FSD 1 - Short title
1.01 These Directives may be cited as the Foreign Service Directives.
The Foreign Service Directives are effective April 1, 2009.
FSD 2 - Interpretation
2.01 In these directives, (listed alphabetically):
(a) Accompanied by one dependant (accompagné d'une personne à charge) means that one dependant is residing with the employee at the post for at least 8 months of any consecutive 12-month period.
(b) Accompanied by two or more dependants (accompagné d'au moins deux personnes à charge) means that two or more dependants are residing with the employee at the post for at least 8 months of any consecutive 12-month period; one of such dependants must be a dependent child.
(c) Annual salary (traitement annuel) means the employee's basic rate of pay or acting pay, unless otherwise specified, calculated on an annual basis, that is payable in respect of the regular duties performed by the employee in the department.
(d) Assignment (affectation) means an assignment as defined in FSD 3 - Application.
(e) Career foreign service employee (fonctionnaire qui fait carrière dans le service extérieur) means an employee who, as a condition of employment, served abroad pursuant to a rotational pattern throughout the span of their career. This rotational service normally involves assignments to a number of posts but occasionally, due to operational requirements, assignments may be limited to one or a few posts.
(f) Compensation day (jour de rémunération) means any day other than the one or two days per week designated as a day or days of rest at the post.
(g) Cross-posting (mutation à une autre mission) means the assignment of an employee from one post to another post.
(h) Crown-held accommodation (logement de l'État) means accommodation owned, leased, or controlled by the Crown and includes accommodation provided directly to an employee by the host government.
(i) Day (jour) when referring to or for the purpose of computing leave or allowances, means compensation day.
(j) Department (ministère) means a department or other portion of the public service of Canada,
(i) listed in Schedules I and IV to the Financial Administration Act;
(ii) listed in Schedule V to the Financial Administration Act and which is a member of the National Joint Council of the Public Service of Canada and for which the Foreign Service Directives form part of their collective agreements.
(k) Dependant (personne à charge) means
(i) the spouse or common-law partner of an employee, or
(ii) a natural child, adopted child, stepchild or legal ward of an employee (or of an employee's spouse or common-law partner) who resides with the employee at the post, and
(A) is under 21 years of age and continues to be in a dependent relationship with the employee (or with the employee's spouse or common-law partner), or
(B) is 21 or more years of age, and is dependent upon the employee (or upon the employee's spouse or common-law partner) by reason of mental or physical disability;
(iii) subject to Section 2.01(aa) any other individual who resides with the employee at the post and who, in the opinion of the deputy head, is dependent upon the employee (or upon the employee's spouse or common-law partner) due to exceptional circumstances; where the deputy head exercises discretion under this section, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.
(l) Dependent student (élève ou étudiant à charge) except as provided for in FSD 51.02(c) means a dependant within the meaning of subsection 2.01(k)(ii) or (iii), who is not residing with the employee because that student is in full-time attendance at an educational institution.
(m) Deputy head (administrateur général) in relation to a department, except where specified otherwise, means the deputy minister of the department, and in relation to other portions of the public service of Canada, means the chief executive officer thereof, or, if there is no chief executive officer, such person as the Governor in Council may designate as the deputy head for purposes of the directives.
(n) Employee (fonctionnaire) means a person to whom the Foreign Service Directives apply in accordance with FSD 3 - Application.
(o) Employee-couple (couple de fonctionnaires) means two individuals assigned to the same post, or to different posts, who are married to each other or who have signed the declaration in Appendix A to this directive where:
(i) both individuals are employees; or
(ii) one individual is an employee and the other is eligible to claim foreign service entitlements from the Government of Canada (e.g., military personnel);
Specific application of the Foreign Service Directives to employee-couples is found in FSD 3 - Application.
(p) Foreign assignment employee (fonctionnaire affecté à l'étranger) means an employee who has made no commitment to serve abroad throughout the span of their career pursuant to a rotational pattern, but who serves an occasional assignment at a post, which is normally for a minimum of one year.
(q) Headquarters (bureau principal) means the employee's normal place of duty in Canada as determined by the deputy head at the time the employee is assigned to duty outside Canada; for career foreign service employees, the headquarters city is Ottawa-Gatineau.
(r) Household effects (effets mobiliers) means the furniture, household equipment and personal articles of employees and their dependants (including motorcycles) but does not include other private motor vehicles (PMV), livestock or pets.
(s) Leave (congé) means authorized absence from duty and includes vacation leave, sick leave, special leave, compassionate and foreign service leave authorized under the FSDs and leave of any other type:
(i) authorized under the Directives Respecting the Terms and Conditions of Employment for Certain Unrepresented Employees in Certain Parts of the Public Service; or
(ii) authorized under any Act, in the case of an employee employed under that Act; or
(iii) authorized pursuant to the terms of a collective agreement applicable to the employee, the provisions of which have been implemented in accordance with the Treasury Board General Implementation Order.
(t) Living expenses (frais de subsistance) means actual and reasonable expenses for accommodation, meals, laundry, drycleaning and valet services and attendant gratuities.
(u) Mission (Mission) means an office of a department outside Canada and is used interchangeably with "Post" throughout these directives.
(v) mission (mission) means a city, community, or other geographic locality in which a "Mission" is situated and is used interchangeably with "post" throughout these directives.
(w) Period of temporary duty (période de service temporaire) means the time spent on official duty at a place outside the area normally serviced by the Post where the employee is stationed, and includes travelling time from the post to the place of temporary duty and return.
(x) Post (Mission) means an office of a department outside Canada and is used interchangeably with "Mission" throughout these directives.
(y) post (mission) means a city, community, or other geographic locality in which a "Post" is situated and is used interchangeably with "mission" throughout these directives.
(z) Senior officer (agent supérieur) for each department represented at a Post means the person at each Post designated by the deputy head as senior officer, or, if no such designation is made, the highest ranking employee of the department serving at the Post.
(aa) Spouse or common-law partner (époux ou conjoint de fait) means the person married to the employee, or an individual who, with the employee, has signed the declaration in Appendix "A" to this directive; where the declaration is used, the common-law partner shall not be considered a dependant for purposes of the Foreign Service Directives unless the acceptability of the common-law partner accompanying the employee has been agreed to by the Deputy Minister of Foreign Affairs following consultation with the Head of Mission and the deputy head.
(bb) Travel leave (congé de déplacement) means a period of absence with pay authorized by the deputy head to cover travelling time for a journey and during which the employee is deemed to be on duty for the purpose of any applicable accident compensation.
(cc) Travelling expenses (frais de voyages) except as provided for under the Relocation Travel portion of Directive 15 for travel under that directive and/or FSD 64-Emergency Evacuation and Loss, 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.
(dd) Travelling time (temps de déplacement) means the time actually required for a journey including unavoidable or permissible stopovers referred to in FSD 15.06 but not exceeding the time required for the same journey by the most economic mode and the most direct route in the circumstances of each case as determined by the deputy head.
(ee) Unaccompanied (non accompagné) refers to an employee who is not accompanied by a dependant.
(ff) Unhealthy post (mission insalubre) means a post designated by Health Canada as an unhealthy post and listed in the Appendix to FSD 38 - Preventive medical services expenses.
Throughout the directives, unless otherwise specified:
(i) words in the singular include the plural, and words in the plural include the singular, and
(ii) where a word is defined, other parts of speech and grammatical forms of the same word have corresponding meanings.
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
Signed _____________________________ for the deputy head
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
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:
(a) an assignment is normally for a period of 12 months or more;
(b) career foreign service employees are employees who, as a condition of employment, serve abroad pursuant to a rotational pattern throughout the span of their careers. This rotational service normally involves assignments to a number of posts but occasionally, due to operational requirements, assignments may be limited to one or a few posts;
(c) foreign assignment employees are employees who have made no commitment to serve abroad throughout the span of their careers pursuant to a rotational pattern, but who serve an occasional assignment at a post;
(d) an assignment means an assignment to an office of the Government of Canada at a post or,
(e) where leave with pay is authorized and no financial assistance or related benefits are provided to the employee by the host organization, an assignment means an assignment to:
(i) an international organization outside Canada;
(ii) a project outside Canada which is funded directly or indirectly by the Canadian International Development Agency;
(iii) a foreign government or private firm or organization outside Canada under a formal agreement between the employing department and the host organization;
(iv) a research establishment or university outside Canada, where employees have been directed to continue working in their field on a full-time basis;
(f) notwithstanding Section 3.01(g), FSD 15 - Relocation, may be applied, in part, to training and/or developmental assignments to a recognized educational institution, as follows:
(i) Relocation Travel (FSD 15.03 - FSD 15.12)
(ii) Relocation of Household Effects (FSD 15.13, FSD 15.14 and FSD 15.15)
(iii) Compensation for Damage or Loss of Household Effects (FSD 15.18 - FSD 15.26)
(iv) Living Expenses in Temporary Accommodation (FSD 15.33) - Expenses shall be limited to two days at the old place of duty, a maximum of five days outside Canada and two days on return to Canada, and
(g) with the agreement of the employee's bargaining agent and subject to consultation with Treasury Board Secretariat staff, in order to meet operational requirements:
(i) these directives may be applied in whole or in part to assignments for which the employee has been granted leave without pay, including educational leave without pay;
(ii) these directives may be applied in whole or in part to other assignments, including training and/or developmental assignments where professional development leave has been granted under the terms of a collective agreement;
(iii) these directives may be applied in part to assignments in which an employee receives financial assistance or benefits from the host organization; or
(iv) where an employee has requested and/or arranged for an assignment, other than an assignment to an office of the Government of Canada at a post, the deputy head may direct that an employee be exempt from all or some of the provisions of the Foreign Service Directives during an assignment outside Canada.
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:
(a) do not receive double benefits, and
(b) are not treated more favourably than employees serving outside Canada under the provisions of the Foreign Service Directives, and
(c) are fully briefed on the specific application of the Foreign Service Directives.
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.
(a) Subject to Sections 3.07 and 3.08, the directives apply to an employee during the period of assignment outside Canada except where a directive specifies or implies that its provisions apply while the employee is in Canada.
(b) The substantive authority of the directives is contained in the sections of each directive. Where there appears to be a discrepancy between the provisions outlined in the introduction to a directive and the operative section of the directive, the latter shall govern. Instructions and guidelines are designed to clarify provisions.
3.03 Employees in support of Canadian Forces (CF) outside Canada:
(a) Foreign assignment employees assigned to serve outside Canada in support of Canadian Forces (CF) members who are in permanent or training positions established by the Chief of Staff to the Vice Chief of the Defence Staff are subject to certain provisions of the Military Foreign Service Instructions (MFSI), as specified in Section 2 of the MFSI. They are also subject to certain provisions of the Foreign Service Directives (FSD), as directed by the Treasury Board or the President of the Treasury Board from time to time and specified in the Memorandum of Agreement (MOA).
(b) Career foreign service and foreign assignment employees deployed outside Canada in support of the CF on international operations controlled by the Commander of Canada Command, the Commander the Canadian Expeditionary Force Command, Commander of the Canadian Special Operations Force Command or Commander of the Canadian Operational Support Command are subject to the relevant provisions of Section 3 - Operations Allowances of the MFSI. They are also subject to certain provisions of the FSD, as directed by the Treasury Board or the President of the Treasury Board from time to time and specified in the MOA, notwithstanding that the period of deployment may be less than one year.
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:
(a) where the employee-couple are assigned to different posts, the directives shall apply to each employee, having regard for any accompanying dependant, or
(b) where the employee-couple are assigned to the same post, and a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied at the appropriate dependant rate;
(c) where specific provisions in a particular directive dictate otherwise.
(a) Unless specifically provided for in a particular directive, where an employee claims a dependant, such dependant shall be identified with that employee for the duration of the posting.
(b) Where an employee is claiming a dependant for the purposes of these directives, it is the responsibility of the employee to inform the employer of any change or event which affects the application of these directives. Payments made after eligibility changes are subject to recovery.
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,
(a) authorize the application of the following directives, where these directives have been applied in anticipation of the employee's posting:
(i) FSD 4 - Accountable Advance
(ii) FSD 9 - Medical and Dental Examinations
(iii) FSD 10 - Posting Loan
(iv) FSD 12 - Travelling Expenses for Dependants on Pre-Posting Briefing Programs
(v) FSD 15 - Relocation
(vi) FSD 16 - Assistance for a principal residence
(vii) FSD 34 - Education Allowances
(viii) FSD 35 - Education Travel
(b) authorize the application of FSD 15 - Relocation - subsequent to the cancellation or change of assignment, to provide such additional assistance as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee as a result of the cancellation or change in the employee's posting; and/or
(c) recommend to the President of the Treasury Board such additional assistance as is considered appropriate to the circumstances,
(i) where the assistance provided under Sections 3.07(a) and (b) is considered inadequate; and/or
(ii) where the employee has incurred expenses in anticipation of posting or as a result of cancellation or change of an assignment for which there is no payment authority.
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.
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.
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.
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.
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
BETWEEN TREASURY BOARD
(HEREAFTER CALLED THE EMPLOYER)
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)
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:
MFSI 10.1 - Interpretation;
MFSI 10.2 - General Provisions (only as they relate to the sections listed in this MOA)
MFSI 10.3 - Operation Allowances;
MFSI 10.17 - Telephone Call Assistance;
MFSI 10.21 - Home Leave Travel Assistance; and
MFSI 10.23 - Compassionate Travel.
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.
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 27th DAY OF THE MONTH OF APRIL 2004
|The Treasury Board of Canada||
G.R. Clayburn, CD
Lyette Babin, CD
The Public Service Alliance of Canada
FSD 4 - Accountable advances
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.
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.
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.
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
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.
8.01 In this directive
Assignment (affectation) is an assignment as defined in FSD 3 - Application.
(a) The provisions of Appendix A to FSD 3 - Short-term relocation outside Canada and the USA, have been revised and incorporated into this directive.
(b) Subject to Section 8.02(c), the provisions of this directive apply to all assignments outside Canada, including the USA, of more than 30 consecutive days and less than one year.
(c) When an assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, benefits and provisions which only apply to assignments in excess of 120 consecutive days shall become available on the date on which the employee accepts the extension.
8.03 These provisions shall apply to assignments commencing April 1, 2009, where,
(a) employees on assignment outside Canada under the provisions of the NJC Travel Directive on April 1, 2009 shall be given the option of remaining under these provisions or electing for the revised provisions of FSD 8, for the period of their assignment, not including any extensions,
(b) employees on assignment outside Canada on April 1, 2009, under the provisions of Appendix A to FSD 3 - Short-term relocation outside Canada and the USA, shall come under the provisions of this directive.
8.04 The deputy head shall apply the relocation travel provisions of FSD 15 - Relocation, to assignments under this directive.
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
(a) for assignments of 120 consecutive days or less, the deputy head may authorize:
(i) shipment of up to 150 kilos (net) of household effects as accompanying baggage or air cargo, in addition to the maximum allowable weight of accompanying baggage transported free of charge by the carrier; and/or
(ii) in special circumstances, storage of household effects, if the employee is no longer maintaining a principal residence;
(b) for assignments in excess of 120 consecutive days, the deputy head may authorize:
(i) shipment of household effects up to 50% of the weight limitation for furnished accommodation, in accordance with the FSD 15.14 of FSD 15 - Relocation; and/or
(ii) storage of household effects, including a private motor vehicle (PMV), if the employee is no longer maintaining a principal residence;
(c) where an employee's household effects are placed in long term storage at public expense, the employee shall be subject to payment of a shelter cost, in accordance with Section 8.07.
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:
(a) for assignments of 120 consecutive days or less, an employee shall receive an allowance of $250.00, in accordance with FSD 15.31 of FSD 15 - Relocation, or
(b) for assignments in excess of 120 consecutive days, an employee shall receive 50% of the incidental relocation expense allowance, that is, $1,419, in accordance with FSD 15.31 of FSD 15 - Relocation.
(a) The deputy head shall authorize the payment of actual and reasonable costs for accommodation and utilities, including installation, at the temporary place of duty.
(b) Where, in accordance with Section 8.05, an employee's household effects have been placed in storage at public expense, the employee shall pay the applicable shelter cost in accordance with FSD 25 - Shelter at the "one in household" rate, with effect from the day following the date of arrival at the post.
Where possible, employees will be placed in self-contained accommodation, either commercial or Crown-held.
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,
(a) for the first 30 consecutive days, following arrival at the temporary place of duty, the full daily meal allowance;
(b) for employees in hotel accommodation, without meal preparation facilities, 75% of the daily meal allowance from the 31st consecutive day;
(c) for employees in self-contained commercial or private non-commercial accommodation, 75% of the daily meal allowance from day 31 to day 120, then 50% of the daily meal allowance commencing from day 121.
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
(a) The deputy head shall authorize reimbursement of actual costs for laundry for employees who occupy accommodation which is not provided with laundry facilities.
(b) Where the deputy head is satisfied that dry cleaning costs significantly exceed those in the employee's headquarters city, reimbursement of 50% of the actual costs of dry cleaning shall be reimbursed, upon presentation of receipts.
Laundry facilities consist of a washer and dryer as well as an iron and ironing board.
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.
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.
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.
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).
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
(a) Where the assignment to a hardship post is in excess of 120 consecutive days, including any extension, and the employee occupies self-contained accommodation, the deputy head shall authorize payment of the Post Differential Allowance in accordance with FSD 58 - Post differential allowance.
(b) Where payment of an additional amount of post differential allowance or special payment has been established to recognize extraordinary conditions at a hardship post, in accordance with FSD 58.09 of FSD 58 - Post differential allowance, the deputy head shall authorize these payments from the first day of an assignment to a hardship post, notwithstanding that the employee may not otherwise be subject to the provisions of FSD 58 - Post differential allowance.
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.
8.19 The deputy head shall authorize the provisions for currency exchange in accordance with the NJC Travel Directive.
Employee Accompanied by Dependant(s)
(a) In rare and unusual cases, the deputy head may authorize the employee's spouse (or common-law partner) and any dependant(s) normally residing with the employee to accompany the employee, subject to proof of health insurance coverage.
(b) In exceptional circumstances, the deputy head may authorize the employee to precede the dependant(s).
(c) Except for single parents on short-term assignments outside Canada, this provision is only available when the dependant(s) accompany the employee on assignments in excess of 120 consecutive days.
8.21 Where dependant(s) are authorized to accompany an employee, assistance for dependant(s) shall be limited to:
(a) Relocation travel costs, in accordance with FSD 15 - Relocation, up to the total cost of the employee's travel home entitlement under the NJC Travel Directive; and
(b) Post Living Allowance, in accordance with FSD 55 - Post living allowance, where the Post Index is above 100; and
(c) Post Differential Allowance (FSD 58) and Foreign Service Premium (FSD 56) at the unaccompanied rate; and
(d) the provisions of FSD 39 - Healthcare expenses, FSD 41 - Health care travel and FSD 42 - Medical and dental expense advance, unless otherwise covered by the employee's provincial and/or supplementary insurance plan;
(e) employees will be required to waive their entitlements to weekend travel home, home communication and meal allowances; and
(f) no additional accommodation/housing will be provided, or additional accommodation costs reimbursed; and
(g) no additional costs will be authorized for shipment of household effects.
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:
(a) payment of return transportation expenses for one or more pre-school aged children up to the cost of week-end travel for the employee which would otherwise be incurred under the NJC Travel Directive; and
(b) dependant care expenses at the work location outside Canada which are in excess of existing dependant care expenses for equivalent care, up to the costs which would otherwise be incurred at the old place of duty and reimbursed under the NJC Travel Directive; and
(c) expenses for vaccinations and/or inoculations for the child which are a consequence of the work location outside Canada.
For purposes of this directive, a pre-school aged child is a child who is not in full time attendance at an educational institution.