12.1 Initial appointment (other than EX/GIC) to the Public Service

(To be processed internally by departments)

12.1.1 Relocation expenses are not normally reimbursed to a person on initial appointment to the Public Service. However, in exceptional circumstances when it is considered that payment of such expenses is essential for effective staffing action, the relocation assistance to be provided, if any, shall be negotiated with the person during the selection phase (Public Service Commission Staffing Manual, Staffing Policies and Guidelines). The terms agreed upon shall be included in the offer and shall be recorded and adhered to when the person becomes an employee and is relocated to the first place of employment.

The NJC Integrated Relocation Directive funding envelope does not apply to those persons on initial appointment excluding those persons appointed by Order in Council and EXs. (See section 1.4.6).

12.1.1.a When considered essential for effective staffing action, relocation assistance, if any, may be negotiated with persons appointed to the Senior Management, Scientific and Professional, Administrative and Foreign Service, and Technical categories. All the provisions outlined in this directive may be approved, except where modified by this section. Assistance in the disposal and acquisition of accommodation shall not be given.

12.1.2 Relocation assistance shall not be offered as a matter of course and any assistance that is negotiated shall be within the limitations of this section. Assistance shall only be extended if the appointee is prepared to sign a two-year service agreement. The agreement shall specify that if the appointee terminates employment and thereby fails to complete a continuous two-year period (or a specified term of appointment if less than two years) with the federal government, the employee shall repay a portion of the relocation assistance provided, proportional to the period by which the employee's continuous service falls short of two years.

12.1.3 Only the relocation expenses agreed upon during the selection phase shall be reimbursed by the receiving department even if the appointment was made by the Public Service Commission.

12.1.4 An appointee to the Operational Category or to the Administrative Support Category is not eligible for payment of relocation expenses by authority of this chapter because, under normal circumstances, an employee in either of these categories is hired locally. In exceptional situations, the prior approval of the deputy head shall be obtained when persons to be appointed to these categories are to be relocated at public expense. The assistance provided, if any, shall be negotiated according to 12.1.1 and 12.1.2. Assistance in the disposal and acquisition of accommodation shall not be given.

12.1.5 Payment of an incidental expense allowance of $500 may be approved for an appointee shipping household effects weighing 900 kg (2000 lb) or more, and of $200 for an appointee shipping less than 900 kg (2000 lb). Before payment is authorized, the appointee must sign the following certificate:

12.1.5.a "I ............ certify that I have incurred incidental expenses in the amount of $ (amount) which are wholly attributable to my relocation and not otherwise payable pursuant to the NJC Integrated Relocation Directive and articles therein".

Other incidental expenses shall not be reimbursed.

12.1.6 Interim accommodation should not normally be extended to appointees. In exceptional circumstances, interim accommodation may be approved to a limit of 5 days for an appointee without dependants, or 12 days for an appointee with dependants, reduced by the number of days for which expenses were paid for a House Hunting Trip (HHT).

12.1.7 When the movement of household effects has been authorized and these have not arrived, or where, in the opinion of the deputy head, assigned Crown-owned living accommodation is not ready for occupancy, the actual cost of accommodation only shall be reimbursed (normally this should not exceed the accommodation rates specified in section 5) for a further period of up to 14 days at the discretion of the deputy head or delegated officer.

12.1.8 All benefits within this Directive where there is a restriction must be approved by TBS.

12.2 Relocation from abroad on initial appointment

12.2.1 Appointees residing outside Canada are subject to the following additional restrictions:

  1. House Hunting trip
    • house-hunting trips shall not be authorized; and
  2. Disposal of principal residence
    • assistance shall not be authorized for the disposal of a principal residence owned or leased outside Canada.

12.2.2 For appointees residing outside Canada and the continental United States and who ship household effects, the payment of the cost of packing, shipping, in-transit storage and unpacking will be limited to 900 kg (2000 lb) of household effects for an appointee without dependants and 2300 kg (5000 lb) for an appointee with dependants. The weight limitations shall be applied after the effects have been packed or crated, or both.

12.2.3 Before proceeding to the place of duty, an appointee shall file with the deputy head of the receiving department an itemized inventory of the articles of household effects that are to be shipped.

12.2.4 The deputy head of the receiving department shall be responsible for determining in advance of the relocation those articles of the inventory which may or may not be shipped at public expense, and the maximum payment that shall be made to repair or replace any article that may become damaged or lost.

12.2.5 When the appointee or dependants have not contributed to the loss or damage of the articles, the deputy head may authorize payment if the articles included in the inventory:

  1. are damaged, based on the cost of repair necessary to restore the articles to a serviceable condition (as evidenced by voucher or reliable estimate) or the replacement value of the articles in Canada at the time of shipping, provided that the cost of replacement would be less than the cost of repairs; or
  2. are lost, based on the replacement value of the articles in Canada at the time of shipping.

12.2.6 Payment for commercial insurance coverage shall not be authorized. The employer shall accept the risk for the loss of, or damage to, the effects shipped with in the limitations of:

  1. When difficulties are encountered in settling an employee's claim for damages to furniture and effects, departments and agencies are authorized to engage the services of an independent insurance appraiser.
  2. Prior to engaging these services, it is advisable to consult with the insurance manager of the Central Removal Services.

12.2.7 Claims for loss of or damage to household effects shall be processed per: (Claims arising from loss or damage are covered by the mover and the government's insurance policy. For an employee to successfully conclude a claim, all lost or damaged items must have been noted on the inventory, the bill of lading (subject to exceptions noted on the inventory) must be signed, and both the carrier and the insurance company must be notified in writing of the intent to claim within 14 days of delivery. Any claim for loss or damage must be a matter between the employee, the carrier or warehouse worker, and the insurer; the employer is not involved in any way).

When payments over $500 are made for damaged or lost articles, these payments will be recorded, together with sufficient detail.

12.2.8 The deputy head who has received a claim for damage to or loss of articles shipped at public expense may engage, for advisory purposes, the services of an independent appraiser in connection with any problem or dispute arising from the claim.

12.2.9 Pending settlement of a claim for the loss of articles shipped at public expense, the deputy head may authorize an accountable advance to an employee with respect to a claim, but no such advance shall exceed:

  1. $750 in the case of a partial loss;
  2. $1500 in the case of a total loss.

12.2.10 Any advance made and any compensation received from a third party shall be recovered from the employee or taken into account in making the final settlement of the claim.