in Canada.

2. Several factors may exist alone or in combination which determine whether a post is unhealthy in the light of this definition. These include the diseases of the region, the climate, the altitude and the living and working conditions for Canada-based personnel and their dependants.

3. Health includes mental health, and illness includes mental illness.

Appendix - Schedule of unhealthy posts

Abidjan, Ivory Coast
Accra, Ghana
Addis Ababa, Ethiopia
Algiers, Algeria
Amman, Jordan
Anguilla
Ankara, Turkey
Antigua
Arusha, Tanzania
Baghdad, Iraq
Bamako, Mali
Bangkok, Thailand
Beijing, P.R. China
Beirut, Lebanon
Belgrade, Serbia
Belize City, Belize
Birendranagar, Nepal
Bogota, Colombia
Bolgatanga, Ghana
Brasilia, Brazil
Bridgetown, Barbados
British Virgin Islands
Bucharest, Romania
Budapest, Hungary
Bujumbura, Burundi
Cairo, Egypt
Caracas, Venezuela
Chandaghar, India
Chonquing, China
Colombo, Sri Lanka
Conakry, Guinea
Dakar, Senegal
Damascus, Syria
Dar-es-Salaam, Tanzania
Dhaka, Bangladesh
Diyarbakir, Turkey
Dominica
Gaborone, Botswana
Gaza Strip, Israel
Georgetown, Guyana
Golan Heights, Israel
Grenada
Guatemala City, Guatemala
Harare, Zimbabwe
Havana, Cuba
Hong Kong
Hyderabad, India
Islamabad, Pakistan
Jakarta, Indonesia
Jerusalem, Israel
Kandy, Sri Lanka
Katmandu, Nepal
Khartoum, Sudan
Kigali, Rwanda
Kingston, Jamaica
Kinshasa, Zaire
Kuala Lumpur, Malaysia
Kupang, Indonesia
Kuwait
La Paz, Bolivia
Lagos, Nigeria
Libreville, Gabon
Lima, Peru
Luanda, Angola
Lusaka, Zambia
Managua, Nicaragua
Manila, Philippines
Maseru, Lesotho
Mbabane, Swaziland
Mexico City, Mexico
Montserrat
Moscow, Russia
Mumbai, India
Nahariya, Israel
Nairobi, Kenya
New Delhi, India
Niamey, Niger
Ouagadougou, Burkina-Faso
Port of Spain, Trinidad and Tobago
Port-au-Prince, Haiti
Prague, Czech Republic
Pucallpa, Peru
Puno, Peru
Quetta, Pakistan
Quito, Ecuador
Rabat, Morocco
Rangoon, Burma
Riyadh, Saudi Arabia
San Jose, Costa Rica
San Salvador, El Salvador
Santiago, Chile
Sao Paulo, Brazil
Seoul, Korea
Shanghai, P.R. China
Singapore
St. Kitts and Nevis
St. Lucia
St. Vincent and the Grenadines
Taipei, Taiwan
Tarapoto, Peru
Tegucigalpa, Honduras
Tehran, Iran
Tel Aviv, Israel
Thies, Senegal
Tiberias, Israel
Tunis, Tunisia
Turks and Caicos Islands
Vila, Vanuatu
Warsaw, Poland
Wellington, India
Yaounde, Cameroon

Notwithstanding the provisions of section 107 of the Public Service Labour Relations Act, revisions to this Schedule shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.

FSD 39 - Health care expenses

Introduction

This directive provides financial assistance to employees who incur health care expenses outside Canada which exceed those permissible under the Public Service Health Care Plan (PSHCP) and the Public Service Dental Care Plan (PSDCP), subject to certain conditions as specified in the directive.

Directive 39

39.01 For purposes of this directive, dependant means each dependant or dependent student as defined in FSD 2.01(k) or 2.01(l), respectively, who

Instruction

It is essential that employees maintain comprehensive family coverage under the PSHCP for dependent students, normally resident in Canada, who visit the post for more than 40 days at one time.

39.02 Subject to the provisions of Section 39.05, where expenses have been incurred for health care, drugs or dental treatment in respect of an employee and/or a dependant which are in excess of eligible expenses under the Public Service Health Care Plan or the Public Service Dental Care Plan, the deputy head may authorize reimbursement to the employee of the amount in excess, provided:

Instruction

Where an advance has been authorized under FSD 42 - Medical and/or dental expense advance, and a claim is rejected under the plan because of lateness, the employee shall be responsible for full repayment of the advance, which shall be subject to recovery pursuant to the relevant provisions of the Financial Administration Act.

39.03 The amount payable under Section 39.02 shall not exceed the amount over and above that which the employee is eligible to receive as a participant in any other plan of health insurance.

Instruction

Section 39.03 recognizes those situations where an employee incurs health care expenses outside Canada while still covered by a provincial health insurance plan following departure from Canada.

39.04 The health care referred to in this directive may include para-medical care and the services of medical and dental specialists, provided such services have been recommended pursuant to consultation with a medical practitioner or dentist acceptable to Health Canada.

Instructions

1. Each Post shall compile a roster of qualified local medical practitioners and dentists whom personnel at the post may consult. The roster should include medical internists, obstetricians, pediatricians and general practitioners and dental general practitioners and specialists.

2. Where costs for medical and hospital care, drugs and/or dental treatment are excessive, and the treatment can be deferred, an employee should explore the possibility of obtaining treatment at an alternative location. In such cases the employee should contact the deputy head who shall determine the cost effectiveness of obtaining treatment at an alternative location, including the cost of health care travel and related expenses under FSD 41 - Health care travel; the deputy head may thereafter authorize treatment at a location other than the employee's post.

3. Where a Health Canada physician certifies, and where the appropriate foreign service inter-departmental coordinating committee recommends that the treatment that occurred is consistent with the treatment which would have occurred within a hospital, the deputy head may authorize reimbursement of a claim that has been denied by the Public Service Health Care Plan.

4. Employees shall be required to submit receipted accounts showing the differences between their actual expenses and those admissible under the PSHCP or the PSDCP, or their plan of health or hospitalization insurance.

5. In claiming for health care expenses which are in excess of eligible expenses under the PSHCP, the employee should include the detailed statement provided by the Administrator of the Plan. It should be noted that a claim may not be made for expenses which are not admissible under the PSHCP or which exceed specific dollar limits under the PSHCP as these are expenses which would be incurred by employees in Canada.

6. In claiming for excess hospital costs, an adjustment will be made where an employee has less than maximum coverage. For example, an employee incurs excess costs of $200.00 per day for semi-private hospital coverage and has Level I coverage which provides a benefit of $60.00 per day rather than Level III coverage which provides a benefit of $220.00 per day. The claim would be reduced by the difference between Level III and Level I coverage, that is, $160.00, and the employee would receive an adjusted amount of $200.00 minus $160.00, or $40.00.

7. Employees may claim for dental care expenses to the extent which would place them in the same position as employees in Ontario. Where eligible expenses under the Public Service Dental Care Plan which are incurred outside Canada are higher than in Ontario, employees may submit a claim for that portion of the cost which they are required to pay outside Canada and which would not be incurred in Ontario. For example, and assuming the deductible has been satisfied and reimbursement under the dental plan is at 50%, if in Ontario the eligible expense for a service is $400 (with the employee paying $200) and outside Canada the eligible expense is $600 for the same service (with the employee paying $300), then the cost to the employee is $100 more than it would be in Ontario. The employee could then claim $100 under this directive. This would place the employee outside Canada in the same position as the employee in Ontario.

8. Except as provided for under the Public Service Health Care Plan, dental care expenses are only eligible for reimbursement under this directive provided the employee, and eligible dependants, were covered, or were eligible to be covered, under the Public Service Dental Care Plan.

9. To assist employees in claiming dental expenses under this directive, the Administrator of the Plan will provide employees outside Canada who claim for dental expenses with the required information on excess dental costs as part of their claims procedure. A copy of the Explanation of Benefits from the Administrator of the Plan identifying the excess dental expenses should be attached to the claim for reimbursement which employees should submit to their departmental headquarters in the same way they would submit a claim for reimbursement of health care expenses under this directive.

10. Section 39.02(e) is designed for those situations where a claim for dental care has been refused by the Public Service Dental Care Plan because the employee is claiming for a specific procedure which was previously paid for under the Plan, under certain circumstances, and the required time has not elapsed before another claim may be made. When, in the opinion of the employee, the duplicate procedure was necessary because of incompetent/inadequate workmanship at a mission outside Canada, the employee should appeal the decision, and request referral to the Board of Management, on the basis of initial shoddy workmanship. While payment cannot be authorized under the Public Service Dental Care Plan, this will enable the Administrator of the Plan to investigate and determine whether a recommendation for payment is justified under this directive.

11. Where a claim for oral surgery has not been paid in full by the Public Service Dental Care Plan, a claim should be submitted to the Public Service Health Care Plan along with copies of the original claim made to the dental plan and the Explanation of Benefits from the Administrator of the Plan. If, following this settlement, there is still an unpaid balance, the employee should submit a claim under this directive, along with copies of the Explanation of Benefits from the Administrators of the Plans.

39.05 Where health care expenses are incurred on behalf of a dependant because of:

the deputy head shall, in determining the amount of reimbursement under Section 39.02, include for payment:

Instruction

Section 39.05 does not apply to employees as they are covered by the Government Employees Compensation Act.

39.06 In reviewing claims for payment pursuant to Section 39.05, the deputy head shall seek and take into consideration the advice of Health Canada in order to confirm that the illness or injury is attributable to conditions at post.

39.07 Where an employee's medical, hospital or dental care insurance under the Public Service Health Care Plan is exhausted by expenses incurred as a result of an illness or injury described in Section 39.05, the deputy head shall authorize payment of the amounts that would have been paid under such plans until such time as the employee's normal coverage is re-established.

FSD 40 - Provincial health insurance premiums - dependants resident in Canada

Introduction

This directive provides financial assistance to employees who incur expenses for provincial health insurance premiums on behalf of a dependant(s) resident in Canada which exceed the cost of premiums for family coverage under the Public Service Health Care Plan that would otherwise have been payable had the dependant(s) accompanied the employee to the post.

Directive 40

40.01 Where an employee is required to pay provincial health insurance premiums on behalf of a dependant(s) resident in Canada which exceed the cost of premiums for family coverage under the Public Service Health Care Plan that would otherwise have been payable had the dependant(s) accompanied the employee to the post, the employee may claim an allowance for the excess amount, on presentation of receipts, for a separated dependant(s):

except that where a spouse or common-law partner chooses to remain in Canada for personal reasons, other than those specified under FSD 18 - Special family separation assistance, and is insured with other dependants, the cost of single coverage shall be attributed to the spouse or common-law partner and only the balance of the premium actually paid shall be eligible for inclusion in the allowance.

Instructions

1. An employee may claim an allowance which represents the excess amount of the premium, as specified in Section 40.01.

2. At the time the allowance is issued, the employee will be required to certify that the allowance will be used as specified and that any changes to the anticipated costs will be reported to Post Management. Allowances may be revised accordingly.

3. Employees will be required to submit such documentation as the employer may require in order to substantiate that the allowance was used for the purpose intended.

FSD 41 - Health care travel

Introduction

At a number of locations abroad, the standards of medical care and the extent of treatment facilities or specialist services are inadequate in comparison with those in Canada. Additionally, at several locations, while adequate health care/facilities exist, treatment costs are excessive. This directive is designed to ensure that an employee and/or dependant have access to necessary and suitable health care facilities and services on a cost-effective basis as determined by the deputy head.

Directive 41

41.01 In this directive, dependant means each dependant or dependent student, as defined in FSD 2.01(k) or 2.01(l) respectively, who:

41.02 The health care facilities or services referred to in this directive may include dental care, only for those posts listed in the Appendix to FSD 9 - Medical and dental examinations, and published on the Department of Foreign Affairs and International Trade's website, and reasonable para-medical care.

41.03

Instructions

1. The need for an escort to remain with the person being treated will vary with the circumstances. For example, if the person being treated is a small child, it may be necessary or desirable for an escorting parent to remain with the child throughout the treatment period. On the other hand, if it is not necessary for the escort to remain with the person being treated, it may be more cost-effective to have the escort make a second trip to the treatment centre at the conclusion of the treatment period, rather than to pay living expenses throughout the treatment period.

2. The deputy head shall determine the suitability of health care facilities by reference to the advice of a roster doctor, an official of Health Canada or other qualified medical practitioner. An assessment of the suitability of treatment centres should also take into account cultural, social and political factors.

Guidelines

1. Telephone calls are to be supported by receipts or an appropriate statutory declaration that the costs have been incurred. Where direct dialing facilities are not available, the deputy head shall determine the appropriate cost limitation.

2. More than one telephone call may be claimed per week, as long as the total cost for the period of health care travel does not exceed the total cost for one ten-minute call per week for the total period of health care travel.

41.04 In cases of accouchement, where payment of actual and reasonable travelling expenses has been authorized under Section 41.03 for an employee and/or a dependant who travels to the nearest suitable place; or where the deputy head determines it is cost-effective and the employee so requests, to Canada or another suitable place where accouchement may take place, the deputy head may also approve:

Instructions

1. While the standard for air travel is economy class (including APEX, charters and other reduced fares), there may be situations which, in the opinion of the deputy head, justify a higher standard of travel. The lowest available airfare appropriate to a particular circumstance andor itinerary shall be authorized. Particularly where health care travel can be anticipated and travel arrangements made in advance, discount and reduced fares shall be selected, where these rates are available. Significant savings can be realized if flights are booked as far in advance as possible. In non-urgent situations, it is the responsibility of the employee to make every effort to schedule medical appointments and/or treatment in order to take advantage of advance bookings.

2. Additional leave in connection with travel under Section 41.04(b) should be claimed under FSD 48 - Other leave, and not under this directive.

3. Provisions for the issue and verification of travel allowances under FSD 41.04(b) are found in FSD 70 - Reporting requirements and verification of allowances.

41.05 When health care travel is authorized under this directive, a medical report from the attending physician, acceptable to Health Canada, must be sent to

Medical Officer in Charge
Workplace Health and Public Safety Program
Healthy Environments and Consumer Safety Branch (3712M)
Health Canada
171 Slater Street
Ottawa, ON K1A 0K9

FSD 42 - Medical and/or dental expense advance

Introduction

At locations outside Canada, doctors, dentists and hospitals may not be prepared to wait for payment from medical, dental or hospitalization insurance plans. Accordingly, where the employee can demonstrate eligibility for future reimbursement for health care or dental expenses, either from the Public Service Health Care Plan or the Public Service Dental Care Plan or pursuant to the Foreign Service Directives, the employer will make an advance to the employee for the purpose of paying medical or dental expenses.

The intent of this directive is to provide financial support for larger expenses, rather than for routine medical and dental expenditures.

Directive 42

42.01 Where an employee incurs expenses for health and/or dental care and is eligible for reimbursement either from the Public Service Health Care Plan or the Public Service Dental Care Plan or pursuant to the Foreign Service Directives, the deputy head may authorize an advance to the extent of such expenses. Such advances shall be authorized only:

Instructions

1. Provisions related to the financing of advances made under Section 42.01 are contained in the Appendix to FSD 10 - Posting loan.

2. In order to protect employees from exchange rate fluctuations, advances may be calculated and reimbursed in Canadian dollars or in some other currency, where this is the currency used in all of the following:

3. The deputy head has delegated authority to the Head of Mission to approve and monitor all medical/dental advances for employees at their Mission(s) of responsibility. It is the HOM's responsibility to ensure the legality and suitability of the currency in which the advance is requested, where this is not Canadian dollars. In the case of an advance to the HOM, authority must be sought from the FSD Policy and Administration Division, DFAIT.

42.02 Except as provided in Section 42.04, where, for any reason, any cheque issued by the Plan Administrator or by the employer under the provisions of another foreign service directive in reimbursement for the medical or dental expenses for which the advance was authorized is not endorsed and remitted to the Receiver General for Canada by the employee, such advance shall be repaid upon receipt of such settlement.

42.03 Except as provided in Section 42.04:

Guidelines

1. Currently, under the PSHCP, employees must file claims with the Plan Administrator no later than six months following the end of the calendar year in which the expense was incurred.

2. In the case of the PSDCP, claims must be submitted to the PSDCP Administrator (currently Great West Life) within 15 months of the date of service.

42.04 An extension of the repayment period may be granted where the deputy head is satisfied that exceptional circumstances beyond the reasonable control of the employee prevent an employee from repaying the advance granted pursuant to Section 42.01 within the required period.

Guidelines

1. An employee shall not be eligible for an advance for medical expenses incurred following relocation to Canada when the hospital, doctor or other health care facility is prepared to await settlement from the employee's provincial or other medical insurance plan.

2. The period during which an employee is eligible to receive an advance for medical expenses incurred following relocation to Canada shall terminate on the date on which the employee's provincial medical insurance plan number is reinstated.

3. A medical advance should not be necessary where an employee returns to Canada during an assignment for health/medical care, since health care facilities may bill the Plan Administrator directly. To arrange this, the employee should call 1-800-667-2883. If it can be demonstrated that the health care providers will not accept direct billing to the Plan Administrator, a suitable advance shall be issued.

4. Ontario and some other provinces permit immediate reinstatement to the provincial plan for foreign service personnel returning to Canada.

Forms

TB 330-18 - Medical and/or Dental Expense Advance

TB 330-19 - Medical and/or Dental Expense Advance Request for Extension

FSD 44 - Holidays

Introduction

This directive provides employees with the same number of paid holidays that they would be entitled to if they were serving in Canada. Furthermore, the deputy head may approve the substitution of local holidays for holidays designated in Canada for the employee.

Directive 44

44.01 An employee is entitled to the same number of designated holidays with pay per calendar year as would apply under a collective agreement or other appropriate authority for service in Canada.

44.02 Notwithstanding the provisions of a collective agreement or other appropriate authority for service in Canada,

Instruction

Before December 31 of each year, each Post shall forward to the deputy head a list of holidays to be observed in the next calendar year by employees at the post. If there is any change in these holidays, another list shall be submitted.

Guideline

Where, for the calendar year in which an employee serves at more than one location, the combined number of designated holidays at the locations served is less than that provided in a collective agreement or other appropriate authority for service in Canada, the employee shall be granted such additional days at the post as may be required to meet these provisions, notwithstanding that such days may not be designated holidays at the post where the employee is serving. Where, for the calendar year in which an employee serves at more than one location, the combined number of designated holidays at the locations served is greater than that provided in a collective agreement or other appropriate authority for service in Canada, arrangements, agreeable to the employee and the deputy head, shall be made for the employee to work such additional time at the post as may be required to meet these provisions.

FSD 45 - Foreign service travel credit bank and Foreign service leave credit bank

Introduction

This directive replaces FSD 45 - Foreign service travel and specifies the conditions for the use of credits in the travel credit bank and leave credit bank which had accrued prior to October 1, 1997. This directive also sets out transitional provisions for employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives on May 31, 2001.

This directive will be cancelled when all travel and leave credits have been liquidated.

Directive 45

Foreign Service Travel Credit Bank

45.01 Foreign service travel credits which were converted from leave credits to a foreign service travel credit bank on October 1, 1997, are available to assist employees and their family and friends to travel between the post and another location, and for family members and friends to visit the employee at post or travel with the employee to another location.

45.02

Instruction

Provisions for the issue and verification of foreign service travel credits / allowances are found in FSD 70 - Reporting requirements and verification of allowances.

45.03 A foreign service travel credit/allowance may be used:

and where

Instructions

1. Transportation by car, at the lower kilometric/mileage rate, is acceptable provided the destination is more than 150 kilometres from the post and the trip involves one or more night's accommodation. The lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp), to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post;

2. Where travel does not originate at the post, the employee's post must appear on the travel itinerary and there must be a minimum stopover of 24 hours at post before travel is resumed.

45.04 Requests for a foreign service travel allowance shall not be unreasonably denied.

45.05 On written request to the headquarters' FSD Administrator, an employee may convert foreign service travel bank credits to foreign service leave bank credits at the rate of 10 days foreign service leave for each full travel credit.

45.06

45.07 On completion of all travel for which the allowance was issued, and no later than final departure from post, (except on relocation, as provided for under Sections 45.03 (b) and 45.06 (c)), the employee will be required to provide such documentation as the employer may require to demonstrate that the purpose of the allowance has been met. It is the employee's responsibility to provide proof of usage satisfactory to the deputy head, such as travel documents/tickets etc., in support of all travel claimed against the travel credit. Where an employee cannot show acceptable proof of travel taken, the allowance shall be repaid in full, and the travel credit restored to the employee's foreign service travel credit bank.

Instruction

Provisions for the verification of foreign service travel credits / allowances are found in FSD 70 - Reporting requirements and verification of allowances.

45.08 On cessation of employment from a foreign service department, an employee shall receive cash payment for all outstanding foreign service travel credits, on the basis of salary in effect on the last day of employment with a foreign service department, at a conversion rate of 10 days foreign service leave for each full travel credit.

Foreign Service Leave Credit Bank

45.09 An employee who elected to retain foreign service leave credits after October 1, 1997,

Transitional Provisions

45.10 Employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives on May 31, 2001, shall remain under these 1997 provisions until:

at which time, unless an employee elects for post leave in accordance with FSD 46.02(b)(i) of FSD 46 - Post leave/option, such employee shall receive a post-specific allowance, in accordance with FSD 56 - Foreign service incentive allowances.

FSD 46 - Post leave/option

Introduction

This directive provides an employee with an optional benefit of ten days of post leave per year, in lieu of the provisions for a post specific allowance under FSD 56 - Foreign service incentive allowances. Unless specifically requested, employees will receive the post specific allowance rather than post leave.

Directive 46

46.01 An employee shall have the choice of electing for post leave, as outlined under this directive, or a post specific allowance under FSD 56 - Foreign service incentive allowances, but not both. Unless post leave is specifically requested, an employee shall receive the post specific allowance.

46.02 Where an employee elects for post leave, the provision of this directive shall apply:

46.03 The deputy head shall grant post leave to an employee under the same conditions as vacation leave would be granted for the employee's occupational group, except that:

46.04

Instructions

1. The deputy head shall ensure that a record of post leave credits is maintained.

2. To request a change from a post specific allowance to post leave, or vice-versa, employees should inform their headquarters FSD Administrator, in writing, two months prior to the date of the desired change. Normally, e-mail would be the preferred method of communication, in order to ensure sufficient time to effect the change, but fax or official mail may be used when appropriate.

3. In applying Sections 46.03 and 46.04:

Transitional Provisions

46.05 Employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel of the 1993 Foreign Service Directives (revised October 1, 1997) on May 31, 2001, shall remain under these 1997 provisions until:

at which time, unless an employee elects for post leave in accordance with Section 46.02(b)(i), such employee shall receive a post specific allowance in accordance with FSD 56 - Foreign service incentive allowances.

FSD 47 - Leave for post-attributable injury and illness

Introduction

Any absence caused by an injury or illness that, as determined by Health Canada, would not normally occur or is not endemic to Canada, is not chargeable to an employee's leave credits, regardless of the location of the employee at the time the absence occurs. Other absences due to illness or injury not covered by this directive are subject to the provisions of the appropriate collective agreement or applicable regulations.

Directive 47

47.01 Where Health Canada determines that an illness is not endemic to Canada, the deputy head may authorize leave for post-attributable illness.

47.02 Where Health Canada determines that an injury gives rise to circumstances not normally experienced in Canada, the deputy head may authorize leave for absences due to the injury for a period which is in excess of that which would normally be incurred in Canada.

47.03 No charge to an employee's accumulated sick leave credits shall be made when an employee is absent from duty because of a post-attributable illness not endemic to Canada, or circumstances arising from an injury that would not normally occur in Canada, regardless of the location of the employee's place of assignment at the time of absence.

FSD 48 - Other leave

Directive 48

The deputy head may grant more leave for family-related responsibilities or bereavement than a collective agreement or other authority permits for a similar situation if, in the opinion of management, its occurrence at a post imposes hardship beyond that which would occur in Canada. However, not more than eight additional days may be granted under this directive in respect of any one circumstance.

FSD 50 - Vacation travel assistance

Introduction

This directive recognizes that it is in the interest of both management and employees that employees and their families have access to a vacation travel allowance to visit Canada and/or take a vacation away from the post during each posting, with more frequent travel provisions for employees at more difficult posts.

Issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances.

Directive 50

50.01 An employee and any dependant normally residing with the employee at a post shall be entitled to vacation travel allowance (VTA) to assist them in taking a vacation in Canada or some other location,

Instruction

1. "Dependant normally residing with the employee at the post" includes primary and secondary school students who are being educated away from the post but not in Canada under the provisions of FSD 34.05 where educational facilities at the post are not compatible.

2. Where assistance has been authorized in accordance with FSD 18 - Special family separation assistance, the allowance authorized under section 50.01 may be used by the employee and all the employee's dependants.

50.02

Instructions

1. Employees may be required by the deputy head to provide evidence that the VTA has or will be used for vacation travel, in accordance with the intent of this directive, to assist employees and their dependants in taking one or more vacations away from the post.

2. Travel authorized under Section 50.02 on termination of posting may only be authorized in conjunction with relocation travel under FSD 15 - Relocation, and does not apply to situations of posting extension.

50.03

50.04 Where travel is authorized under Section 50.01 and/or 50.02(c), the deputy head shall authorize a non-accountable vacation travel allowance equivalent to:

where the allowance shall correspond to the post specific allowance established under FSD 56.10 on June 1st of each year.

Instruction

Provisions for the issue and verification of vacation travel allowances are found in FSD 70 - Reporting requirements and verification of allowances.

50.05

Instructions

1. Vacation leave is an entitlement and should be authorized at the same time that the VTA is approved.

2. When travel is by PMV or rental vehicle, an employee may include expenses for vehicle rental, fuel, oil, road/bridge tolls, ferries and other transportation charges/fees, but may not base travel on a mileage/kilometric rate.

50.06 An employee authorized to travel under this directive who is returning to a Level III, IV or V hardship post may arrange for the shipment of additional personal and household goods as an extension of the provisions of FSD 15.13 - Relocation. The employee will be entitled to either one air shipment not to exceed 20 kilos for the employee and for each accompanying dependant, or accompanied excess baggage not to exceed 20 kilos for the employee and for each accompanying dependant, and where:

Instructions

1. An employee may claim for excess baggage or an air shipment, but not both. Where an employee is claiming accompanied excess baggage, such costs may be incurred from one or more locations on the return routing to the post, up to the amount authorized by the deputy head. Where an employee claims for an air shipment, the cost shall not exceed the amount authorized by the deputy head. This amount shall be determined by the deputy head prior to the employee's departure from the post.

2. An employee is responsible for any demurrage or similar charges incurred as a result of fault, choice or negligence of the employee or dependant and for local transportation costs at the points of origin and destination of the shipment.

50.07 Employees are expected to travel during non-working hours; however, where travel is during working hours, the employee shall be charged the appropriate leave. An exception is made when travel is not possible during non-working hours (for example, all international flights are scheduled for morning, mid-week departures). In such exceptional situations the deputy head shall grant an employee travel leave for a period sufficient to reach the destination of the travel. This period shall not exceed the travelling time by air required for a journey between the post and headquarters city.

50.08 This directive shall apply to each employee of an employee-couple. However, when both employees are at the same post, where a dependant is eligible for travel under this directive, only one employee may claim the entitlements under this directive for each dependant.

50.09

50.10 Where an employee travelling under the provisions of this directive is accompanied by a dependant and is instructed to report for temporary duty during the period of authorized travel, the deputy head may authorize the payment of the reasonable and actual living expenses for the period of temporary duty for a dependant who accompanies the employee, in accordance with FSD 15.07 - Temporary Duty En Route.

50.11 In cases of early termination of posting at the initiation of the employee or resignation before the end of the employee's tour of duty at a post, all or a portion of the allowance may be recovered by the deputy head. Such recovery action may be waived when, in the opinion of the deputy head, there are extenuating circumstances beyond the control of the employee. (See related provisions FSD 15.35 and FSD 15.36.)

FSD 51 - Family reunion

Introduction

To minimize the separation in families, where such separation is directly caused by the employee being assigned to a post, the employer provides for telephone calls and for reunion of families at public expense at least once a year. For ease of reference the Appendices to this directive summarize the circumstances and frequency of family reunion travel.

The entitlement for family reunion travel under FSD 18 - Special family separation assistance supercedes the provisions of this directive.

Family Reunion Travel Allowance

51.01 Throughout this directive, the non-accountable family reunion travel allowance shall reflect:

where

Child/Student Travelling to Mission

51.02 Subject to Section 51.01, 51.08 and 51.09, the deputy head may provide a non-accountable family reunion travel allowance to an employee or to one employee of an employee couple, for the purpose of family reunion travel for:

Instructions

1. For the purposes of this directive, employee/spouse/common law partner refers to the employee or spouse or common law partner, as appropriate.

2. There is no minimum period of time which the dependant must spend at the mission or which the employee, as provided for in Section 51.08, must spend away from the mission, except that, since the purpose of this directive is to minimize the separation of families resulting from foreign service, it is expected that a reasonable period of time will be spent together as a family. Visits of one week or less shall be reported to the appropriate foreign service interdepartmental coordinating committee.

3. The provisions of Section 51.02(c) may be applied to students in a recognized educational program which includes work assignments between scheduled courses of instruction (e.g.: co-op program)

4. Travel under section 51.02 (e) will only be approved when the employee has provided documentation indicating that the airline will not accept the dependent child on an unaccompanied basis, i.e. letter from the airline.

51.03 Blank

51.04 Blank

Family Reunion for Unaccompanied Employees

51.05 Subject to FSD 18 - Special family separation assistance, unless otherwise specified in this section, where an employee accepts an assignment on an unaccompanied basis, the deputy head may authorize up to two trips per twelve-month period for the dependants of that employee, as follows:

Instruction

The intent of this section is to provide family reunion twice per twelve-month period, except where family reunion travel is only permissible once per twelve-month period, as in Section 51.02(d), where the employee has accepted the posting on an unaccompanied basis.

Family Reunion for Employee-Couples

51.06 Where an employee-couple accept assignments at different Missions, the deputy head may authorize a family reunion travel allowance as follows:

Instructions

1. The intent of this section is to provide for the reunion of both employees and all eligible dependants at one location at the same time.

2. The intent of this section is to provide family reunion twice per twelve-month period, except where family reunion travel is only permissible once per twelve-month period, as in Section 51.02(d), where the employee has accepted the posting on an unaccompanied basis.

Visiting Under Custody Arrangements

51.07 Where a custody agreement is in place, the deputy head may authorize payment of a family reunion travel allowance as follows:

Instructions

1. Travel under Section 51.07 shall apply to cases of joint custody, and shall not exceed the frequency of travel permissible under Section 51.02. This section also applies to a child of the employee/spouse/common law partner who has not yet attained 22 years of age, but where a custody agreement does not apply because of the child's age.

2. Where travel is permissible under Sections 51.02 and 51.07 for the same child, the total number of trips which may be authorized in a twelve-month period is four trips.

3. Where travel is permissible under Sections 51.07(a) and (b) for the same child, the total number of trips which may be authorized in a twelve-month period is two trips.

4. In determining the employee's share of travelling expenses under the provisions of this directive, the deputy head shall take into consideration the type and mode of transportation used, for example:

Family Reunion away from Mission

51.08

Instructions

1. When considering the financial implications of Section 51.08(a) and 51.08(b), the travelling expenses of all persons authorized to travel from the mission are to be compared with the total travelling expenses that would have been incurred for travel to mission by all eligible dependants/children under the applicable provisions of this directive.

2. Special circumstances under Section 51.08(b) include any of the following:

where reunion at a third location will facilitate reunion of the employee and all eligible dependants for family reunion travel under this directive.

Guidelines

1. The intent of this directive is to provide for family reunion, at least once a year, either at the mission, at the location of the separated dependant(s), or, for reasons acceptable to the deputy head, at some other location. This section is designed to provide some flexibility in arranging family reunion to recognize circumstances or conditions which justify family reunion away from the mission. It is intended that travel authorized under this section will result in the employee and all dependants having an opportunity to spend time together as a family at one location.

2. It is not the intent of this section to provide the employee and/or a dependant with additional vacation travel nor a trade-off, so that, for example, where there are two children away from mission, the employee would seek to visit them six times during the entitlement period, thus resulting in a family reunion with some members but not others. Travel by one parent to visit one child would only be approved by the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, in unusual personal circumstances which require the presence of a parent at the location of the child, and which would achieve the objective of family reunion.

3. In considering travel from a mission under this section, an employee may wish to explore alternatives such as FSD 45 - Foreign service travel credit bank, FSD 50 - Vacation travel assistance or FSD 56.10 - Post specific allowance to avoid the liquidation of entitlements for all eligible dependants under this directive.

Period of Entitlement

51.09 Entitlements under this directive shall be determined on the basis of a twelve-month period commencing on September 1^st of each year, except for travel under Section 51.05 by a dependant of an employee who has accepted an assignment on an unaccompanied basis, where entitlements shall be determined on the basis of the twelve-month period commencing on the date of the employee's arrival at the mission.

Instruction

In determining family reunion travel entitlements for periods of less than twelve months, the deputy head shall take into consideration the date of arrival of the employee at the mission in relation to the school vacation schedule, where applicable, as the twelve-month period corresponds to the academic year. In the majority of cases, travel is taken at Christmas and during the summer vacation period. Consequently, where travel is twice per twelve-month period and an employee is posted in January, travel would normally be authorized once, during the long school holiday recess, before the commencement of the first full twelve-month period on September 1^st. It is left to the discretion of the deputy head to determine the frequency of travel for periods of less than twelve months.

Travel leave

51.10 When family reunion travel is authorized for an employee under Section 51.08, the employee shall be charged the appropriate number of leave credits except that, where the deputy head is not prepared to authorize family reunion at mission because of unusual circumstances at mission and it is not feasible for the employee to travel during non-working hours, travel leave shall be authorized for a period equal to:

Appendices

51.11 Family reunion travel provisions are summarized in the Appendices to this directive.

Telephone Calls to Dependants

51.12 Subject to Sections 51.13 and 51.14, an employee, or one employee of an employee-couple, who are assigned to the same post, may claim an allowance for telephone calls between the location of a dependent child and the employee's mission, as follows:

Instructions

1. The academic year is the 12-month period commencing September 1^st and ending the following August 31^st. Assistance is based on the Canadian academic year, whether or not the dependent child is a student.

2. Assistance is not provided for a dependent student who is attending elementary school away from the mission, where an educational allowance has not been authorized.

3. The maximum amount of assistance available under Section 51.12 shall be determined by the Deputy Minister of Foreign Affairs on September 1^st of each year.

4. As requested by the deputy head, telephone costs are to be supported by receipts or an appropriate statutory declaration that the costs have been incurred. Where direct-dialing facilities are not available, the Deputy Minister of Foreign Affairs shall determine the appropriate allowance.

5. Where an employee-couple are assigned to different Missions, each employee may claim assistance for telephone calls.

51.13 Subject to Section 51.14, the provisions of Section 51.12 are available from the employee's arrival at mission up to and including the 12-month period commencing September 1^st in which the dependant's 21^st birthday occurs.

51.14 Where an employee is claiming assistance for telephone calls in accordance with Section 51.12 for a period of less than the complete academic year, the allowance shall be pro-rated to reflect the number of months of entitlement relative to the 12-month period.

Instructions

1. In determining the number of months of entitlement for periods of less than a complete academic year, credit shall be given for each month during which the employee is assigned to a Mission for at least ten compensation days.

2. Where an employee is claiming assistance for telephone calls for a dependent student, the allowance shall be based on ten five-minute telephone calls per academic year, notwithstanding that the student is not separated from the family because:

3. The deputy head may exercise discretion where an allowance for telephone calls has been authorized under this directive; and

Appendix A
Family Reunion Travel
Dependent Student 21 Years of Age or Less

Education Taken	Education Level	Facilities At Mission	Frequency	Cost Limitation
In Canada FSD 51.02(a)(i)	Elementary	Incompatible	3 return trips in 12-month period	Educational Institution/Mission
In Canada FSD 51.02(a)(i)	Elementary Final Year Only	Compatible	3 return trips in 12-month period	Educational Institution/Mission
In Canada FSD 51.02(a)(i)	Secondary	N/A	3 return trips in 12-month period	Educational Institution/Mission
In Canada FSD 51.02(b)	Post-Secondary	N/A	2 return trips in 12-month period (Note 2)	Educational Institution/Mission UP TO COST OF Headquarters City/Mission
Not in Canada - Away From Mission	Elementary	Compatible / Incompatible	N/A	N/A
Not In Canada - Away From Mission	Secondary	Compatible	N/A	N/A
Not In Canada - Away From Mission FSD 51.02(a)(ii)	Secondary	Incompatible	3 return trips in 12-month period	Educational Institution/Mission
Not In Canada - Away From Mission FSD 51.02(b)	Post-Secondary	N/A	2 return trips in 12-month period (Note 2)	Educational Institution/Mission UP TO COST OF Mission/ Headquarters City

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. The last year of entitlement for two trips under Appendix A is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

3. One of these trips may be utilized to fund the cost of an escort to travel with the special needs dependent student (mentally/physically challenged and airline requires dependent student be accompanied, or dependent student is under 13 years of age). (Reference: FSD 51.02(e)).

Appendix B
Family Reunion Travel
Dependent Student Reached 21 But Not 24 Years of Age

Education Taken	Education Level	Frequency	Cost Limitation
In Canada FSD 51.02(c)	Post-Secondary	1 return trip in 12-month period	Educational Institution/Mission UP TO COST OF Headquarters City/Mission
Not In Canada Away From Mission FSD 51.02(c)	Post-Secondary	1 return trip in 12-month period	Educational Institution/Mission UP TO COST OF Headquarters City/Mission

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. The first year of entitlement for travel under Appendix B is the twelve-month period commencing September 1^st in which the 22^nd birthday occurs.

3. The last year of entitlement for travel under Appendix B is the twelve-month period commencing September 1^st in which the 23^rd birthday occurs.

4. The provision for an escort for a dependent student with special needs is not available under Appendix B as travel is limited to one trip per year.

Appendix C
Family Reunion Travel
Dependent Child Not In School

Age Limitation	Frequency	Cost Limitation
Has not yet attained 19 years of age FSD 51.02(d)(iv)	2 return trips in 12-month period (Notes 2 and 4)	Location of Child / Mission UP TO COST OF Headquarters City/Mission
Over the age of 18 but has not yet attained 22 years of age FSD 51.02(d)(v)	1 return trip in 12-month period (Notes 3 and 5)	Location of Child / Mission UP TO COST OF Headquarters City/Mission

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. The last year of entitlement for two trips under Appendix C is the twelve-month period commencing September 1^st in which the 18^th birthday occurs.

3. The last year of entitlement for one trip under Appendix C is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

4. One of these trips may be utilized to fund the cost of an escort to travel with the special needs dependent child (mentally/physically challenged and airline requires dependent child be accompanied or child under 13 years of age). (Reference: FSD 51.02(e)).

5. The provision for an escort for a dependent student with special needs is not available, as travel is limited to one trip per year.

Appendix D
Family Reunion Travel
Other Situations

Situation	Frequency	Cost Limitation
Unaccompanied Employee - Family relocated to third location under FSD 15.40 (FSD 51.05(a))	Up to 2 return trips in 12-month period	Mission/Location of Separated Dependant(s) (as approved under FSD 15.40)
Unaccompanied Employee - Employee travels (FSD 51.05(b)(i))	Up to 2 return trips in 12-month period	Mission/Location of Separated Dependants(s) UP TO THE COST OF Mission/Headquarters City
Unaccompanied Employee - Dependant(s) travel(s) (FSD 51.05(b)(ii))	Up to 2 return trips in 12-month period	Location of Separated Dependants(s)/Mission UP TO THE COST OF Headquarters City/Mission
Employee-Couple - No children (FSD 51.06(a))	Up to 2 return trips in 12-month period	Mission/Mission
Employee-Couple - Dependent child(ren) residing with one parent (FSD 51.06(a))	Up to 2 return trips in 12-month period (Notes 4 and 5)	Mission/Mission
Employee-Couple - Dependent children residing with each parent (FSD 51.06(a))	Up to 2 return trips in a 12-month period (Notes 4 and 5)	Mission/Mission
Employee-Couple - Dependent student in Canada AND/OR Dependent student away from mission (FSD 51.06(b), in lieu of FSD 51.02(a))	Up to 3 return trips in 12-month period (Notes 2, 3 and 6)	Location of child/student // Either mission
Employee-Couple - Dependant 21 or less - Post-Secondary Education (FSD 51.06(b) in lieu of FSD 51.02(b))	Up to 2 return trips in 12-month period (Notes 4, 6 and 10)	Location of student/Either Mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Employee-Couple - Dependant over 21 and less than 24 Post-Secondary Education (FSD 51.06(b) in lieu of FSD 51.02(c))	1 return trip in 12-month period (Notes 4, 7, 11 and 12)	Location of student/Either mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Employee-Couple - Child not yet 19 and Not in School (FSD 51.06(b) in lieu of FSD 51.02(d)(iv))	Up to 2 return trips in 12-month period (Notes 4, 6 and 8)	Location of child/Either mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Employee-Couple - Child over 18 but not yet 22 and Not in School (FSD 51.06(b) in lieu of FSD 51.02(d)(v))	1 return trip in 12-month period (Notes 4, 7 and 9)	Location of child/Either mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Custody Arrangement - Dependent Child at Mission (FSD 51.07(a)(i))	Up to 2 return trips in 12-month period (Note 6)	Mission/Location of Other Parent MINUS THE COST OF Location of Other Parent/ Headquarters City
Custody Arrangement - Dependent Student under FSD 2.01(k) (FSD 51.07(a)(ii))	Up to 2 return trips in 12-month period (Note 6)	Location of Child (Mission or School) / Location of Other Parent MINUS THE COST OF Location of Other Parent/ Headquarters City
Custody Arrangement - Non-dependent child visiting mission (FSD 51.07(b))	Up to 2 return trips in 12-month period (Note 6)	Location of Child/Mission MINUS THE COST OF Location of Child/ Headquarters City

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. Two of the three trips must be for the purpose of family reunion with the employee-couple (Reference: FSD 51.06(b)).

3. One of the three trips may be for travel to either location of the employee-couple (Reference: FSD 51.06(b)).

4. Travel must be for the purpose of family reunion with the employee-couple (Reference: FSD 51.06).

5. Dependent child(ren) must travel at same time as the parent (Reference: FSD 51.06(a)).

6. One of the trips may be utilized to fund the cost of an escort to travel with the special needs child (mentally/physically challenged and airline requires child be accompanied, or child is under 13 years of age). (Reference: FSD 51.02, FSD 51.07(c))

7. The provision for an escort for a dependent child/student with special needs is not available as travel is limited to one trip per year.

8. The last year of entitlement for two trips under FSD 51.02(d)(iv) is the twelve-month period commencing September 1^st in which the 18^th birthday occurs.

9. The last year of entitlement for one trip under FSD 51.02(d)(v) is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

10. The last year of entitlement for two trips under FSD 51.02(b) is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

11. The last year of entitlement for travel under FSD 51.02(c) is the twelve-month period commencing September 1^st in which the 23^rd birthday occurs.

12. The first year of entitlement for travel under FSD 51.02(c) is the twelve-month period commencing September 1^st in which the 22^nd birthday occurs.

Appendix E
Family Reunion Travel
Away from Mission under FSD 51.08

Travel Authority	Person(s) Travelling	Travel To:
Travel under FSD 51.08(a) in lieu of FSD 51.02	Employee and spouse/common-law partner and any dependent child at mission	Location of child/student
Travel under FSD 51.08(a) in lieu of FSD 51.07(b)	Employee or spouse/common-law partner, as applicable	Location of child
Travel under FSD 51.08(a) in lieu of FSD 51.05	Employee	Location of separated dependants
Travel under FSD 51.08(b) Special Circumstances	The employee and any dependants eligible for travel under this directive, including dependants at mission	A location on a routing to the mission

NOTES:

1. The allowance authorized under Section 51.08 shall not exceed the allowance that would have been payable under Sections 51.02, 51.05, 51.06 or 51.07, as applicable.

2. When considering the financial implications of Section 51.08(a) and 51.08(b), the travelling expenses of all persons authorized to travel can not exceed the total travelling expenses that would have been incurred for travel to mission by all eligible dependants under the applicable provisions of this directive.

3. In addition to travelling expenses, where travel is in lieu of the provisions of Section 51.07 because the child is too young to travel unaccompanied, an allowance for accommodation expenses for 5 days in the headquarters city may be paid when it is the child's place of residence.

4. When travel is from mission, this liquidates one travel entitlement each for all eligible dependants.

5. Frequency of travel is determined by Sections 51.02, 51.05, 51.06 or 51.07, as applicable.

FSD 54 - Compassionate travel

Introduction

A compassionate travel allowance is designed to compensate an employee at a post for those expenditures arising from the serious illness (including serious injury) of a dependent student or infirm child and the critical illness (including critical injury) or death of a parent of the employee or the employee's spouse or common-law partner, a brother or sister (including half-brothers and half-sisters) of the employee or the employee's spouse or common-law partner, or a member of the family unit, which are over and above those that would have been incurred had the employee been serving in the headquarters city. As well, there is a provision for travel to assist parents through a major life event such as on giving up the family residence and moving into an elder-care facility.

The travel entitlement shall normally reflect the lowest available airfare, although it is also recognized that discounted fares may not be available when it is necessary to arrange travel on short notice.

The provisions of this directive are not intended to cover all family emergencies. For situations not specifically included, employees should consider use of other travel provisions, such as vacation travel assistance (FSD 50), post-specific allowance (FSD 56.10), or the foreign service travel credit bank (FSD 45).

Directive 54

Definitions

54.01 In this directive,

Circumstances/Situations

54.02 In the event of serious illness (including serious injury) of a dependent student or infirm child receiving care or training at an institution in Canada, by reason of a mental or physical disability, the deputy head shall authorise an allowance for:

incurred by the employee or the employee's spouse or common-law partner and by an infant or small child who is obliged to accompany a parent on compassionate travel; and

54.03 In the event of critical illness (including critical injury) of a member of the family unit not residing at the employee's post, or an infirm child receiving care or training at an institution in Canada, by reason of a mental or physical disability, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

54.04 In the event of critical illness (including critical injury) of a member of the family unit residing at the employee's post, the deputy head shall authorize an allowance for actual and reasonable return travelling expenses:

54.05 In the event of critical illness (including critical injury) of a member of the family unit normally residing at the employee's post who is undergoing medical treatment away from the post at a location approved by the deputy head, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

54.06 In the event of death of a member of the family unit not residing at the employee's post, or an infirm child receiving care or training at an institution in Canada, by reason of a mental or physical disability, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

54.07 In the event of death of a member of the family unit at the employee's post or at a location approved by the deputy head where the deceased, who normally resided at the employee's post, was undergoing medical treatment, and interment or memorial service (where this is in lieu of interment) takes place away from the post, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit or a suitable escort if required:

54.08 In the event of death of a member of the family unit at the employee's post where interment takes place at the post, the deputy head shall authorize an allowance for actual and reasonable return travelling expenses:

incurred by members of the family unit who are not residing at the employee's post.

54.09 In the event of death or critical illness (including critical injury) of a non-dependent child who no longer qualifies as a member of the family unit, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

Instruction

For purposes of this section, a non-dependent child is a child of an employee or of an employee's spouse or common-law partner, who does not qualify as a member of the family unit solely by reason of age and/or dependancy, and excludes a child of a previous marriage who was not part of the family unit.

54.10 In the event of death or critical illness (including critical injury) of a non-dependent child of a previous marriage of an employee or of an employee's spouse or common-law partner, where such child does/did not qualify as a member of the family unit, the deputy head shall authorize an allowance for:

incurred by the parent of a non-dependent child and by an infant or small child who is obliged to accompany a parent on compassionate travel.

54.11

54.12 In the event of death of a parent of either employee or an employee's spouse or common-law partner, the deputy head shall authorize an allowance for:

incurred by the employee and the employee's spouse or common-law partner and by a minor child (less than 18 years of age) who is obliged to accompany a parent on compassionate travel.

54.13 In the event of death or critical illness (including critical injury) of a brother or sister (including half-brothers and half-sisters) of an employee or of an employee's spouse or common-law partner, the deputy head shall authorize an allowance for:

incurred by the employee or the employee's spouse or common-law partner and by an infant or small child who is obliged to accompany a parent on compassionate travel and by the parent of the employee or of the employee's spouse or common-law partner who is a dependant in accordance with FSD 2.01(k)(iii) and who is also the parent of the person who is critically ill or who has died.

54.14 In the event of critical illness (including critical injury) of an unaccompanied employee where travel is not authorized for a member of the family unit, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head where the employee is undergoing medical treatment, minus return travelling expenses between the location of the person who is travelling and the headquarters city.

54.15 In the event of critical illness (including critical injury) of an employee who is a single parent, where the members of the family unit are all under 21 years of age, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head, where the employee is undergoing medical treatment, minus return travelling expenses between the location of the person who is travelling and the headquarters city.

Guideline

In considering travel for a "suitable person" under Sections 54.14 and 54.15, the deputy head shall take into account the possible need for legal authorization for medical or surgical procedures or health care and shall attempt to ensure that the person travelling possesses the appropriate legal responsibility.

54.16 In the event of critical illness (including critical injury) of an employee who is on temporary duty away from the post, the deputy head may, in lieu of the corresponding provisions of the NJC Travel Directive, authorize an allowance for the following expenses incurred by members of the family unit:

54.17 In the event of critical illness (including critical injury) of a member of the family unit normally residing at the employee's post who is temporarily absent from the post for any reason other than temporary duty or for the purpose of undergoing medical treatment at a location approved by the deputy head, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

54.18 In the event of death of a member of the family unit normally residing at the employee's post who is temporarily absent from the post for any reason other than temporary duty or for the purpose of undergoing medical treatment at a location approved by the deputy head, and interment or memorial service (where this is in lieu of interment) takes place away from the post, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit or a suitable escort if required:

54.19 Where an infirm child is receiving care or training at an institution in Canada, by reason of a mental or physical disability, and travel in respect of that child has not been authorized during the preceding twelve-month period under FSD 51 - Family reunion, and neither parent has travelled to Canada under FSD 51 with respect to another child, the deputy head shall authorize a compassionate travel allowance for:

between the employee's post and the location of the infirm child, minus return travelling expenses between the location of the infirm child and the headquarters city.

Instructions

1. The entitlement under (i), (ii) and (iii) above is a maximum of two trips/visits per year. For example, the employee and spouse or common-law partner cannot claim four individual trips by travelling separately at different times of the year.

2. Where one or both parents has/have travelled to Canada under FSD 51 with respect to another child, this would count as one trip, as they would be expected to visit the infirm child at the same time. This would reduce the travel entitlement under this directive by one trip.

54.20 In special situations the deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, may extend, on the basis of guidelines prepared by the National Joint Council Committee on Foreign Service Directives, the provisions of this directive which deal with the "family unit" to include reimbursement of travel assistance for children of the employee over the age of 21 years.

54.21 In the event of death or critical illness (including critical injury) of the non-custodial parent of a child,

the deputy head shall authorize an allowance for:

incurred by the child and, when approved in advance by the deputy head, by the child's custodial parent or step-parent.

Travel leave

54.22 Where it is not feasible for the employee to travel during non-working hours, the deputy head shall authorise travel leave for an employee who is in receipt of an allowance under this directive for a period equal to:

Instructions

1. In determining the employee's share of travelling expenses under the provisions of this directive, the deputy head shall take into consideration the type and mode of transportation used; for example:

2. As travel normally originates from post, Post administration shall confirm whether foreign carriers offer special fares or rebates under their compassionate travel policy on international flights and, if offered, shall ensure that the employee is directed to apply for the appropriate refund. Any refund obtained by the employee shall be reimbursed to the Receiver General for Canada.

3. Where possible, the authorization of the provisions of this directive should be delegated to the senior officer.

4. In approving compassionate travel in the event of serious or critical illness (including serious or critical injury), the deputy head may require the employee to provide written confirmation by the attending physician.

FSD 55 - Post living allowance

Introduction

To assist employees at missions where the cost of living is higher than in Ottawa/Gatineau, the employer provides a non-accountable allowance to compensate for the higher costs of purchasing goods and services at post.

Directive 55

55.01 The deputy head shall authorize a Post Living Allowance (PLA) for each employee serving at a post for which the Post Index is greater than 100, in accordance with the appendix to this directive, where:

Instructions

1. Effective June 1, 2001, the methodology for the determination of the Post Index has been revised to reflect only those expenditures actually incurred at post for the purchase of goods and services. Expenditures for which provision is made elsewhere in the Foreign Service Directives are specifically excluded, as are those expenses which are incurred in Canada. The revised methodology recognizes that employees at different salary levels spend differing percentages of salary for post-related expenses.

2. Effective June 1, 2009, the methodology for the determination of Post Living Allowance has been revised to include an adjustment to recognize annual inflation, as reflected in the Consumer Price Index for the preceding twelve month period ending December 31^st.

3. Post Indices are determined by Statistics Canada on a monthly basis, and:

55.02 The appendix to this directive shall be revised, in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives:

General

55.03 Except where otherwise provided, the PLA shall commence on the first compensation day following the employee's arrival at a post and shall cease on the first compensation day following the employee's final departure from that post.

Instructions

1. For purposes of Section 55.03, "the first compensation day following the employee's final departure from that post", means the first compensation day following the employee's last day on duty at that post.

2. The deputy head shall apply the Post Index communicated to the department on a monthly basis by Statistics Canada in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

55.04 The PLA shall be adjusted to reflect any change in the employee's gross annual salary, including acting pay for the performance of regular duties or for the performance of duties in another position on a temporary basis during an assignment at a post, where such change results in movement to a higher salary band for the purpose of determining the employee's nominal salary.

55.05 Where an unaccompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or on leave with pay, for more than 25 compensation days, the PLA shall cease on the 26^th compensation day and shall resume on the first compensation day following the employee's return to the post.

55.06 Where an accompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or on leave with pay, for more than 25 compensation days, the PLA:

55.07 Where an employee is transferred from one post to another, the PLA calculated in accordance with Section 55.01 shall continue until the day of the employee's arrival at the new post except, where:

55.08

55.09 Notwithstanding Section 107 of the Public Service Labour Relations Act, a revision to a Post Index (PI) and resultant change in the PLA shall not constitute a change in terms and conditions of employment for an employee subject to the Foreign Service Directives.

55.10 At posts where exchange rate information may be deficient with respect to the application of Post Index methodology by Statistics Canada, as agreed to in the National Joint Council Committee on Foreign Service Directives, employees may be required to document the exchange rates received for their purchases of local currency on a monthly basis.

Form

TBC 330-35
Monthly Exchange Rate Report

Appendix
Annual Post Living Allowance

Effective June 1, 2008

Salary range		Midpoint/nominal salary	Adjustment
30,450	31,449	30,950	0.773
31,450	32,449	31,950	0.757
32,450	33,449	32,950	0.742
33,450	34,449	33,950	0.728
34,450	35,449	34,950	0.715
35,450	36,449	35,950	0.703
36,450	37,449	36,950	0.691
37,450	38,449	37,950	0.680
38,450	39,449	38,950	0.669
39,450	40,449	39,950	0.659
40,450	41,449	40,950	0.649
41,450	42,449	41,950	0.640
42,450	43,449	42,950	0.632
43,450	44,449	43,950	0.623
44,450	45,449	44,950	0.615
45,450	46,449	45,950	0.608
46,450	47,449	46,950	0.600
47,450	48,449	47,950	0.594
48,450	49,449	48,950	0.587
49,450	50,449	49,950	0.580
50,450	51,449	50,950	0.574
51,450	52,449	51,950	0.568
52,450	53,449	52,950	0.563
53,450	54,449	53,950	0.557
54,450	55,449	54,950	0.552
55,450	56,449	55,950	0.547
56,450	57,449	56,950	0.542
57,450	58,449	57,950	0.537
58,450	59,449	58,950	0.533
59,450	60,449	59,950	0.528
60,450	61,449	60,950	0.524
61,450	62,449	61,950	0.520
62,450	63,449	62,950	0.516
63,450	64,449	63,950	0.512
64,450	65,449	64,950	0.508
65,450	66,449	65,950	0.504
66,450	67,449	66,950	0.501
67,450	68,449	67,950	0.497
68,450	69,449	68,950	0.494
69,450	70,449	69,950	0.491
70,450	71,449	70,950	0.488
71,450	72,449	71,950	0.485
72,450	73,449	72,950	0.482
73,450	74,449	73,950	0.479
74,450	75,449	74,950	0.476
75,450	76,449	75,950	0.473
76,450	77,449	76,950	0.470
77,450	78,449	77,950	0.468
78,450	79,449	78,950	0.465
79,450	80,449	79,950	0.463
80,450	81,449	80,950	0.460
81,450	82,449	81,950	0.458
82,450	83,449	82,950	0.456
83,450	84,449	83,950	0.453
84,450	85,449	84,950	0.451
85,450	86,449	85,950	0.449
86,450	87,449	86,950	0.447
87,450	88,449	87,950	0.445
88,450	89,449	88,950	0.443
89,450	90,449	89,950	0.441
90,450	91,449	90,950	0.439
91,450	92,449	91,950	0.437
92,450	93,449	92,950	0.435
93,450	94,449	93,950	0.434
94,450	95,449	94,950	0.432
95,450	96,449	95,950	0.430
96,450	97,449	96,950	0.428
97,450	98,449	97,950	0.427
98,450	99,449	98,950	0.425
99,450	99,999	99,725	0.424
100,000	100,000 +	100,000	0.422

Formula for Calculating Allowances

1. Select the salary range in which your annual salary falls.

2. Take the Midpoint/Nominal salary and multiply by the adjoining adjustment.

3. Take the product and multiply by the Post Index, e.g. 130, then divide by 100.

4. Subtract the product of #2 from the result, and you will have your annual Post Living Allowance.

5. In accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives, the maximum midpoint/nominal salary is $100,000 for the purpose of determining Post Living Allowance.

Example 1

• A salary of $69,700 falls into the salary range of $69, 450 to $70,449, of which the Mid-point/Nominal salary is $69,950.
• Multiply $69,950 by 0.491, which yields $34,345.
• Multiply $34,345 by a Post Index of 130, then divide by 100.
• The result is $44,649. Subtract $34,345 and the result is an annual Post Living Allowance of $10,304.

Example 2

• A salary of $120,350 falls into the salary range of $100,000 to $100,000 plus, of which the Mid-point/Nominal salary is $100,000.
• Multiply $100,000 by 0.422 which yields $42,200.
• Multiply $42,200 by a Post Index of 130, then divide by 100.
• The result is $54,860. Subtract $42,200 and the result is an annual Post Living Allowance of $12,660.

FSD 56 - Foreign service incentive allowances

Introduction

Foreign service incentive allowances consist of two tax-free allowances provided as incentives to foreign service.

The foreign service premium is provided as an incentive to foreign service and as such recognizes that there are disutilities and disincentives, some of which may be financial, resulting from service outside Canada. The premium varies according to the employee's family size and service outside Canada and is payable to employees to whom the Foreign Service Directives apply in accordance with FSD 3 - Application and FSD 8 - Short-term assignments outside Canada.

The post specific allowance is a non-accountable travel allowance designed to assist employees in travelling from post and reflects 80% of return full (Y) economy air fare between the employee's post and the headquarters city or where a Y fare is not available for a specific post, 100% of the Y2 fare. This allowance is only available when an employee is not subject to the provisions of FSD 46 - Post leave/option.

Directive 56

56.01 Unless otherwise indicated, this directive applies to career foreign service employees and to foreign assignment employees.

Instruction

The provisions of Section 56.01 also apply to employees on assignment in accordance with FSD 8 - Short-term assignments outside Canada.

Foreign Service Premium / Transitional Provisions

56.02

Step Progression

56.03

Calculation of Points

56.04

Termination of Premium

56.05

Instruction

Where an exception is made to Section 56.05, a report shall be made to the Treasury Board Secretariat outlining the program-related circumstances which justify this exception.

Premium Rates

56.06 Subject to Sections 56.08 and 56.09, an employee shall be entitled to a foreign service premium:

where for purposes of this directive:

Employee-couples

Start and End of Premium

56.07 Except where otherwise provided, an employee's entitlement to a foreign service premium shall:

unless an employee is cross-posted from one post to another post, in which case the foreign service premium shall continue without interruption.

Change in Family Size

56.08 Where an employee is in receipt of a foreign service premium in accordance with Section 56.02, the premium shall be adjusted to reflect a change in family size where a dependant:

in which case the change shall be effective on the first compensation day following the event except that, where a dependant has left the employee's post in advance of a cross-posting, such departure shall be considered as a temporary absence and the provisions of Section 56.09 shall apply.

Temporary absence of dependant

56.09 Where an employee receives an accompanied rate of foreign service premium in accordance with Section 56.06, the premium shall be adjusted to reflect a change in family size where a dependant is temporarily absent from the employee's post for more than 25 compensation days. The change will be effective on the 26^th compensation day and shall resume on the first compensation day following the return of the dependant to the employee's residence, except that:

Post Specific Allowance

56.10

Instruction

The Deputy Minister of Foreign Affairs has been authorized to revise Appendix B to this directive, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

56.11

The post specific allowance becomes payable:

Instructions

1. No post specific allowance is payable when an employee is subject to the provisions of FSD 46 - Post leave/option. Unless an employee makes an election for post leave (or is subject to the transitional provisions of FSD 46), the post specific allowance will automatically apply, and will continue to apply until the employee requests a change.

2. An employee may elect for post leave, in accordance with FSD 46 - Post leave/option, in lieu of the post specific allowance, at any time after the commencement of payment of the post specific allowance, by advising their FSD administrator by e-mail 2 months in advance of the desired change. Employees may change their election no more than once per year.

3. Where an advance has been authorized in accordance with Section 56.11(d), the employee will be required to provide evidence that the allowance was used for the purpose it was issued.

Appendix A
Foreign service premium (April 1, 2009)

UNACCOMPANIED
Steps	I	II	III	IV	V	VI
Points	(0-23)	(24-59)	(60-95)	(96-131)	(132-167)	(168+)
Premium	6,157	9,235	12,007	13,207	14,527	15,690
ACCOMPANIED BY ONE DEPENDANT
Steps	I	II	III	IV	V	VI
Points	(0-23)	(24-59)	(60-95)	(96-131)	(132-167)	(168+)
Premium	8,620	12,930	16,809	18,490	20,339	21,966
ACCOMPANIED BY TWO DEPENDANTS
Steps	I	II	III	IV	V	VI
Points	(0-23)	(24-59)	(60-95)	(96-131)	(132-167)	(168+)
Premium	10,344	15,516	20,171	22,188	24,406	26,359
ACCOMPANIED BY THREE DEPENDANTS
Steps	I	II	III	IV	V	VI
Points	(0-23)	(24-59)	(60-95)	(96-131)	(132-167)	(168+)
Premium	10,861	16,291	21,180	23,297	25,627	27,677
ACCOMPANIED BY FOUR OR MORE DEPENDANTS
Steps	I	II	III	IV	V	VI
Points	(0-23)	(24-59)	(60-95)	(96-131)	(132-167)	(168+)
Premium	11,404	17,106	22,238	24,462	26,908	29,061

Note: These rates include the annual increases announced in the April 1, 2009 Policy notice.

Appendix B
Post Specific Allowance (PSA)

The Table below reflects the PSA rates effective June 1, 2009. (Canadian Dollars Per Annum).

Post (alphabetical order)	PSA 2009
Abidjan	6,219
Abu Dhabi	4,618
Abuja	6,720
Accra	5,247
Addis Ababa	4,052
Algiers	5,518
Almaty	8,938
Amman	4,673
Anchorage	4,666
Ankara	6,722
Athens	5,350
Atlanta	2,485
Auckland	5,891
Baghdad	4,673
Bamako	5,598
Bandar Seri Begawan	5,933
Bangkok	5,918
Barcelona	5,325
Beijing	5,553
Beirut	5,199
Belgrade	5,495
Berlin	4,717
Bern	6,094
Bogota	1,639
Boston	2,502
Brasilia	3,722
Bratislava	7,566
Bridgetown	4,143
Brussels	5,693
Bucharest	6,272
Budapest	4,821
Buenos Aires	3,585
Buffalo	1,319
Cairo	2,858
Canberra	6,469
Cape Town	4,971
Caracas	2,164
Chandigarh	5,724
Chennai	3,860
Chicago	2,443
Chongqing	7,684
Colombo	5,130
Colorado Springs	2,660
Copenhagen	5,404
Dakar	5,420
Dallas	2,958
Damascus	6,398
Dar es Salaam	4,961
Delhi	3,828
Denver	2,585
Detroit	2,231
Dhaka	3,804
Dubai	4,615
Dublin	5,457
Düsseldorf	4,705
Geneva	6,020
Georgetown	3,210
Guadalajara	2,040
Guangzhou	6,036
Guatemala	2,020
Hague	4,967
Hamburg	4,709
Hanoi	5,163
Harare	5,450
Havana	1,776
Helsinki	6,264
Ho Chi Minh	4,902
Hong Kong	5,767
Houston	3,247
Islamabad	2,883
Jakarta	4,782
Johannesburg	4,672
Kabul	5,306
Kandahar	5,565
Kathmandu	4,121
Khartoum	6,437
Kigali	5,278
Kingston, Jamaica	1,558
Kinshasa	6,989
Kuala Lumpur	3,621
Kuwait City	3,924
Kyiv	5,080
La Paz	2,638
Lagos	6,590
Libreville	5,539
Lilongwe	6,436
Lima	2,957
Lisbon	6,148
London	2,848
Los Angeles	2,983
Lusaka	4,107
Madrid	5,311
Managua	1,657
Manila	4,376
Maputo	4,862
Mexico	2,036
Miami	1,782
Minneapolis	3,104
Monterrey	2,297
Montevideo	3,650
Moscow	6,181
Mumbai	3,559
Munich	4,721
Nagoya	8,502
Nairobi	6,998
New York	2,224
Niamey	5,857
Oslo	5,451
Ouagadougou	5,713
Panama City	1,446
Paris	5,346
Philadelphia	2,199
Phnom Penh	4,952
Phoenix	2,617
Port-au-Prince	2,885
Port of Spain	2,778
Prague	4,912
Pretoria	4,783
Princeton	1,712
Pristina	5,481
Quito	1,951
Rabat	4,680
Raleigh-Durham	1,782
Ramallah	6,177
Reykjavik	2,377
Riga	5,464
Rio de Janeiro	3,249
Riyadh	4,615
Rome	4,900
San Diego	3,593
San Fransisco	4,492
San Jose, Costa Rica	1,339
San Jose, USA	3,933
San Salvador	1,649
Santiago	3,625
Santo Domingo	1,815
Sao Paulo	3,744
Sarajevo	5,555
Seattle	3,415
Seoul	3,333
Shanghai	6,037
Singapore	5,196
Stockholm	4,721
Sydney	7,158
Taipei	3,065
Tegucigalpa	1,610
Tehran	2,609
Tel Aviv	6,052
Tokyo	8,137
Tripoli	3,739
Tucson	4,071
Tunis	4,326
Ulaanbaatar	5,085
Vatican	4,900
Vienna	6,340
Vilnius	6,342
Warsaw	5,323
Washington, D.C.	2,700
Wellington	6,262
Yaounde	5,713
Zagreb	6,123

Appendix C - Transitional Table
Foreign service premium (April 1, 2009)

UNACCOMPANIED
Salary ranges	Steps
$	I (0-23)	II (24-59)	III (60-95)	IV (96-131)	V (132-167)	VI (168+)
$100,363 to $125,453	6,244	9,374	12,494	13,742	14,992	16,243
$125,454 & over	6,520	9,780	13,037	14,340	15,648	16,951
ACCOMPANIED BY ONE DEPENDANT
Salary ranges	Steps
$	I (0-23)	II (24-59)	III (60-95)	IV (96-131)	V (132-167)	VI (168+)
$100,363 to $125,453	8,593	12,889	17,181	18,639	20,620	22,334
$125,454 & over	8,963	13,445	17,927	19,452	21,514	23,304
ACCOMPANIED BY TWO OR MORE DEPENDANTS
Salary range	Steps
$	I (0-23)	II (24-59)	III (60-95)	IV (96-131)	V (132-167)	VI (168+)
$100,363 to $125,453	10,545	15,815	21,082	23,194	25,298	27,403
$125,454 & over	11,003	16,500	21,993	24,200	26,394	28,602

Note: These rates include the annual increases announced in the April 1, 2009 Policy notice.

FSD 58 - Post differential allowance

Introduction

This allowance is payable in accordance with the appendix to this directive in recognition of undesirable conditions existing at certain posts. The Deputy Minister of Foreign Affairs has been delegated authority to amend post rating levels, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, as and when required.

Directive 58

58.01 The deputy head shall authorize payment of a post differential allowance at the applicable rate having regard for the post rating level and the employee's family size, as shown in the appendix to this directive, where:

Instruction

The provisions of Section 58.01 also apply to employees on temporary duty in accordance with the provisions of FSD 8 - Short-term assignments outside Canada, where the employee occupies self-contained accommodation.

58.02 Except where otherwise provided, an employee's post differential allowance shall commence at the appropriate rate on the first compensation day following the employee's/dependant's arrival at the post and shall cease on the first compensation day following the employee's last day on duty at the post.

Instruction

Where a dependant departs the post permanently in advance of an employee, the rate of post differential allowance shall be reduced accordingly.

58.03 Where an unaccompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or leave with pay for a continuous period of more than 25 compensation days, the post differential allowance shall cease on the 26^th compensation day and shall resume on the first compensation day following the employee's return to the post.

58.04 Where an employee is in receipt of a post differential allowance at an accompanied rate, the rate of allowance shall be adjusted as follows:

58.05 Where an employee is absent from the post on temporary duty at a location for which a post differential allowance is payable, the post differential allowance applicable to the temporary place of duty shall become payable on the 26^th and each succeeding compensation day of such temporary duty unless an employee's dependant continues to reside at the post during the employee's absence. In this case, the allowance payable is the sum of the post differential allowance payable at the post on the basis of the employee's family size less one and the post differential allowance payable at the temporary place of duty at the unaccompanied rate except that in no case shall the allowance exceed the post differential allowance which would be applicable were the employee and dependant(s) at the post with the higher post rating level.

58.06 Following completion of 24 consecutive months of service at one or more posts for which a post differential allowance is payable, the post differential allowance to which an employee is entitled, on the basis of family size and post rating level, shall be increased by 50%. This bonus payment shall continue until the employee's final departure from a post at which a post differential allowance is payable. The bonus may be payable at one or more posts listed in the appendix to this directive, either as a result of an extended tour of duty at the same post or as a result of consecutive assignments at two or more such posts.

Instructions

1. The term "24 consecutive months of service" means 24 consecutive months during each month of which an employee is in receipt of a post differential allowance for at least ten compensation days.

2. The following situations do not constitute a break in service in the determination of a bonus payment, but, at the same time, cannot be counted as service to establish eligibility for a bonus payment:

3. Bonus payments authorized under this section shall not be taken into consideration in calculating an additional amount of post differential allowance or special payment under Section 58.08.

4.

58.07 In the event of extraordinary conditions arising out of active hostilities and / or natural disasters at a post, the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall:

Instruction

Special payments in excess of 50% of the basic level V PDA or assistance authorized in accordance with sections (c) and (e), shall be reported to the National Joint Council Committee on Foreign Service Directives

58.08 Where a post rating level or special payment has been established in accordance with Section 58.07, the additional amount of post differential allowance which shall be payable over and above the post differential allowance which was previously established shall be calculated as follows:

Instructions

1. While additional amounts of post differential allowance or special payments are adjusted or terminated as a result of an emergency evacuation, Sections 58.03 and 58.04 apply to post differential allowances in effect prior to the commencement of the extraordinary conditions.

2. In applying the provisions of Section 58.08(a), (b) and (c), hardship rating points previously given for factors for recognition of extraordinary conditions shall be recalculated to take into account these extraordinary conditions, as determined in accordance with the agreed to methodology.

58.09 The provisions of Section 58.08 shall apply to all employees at a post during the period in which an additional amount of post differential allowance or special payment is established to recognize extraordinary conditions, including an employee on temporary duty, notwithstanding that such employee may not be otherwise subject to this directive.

58.10 The special payment or additional post differential allowance paid pursuant to Section 58.08 are to be calculated on the basis of the basic post differential allowance and shall be paid in addition to the bonus payments generated pursuant to Section 58.06.

Instructions

1. A Post Rating Form, which was agreed to by the National Joint Council Committee on Foreign Service Directives is used to measure relative degrees of hardship at posts. On the basis of numerical ratings of relative degrees of hardship, employees are eligible for post differential allowances according to the appendix to this directive. The Post Rating Form resulted from a detailed study and analysis of conditions at representative posts as well as compensation provided in recognition of hardship by other foreign governments. The form measures physical environment, local conditions and personal safety and was revised in 2003.

2. Criteria for payments under Section 58.07(c), (d) and (e) were agreed to by the National Joint Council Committee on Foreign Service Directives, effective April 1, 2009.

Appendix

Post Differential Allowance
Canadian Dollars Per Annum
April 1, 2009

Note: These rates include the annual increases announced in the April 1, 2009 Policy notice.

POST RATINGS - April 1, 2009

POSTS	LEVEL
Abidjan, Ivory Coast	V
Abu Dhabi, United Arab Emirates	I
Abuja, Nigeria	V
Accra, Ghana	IV
Addis Ababa, Ethopia	IV
Algiers, Algeria	V
Almaty, Kazakhstan	IV
Amman, Jordan	IV
Ankara, Turkey	III
Baghdad, Iraq	V
Bamako, Mali	V
Bandar Seri Begawab, Brunei	II
Bangkok, Thailand	III
Beijing, China	IV
Beirut, Lebanon	IV
Belgrade, Yugoslavia	III
Bogota, Colombia	IV
Brasilia, Brazil	III
Bratslava, Slovakia	I
Bridgetown, Barbados	II
Bucharest, Romania	III
Budapest, Hungary	II
Buenos Aires, Argentina	II
Cairo, Egypt	III
Cameroon	V
Capetown, South Africa	II
Caracas, Venezuela	IV
Chandigarh, India	IV
Chennai, India	IV
Chongqing, China	V
Columbo, Sri Lanka	IV
Dakar, Senegal	IV
Damascus, Syria	IV
Dar-es-Salaam, Tanzania	IV
Dhaka, Bangladesh	V
Dubai, United Arab Emirates	II
Georgetown, Guyana	IV
Guadalajara, Mexico	II
Guangzhou, China	V
Guatemala, Guatemala	IV
Hanoi, Vietnam	IV
Harare, Zimbabwe	IV
Havana, Cuba	IV
Ho Chi Minh, Vietnam	IV
Hong Kong, China	II
Islamabad, Pakistan	V
Jakarta, Indonesia	IV
Johannesburg, South Africa	II
Kabul, Afghanistan	V
Kandahar, Afghanistan	V
Kathmandu, Nepal	V
Khartoum, Sudan	V
Kiev, Ukraine	IV
Kigali, Rwanda	V
Kingston, Jamaica	III
Kinshasa, Congo	V
Kuala Lumpur, Malasie	III
Kuwait, Kuwait	III
La Paz, Bolivia	IV
Lagos, Nigeria	V
Libreville, Gabon	IV
Lilongwe	IV
Lima, Peru	IV
Lusaka, Zambia	IV
Managua, Nicaragua	III
Manila, Philippines	III
Maputo, Mozambique	V
Mexico, Mexico	III
Monterrey, Mexico	II
Montevideo, Uruguay	II
Moscow, Russia	IV
Mumbai, India	V
Nairobi, Kenya	IV
New Delhi, India	IV
Niamey, Niger	V
Ouagadougou, Burkina Faso	V
Panama, Panama	II
Phnom Penh, Cambodia	IV
Port au Prince, Haiti	V
Port of Spain, Trinidad Toboga	II
Prague, Czech Republic	I
Pretoria, South Africa	II
Pristina, Serbia	V
Quito, Ecuador	III
Rabat, Morocco	III
Ramallah, Israel	IV
Reykjavik, Iceland	II
Riga, Latvia	I
Rio de Janiero, Brazil	III
Riyadh, Saudi Arabia	V
San Jose, Costa Rica	III
San Salvador, El Salvador	IV
Santiago, Chile	II
Santo Domingo, Dom. Republic	III
Sao Paulo, Brazil	III
Sarajevo, Bosnia & Herzegovina	III
Seoul, Korea	III
Shanghai, China	IV
Singapore, Singapore	I
Skopje, Macedonia	IV
Taipei, Taiwan	II
Tegucigalpa, Honduras	IV
Tehran, Iran	IV
Tel Aviv, Israel	III
Tirana, Albania	V
Tripoli, Libya	V
Tunis, Tunisia	II
Vilnius, Lithuania	I
Warsaw, Poland	II
Yaounde, Cameroon	IV
Zagreb, Croatia	II

Notes:

1. The amount of post differential allowance shall be revised on the first of April each year in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives, and published on the Department of Foreign Affairs and International Trade's website.

2. The post rating levels shall be amended by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, as and when required, and published on the Department of Foreign Affairs and International Trade's website.

3. Notwithstanding Section 107 of the Public Service Labour Relations Act, revisions to this Appendix shall not constitute a change in terms and conditions of employment for employees subject to the Foreign Service Directives.