Foreign Service Directives

Foreword

Enquiries may be directed to:

The Safety, Health and Employee Services Group
Human Resources Policy Branch
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
Foreign Service Directives Policy and Administration Division (HPM)
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:

(a) The principle of comparability recognizes that insofar as is possible and practicable employees serving abroad should be placed in neither a more nor a less favourable situation than they would be in serving in Canada.

(b) The principle of incentive-inducement recognizes that the employer must provide certain additional emoluments both to attract employees to serve an occasional assignment outside Canada and to recruit and retain employees in a career foreign service.

(c) Program-related provisions attempt to ensure that employees abroad will be provided with the means to carry out the programs assigned to them.

It is the responsibility of employees to familiarize themselves with the Foreign Service Directives and to seek clarification and / or assistance from their FSD Advisor (HPM) 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.

In 2001 and 2002 the National Joint Council of the Public Service of Canada Committee on the Foreign Service Directives completed a comprehensive review of the Directives. At the time they became effective, these changes were posted on the National Joint Council and Treasury Board Secretariat web sites. Effective June 01, 2003, the Foreign Service Directives have been revised to consolidate all the provisions of the directives since 1993, including amendments, new provisions, revised dollar amounts and up-dated schedules/appendices, as appropriate.

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 14.0 of the National Joint Council By-Laws. For unrepresented employees the departmental grievance procedure applies. (revised April 1, 2005)

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 (http://www.collectionscanada.gc.ca/webarchives/20071124060824/http://www.njc-cnm.gc.ca/) and the Treasury Board Secretariat web site (http://www.collectionscanada.gc.ca/webarchives/20071124060824/http://www.tbs-sct.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 requirementsand 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 consolidated Foreign Service Directives are effective June 1, 2003, and reflect the following revisions:

Effective June 1, 2001:

FSD 1, 2, 3, 10, 15, 16, 17, 25, 30, 32, 41, 42, 45, 56, 58, 69 and 70.

Effective June 1, 2002:

FSD 1, 2, 15, 25, 32, 51, 64 and 70.

Effective June 1, 2003:

Changes were made throughout the directives to bring provisions in line with the relevant provisions of the revised Travel Directive, as applicable.

FSD 2 - Interpretation

Directive 2

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) Career foreign service employee (fonctionnaire qui fait carrière dans le service extérieur) means an employee as defined in FSD 3.01.

(e) 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.

(f) Cross-posting (mutation à une autre mission) means the assignment of an employee from one post to another post.

(g) 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.

(h) Day (jour) when referring to or for the purpose of computing leave or allowances, means compensation day.

(i) Department (ministère) means a department or other portion of the public service of Canada,

(j) Dependant (personne à charge) means

(k) 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(j)(ii) or (iii), who is not residing with the employee because that student is in full-time attendance at an educational institution.

(l) 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.

(m) Employee (fonctionnaire) means a person to whom the Foreign Service Directives apply in accordance with FSD 3 - Application.

(n) 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:

(o) Foreign assignment employee (fonctionnaire affecté à l'étranger) means an employee as defined in FSD 3.01.

(p) 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.

(q) 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.

(r) Leave (congé) means authorized absence from duty and includes vacation leave, sick leave, special leave, compassionate and foreign service leave authorized under the directives and leave of any other type:

(s) Living expenses (frais de subsistance) means actual and reasonable expenses for accommodation, meals, laundry, drycleaning and valet services and attendant gratuities.

(t) Mission (Mission) means an office of a department outside Canada and is used interchangeably with "Post" throughout these directives.

(u) 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.

(v) Post (Mission) means an office of a department outside Canada and is used interchangeably with "Mission" throughout these directives.

(w) 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.

(x) 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.

(y) 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.

(z) 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.

(aa) Travelling expenses (frais de déplacement) 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.

(bb) 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.

(cc) Unaccompanied (non accompagné) refers to an employee who is not accompanied by a dependant.

(dd) 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.

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Appendix A - Declaration

Subject to Directive 2.01(y) 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

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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 justifying payment of Family Separation Expenses (FSD 15.34) and/or FSD 16 - Assistance for a principal residence, 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, these directives apply to career foreign service employees and to foreign assignment employees on assignment outside Canada other than a training or developmental assignment, where:

(a) 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;

(b) 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, which is normally for a minimum of one year;

(c) an assignment means an assignment to an office of the Government of Canada at a post or,

(d) 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:

except that

(e) notwithstanding Section 3.01(f), FSD 15 - Relocation, may be applied, in part, to training andor developmental assignments to a recognized educational institution, as follows:

(f) with the agreement of the employee's bargaining agent and subject to consultation with Treasury Board staff, in order to meet operational requirements:

(g) 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.

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(f), care should be taken to ensure that employees:

(a) do not receive double benefits, or

(b) are not treated more favourably than employees serving outside Canada under the provisions of the Foreign Service Directives.

3. The provisions for short-term relocation outside Canada and the USA normally apply to periods of assignment in excess of four months but less than one year, where the employee accepts the assignment on an unaccompanied basis and the Foreign Service Directives do not apply. These short-term relocation provisions are attached to this directive. For periods of assignment of less than four months, the provisions of the Travel Directive shall apply.

3.02 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.

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 National Defence Headquarters (NDHQ) Deputy Chief of Defence Staff (DCDS) 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 MFSI.

(b) Career foreign service and foreign assignment employees deployed outside Canada in support of the CF on DCDS controlled international operations 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 MFSI, notwithstanding that the period of deployment may be less than one year.

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. (revised October 1, 2004)

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 a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied by one dependant or by two or more dependants, as appropriate;

(b) where specific provisions in a particular directive dictate otherwise.

3.05 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.

3.06 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.

3.07 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:

(b) authorize the application of Directive 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,

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.

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Appendix A - Short-term relocation outside Canada and the USA

Because of the varying living conditions outside Canada, special short-term relocation provisions have been developed to cover periods of assignment abroad when the Foreign Service Directives do not apply.

These provisions will normally apply to periods of assignment in excess of four months, but less than one year, where the employee accepts the assignment on an unaccompanied basis.

(a) Housing and living allowances

(i) Housing

The degree to which the deputy head will authorize housing assistance depends on whether employees continue to be financially responsible for housing at the home location.

The deputy head will authorize the payment of actual and reasonable costs for accomodation and utilities, including installation, at the temporary place of duty.

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

When employees do not have a principal residence, either owned or rented, or when this residence is rented out and the employee receives income from the rental, the employee will be required to pay a shelter cost in accordance with FSD 25 - Shelter, of the Foreign Service Directives. This reflects the principle that employees are responsible for one set of housing expenses.

(ii) Meal cost assistance

Meal cost assistance is based on necessary expenditures over and above what the employee normally spends for food. The degree to which the deputy head will authorize assistance in defraying the cost of meals depends on:

- whether the employee has meal-preparation facilities in the accommodation at the temporary location, and

- the cost of food at that location.

Upon arrival at the new location, the employee will receive the location meal allowance for the first 21 days. This recognizes the difficulties inherent in a situation where the language, culture, currency and food may differ significantly from the Canadian norm.

Where self-contained accommodation with meal-preparation facilities is used, the employee will be entitled to a daily meal allowance equivalent to 65% of the dinner meal allowance for that location.

Where meal-preparation facilities are not available at the accommodation, the employee will be entitled to a daily meal allowance equivalent to 65% of the daily meal allowance for that location.

Special circumstances

Where, due to special circumstances such as heavy workload, difficulty of finding food, or extremely limited restaurant facilities, the deputy head deems the meal allowances outlined above as inadequate, the employee may be authorized such meal allowance as may be considered reasonable, not to exceed the full daily meal rate.

This provision is intended to recognize those circumstances where the employee cannot reasonably be expected to prepare food in the temporary accommodation.

(iii) Laundry and dry-cleaning allowance

Employees occupying accommodation which does not have a washer and dryer will be reimbursed the actual costs of laundry.

Dry cleaning costs will not normally be reimbursed, except where the deputy head is satisfied that dry cleaning costs significantly exceed those in Canada. Employees shall be reimbursed 50% of the actual costs of cleaning upon presentation of receipts.

(b) Commuting assistance

Financial assistance to cover excess home/office commuting costs will be authorized in accordance with the provisions for Commuting Assistance under FSD 30 - Post Transportation and Related Expenses.

(c) Incidental relocation expenses

Employees may claim for actual and reasonable expenses, not to exceed the provisions in FSD 15 - Relocation, of the Foreign Service Directives, up to the limit specified in FSD 15.31.

(d) Storage and shipment of household effects

The deputy head shall determine whether any or all of the employee's household effects shall be shipped and/or stored, in accordance with FSD 15 - Relocation, of the FSDs. This decision will be based on such factors as family circumstances, the length of the assignment, and the temporary accommodation to be occupied.

Where the deputy head authorizes household effects for shipment, the weight shall not exceed 50% of the limit for furnished accommodation, in accordance with FSD 15.14.

The deputy head may authorize the storage of household effects, including a PMV, if the employee is no longer maintaining a principal residence.

Household effects authorized for storage are covered by the government's insurance policy. Household effects authorized for shipment are self-insured by the government, in accordance with FSD 15 - Relocation.

All arrangements for shipment and storage, including insurance, will be made by the Department of Foreign Affairs and International Trade.

(e) Weekend travel home

Employees who have dependants residing in the employee's principal residence are entitled to travel home in accordance with the relevant provisions of the Travel Directive.

(f) Telephone calls home

Employees who have dependants residing in the employee's principal residence shall be reimbursed the cost of a weekly ten-minute direct-dialed long-distance telephone call home at discount rates, where available and practicable.

(g) Post differential allowance

(i) Where the assignment is to a hardship post, and the employee occupies self-contained accommodation, the post differential allowance is payable in accordance with FSD 58, and

(ii) FSD 58.10 shall apply where the assignment is to a hardship post for which an additional amount of post differential allowance or special payment is established to recognize extraordinary conditions arising out of active hostilities, notwithstanding that the employee may not be otherwise subject to FSD 58 - Post differential allowance.

(h) Employee accompanied by dependants

In rare and unusual cases, deputy head approval may be granted for the spouse and dependants normally residing with the employee to accompany the employee.

This option is only available when the dependants accompany the employee for the period of the assignment. Where such accompaniment is approved, the employee must provide proof of comprehensive family coverage under the PSHCP. In exceptional circumstances, the deputy head may authorize the employee to precede the dependants. Family visits, however, will not be reimbursed.

The only assistance provided in these cases will be the family's transportation costs, up to the equivalent of the total cost of the employee's travel home entitlements.

Employees selecting this option will be required to waive their entitlements to weekend travel home, telephone calls home, and to the meal allowances.

Where the post index is above 100, the Post Living Allowance shall be paid.

No additional housing will be provided, or additional housing costs reimbursed.

The employee and any authorized dependant at post shall be entitled to the provisions of FSD 39 - Health Care Expenses, FSD 41 - Health Care Travel and FSD 42 - Medical and/or dental expense advance.

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Appendix B

April 27, 2004

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.collectionscanada.gc.ca/webarchives/20071206122939/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

THE TREASURY BOARD OF CANADA ___________________________________ G.R. Clayburn, CD	THE PROFESSIONAL ASSOCIATION OF FOREIGN SERVICE OFFICERS ___________________________________ Diane Buenger
	THE PROFESSIONAL INSTITUTE OF THE PUBLIC SERVICE OF CANADA ___________________________________ Lyette Babin, CD
	THE PUBLIC SERVICE ALLIANCE OF CANADA ___________________________________ Andrée Massicotte

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 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 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

(a) is to reside with the employee at a post, or

(b) is to be in full-time attendance at an educational institution outside of Canada,

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 are indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

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:

(a) Health Canada is not in a position to conduct such examinations, or

(b) the deputy head considers a private facility to be more appropriate.

9.03

(a) An assessment as to fitness for duty prepared by Health Canada shall be submitted to the deputy head with respect to any medical examination administered pursuant to this directive.

(b) An assessment as to the requirement for dental treatment which is not available at the employee's post shall be submitted by Health Canada to the deputy head with respect to any dental examination administered pursuant to this directive.

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

(a) Where a variance in the written medical opinion submitted pursuant to Sections 9.03(a) and 9.04 is significant, Health Canada may request a third and independent written medical opinion which shall be taken into consideration in resubmitting an assessment as to fitness for duty to the deputy head.

(b) Where the deputy head is not satisfied with the assessment as to fitness for duty and a third and independent written medical opinion has not been obtained by Health Canada, the deputy head may request that a third and independent written medical opinion be submitted to Health Canada, which shall take such opinion into consideration in forming an assessment as to fitness for duty

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:

(a) payment of actual and reasonable medical examination expenses, and/or

(b) payment of actual and reasonable dental examination expenses for examinations conducted as a condition of posting to those posts listed in the Appendix to this directive,

and, where appropriate,

(c) payment of travelling expenses, as defined in FSD 2.01(aa), which 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.

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.

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Appendix - Posts for which Pre-posting Dental Examinations are Required

April 1, 2000

Abidjan, Ivory Coast

Abuja, Nigeria

Accra, Ghana

Addis Ababa, Ethiopia

Algiers, Algeria

Amman, Jordan

Arusha, Tanzania

Baghdad, Iraq

Bamako, Mali

Beijing, P.R. China

Belgrade, Serbia

Bratisllavia,Slovakia

Bridgetown, Barbados

Bucharest, Romania

Chandaghar, India

Chonquing, China

Colombo, Sri Lanka

Conakry, Guinea

Cotonou, Benin

Dakar, Senegal

Damascus, Syria

Dar-es-Salaam, Tanzania

Dhaka, Bangladesh

Doula, Cameroun

Georgetown, Guyana

Guangzhou,China

Hanoi, Vietnam

Harare, Zimbabwe

Havana, Cuba

Ho Chi Minh City, Vietnam

Islamabad, Pakistan

Kandy, Sri Lanka

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

Porto Nuovo, Benin

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

Thies, Senegal

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. (revised April 21, 2006)

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:

(a) fifty per cent of the employee's gross annual salary;

(b) $35,765, (or such amount as shall be established annually on April 1^st in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives). (revised April 1, 2007)

Eligibility

10.02 A posting loan may be granted to an employee:

(a) who is notified officially in writing of an impending assignment to a post; or

(b) who is on assignment at a post where a posting loan was not granted in anticipation of that assignment; and/or

(c) who has been granted a posting loan and is notified officially in writing of an impending assignment from one post to another post.

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:

(a) negotiate a supplementary loan, on one occasion only,

(i) for an amount of $500 or over where this is in addition to a loan which was granted under the 1993 provisions of this directive, or

(ii) for an amount of $1,500 or over, where this is in addition to a loan which was granted under the 2001 provisions of this directive,

up to the maximum amount that would have been available under Section 10.01 when the original loan was approved. The additional amount would be at the current interest rate for posting loans.

(b) renegotiate the term of the loan to a maximum of 4 years, with no change in interest rate.

(c) renegotiate the loan to reflect a higher loan payment with a corresponding decrease in the term of the loan, with no change in interest.

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):

(a) the rate of interest on the initial loan shall be the prescribed rate in effect on the first day of the quarter (i.e., April 1^st, July 1^st, October 1^st, January 1^st) in which the loan is approved, such rate being established by the Department of Finance and indicated in the Foreign Affairs and International Trade's monthly Schedules to the Foreign Service Directives and Meal Rates;

(b) the rate of interest on any supplementary loan shall be the prescribed rate in effect on the first day of the quarter in which the supplementary loan is approved, and where the new loan interest rate on the combined loan shall be a weighted average of the two rates.

(c) interest shall be calculated on the total outstanding balance of the loan, including any outstanding balance from a previous loan and any supplementary loan amount;

(d) the rate of interest shall remain fixed during the period of the loan, subject to the provisions of Section 10.05.

Guideline

On April 01, 2003, the prescribed rate was the average interest rate on 1-year treasury bills during the first month of the preceding quarter, i.e., January, 2003.

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;

(a) interest shall be calculated and becomes payable two weeks following the day the loan is approved for deposit to the employee's bank account. This two weeks represents the average time from approval to deposit. Any interest owing between the issuance of the loan and the beginning of the repayment period will be added to the principal.

(b) the loan shall be repaid in equal bi-weekly installments of blended principal and interest. Notwithstanding that interest becomes payable two weeks following the day the loan is approved, at the request of the employee, the repayment start date can be delayed up to the first day of the fourth month following the

month in which the loan is approved, or to the first day of the month following the employee's arrival at post, whichever is the earlier.

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:

(a) retain the original repayment period, in which case the total bi-weekly amount of blended principal and interest shall be reduced to reflect the reduced principal of the loan; or

(b) reduce the original repayment period, in which case the total bi-weekly amount of blended principal and interest shall be adjusted, as required, in accordance with the applicable repayment schedule, to an amount approximating as closely as possible the total bi-weekly amount prior to the partial repayment of the principal;

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

(a) Notwithstanding Section 10.07, where an employee returns to Canada prior to the termination of the assignment, the deputy head may authorize the continued repayment of the loan and may also extend the repayment period to a maximum of 48 months from the commencement of the repayment period.

(b) Where the employer directs early termination of a posting and the employee's return to Canada and repayment of the loan would cause financial hardship, the deputy head may consider extending the repayment period beyond 48 months.

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:

(a) ceases to be employed before repayment is completed, the outstanding amount of the loan shall be subject to immediate recovery pursuant to the relevant provisions of the Financial Administration Act.

(b) has been granted leave without pay during the repayment period of the loan, the employee shall submit post-dated cheques to cover the bi-weekly payments during the leave without pay period. If no provision is made for settlement of the regular payments, the outstanding amount of the loan shall be subject to recovery pursuant to the relevant provisions of the Financial Administration Act.

Transitional provisions

10.15 Posting loans with more than one year remaining in the repayment period on July 1, 2001 will be adjusted to reflect a 4.5% rate of interest effective October 1, 2001.

Guideline

This is a one-time opportunity and will be applied automatically by the Department of Foreign Affairs and International Trade to all eligible loans. This special adjustment recognizes the possible negative impact of changes to this directive effective June 1, 2001.

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.

Formules

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:

(a) for loans - to Foreign Affairs and all departments other than the Department of National Defence and the Royal Canadian Mounted Police to finance posting loans to employees being posted or who have been posted outside Canada under the Foreign Service Directives; and

(b) for advances - to Foreign Affairs and all departments to finance certain advances made at posts to employees outside Canada under the Foreign Service Directives;

where,

(c) The Department of National Defence and the Royal Canadian Mounted Police will continue to finance posting loans, whether made in Ottawa or at posts abroad, through accounts previously established for this purpose.

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.

(a) Issue of loans

All duly authorized requests for issuance of Receiver General cheques for posting loans on behalf of other government departments except the Department of National Defence and the Royal Canadian Mounted Police must be submitted by the financial branch of the requesting department to the Department of Foreign Affairs and International Trade, Attention: Director, FSD Policy and Administration Division (HPM).

(b) Issue of advances

The Head of Mission has been delegated authority to approve and issue to operational personnel of all government departments at posts, advances for medical expenses (Directive 42), accommodation security deposits (Directive 26), and advances for public utilities (Directive 25), provided that the requests for such advances are duly recommended and/or approved by the senior program officer at the post of the department concerned.

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 Director, FSD Policy and Administration Division (HPM), Department of Foreign Affairs and International Trade.

FSD 12 - Travelling expenses for dependants on pre-posting briefing programs

Introduction

Where the deputy head has authorized a pre-posting briefing program for a spouse or common-law partner and/or dependant(s) who accompany an employee on a posting, additional costs may be incurred as a result of such program. In such cases the deputy head may, in accordance with this directive, authorize reimbursement to the employee for actual and reasonable travelling, temporary accommodation, living, local transportation and dependant care expenses, incurred on behalf of the spouse or common-law partner and/or dependant(s).

Directive 12

12.01 Where the deputy head has authorized a pre-posting briefing program in the National Capital Region for the spouse or common-law partner and/or dependant(s) of an employee who is employed at and who resides at a place in Canada outside the National Capital Region and whose dependant(s) will be residing with the employee at the post, the deputy head may authorize payment of the following expenses incurred by the spouse or common-law partner and/or dependant(s):

(a) actual and reasonable return travelling expenses between the employee's normal place of residence in Canada and the National Capital Region;

(b) actual and reasonable accommodation and living expenses in the National Capital Region for the duration of the pre-posting briefing program;

(c) actual and reasonable local public transportation costs (including taxis when, in the judgment of the deputy head, the use of such transportation is justifiable and reasonable) for one return journey each day to the briefing centre;

(d) the cost of a weekly ten-minute station-to-station long distance telephone call at weekend discount rates from the briefing centre to the place of residence in Canada of the separated family member(s).

12.02 Where the deputy head has authorized a pre-posting briefing program in the National Capital Region for the spouse or common-law partner and/or dependant(s) of an employee who is being cross-posted and whose dependant(s) will be residing with the employee at the new post, the deputy head may authorize payment of the following expenses incurred by the spouse or common-law partner and/or dependant(s):

(a) actual and reasonable return travelling expenses between the employee's old post and the National Capital Region, where travel to the headquarters city has not been authorized for the employee and accompanying dependant(s) under the provisions of FSD 50.02(a);

(b) actual and reasonable accommodation and living expenses in the National Capital Region for the duration of the pre-posting briefing program;

(c) actual and reasonable local public transportation costs (including taxis when, in the judgment of the deputy head, the use of such transportation is justifiable and reasonable) for one return journey each day to the briefing centre;

(d) the cost of a weekly ten minute station-to-station long distance telephone call at weekend discount rates from the briefing centre to the separated family member(s) at the employee's post.

Instruction

For purposes of Section 12.02(a), travelling expenses means expenses for air transportation and local transportation to and from airports at the points of departure and destination and, when authorized in advance by the deputy head, for accommodation, meals and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will permit continuing travel to the headquarters city.

12.03 The deputy head may authorize payment of dependant care expenses which are incurred as a result of the absence of a spouse or common-law partner who is attending the pre-posting briefing program. These expenses are paid for dependant(s) under 18 years of age who reside permanently with the employee where these are in excess of any existing permanent dependant care arrangements. The employee shall be reimbursed actual and reasonable dependant care expenses :

(a) up to a daily maximum of $35 Canadian, per household, with a declaration; or

(b) up to a daily maximum of $75 Canadian, per household, with a receipt;

except that,

(c) where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee.

Instructions

1. Telephone calls shall not be reimbursed where the employee is in receipt of an Incidental Expense Allowance under the 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 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.

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 13 - Assistance for single parents on training or temporary duty assignments outside Canada

Introduction

The Travel Directive provides weekend travel home, when an employee is in continuous travel status for extended periods of time. As well, assistance for dependant care expenses incurred in excess of those incurred by the employee for the care of child(ren) during the work day may be claimed.

This directive is designed to provide an employee option, in lieu of the provisions of the Travel Directive, to minimize the separation in single-parent families where there are one or more pre-school age children.

Directive 13

13.01 At the request of the employee and in lieu of the provisions for week-end travel under the Travel Directive, the deputy head may authorize payment of return transportation expenses for a child to accompany the parent on training or temporary duty outside Canada, up to the cost of travel for the employee which would otherwise be incurred under the Travel Directive.

13.02 Where a child accompanies the employee on training or temporary duty outside Canada, the employee may claim 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 Travel Directive.

13.03  Assistance under this directive is available for one or more pre-school age children, that is, children who are not in full-time attendance at an educational institution.

Instructions

1.  Assistance is only available under this directive where an employee may claim assistance under the Travel Directive.

2. Travel assistance is only available where a child accompanies the parent for the duration of the assignment. Travel assistance under this directive is not available for a child to visit the parent during the assignment.

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):

(a) actual and reasonable accommodation and living expenses at the location where language training is taken for the duration of the course;

(b) local transportation expenses at the location where language training is taken by the most practicable and economical means as determined by the deputy head for the duration of the course. This could include public transportation (including taxis), the lower kilometric/mileage rate for use of a private motor vehicle, or car rental, depending on local conditions; and (revised July 1, 2005)

(c) dependant care expenses at the location where language training is taken, or, with the prior approval of the deputy head, at some other location, where these are in excess of any existing dependant care arrangements and where the dependant(s) is/are under 18 years of age. The employee shall be reimbursed actual and reasonable dependant care expenses:

(d) the cost of a weekly ten-minute station-to-station long distance telephone call (at weekend discount rates where available) between the training centre and the place of residence of the separated family member(s) except that, where the separated family member(s) is/are temporarily located in Canada, the cost of a telephone call shall not exceed the cost of one ten-minute station-to-station call at weekend discount rates from the location in Canada to the training centre.

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):

(a) actual and reasonable return travelling expenses between the employee's post and the location where language training is taken;

(b) actual and reasonable accommodation and living expenses at the location where language training is taken for the duration of the course;

(c) local transportation expenses at the location where language training is taken by the most practicable and economical means as determined by the deputy head for the duration of the course. This could include public transportation (including taxis), the lower kilometric/mileage rate for use of a private motor vehicle, or car rental, depending on local conditions; and (revised July 1, 2005)

(d) dependant care expenses at the location where language training is taken and/or at the employee's post, where these are in excess of any existing dependant care arrangements and where the dependant(s) is/are under 18 years of age. The employee shall be reimbursed actual and reasonable dependant care expenses:

(e) the cost of a weekly ten-minute station-to-station long distance telephone call (at weekend discount rates where available) between the training centre and the place of residence of the separated family member(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 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.

5. Telephone calls shall not be reimbursed where training is at a location in Canada and the employee is in receipt of an Incidental Expense Allowance for travel within Canada and Continental USA under the 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 http://www.collectionscanada.gc.ca/webarchives/20071206122955/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.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. (revised July 1, 2005)

FSD 15 - Relocation

Application

15.01

(a) This directive applies to an employee and/or a dependant on relocation to, from and between posts and on ceasing to be an employee and/or dependant while serving outside Canada.

(b) The relocation provisions should provide for the employee's legitimate relocation expenses, without opening the way for personal gain or for the underwriting of extravagances. Employees should read this directive carefully and where the advice given by the department contradicts the directive, employees should request that the advice be given in writing. This is important as expenses resulting from misinterpretation or mistakes shall not necessarily be reimbursed.

(c) It is the employer who decides whether an employee should be relocated, therefore, it is the sole responsibility of the employer to determine the relocation assistance that should be provided.

(d) In any relocation, the aim should be to relocate the employee in the most efficient fashion - that is, at the most reasonable cost to the public, and with minimal inconvenience to the employee and family.

(e) When travelling and/or living expenses are authorized under this directive or under other directives, a dependant is entitled to transportation and accommodation standards similar to those applicable to the employee. If during relocation the employee is required to precede or follow a dependant to or from the post, one dependant shall be considered, subject to the approval of the deputy head, as the employee for purposes of expenses incurred under this directive.

(f) The employer shall grant an employee reasonable time off with pay to effect the relocation, including the overseeing of the packing and unpacking of household effects, as well as for house hunting and travel to the new location; 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.

(g) The provisions of this directive shall normally apply to one employee only of an employee-couple. The other employee will be considered as a dependant for the purposes of the relocation, unless the deputy head determines that individual treatment is justified by program requirements. In that case, the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee.

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:

(a) Place of duty (lieu de travail) refers to a location in Canada or a post at or from which an employee's duties are ordinarily performed, and includes any area which, according to local custom, is within commuting distance of the place of duty;

(b) Relocate (réinstallation) refers to the authorized geographic move of an employee and/or dependant between a place of duty in Canada and a place of duty at a post, or between a place of duty at one post and a place of duty at another post;

(c) Relocation expenses (frais de réinstallation) means the cost as applicable of either:

(i)

(A) travelling expenses of the employee and a dependant, and/or

(B) packing, crating, cartage, transportation and unpacking of an employee's household effects, and/or

(C) long-term storage of household effects where the deputy head has not authorized shipment of such effects to the employee's post, or necessary incidental storage of those household effects which the deputy head has authorized for shipment for a period not exceeding twelve months,

or

(ii) the various expenses for which provision is made in this directive,

(d) Transportation entitlement (indemnité de transport) refers to full economy (Y) air fare, for the employee and each accompanying dependant, from the former place of duty to the new place of duty. Each employee and dependant is entitled to an individual seat under this directive. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the airfare entitlement,

as specified in the applicable section of this directive.

Relocation Travel

Travel reservations and entitlement

15.03

(a) When an employee is relocated, travel arrangements shall be made through the facilities provided by the employer unless the employee chooses to make personal arrangements. In the latter case the employee's transportation entitlement shall be established by the employer.

(b) When an employee is relocated from Ottawa to a post or from a post to Ottawa, the transportation routing for the purpose of establishing a transportation entitlement shall be via the most direct routing by air between the post and the employee's headquarters city.

(c) Subject to Sections 15.03(d) and (e), where an employee is relocated from one post to another post, the transportation routing for the purpose of establishing a transportation entitlement shall be up to the cost for the most direct routing by air from the employee's present post to the employee's next post.

(d) Where an employee and/or dependant(s) wish to travel through the headquarters city on cross-posting to access personal effects in storage, or for other reasons, the transportation entitlement will be amended to cover the cost of such travel through the headquarters city. The employee will be required to prove that travel to headquarters took place.

(e) In the event that the deputy head instructs an employee to proceed from the present post directly to the next post, the employee and accompanying dependants shall be entitled to one additional trip to the headquarters city for use during the employee's next posting in accordance with FSD 50.02(c) unless the employee's dependant(s) are authorized to travel through the headquarters city. In this case, the employee shall be entitled to one additional trip, in accordance with this section.

(f) In exceptional circumstances, the deputy head may provide an employee and accompanying dependant(s) with return transportation from the present post to the headquarters city prior to departure from the employee's present post, in lieu of the provisions of Sections 15.03(d) and 15.03(e), following confirmation of an assignment from one post to another post and where the action will facilitate the operational requirements of the department.

(g) In determining the transportation entitlement where an employee chooses to make personal arrangements, the employer shall establish an entitlement based on the most economical published full economy air fare by airlines normally approved by the deputy head for travel by employees which provide a standard of travel comparable to that provided by major international airlines for the most direct routing at the time of travel. The employer shall also determine such additional assistance as is considered appropriate to the circumstances in accordance with Section 15.06(a). The transportation entitlement referred to above which may exceed the most economical air fare, shall be fully accountable and applies only to actual travelling expenses incurred.

(h) Notwithstanding Section 15.06(a)(ii), where the employee chooses to make personal travel arrangements the employer will not be responsible for any expenses occurring as a result of disruptions or delays arising from the arrangements made by the employee.

(i) Where an employee chooses to make personal travel arrangements, the difference in costs between those arrangements and the entitlement shall be the employee's responsibility when the former exceeds the latter.

(j) The transportation entitlement shall commence on the day of departure from the old place of duty and shall cease on the day of arrival at the new place of duty.

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:

(i) local transportation at the new place of duty in Canada or outside Canada;

(ii) claimable relocation-related expenditures (such as dependant care) not included in the non-accountable allowance; and

(iii) living expenses in temporary accommodation in excess of the four days included in the NAA. These will only be reimbursed when, in the opinion of the deputy head, such additional assistance is warranted due to circumstances beyond the employee's control.

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

(i) Air travel is the standard mode of transportation on relocation as in almost all cases it is the most practical and economical. Canadian carriers shall be used for all or part of the transportation, unless the cost or travel time is significantly increased.

(ii) Economy class is the accepted class of Government business travel, including relocation travel. A higher standard of air travel may be authorized by the deputy head when, in the opinion of the deputy head, the extra cost is justified.

(iii) Each employee and dependant is entitled to an individual seat under this directive. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the airfare entitlement.

(iv) Effective June 1, 2001, employees who participate in one or more travel loyalty programs may collect and redeem travel points and other benefits offered by the travel industry for business or personal travel authorized under the Foreign Service Directives.

It should be noted, however, that benefits earned as a result of travel under these directives are taxable benefits when redeemed for personal use and must be reported as taxable income.

(v) Where available, business/executive class air travel shall be authorized where continuous air travel exceeds nine hours and the employee submits a claim for relocation travel, with receipts. Continuous air travel starts at the scheduled departure time and ends with the arrival at destination or with an overnight stop or layover equivalent to an overnight stop. (revised October 21, 2005)

Travel by air - Non-accountable Relocation Travel Allowance (NAA)

(vi) An employee who makes personal relocation travel arrangements for travel by air may elect for a non-accountable relocation travel allowance (NAA), which shall be determined on an individual basis by the deputy head in advance of travel, in lieu of the specific corresponding provisions of this directive.

The NAA shall be determined by the employer, to include:

(A) A transportation entitlement to reflect:

from the former place of duty to the new place of duty.

Each employee and dependant is entitled to an individual seat. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the airfare entitlement.

(B) Subject to the limitations of Section 15.33(a), two nights' hotel accommodation at the former and at the new place of duty, at establishments used by employees travelling on official business, where the employee will not be occupying Crown accommodation;

(C) Subject to the limitations of Section 15.33(a), the composite allowance for the employee and the appropriate meal allowance for each accompanying dependant, for two days at the former and at the new place of duty; and

(D) For relocations from Canada, an amount of $75.00 to compensate for local transportation costs at the place of duty in Canada.

(E) Costs of authorized stopovers, to reflect costs which would be approved for stopovers when the employer makes the arrangements for relocation travel, for meals, accommodation, one incidental expense allowance and local transportation between the airport and the hotels.

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

(i) An employee who chooses transportation by some other mode shall be personally responsible for making transportation arrangements.

(ii) Unless otherwise specified in this directive, the deputy head shall authorize reimbursement of travelling expenses in accordance with this directive up to the cost that would have been incurred under Section 15.03 and 15.04(a) had travel been by air.

(iii) An employee who chooses to travel by a mode of transportation other than air shall be granted travel leave up to the limit of the travel time that would have been required had the travel been by air, except:

(A) where travel is authorized under Section 15.04(c), in which case the deputy head shall determine the appropriate amount of travel leave; and

(B) when the employee elects PMV travel with a non-accountable allowance.

(iv) An employee who chooses to travel by private motor vehicle (PMV) may claim:

(A) the kilometric/mileage rate applicable to government business travel at the point of departure for the actual number of kilometres driving distance between the former place of duty and the new place of duty, increased by 20% for necessary additional travel, as determined by the deputy head; and (revised July 29, 2005)

(B) the lower kilometric/mileage rate for a second PMV, for the same driving distance as for the first vehicle, increased by 20%, if a second vehicle is being driven; and (revised July 1, 2005); and

(C) travelling expenses for the journey by PMV, for the employee and each accompanying dependant. The deputy head shall determine the number of stopovers and the number of days for which reimbursement for meals and accommodation while travelling may be claimed, on the basis of the most practical and economical route by PMV,

except that

(D) travelling expenses reimbursed shall not exceed the transportation entitlement, that is full economy (Y) air fare for the employee and each accompanying dependant, from the former place of duty to the new place of duty. Each employee and dependant is entitled to an individual seat. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the air fare entitlement. This entitlement shall be increased by the estimated cost of shipping one PMV, which would otherwise have been shipped from its location to the new place of duty (see Section 15.17 Shipment of Private Motor Vehicle).

and

(E) in cases where one car is shipped and the other one driven, the lower kilometric/mileage rate will apply, and reimbursement shall be limited to the cost of air travel alone. (revised July 1, 2005).

Instructions (revised July 1, 2005)

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 Government Travel web site: (revised July 1, 2005)

Canada: http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/b_e.asp (revised July 1, 2005)

Locations Abroad: http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/krla-tkde_e.asp (revised July 1, 2005)

United States of America: http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/krus-tkeu_e.asp (revised July 1, 2005)

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 Government Travel web site http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/menu-travel-voyage_e.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. (revised July 1, 2005)

Travel by PMV - Non-accountable Relocation Travel Allowance (NAA)

(v) When an employee elects for a non-accountable relocation travel allowance (NAA) for travel by PMV, the allowance shall be determined on an individual basis by the deputy head in advance of travel, as follows:

(A) the "kilometric/mileage rate applicable to government business travel" at the point of departure for the actual number of kilometres driving distance between the former place of duty and the new place of duty, increased by 20% for necessary additional travel, as determined by the deputy head; and (revised July 1, 2005)

(B) the lower kilometric/mileage rate for a second PMV, for the same driving distance as for the first vehicle, if a second vehicle is being driven; and (revised July 1, 2005)

(C) travelling expenses for the journey by PMV, for the employee and each accompanying dependant. The deputy head shall determine the number of stopovers and the number of days for which meals and accommodation while travelling will be included in the allowance, on the basis of the most practical and economical route by PMV; and

(D) subject to the limitations of Section 15.33(a), two nights' hotel accommodation at the former and at the new place of duty, at establishments used by employees travelling on official business, where the employee will not be occupying Crown accommodation;

(E) subject to the limitations of Section 15.33(a), the composite allowance for the employee and the appropriate meal allowance for each accompanying dependant, for two days at the former and at the new place of duty:

and

(F) two days' leave shall be granted as travel leave.

except that,

(G) travelling expenses, as outlined in Section 15.04(b)(v)(A), (B) and (C) shall not exceed the transportation entitlement, that is, full economy (Y) air fare for the employee and each accompanying dependant, from the former place of duty to the new place of duty. Each employee and dependant is entitled to an individual seat. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the air fare entitlement. This entitlement shall be increased by the estimated cost of shipment of one PMV, which would otherwise have been shipped from its location to the new place of duty (see Section 15.17, Shipment of Private Motor Vehicle).

Instructions (revised July 1, 2005)

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 Government Travel web site: (revised July 1, 2005)

Canada: http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/b_e.asp (revised July 1, 2005)

Locations Abroad: http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.asp(revised July 1, 2005)

United States of America: http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/krus-tkeu_e.asp (revised July 1, 2005)

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 Government Travel web site http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.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. (revised July 1, 2005)

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.

Transportation Entitlement - Travel by Sea

(vi) An employee who chooses to travel by sea for part of the relocation, may claim:

(A) up to the transportation entitlement which would have been granted had the employee travelled by air, that is, full economy (Y) air fare for the employee and each accompanying dependant, from the former place of duty to the new place of duty. Each employee and dependant is entitled to an individual seat. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the airfare entitlement.

An employee may supplement the entitlement with one or both of the following:

(B) a foreign service travel allowance in accordance with FSD 45 - Foreign service travel credit bank; and/or

(C) where an employee is shipping a private motor vehicle (PMV) on the same ship, the total entitlement shall include the cost determined by the deputy head for shipment of a PMV in accordance with FSD 15.17(e).

Claimable expenses shall be limited to:

(D) the actual cost of transportation by sea between one overseas harbour and a North American harbour, for example, Southampton-New York;

(E) the actual cost of transportation by sea between one overseas harbour and a North American harbour, where a foreign service travel allowance has been authorized under FSD 45 - Foreign service travel credit bank;

(F) actual costs incurred for shipment of a private motor vehicle where such costs are not included in the total ticket price for transportation/travel by ship, including costs related to the shipment of the PMV such as dock charges, insurance, etc. It is the employee's responsibility to make all arrangements for the shipment of the PMV.

(G) admissible travelling expenses incurred for surface travel from the employee's former place of duty to the point of embarkation, and from the point of debarkation to the new place of duty, including any authorized stopovers in accordance with FSD 15.04(b).

(H) where a travel allowance has been authorized in accordance with FSD 45 - Foreign service travel credit bank, expenses may be claimed as specified in that directive.

Travel by sea - Non-Accountable Relocation Travel Allowance (NAA)

(vii) An employee who makes personal relocation travel arrangements for travel by sea, which may include shipment of a PMV which has been authorized by the deputy head, may elect 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 follows:

(A) The transportation entitlement which would have been granted had the employee travelled by air, that is, the full economy (Y) air fare for the employee and each accompanying dependant, from the former place of duty to the new place of duty. Each employee and dependant is entitled to an individual seat. Where reduced fares are offered for children on airlines acceptable to the Mission, such fares will normally be used to determine the airfare entitlement.

(B) The estimated cost of shipment of the employee's PMV, as established by the Employer in accordance with the provisions of Section 15.17, where shipment of a PMV has been authorized by the deputy head, and

(C) Subject to the limitations of Section 15.33(a), two nights' hotel accommodation at the former and at the new place of duty, at establishments used by employees travelling on official business, where the employee will not be occupying Crown accommodation;

(D) Subject to the limitations of Section 15.33(a), the composite allowance for the employee and the appropriate meal allowance for each accompanying dependant, for two days at the former and at the new place of duty, and

(E) For relocations from Canada, $75.00 to compensate for local transportation costs at the place of duty in Canada where an employee does not have access to a PMV.

(F) Costs of authorized stopovers, to reflect costs which would be approved for stopovers when the employer makes the arrangements for relocation travel, for meals, accommodation, one incidental expense allowance and local transportation between the airport and the hotels.

(G) 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.

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 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

(a) Stopovers

(i) In arranging the most practical and economical mode and route of travel, stopovers may be necessary. When travel is by air between Ottawa and posts, the itinerary may be arranged to provide stopovers at one or more locations in accordance with the Schedule agreed to by the National Joint Council Committee on Foreign Service Directives and as amended from time to time by the appropriate foreign service interdepartmental coordinating committee.

(ii) At the discretion of the deputy head, stopovers may be approved where necessary and reasonable for cross-postings or other approved travel under these directives.

(iii) Where an employee chooses to make personal relocation travel arrangements, reimbursement of expenses incurred for stopovers shall be authorized up to the amount which would otherwise be approved for stopovers where the employer arranges for relocation travel.

(iv) If a stopover is the result of a transportation delay, it is the responsibility of the employee to make representation to the carrier for payment of costs resulting from that stopover; where the carrier disclaims responsibility, the employee may claim actual and reasonable expenses for meals, accommodation and ground transportation only where transportation arrangements have been made by the employer (reference Section 15.03(g)).

(b) Rest periods

To alleviate fatigue caused by long journeys, overnight travel and time zone changes, wherever feasible, a suitable rest period shall be arranged between the time of arrival at the destination and the time the employee is required to report to work.

Temporary duty en route

15.07

(a) Where an employee is en route to or from a post and has an authorized stopover in order to transact official business, the deputy head may, in advance of such duty, authorize reimbursement of all necessary expenses as are considered appropriate in respect of each accompanying dependant. Full expenses for a dependant may be authorized for a period of up to seven days at any one location. For periods in excess of seven days, the deputy head may authorize payment of such expenses as are considered reasonable and justifiable according to the circumstances.

(b) The provisions of Section 15.07(a) also apply to situations where an employee, who is travelling under FSD 50 - Vacation travel allowance, and is accompanied by a dependant, is instructed to report for temporary duty during the period of authorized travel.

Instructions

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

(a) who was residing with the employee at the former place of duty and will be residing with the employee at the new place of duty; and/or

(b) for whom relocation expenses are authorized in accordance with Section 15.38.

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

(a) Commercial accommodation

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.

(b) Private accommodation

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 as indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates, which shall reflect the dollar amounts authorized by the Travel Directive and the Relocation 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 Travel Directive and the Relocation Directive and as indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates. 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:

(a) the appropriate daily meal allowance(s) for the employee and each accompanying dependant plus actual and reasonable other expenses with receipts, or

(b) the daily composite allowance (meals and incidental expenses) for the employee plus the appropriate daily meal allowance for each accompanying dependant except that where an employee claims under this section, a claim may not be made for laundry, dry cleaning and/or valet services and attendant gratuities under Section 15.10.

Instructions

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

(a) In Canada and the United States

(i) up to 12 years of age - ½ daily amount

(ii) 12 years of age and over - full daily amount

(b) Outside Canada and the United States

(i) up to 4 years of age - ½ daily amount

(ii) 4 years of age and over - full daily amount.

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 Travel Directive, as amended from time to time, and indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

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 Travel Directive, as amended from time to time, and indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

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.

(a) Taxis - The use of taxis may be authorized by the deputy head when airport bus/limousine or public transit service is not available or practical. Claims for taxi charges must indicate starting point and destination, the purpose and cost of each trip.

(b) Traveller's Cheques - An employee may claim the actual costs incurred in purchasing and cashing a reasonable amount of traveller's cheques.

(c) Converting Foreign Currencies - An employee may claim the actual costs incurred in converting foreign currencies purchased from a travel advance.

(d) Laundry - Actual and reasonable expenses for laundry, dry cleaning and valet services may be claimed for the employee and each accompanying dependant, where an employee is not claiming incidental expenses under Section 15.09(b).

(e) Telephone Calls - An employee may claim expenses for necessary official telephone calls. The purpose of each call must be stated in the expense claim.

(f) Excess Baggage - Excess baggage charges are not normally reimbursed by the employer as provision is made in Section 15.13(d) for shipment of effects by air cargo and/or by sea. In unusual circumstances, however, the deputy head may authorize, prior to travel, excess baggage as accompanied luggage.

(g) Passports and Related Expenses - When an employee is relocated, the employer shall make the necessary arrangements to obtain passports, visas, inoculations, vaccinations, x-rays and certificate of health as may be required, at no expense to the employee. The services of Health Canada, Veterans Affairs or National Defence shall be used for medical services where possible.

(h) Gratuities - An employee may claim actual and reasonable gratuities related to travel, except that gratuities related to meals are included in the daily meal rates.

(i) Insurance - Employees may claim reimbursement of the cost of insurance to cover repairs to or replacement of lost or damaged luggage while travelling, except where such coverage is provided by the carrier. (Ref. Guideline 2)

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

(a) Reimbursement may be made for the use of an ambulance or taxi, as the deputy head deems appropriate under the circumstances, if an employee or a dependant becomes ill or is injured while travelling to the new place of duty and the deputy head is of the opinion that the nature of the illness or injury necessitated the use of an ambulance or taxi to a hospital, or a taxi to the hotel.

(b) An employee may also be reimbursed necessary expenses caused by the illness or injury to the extent the deputy head is satisfied the expenses were additional to those which might have been incurred had the employee not been absent from the place of duty and which are not otherwise payable to the employee under an insurance policy, the Government Employee's Compensation Act, or other authority.

(c) When, in the opinion of the attending physician, an employee's condition resulting from illness or injury while travelling to the new place of duty warrants the presence of the next-of-kin or a representative of the family, the deputy head may authorize payment of:

(i) actual and reasonable return travelling expenses for such person to the location of the employee, minus return travelling expenses between the location of the person who is travelling and the headquarters city; and

(ii) actual and reasonable accommodation expenses at the location of the employee for any reasonable period as determined by the deputy head.

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

(a) On relocation to a post or between posts

When an employee is relocated to a post or between posts, the deputy head shall authorize and arrange shipment of all or part of the employee's household effects to the new place of duty, as follows:

(i) with respect to those household effects authorized for shipment, the deputy head shall approve for payment the actual and reasonable expenses for packing, crating, cartage, transportation, incidental storage for a period not exceeding twelve months, and unpacking;

(ii) with respect to those household effects not authorized for shipment, the deputy head shall make the necessary arrangements and approve for payment the actual and reasonable expenses for packing, crating, cartage and storage of such effects and, if necessary, transportation expenses to the employee's headquarters city or the nearest place where the deputy head determines suitable storage facilities exist;

(iii) whether or not a PMV is shipped under Section 15.17, the deputy head may authorize payment:

(A) of actual and reasonable storage costs, including insurance and a one-time preservation fee for such services as removing battery, raising PMV off tires, applying lubricants as required, etc. for commercial storage of the employee's PMV, where the "Canadian Red Book" value of the vehicle exceeds the estimated cost of storage for the posting period; or

(B) up to $30 per month, including insurance, for private dead storage, such amount to be adjusted from time to time, in accordance with the corresponding provisions of the Relocation Directive for private dead storage of a PMV, and indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates where the estimated cost of storage for the posting period exceeds the "Canadian Red Book" value:

(iv) at the discretion of the deputy head, an employee on cross-posting may be allowed:

(A) a supplementary shipment from the employee's headquarters city or third location, to the employee's post, provided that the total shipments do not exceed the weight limitations as prescribed in Section 15.14(a). This will apply to situations such as, but not limited to, a move to a significantly different climate requiring different clothing, or where food and other supplies must be brought to the post.

(B) a shipment to the headquarters city from the former place of duty of effects which will not be needed at the new place of duty. If the Deputy Head does not agree to a shipment to Ottawa for cost reasons, the employee shall not be penalized for overweight for these excess goods going to and/or from the new place of duty.

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. When, following notification of an assignment outside Canada, an employee chooses to ship household effects, for the use of 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.

(b) Subsequent shipment of household effects

(i) Subject to the overall weight limitations of Section 15.14, the deputy head may authorize shipment and approve for payment the actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of essential household effects requested within six months from the date of the employee's occupancy of permanent accommodation at the post, subject to the overall weight limitations of Section 15.14.

(ii) Except as provided for in Section 15.13(b)(v), shipment of effects after expiry of this time limit shall only be authorized where there is an increase in the number of the employee's dependants, for example, birth or adoption of a child, or replacements for inventory items lost at the place of duty as a result of fire, theft or other calamity.

(iii) Payment of shipping charges may not exceed the charges that would apply if the shipment were made between the employee's headquarters city and the post.

(iv) Shipment of effects of a dependent student who joins the employee at the post may be authorized under FSD 35 - Education travel.

(v) Notwithstanding Section 15.13(b)(i), a subsequent shipment of personal and/or household effects shall be authorized for employees who are returning to a level III, IV or V hardship post in accordance with the provisions of FSD 50.06.

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.

(c) On relocation from a post to a place of duty in Canada

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.

(d) Modes of shipment

(i) The household effects authorized for shipment to an employee's new place of duty shall be shipped using the most practical mode and route. Effects shall be shipped by surface means, by air cargo or by a combination of both modes as determined by the deputy head. In determining the mode of shipment the deputy head shall take into account anticipated costs of temporary shelter, available shipping facilities and conditions at the new place of duty.

(ii) In exceptional cases, the deputy head may authorize limited excess baggage or accompanied air freight, as appropriate, for example, where:

- access to the air shipment may be delayed;

- there may be an extended stay in temporary accommodation; or

- there is a need for more clothing because of a significant change in climate.

(e) Restrictions applying to shipments

(i) When a removal at public expense has been authorized in accordance with the foregoing, an employee may include all household effects, subject to the limits of Section 15.14.

(ii) The following is a representative listing of items which shall not be moved at public expense in accordance with the Relocation Directive:

- items which by law or tariff restriction may not be moved with household effects, for example, fuel, explosives, ammunition, corrosives, flammable liquids, aerosols, home brew, cooking oil (See Guideline);

- goods requiring climatically controlled conditions;

- building materials, patio stones, cement blocks, outdoor barbecues (brick, cement or stone);

- boats (except where sufficient space is available in the container authorized for shipment of the employee's household effects, including the employee's PMV or motorcycle where this has been authorized for containerized shipment with household effects);

- aircraft and parts of aircraft;

- trailers;

- livestock;

- portable buildings (except when dismantled and accepted by the mover on a straight-weight basis);

- farm or construction equipment or machinery.

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

(a) The total quantity of effects the deputy head will normally approve under Section 15.13 for shipment on each relocation at public expense shall not exceed the following weight limitations for the type of accommodation at the post.

No. of Persons in the Household	Furnished Accommodation	Unfurnished Accommodation
1	2700 kg net (5940 lbs)	4600 kg net (10,120 lbs)
2	3400 kg net (7480 lbs)	5300 kg net (11,660 lbs)
3	3700 kg net (8140 lbs)	5900 kg net (12,980 lbs)
4	4000 kg net (8800 lbs)	6500 kg net (14,300 lbs)
5	4300 kg net (9460 lbs)	7100 kg net (15,620 lbs)
6	4600 kg net (10,120 lbs)	7 700 kg net (16,940 lbs)
7 or more	4900 kg net (10,780 lbs)	8300 kg net (18,260 lbs)

(b) When effects have been authorized for shipment at public expense to a post, those effects shall be authorized for shipment and/or storage at public expense from that post.

(c) Where an employee chooses to ship additional effects to post at personal expense, the weight of these effects shall not be included in the weight entitlement on departure from post.

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:

(a) the employee's normal weight limitation, or

(b) the total weight of all shipments to post at public expenses, less the estimated weight of consumable goods shipped to post.

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:

(a) General

Items which are valuable or unique or difficult to replace, such as works of art, hand-crafted rugs, antiques, etc. should be described in more detail. Current appraisal reports must be provided for all items over the specified limits, as outlined in Section 15.20(j), and should be attached to the inventory. It is also helpful to have photos or videos of valuable items on file in case of damage or loss.

(b) Crystal, porcelain, art objects etc. should be described with emphasis on breakable or damageable items, particularly those that have a high value in comparison to like items. For name-brand crystal, porcelain, silverware and similar items which are still available commercially, appraisal reports are not required. The brand, model and specific design of these items should be noted.

Any single item valued at over $1000, other than name-brand items, or any personally-crafted item valued at more than $200 should be supported by an appraisal report, with a copy attached to the inventory.

(c) Furniture, major appliances and carpets, particularly when they will be detailed individually on the mover's inventory, need not be described in detail, but make and model should be noted. Where appropriate, similar items can be listed as sets, ie 8 mahogany dining room chairs at $300 each. Items being shipped outside Canada and the U.S. should be described in more detail.

For any antiques, carpets or unusual items valued at over $1000, appraisal reports should be obtained and copies attached to the inventory.

(d) Appliances, electrical and electronic equipment should be described by make, model and serial number, unless they are unique or antique and valued at more than $1000, in which case a current appraisal report should be provided and attached to the inventory. No compensation will be provided for appliances and electronic or electrical equipment unless a certificate of good working order at the time of shipment or storage is attached to the inventory.

(e) Other effects, such as clothing, cooking accessories, regular glassware and china, books, CDs, sporting equipment, tools, etc, may be listed in groups.

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(j).

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.

(a) When the deputy head is satisfied that the country to which an employee is about to be relocated:

(i) does not impose restrictive limitations on the size or other characteristics of the PMV to be shipped;

(ii) does not have vehicle operating laws or conditions that in the opinion of the deputy head make the operation of the employee's PMV significantly less safe than that experienced in Canada;

(iii) does not have prohibitive import duties or embargoes on the importation of private motor vehicles, or prohibitive disposal restrictions,

payment of the actual and reasonable expenses related to the crating, insuring and transporting of the PMV to and/or from the employee's post may be authorized.

(b) Expenses authorized under Section 15.17(a) shall not exceed the cost of crating, insuring, and transporting an employee's PMV from the old place of duty in Canada to the post, notwithstanding that the PMV may be shipped from a third location to the employee's post.

(c) Expenses authorized under Section 15.17(a) shall not exceed the cost of crating, insuring and transporting an employee's PMV from the post to the new place of duty in Canada, except that such expenses will only be authorized if the PMV is in the possession of the employee, or a dependant, at the post, prior to shipment.

(d) In cases of cross-posting, the expenses authorized under Section 15.17(a) shall not exceed the cost of crating, insuring and transporting an employee's PMV from:

(i) the employee's old place of duty to the new place of duty where the vehicle is shipped from the old place of duty, or

(ii) the employee's old place of duty in Canada to the new place of duty where the vehicle is shipped from a location other than the employee's former post, except where the deputy head determines, and advises the appropriate foreign service interdepartmental co-ordinating committee, that unusual circumstances warrant the waiver of this limitation.

(e) In determining the transportation entitlement under Section 15.04, the cost for PMV shipment shall be established in accordance with Sections (b), (c) and (d) above, but shall not exceed the estimated cost of shipping the vehicle from its location to the new place of duty.

(f) Payment of duties or taxes for which an employee may be liable at a post or in Canada in respect of a PMV shall not normally be authorized by the deputy head.

(g) Where the vehicle to be shipped exceeds the limits specified above, the deputy head may authorize actual and reasonable shipment expenses for such a vehicle to the limit of the maximum allowable.

(h) The deputy head shall not authorize shipment of a PMV which does not meet carrier specifications.

(i) The provisions of Section 15.17 may be applied to a PMV which is shipped directly from the manufacturer to a local dealer at the employee's post, notwithstanding that it is not owned by or registered in the name of the employee or dependant at time of shipment, in situations where the manufacturer will not ship directly to the employee. Reimbursement shall be limited to identifiable transportation costs, upon production of evidence satisfactory to the deputy head, for the purchase of a new PMV.

(j) The provisions of Section (i) may also be applied where, in the opinion of the deputy head, it is cost effective to purchase a new PMV from a local dealer, rather than pay directly for shipment of a PMV to a post.

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

(a) When an employee is relocated to or from a post outside Canada, household effects which have been authorized for shipment or storage at public expense are self-insured for damage and/or loss in excess of liability by carriers or other insurers, in accordance with the coverage and limitations specified in Section 15.20;

(b) If household effects are damaged or lost during shipment or storage, the employee may submit a claim to the Claims Administrator in accordance with Section 15.21 provided:

(i) an inventory of household 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;

(ii) before the articles were shipped or stored, the deputy head authorized shipment or storage at public expense; and

(iii) an intent to claim is sent to the last carrier and to the Claims Administrator within 30 days of receipt of effects.

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

(c) Where an employee anticipates claiming for damage and/or loss against the Crown:

(i) unless the total claim for damage and/or loss is under $200, notice of intent to claim for damage and/or loss pursuant to this section must be made by the employee to the last commercial carrier immediately on receipt of a shipment. If it is evident that the loss/damage was caused by a carrier or agent other than the last carrier, the employee shall claim against the responsible carrier or agent. The employee should also send a copy to the Claims Administrator, no later than 30 days after delivery of effects, which will also serve as intent to claim from the Crown;

(ii) claims under $200 do not require an intent to claim;

(iii) at a post, in the absence of an employee, Post administration shall undertake the action described in Section 15.18(c)(i), to be followed up subsequently by the employee, where a shipment is accepted by Post administration on behalf of, and prior to, the employee's arrival;

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

(d) Claims under $200

These should be submitted directly to the Claims Administrator, within 30 days of receipt of effects, and should include a brief description of the circumstances surrounding the damage or loss, a listing of items damaged and/or lost, a copy of the relevant inventory pages, and amount claimed.

(e) Claims over $200

Unless, in the opinion of the Claims Administrator, there are exceptional circumstances which justify an extension of the time limits specified in this Section and in Section 15.18(b) and/or 15.19(a) and (b), a claim for damage and/or loss of household effects must be submitted to the Claims Administrator within 90 calendar days of the date of notification submitted pursuant to Section 15.18(a) and must be supported by a completed claim form and attached documents containing the following information:

(i) the circumstances giving rise to the claim;

(ii) details on all claims for damage and/or loss, including nature of the damage, replacement cost value, age, and preference for repair, replacement or settlement on the basis of actual cash value, and amount claimed;

(iii) a copy of the moving company's delivery receipt detailing any apparent damage or missing items evident on delivery of effects;

(iv) a report on any settlement made by carriers and evidence that a claim for damage and/or loss has been submitted to the last carrier (except for claims under $200), unless it is evident that the loss/damage was caused by a carrier other than the last carrier, in which case the employee shall claim against the responsible carrier;

(v) a copy of appropriate pages of the inventory prepared and submitted prior to shipment or storage;

(vi) a report on any settlement made under a personal insurance policy.

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

(a) When an employee

(i) is relocated to or from a post outside Canada;

(ii) is on temporary duty as part of relocation; or

(iii) relocates by car;

the Crown assumes the risk for damage and/or loss to accompanying baggage, to a maximum of $1000 per traveller, beyond the compensation provided by the carrier, credit card company or auto insurer, subject to the limitations of Sections 15.19(c) and 15.20, provided that:

(iv) an inventory of accompanying baggage showing replacement cost value in Canada at the time the inventory was prepared was filed with the deputy head two weeks prior to commencement of travel;

(v) effects acquired after submission of an inventory or acquired in transit on relocation and authorized for shipment at public expense are supported by documentary evidence of purchase;

(vi) a claim is submitted to the last carrier or other insurer as prescribed; and

(vii) once the last carrier or other insurer settles, or no later than 90 days after arrival at the new place of duty, a claim, for damage and/or loss is submitted to the Claims Administrator.

Claim for damage and/or loss to accompanying baggage

(b) Unless, in the opinion of the deputy head, there are exceptional circumstances which justify an extension of the time limits specified in this Section, a claim for damage and/or loss of accompanying baggage must be submitted within 90 calendar days after arrival at the mission and must be supported by a completed claim form and attached documents containing the following information:

(i) the circumstances giving rise to the claim;

(ii) the extent of the damage or loss;

(iii) the amount claimed in respect of each article;

(iv) a copy of the claim submitted to the carrier or insurer;

(v) a copy of the reply from the carrier or insurer outlining their liability and proposed settlement;

(vi) a copy of the police report detailing circumstances of damage and/or loss, where appropriate;

(vii) a copy of any settlement made under any personal insurance policy.

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

(c) In addition to the general limitations in Section 15.20, the following exclusions apply to accompanying baggage:

(i) damage to luggage which can be repaired;

(ii) loss of cellphones, laptop computers, cameras or other electronic equipment, although transit related damage to these items will be considered; and

(iii) damage and/or loss occurring while on circuitous travel, i.e. not official relocation travel as indicated on the application for accountable advance or non-accountable relocation allowance.

Limitations of compensation for damage and/or loss

15.20 In this directive:

(a) Actual cash value (ACV) takes into account the age, condition and expected life-span of the article, as determined by the Claims Administrator in accordance with good industry practice;

(b) Beauty Allowance is an allowance, not to exceed the actual cash value, to compensate for visible damage which does not affect the performance or function of the item;

(c) Repair is the restoration of an item to a serviceable condition at a cost not to exceed the replacement cost value;

(d) Replacement cost value (RCV) is the cost of replacement of a damaged or lost item with one of like kind and quality in Canada at the time of loss;

and

(e) The maximum amount which may be paid against a claim for damage and/or loss of household effects while in transit is the amount agreed to in the National Joint Council. In 2002, this is:

(i) $120,000 for employees occupying Crown-furnished accommodation; or

(ii) $140,000 for employees occupying unfurnished accommodation and shipping furniture; and

(iii) $120,000 for effects in storage at public expense;

reduced by any settlement received by the employee from a carrier/insurer.

(f) An employee who obtains personal insurance on specific household and/or personal effects which are excluded or exceed specific coverage provided by the Crown shall provide the Claims Administrator with a copy of the policy and an inventory of the items covered by the policy. An employee shall have no claim to compensation from the Crown for any item covered by a personal insurance policy. Where an employee does not submit an inventory of items covered by a personal insurance policy, the policy shall be deemed to cover all household effects and a claim against the Crown shall not be considered.

(g) The requirement to specify items covered by personal insurance does not apply if the coverage is for loss in excess of the Crown's liability, as specified in Section 15.20(e) above. In this case, the employee's personal policy would be for the full replacement cost value of household effects with a deductible equivalent to the Crown's liability as specified above.

(h) In line with good industry practice, the following conditions and exclusions shall be applied by the Claims Administrator in the processing of claims against the Crown for damage and/or loss:

(i) where an item is not being repaired or replaced, compensation shall not exceed the actual cash value at the time of loss;

(ii) where an item can be restored to serviceable condition, compensation shall not exceed the repair cost, up to the replacement cost value of the item;

(iii) where replacement cost value or actual cost value is authorized for item(s) which have been damaged and have not been repaired, the Crown retains the right to claim the original item(s) for salvage or disposal;

(iv) the cost of repair or replacement of appliances and/or mechanical, electrical or electronic equipment in storage necessitated by natural deterioration is limited to the actual cash value at time of entry into storage, but no claim will be considered unless the items were certified to be in good working order at the time of entry into storage;

(v) compensation for loss of artistic value is limited to a beauty allowance;

(vi) compensation for lost software will not be authorized unless there is evidence of official purchase or "certificate of authenticity", and only where the manufacturer will not replace free or at reduced charge; where replacement is offered at a reduced price, this may be claimed by the employee;

(vii) liability for alleged loss of effects designated for shipment and believed to have been placed into long-term storage in error is limited, at the discretion of the Claims Administrator, to $500 for items which must be replaced while on posting; this is not to prejudice the right to claim for loss of items which are not found in long-term storage on return to Canada;

(viii) claims for professional cleaning or pressing of garments will only be considered where there is clear evidence of fault or negligence beyond the employee's control and beyond the normal requirements for pressing expected with a move;

(ix) in the case of damage and/or loss to an article or articles which are part of a set, the measure of the damage and/or loss to such an article or articles shall be a fair and reasonable proportion of the total value of the set as determined by the Claims Administrator, but in no event shall such loss be construed to mean the total loss of the set.

(i) No reimbursement shall be made:

(i) for sums of money lost in transit;

(ii) in excess of $200 for personally created items (such as carvings, paintings, manuscripts, etc.), unless they are supported by receipts (eg framing) or have been professionally evaluated and a copy of the appraisal is attached to the inventory;

(iii) in excess of $1000, for valuable or unusual items such as art objects, porcelain, hand-crafted carpets, paintings, antiques, heirlooms, and collections, other than coin or stamp collections, unless they have been professionally evaluated, and a copy of the appraisal, which was obtained prior to shipment, indicating the condition and value of the item, is attached to the inventory;

(iv) for damage to items requiring climatic control ;

(v) for damage and/or loss of any type of liquid, foodstuff or cleaning products, or for any damage to accompanying effects due to leakage or spillage of these items;

(vi) for loss of commercial value as a result of damage to valuable items;

(vii) for articles excluded from insurance coverage by the Crown; these articles comprise:

1. furs;

2. coin or stamp collections;

3. jewellery, watches and set or unset gems;

4. articles for which an insurance company would not have assumed the risk.

(viii) where a motorcycle, which has been authorized and serviced for shipment as household effects, is damaged or lost, reimbursement for the cost of restoring the motorcycle to serviceable condition or the cost of replacement shall be limited to the "Canadian Red Book" value of the motorcycle at the time of shipment. (Ref. Section 15.17)

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(j)(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

(a) The Claims Administrator shall approve claims of up to $200 which are submitted in accordance with Section 15.18(d) on the basis of replacement cost value.

Claims over 0 and under 0

(b) In the interest of efficient processing of claims for damage and/or loss of effects under Section 15.18 and/or 15.19 which do not exceed $500, the Claims Administrator shall approve:

(i) claims for reimbursement on the basis of the replacement cost value as listed on the employee's current inventory, without receipts for replacement items;

(ii) the cost of obtaining an estimate(s) of repairs to items damaged in transit or storage, and the cost, as evidenced by vouchers or reliable estimates, of restoring the article to serviceable condition; and/or

(iii) the cost of restoring the item to a serviceable condition, up to the replacement cost value of the damaged item;

provided that the claim is submitted in accordance with Section 15.18(c) and (e) and/or 15.19(b), and subject to the limitations of Section 15.20.

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

(c) For claims over $500 and under $5000, which have been submitted and documented in accordance with Sections 15.18(c) and (e) and/or 15.19(b), the Claims Administrator shall approve, as appropriate:

(i) the cost of obtaining an estimate(s) of repairs to items damaged in transit or storage, and the cost, as evidenced by vouchers or reliable estimates, of restoring the article to serviceable condition;

(ii) the cost of restoring the item to a serviceable condition, up to the replacement cost value of the damaged item;

(iii) actual cash value, where it is not economical to repair an item (costs exceed replacement cost value) and the employee chooses not to repair or replace the item;

(iv) replacement cost value in Canada, where goods cannot be restored to serviceable condition and are replaced, or where essential items are replaced outside Canada, an amount up to the replacement cost value in Canada, plus an amount up to the shipping cost between Canada and the post, plus applicable sales taxes;

(v) a beauty allowance, not to exceed the actual cash value of the item, where effects have minor damage which does not affect operation or function;

(vi) actual cash value where effects cannot be restored to serviceable condition and are not replaced;

where such amounts shall be determined:

(vii) at the time the inventory was prepared, in respect of goods lost or damaged in transit to or from a post when shipped in accordance with Section 15.13; and/or

(viii) at the time the goods are removed from long-term storage for effects which have been stored in accordance with Section 15.13(a)(ii) or 15.13(c), except as noted in Section 15.20(h)(iv);

except that:

(ix) a claim may be approved on an interim basis in accordance with sub-section (vi) above, and final settlement made in accordance with sub-section (iv) above, when effects are replaced.

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:

(a) An electric hand mixer with a RCV of $30 is lost; the employee purchases a new electric hand mixer and is reimbursed the full purchase cost of $30, plus applicable sales taxes, upon production of a receipt;

(b) An electric hand mixer with a RCV of $30 is lost; the employee chooses to replace the mixer with a food processor at a cost of $250. Upon production of a receipt, the employee would be reimbursed $30, plus applicable sales taxes, which is the RCV of the item which was lost, which could then be applied to the purchase of the food processor;

(c) An electric hand mixer with a RCV of $30 is lost; the employee chooses not to replace the mixer but instead to purchase an iron; compensation would be limited to the Actual Cash Value.

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 Section15.21(c)(iii), (v) and (vi).

Claims over 00

(d) Claims over $5000 will be settled in the same manner as described in Section 15.21(c), but will normally be processed upon receipt of a written appraisal by a professional claims appraiser/adjuster engaged by the Claims Administrator. The Claims Administrator may request the assistance of the Post in locating reputable commercial claims adjusters.

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

(a) Pending settlement of a claim for damage and/or loss to effects stored, accompanied or shipped at public expense, the Claims Administrator, without prejudicing the settlement of claims, may authorize an accountable advance to the employee not to exceed the actual cash value of the lost or damaged effects.

(b) Any advance made to an employee and any compensation received by the employee from a third party shall be recovered from the employee or taken into account in making final settlement of the claim.

(c) More than one advance payment may be made to an employee provided that:

(i) the total amount of all advances does not exceed the actual cash value of claimable items, or

(ii) the employee has accounted for an advance and is requesting a subsequent advance for the purchase of replacement items, up to the actual cash value of the outstanding claimable items.

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 01, 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:

(a) payment of return travelling expenses from the present place of duty to the new place of duty; where travel by private motor vehicle (PMV) is authorized, the rate paid shall be the lower kilometric/mileage rate unless it can be shown that travel by PMV at the rate for travel under the NJC Travel Directive is less costly than commercial transportation or car rental; parking, ferry and toll charges shall also be reimbursed, as appropriate; when transportation is by PMV, car rental or other transportation expenses shall not be reimbursed; (revised July 1, 2005)

Instruction

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 Government Travel web site http://www.collectionscanada.gc.ca/webarchives/20071116092842/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.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; (revised July 1, 2005)

(b) payment of living expenses at the new place of duty for a maximum of seven consecutive days (up to eight nights)

(c) payment of actual and reasonable local transportation expenses or car rental costs during a HHT to Canada, as follows:

(i) the cost of a rented car (compact), including kilometric (mileage) rate, or

(ii) the kilometric (mileage) rate under the Travel Directive for use of a PMV, or

(iii) public transportation costs not to exceed the cost of car rental,

for a period of up to seven days;

(d) payment of local transportation expenses during a HHT to a post by the most practicable and economical means as determined by the deputy head for a period of up to seven days; this could include taxis or in the case of car rental, a vehicle other than a mid size car, depending on post conditions;

(e) payment of dependant care expenses incurred by employees who are single parents or whose spouses or common-law partners accompany them on the HHT, for dependant(s) under 18 years of age who reside permanently with the employee where these are in excess of any existing child-care arrangements. The employee shall be reimbursed actual and reasonable dependant care expenses:

(i) up to a daily maximum of $35 Canadian, per household, with a declaration, or

(ii) up to a daily maximum of $75 Canadian, per household, with a receipt,

except that,

(iii) where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee.

(f) payment of one or more telephone calls during a HHT to dependant(s) at the former place of duty, station-to-station, at reduced evening rates, to a total maximum of fifteen minutes if unaccompanied and three minutes if accompanied, with deputy head discretion to extend the three minute limitation in unusual circumstances acceptable to the deputy head, such as illness of a dependant; telephone calls may not be claimed where an employee is receiving an incidental expense allowance for travel within Canada or the U.S.A;

(g) travelling time to and from the new place of duty where it is not possible for the employee or the employee's spouse or common-law partner, who is also an employee, to travel during non-working hours;

except that:

(h) an extension of the time limits and related expenses under Sections 15.30(b), (c), (d), (e) and (f) may be authorized where in the opinion of the deputy head additional time is required at the new place of duty to conclude leasing arrangements; and

(i) where transportation costs are not incurred for a HHT, the deputy head may authorize reimbursement of those local transportation expenses and dependant care expenses which would be authorized for a HHT, while in receipt of family separation expenses or in conjunction with relocation travel; and

(j) where transportation costs are not incurred for a HHT, the deputy head may authorize payment of those living expenses, local transportation and/or dependant care expenses which would be authorized for a HHT, where it would be cost-effective to authorize such expenses in conjunction with other travel, such as temporary duty, foreign service travel or vacation travel;

(k) where transportation costs are not incurred for a HHT, the deputy head may authorize payment of living expenses and/or dependant care expenses for a dependent child where it would be cost-effective to authorize a HHT in conjunction with other travel;

(l) where there are children who, because of a permanent disability, require the full-time care of a parent, the deputy head may authorize commercial transportation costs only for such children to accompany their parents on the house-hunting trip.

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 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 $2,600 per relocation, for which receipts are not required, except that, in cases of short-term relocations outside Canada and the U.S.A., the employee shall have the option: (revised April 1, 2007)

(a) to claim actual and reasonable expenses not to exceed $2,600, for which receipts are required, or (revised April 1, 2007)

(b) to be granted an incidental relocation expense allowance of $250 for which receipts are not required.

Instructions

1. The dollar amount specified in Section 15.31 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. Where an employee claims actual and reasonable incidental relocation expenses, a representative list of admissible expenses may be found under FSD 15 "Submission of Expense Claims" of the 1989 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. Whether or not an accountable advance has been issued in anticipation of expenses incurred under Section 15.31(a), an employee's claim for incidental relocation expenses will normally be honoured up to four months following occupancy of permanent accommodation.

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:

(a) up to a maximum of $868 per relocation, for relocations to and/or from Canada; or (revised April 1, 2007)

(b) up to a maximum of $1,301 per relocation, for relocations from one post to another post, (revised April 1, 2007)

(c) up to a maximum of $868 per relocation, for relocations from one post to another post, in all other situations where an employee has disposed of a PMV which was in use at the old post or is awaiting shipment of a PMV at the new post. (revised April 1, 2007)

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.

Living expenses in temporary accommodation

15.33

(a) General

Living expenses in temporary accommodation are payable at the old and new place of duty for the period during which an employee is unable to occupy their assigned permanent accommodation. The period for which living expenses may be authorized shall be determined by the deputy head depending upon the availability and suitability of accommodation.

Except where otherwise specified, an employee shall be entitled to claim living expenses for a minimum of two days temporary accommodation at each of the old and new places of duty. It is the prerogative of management to judge the suitability and availability of permanent accommodation at the old and new place of duty. Where available at a post, Crown-held accommodation shall be used rather than commercial facilities.

An employee who has dependant(s) residing in the principal residence who are nine years of age or less may be reimbursed dependant care expenses for a maximum of four days per relocation while effects are packed/unpacked and loaded/unloaded. Dependant care assistance shall be limited to working hours, and shall be reimbursed in accordance with the dependant care provisions of this directive.

When authorized in advance, and subject to the specific provisions of this directive, actual and reasonable living expenses in temporary accommodation, if necessary, for an employee and each accompanying dependant, may be claimed as follows, for:

(i) Hotel Accommodation

- actual and reasonable accommodation expenses;

- incidental expenses as defined in Instruction 2; and

- reasonable expenses for meals up to the daily meal allowance.

(ii) Self-Contained Accommodation

- actual and reasonable accommodation expenses;

- incidental expenses as defined in Instruction 2; and

- reasonable expenses for meals in an amount not to exceed 80% of the applicable daily meal allowance (see Instruction 1) except that the full daily meal allowance may be claimed for two days.

(iii) Private Non-commercial Accommodation

- accommodation expenses in accordance with the Travel Directive for private non-commercial accommodation;

- incidental expenses as defined in Instruction 2; and

- reasonable expenses for meals in an amount not to exceed 80% of the applicable daily meal allowance (see Instruction 1) except that the applicable full daily meal allowance may be claimed for two days.

(iv) Permanent Crown-held Accommodation

- incidental expenses as defined in Instruction 2 and reasonable expenses for meals up to the applicable daily meal allowance may be claimed for two days.

Instructions

1. At a post, when an employee occupies temporary self-contained accommodation or private non-commercial accommodation and is authorized to claim living expenses beyond the two-day entitlement, post management shall establish a reduced amount for meals for periods beyond two days as an approximation of actual and reasonable food costs based on a fair assessment of local food costs and the facilities available in the temporary or private accommodation for the preparation and storage of food.

2. Incidental expenses may be claimed as follows:

(a) Outside Canada and U.S.A.

- 32% of the daily meal allowance, where there is a 3-meal allowance, or

- 40% of the daily meal allowance, where there is a 2-meal allowance, or

- 40% of actual and reasonable meal expenses, where there is no established meal allowance;

(b) Within Canada and U.S.A.

At the rates shown in Appendix C of the Travel Directive.

(c) In addition to the foregoing, living expenses may include the cost of parking for one PMV at an employee's temporary living accommodation if parking is not provided free of charge;

(d) Where an employee claims incidental expenses without receipts under this section, a claim may not be made for laundry, dry cleaning and/or valet services and attendant gratuities under Section 15.10.

(e) 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.

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

4. 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.

5. 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 where the employee has vacated personally-owned accommodation to facilitate redecorating or repair work.

6. 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.

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

(a) an employee chooses, and the employer agrees, to continue to occupy permanent accommodation until departure from the old place of duty, or to move into permanent accommodation immediately upon arrival at the new place of duty. In each of these situations, an employee may claim living expenses (which shall include a waiver of shelter cost under FSD 25 - Shelter) for two days, or

(b) an employee is maintaining a principal residence at the old place of duty or has established a principal residence at the new place of duty, which is occupied by a dependant at the time of the relocation. These situations occur, for example, when an employee accepts an assignment on an unaccompanied basis or where family separation expenses have been authorized. In these situations, where living expenses are not necessarily incurred as a result of the relocation, the two-day entitlement shall not apply.

8. When the 35-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.

9. 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.

10. 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.

11. All allowances and incidentals in Canada and the U.S.A. are payable at the rates shown in Appendix C of the Travel Directive, as adjusted from time to time and indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

12. All allowances and incidentals outside Canada and the U.S.A. are payable at the rates shown in Appendix D of the Travel Directive, as adjusted from time to time and indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

(b) On relocation to a post

(i) Subject to Section 15.33(a), when authorized in advance, an employee may claim actual and reasonable living expenses in temporary accommodation, as outlined in this directive, prior to departure from the old place of duty and immediately following arrival at a post, for a total period of 21 days.

(ii) 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 21-day period.

(iii) When an employee precedes a dependant to a post, living expenses in temporary accommodation may be claimed in accordance with Section 15.34(c), Family Separation Expenses on Relocation to a Post. However, when a dependant arrives at the post, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 21 days, less the period for which living expenses in temporary accommodation were paid on behalf of the employee and/or dependant under Section 15.34(c).

(iv) Except where an employee is occupying private accommodation or temporary self-contained accommodation, upon expiry of the initial 21-day time limit specified above, the employee who is still unable to occupy permanent accommodation because, in the opinion of the deputy head, sufficient household effects are not available, or because suitable Crown-held accommodation is not available for occupancy, or for some other reason satisfactory to the deputy head, may claim actual and reasonable accommodation expenses, incidental expenses as defined in Instruction 2 following Section 15.33(a) and reasonable expenses for meals in an amount not to exceed 80% of the daily meal rate. Upon expiry of a further 14-day period, the employee who is still unable to occupy permanent accommodation, for reasons acceptable to the deputy head, shall be subject to the applicable shelter cost, in accordance with Directive 25.

(v) Upon expiry of the initial 21-day time limit specified above, the employee who is occupying private accommodation or temporary self-contained accommodation who is still unable to occupy permanent accommodation because, in the opinion of the deputy head, sufficient household effects are not available, or because suitable Crown-held accommodation is not available for occupancy, or for some other reason satisfactory to the deputy head, may continue to claim actual and reasonable accommodation expenses. Upon expiry of a further 14-day period, the employee who is still unable to occupy permanent accommodation, for reasons acceptable to the deputy head, shall be subject to the applicable shelter cost, in accordance with Directive 25. Where the employee's shelter cost exceeds the actual accommodation expenses, the employee shall not be subject to a shelter cost but shall instead be responsible for payment of actual accommodation expenses.

(vi) In all circumstances not described above, the employee shall be responsible for living expenses in temporary accommodation.

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 21 days, because Crown-held accommodation is not available for occupancy, and the deputy head is satisfied that 80% 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 80% 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.

(c) On relocation to a place of duty in Canada

(i) Subject to Section 15.33(a), when authorized in advance, an employee may claim actual and reasonable living expenses in temporary accommodation, as outlined in this directive, prior to departure from the post and immediately following arrival at the new place of duty in Canada, for a total period of 21 days.

(ii) 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 21-day period.

(iii) When an employee is to be paid Family Separation Expenses under Section 15.34, the total period for which living expenses may be claimed prior to and following arrival at the new place of duty in Canada is limited to 7 days. However, when a dependant arrives at the new place of duty in Canada, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 21 days, less the period for which living expenses were paid on behalf of the employee prior to the arrival of the dependant.

(iv) Upon expiry of the initial time limit specified above, the employee who is still unable to occupy permanent accommodation, for reasons acceptable to the deputy head, may claim actual and reasonable expenses for accommodation and laundry for a further period of 14 days.

(v) Where permanent accommodation is available for occupancy, and, through no fault or choice of the employee or of a dependant, household effects are not available for delivery to that accommodation in the headquarters city, because of a delay in shipment or because arrangements could not be made for delivery of household effects on the occupancy date, the deputy head may authorize the payment of actual and reasonable expenses for accommodation and laundry for a period ending one day after delivery of the employee's household effects. (revised July 20, 2006)

Instruction

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.

Guidelines

1. When unusual conditions, such as extremely low vacancy rates, prevail and an employee encounters difficulty in obtaining permanent accommodation which can be occupied within the periods provided under Section 15.33(c), consideration will be given to exercise managerial discretion to approve any temporary accommodation expenses in excess of the employee's normal accommodation costs.

2. Expenses shall be limited to actual and reasonable expenses for accommodation and laundry, at an establishment approved by the deputy head, reduced by an employee share. Where an employee leases permanent accommodation, the employee share shall be the monthly rent as specified in the lease. Where an employee purchases permanent accommodation, the employee share shall be the shelter cost determined in accordance with FSD 25 - Shelter, where household size reflects the number of persons occupying temporary accommodation and annual salary reflects the employee's annual salary on the initial date of occupancy of temporary accommodation.

3. 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 considered 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. 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

(a) General

To assist an employee to temporarily maintain two residences, assistance may be provided, as outlined in this directive, in certain situations where an employee accepts an assignment on an unaccompanied basis or where an employee precedes a dependant to the new place of duty: and, where

(i) reimbursement of FSE shall be supported by a certificate in the following form signed by the employee or surviving dependant:

"I certify that I have incurred living expenses in maintaining my dependant(s) in a separate residence during the period from _____ to _____ as a result of family separation arising from my relocation and that these expenses are not otherwise payable under the Foreign Service Directives."

(ii) payment of FSE may be authorized by the deputy head in the following circumstances:

(A) where, for operational reasons, the deputy head directs an employee to accept an assignment on an unaccompanied basis, or to continue or extend an assignment where dependants have been evacuated under the provisions of FSD 64 - Emergency evacuation and loss and living expenses for the separated dependants are not being paid under that directive; the period would normally be up to the duration of the employee's assignment or extension, or such date as the deputy head authorizes a dependant(s) to join the employee at the post;

(B) where disruption of a dependant's education would occur; except as provided for in subsections (E), the period would normally be to the end of the relevant school term;

(C) where a dependant is ill and is unable to relocate with the employee; the period would normally not exceed nine months and would end not later than 14 days following the date that the attending physician certifies that the dependant is medically fit to travel;

(D) where a dependant remains at the former place of duty in Canada to arrange for disposal of the employee's principal residence; the period would normally not exceed nine months and would end on the day following the closing date of the Agreement of Purchase and Sale or the day following the commencement date of a rental agreement, whichever is applicable;

(E) where the family of an employee remains in Canada in order to avoid disruption of a dependent child's education at the primary or secondary level and the employee consequently accepts an assignment on an unaccompanied basis; the period would normally end when the child completes the final year of secondary education, or when the family relocates to the post, or on completion of the employee's assignment, whichever is earlier;

Instruction

Effective June 1, 2001, Sections 15.34(a)(ii)(F) and (G) have been transferred to FSD 17 - Assistance for spouses or common-law partners

(iii) in exceptional circumstances, if, as a result of factors outside the employee's control, the two residences must be maintained beyond nine months, the deputy head may approve a further maximum period of three months of assistance. In such cases the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee;

and

(iv) when FSE is being paid in respect of Section 15.34(a)(ii)(D), the employee must be able to demonstrate that active and realistic attempts have been made to dispose of the principal residence subsequent to confirmation of posting;

(v) FSE shall not be authorized where a dependant remains at the former place of duty, or at some other location:

(A) to dispose of income-producing property, or

(B) because of employment reasons, except as provided for under FSD 17 - Assistance for spouses or common-law partners, or

(C) because of the voluntary separation of the family for personal reasons, except as provided for under FSD 17 - Assistance for spouses or common-law partners, or

(D) to attend school, where the student was not residing with the employee prior to the relocation.

Instructions

1. Waiver of shelter cost and/or financial assistance is intended to offset the cost of maintaining the second residence. The employee remains responsible for one set of household expenses.

2. The waiver of shelter cost under Section 15.34(a)(ii)(E) recognizes the two rent situation an employee may face, and applies during the year(s) that the child is attending primary or secondary school in Canada, but does not apply if an allowance is paid for that child under FSD 34 - Education allowances.

3. Where less than three months remain in the employee's posting following completion of the child's final year of secondary education, the waiver of shelter cost may continue until the end of the employee's posting.

4. Nothing in Section 15.34(a)(ii)(E) precludes the family from relocating to the post, at which time the employee shall pay the appropriate shelter cost. Payment of relocation expenses for the family would not normally be approved if less than six months remain in the employee's assignment at the post.

(b) FSE on relocation to a place of duty in Canada

An employee may claim:

(i) living expenses in temporary accommodation for seven days on relocation to a place of duty in Canada under the provisions of Section 15.33 (c);

(ii) waiver of the applicable shelter cost in accordance with FSD25 - Shelter, with effect from the day of the employee's departure from the post;

(iii) the cost of one return trip to the former place of duty when the deputy head is satisfied that the employee's dependants require the assistance of the employee in travelling to the new place of duty; and

(iv) living expenses in temporary accommodation for seven days and waiver of shelter cost where the employee's dependants precede the employee on relocation to Canada.

(c) FSE on relocation to a post

Subject to the provisions of Section 15.34(a)(ii)(E), where applicable, an employee who accepts an assignment on an unaccompanied basis and for whom FSE has been authorized, shall be entitled to a waiver of shelter cost under FSD 25, Shelter, for the duration of the assignment, and/or as applicable;

pending the arrival of a dependant, and in lieu of the provisions of Section 15.33(b), an employee may claim living expenses in temporary accommodation for two days on arrival at post. In addition, following expiry of the initial two-day period:

(i) an employee may claim living expenses in temporary accommodation in accordance with Section 15.33, except that:

(A) where the employee precedes the dependant(s), expenses may not be claimed at the former place of duty;

(B) expenses for the dependant(s) at the former place of duty shall be limited to two days;

(C) the employee's shelter cost under FSD 25 - Shelter, shall be waived until the arrival of a dependant unless the employee and dependant(s) continue to occupy temporary accommodation in which case the shelter cost shall apply on the 36th day following initial occupancy of temporary accommodation; and

(D) an employee may claim an allowance of up to $420 per month, adjusted by the Post Index, for occupancy of private accommodation, such amount to be adjusted in accordance with the relevant provisions of the Relocation Directive for family separation expenses while in temporary accommodation.

(ii) an employee's shelter cost under FSD 25 - Shelter shall commence on the day of arrival of a dependant, where an employee is occupying permanent accommodation; and

(iii) one return trip to the former place of duty may be authorized when the deputy head is satisfied that the employee's dependant(s) require the assistance of the employee in travelling to the new place of duty.

Instructions

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

2. When an employee is absent from the place of duty on leave or in travel status while at the same time claiming FSE, the FSE reimbursement shall only be made for non-cancellable costs. For persons in private accommodation, reductions in the monthly allowance shall be made if the period of absence exceeds one week and shall be proportionate to the days of absence relative to the number of calendar days in the month.

3. Where FSE is claimable for a period of less than one full month, the amount payable is calculated by multiplying the amount normally claimed for a full month by the number of days claimed for FSE divided by the number of calendar days in that month.

4. 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 4 following Section 15.33(a).

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

(a) retirement, the deputy head shall approve for payment actual and reasonable relocation expenses as defined in Section 15.02(c)(ii), from the approved place of residence abroad, to:

(i) the employee's headquarters city, or

(ii) any other place, except that expenses payable shall not exceed those that would be paid to the employee's headquarters city,

provided removal is effected within six months of the employee's last day of employment except that, in cases of retirement which are not beyond the reasonable control of the employee, where the employee has not completed the agreed-to tour of duty, the deputy head may require that the employee pay a portion of the expenses in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to the following formula:

period of assignment uncompleted
previously agreed duration
of assignment
X
relocation expenses
=
amount payable by the employee

in which case, the employee shall be so advised in writing before departure from the post;

(b) workforce adjustment, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with Section 15.35(a); subject to operational requirements, an employee may be relocated to the headquarters city prior to termination of employment or may be relocated directly to the place where the employee chooses to retire;

(c) the employee's death, the deputy head shall approve for payment actual and reasonable expenses payable under this directive on behalf of a dependant abroad in accordance with Section 15.35(a) provided the move is effected within six months of the employee's last day of employment;

(d) resignation or dismissal, the deputy head may

(i) approve for payment actual and reasonable relocation expenses as defined in Section 15.02(c)(i), of the employee and each dependant, on a pro-rata basis, from the approved place of residence abroad to the employee's headquarters city according to the following formula:

period of assignment completed
previously agreed duration of
assignment
X
relocation expenses
=
amount payable at public expense

except that where an employee chooses to relocate to a location other than the headquarters city, the amount payable shall not exceed the amount as determined in the foregoing formula;

and/or

(ii) authorize recovery of relocation expenses as defined in Section 15.02(c)(ii) paid in respect of the journey to the post, where the employee resigns within one year from date of arrival at the post, on a pro-rata basis, according to the following formula:

period of assignment completed
previously agreed duration of
assignment
X
relocation expenses
=
amount payable at public expense

and

(iii) relocation expenses shall only be paid if the relocation is effected within two months of the last day of employment and shall be limited to the expenses that would be payable for relocation between the employee's post and the dependant's approved place of residence abroad, and the employee's headquarters city.

(e) extended periods of leave without pay, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with Section 15.35(a), provided removal is effected within twelve months of the employee's last day of duty at the post.

except that, subject to the limitations of this section, an employee may elect for a non-accountable relocation travel allowance (NAA) in accordance with Section 15.04. Where such an election is made, the provisions outlined in Section 15.35, other than for travel, shall continue to apply. (revised October 1, 2004)

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.

5. Where an employee elects for a non-accountable relocation travel allowance (NAA), in lieu of the provisions of Section 15.35(d), the NAA shall reflect the limitations of Section 15.35(d) for travelling expenses only, of the employee and/or dependant. (revised October 1, 2004)

Early termination of posting

15.36

(a) When an employee serving at a post requests relocation to Canada before termination of the agreed-to assignment,

(i) the deputy head may require that the employee pay a portion of the relocation expenses as defined in Section 15.02(c)(ii), in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to the following formula:

period of assignment uncompleted
previously agreed duration of assignment
X
relocation expenses
=
amount payable by the employee

in which case, the employee shall be so advised in writing before departure from the post, and

(ii) subject to the limitations of this section, an employee may elect for a non-accountable relocation travel allowance (NAA) in accordance with FSD 15.04. Where such an election is made, the provisions outlined in Section 15.36, other than for travel, shall continue to apply. (revised October 1, 2004)

Instructions

1. 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.

2. Where an employee elects for a non-accountable relocation travel allowance (NAA) under Section 15.36(a)(ii), the NAA shall reflect the limitations of Section 15.36(a)(i). (revised October 1, 2004)

(b) Where an employee who has been assigned to duties at a post outside Canada for a period of one year or more is recalled to Canada prior to completion of the normal period of posting, the deputy head shall reimburse the employee the amount paid in customs duties and taxes in respect of a reasonable quantity of goods purchased for personal use that does not qualify for tax-free admission because the period of possession or absence from Canada was insufficient, where:

(i) reimbursement shall be made only on goods purchased prior to notification of recall to Canada where such goods would normally have been permitted duty and tax-free entry to Canada had the employee completed the assignment; and

(ii) the employee's posting has been terminated due to:

(A) illness or death of an employee or dependant; or

(B) program related reasons, such as:

- re-assignment for service in Canada, or to a post, where the employee's goods are returned to Canada for storage,

- promotion,

- release,

- lay-off,

- training, or

- staff reductions.

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

(a) Where an employee is to be relocated during the long school holiday recess, the deputy head may authorize payment of actual and reasonable relocation expenses as defined in Section 15.02(c)(ii), to the employee's new place of duty, for a dependent student:

(i) who will not be residing with the employee at the post, but for whom an education allowance or shelter assistance is payable under FSD 34 - Education allowances; and/or

(ii) who has not been residing with the employee at the post, but for whom an education allowance or shelter assistance has been paid under FSD 34 - Education allowances for the academic year immediately preceding the relocation.

(b) In lieu of the provisions of Section 15.38(a) the deputy head may authorize payment of actual and reasonable living expenses for a dependent student to the maximum established in FSD 34.04(b) from the time the employee occupies temporary accommodation at the old place of duty in accordance with Section 15.33 until the commencement of the school term.

(c) 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.

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:

(a) as defined in Section 15.02(c)(ii) where the person leaves the post with the employee or in advance of the employee; or

(b) as defined in Section 15.02(c)(i) where the person leaves the post within one year of the employee's date of departure from the post; or

(c) as defined in Section 15.02(c)(i) where the person has been in fulltime attendance at an educational institution outside Canada and returns to Canada within three months from the date of completion of the program in which the student was enrolled at that educational institution, in an amount not exceeding the costs of relocation between the dependant's approved place of residence abroad and the employee's headquarters city.

except that an employee may elect for a non-accountable relocation travel allowance (NAA), in accordance with Section 15.04. When such an election is made, the relocation provisions of Section 15.39, other than for travel, shall continue to apply. (revised October 1, 2004)

Instructions

1. 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.

2. Where an employee elects for a non-accountable relocation travel allowance (NAA), in lieu of the provisions of Sections 15.39(b) or (c), the NAA shall be determined on the basis of travelling expenses only, for the dependant. (revised October 1, 2004)

Dependants prohibited from accompanying an employee

15.40

(a) Subject to Section 15.40(c), when an employee serving abroad is relocated to a post where it is not permitted to take a dependant, the deputy head may approve for payment actual and reasonable relocation expenses, as defined in Section 15.02(c)(ii), of the dependant from the approved place of residence abroad to:

(i) the employee's headquarters city; or

(ii) a location in or outside of Canada chosen by the employee and approved by the deputy head,

except that where the location chosen by the employee and approved by the deputy head is outside Canada, relocation expenses, as defined in Section 15.02(c)(ii), shall be limited to the expenses that would be incurred if the dependant had been relocated to the employee's headquarters city.

(b) Subject to Section 15.40(c), if the prohibition of a dependant at the employee's post is lifted not later than six months before the employee is scheduled to depart, the deputy head may approve for payment actual and reasonable relocation expenses, as defined in Section 15.02(c)(ii), of the employee's dependant from the approved place of residence to the employee's post. Where the approved place of residence is a location outside Canada, relocation expenses payable shall be limited to the expenses that would be incurred if the dependant had been relocated from the employee's headquarters city to the post.

(c) Relocation expenses payable under Sections 15.40(a) and (b) shall be those expenses, as defined in Section 15.02(c)(ii), authorized by the deputy head in such amounts as are considered appropriate to the circumstances by the deputy head, in accordance with this directive.

except that, subject to the limitations of this section, an employee may elect for a non-accountable relocation travel allowance (NAA), in accordance with Section 15.04. Where such an election is made, the provisions outlined in Section 15.40, other than for travel, shall continue to apply. (revised October 1, 2004)

Relocation 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:

(a) actual and reasonable transportation expenses, including costs of authorized stopovers, for the spouse and any accompanying dependent child, by the most direct routing from the location where the marriage takes place to the employee's post, up to the cost of travel by the most direct routing from the headquarters city to the employee's post;

(b) storage costs only, for the spouse's or common-law partner's effects, provided that effects are combined with existing long-term storage lot of the employee, until the employee is assigned to duty in Canada and effects are removed from long-term storage.

(c) actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects, to the employee's post, (revised October 1, 2004)

(i) from the location where the marriage takes place or the spouse's previous place of residence at the time of the marriage; or (revised October 1, 2004)

(ii) from the employee's previous place of residence, if the common-law partner becomes a dependant through the declaration in Appendix A to FSD 2 -Interpretation; (revised October 1, 2004)

up to the cost of shipment by the most direct routing from the headquarters city to the employee's post, except that; (revised October 1, 2004)

(iii) The total quantity of effects shipped shall be based on the weight limitation prescribed in Section 15.14 applicable to the employee's new household size and taking into consideration any initial or subsequent shipment previously authorized under Section 15.13; provided: (revised October 1, 2004)

(A) the move is effected immediately after marriage or after the date of dependency, and no less than six months before the expected termination of the employee's posting; and (revised October 1, 2004)

(B) removal of the spouse's or common-law partner's household effects will not be authorized within any area, which, according to local custom, is within commuting distance of the employee's place of duty; (revised October 1, 2004)

(d) subject to the limitations of this section, in lieu of the provisions of Section 15.41(a), an employee may elect for a non-accountable relocation travel allowance (NAA), in accordance with Section 15.04. Where such an election is made, the provisions outlined in Sections 15.41(b) and (c) shall continue to apply. (revised October 1, 2004)

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.

4. Where an employee elects for a non-accountable relocation travel allowance (NAA) in lieu of the provisions of Section 15.41(a), the NAA shall reflect the limitations and conditions of Section 15.41(a) for travelling/transportation expenses only, for the persons authorized to travel. (revised October 1, 2004)

Managerial discretion

15.42

(a) Subject to specific financial limitations prescribed in this directive, when the deputy head is of the opinion that the assistance provided under any section 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. Such additional assistance shall not be granted where it is explicitly prohibited under any section of this directive.

(b) Managerial discretion may also be exercised under this section where there has been a bona fide de facto separation, a legal separation, or divorce and in the opinion of the deputy head the assistance provided is clearly inadequate for an employee or estranged spouse or common-law partner.

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 In general, revised provisions apply to relocation expenses incurred on or after June 1, 2001. Specific application is as follows:

(a) 15.02 Transportation Entitlement

The definition applies effective June 1, 2001.

(b) 15.03(d) Travel Reservations and Entitlement

Revised provisions for relocation travel through the headquarters city on cross-posting apply to travel authorized on or after June 1, 2001.

(c) 15.04(a)(vi) Travel by Air - Non-Accountable Relocation Travel Allowance (NAA)

Revised provisions apply to travel commencing on or after June 1, 2001.

(d) 15.04(b) Transportation where Air Services Not Used

(iv) Revised provisions apply to travel by PMV commencing on or after June 1, 2001.

(v) Provisions for a Non-Accountable Relocation Travel Allowance (NAA) for travel by PMV apply to travel commencing on or after June 1, 2001.

(vi) Revised provisions for travel by sea apply to travel commencing on or after June 1, 2001.

(vii) Provisions for a Non-Accountable Relocation Travel Allowance (NAA) for travel by sea apply to travel commencing on or after June 1, 2001.

(e) 15.06(a) Stopovers

Revised provisions for stopovers where an employee makes personal relocation travel arrangements apply to travel commencing on or after June 1, 2001.

(f) 15.09 Meals and Other Expenses While Travelling

Revised provisions for meals and incidentals apply to travel commencing on or after June 01, 2003.

(g) 15.13(a) Shipment and Storage of Household Effects on Relocation to a Post or Between Posts

(iii) Revised provisions for storage of a PMV apply to storage authorized on or after June 1, 2001.

(iv) Revised provisions for supplementary shipments on cross-postings apply to shipments authorized on or after June 1, 2001.

(v) Provision for payment of storage costs for HHE transferred from the family residence apply to costs incurred on or after June 1, 2001.

(h) 15.13(d) Shipment and Storage of Household Effects

Modes of Shipment

Revised provisions for supplementary shipments/limited excess baggage, apply to shipments authorized on or after June 1, 2001.

(i) 15.14 Weight Limitations

Revised provisions for the application of weight limitations apply to shipments authorized on or after June 1, 2001.

(j) 15.30 House Hunting Trips

Revised provisions for dependant care while on a HHT apply to costs incurred on or after June 1, 2003

(k) 15.32 Car Rental Expenses

Revised provisions apply to costs incurred on or after June 1, 2001. Provision for rental of a compact vehicle apply to costs incurred on or after June 1, 2003.

(l) 15.33(a) Living Expenses in Temporary Accommodation - General

Revised provisions for dependant care while in temporary accommodation apply to costs incurred on or after June 1, 2003.

Revised provisions for the 2-day entitlement to living expenses in permanent accommodation apply effective June 1, 2001.

Revised provisions for meals and incidentals apply to travel commencing on or after June 01, 2003.

(m) 15.34(a) Family Separation Expenses (FSE) - General

(ii) Revised provisions for FSE following evacuation of dependants from an employee's post apply effective June 1, 2001.

(iii) Revised provisions for extensions of FSE apply effective June 1, 2001.

(n) 15.41 Relocation Expenses for a Spouse or Common-law Partner Qualifying as a Dependant in Mid-tour

Revised provisions apply to expenses incurred on or after June 1, 2001.

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.

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

Days	Hotel accommodation	Self-contained accommodation	Private Non-Commercial Accommodation
First 2 days	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 3 to Day 21	Applicable daily meal allowance * Incidentals No shelter cost	Up to 80% of applicable daily meal allowance * Incidentals No shelter cost	Up to 80% of applicable daily meal allowance * Incidentals No shelter cost **Accommodation Allowance
Day 22 to Day 35	Up to 80% of applicable daily meal allowance * Incidentals No shelter cost	No meal allowance No incidentals No shelter cost	No meal allowance No incidentals No shelter cost **Accommodation Allowance
After Day 35	Up to 80% 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 in USA are payable at the rates shown in Appendix C of the Travel Directive.

All allowances and incidentals outside USA are payable at the rates shown in Appendix D of the Travel Directive.

* Incidentals payable outside the USA:

3-Meal Allowance = 32% incidentals

2-Meal Allowance = 40% incidentals

No Established Meal Allowance = 40% of actual and reasonable meal expenses

Incidentals are payable for employee 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:

- USA: as per rate in Appendix C of Travel Directive

- Outside USA: as per rate in Appendix D of Travel Directive

- Payable PER DAY, PER FAMILY UNIT.

Meals rates for children: USA:

Up to 12 years of age: one-half of meal rate.

Over 12 years of age: full meal rate.

Outside USA:

Up to 4 years of age: one-half of meal rate.

Over 4 years of age: full meal rate.

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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.

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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% replacement 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

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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.

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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:

(a) expenses/costs associated with permanent accommodation resulting from relocation (formerly FSD 15.27);

(b) a waiver of shelter cost where an employee is subject to dual accommodation/shelter costs while on posting abroad (formerly FSD 25.09);

(c) property management fees (formerly FSD 25.09);

(d) costs associated with the sale and/or purchase of 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(j)) 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

(a) Unless otherwise indicated, the provisions of this directive apply to both career foreign service employees (rotational) and to foreign assignment employees (non-rotational).

(b) Employees may claim reimbursement under this directive for costs and expenses incurred only while they are employed as career foreign service employees or as foreign assignment employees .

(c) Unless otherwise indicated, the provisions of this directive apply only in conjunction with a purchase and/or sale of a principal residence for which real estate and/or legal fees are reimbursed under this directive.

(d) Employees should also be aware that when the employer does not reimburse costs/expenses of sale/purchase related to relocation, these costs may be tax deductible when filing an income tax return for the calendar year in which the expenditure was incurred.

Part A - Employee as Tenant

16.03 Reimbursable Expenses

(a) Rental Search

An employee who engages the services of a rental agency to find rental accommodation on relocation may be reimbursed the actual and reasonable fee charged by that agency.

(b) Payment of Rent in Advance

An employee who is authorized to relocate and who must pay rent before reporting for duty in order to hold rental accommodation may be reimbursed:

1. up to one month's rent at the new place of duty in Canada; and/or
2. up to three months' rent at the new place of duty outside Canada.

where the deputy head is satisfied that the arrangement was reasonable and justifiable under the circumstances.

(c) Termination of Employee's Lease

An employee who is authorized to relocate and must as a result terminate the lease agreement for the principal residence, may be reimbursed the actual expenses incurred to fulfill the terms of the lease. The employee will be required to provide satisfactory proof of the need to terminate the lease and of the inability to effect a less costly arrangement.

Part B - Employee as Homeowner

16.04 Employee Renting out Principal Residence

(a) Finder's Fee

1. Where, following confirmation of posting, an employee engages the services of a real estate/property management firm to find a first or a subsequent tenant for the principal residence and consequently pays a fee based on one month's rent or fraction thereof, the deputy head may waive payment of one month's shelter cost or fraction thereof, upon presentation of documentation.
2. (ii) This waiver shall be limited to a one-month maximum, to locate a first or a subsequent tenant but not both, within the ceiling established in Section 16.05(b) - Maximum Period of Assistance, regardless of the duration of the lease.

(b) Property Management Fees

1. An employee may claim reimbursement of actual and reasonable fees charged by a property management firm for managing the principal residence during a posting outside Canada, including the administrative costs associated with finding a second or subsequent tenant during this posting.
2. Reimbursement shall be limited to those fees required for managing the property, including any direct costs incurred by the property management firm to find a second or subsequent tenant, but excluding finder's fees and/or charges associated with security, insurance, renovations, repairs, property improvement, etc.

Instruction for Sections 16.04(a) and (b)

Waiver of shelter cost where a finder's fee has been paid (Section 16.04(a)) and reimbursement of property management fees (Section 16.04(b)) relate to costs associated with the use of commercial agencies engaged in real estate rentals and sales and/or property management (in the case of property management fees).

(c) Breaking a Tenant's Lease

An employee who has a lease agreement with the tenant of the principal residence in the headquarters city may be reimbursed for actual and reasonable expenses incurred:

1. Early Reassignment to Headquarters City: in breaking the lease agreement, where the employer decides to reassign the employee to the headquarters city prior to the date of completion of posting shown on the Posting Confirmation Form, and the employee wants to reoccupy the principal residence during the stated term of the lease but is unable to do so; or
2. Short Notice of Confirmation of Reassignment to Headquarters City: in terminating the lease agreement, where the employer provides short notice of confirmation of reassignment to the headquarters city on completion of posting and as a result the employee cannot give the required period of notice to the tenant, in accordance with the law of the province of residence.

Instructions for Section 16.04(c)

1. In authorizing reimbursement of expenses for breaking a tenant's lease (Section 16.04(c)), 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 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

(a) Waiver of Shelter Cost/Dual-Accommodation Costs

The deputy head may waive the payment of shelter cost in dual-accommodation costs situations, where the employee is subject to shelter cost at post and:

1. has home ownership costs but no rental income from a tenant because:
   1. as a result of short notice of posting by the employer, there has not been time to rent or sell the principal residence prior to leaving the headquarters city, and the residence is vacant; and/or
   2. at the employer's request, the employee agrees, on short notice, to a cross-posting or a posting extension and as a consequence the principal residence is vacant; and/or
   3. through no fault or choice of the employee, during the posting the tenant vacates the principal residence which remains vacant while a new tenant is located.
2. is receiving a rental income from a principal residence but has paid a real estate or property management firm to locate a tenant as per Section 16.04(a) - Finder's Fee and is also subject to shelter cost at post.

(b) Maximum Period of Assistance

1. Period and Number of Months of Assistance: Waiver of shelter cost under Sections 16.04(a) - Finder's Fee and 16.05(a) - Waiver of Shelter Cost/Dual Accommodation Costs is limited to the period during which the employee is subject to two sets of accommodation costs (dual-accommodation). It shall not normally exceed a total of nine months for each posting, including any posting extension.
2. Short Notice of Confirmation of Posting: Where, because of short notice given by the employer, an employee is in a "dual-accommodation cost" situation during the initial period of a posting or cross-posting, waiver of shelter cost shall not normally extend beyond the last day of the ninth month following the month in which the confirmation of posting or cross-posting is received.
3. Finder's Fee Paid: Where Section 16.04(a) - Finder's Fee applies, the employee may claim up to one month's waiver of shelter cost, within the maximum of nine months, notwithstanding that this waiver may be applied subsequent to the last day of the ninth month following the month in which confirmation of posting or cross-posting is received.

(c) Extensions - Maximum Period of Assistance

Exceptions to the nine-month limit will not normally be considered. However, a further maximum period of three months of assistance may be considered by the appropriate foreign service interdepartmental co-ordinating committee:

1. in exceptional circumstances as a result of factors outside the employee's control, where the principal residence must be maintained beyond nine months during the initial period of posting or cross-posting; or
2. in truly exceptional circumstances, such as an employer-requested posting extension which places the employee in a situation where it is not possible to rent the principal residence and it remains vacant.

Instructions for Section 16.05(c)

1. The provisions of this section are available following confirmation of assignment to a mission outside Canada and are 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 15.34 - Family Separation Expenses and FSD 17 - Assistance for Spouses and Common-Law Partners.
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)

(a) These special provisions apply to career foreign service employees in recognition of the unique circumstances associated with a career in the foreign service.

(b) After notification has been received of initial relocation from the headquarters city to a place of duty outside Canada, career foreign service employees shall have the option, subject to Section 16.08 - Tax Implications and 16.17 - Relocation Between Canadian Cities and Relocation Between Mission/Canadian City Other than Employee's Headquarters City and to the limitations of this directive:

1. once during their career in the foreign service, of reimbursement of:
   1. (A) the real estate fees (Section 16.09(a)) or the expenses for a private sale (Section 16.14) and legal/notary fees involved in the sale of a principal residence in the headquarters city (Section 16.09(b)); and
   2. (B) the legal/notary fees involved in the purchase of a principal residence in the headquarters city (Section 16.09(b));

   OR

2. twice during their career in the foreign service, of reimbursement of the legal/notary fees involved in the purchase of a principal residence in the headquarters city (Section 16.09(b)).

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)

(a) A foreign assignment employee may claim, once during a career with the Public Service for all relocations between the headquarters city and missions abroad commencing from notification of initial assignment abroad, in accordance with the provisions of the National Joint Council (NJC) Integrated Relocation Directive for payment of real estate and legal/notary fees:

1. real estate and legal/notary fees on the sale of a principal residence in the headquarters city, at the time of a relocation from that city; and/or
2. legal/notary fees for the purchase of a principal residence in the headquarters city at the time of relocation to the headquarters city from a mission abroad, if the employee had sold a principal residence at the time of relocation from the headquarters city to the mission. (revised December 1, 2005)

(b) This section shall apply again where seven years or more have elapsed between the foreign assignment employee's return to Canada and any future assignment abroad.

(c) A foreign assignment employee who has not taken advantage of this directive and accepts an extension of a tour of duty or a cross-posting, may at the time of that extension/cross-posting claim the provisions of Section 16.07(a)(i).

(d) Section 16.07 is subject to Section 16.08 - Tax Implications and Section 16.17 - Relocation Between Canadian Cities and Relocation Between Mission/Canadian City Other than Employee's Headquarters City. (revised December 1, 2005)

16.08 Tax Implications

(a) Canada Revenue Agency has ruled that the reimbursement by the employer of the costs of purchase and sale of an employee's principal residence is a taxable benefit. Exception is made when the sale or purchase of the residence is related to a relocation necessitated by employment, such as a posting, as follows:

1. Home Sale Expenses: Reimbursement of eligible home sale expenses following notification of posting to a location outside Canada is exempt from taxation.
2. Home Purchase Expenses: Reimbursement of home purchase expenses is exempt from taxation when an employee returns to Canada from a posting and purchases a new principal residence to replace the one sold at the time of the last posting outside Canada.

(b) Career foreign service (rotational) employees who buy/sell at times other than specified above will be reimbursed costs in accordance with the provisions of this directive. However, these will be treated as taxable benefits. (revised December 1, 2005)

16.09 Reimbursable Expenses

(a) Real Estate Fee

The real estate fee charged by a licensed real estate broker, including GST levied on the payment of such fee, shall be reimbursed, provided:

1. the residence which is sold is or has been occupied as the principal residence by the employee or a dependant as defined in FSD 2.01(j);
2. the residence is on a lot size not in excess of 1.235 acres (1/2 hectare), or where required by zoning laws, a lot size of not more than 4 acres (2.47 hectares); and
3. the fee charged by a real estate broker, including multiple listing services(MLS) is within the scale normally charged in the area. Premiums paid to real estate agents shall not be reimbursed.

(b) Legal or Notary Fees

1. Legal and/or notary fees (including GST levied on the payment of such fees) necessarily incurred to provide or obtain clear marketable title to the property, up to the tariff set by provincial bar associations, shall be reimbursed to an employee who makes a legal commitment to buy or sell a principal residence, provided:
   1. (A) the residence sold qualifies the employee for reimbursement of a real estate fee under Section 16.09(a), and/or
   2. (B) the new residence purchased is to be occupied and owned by the employee or occupied by the employee and owned by a dependant residing in the employee's household.
2. reimbursement of legal or notary fees for the purchase of a principal residence shall be made only after the employee has occupied the residence.

(c) Expenses to Acquire or Provide Clear Title: Expenses necessary to acquire or provide clear title to a property shall be reimbursed on presentation of proof of payment. Such expenses include sheriff's fee, land transfer tax, transfer of deed and/or cost of a survey if required to confirm the description of the property purchased.

(d) Appraisal and Inspection Fees: On presentation of proof of payment, employees shall be reimbursed the following:

1. Fees charged by a qualified structural inspector for one structural inspection prior to purchase of a previously owned dwelling or of a new dwelling that is not covered under warranty at the time of possession. Reimbursement is limited to $300.00.
2. Actual and reasonable fees charged by two certified professional appraisers for two appraisals of the residence to be sold.

16.10 Mortgage and Associated Costs

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

(a) First Mortgage - Termination/Acquisition: Costs related to the termination and/or acquisition of a first mortgage for the employee's principal residence.

(b) Second Mortgages - Termination/Acquisition: Costs related to the termination or acquisition of a second mortgage for the principal residence, if there are no costs associated with the termination of a first mortgage on the sale of a principal residence, or with the acquisition of a first mortgage on the purchase of a principal residence.

(c) Mortgage Default Insurance Premiums/Insurance Processing Fee: Mortgage default insurance premium and/or an insurance processing fee, if:

1. the employee was previously a homeowner;
2. the need for the insurance is verified (employee's equity is less than 25 per cent of the cost of the house); and
3. the premium is levied in one payment;

except that, if the equity in the former residence is not transferred fully to the new residence, any resulting increase in the premium (or the levying of the premium) shall not be reimbursed.

(d) Higher-Interest New Mortgage: Where the first mortgage in the new principal residence is a higher-interest mortgage than the previous first mortgage, the employee shall be reimbursed the difference in the interest charges between the two mortgages, based on the amount of the mortgage and the unexpired term of the previous mortgage, up to a maximum period of 5 years, and up to a maximum of $5,000. If the new mortgage principal is for a lesser amount than the previous mortgage principal, that lower mortgage principal will be used to calculate the differential.

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

(a) Voluntary Arrangements: Expenses related to financial arrangements resulting from the acquisition or disposal of a principal residence (e.g.: mortgage finder's fees and adjustments on closing, such as municipal taxes) are not reimbursable, as they are not essential to establishing clear title to the property.

(b) Goods and Services Tax: GST on newly-built homes is not reimbursed.

(c) First Mortgage Repayment Penalty: On presentation of proof of payment, an employee who qualifies for the reimbursement of real estate and legal/notary fees but who must pay a first mortgage repayment penalty upon termination of the first mortgage on the sale of a residence, shall be reimbursed the amount of the penalty payment in an amount not exceeding six months's mortgage interest.

(d) Amount of Reimbursement: The amount of reimbursement authorized under Section 16.11(c) - First Mortgage Repayment Penalty shall be adjusted to correspond to the relevant provisions of the National Joint Council (NJC) Integrated Relocation Directive as amended from time to time.

16.12 Bridging Loan

(a) Short-Term Personal Loan: An employee who obtains a short-term personal loan to purchase a principal residence while the former principal residence remains unsold, shall be reimbursed:

1. the interest for the bridging loan at the current bank interest rate; and
2. the necessary legal/notary and administrative fees associated with the loan, excluding third-party fees charged which may be incurred in obtaining such a loan.

(b) Mortgage in-lieu-of Short-Term Personal Loan: Where an employee is unable to obtain a short-term personal loan, the interest as well as the legal/notary and administrative costs will be reimbursed for a mortgage secured for the same purposes, provided that these costs do not exceed those associated with a short-term personal loan as described above.

(c) Amount of Loan/Mortgage: The amount of the loan or mortgage on which interest is reimbursable shall not exceed the employee's equity in the unsold principal residence. Equity is based upon the difference between the appraised value and the existing mortgages on the principal residence.

(d) Reimbursement Deadline: Reimbursement shall cease within ten working days following the date the sale transaction is completed ("sold and closed" in real estate terms) or at the end of six months, whichever is the earlier. In unusual circumstance, the deputy head or a delegated senior officer may extend the reimbursement period for an additional six months.

(e) Conditions of Assistance: Reimbursement shall be made only following submission of proof that the interest has been paid and shall be based on evidence of the amount of the loan or mortgage that was used to purchase a principal residence (e.g.: copy of the purchase and sale agreement). Assistance under this section is available once per career, in conjunction with either a purchase or a sale of a principal residence for which real estate and/or legal/notary fees are reimbursed under this directive.

(f) Advances: Advances for reimbursable expenses should be issued only when needed. In acquiring a bridging loan, the employee should establish a line of credit and borrow, on an as-needed basis, up to the full amount required for the bridging loan. The Crown would then pay for interest only for the periods for which the amounts are actually required.

16.13 Unusual Properties

(a) Land or Acreage Above Prescribed Limit: The reimbursement of expenses in this Directive is limited to a lot size not exceeding 1.235 acres/1/2 hectare, or where required by zoning laws, a lot size of not more than 4 acres/2.47 hectares. When an employee buys or sells land or acreage as a parcel with the principal residence, the employee shall only be reimbursed for that portion of the cost which results from the sale of the residence together with the lot size limitations as indicated above.

(b) Multiple-Unit Residence Building: If the employee owns a multiple-unit residence building within which each unit is self-contained (e.g.: a duplex or an apartment block), occupies one unit as a principal residence and sells the building, only those parts of the costs related to the unit used as a principal residence may be reimbursed. The relationship this unit bears to the entire building may be calculated on the floor area, or by any other method accepted under the Income Tax Act.

(c) Income-Producing Property: If the employee buys or sells an income-producing property (such as a small store or confectionery) in which the principal residence is or has been maintained, reimbursement shall be limited to that portion of the costs that the principal residence bears to the total.

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:

(a) the residence has been sold;

(b) the residence is or has been occupied as the principal residence by the employee or a dependant as defined in FSD 2.01(j);

(c) the residence is on a lot size not in excess of 1.235 acres (1/2 hectare), or where required by zoning laws, a lot size of not more than 4 acres (2.47 hectares); and

(d) the property has been advertised until sold (there may be brief interruptions).

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

(a) Who May Claim: Only one employee of an employee-couple may claim under this directive unless:

1. each employee has already claimed real estate and legal/notary fees prior to becoming an employee-couple, in which case there is no entitlement; or
2. the employees were married following notification of posting, in which case:
   1. each eligible employee may claim real estate and legal/notary fees on the sale of a principal residence; and
   2. one eligible employee may claim legal/notary fees on the purchase of a principal residence.

(b) Divorce: In the case of divorce, each employee shall revert to single status and shall retain any unused entitlement to payment of real estate and legal/notary fees on the sale and/or purchase of a principal residence. Where real estate and/or legal/notary fees have been claimed by an employee-couple, the employee who made the claim has used the entitlement and may not make a subsequent claim.

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

(a) Subject to Section 16.08 - Tax Implications, the limitations of Section 16.06(b) - Career Foreign Service Employees (Rotational) and of Section 16.07(a) and (b) - Foreign Assignment Employees (Non-Rotational) shall not apply for relocations between Canadian cities, and for relocations between the mission and a Canadian city other than the employee's headquarters city.

(b) For the purpose of Section 16.17(a):

1. an assignment in Canada must be for a period of more than three years, as confirmed by the Posting Confirmation Form (or similar document); and
2. assignments outside Canada are as determined by the deputy head.

(c) Relocations between the mission and a Canadian city other than the employee's headquarters city shall be subject to FSD 15 - Relocation and to this directive (FSD 16 - Assistance for a Principal Residence).

(d) Sale of Principal Residence: On relocation to a mission, an employee may claim expenses for the sale of a principal residence which has been occupied for a period of more than three years in a Canadian city other than the headquarters city, notwithstanding that the assignment outside Canada may be for a period of less than three years.

(e) Purchase of Principal Residence: When claiming expenses related to the purchase of a principal residence on relocation from a mission to a Canadian city other than the employee's headquarters city, the period of assignment must be in accordance with the National Joint Council (NJC) Integrated Relocation Directive. As of June 1, 2003, this is a period in excess of three years.

(f) Relocations between Canadian cities shall be subject to the National Joint Council (NJC) Integrated Relocation Directive.

(g) In applying the National Joint Council (NJC) Integrated Relocation Directive, where the principal residence is in the headquarters city, real estate and legal/notary fees associated with its sale shall be reimbursed even if the residence had not been occupied by the employee at the time of relocation.

16.18 Cleaning of Employee's Residence

Upon production of (a) receipt(s), the employee may be reimbursed up to a maximum of $100.00 for the cost of professional cleaning of the residence after the household effects have been loaded.

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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

Commencement date	- August 1, 1977
Renewal date	- August 1, 1982
Rate	- 8 %
Amortization period	- 25 years
Payment per thousand dollars	- $7.64
Monthly interest factor	- .0065581970

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

Commencement date	- March 1, 1977
Renewal date	- March 1, 1982
Rate	- 10 3/4 %
Amortization period	- 25 years
Payment per thousand dollars	- ?
Monthly interest factor	- .00876405312

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)

Commencement date	- March 1, 1982
Renewal date	- March 1, 1983
Rate	- 18 1/2 %
Amortization period	- 15 years
Payment per thousand dollars	- $15.98
Monthly interest factor	- .0148540152

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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

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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

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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.

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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.

Assistance in maintaining two households may also be provided when spouses or common-law partners remain in Canada for reasons of education, employment or family-related reasons.

Directive 17

17.01 Association Dues

(a) Where a spouse or common-law partner, who is residing with an employee at a post, is accredited to a professional association(s) in Canada, was employed in the relevant profession within one year prior to departure from Canada and is required while abroad to pay dues to such professional association(s) in order to retain professional certification, the deputy head may authorize the payment of an allowance to the employee to cover the cost, while abroad, of annual dues in respect of memberships in up to two professional associations.

(b) In lieu of the provisions of Section 17.01(a), the deputy head may authorize payment of an allowance to cover membership dues to association(s) which are directly related to maintaining employment contacts that facilitate re-entry into the Canadian workforce, to a maximum amount of $300 per year.

(c) To claim the allowance under Section 17.01(a), the employee must provide a letter(s) from association(s) concerned certifying as to the necessity of such dues while outside Canada. To claim the allowance under Section 17.01(b), the employee must provide a letter(s) from the association(s) concerned indicating that dues are assessed.

(d) The employee shall provide the employer with such proof as the employer may require to ensure that this allowance was utilized for the purpose intended.

17.02 Employment Related Allowances

(a) An employee may claim an allowance of $500 for a spouse or common-law partner, to assist in finding employment following relocation to and/or from Canada or for a cross-posting, subject to the following conditions:

(b) Eligible expenses include, but are not limited to:

(c) the employee shall provide the employer with such proof as the employer may require to ensure that this allowance was utilized for the purpose intended.

(d) The allowance may be claimed once per relocation, either within one year of arrival at the new place of duty, or upon official confirmation of a posting or assignment to Canada. It is recognized that eligible costs may be incurred prior to receipt of posting confirmation. The deputy head may extend the one year period for good and valid reasons.

(e) At the discretion of the deputy head, the provisions of this section may be extended to include situations where a spouse or common-law partner has not been employed outside Canada because paid employment was not available at the employee's post; or not employed within a year of departure from Canada due to leave for care and nurturing of pre-school age children, illness, education, or elder care.

17.03 Retraining in Canada

(a) Where a spouse or common-law partner, who is residing with an employee at post, is accredited to a professional association(s) in Canada, was employed in the relevant profession within one year prior to departure from Canada and is required to undergo retraining on return to Canada to re-acquire professional certification at the level previously held, the deputy head may authorize reimbursement to the employee of the actual and reasonable tuition costs incurred for mandatory re-training courses when commenced within twelve months of return to Canada.

(b) At the discretion of the deputy head, reimbursement of actual and reasonable costs of education/training completed in Canada may be authorized up to a maximum of $1,000 where:

17.04 Once per Career Assistance for Spouses or Common-law Partners (formerly FSD 15.34(a)(ii)(F) and (G))

(a) Where an employee accepts an assignment on an unaccompanied basis, and the employee's spouse or common-law partner remains in Canada for one of the reasons listed below, a waiver of 100% of the employee's shelter cost shall be approved to assist with dual residence costs for the period during which the employee and spouse or common-law partner are separated.

(b) This provision only applies to situations where the spouse or common-law partner stays in Canada for the duration of the employee's agreed upon tour of duty,

(c) Assistance shall be limited to two separations in an employee's career, once for reasons of employment, and once for reasons of education. However, in the event of an employee's remarriage, this assistance shall again become available.

Instruction

These provisions are designed to recognize those dual residence costs resulting directly from an employee's assignment outside Canada, on an unaccompanied basis, where the employee's spouse or common-law partner, who had been residing with the employee at the employee's place of duty, chooses to remain in Canada for reasons of employment or education.

17.05 Special Short-Term Separation Assistance for Spouses or Common-law Partners

Provisions for additional assistance are found in the Appendix to this directive.

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Appendix - Special Short-Term Separation Assistance for Spouses or Common-law Partners

Introduction

1. These provisions are introduced on a trial basis, for a three-year period from June 1, 2001 to May 31, 2004. It had been agreed to extend this assistance for an additional one-year period to May 31, 2005, to provide additional time to complete the scheduled review. As this review has not been completed, this assistance has been further extended to the effective date of changes resulting from the next cyclical review of the FSDs, that is January 1, 2008, or such earlier date on which revised provisions become effective. (revised June 1, 2006)

2. The exception is financial assistance to children at post, while the employee's spouse or common-law partner remains in a principal residence in the headquarters area. This provision was introduced on a trial basis for a one-year period from June 1, 2001 to May 31, 2002, and was subsequently extended until May 31, 2004.

3. The provisions may be extended beyond the end of the trial periods, with the agreement of the NJC Committee on the FSDs. Extensions shall normally be limited to one-year periods.

4. These provisions may be amended during the trial period, with the agreement of the NJC Committee on the FSDs.

5. These provisions carry certain restrictions which employees should consider carefully.

Purpose

6. The purpose of these provisions is to provide greater flexibility for spouses or common-law partners who, for employment, education, or family-related reasons, may wish to stay in the headquarters area for part of the employee's posting.

7. Assistance shall be limited to situations where the spouse or common-law partner resides in a principal residence in the headquarters city.

8. It is not the purpose of these provisions to facilitate a permanent spousal separation or marriage breakdown. Employees who are in the process of dissolving a spousal union, or who are in a situation of indefinite spousal separation which may result in dissolution of the spousal union, are not eligible for these provisions. Such employees should be aware that benefits claimed under false pretences may be recovered, and, in addition, the employee may be subject to disciplinary action.

Eligibility

9. In order to qualify for these provisions, an employee's spouse or common-law partner must spend a minimum of twelve (12) consecutive months at the employee's post, at the beginning or end of the employee's assignment at that post, to coincide with the employee's relocation on arrival or departure. During that time, the normal provisions of the Foreign Service Directives shall apply, subject only to the conditions contained in this Appendix.

Application

10. It is the responsibility of the employee to inform the employer, in advance of posting, of the details of the anticipated short-term spousal separation, in order to qualify for these provisions. However, in exceptional circumstances, the employer will consider an employee's application for these provisions during the posting.

11. Employees at post as at June 01, 2001 may apply for these provisions as long as a period of at least 12 months remain in the current assignment, including any extension, and

a) the employee's spouse or common-law partner has or will have accompanied the employee for a minimum of 12 months during the current assignment, before preceding the employee on relocation to Canada, or

(b) the employee's spouse or common-law partner will be joining the employee at post, for a minimum of 12 months, before relocating with the employee to Canada, except that

(c) an employee who has been authorized a waiver of shelter cost under the provisions of FSD 15.34(a)(ii)(F) or (G) of the 1993 FSDs for the current assignment and who wishes to convert to Special Short-Term Separation Assistance for Spouses or Common-law Partners shall repay any monies owing to the Crown as a result of the retroactive application of these provisions to the commencement date of the assignment, and

(d) an employee who opts for Special Short-Term Separation Assistance for Spouses or Common-law Partners in lieu of previously approved provisions under FSD 15.34(a)(ii)(F) or (G) of the 1993 FSDs, shall retain the once-per-career option for future use.

Shelter

12. A waiver of 70% of the employee's shelter cost shall be approved to assist with dual residence costs for the period during which the employee and spouse or common-law partner are separated and the spouse or common-law partner resides in a principal residence in the headquarters city.

13. 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 dependants in accordance with the provisions of FSD 25 - Shelter.

14. Given that household size will change during the posting, the Mission shall make every effort to allocate suitable housing, having regard to the employee's actual household size.

Application of the Foreign Service Directives

15. Unaccompanied employee

Where an employee is unaccompanied at post during the period in which a waiver of shelter cost has been approved, the normal provisions of the Foreign Service Directives continue to apply, except that:

(a) the total number of times an employee may claim a family reunion travel allowance for separated dependants under FSD 51 - Family reunion, for the duration of posting, shall be reduced by one, and

(b) relocation provisions under FSD 15 - Relocation, shall be subject to the provisions of this Appendix.

16. Employee accompanied by dependent child

(a) While these provisions are designed primarily for unaccompanied employees, it is recognized that there may be situations where, because of family circumstances, an employee may be accompanied by a dependent child while separated from the spouse or common-law partner.

(b) Where an employee is accompanied at post by a dependent child during the period in which a waiver of shelter cost has been approved, the normal provisions of the Foreign Service Directives continue to apply, except as specified below:

FSD 50 - Vacation Travel Allowance (VTA)

17. While this directive continues to apply to employees while receiving a waiver of shelter cost, it only applies to an accompanying dependant who is resident at the mission long enough to qualify for the VTA, in accordance with the provisions of FSD 50.

FSD 51 - Family Reunion

18. The allowance shall be determined on the basis of travel by all separated dependants, during the period of separation, for the 12-month period commencing on:

(a) the date of the employee's arrival at post, where the employee is not accompanied by the spouse or common-law partner on initial arrival at post, or

(b) the date the employee's spouse or common-law partner departs the post, where the spouse or common-law partner accompanied the employee on initial arrival at post.

19. At the request of the employee, approval will be given for the employee, and any accompanying dependants at the employee's post, for travel to the headquarters city, in lieu of travel of all separated dependants to the employee's post. Where there are school-age children, one of the trips must be for the purpose of family reunion during the long school holiday recess. In all cases, the allowance shall be calculated on the basis of return travel from the headquarters city to the employee's post.

FSD 15 - Relocation

20. The provisions of FSD 15 - Relocation, shall apply to an employee and, as applicable, to a dependant who

(a) accompanies the employee to post for a minimum of 12 months and subsequently returns to the headquarters city with, or in advance of, the employee, or

(b) joins the employee at post for a minimum of 12 months, subsequent to the employee's arrival, and returns to the headquarters city with the employee.

The total weight limitation for all shipments of personal and household effects shall be determined on the basis of the employee's normal household size, as if all dependants had accompanied the employee for the duration of posting.

Re-Opener

21. At any time during the life of this Appendix, either party can request an amendment to facilitate administration or to clarify provisions. Any changes require agreement by the NJC Committee on the FSDs.

Disputes

22. For purposes of any disputes arising from the application of this Appendix, the parties agree to utilize Section 15 (Request for interpretation or clarification) of the National Joint Council By-laws prior to proceeding to any formal grievance.

Expiration

23. The parties agreed to extend this Appendix to May 31, 2005. Notwithstanding the above, Special Short-Term Separation Assistance for Spouses or Common-law Partners authorized while these provisions are in effect shall remain in effect for the specific period authorized. (revised June 1, 2004)

Review

24. The parties agree to review the provisions of this Appendix two months prior to the expiry date of the trial period, that is, no later than April 1, 2005 to decide if it would be extended, incorporated into the Directive on a permanent basis, or terminated. This review may include amendments, as agreed. (revised June 1, 2004)

To facilitate this review, the Department of Foreign Affairs and International Trade, which is responsible for the administration of the Foreign Service Directives, is required to record usage, costs and demographics of all the provisions authorized during the trial period, as outlined in FSD 70 - Reporting requirements and verification of allowances.

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 and B) 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, 2004 and shall be re-based after each Census with effect from the first day of April following the publication of the Census results. (revised April 1, 2004)

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:

(a) actual rent (loyer réel) refers to the amount in local currency which the employee is paid by the employer in order to lease living accommodation at a post which, whenever possible and practicable and allowing for local conditions and lifestyles, meets the average comparability policy. Actual rent may include charges or taxes for municipal services such as fire protection, police protection, street cleaning, mail delivery, street lighting, snow removal, as well as condominium fees and similar charges or taxes such as subdivision fees and an amount which is required by a lessor in consideration of tenancy in order for the employee to acquire permanent accommodation. (Refer to Sections 25.19 and 25.20.) Actual rent may also include the monthly cost of monitoring a previously installed security system, where this is a condition of the lease and Post management is satisfied as to the necessity of such an arrangement.

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.

(b) rent ceiling (loyer maximal) means the maximum amount established by the employer for each location where staff accommodation is privately leased and represents the maximum actual rent payable to the employee for unfurnished living accommodation at that location, having regard to the employee's salary, household size and program requirements including the requirement to extend substantial official hospitality at home. Where the deputy head is not prepared to authorize shipment of an employee's household effects in accordance with the Weight Limitation Table for Unfurnished Accommodation under FSD 15.14, a separate rent ceiling shall be established for furnished accommodation or the rent ceiling shall include provision for furniture rental. Rent ceilings shall also include, where applicable, condominium fees and similar charges or taxes such as subdivision fees and may include the monthly cost of monitoring a previously installed security system, where this is a condition of the lease and post management is satisfied as to the necessity of such an arrangement.

(c) 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. The shelter cost represents an amount 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. Such shelter cost may be paid in Canadian dollars or in local currency equivalent.

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.

(d) Where staff accommodation is provided by the Department of Foreign Affairs and International Trade, deputy head (administrateur général) means the Deputy Minister of Foreign Affairs.

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

(a) the employee's annual salary on the commencement date of the initial lease for personally-leased accommodation, or the date of occupancy of Crown-held accommodation, as well as the first of April of each year subsequent to these dates, shall determine an employee's salary group; (revised April 1, 2004)

(b) the employee plus dependants as defined in FSD 2 - Interpretation who are, or will be residing with the employee for at least eight months of any consecutive twelve-month period, shall constitute the household size, except that:

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: (revised April 1, 2004)

(a) on the commencement date of the initial lease for personally-leased accommodation, or (revised April 1, 2004)

(b) on the date of occupancy of Crown-held accommodation, and (revised April 1, 2004)

(c) on the first day of April each year following occupancy of permanent accommodation, (revised April 1, 2004)

and, where a retroactive salary adjustment is authorized for employees subject to these directives, the effective date for adjustment of the employee's shelter cost shall be the first day of April following the date of the change in salary. (revised April 1, 2004)

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:

(a) actual rent up to the rent ceiling established for the post on the basis of the employee's annual salary and household size, or

(b) where in the opinion of the deputy head an employee is required to extend substantial official hospitality at home,

25.04

(a) Where an employee is receiving actual rent in accordance with Section 25.03, such rent shall remain fixed for the duration of the lease except that:

(b) Notwithstanding the limitations of Sections 25.01(b) and 25.03, actual rent may exceed the rent ceiling where:

(c) Where an employee who is receiving actual rent enters into a new or subsequent lease, actual rent shall be adjusted up to the amount of the rent ceiling in accordance with the employee's annual salary and household size with effect from the first day of the new or subsequent lease.

Instruction

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

(a) special housing requirements for a disabled person;

(b) additional space requirements due to family size, not taken into consideration when establishing the rent ceiling;

(c) unusual program requirements, not taken into consideration when establishing the rent ceiling;

(d) unusual market conditions which could not be anticipated when establishing the rent ceiling.

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,

(a) include charges in respect of:

including sales or excise taxes in respect of those charges specified above;

(b) do not include charges or taxes in respect of:

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

(a) Where an employee is allocated Crown-held accommodation at a post, it shall be a condition of assignment to that post that the employee occupy that accommodation, provided such accommodation is suitable.

(b) The deputy head shall determine the suitability of Crown-held accommodation on the basis of annual salary, actual or anticipated household size (including the impending birth of a child) and program requirements, including the requirement to extend substantial official hospitality at home.

(c) As a condition of occupancy, the employee shall sign an Occupancy Agreement.

Instructions

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 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.

(d) Where an employee has signed an Occupancy Agreement, the Crown shall be responsible for public liability and for compensation for damage/loss to an employee's personal and household effects to the same extent as a landlord would be responsible under the law of Ontario. In addition, the Crown shall be responsible for such other matters which, because of local law or practice, may be specified in the leasing agreement between the Crown and the local landlord as being the responsibility of the lessee but which would normally be the responsibility of the landlord under the law of Ontario.

(e) Where an employee chooses to vacate Crown-held accommodation for personal reasons, a minimum of two months advance written notice of intent to vacate shall be given and the employee shall continue to pay shelter cost for the lesser of:

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

(a) Subject to Sections 25.10 and 25.11, and/or to FSD 15.33 - Living expenses in temporary accommodation, FSD 16 - Assistance for a principal residence and/or FSD 17 - Assistance for spouses or common-law partners, as applicable, an employee who occupies Crown-held accommodation or who occupies privately-leased accommodation and is receiving actual rent, shall pay a shelter cost.

(b) Shelter cost is payable in advance on the first day of the month.

(c) An employee who pays a shelter cost in local currency may be reimbursed such bank service and/or exchange charges incurred in such payment on certification that these charges have been paid for the purchase of the local currency equivalent of the shelter cost.

Instruction

The shelter cost methodology was revised effective June 1, 2001and again on April 1, 2004. 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, 2004 and shall be re-based after each Census with effect from the first day of April following the publication of the Census results. (revised April 1, 2004)

25.09 Blank - Provisions for dual residence assistance have been transferred to FSD 16 - Assistance for a principal residence, effective June 01, 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

(a) Where an employee chooses to share accommodation with one or more other employees, the appropriate shelter costs shall be determined on the basis of:

and shall be assessed in total to the employee who is in receipt of the higher/highest salary who shall be required to pay the total shelter cost to the employer. This provision also applies to an employee-couple.

(b) Where an employee is required to share Crown-held accommodation with one or more employees together with their dependants, each employee's shelter cost shall be based on each annual salary and household size divided by the number of employees sharing the accommodation.

(c) Where an employee shares privately-leased accommodation with one or more other employees, the rent ceiling shall be applied in the same manner as used to determine the appropriate shelter cost in this section.

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

(a) Except as provided in Section 25.07(e), and in FSD 15.33 - Living expenses in temporary accommodation, FSD 16 - Assistance for a principal residence and in FSD 17 - Assistance for spouses or common-law partners, an employee's shelter cost, determined in accordance with this directive, shall apply from the first day of occupancy of privately-leased or Crown-held accommodation at the post, and shall cease on the day following the termination date of the lease for which actual rent was paid, or the final departure of the employee from permanent accommodation, whichever is earlier. The shelter cost shall remain fixed until the following April 1^st, except:

(b) In cases of emergency evacuation where the employee and accompanying dependant(s) have been evacuated under the provisions of FSD 64 - Emergency evacuation and loss, the final departure date from accommodation shall be the date indicated on the Posting Confirmation Form, subject to adjustments which may be authorized in accordance with Section 25.11.

(c) The shelter cost for an employee subject to Section 25.08(a)(i) shall be adjusted on April 1^st of each year, in accordance with Appendix A, to reflect any change in salary, as outlined in Instruction 1 following Section 25.02(b). It shall be further adjusted every five years, on the first day of April following the publication of the Census results, to reflect the revised shelter cost table, except that: (revsied April 1, 2004)

(d) The shelter cost for an employee subject to Section 25.08(a)(i) shall be adjusted on April 1^st of each year, in accordance with Appendix B. This increase shall reflect the % increase to the rented accommodation index for Ottawa, November over November, from the Statistics Canada Consumer Price Index. (revised April 1, 2004)

Instruction

The shelter cost tables referred to in Section 25.12 are developed in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives. (revsied April 1, 2004)

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 costs, as provided in the Appendices 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

(a) is temporarily absent from the post with the deputy head's approval, or

(b) is assigned to a new post

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:

(a) the estimated cost if the lease were not terminated and payment of the actual rent were continued during the period of temporary absence, and

(b) the estimated costs of living expenses and temporary shelter and related expenses and, if applicable, the higher actual rent on the return of the employee if the lease is terminated; and where the employee's lease is terminated, the deputy head may authorize payment of living and temporary shelter expenses on the employee's return to the post, in accordance with FSD 15 - Relocation, except that the benefit period shall not include time spent in temporary accommodation prior to the employee's return.

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 subletted, 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:

(a) where the advance has been provided for advance rent, the employee's shelter cost shall be payable for the duration of the lease, but the employee shall not receive actual rent for that period of the lease for which advance rent has been paid;

(b) where the advance has been provided in consideration of tenancy, the amount of such advance shall be recovered by monthly deductions from the employee's actual rent at a rate not less than the rate computed 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:

(a) where the advance has been made for utilities for which payment of charges are the employee's responsibility, the advance

whichever is the earlier;

(b) where the advance has been made for utilities for which payment of charges is authorized under Section 25.05, payment of such charges shall be limited to the actual utility charges less the amount of the advance.

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

(a) Where a dispute arises at a post between an employee and a lessor, either during the term of a lease or on termination of a lease, about loss or damages allegedly created or caused by that employee, the deputy head may authorize payment of:

(b) The senior officer at the post shall submit a report to the deputy head outlining the circumstances of the dispute, the report of an independent appraiser, if applicable, and recommendations for the disposition of the dispute. Payment to the lessor of that part of the claim which, in the opinion of the deputy head, is not properly attributable to abuse or neglect by the employee may be authorized:

25.25 When an employee at a post:

(a) leases permanent accommodation on arrival; and/or

(b) disposes of permanent leased accommodation on departure; and/or

(c) is compelled because of operational requirements to change permanent leased accommodation on the instruction of the deputy head or for reasons acceptable to the deputy head which are beyond the employee's control and not normally encountered at the headquarters city,

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. (revised April 1, 2006)

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)

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Appendix A - Employee shelter cost (dollars per month)

April 1, 2004

Number of Persons in Household
Salary Group	1 in household	2 in household	3 in household	4 in household	5 or more in household
28,000 - 29,999	560	626	664	692	713
30,000 - 31,999	578	644	683	710	731
32,000 - 33,999	596	661	700	727	748
34,000 - 35,999	612	677	716	743	764
36,000 - 37,999	627	693	731	759	780
38,000 - 39,999	641	707	746	773	794
40,000 - 41,999	655	721	759	787	808
42,000 - 43,999	668	734	773	800	821
44,000 - 45,999	681	747	785	812	834
46,000 - 47,999	693	759	797	824	846
48,000 - 49,999	704	770	808	836	857
50,000 - 54,999	723	789	827	855	876
55,000 - 59,999	748	814	852	880	901
60,000 - 64,999	771	837	875	903	924
65,000 - 69,999	792	858	897	924	945
70,000 - 74,999	812	878	916	943	965
75,000 - 79,999	830	896	934	962	983
80,000 - 89,999	856	921	960	987	1,008
90,000 - 99,999	886	952	990	1,018	1,039
100,000 - 109,999	914	979	1,018	1,045	1,066
110,000 - 119,999	939	1,004	1,043	1,070	1,091
120,000 - 129,999	962	1,027	1,066	1,093	1,114
130,000 - 139,999	983	1,049	1,087	1,114	1,136
140,000 - 149,999	1,002	1,068	1,107	1,134	1,155
150,000 +	1,021	1,087	1,125	1,152	1,174

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. (revised April 1, 2006)

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Appendix B - Employee shelter cost (dollars per month)

April 1, 2006

Number of Persons in Household
Salary Group	1 in household
90,000 – and over	909

Notes:

1. This table applies to those employees who arrived at post prior to April 1, 2002 in accordance with FSD 25.08(a)(ii).
2. This table represents the 2005 Shelter Cost table increased by 0.8%, which is the increase from November 2004 to November 2005 as reported by Statistics Canada. (revised April 1, 2006)
3. When no shelter cost is listed in Appendix B, the shelter cost in Appendix A applies.
4. 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. (revised April 1, 2006)

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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:

(a) Underhousing: A deficiency adjustment could be considered where an employee is underhoused relative to salary and/or household size. This may occur even where overall living conditions are generally comparable but it may not be practical or economical to provide alternative accommodation.

(b) Lack of routine repair and maintenance: It is Post management's responsibility to ensure that corrective action is carried out quickly and effectively in relation to Crown-held staff quarters; however, a reasonable amount of time must be allowed to effect required repairs or maintenance. A response time of three months is considered comparable to that which an average landlord in Ottawa/Gatineau would provide to rectify deficiencies of a non-emergency nature. Therefore, where a deficiency is not corrected within three months of being reported, an application for deficiency adjustment will be entertained, and, if approved, would be made retroactive to the date the deficiency was reported and would be granted until such time as the deficiency was corrected.

(c) Exceptional repairs where most of the staff quarter remains liveable: For example, an electrical fire may render one room and part of the hallway unusable but there is no compelling reason for the employee and dependants to vacate the staff quarters while repairs are being undertaken.

(d) Local factors: As the post differential allowance (PDA) recognizes undesirable conditions which affect everyone, employees may already be receiving compensation for deficiencies related to environment and local conditions. However, where one or several factors recognized under the PDA result in the condition of one staff quarter being markedly worse than other Crown-held accommodation at the post, an application for a deficiency adjustment may be considered.

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 livability 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:

(a) Size and Layout - The number of bedrooms and the amount of floor space should correspond, in general, to the following tables:

Staff Quarter Space Targets/Guidelines
# bedrooms	Salary/family size Salary Base effective April 1, 2000	Sq. meter target
2 bedrooms	all singles 2 in family, salary max under $40,000	90
2 bedrooms +	2 in family, salary max over $40,000	106
3 bedrooms +	3 in family 4 in family, salary max under $55,000	138
4 bedrooms +	4 in family, salary max over $55,000 5 in family	171

The space to be considered in applying the targets includes program and family areas only. Included are the entrance foyer and its coatroom/coat closet, powder rooms, living, dining, kitchen, food storage, bedrooms, bathrooms and den/family rooms. Excluded are closets and storage areas (other than those noted), stairways, hallways, side and service entrances, laundry, furnace and mechanical/electrical equipment rooms, and servants quarters. Measurements are inside-wall to inside-wall.

Notes

• Measurement of 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.
• Measurement of the 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.

(b) Mechanical Systems - This heading covers heating, cooling, plumbing, wiring and associated equipment within the dwelling, but does not include the supply of utilities to the property. Heating equipment should be capable of maintaining a temperature of 22°C throughout those portions of the dwelling normally required as habitable space. Cooling equipment should be capable of maintaining temperatures in accordance with the "humidex" criteria in designated zones as specified in the Foreign Affairs's Manual of Materiel Management (MMD 2 - Annex A). Plumbing and wiring equipment and fixtures should provide a degree of convenience, usefulness and safety comparable to that found in Ottawa/Gatineau, taking into consideration local conditions and lifestyles.

(c) Recreation Areas - In the context of housing, recreation areas are of two types: (a) play space for small children which should be in, or close to, the dwelling; and (b) parks, playgrounds, etc., for older children and adults which should be within a reasonable distance. Recreation areas will vary widely according to local conditions and lifestyles with respect to location, form and amenities, but should be free of hazards such as traffic and should have personal security commensurate with the level for the post. The necessity for children's play space in conjunction with a staff quarter is not a continuous requirement but will vary according to family configuration.

(d) Parking - Each staff quarter should have a parking space for one car, to be available as required, on the property or within reasonable walking distance.

(e) Other - This heading includes access, appearance, condition, landscaping, local facilities, noise, pollution, safety, security, traffic, utilities and utilization. The manner in which most of these elements affect accommodation is self-evident, however, the following will clarify application under these Guidelines.

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 Trade by 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:

(a) where suitable alternative permanent accommodation is not available and correction of the deficiencies is outside the control of the employer; or

(b) where the employee is agreeable to remaining in the accommodation, notwithstanding the seriousness of the deficiency, and essential improvements and/or repairs can be made within a reasonable period of time.

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:

(a)  six months' actual rent, as determined in FSD 25.03, where an employee is required to pay a lessor a sum of money as a security deposit in order to rent permanent accommodation; and/or

(b)  six months' furniture rental, where an employee is required to pay an agency or a firm a sum of money as a security deposit in order to rent essential household furniture and equipment.

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:

(a)  repaid by the employee upon refund by the lessor/firm/agency, together with accrued interest, if any, in accordance with the provisions of the lease agreement, or

(b)  recovered from an employee's salary two months after the date of the expiration of the lease,

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:

(a)  one month's actual rent, as determined in FSD 25.03, where the security deposit was paid to a lessor in order to acquire permanent accommodation, and/or

(b)  one month's furniture rental, where the security deposit was paid to a firm or agency in order to rent essential household furniture and equipment.

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:

(a)  authorize payment of legal and related expenses incurred in securing independent competent assistance to determine employee liability, provided such expenses do not exceed the amount of the security deposit withheld, or

(b)  waive recovery, up to the cost of procuring the services of competent assistance to determine employee liability, of that part of the withheld security deposit advance which in the deputy head's opinion is not properly attributable to the employee.

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:

(a)  the claims of the lessor/firm/agency are unreasonable, and

(b)  initiation of legal proceedings against the lessor/firm/agency would prejudice departmental objectives or involve prohibitive costs,

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:

(a) storage, including the cost of packing, cartage, extra insurance and unpacking, of the employee's effects, or

(b) custodial services providing comparable protection, beginning on the first day of the employee's absence,

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:

(a) household effects, where the employee's lease of privately-rented living accommodation is terminated with the approval of the deputy head, or

(b) personal articles only, where the employee's lease is not terminated or there is no lease.

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:

(a) a weight limit of

(b) expenses incurred on or after the first day of the employee's leave of absence.

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

(a) an absence of eight days or more from a post where, in the opinion of the deputy head, the risk of burglary or unlawful entry into unoccupied accommodation significantly exceeds that of Ottawa/Gatineau, and

(b) an absence from the post 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:

(a)  Vehicle Rental (Sections 30.01 to 30.03)

(b)  Road Taxes and Licensing Fees (Section 30.04)

(c)  Post Parking Expenses (Section 30.05)

(d)  Commuting Assistance (Sections 30.06 to 30.13)

(e)  Education Transportation (Sections 30.14 and 30.15)

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" 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:

(a)  agree to be responsible for operating expenses (oil, fuel/gasoline, parking, tolls, etc.) and shall pay a fixed rate of

(b)  agree to return such automobile in the condition in which it was received, subject to allowance for normal usage;

(c)  ensure that the vehicle is driven only by qualified and licensed drivers in accordance with local law;

(d)  be responsible for ensuring that the automobile is submitted for inspection and maintenance in accordance with instructions prescribed by the deputy head; and

(e)  agree to pay

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 Directive 30; compensation should be provided in accordance with the NJC Travel Directive, with post kilometric/mileage rates as determined by the Deputy Minister of Foreign Affairs: (revised July 1, 2005)

United States of America: http://www.collectionscanada.gc.ca/webarchives/20071116092414/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/krus-tkeu_e.asp (revised July 1, 2005)

Locations Abroad: http://www.collectionscanada.gc.ca/webarchives/20071116092414/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/krla-tkde_e.asp (revised July 1, 2005)

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

(a)  expenses incurred by the employee for normal operation and maintenance of the automobile, other than fuel; and

(b)  the costs of inspections, major overhaul or those repairs which are not payable by the employee pursuant to Section 30.02(e)(i); and

(c)  damage to the automobile which is not payable by the employee pursuant to Sections 30.02(e)(ii) and (iii).

Road Taxes And Licensing Fees

30.04

(a)  At locations outside Canada an employee may be subject to annual motor vehicle registration fees and/or road taxes which exceed those rates payable in the province of Ontario. When supported by appropriate receipts or documentation showing such payment, an employee may be reimbursed the difference between the annual fee paid and that which would be payable in the province of Ontario except that such fees and/or road taxes shall be limited to the annual registration fees and/or road taxes paid in respect of one PMV (which includes a motorcycle where this is the primary method of transportation).

(b)  At locations outside Canada where an employee's PMV is subject to compulsory technical control inspection, the employee may be reimbursed the costs of such inspection in respect of one PMV, when supported by appropriate receipts or documentation.

Guideline

Section 30.04 shall apply to one employee only of an employee-couple 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:

(a)  in the opinion of the deputy head, the employee has duties, responsibilities, rank or position which make the payment of such expenses necessary; or

(b)  in the opinion of the deputy head, public transportation at the post is not available or is not satisfactory by Canadian standards and employees must regularly use their PMV for transportation to work.

Instruction

Section 30.05 of this directive shall apply to one employee only of an employee-couple 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:

(a)  adequate public transportation (transport en commun satisfaisant) means public transportation between a suitable residential location and the workplace, which, in the opinion of the deputy head,

(b)  commuting assistance (aide de transport quotidien) means the actual commuting costs minus the commuting share;

(c)  commuting share (quote-part des frais de transport quotidiens) means the lesser of:

(d)  commuting cost (frais de transport quotidien) means an employee's commuting costs by the most economical means of transport for a daily return journey between the employee's residence and workplace determined in accordance with Section 30.08 for the period during which commuting assistance is being claimed;

(e) post kilometric/mileage rate (taux de kilométrage à la mission) means the rate claimable in cents per kilometre for authorized use of a PMV at the post when an employee requests permission to use a PMV for commuting purposes and the employer agrees. This rate shall be 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 http://www.collectionscanada.gc.ca/webarchives/20071116092414/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.asp), to exclude the fuel/gasoline cost component of that rate and replace it with a component based on the fuel/gasoline cost incurred by employees at the post. (revised July 1, 2005);

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 lower kilometric/mileage rate for travel at the post is adjusted by the Deputy Minister of Foreign Affairs, in accordance with the methodology outlined at Section 30.07(e). (revised July 1, 2005)

(f)  suitable residential location (lieu de résidence convenable) means a location at which, in the opinion of the deputy head, employees could reside, taking account of such factors as:

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 Where the Employee has no Control Over the Choice of Location of Residential Accommodation

(a)  Where adequate public transportation exists, a claim may be made for the cost of public transportation between the employee's workplace and residence which exceeds the commuting share for that portion of the cheapest available ticket (weekly, monthly, quarterly, annually) that pertains to the calendar month for which commuting assistance is being claimed, regardless of the method of transportation actually used by the employee.

(b)  Where adequate public transportation does not exist, and

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

(a)  Where adequate public transportation exists, a claim may be made for the lesser of public transportation costs:

(b)  Where adequate public transportation does not exist, a claim may be made for commuting assistance as in Section 30.09(b), except that, where the use of a PMV is authorized, the lesser of the shortest return distance:

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:

(a)  the cost of the OC Transpo Adult Regular pass on the day the long-term ticket/pass is purchased, where the commuting share is paid in advance for the period of the long-term pass/ticket; or

(b)  the cost of the OC Transpo Adult Regular pass on the first day of each month for which commuting assistance is claimed, where the commuting share is not paid in advance for the period of the long-term pass/ticket;

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 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:

(a)  the child is not permitted to remain in school during the mid-day break;

(b)  supervision is not provided during the mid-day break;

(c)  instruction is scheduled to provide a mid-day break in which children are expected to return home.

30.15

(a) Where the use of a PMV has been authorized under Section 30.14, assistance shall be based on the lower post kilometric/mileage rate, as determined by the Deputy Minister of Foreign Affairs as outlined in Section 30.15(b). Where a dependent student drives a PMV to and from a place of education, assistance shall also include reimbursement of actual and reasonable daily parking charges at or near the educational institution but shall not include parking charges incurred when transporting children to and from school. (revised July 1, 2005)

(b) For purposes of Section 30.15(a), the lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site http://www.collectionscanada.gc.ca/webarchives/20071116092414/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.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; (revised July 1, 2005)

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:

(a) Children enrolled in full day accredited daycare programs exceeding a cost of $1,007 per month (the deductible), in accordance with Section 32.04; (revised April 1, 2007)

(b) Children enrolled in half day daycare programs exceeding a cost of $504 per month (the deductible), in accordance with Section 32.05; and (revised April 1, 2007)

(c) Children at the pre-kindergarten (pre-k) level who are enrolled in a full day program in lieu of half day pre-k and half day daycare, exceeding a cost of $504 per month (the deductible) in accordance with Section 32.06, where: (revised April 1, 2007)

(d) Assistance terminates when the child reaches the age for full-time enrollment in school.

Instruction

This assistance is provided on an interim basis pending a comprehensive review of child care issues worldwide by a special study group of the Foreign Service Directives Committee, following completion of the 2001-2002 Triennial Review of the Foreign Service Directives.

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:

(a) the daycare or pre-k institution is a locally-accredited institution with its own facilities, staffed by recognized professionals;

(b) the mission certifies that the selected institution is of an acceptable standard; and

(c) except as provided under Section 32.06, no assistance is provided where an education allowance is payable under FSD 34 - Education.

Instructions

1. The deductible, established as $1,007 per month for a full day program and $504 per month for a half day program, effective April 1, 2007, represents an average of daycare costs in 2007 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. (Ref: Section 32.01) (revised April 1, 2007)

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.

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.

Instruction

Effective annually on April 1^st, Missions shall advise the deputy head of the recommended representational 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.

Full Day Daycare

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

(a) the actual monthly cost of the program; or;

(b) the mission representative daycare ceiling, or;

(c) a maximum of $3,021; (revised April 1, 2007)

minus $1,007 per child per month (the deductible). (revised April 1, 2007)

Instruction

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 full daycare at institutions in Ottawa for that calendar year

Half Day Daycare

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

(a) the actual monthly cost of the half day program; or

(b) 50% of the mission representative daycare ceiling; or

(c) a maximum of $1,511; (revised April 1, 2007)

minus $504 per child per month (the deductible). (revised April 1, 2007)

Instruction

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 32.05(c) on April 1^st of each year to reflect three times the average rates/costs in effect for half day daycare in instutions in Ottawa for that calendar year.

Combination Pre-k, Daycare

32.06 Employees who qualify for daycare support under Section 32.01, with children enrolled in a full-day pre-k program in lieu of a half day pre-k and a half day daycare program, may claim a monthly allowance for each child equivalent to the lesser of:

(a) the incremental cost of an additional half day pre-k; or

(b) 50% of the mission representative daycare ceiling; or

(c) a maximum of $1,511; (revised April 1, 2007)

minus $504 per child per month (the deductible). (revised April 1, 2007)

Instructions

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

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

8. 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.

Guidelines

1. Assistance is provided for institutional daycare, ie., 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.

Foreign Service Directives Previous Table of Contents Next [Download  FSD-33] Part V - Education and related care of dependant children FSD 33 - Education assistance at the Lycée Claudel Introduction The purpose of this directive is to provide financial assistance to career foreign service employees and RCMP Liaison Officers while serving in Ottawa/Gatineau in enrolling their dependent children at the Lycée Claudel, 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 the headquarters city, 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 Directive 34 - Education Allowances) incurred at the Lycée Claudel in Ottawa in respect of: (a) children who were registered in the French lycée system during the assignment of the employee abroad; (b) children who commence kindergarten in the first year of the lycée system during the assignment of an employee in Ottawa/Gatineau following an assignment abroad; and (c) children who are enrolled in the Lycée Claudel where an employee has not been offered an initial assignment outside Canada. 33.03 Payment authorized in accordance with Section 33.02 shall normally be limited to the two-year period immediately following: (a) the employee's assignment to Ottawa/Gatineau from abroad, and/or (b) the date on which the employee commences rotational employment. 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 21st birthday. Post secondary shelter assistance may be provided up to and including the school year of the 23rd birthday for a student in full-time attendance at a post secondary educationalinstitution in Canada. This directive became effective September 01, 2002. Definitions 34.01 For the purpose of this directive, the following definitions apply: (a) compatible education (enseignement compatible) means an education system which provides an educational curriculum and services compatible with those normally provided without charge in schools in Ontario from junior kindergarten to secondary school graduation, taking into consideration: (i) the desirability of continuation in the child's educational stream, and (ii) the educational history and other personal factors pertinent to the child's education. (b) education allowance (indemnité scolaire) is an allowance for admissible education expenses, provided on an annual basis to employees outside Canada with dependent students/children to obtain compatible schooling that will enable the dependant to continue in the chosen educational stream and will facilitate re-entry into the next higher grade level at a provincial public school system upon return to Canada. (c) education expenses (frais de scolarité) (i) admissible expenses (frais admissibles) means actual expenses which are necessary to accomplish the purpose of this directive, in respect of a dependent child/student. These include: (A) fees, expenses and charges for courses, instruction, services or programs normally provided free as part of the educational program in Ontario or equivalent in other provinces when it is a compulsory condition of re-enrolment to public education in that province, but not provided free of charge at the school attended by the child, such as: (1) tuition fees, (2) fees for subjects normally on the school curriculum, (3) non-refundable application fees, including fees at more than one school where the employee has applied to several to ensure the dependent child's/student's registration/acceptance in a school, as appropriate to the circumstances, notwithstanding this may exceed the established ceiling; (4) non-refundable registration fees, (5) entrance fees, (6) charges for prescribed textbooks, (7) school/craft supplies as determined by the appropriate foreign service interdepartmental co-ordinating committee on the basis of practice followed by: Ottawa-Carleton District School Board Ottawa-Carleton Catholic School Board Conseil des écoles catholiques de langue française du Centre-Est Conseil des écoles publiques de l'Est de l'Ontario (8) examination fees, including compulsory fees associated with International Baccalaureate (IB) fees, Advanced Placement (AP) fees and Scholastic Aptitude Tests (SAT) fees, (9) library fees, (10) laboratory charges, (11) computer user fees, (B) expenses when paid as a compulsory condition of enrolment, such as: (1) graduation fees, (2) military uniform rental, (3) school building fund fee or similar specialized disbursement for this purpose, subject to the provisions of the Financial Administration Act, (4) non-resident fee, (5) athletic fee, (6) identification cards and associated pictures, (7) school foundation fee, (8) medical examination and service fees, (9) fees related to the security of the students and/or school, (10) fees for courses, instruction, services, programs and/or field trips which are part of the curriculum of the school attended by the child/student, and which are not normally provided free of charge as part of the educational program in Ontario, (11) mid-day meal service reduced by an amount determined by the appropriate foreign service interdepartmental co-ordinating committee, which shall be deemed the parent's responsibility, (12) accident liability insurance to protect the educational institution, and (13) the cost of pre-testing for first entry to a lycée outside Canada; (C) local transportation expenses provided by or for the school, such as school bus service, normally for one return school trip each school day between the child's/student's place of residence and place of education; 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: (a) the child is not permitted to remain in school during the mid-day break, (b) supervision is not provided during the mid-day break, (c) instruction is scheduled to provide a mid-day break in which children are expected to return home. Guidelines Transportation of dependent children to school in other situations is provided for in FSD 30 - Post Transportation and Related Expenses. (D) fees, expenses and charges for: (1) supplementary courses or programs, or where a structured course or program is not available, private tutoring, undertaken after notification of posting at the old place of duty prior to relocation or at the new place of duty following relocation. Such courses must be recommended by a competent educational authority in order to meet a requirement for a compulsory course and/or to enable the student to meet the appropriate grade level at the school at the new place of duty. Such expenses will only be authorized where the academic deficiency is attributable to foreign service and is not due to the fault or choice of the student and/or employee; (2) courses and/or private tutoring in subjects not provided by the school attended by the child/student but required on return to Canada by a Canadian provincial education system for secondary graduation; (3) private tutoring in subjects where the educational level of the child/student is below that of the class, form or grade which is attended and such tutoring is recommended by competent educational authority to ensure compatibility of education, where the academic deficiency is attributable to foreign service and is not due to the fault or choice of the student and/or employee; (4) private tutoring in the second official language to provide up to 50 hours of instruction in a school year for a child being educated at the post (except for junior kindergarten). (E) Roman Catholic education comparable to that provided by the Ontario Ministry of Education. Where Roman Catholic education is not available, expenses for Roman Catholic religious instruction may be claimed. (F) actual and reasonable expenses for board and lodging, laundering and mending during terms of scheduled instruction where elementary education has been authorized away from the post because schools at the post are not compatible, or for secondary education or equivalent away from the post; (G) actual and reasonable commercial storage expenses for a dependent student's personal effects between consecutive school years. (ii) inadmissible expenses (frais inadmissibles) include: (A) school pictures, (B) sports equipment, (C) school magazines, (D) refundable deposits including those for textbooks, sports equipment or similar items, (E) school uniforms, (F) pocket money, (G) donations, grants or similar specialized disbursements (except for compulsory school building fund fees) unless authorized by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee. (H) optional field trips, (I) expenses for private music and dancing lessons, and (J) purchase or rental of computer equipment. (d) school year (for an education allowance) (année scolaire (pour une indemnité scolaire) is the actual academic year, which is normally September 1 to August 31 in the northern hemisphere and January 1 to December 31 in the southern hemisphere. 34.02 (a) The deputy head, in accordance with this directive, shall authorize the payment of an education allowance to an employee to provide a dependent child/student with an education up to and including the school year of the 21st birthday, which corresponds to: (i) junior kindergarten/kindergarten school optional programs, as offered by the Ontario Ministry of Education, for students aged 3 years 8 months/4 years 8 months as of September 1 of the school year, or as of January 1 of the school year in the southern hemisphere; (ii) elementary school programs equivalent to Ontario grades 1 to 8, or to Quebec grades 1 to 6, as applicable; and (iii) secondary school programs equivalent to Ontario grades 9 to 12, or to Quebec Secondary I to Secondary V and general pre-university CEGEP I and II, as applicable. Instructions 1. For children starting junior kindergarten or kindergarten in the 2002-2003 school year, eligibility for an allowance shall be determined on the basis of the child's age at the commencement of the academic year rather than on September 1, 2002. 2. Students entering secondary school at the grade 9 level before September 1, 1999 (i.e. enrolled September 1, 1998 or earlier) may be considered for an Education Allowance to permit study associated with completing the six Ontario Academic Credits (OAC) level pre-university course or equivalent. 3. As education in the Province of Quebec is under review, the provisions of Sections 34.02 (a) (ii) and (iii) shall be reviewed annually on September 1, and adjusted as necessary, by the appropriate foreign service interdepartmental co-ordinating committee, to ensure compatibility with Ontario (OAC). (b) The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, may authorize the payment of admissible education expenses directly to an educational institution on behalf of an employee or group of employees. The employee is obliged to inform Post management in writing, immediately on receipt of a bill from a school and/or when a child terminates schooling during the academic year for which an education allowance has been paid. Any advanced funding which may be refunded by the school under such circumstances must be made payable to the Receiver General for Canada. In the event that the school, in error, makes a refund directly to the employee, this must immediately be refunded to the Receiver General; (c) Before authorizing an education allowance, the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, shall consider whether a foreign educational facility is compatible for a child. In forming an opinion on the compatibility of a school for a particular child, the deputy head shall take into account the advice of the senior officer at the Mission, the relevant experience of other departments represented at the Mission, and the opinion of the employee as to the compatibility of schools at the post, based on the educational history and other personal factors pertinent to the child's education. In particular, the deputy head shall be guided by the objective of providing access for the child of an employee to: (i) instruction in the appropriate official language, i.e., English or French, consistent with Section 23 of the Minority Language Educational Rights prescribed by the Canadian Charter of Rights and Freedoms; (ii) schooling in a safe, healthy and secure environment; (iii) a curriculum which is reasonably compatible with the Ontario Ministry of Education curriculum; (iv) a milieu free of problems arising from racial segregation or hostility to foreigners; (v) schooling free from compulsory, incompatible religious instruction; (vi) Roman Catholic education, comparable to that provided by the Ontario Ministry of Education, which right is confirmed in the Constitution of Canada; (vii) schooling where there is no lack of confidence in the school staff, or in the prevailing climate of morality among the school's student population; (viii) schooling which will enable continuation in the child's educational stream. (d) notwithstanding any of the other provisions of this directive, an education allowance or related expenses on behalf of a dependent child/student who resides with the employee's spouse or common-law partner who has chosen not to accompany the employee on posting shall not be authorized without the approval of the President of the Treasury Board as requested by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee. Instruction Exceptions to the provisions of Section 34.02(d) are designed for unusual situations, such as attendance at the Lycée Claudel, which justify payment of an allowance at a fee-paying school. Elementary and secondary education at the post 34.03 (a) Subject to FSD 17.05, where a dependent child is being educated at the elementary or secondary level at a compatible educational facility at the employee's post, an education allowance for admissible education expenses shall be authorized in accordance with this section. (b) The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall establish a post ceiling to reflect the cost of admissible education expenses at a representative school for each post where non-fee paying schools are not compatible. The representative school shall be taken from the roster of compatible schools, as recommended by the Post to the appropriate foreign service interdepartmental co-ordinating committee. Once a school has been approved as representative for a post, the deputy head may approve an allowance for admissible education expenses at any school on the post roster of compatible schools, up to the post ceiling established for the representative school. (c) The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall establish a supplementary allowance, in addition to the post ceiling, for private tutoring and Roman Catholic instruction, on an individual basis. The deputy head may authorize these supplementary allowances on an individual basis, in an amount not to exceed that established by the Deputy Minister of Foreign Affairs. (d) The Deputy Minister of Foreign Affairs may establish an education allowance, on an individual basis, where the representative school is not compatible for a particular child, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, for those posts where a post ceiling is not adequate for a particular child or has not been established because the representative school is a non-fee paying school, (e) The deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, may authorize an education allowance for home schooling (textbooks, school supplies and other expenses that would be authorized under the Home Schooling Program) up to the post ceiling, or, where a post ceiling has not been established, the Ontario non-resident school fee, where: (i) an employee chooses to have a child educated at home, in accordance with a Provincial Home Schooling Program; and (ii) an "education plan" is provided that meets a provincial requirement. 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, a second post ceiling established for secondary education up to the equivalent of Ontario Grade 12 and a third post ceiling established for the equivalent of Ontario Grade 12/OAC. 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 (a) Elementary Schooling in Canada (i) Subject to Section 34.02(d), the deputy head may authorize an education allowance for elementary education in Canada where compatible education at the post is not available for a particular child, or living conditions at the post are unhealthy for that child. The education allowance shall include the following: (A) non-resident school fees for attendance at a public school, and board and lodgings costs, as determined in accordance with Section 34.04(b), or (B) admissible education expenses for attendance at a residential school where suitable board and lodging cannot be arranged for attendance at a public school, as determined in accordance with Section 34.04(b). (ii) On assignment to a Post outside Canada, the deputy head may authorize an education allowance for elementary education in Canada for a dependent student, notwithstanding that compatible education at the post is available for a particular child or living conditions at the post are not unhealthy for that child, in accordance with section 34.04(a), where: (A) the student attends an elementary educational institution in Canada, in order to complete the last year of elementary schooling; and (B) the maximum amount of the allowance shall not exceed the lesser of the post education ceiling or the residential school ceiling in Canada. 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 18th 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. (b) Secondary Schooling in Canada (i) Subject to Section 34.02(d), where an employee chooses to have a dependent student receive secondary education in Canada, the deputy head may authorize an education allowance for this purpose. The education allowance shall include the following: (A) non-resident school fees for attendance at a public school, and board and lodgings costs, as determined in accordance with this section, or (B) admissible education expenses for attendance at a residential school, when suitable board and lodging cannot be arranged for attendance at a public school, as determined in accordance with this section; and, (C) board and lodging expenses for weekends, where a dependent student attends a five-day French residential school in Quebec (seven-day boarding facilities not available). 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; (revised June 1, 2004) (a) no other option is available or practicable; or (revised June 1, 2004) (b) it is a requirement of the commercial storage facility, where other storage facilities or arrangements are not available or practicable; or (revised June 1, 2004) (c) the proposed arrangement is cost-effective, having regard to other possible arrangements for the storage of the student's effects. (revised June 1, 2004) 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 per cent 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, PQ. 6. Where a dependent student attends a qualifying first year university course in lieu of Ontario Grade 12/OAC, the employee may claim an allowance for actual admissible education expenses up to the amount established for public education in Canada. 7. Where a dependent student who has been enrolled in the French National curriculum system attends the Lycée Claudel, 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. 8. 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. 9. 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 (a) Subject to FSD 17.05, the deputy head may authorize an education allowance for a dependent child/student at the Canadian curriculum secondary school which is nearest to the employee's post, and which is inspected by the Ontario Ministry of Education and Training, for employees posted outside North and South America. The allowance authorized under this section shall not exceed the education ceiling for secondary residential schooling in Canada, in accordance with Section 34.04. (b) Where an employee is cross-posted, the deputy head may authorize an education allowance for a dependent child/student: (i) in accordance with the provisions of Section 34.05 (a); or (ii) in accordance with Section 34.10. (c) The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall establish a ceiling for attendance at the Sophia Antipolis School in Valbonne, France, where compatible educational facilities for instruction in the French National curriculum at the secondary level are not available at the post. (d) Where a dependent student is being educated within the country of assignment but not at the employee's place of duty, or outside the country of assignment but not in Canada, which does not offer residential facilities, the details shall be reported to the appropriate foreign service interdepartmental co-ordinating committee to determine the amount of education allowance payable. (e) The provisions of the 1993 Foreign Service Directives shall continue to apply where an education allowance was authorized prior to September 1, 2002 for attendance at an educational institution away from post but not in Canada, for the duration of the employee's posting during which the allowance was authorized, to ensure continuity of education. 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: (a) shelter for the full academic year where the dependent student is in full-time attendance at a post-secondary educational institution in Canada which has been approved by the deputy head; or (b) shelter for the balance of the academic year where an employee is relocated from a post abroad during the course of the academic year and a dependent student, who resided with the employee and who is in full-time attendance at a post-secondary institution at the employee's post, chooses to remain at the old place of duty to complete the academic year; 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 (c) actual and reasonable commercial storage expenses, as determined by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, for a dependent student's personal effects between consecutive school years. 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. 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; (a) the dependent child remains at the old place of duty, the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall authorize an allowance for actual admissible education expenses, including board and lodging expenses, for the balance of the school year; (b) the dependent student has been educated at a location approved by the deputy head away from the employee's post, an allowance for actual admissible education expenses which had been approved shall continue for the balance of the school year; or (c) where expenses are incurred at another educational institution, an allowance for actual admissible education expenses shall be authorized for the balance of the school year in accordance with the appropriate section of this directive. 34.11 Section 34.10 may also be applied at the discretion of the deputy head in exceptional circumstances, where (a) a dependent child is evacuated under Directive 64, or (b) the school being attended by a dependent child/student becomes incompatible. Special education allowance 34.12 Subject to FSD 17.05, the Deputy Minister of Foreign Affairs, 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 Training and the Ontario Ministry of Community, Family and Children`s Services for a dependent child/student with: (a) a physical disability; (b) special learning needs (c) gifted learning needs. Instructions 1. "Special education" refers to programs provided by the Ontario Ministry of Education and Training and the Ontario Ministry of Community, Family and Children`s 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 the FSD Advisor, 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 (a) Entitlements under this directive are available any time after the date on which an employee is officially notified in writing of an impending posting and continue to be available until the end of the last academic year that commenced while the employee was stationed abroad, subject to the provisions of Section 34.10 and to limitations specified in Section 34.07. (b) Section 34.13(a) shall apply to a Head of Mission designate any time after the date of official direction to proceed with posting arrangements. Forms FS34 FS35 TBC 330-36 (Rev. 87/08) Proposal - Education Allowance (FSD 34) - Family Reunion Travel (FSD 51) Appendix - Summary of Education Provisions Education Taken Educational Facilities at Post Allowances Payable in Respect of: 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) and 34.05 (e) English - Section 34.05 (a) Cross-posting - Section 34.05 (b) French - Section 34.05 (c) Within country of assignment - Section 34.05 (d) Continuity of Education - Section 34.05 (e) Compatible Section 34.05 (e) Sections 34.05 (a), (b) and (e) 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. The 1997 conversion of travel entitlements to non-accountable allowances has resulted in significant changes to administrative procedures. The new issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances. 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(j)(ii) or a dependent student as defined in FSD 2.01(k) to an elementary or secondary school that has been approved by the deputy head pursuant to FSD 34.02: (a) from the employee's place of duty, where the dependent child has been residing with the employee at the post; or (b) from the employee's post, where relocation expenses on behalf of the dependent student have been authorized pursuant to FSD 15.38; or (c) after notification in writing of an impending assignment to a post, from the employee's former place of duty in Canada, where the dependent student is not going to take up residence with the employee at the post but will be going directly from the former place of duty to the approved school; or (d) after notification in writing of an impending cross-posting, from the employee's former post, where the dependent student is not going to take up residence with the employee at the new post but will be going directly from the former post to the approved school; or (e) after notification in writing of an impending cross-posting, from the previously approved school, where the dependent student has been and will continue to be educated elsewhere than at the employee's post. Guidelines 1.  Travelling expenses, as defined in FSD 2.01(aa), 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: (a) from the employee's post to a post-secondary educational institution in Canada, where the student has been residing with the employee; (b) from the employee's post to a post-secondary educational institution in Canada and return where a pre-enrollment examination or interview is mandatory at the educational institution; (c) from a secondary school, outside Canada at a location other than the employee's post, where an education allowance has been authorized pursuant to FSD 34.05, to a post-secondary educational institution in Canada; (d) from the employee's post, where relocation expenses on behalf of the dependent student have been authorized pursuant to FSD 15.38, to a post-secondary educational institution in Canada; 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; (e) from a secondary school in Canada, where an education allowance has been authorized pursuant to FSD 34.04(b), to a post-secondary educational institution in Canada, up to a limit of the travelling expenses that would have been incurred for a journey between the secondary school and the headquarters city. Guidelines 1.  Directive 15 (Relocation), applies where: (a) a dependent student is authorized to accompany an employee on relocation during the long school holiday recess, notwithstanding that the student will not be residing with the employee at the new place of duty; (b) a dependent student is authorized to accompany an employee on relocation during the long school holiday recess, notwithstanding that the student has not been residing with the employee at the former place of duty; (c) a dependent student, for whom education allowances have been authorized under FSD 34.04 and/or 34.05, is taking up residence with the employee at the employee's post, notwithstanding that relocation expenses to the post may have been authorized previously on behalf of that student. 2. FSD 51 - Family reunion, applies to travel from the approved school: (a) to the employee's post, where the employee is authorized to relocate to Canada during the long school holiday recess; or (b) to the employee's former post, where the employee is cross-posted during the long school holiday recess, and from the new post to 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  Where an education allowance is authorized for a student at an elementary or secondary school under FSD 34.04 and/or FSD 34.05, the deputy head may also 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. 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. 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: (a) the weight of such articles does not exceed the appropriate weight limitation for an accompanying dependant in accordance with FSD 15.14, in addition to the maximum allowable weight of accompanying baggage transported free of charge by the carrier; and (b)  personal articles in excess of those transported free of charge by the carrier are transported by the most economical means, 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:

(a)  is residing at a post listed in the appendix to this directive and indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates, or

(b)  is in full-time attendance at an educational institution away from the post and expenses are being paid pursuant to FSD 51 - Family reunion,

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:

(a)  the employee and/or dependant completes a period of service at an unhealthy post; and/or

(b)  the employee has had a previous period of service at an unhealthy post, or has been otherwise exposed to unhealthy conditions at a post, and/or

(c)  a reasonable period of time has passed since the last medical examination of an employee or a dependant.

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:

(a)  payment of actual and reasonable medical expenses, and, where applicable,

(b)  payment of travelling expenses, as defined in FSD 2.01(aa), which 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.

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

(a)  Where a variance in the written medical opinions submitted pursuant to Sections 38.05 and 38.06 is significant, Health Canada may request a third and independent written medical opinion, which shall be taken into consideration in resubmitting an assessment as to fitness for duty to the deputy head.

(b)  Where the deputy head is not satisfied with the assessment as to fitness for duty and a third and independent written medical opinion has not been obtained by Health Canada, the deputy head may request that a third and independent written medical opinion be submitted to Health Canada, which shall take such opinion into consideration in forming an assessment as to fitness for duty.

38.08

(a)  In making the decision concerning the assignment of an employee, the deputy head shall give consideration to the assessments as to fitness for duty submitted pursuant to Sections 38.05, 38.06 and 38.07.

(b)  Where, after taking into account any assessment as to fitness for duty provided, the deputy head determines that an employee cannot be posted, or cannot continue an assignment abroad, the employee shall be so informed.

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:

(a)  the servant is one who is in frequent close contact with the employee or a dependant, and

(b)  such costs are not covered by local law.

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

(a)  the immunization is recommended by Health Canada, and

(b)  such costs are not covered by local law.

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 as indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates 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. (revised April 1, 2006)

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(j) or 2.01(k), respectively, who

(a) is residing with the employee at the post, or

(b) is in full-time attendance at an educational institution outside of Canada.

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:

(a) the employee pays the deductible share under the Public Service Health Care Plan or the Public Service Dental Care Plan or the share which would have been applicable for insurance under these plans; and

(b) the employee pays any co-insurance applicable under the Public Service Health Care Plan or the Public Service Dental Care Plan or the amount of co-insurance which would have been applicable for insurance under these plans; and

(c) the expenses involved have been incurred pursuant to consultation with a medical practitioner or dentist acceptable to Health Canada;

(d) the employee submits a claim under the Public Service Health Care Plan or the Public Service Dental Care Plan within the time constraints of the plan (usually 12 months) except that;

(e) where a claim is denied under the Public Service Dental Care Plan because it is for treatment which was previously claimed, and the required time has not elapsed before another claim may be made, the deputy head may authorize reimbursement in such amount as may be recommended by the Administrator of the Plan to reflect the amount which would otherwise have been payable under the PSDCP as an initial claim, plus any excess dental costs identified by the Administrator of the Plan and payable under this directive. This provision is designed to provide for those necessary additional costs resulting from initial incompetent/inadequate treatment, where the employee is no longer at the location where the original treatment took place or, in the opinion of Mission administration, cannot obtain redress from the original practitioner.

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. 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.

4. 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.

5. 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 $100.00 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 $150.00 per day. The claim would be reduced by the difference between Level III and Level I coverage, that is, $90.00, and the employee would receive an adjusted amount of $100.00 minus $90.00, or $10.00.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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:

(a) an illness due to conditions at a location where the employee and/or a dependant is or has been residing and which is of a type, the incidence of which is greater than in Canada, or

(b) an injury resulting from an event at a location where an employee and/or dependant is or has been residing, and which would not normally occur in Canada, or which gives rise to circumstances not normally experienced in Canada,

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

(c) the deductible share attributable to the difference between single and family coverage under the Public Service Health Care Plan or the Public Service Dental Care Plan as applicable; and

(d) the actual amount of co-insurance for which the employee was responsible under the Public Service Health Care Plan or the Public Service Dental Care Plan.

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):

(a) for whom the employee is receiving family separation expenses under the provisions of FSD 16.09, or separation assistance for spouses or common-law partners under the provisions of FSD 17.04 or 17.05, or

(b) for whom the employee is being paid an education allowance(s) and/or shelter assistance under the provisions of FSD 34 - Education allowances, where such dependant(s) is/are attending an elementary, secondary or post-secondary educational institution in Canada,or

(c) who is under age 21 and who is receiving care or training in an institution in Canada by reason of a mental and/or physical infirmity or disability,

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

Instructions

An employee may claim an allowance which represents the excess amount of the premium, as specified in Section 40.01 for costs incurred on or after October 1, 1997.

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.

Employees will be required to submit such documentation as the employer may require 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 has access to necessary and suitable health care facilities and services on a cost-effective basis as determined by the deputy head.

The 1997 conversion of travel entitlements to non-accountable allowances has resulted in significant changes to administrative procedures. Allowances provided under FSD 41.04(b) are subject to the issue and verification procedures of FSD 70. Funds provided under the balance of FSD 41 are fully accountable.

Directive 41

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

(a) resides with the employee at the post, or

(b) is in full-time attendance at an educational institution outside of Canada.

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 indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates, and reasonable para-medical care.

41.03

(a) Where the deputy head is satisfied that necessary and suitable health care facilities or services are not available locally, or local treatment costs exceed costs of travel, treatment and living expenses at the nearest suitable location, another suitable location, or Canada, the following may be approved:

Instructions

1. When approving payment of travelling and living expenses for accompanying dependent children on health care travel, the deputy head shall consider each case on its own merits taking into account such factors as the ages of the children accompanying the parent and the availability and cost of child-care services at the post.

2. The dollar amounts specified in Section 41.03(a)(v) shall be adjusted from time to time to reflect the dollar amounts authorized by the 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.

3. Receipts for dependant care costs under this section 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).

4. The provisions for dependant care under this directive also apply to joint custody situations where the dependant qualifies as a dependant 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.

(b) For the purposes of this section, travelling expenses(frais de déplacement) 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.

(c) For the purposes of this section, living expenses (frais de subsistance) means:

(d) Unless the deputy head otherwise directs, travel leave shall only be granted during normal working hours where it is not feasible for the employee to travel during non-working hours.

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:

(a) the payment of actual and reasonable living expenses both before and after the time of delivery where:

(b) an allowance for travelling expenses and living expenses for a period not to exceed five days, in accordance with Section 41.03, to enable the spouse or common-law partner to be present at the birth of the child.

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:

(a) where the advance is not less than $200; and

(b) where, subject to Sections 42.03 and 42.04, the employee agrees to repay the advance within 6 months; and

(c) where the employee submits an estimate of costs from the doctor, dentist or hospital representing 90% of the advance requested, when the amount of the advance exceeds $500; and

(d) on condition that the employee undertakes in writing on the Medical and/or Dental Expense Advance form to endorse and remit to the Receiver General for Canada any cheque issued by the underwriters 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; and

(e) in the case of an advance for dental expenses for dependants not covered by the Public Service Dental Care Plan (PSDCP), employees may be asked to provide proof of coverage.

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: (revised April 1, 2004)

(a) the estimate of costs from the health care provider submitted by the employee in support of the medical/dental expense advance; (revised April 1, 2004)

(b) the payment for services for which the advance was approved; and (revised April 1, 2004)

(c) the reimbursement of the employee's claim of insurance. (revised April 1, 2004)

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. (revised April 1, 2004)

42.02 Except as provided in Section 42.04, where, for any reason, any cheque issued by a 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:

(a) where an employee who has received settlement from a plan administrator or from the employer, fails to repay any outstanding portion of the advance within 60 days of the date(s) on which the settlement cheque(s) were issued, such outstanding portion of the advance shall be subject to recovery pursuant to the relevant provisions of the Financial Administration Act.

(b) where an advance has been authorized under this directive, the employee shall ensure that a claim under the Public Service Health Care Plan or the Public Service Dental Care Plan is submitted as soon as possible, notwithstanding the time requirements that the plans have in place for accepting claims; in the event that a claim is rejected under the plan because of lateness, the employee may not claim under Directive 39 of these directives and 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.

Guidelines:

1. Currently, under the PSHCP, employees must file claims with the PSHCP Administrator (currently World Access) 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, as health care facilities may bill the claims administrator directly. To arrange this, the employee should contact World Access at 1-800-363-1835. If it can be demonstrated that the health care providers will not accept direct billing to the PSHCP 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 collective agreement or other appropriate authority for service in Canada.

44.02 Notwithstanding the provisions of collective agreement or other appropriate authority for service in Canada,

(a) the deputy head may substitute another holiday for a designated holiday to which the employee would be entitled in Canada, where that designated holiday is not recognized as a general holiday at the post;

(b) where an employee serves at more than one location during a calendar year, the deputy head shall further adjust the designated holidays at post for that employee to ensure that such employee is granted the same number of designated holidays for the calendar year as are provided in collective agreement or other appropriate authority for service in Canada;

(c) where a holiday at the post falls on a day of rest for the employee, or where the employee is required to work on a holiday at the post, compensation or leave of absence with pay shall be authorized in accordance with the employee's 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 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 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 (revised October 1, 1997) on May 31, 2001.

The 1997 conversion of travel entitlements to non-accountable allowances has resulted in significant changes to administrative procedures.

The new issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances.

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

(a) Each full foreign service travel credit is converted to a non-accountable travel allowance, to reflect 75% of full (Y) economy air fare between the employee's post and the headquarters city at the time the allowance is authorized. Where there is no Y fare, 100% of Y2 fare shall be used.

(b) A foreign service travel allowance may be requested in local currency or in Canadian dollars. Employees applying for the allowance will be required to identify the purpose for which the allowance is requested, and will later be required to prove or substantiate that the purpose for which the allowance was intended has actually been met.

(c) It is not the intent to provide employees with an allowance for purposes other than travel as specified in this directive. While the allowance is intended for transportation costs, it is accepted that up to 30% of the allowance may be used for travel-related costs such as accommodation and meals.

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:

(a) for travel while an employee is on posting; and/or

(b) for travel in conjunction with relocation travel, to and/or from a post, when authorized in advance and subject to audit on arrival at the new place of duty; and/or

(c) for travel, following receipt of a Posting Confirmation Form, to the employee's new place of duty outside Canada, to seek or facilitate spousal employment, to arrange for the education of dependants, or for househunting where a househunting trip has not been authorized for reasons of cost-effectiveness;

and where

(d) travel may be taken on more than one occasion and/or by more than one person;

(e) more than one travel credit may be used at the same time (for example, the employee may wish to bring two or more family members from Canada to visit at the post);

(f) travel may be combined, that is, travel from post may be combined with travel from a second location to a common third location destination; and

(g) with the advance approval of the deputy head, travel may be taken in conjunction with travel authorized under another directive (for example, family reunion travel, compassionate travel).

Instructions

1. Transportation by car, at the lower kilometric/mileage rate, is acceptable provided the destination is more than 150 km. 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 http://www.collectionscanada.gc.ca/webarchives/20071206123015/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.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; (revised July 1, 2005)

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 Advisor, 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

(a) Where an employee's posting is terminated before the travel for which the allowance was granted has started, the employee,

(b) Where an employee's posting is terminated before the travel for which the allowance was granted has been completed, the employee,

(c) where travel has been authorized in conjunction with relocation travel under FSD 15 - Relocation, on arrival at the new place of duty an employee shall be required to demonstrate that the allowance has been used as intended, and

(d) in applying Sections 45.06 (a) and (b), an employee will normally be required to return that portion of the allowance which has not been used for travel (and which will not be used in conjunction with relocation travel under FSD 15 - Relocation), unless, in the opinion of the deputy head, there are extenuating circumstances which merit special consideration; extenuating circumstances include those situations where an employee can demonstrate the purchase of non-returnable tickets, or where pre-paid vacation or travel arrangements cannot be canceled or are subject to a financial penalty.

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,

(a) may retain and use foreign service leave credits during employment with a foreign service department; and/or

(b) may receive cash payment for any or all foreign service leave credits, on the basis of salary in effect on the date the request is made; and

(c) shall receive cash payment for all outstanding foreign service leave credits on termination of employment from a foreign service department, on the basis of salary in effect on the last day of employment with a foreign service department.

Transitional Provisions

45.10 Employees at post on Junel 01, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives (revised October 01, 1997) on May 31, 2001, shall remain under these 1997 provisions until:

(a) the next annual anniversary date of arrival at post; or

(b) the first day following completion of the time necessary to fulfill the requirement for a travel allowance, where one or more travel allowances have been authorized in advance;

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; and

(c) where an employee has not utilized a travel allowance earned under the 1997 provisions of FSD 45 - Foreign service travel, such allowance shall be authorized/available for use until the completion of the employee's assignment, including any extension, and/or, at the employee's request, in conjunction with relocation travel under FSD 15 - Relocation, from the post at which the employee was serving on June 1, 2001.

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:

(a) on or after June 1, 2001, as applicable, for employees who arrive at post on or after this date, or

(b) on such date as may be determined by the deputy head, subsequent to June 1, 2001, for employees,

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:

(a) post leave credits are available for use at post, are portable between posts, and may be used in conjunction with relocation travel from post;

(b) the total accumulation of post leave credits at any time shall not exceed 40 days; when this maximum is reached, the employee will automatically receive the post specific allowance under FSD 56 - Foreign service incentive allowances, until such time as the employee reduces post leave credits below 40 days and again elects for the provisions of this directive for post leave;

(c) on request, an employee may receive cash payment for any or all accrued post leave credits, on the basis of salary in effect on the date the request is made, and

(d) post leave credits shall be cashed out on the employee's return to Canada, on the basis of salary in effect on the date of the employee's return to duty in Canada.

46.04

(a) Where an employee elects for post leave, credits shall be accumulated at the rate of 10/12 of a day for each completed month of service at a post, until:

(b) For purposes of calculating credits under this directive, an employee shall be deemed to have a completed month of service where at least ten compensation days are spent at a post, except that during a cross-posting an employee cannot accumulate credits on the basis of two periods of ten compensation days within the same calendar month.

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 Advisor, 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:

(a) Post leave may be taken on its own or in conjunction with vacation leave and/or with foreign service leave, where an employee has a bank of foreign service leave credits.

(b) It should be noted that vacation leave, post leave and foreign service leave are entitlements. Every effort should be made to authorize leave as requested by the employee.

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:

(a) the next annual anniversary date of arrival at post, or

(b) the first day following completion of the time necessary to fulfil the requirement for a travel allowance, where one or more travel allowances have been authorized in advance,

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, and

(c) where an employee has not utilized a travel allowance earned under the 1997 provisions of FSD 45 - Foreign service travel, such allowance shall be authorized/available for use until completion of the employee's assignment, including any extension, and / or, at the employee's request, in conjunction with relocation travel under FSD 15 - Relocation from the post at which the employee was serving on June 1, 2001.

Foreign Service Directives Previous Table of Contents Next [Download  FSD-47] Part VII - Holidays, leave and personal travel 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. The 1997 conversion of travel entitlements to non-accountable allowances has resulted in significant changes to administrative procedures. The new 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, (a) from posts which are not listed in the Appendix to Directive 58, once per tour of duty (including any extension), of three years or more; where an employee is assigned to a non-hardship post for a period of less than three years, such an employee shall only be entitled to an allowance at the end of the posting in accordance with Section 50.02(a); (b) from posts at Levels I and II in the Appendix to Directive 58, once per two-year tour of duty plus one trip for each additional year beyond two years; (c) from posts at Levels I and II in the Appendix to Directive 58, twice per three-year tour of duty, plus one trip for each additional year beyond three years; (d) from posts at Levels III, IV and V in the Appendix to Directive 58, once for each year for the number of years of the tour of duty, plus one trip for each additional year beyond the normal tour of duty. Instruction "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. 50.02 (a) In addition to the travel entitlements specified in Section 50.01, an employee and any dependant normally residing with the employee at the post may request to travel between the post and the headquarters city, on the termination of each posting in accordance with FSD 15.03. (b) The employee does not have the option of deferring relocation travel under FSD 15.03. (c) The deputy head has the right to defer an employee's relocation travel to the headquarters city under FSD 15.03 for operational reasons. In such a case, the employee shall have one additional VTA under this directive for travel to the headquarters city during the new posting. This travel to the headquarters city must be identified on the FSD 70 Travel Certification form for FSD 50. (revised October 1, 2004) 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. Provisions for the issue and verification of vacation travel allowances are found in FSD 70 - Reporting requirements and verification of allowances. 3. 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 A VTA may be authorized for dependants when, for reasons acceptable to the deputy head, the employee does not travel with the dependants. 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: (a) 90% of full (Y) economy class fare for a return journey from the employee's post to the headquarters city, for those posts for which a stopover would be authorized for relocation travel; and (b) 80% of full (Y) economy class fare, for a return journey from the employee's post to the headquarters city, for those posts for which a stopover would not be authorized, except that; (c) where there is no full (Y) economy class fare for all or a portion of the journey, 100% of special (Y2) economy class fare shall be used for the full journey. Instruction It should be noted that vacation leave is an entitlement and should be authorized at the same time that the VTA is approved. 50.05 (a) When the employee travels under Section 50.01 of this directive, a minimum of ten compensation days of leave with pay must be taken. With the approval of the deputy head, leave with pay may include leave without pay where, due to exceptional circumstances beyond the reasonable control of the employee, the employee does not have ten compensation days of leave with pay. (b) Where employees use the allowance for travel on more than one occasion, at least five consecutive days of leave must be taken on one occasion, to permit a reasonable period of time to benefit from travel. This leave must be applied for at the time the allowance is requested, even if it is not being taken with the initial travel. (c) It is the employee's responsibility to ensure that a minimum of ten compensation days of leave is taken for travel under this directive during the total period in which travel is taken. As this is a condition of travel, an employee who does not meet this condition will be required to repay the allowance in full, unless there are extenuating circumstances, such as early termination of posting as a result of operational requirements. In such exceptional circumstances, the deputy head shall determine whether an adjustment to the allowance is required. 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: (a) the cost shall be limited to the lesser cost of either air cargo or accompanied excess baggage, as determined by the deputy head on the basis of the employee's weight entitlement for shipment from Ottawa to the employee's post at the time travel is taken; (b) such shipment must originate from a location on the return routing to the post and must relate to the period of travel; (c) an employee may claim the cost of charges for customs duties, taxes and/or clearance charges imposed by the host country on the air cargo/accompanied excess baggage. 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, 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 (a) All travel entitlements under this directive may be taken at any time during a posting, but all such travel entitlements automatically lapse on the termination of each posting. (b) Where the frequency of VTA changes as a result of a reduction in a post's post differential allowance level under Directive 58, this change shall not affect an employee at the post on the effective date of the reduction for the duration of the current tour of duty. (c) Where the frequency of VTA changes as a result of an increase in a post's post differential allowance level under Directive 58, this change shall only affect an employee at the post on the effective date of the increase where the employee has approximately 12 months remaining in the tour of duty. 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 17.05 supercedes the provisions of this directive. The 1997 conversion of travel entitlements to non-accountable allowances has resulted in significant changes to administrative procedures. The new issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances. Index 51.01 Family Reunion Travel Allowance 51.02 Child/Student Travelling to Mission 51.03 Blank 51.04 Blank 51.05 Family Reunion for Unaccompanied Employees 51.06 Family Reunion for Employee Couples 51.07 Dependent Child Visiting Under Custody Arrangements 51.08 Family Reunion Away From the Mission 51.09 Period of Entitlement 51.10 Travel Leave 51.11 Appendices 51.12 Telephone Calls Appendices A to E Family Reunion Travel Allowance 51.01 Throughout this directive, the non-accountable family reunion travel allowance shall reflect: (a) the lowest available airfare appropriate to a particular itinerary, including APEX, charters and other reduced or discounted fares, for the most direct routing between the mission and either the location of the dependant or the headquarters city, as applicable; and (b) an amount for local transportation costs to and from airports at the points of departure and /or destination; if these costs are not known when the allowance is issued, a supplementary allowance may be issued; and (c) an amount to cover the expenses for meals, accommodation 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, when authorized in advance by the deputy head; if these costs are not known when the allowance is issued, a supplementary allowance may be issued; where (d) 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; employees are expected to make travel arrangements 4-6 weeks in advance of travel; unless there is a reason acceptable to the deputy head, full-fare economy shall not be authorized; and (e) where more than one rate is available for the same standard of air travel, depending on whether the ticket is purchased in Canada or at the mission, the most economical airfare rate shall be used, and (f) where the employee purchases restricted tickets in advance, in order to obtain a reduced fare, the employer will reimburse the cost of the fee necessary to change the ticket, should it be necessary to change the dates of travel for reasons beyond the reasonable control of the employee; and (g) if the dependant or employee prefers to drive, the family reunion travel allowance shall be based on the lower kilometric/mileage rate for return travel between the location of the dependant and the mission, up to the cost of the lowest available airfare determined in accordance with this section. 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 http://www.collectionscanada.gc.ca/webarchives/20071116093239/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.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; and (revised July 1, 2005) (h) provisions for the issue and verification of family reunion travel allowances are found in FSD 70 - Reporting requirements and verification of allowances. 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: (a) Dependent Student - Elementary and Secondary Level: Three return trips in a twelve-month period for a dependent student who is in full-time attendance at a school where an education allowance is paid under FSD 34 - Education allowances, for travel between the location of the student and the mission, when the dependant is being educated: (i) in Canada at the elementary or secondary level; (ii) away from the mission at the secondary level because schools at the mission are not compatible, where the last year of entitlement shall be the twelve-month period commencing September 1st in which the 21st birthday occurs; and where one of the trips must be taken during the long school holiday recess; (b) Dependent Student 21 or Less - Post-Secondary Level: Two return trips in a twelve-month period for a dependent student who is in full-time attendance at a post-secondary educational institution, for travel between the location of the student and the mission, up to the cost of travel between the headquarters city and the mission for travel from Canada, or between the mission and the headquarters city for travel from outside Canada, where the last year of entitlement shall be the twelve-month period commencing September 1st in which the 21st birthday occurs; (c) Dependent Student Over 21 and Less than 24: One return trip in a twelve-month period for a dependent student who: (i) is over the age of 21 but who has not yet attained 24 years of age; and (ii) is in full-time attendance at an educational institution which has been approved by the deputy head; for travel between the location of the student and the mission, up to the cost of travel between the headquarters city and the mission for travel from Canada, or between the mission and the headquarters city for travel from outside Canada; and where the last year of entitlement shall be the twelve-month period commencing September 1st in which the 23rd birthday occurs. (d) Child Not in School: The child of an employee/spouse/common law partner who: (i) is not a dependent student; (ii) does not reside with the employee at the mission; and (iii) normally resides, and is in a dependent relationship with the employee/spouse/common law partner in Canada; is entitled to: (iv) two return trips in a twelve-month period, if the child has not yet attained 19 years of age, for travel between the location of the child and the mission, up to the cost of travel between the headquarters city and the mission for travel from Canada, or between the mission and the headquarters city for travel from outside Canada, where the last year of entitlement shall be the twelve-month period commending September 1st in which the 18th birthday occurs; (v) one return trip in a twelve-month period, if the child is over the age of 18 but has not yet attained 22 years of age, for travel between the location of the child and the mission, up to the cost of travel between the headquarters city and the mission for travel from Canada, or between the mission and the headquarters city for travel from outside Canada, where the last year of entitlement shall be the twelve-month period commencing September 1st in which the 21st birthday occurs. (e) Child with Special Needs: Where travel is by a dependent child with special needs (mentally or physically challenged) and the airline will not accept the child unaccompanied, or where the child is under 13 years of age, one of the trips available each year under Section 51.02 may be used for an escort. 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) 51.03 - blank 51.04 - blank Family Reunion for Unaccompanied Employees 51.05 Subject to FSD 17.05, 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: (a) Families Relocated to Third Location: Where dependants have been relocated to another location under FSD 15.40, the family reunion travel allowance shall be for return travel between the mission and the location of the separated dependants. (b) Other Situations: Where Section 51.05(a) does not apply, the family reunion travel allowance shall be for travel: (i) between the mission and the location of the separated dependants, up to the cost of travel between the mission and the headquarters city, or (ii) between the location of the separated dependants and the mission, up to the cost of travel between the headquarters city and the mission, as applicable. 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: (a) Employee Travelling to Other Employee's Mission: Up to two trips in a twelve-month period for travel between missions, where either employee, including a dependent child residing with one employee of the employee-couple, may use the entitlement to travel to the mission of the other employee; and (b) Child/Student Travelling to Either Mission: Up to three trips in a twelve-month period for travel which would otherwise have been authorized under Section 51.02(a), (b), (c) or (d) from the location of the child/student to either mission, except that: (i) where travel is in lieu of travel under Section 51.02(a), for a child at the elementary or secondary school level in Canada, two trips must be for the purpose of family reunion with the employee-couple; and (ii) where travel is in lieu of travel under Section 51.02(b), (c) or (d), travel must be for the purpose of family reunion with the employee-couple; and (iii) travel for a child/student under this section is subject to the age and cost limitations as prescribed in Section 51.02, as applicable. 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: (a) Reunion with Dependent Child's Other Parent: Where the employee/spouse/common law partner is responsible for travel for a dependent child, (i) who is residing with the employee at the mission; or (ii) who is a dependent student as defined in FSD 2.01(k) to visit the other parent, a family reunion travel allowance may be authorized for up to two trips in a 12-month period, less the cost of travel, if any, between the location of the child's other parent and the employee's headquarters city, except that: (revised July 1, 2005) (iii) in applying Section 51.07(a)(i), where the best interests of the child would be met by reunion at the mission with the child's other parent, such travel for the child's other parent for return travel only to the mission, in lieu of travel by the child, may be approved by the deputy head, at the request of the employee. (revised July 1, 2005) Instruction 1. In applying FSD 51.07(a), where the location of the child's other parent is at a mission outside Canada, and that parent is an employee/spouse/common-law partner subject to the Foreign Service Directives, the family reunion travel allowance shall not be reduced to reflect the cost of travel between the child's other parent and the employee's headquarters city. (revised June 1, 2004) 2. The intent of Section 51.07(a)(iii) is to recognize special situations in which travel by the other parent to the dependent child is recommended for reasons such as the age of the child, special needs of the child (mentally or physically challenged), or special circumstances based on the recommendation of a health or education specialist, where the deputy head is satisfied that the intent of family reunion is best met at the employee's mission. (revised July 1, 2005) (b) Non-Dependent Child Visiting Mission: A family reunion travel allowance may be authorized for a child of the employee/spouse/ common law partner, who does not qualify as a dependant under FSD 2.01(j)(ii) for the sole reason that the child does not normally reside with the employee/spouse/common law partner, but the latter has visiting privileges with the child under the terms of a custody agreement, for up to two trips per 12-month period, from the location of the child to the employee's mission, less the cost of travel, if any, between the location of the child and the employee's headquarters city. Instruction In applying FSD 51.07(b), where the location of the child is at a mission outside Canada with a parent who is an employee/spouse common-law partner subject to the Foreign Service Directives, the family reunion travel allowance shall not be reduced to reflect the cost of travel between the location of the child and the employee's headquarters city. (revised June 1, 2004) (c) Child with Special Needs: Where travel is by a dependent child with special needs (mentally or physically challenged) and the airline will not accept the child unaccompanied, or where the child is under 13 years of age, one of the trips available under this section may be used during the applicable twelve-month period for an escort. 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. (revised June 1, 2004) 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: (a) where travel is on an excursion ticket, the employee's share shall be based on excursion rates; (b) where travel for which the employee is responsible is in excess of 800 kilometres (500 miles) from the employee's headquarters city, Canadian airfare rates in effect on the date travel commences shall be used; or (c) where travel for which the employee is responsible is within 800 kilometres (500 miles) of the employee's headquarters city, the lesser of Canadian bus or rail costs shall be used. Family Reunion away from Mission 51.08 (a) Travel to the Location of the Separated Dependant: While it is expected that family reunion will normally occur at the employee's mission, at the employee's request a family reunion travel allowance may be authorized for a return trip between the mission and the location of the child/student/ spouse/common law partner, or the headquarters city, as applicable, for: (i) the employee, where travel is in lieu of the provisions of Section 51.05 or 51.07(b); or (ii) the spouse/common law partner, where travel is in lieu of the provisions of Section 51.07(b); or (iii) the employee and spouse/common law partner and any dependent child residing with the employee at the mission, where travel is in lieu of the provisions of Section 51.02; where the deputy head is satisfied that the intent of family reunion is best met. (b) Travel to a Third Location: In special circumstances (see Instruction 2), provided that the intent of family reunion is best met, return travel may be authorized to a location on a direct routing to the mission, for the employee and any dependant(s) eligible for travel under this directive, including dependants residing at the mission. (c) Limitations and Conditions: (i) The allowance authorized under Section 51.08 shall not exceed the allowance that would have been payable pursuant to Section 51.02, 51.05, 51.06 or 51.07, as applicable, except that where travel for an employee/spouse/common law partner has been authorized in lieu of the provisions of Section 51.07 because the child is too young to travel unaccompanied, the deputy head shall also authorize an allowance for actual and reasonable accommodation expenses incurred by the employee/spouse/common-law partner in the headquarters city when it is the place of residence of the child, for a period not to exceed five days; and (ii) When travel is approved from mission, such travel shall liquidate one travel entitlement each for all eligible dependants, regardless of their locations or the frequency of travel entitlement. 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: (a) security, health or environmental conditions at mission make it unwise for dependants to visit; (b) a long flight or many time zone changes in proportion to the length of family reunion; (c) it is more convenient for the family to meet at a midway location because of individual work and/or school schedules; (d) dependants may be in separate locations; 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 allowance 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 1st 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 1st. 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: (a) the travelling time between the mission and the location of the separated dependant, or an approved third location, pursuant to Section 51.08(b), where travel is in lieu of the provisions of Sections 51.02 or 51.05; or (b) the travelling time between the mission and the destination, less the travelling time between the destination and the headquarters city, where travel is in lieu of the provisions of Section 51.07; or (c) the travelling time between the mission and the destination, up to the travelling time for a return journey to the employee's headquarters city, in all other cases. 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, may claim an allowance for telephone calls between the location of a dependent child and the employee's mission, as follows: (a) for a student attending: (i) secondary school in Canada; or (ii) elementary school in Canada where an educational allowance has been approved under FSD 34 - Education allowances, an employee may claim an allowance for telephone calls up to the cost on September 1st of ten five-minute direct-dialed long-distance telephone calls per academic year from the location of the dependent student to the employee's mission; (b) for a student attending: (i) a post-secondary educational institution; or (ii) a Canadian curriculum secondary school, away from the mission, but not in Canada, where educational facilities at the mission are incompatible; an employee may claim an allowance for telephone calls up to the cost on September 1st of ten five-minute direct-dialed long-distance telephone calls per academic year from the headquarters city to the employee's mission; (c) for a dependent child not attending an educational institution, an employee may claim an allowance for telephone calls up to the cost on September 1st of ten five-minute direct-dialed long-distance telephone calls per academic year from the headquarters city to the employee's mission. Instructions 1. The academic year is the 12-month period commencing September 1st and ending the following August 31st. 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 this directive shall be determined by the Deputy Minister of Foreign Affairs on September 1st 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 1st in which the dependant's 21st 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: (a) the student spends all or part of the long school holiday recess at the mission; or (b) the employee is relocated to Canada during the long school holiday recess. 3. The deputy head may exercise discretion where an allowance for telephone calls has been authorized under this directive; and (a) the dependant relocates to the mission during the academic year; or (b) the employee is relocated to a new place of duty in Canada during the academic year; Appendix A - Family Reunion Travel Dependent Student Not Yet Attained 22 Years of Age 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 1st to August 31st. 2. The last year of entitlement for two trips under Appendix A is the twelve-month period commencing September 1st in which the 21st 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 1st to August 31st. 2. The first year of entitlement for travel under Appendix B is the twelve-month period commencing September 1st in which the 22nd birthday occurs. 3. The last year of entitlement for travel under Appendix B is the twelve-month period commencing September 1st in which the 23rd 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 1st to August 31st. 2. The last year of entitlement for two trips under Appendix C is the twelve-month period commencing September 1st in which the 18th birthday occurs. 3. The last year of entitlement for one trip under Appendix C is the twelve-month period commencing September 1st in which the 21st 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 1st to August 31st. 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 1st in which the 18th birthday occurs. 9. The last year of entitlement for one trip under FSD 51.02 (d) (v) is the twelve-month period commencing September 1st in which the 21st birthday occurs. 10. The last year of entitlement for two trips under FSD 51.02 (b) is the twelve-month period commencing September 1st in which the 21st birthday occurs. 11. The last year of entitlement for travel under FSD 51.02 (c) is the twelve-month period commencing September 1st in which the 23rd birthday occurs. 12. The first year of entitlement for travel under FSD 51.02 (c) is the twelve-month period commencing September 1st in which the 22nd 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 direct 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 the vacation travel allowance (FSD 50), the post-specific allowance (FSD 56.10), or the foreign service travel credit bank (FSD 45). The 1997 conversion of travel entitlements to non-accountable allowances has resulted in significant changes to administrative procedures. The new issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances. Directive 54 Index 54.01 Definitions 54.02 Serious illness/injury - Dependent student/infirm child in Canada 54.03 Critical illness/injury - Member of family unit not residing at post/infirm child in Canada 54.04 Critical illness/injury - Member of family unit residing at post 54.05 Critical illness/injury - Member of family unit normally residing at post - away for medical treatment 54.06 Death - Member of family unit not residing at post/infirm child in Canada 54.07 Death - Member of family unit residing at post - Death at post or while away for medical treatment 54.08 Death - Member of family unit - Death and interment at post 54.09 Death//critical illness/injury - Non-dependent child - No longer member of family unit 54.10 Death/critical illness/injury - Non-dependent child of previous marriage - Not a member of family unit 54.11 Death/critical illness/injury - Parent of employee/spouse/common-law partner 54.12 Death - Parent of employee/spouse/common-law partner 54.13 Death//critical illness/injury - Sibling of employee/spouse/common-law partner 54.14 Critical illness/injury - Unaccompanied Employee 54.15 Critical illness/injury - Single parent employee 54.16 Critical illness/injury - Employee away from post on temporary duty 54.17 Critical illness/injury - Member of family unit normally residing at post - Away on personal travel 54.18 Death - Member of family unit normally residing at post - Away on personal travel 54.19 Travel - Infirm child - In lieu of FSD 51 - Family Reunion 54.20 Special situations 54.21 Death//critical illness/injury - Non-custodial parent of a child 54.22 Travel leave Definitions 54.01 In this directive, (a) family unit (famille immédiate) means: (i) the employee, (ii) the employee's spouse or common-law partner, (iii) a dependent child within the meaning specified in FSD 2.01(j)(ii), (iv) a dependent student within the meaning specified in FSD 2.01(k), (v) a child of the employee or of the employee's spouse or common-law partner, who continues to be in a dependant relationship, where such child was associated with the employee's family unit prior to the employee's posting, has not attained 21 years of age, is not residing at the post and cannot be deemed a dependent student as defined in FSD 2.01(k); (b) parent (parent) means the natural or adoptive parent or a person who was formally appointed legal guardian of an employee or an employee's spouse or common-law partner, or, with the approval of the deputy head, a foster or surrogate parent; (c) one employee of an employee-couple shall be deemed to be the employee and the other employee deemed to be the spouse or common-law partner; (d) travelling expenses (frais de voyages) 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; and (e) provisions for the issue and verification of travel allowances under this directive are found in FSD 70 - Reporting requirements and verification of allowances. 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: (a) actual and reasonable return travelling expenses between the employee's post and the location of the child; and (b) actual and reasonable accommodation expenses at the location of the child, for any reasonable period as determined by the deputy head; 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 (c) when, in the opinion of the deputy head, the residential educational institution does not provide necessary care for the child, an allowance for actual and reasonable accommodation expenses for the child and actual and reasonable local transportation expenses to and from local health care facilities, the location of the child and the educational institution, for any reasonable period as determined by the deputy head. 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the location of a dependent student who is critically ill; and/or (ii) for a dependent student, to the location of a dependent student who is critically ill; and/or (iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of a dependent student who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and/or (iv) for the members of the family unit, to the location of the member of the family unit (other than a dependent student) who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and (b) actual and reasonable accommodation expenses, (i) for the members of the family unit residing at the employee's post, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or (ii) for a dependent student, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or (iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or (iv) for the members of the family unit, in the headquarters city when this is the location of the member of the family unit (other than a dependent student) who is critically ill, for a period not to exceed five days. 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: (a) for a dependent student, to the employee's post; and/or (b) for a member of the family unit who is not residing at the employee's post and who is not a dependent student, to the employee's post, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling. 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the location of the member of the family unit who is critically ill; and/or (ii) for a dependent student, to the location of the member of the family unit who is critically ill; and/or (iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of the member of the family unit who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and (b) actual and reasonable accommodation expenses at the location of the member of the family unit who is critically ill, for any reasonable period as determined by the deputy head. 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and/or (ii) for a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and (b) actual and reasonable accommodation expenses, (i) for the members of the family unit residing at the employee's post, at the place of death and in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days; and/or (ii) for the members of the family unit not residing at the employee's post, in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days. 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and/or (ii) for a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and (b) actual and reasonable accommodation expenses, (i) for the members of the family unit residing at the employee's post, at the place of death and in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days; and/or (ii) for the members of the family unit not residing at the employee's post, in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days. 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: (a) for a dependent student to the employee's post; and/or (b) for a member of the family unit who is not a dependent student, to the employee's post, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the non-dependent child or the place of interment or memorial service (where this is in lieu of interment); and/or (ii) for a dependent student, to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the non-dependent child or the place of interment or memorial service (where this is in lieu of interment); and (b) actual and reasonable accommodation expenses in the headquarters city for a period not to exceed five days, when it is the location of the non-dependent child who is critically ill or is the place of interment or memorial service (where this is in lieu of interment), 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: (a) actual and reasonable return travelling expenses to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the non-dependent child; and (b) actual and reasonable accommodation expenses in the headquarters city, for a period not to exceed five days, when it is the location of the non-dependent child who is critically ill or is the place of interment or memorial service (where this is in lieu of interment); 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 (a) In the event of critical illness (including critical injury) of a parent of an employee or of an employee's spouse or common-law partner, the deputy head may authorize an allowance for: (i) actual and reasonable return travelling expenses to the location of the relative who is critically ill, minus return travelling expenses between the headquarters city and the location of the relative; and (ii) actual and reasonable accommodation expenses incurred in the headquarters city when it is the location of the relative who is critically ill, for a period not to exceed five days; incurred by the employee and/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. Instruction The provisions of Section 54.11(a) include situations of illness of aged parents, where the illness itself may not be critical, but family circumstance and/or the recommendation of the attending physician clearly indicate the attendance of the employee and/or the employee's spouse or common-law partner. This may be to make arrangements for continuing or future care, to assist with personal and/or financial arrangements, and to provide essential emotional support, which are a consequence of the illness. (b) The provisions of Section 54.11(a) may also be applied where parent(s) of an employee or of an employee's spouse or common-law partner, because of age and/or infirmity, require assistance which is not reasonably available from other family members, in a non-medical situation, and which is not covered by Section 54.11(a). Travel will be limited to an employee or an employee's spouse or common-law partner, and an infant or small child who is obliged to accompany a parent. Such assistance shall normally be limited to once for the employee's parent(s) and once for the spouse's or common-law partner's parent(s) and recognizes a significant life event which requires filial assistance, such as disposing of the family home, or geographic relocation by elderly parent(s) into a retirement residence or an assisted care facility. On the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, this limitation may be exceeded in exceptional circumstances, such as where there are no other siblings and assistance is clearly required, for example in the case of deteriorating health which requires a subsequent move into another facility. 54.12 In the event of death of a parent of an employee or of an employee's spouse or common-law partner, the deputy head shall authorize an allowance for: (a) actual and reasonable return travelling expenses to the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the place of interment or memorial service (where this is in lieu of interment); and (b) actual and reasonable accommodation expenses incurred in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days; incurred by the employee and 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. 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: (a) actual and reasonable return travelling expenses to the location of the relative who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the relative; and (b) actual and reasonable accommodation expenses incurred in the headquarters city for a period not to exceed five days, when it is the location of the relative who is critically ill or is the place of internment or memorial service (where this is in lieu of interment); 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(j)(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 Travel Directive, authorize an allowance for the following expenses incurred by members of the family unit: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the location of the employee; and/or (ii) for a dependent student, to the location of the employee; and/or (iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of the employee minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and (b) actual and reasonable accommodation expenses at the location of the employee for any reasonable period as determined by the deputy head. 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the location of the member of the family unit who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and/or (ii) for a dependent student, to the location of the member of the family unit who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and (b) actual and reasonable accommodation expenses in the headquarters city when this is the location of the member of the family unit who is critically ill, for any reasonable period as determined by the deputy head. 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: (a) actual and reasonable return travelling expenses, (i) for the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and place of death and location of interment or memorial service (where this is in lieu of interment); and/or (ii) for a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and (b) actual and reasonable accommodation expenses in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days. 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: (a) actual and reasonable return travelling expenses (i) twice a year for the employee and/or the employee's spouse or common-law partner, or (ii) twice a year for an infirm child and an escort, or (iii) once a year for the employee and/or the employee's spouse or common-law partner and once a year for an infirm child and escort; 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 Directive 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, (a) who is residing with the employee at the mission, or (b) who is a dependent student as defined in FSD 2.01(k) and is attending an educational institution outside Canada under the provisions of FSD 34 - Education Allowances the deputy head shall authorize an allowance for: (c) actual and reasonable return travelling expenses to the location of the child's other parent or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the child's other parent; and (d) actual and reasonable accommodation expenses in the headquarters city, for a period not to exceed five days, when it is the location of the child's other parent or is the place of interment or memorial service (where this is in lieu of interment); 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: (a) the travelling time between the employee's post and the location of the dependent child, in the event of illness or death of a dependent child; or (b) the travelling time between the employee's post and the destination less the travelling time between the destination and the headquarters city in all other cases. 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: (a) the employee's share shall be calculated using the same class of fare as used in the compasisonate travel; (b) where travel for which the employee is responsible is in excess of 800 kilometres (500 miles) from the employee's headquarters city, Canadian airfare rates in effect on the date travel commences shall be used; or (c) where travel for which the employee is responsible is within 800 kilometers (500 miles) of the employee's headquarters city, Canadian bus or rail costs, whichever are the lesser, shall be used; (d) when an employee has claimed for travel by private motor vehicle, the employee's share shall be based on the lower kilometric/mileage rate for Ottawa for travel from Ottawa to the destination and return (http://www.collectionscanada.gc.ca/webarchives/20071116092351/http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TBM_113/cad-datq-a_e.asp); and (revised July 1, 2005) (e) where Canadian airlines provide special fares or rebates for compassionate travel in the event of bereavement, the employee's share shall be based on the discounted fare, notwithstanding the fact that the actual airline used did not offer a compassionate discount, and travel on a Canadian airline was not available or timely. 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 Subject to the transitional provisions of this directive, 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, where:

(a) employees shall be compensated for the actual % of salary spent at post, calculated on the basis of their nominal salary, and reflecting the Post Index adjustment, as shown in Appendix "A" to this directive;

(b) nominal salary is the mid-point of an employee's salary band, as shown in Appendix "A" to this directive; and

(c) the Post Index expresses the price differential between the post and Ottawa, as reported to the deputy head on a monthly basis by Statistics Canada.

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.

2. Under the 1993 Foreign Service Directives, an employee's disposable income, that is, either 50% or 55% of salary, was adjusted in accordance with the Post Index methodology. Effective June 1, 2001, the revised methodology recognizes that employees at different salary levels spend differing percentages of salary for post-related expenses. For example, employees earning $30,000 spend 68% of salary at post, while employees earning $63,000 spend 44% of salary at post.

3. Appendix A to this directive is revised, from time to time, in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

4. Post Indices, as determined by Statistics Canada on a monthly basis :

(a) are indicated in the monthly Schedules to Foreign Service Directives and Meal Rates, which are issued electronically by the Department of Foreign Affairs and International Trade; and

(b) are available at the Statistics Canada web site (http://www.collectionscanada.gc.ca/webarchives/20071116092240/http://www.statcan.ca/english/freepub/62F0082XIE/free.htm).

Transitional Provisions

55.02 In lieu of the provisions of FSD 55.01(a), employees, whose nominal salary is $41,950 and above, and who,

(a) are at post on June 1, 2001, or who

(b) arrive at post after June 1, 2001 and before April 1, 2002,

shall continue to receive a PLA calculated on either 50% or 55% of their nominal salary, as determined below, and reflecting the Post Index adjustment, as shown in Appendices "B" and "C" to this directive, where

(c) employees whose nominal salary is between $41,950 and $69,823 shall have their nominal salary adjusted by 55%; employees whose nominal salary is $69,824 and above shall have their nominal salary adjusted by 50%; and

(d) the percentage of nominal salary (50% or 55%) shall remain fixed for the duration of an employee's assignment, excluding extensions or cross-postings which are effective on or after April 1, 2002.

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. The percentage of nominal salary applicable on the commencement of an assignment shall remain fixed for the duration of that assignment, except that this percentage shall be adjusted to reflect a revision to Appendix A, in accordance with the methodology agreed to by the National Joint Council Committee on Foreign Service Directives..

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, except that the percentage of nominal salary shall remain unchanged.

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 26th 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:

(a) shall continue to be paid as long as a dependant remains in the employee's residence at the post with the approval of the deputy head;

(b) shall terminate on the first compensation day following the date of departure of the last of the dependants from the employee's residence at the post, or on the 26th compensation day following the employee's departure, whichever is the later; and

(c) shall resume on the first compensation day following either the return of the employee or of a dependant, with deputy head approval, whichever return date is the earlier.

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:

(a) that day is not a compensation day, in which case the PLA shall continue until the last compensation day immediately prior to the day of arrival at the new post; or

(b) 25 compensation days have elapsed since the employee departed the previous post, in which case continuation of the PLA shall be subject to Section 55.03 or 55.04 as applicable.

55.08

(a) A PLA shall be applied by the deputy head on the validity date determined on the basis of statistical information provided on a monthly basis by Statistics Canada.

(b) Changes to the Post Index shall be effective on validity dates as follows:

(c) International retail prices and costs surveys which are required to establish Post Indexes for the purpose of this directive are scheduled by Statistics Canada from time to time. Such surveys are to be completed in a timely manner, subject to operational requirements of the Post being surveyed.

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. (revised April 21, 2006)

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

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Appendix A - Annual Post Living Allowance

Effective June 1, 2003 (not applicable to some employees - see grandfathering provisions)

Salary range		Midpoint/nominal salary	% adjustment
30,450	31,449	30,950	0.742
31,450	32,449	31,950	0.727
32,450	33,449	32,950	0.712
33,450	34,449	33,950	0.699
34,450	35,449	34,950	0.686
35,450	36,449	35,950	0.674
36,450	37,449	36,950	0.662
37,450	38,449	37,950	0.651
38,450	39,449	38,950	0.641
39,450	40,449	39,950	0.631
40,450	41,449	49,950	0.622
41,450	42,449	41,950	0.613
42,450	43,449	42,950	0.605
43,450	44,449	43,950	0.596
44,450	45,449	44,950	0.589
45,450	46,449	45,950	0.581
46,450	47,449	46,950	0.574
47,450	48,449	47,950	0.568
48,450	49,449	48,950	0.561
49,450	50,449	49,950	0.555
50,450	51,449	50,950	0.549
51,450	52,449	51,950	0.543
52,450	53,449	52,950	0.537
53,450	54,449	53,950	0.532
54,450	55,449	54,950	0.527
55,450	56,449	55,950	0.522
56,450	57,449	56,950	0.517
57,450	58,449	57,950	0.513
58,450	59,449	58,950	0.508
59,450	60,449	59,950	0.504
60,450	61,449	60,950	0.500
61,450	62,449	61,950	0.496
62,450	63,449	62,950	0.492
63,450	64,449	63,950	0.488
64,450	65,449	64,950	0.484
65,450	66,449	65,950	0.481
66,450	67,449	66,950	0.477
67,450	68,449	67,950	0.474
68,450	69,449	68,950	0.471
69,450	70,449	69,950	0.468
70,450	71,449*	70,950	0.464
71,450	72,449*	71,950	0.461
72,450	73,449*	72,950	0.459
73,450	74,449	73,950	0.456
74,450	75,449	74,950	0.453
75,450	76,449	75,950	0.450
76,450	77,449	76,950	0.448
77,450	78,449	77,950	0.445
78,450	79,449	78,950	0.443
79,450	80,449	79,950	0.440
80,450	81,449	80,950	0.438
81,450	82,449	81,950	0.436
82,450	83,449	82,950	0.433
83,450	84,449	83,950	0.431
84,450	85,449	84,950	0.429
85,450	86,449	85,950	0.427
86,450	87,449	86,950	0.425
87,450	88,449	87,950	0.423
88,450	89,449	88,950	0.421
89,450	90,449	89,950	0.419
90,450	91,449	90,950	0.417
91,450	92,449	91,950	0.415
92,450	93,449	92,950	0.414
93,450	94,449	93,950	0.412
94,450	95,449	94,950	0.410
95,450	96,449	95,950	0.409
96,450	97,449	96,950	0.407
97,450	98,449	97,950	0.405
98,450	99,449	98,950	0.404
99,450	100,449	99,950	0.402
100,000			0.401

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 percentage.

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.

Example

• 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 46.8%, which yields $32,737.
• Multiply $32,737 by a Post Index of 130, then divide by 100.
• The result is $42,557. Subtract $32,737 and the result is an annual Post Living Allowance of $9,821.

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Appendix B - Annual Post Living Allowance (1993 policy)

Salary ranges below ,824 - Effective April 1, 2001

Adjustment of 55%

Salary range		Midpoint/nominal salary
27,450	28,449	28,000
28,450	29,449	29,000
29,450	30,449	30,000
30,450	31,449	31,000
31,450	32,449	32,000
32,450	33,449	33,000
33,450	34,449	34,000
34,450	35,449	35,000
35,450	36,449	36,000
36,450	37,449	37,000
37,450	38,449	38,000
38,450	39,449	39,000
39,450	40,449	40,000
40,450	41,449	41,000
41,450	42,449	42,000
42,450	43,449	43,000
43,450	44,449	44,000
44,450	45,449	45,000
45,450	46,449	46,000
46,450	47,449	47,000
47,450	48,449	48,000
48,450	49,449	49,000
49,450	50,449	50,000
50,450	51,449	51,000
51,450	52,449	52,000
52,450	53,449	53,000
53,450	54,449	54,000
54,450	55,449	55,000
55,450	56,449	56,000
56,450	57,449	57,000
57,450	58,449	58,000
58,450	59,449	59,000
59,450	60,449	60,000
60,450	61,449	61,000
61,450	62,449	62,000
62,450	63,449	63,000
63,450	64,449	64,000
64,450	65,449	65,000
65,450	66,449	66,000
66,450	67,449	67,000
67,450	68,449	68,000
68,450	69,449	69,000
69,450	70,449	70,000
70,450	71,449*	71,000
71,450	72,449*	72,000
72,450	73,449*	73,000

* Indicates that this part of Appendix B only applies to employees whose salary would exceed $69,824 during the assignment (FSD 55.01 (d)).

Formula for Calculating Allowances

1. Select the salary range in which your annual salary falls.

2. Take the Midpoint/Nominal salary and multiply by 55%.

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.

Example

• Salary of $48,850 falls into the salary range $48,450-$49,449, of which the Midpoint/Nominal salary is $49,000.
• Multiply $49,000 by 55%, which yields 26,950.
• Multiply 26,950 by a Post Index of 130, then divide by 100.
• The result is 35,035. Subtract 26,950 and the result is an annual Post Living Allowance of $8,085.

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Appendix C - Annual Post Living Allowance (1993 policy)

Salary ranges above,824 - Effective April 1, 2001

Adjustment of 50%

Formula for Calculating Allowances

1. Select the salary range in which your annual salary falls.

2. Take the Midpoint/Nominal salary and multiply by 50%.

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.

Example

• Salary of $72,100 falls into the salary range $71,450-$72,449, of which the Midpoint/Nominal salary is $72,000.
• Multiply $72,000 by 50%, which yields 36,000.
• Multiply 36,000 by a Post Index of 130, then divide by 100.

The result is 46,800. Subtract 36,000 and the result is an annual Post Living Allowance of $10,800.

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 salary group, family status and service outside Canada and is payable to employees to whom the Foreign Service Directives apply in accordance with FSD 3 - Application. 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. 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.

Foreign Service Premium

56.02

(a) In accordance with this directive, the deputy head shall authorize the payment of a foreign service premium to an employee calculated in accordance with Appendix A to this directive, on the basis of the employee's salary group, family status and service outside Canada.

(b) Appendix A to this directive shall be updated on April 1^st, 2002, and annually thereafter on April 1^st, to adjust salary groups and rates of foreign service premium in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives, and indicated in the Foreign Affairs and International Trades monthly Schedules to Foreign Service Directives and Meal Rates.

(c) An employee serving at a post shall not receive a lesser premium on April 1^st than that which would have been payable on the basis of the applicable salary group in effect on the preceding March 31^st.

Step Progression

56.03

(a) In determining the appropriate step of foreign service premium under Appendix A to this directive, an employee shall receive credit for service outside Canada and progression shall be based on points earned for such service.

(b) On initial assignment outside Canada, an employee shall receive the applicable Step I rate of foreign service premium.

(c) Subject to Section 56.05, an employee shall receive:

Calculation of Points

56.04

(a) Points shall be calculated for service outside Canada:

(b) For the purpose of calculating points under this directive, an employee shall be deemed to have a completed month of service where there is an entitlement to ten compensation days of foreign service premium in a calendar month, including foreign service premium which is part of Maternity Leave Allowance as referred to in FSD 69.07, except that during a cross-posting an employee cannot accumulate credits on the basis of two periods of ten compensation days within the same calendar month.

(c) Subject to Section 56.05, points accumulated for service outside Canada are portable and non-lapsing. Consequently, progression from one step to the next higher step may occur in mid-tour.

(d) In determining the rate of foreign service premium under this directive, an employee shall receive credit for premium points earned under the Military Foreign Service Regulations (MFSR). This provision extends to public service employees with service under the MFSR and to members of the Canadian Forces where such service qualifies as continuous employment in the public service for leave and severance pay purposes.

Termination of Premium

56.05

(a) Notwithstanding Section 56.03, no premium is payable, without the approval of the deputy head, to an employee who has served seven consecutive years at the same post.

(b) Notwithstanding Section 56.04(a), where payment of the premium has been terminated in accordance with Section 56.05(a), the employee shall cease to accumulate points for service outside Canada during the period in which payment of the premium is not authorized.

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:

(a) at the accompanied by one dependant rate, only if:

(b) at the accompanied by two or more dependants rate, only if two or more dependants reside with the employee at the post and at least one of the dependants is a child;

where for purposes of this directive:

(c) single parent (parent célibataire) is the parent in a family unit comprising the employee and a child;

(d) child (enfant) refers to a dependant as defined in FSD 2.01(j)(ii); and

(e) reside with the employee at the post (partage la résidence du fonctionnaire à la mission) means that the dependant resides with the employee at the post for at least 8 months of any consecutive 12-month period;

Employee-couples

(f) each employee of an employee-couple shall receive the unaccompanied rate of foreign service premium except that, where a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied by one dependant or accompanied by two or more dependants as appropriate.

Start and End of Premium

56.07 Except where otherwise provided, an employee's entitlement to a foreign service premium shall:

(a) commence on the first compensation day following the employee's arrival at the post; and

(b) cease on the first compensation day following the employee's last day on duty at the post,

unless an employee is cross-posted from one post to another post, in which case the foreign service premium shall continue without interruption.

Instruction

Unless an employee is cross-posted, "the first compensation day following the employee's final departure from the post", for purposes of Section 56.07(b), means the first compensation day following the employee's last day on duty at the post.

Change in Family Status

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 status where a dependant:

(a) takes up permanent residence with the employee at the post; or

(b) ceases to be a dependant or takes up a separate domicile; or

(c) departs the post permanently in advance of an employee;

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 status 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:

(a) this section shall not apply to an employee who is in receipt of the "accompanied by one dependant" rate of premium where the dependant is a child under Section 56.06(a)(ii); and

(b) in cases of absence of a dependant from the employee's post, the deputy head may authorize continued payment of the foreign service premium at the appropriate accompanied rate for a period of up to six months from the date of departure of the dependant, where, in the deputy head's opinion, such continuation will facilitate operational objectives. Such cases shall be reported to the appropriate foreign service interdepartmental co-ordinating committee.

Post Specific Allowance

56.10

(a) Subject to the provisions of Section 56.11, an employee is entitled to a non-accountable post specific allowance, payable on a monthly basis to reflect one-twelfth of the annual rate, in accordance with Appendix B to this directive.

(b) Appendix B to this directive shall be updated on June 01, 2003, and annually thereafter on June 1^st, to reflect 80% of return full (Y ) economy air fare from the post to the employee's headquarters city. Where a Y fare is not available for a specific post, 100% of the Y2 fare shall be used for that post.

(c) The intent of this allowance is to assist an employee with miscellaneous travel requirements, which are a consequence of foreign service, formerly provided under FSD 45 - Foreign service travel of the 1993 and 1997 Foreign Service Directives. There is no requirement for employees to maintain or provide proof of travel.

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:

(a) on June 1, 2001, for employees on posting who have not elected for the provisions of FSD 46 - Post leave/option, and/or who are not subject to the transitional provisions of FSD 46.05;

(b) on or after June 1, 2001, as applicable, for employees who arrive at post on or after this date and who have not elected for the provisions of FSD 46 - Post leave/option; or

(c) on such date as may be determined by the deputy head, subsequent to June 1, 2001, for employees,

except that,

(d) following receipt of a Posting Confirmation Form and prior to arrival at post, an employee may request an advance of one year's post specific allowance, for the purpose of a spousal job-hunting trip at the post, or for making arrangements at post for education of one or more accompanying dependants.

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 Advisor (HPM) 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.

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Appendix A - Foreign service premium (April 01, 2007)

UNACCOMPANIED
Salary ranges	Steps
	I	II	III	IV	V	VI
$	(0- 23)	(24- 59)	(60- 95)	(96- 131)	(132- 167)	(168+)
$0 to $47,726	5,164	7,742	10,325	11,355	12,388	13,421
$47,727 to $71,528	5,422	8,128	10,843	11,923	13,009	14,090
$71,529 to $95,368	5,680	8,518	11,355	12,489	13,626	14,771
$95,369 to $119,210	5,934	8,907	11,872	13,058	14,246	15,435
$119,211 and over	6,196	9,293	12,388	13,626	14,869	16,108

ACCOMPANIED BY ONE DEPENDANT
Salary ranges	Steps
	I	II	III	IV	V	VI
$	(0- 23)	(24- 59)	(60- 95)	(96- 131)	(132- 167)	(168+)
$0 to $47,726	7,102	10,649	14,194	15,612	17,035	18,451
$47,727 to $71,528	7,453	11,182	14,906	16,168	17,890	19,382
$71,529 to $95,368	7,807	11,714	15,612	16,939	18,742	20,306
$95,369 to $119,210	8,165	12,248	16,326	17,711	19,594	21,222
$119,211 and over	8,517	12,776	17,035	18,484	20,443	22,145

ACCOMPANIED BY TWO OR MORE DEPENDANTS
Salary range	Steps
	I	II	III	IV	V	VI
$	(0- 23)	(24- 59)	(60- 95)	(96- 131)	(132- 167)	(168+)
$0 to $47,726	8,710	13,071	17,425	19,166	20,899	22,646
$47,727 to $71,528	9,145	13,721	18,292	20,126	21,946	23,785
$71,529 to $95,368	9,584	14,372	19,166	21,084	22,995	24,913
$95,369 to $119,210	10,020	15,028	20,033	22,040	24,039	26,040
$119,211 and over	10,456	15,679	20,899	22,996	25,080	27,178

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Appendix B - Post Specific Allowance (PSA)

Due to an oversight, these rates had not been previously posted. The Table below reflects the PSA rate effective June 1, 2005 and June 1, 2006.

Post (alphabetical order)	PSA 2005	PSA 2006
Abidjan	$3,769	$4,656
Abu Dhabi	$3,349	$3,223
Abuja	$2,896	$5,926
Accra	$3,639	$4,181
Addis Ababa	$3,455	$3,169
Algiers	$6,913	$4,987
Almaty	$8,590	$9,081
Amman	$3,390	$4,516
Anchorage	$3,506	$3,677
Ankara	$5,743	$6,655
Athens	$5,015	$4,054
Atlanta	$1,851	$1,870
Auckland	$6,145	$4,907
Baghdad	$4,375	$5,548
Bamako	$4,136	$3,637
Bandar Seri Begawan	$6,241	$6,112
Bangkok	$3,797	$4,727
Barcelona	$4,911	$4,280
Beijing	$4,985	$4,544
Beirut	$4,123	$3,762
Belgrade	$4,847	$4,240
Berlin	$4,214	$3,767
Berne	$5,201	$4,807
Bogota	$2,290	$2,777
Boston	$1,630	$1,878
Brasilia	$2,602	$4,424
Bratislava	$6,036	$5,599
Bridgetown	$2,590	$2,484
Brussels	$4,759	$4,161
Bucharest	$5,722	$5,056
Budapest	$3,986	$3,379
Buenos Aires	$3,384	$3,135
Buffalo	$2,092	$957
Cairo	$2,189	$2,084
Canberra	$7,659	$6,951
Capetown	$4,861	$4,569
Caracas	$1,519	$2,307
Chandigarh	$4,405	$4,548
Chennia	$4,342	$4,212
Chicago	$2,152	$2,036
Chongqing	$4,766	$3,633
Colombo	$2,498	$2,420
Colorado Springs	$2,242	$2,366
Conakary	$5,224	-
Copenhagen	$4,629	$4,035
Dakar	$3,904	$3,561
Dallas	$2,073	$2,091
Damascus	$3,724	$3,484
Dar-es-Salaam	$4,604	$4,137
Delhi	$3,930	$4,359
Denver	$1,906	$2,323
Detroit	$1,769	$1,576
Dhaka	$4,851	$4,384
Dubai	$3,694	$3,136
Dublin	$5,633	$3,812
Dusseldorf	$5,451	$3,773
Fukuoka	$5,042	$5,406
Geneva	$5,179	$4,619
Georgetown	$2,941	$2,616
Guadalajara	$1,585	$1,357
Guangzhou	$4,479	$4,543
Guatemala	$1,986	$1,864
Hague	$4,245	$3,916
Hamburg	$4,211	$3,746
Hanoi	$5,039	$4,728
Harare	$4,857	$4,485
Havana	$1,282	$1,214
Helsinki	$4,996	$4,391
Ho Chi Minh	$5,199	$4,728
Hong Kong	$4,052	$3,731
Houston	$2,197	$2,203
Islamabad	$5,214	$3,664
Jakarta	$5,724	$5,211
Johannesburg	$4,577	$5,018
Kabul	$4,450	$4,026
Kandahar	$4,702	$4,650
Kathmandu	$4,510	$6,049
Khartoum	$4,916	$4,921
Kigali	$4,457	$4,406
Kingston, Jamaca	$1,741	$1,626
Kinshasa	$5,327	$4,794
Kuala Lumpur	$5,126	$4,398
Kuwait City	$3,859	$3,654
Kyiv	$4,339	$3,936
La Paz	$2,475	$2,287
Lagos	$2,927	$5,377
Libreville	$4,068	$5,049
Lilongwe	$4,824	$4,229
Lima	$2,588	$2,334
Lisbon	$4,782	$4,185
London	$2,474	$2,299
Los Angeles	$2,825	$2,790
Lusaka	$5,059	$4,939
Madrid	$4,744	$4,164
Managua	$1,564	$1,566
Manila	$3,488	$4,157
Maputo	$4,535	$4,812
Mexico	$1,226	$1,249
Miami	$1,767	$1,766
Milan	$3,969	$3,868
Minneapolis	$2,564	$2,023
Monterrey	$1,321	$1,171
Montevideo	$3,501	$3,214
Moscow	$4,187	$4,421
Mumbai	$3,934	$4,354
Munich	$4,172	$3,700
Nagoya	$6,245	$5,182
Nairobi	$4,111	$3,776
New York	$1,381	$1,674
Niamey	$3,658	$3,344
Osaka	$5,074	$5,200
Oslo	$4,593	$4,210
Ouagadougou	$3,658	$3,343
Panama City	$1,253	$1,445
Paris	$4,792	$4,250
Philadelphia	$1,215	$908
Phnom Penh	$5,037	$4,739
Phoenix	$2,535	$2,532
Port-au-Prince	$1,902	$2,297
Port-of-Spain	$2,756	$2,494
Prague	$5,397	$5,160
Pretoria	$4,797	$5,214
Princeton	$1,514	$1,750
Pristina	$5,363	$5,589
Quito	$2,165	$1,675
Rabat	$4,947	$4,319
Raleigh Durham	$1,852	$1,764
Ramallah	$5,796	$5,204
Reykjavik	$3,956	$3,227
Riga	$4,383	$3,891
Rio de Janeiro	$2,024	$2,038
Riyadh	$3,955	$3,708
Rome	$3,912	$3,760
San Diego	$2,372	$2,378
San Fransisco	$3,065	$2,649
San Jose, Costa Rica	$1,283	$1,264
San Jose, USA	$2,540	$2,464
San Salvador	$2,055	$1,862
Santiago	$3,182	$3,083
Santo Domingo	$2,617	$2,137
Sao Paulo	$2,080	$2,014
Sarajevo	$4,878	$4,338
Seattle	$2,309	$2,237
Seoul	$3,688	$3,714
Shanghai	$4,362	$4,094
Singapore	$6,307	$6,401
Stockholm	$4,329	$3,749
St-Petersburg	$4,188	$5,567
Sydney	$7,362	$6,657
Taipei	$4,453	$4,032
Tegucigalpa	$2,523	$1,898
Tehran	$4,649	$3,458
Tel Aviv	$5,684	$5,093
Tokyo	$5,964	$4,959
Tripoli	$1,558	$1,512
Tucson	$2,535	$3,153
Tunis	$3,978	$3,414
Vatican	$3,912	$3,760
Vienna	$4,980	$4,735
Vilnius	$4,914	$4,553
Warsaw	$4,094	$4,049
Washington	$1,798	$1,533
Wellington	$7,110	$6,860
Yaounde	$4,433	$3,989
Zagreb	$5,415	$4,795

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 configuration, as shown in the Appendix to this directive, where:

(a) the amounts 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 indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates; and

(b) the post rating levels shall be established and/or 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 indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates; and

(c) the accompanied by one dependant rate shall be paid where one dependant is residing with the employee at the post for at least 8 months of any consecutive 12-month period; and

(d) the accompanied by two or more dependants rate shall be paid where two or more dependants are residing with the employee at the post for at least 8 months of any consecutive 12-month period provided one of the dependants is a dependent child.

(e) the unaccompanied rate shall be paid to each employee of an employee-couple except that where a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied by one dependant or accompanied by two or more dependants as appropriate.

Instruction

The provisions of Section 58.01 also apply to employees on temporary duty in accordance with the provisions for short-term relocation outside Canada and the USA, which are contained in the Appendix to FSD 3 - Application, 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/dependant's final departure from the post.

Instruction

For purposes of Section 58.02, "the first compensation day following the employee's/dependant's final departure from the post", means the first compensation day following the employee's last day on duty at that post. 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 the accompanied by one dependant rate, the rate of allowance shall be adjusted as follows:

(a) where both the employee and dependant are absent from the post for a period exceeding 25 compensation days because the employee is on temporary duty, under emergency evacuation conditions or on leave with pay, the allowance shall cease on the 26th compensation day following their departure and shall resume at either the unaccompanied or accompanied by one dependant rate as applicable on the first compensation day following the employee's and/or dependant's return to the post, and shall again be recalculated on the first compensation day following the employee's or dependant's return to the post, where one has preceded the other, to reflect the change in family configuration;

(b) where either,

for a period exceeding 25 compensation days, the allowance shall be reduced to the unaccompanied rate on the 26th compensation day of the employee's or dependant's absence and it shall resume at the accompanied by one dependant rate on the first compensation day following the employee's or dependant's return to the post.

58.05 Where an employee is in receipt of a post differential allowance at the accompanied by two or more dependants rate, the rate of allowance shall be adjusted as follows:

(a) where the employee and all dependants are absent from the post for a period exceeding 25 compensation days because the employee is on temporary duty, under emergency evacuation conditions or on leave with pay, the allowance shall cease on the 26th compensation day following their departure and shall resume at the unaccompanied, accompanied by one dependant or accompanied by two or more dependants rate as applicable on the first compensation day following the return of the employee and/or dependant(s) to the post and shall again be recalculated on the first compensation day following the employee's or dependant's return to the post to reflect the change in family configuration;

(b) where either,

for a period exceeding 25 compensation days, the rate of allowance shall be recalculated on the 26th compensation day following the departure of the employee and/or dependant(s) to reflect the change in family configuration as applicable and shall again be recalculated on the first compensation day following the employee's or dependant's return to the post to reflect the change in family configuration.

58.06 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 configuration 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.

58.07 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 configuration 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:

(a) temporary absence from post or between posts:

(b) assignments in Canada between postings, which do not exceed 24 consecutive months

except that,

(c) assignments in Canada between postings, which exceed 24 consecutive months shall not constitute a break in service in determining a bonus payment for assignments at hardship posts commencing prior to April 1, 2002.

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 58.09.

58.08 In the event of extraordinary conditions arising out of active hostilities at a post, the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall:

(a) establish a post rating level which recognizes extraordinary post conditions arising out of active hostilities, where there was no post differential allowance authorized for the post at the time of the outbreak of active hostilities; or

(b) revise the post rating level in effect at the time of the outbreak of active hostilities up to level V, to recognize extraordinary post conditions arising out of active hostilities; or

(c) establish a special payment of up to 50% of the basic level V post differential allowance to recognize extraordinary post conditions arising out of active hostilities, where a level V post rating was in effect at the time of the outbreak of hostilities; for the duration of such hostilities, except that, upon the cessation of active hostilities, the additional amounts or special payments shall continue to be payable for such period as extraordinary conditions arising out of active hostilities cannot be accommodated within the normal PDA rating scale.

(d) recommend to the President of the Treasury Board such additional assistance as may be considered necessary, where current provisions are inadequate, because of unusual situations.

58.09 Where a post rating level or special payment has been established in accordance with Section 58.08, the additional amount of post differential allowance which shall be payable over and above the post differential allowance which was payable prior to the outbreak of active hostilities shall be calculated as follows:

(a) where there was no post differential allowance authorized prior to the outbreak of active hostilities, the additional amount of post differential allowance is the amount established in the Appendix to this directive on the basis of the post rating level and the employee's family configuration at the post;

(b) where a level I, II, III or IV post differential allowance was authorized prior to the outbreak of active hostilities, the additional amount of post differential allowance is the difference between the basic amount of post differential allowance in effect prior to the outbreak of active hostilities and the basic amount of post differential allowance for up to level V as established in the Appendix to this directive on the basis of the employee's family configuration at the post;

(c) where a level V post differential allowance was authorized prior to the outbreak of active hostilities, the additional amount of post differential allowance is the amount established as a special payment in accordance with Section 58.08(c) on the basis of the employee's family configuration at the post;

(d) the additional amounts of post differential allowance or special payments calculated in accordance with Section 58.09(a), (b) and (c) shall be adjusted, where applicable, to reflect a change in the amount of basic post differential allowance on April 1^st of each year;

(e) notwithstanding the provisions of Sections 58.03 and 58.04, the additional amounts of post differential allowance or special payments shall be payable during the period of active hostilities or extraordinary conditions arising out of active hostilities as determined by the Deputy Minister of Foreign Affairs in accordance with Section 58.08, except that payments shall be limited to the period during which an employee and/or dependant is/are exposed to active hostilities/extraordinary conditions and shall be adjusted to reflect the employee's family configuration at the post.

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 outbreak of active hostilities.

2. In applying the provisions of Section 58.09(a), (b) and (c), hardship rating points previously given for hostility and violence/personal safety shall be subtracted from the post's overall numerical hardship rating and the appropriate number of points for the outbreak of active hostilities, as determined in accordance with the agreed to methodology, shall then be added to the post's numerical hardship rating.

58.10 The provisions of Section 58.09 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 arising out of active hostilities, including an employee on temporary duty, notwithstanding that such employee may not be otherwise subject to this directive.

58.11 The special payment or additional post differential allowance paid pursuant to Section 58.09 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 58.07.

Instruction

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.

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Appendix

Post Differential Allowance
Canadian Dollars Per Annum
April 1, 2007

Post Rating	Unaccompanied	Accompanied by One Dependant	Accompanied by Two or More Dependants
	($)	($)	($)
I	2,861	3,574	4,294
II	4,297	5,367	6,440
III	5,721	7,152	8,585
IV	8,585	10,728	12,873
V	11,445	14,308	17,167

POST RATINGS - May 01, 2003

POSTS	LEVEL
Abidjan, Ivory Coast	V
Abu Dhabi, United Arab Emirates	II
Abuja, Nigeria	V
Accra, Ghana	V
Addis Ababa, Ethopia	V
Algiers, Algeria	V
Almaty, Kazakhstan	V
Amman, Jordan	III
Ankara, Turkey	III
Antananarivo, Madagascar	IV
Asuncion, Paraguay	III
Badar Seri Begawab, Brunei	II
Bamako, Mali	V
Bangkok, Thailand	III
Beijing, China	IV
Beirut, Lebanon	IV
Belgrade, Yugoslavia	III
Belize City, Belize	III
Bogota, Colombia	IV
Brasilia, Brazil	III
Bridgetown, Barbados	II
Bucharest, Romania	IV
Budapest, Hungary	II
Buenos Aires, Argentina	II
Cairo, Egypt	III
Cameroon	V
Capetown, South Africa	II
Caracas, Venezuela	III
Chongqing, China	V
Columbo, Sri Lanka	IV
Conkary, Guinea	V
Dakar, Senegal	III
Damascus, Syria	III
Dar-es-Salaam, Tanzania	V
Dhaka, Bangladesh	V
Dubai, United Arab Emirates	II
Gaborone, Botswana	II
Georgetown, Guyana	V
Grenada	III
Guadalajara, Mexico	I
Guangzhou, China	V
Guatemala, Guatemala	IV
Hanoi, Vietnam	IV
Harare, Zimbabwe	III
Havana, Cuba	IV
Ho Chi Minh, Vietnam	IV
Hong Kong, China	II
Islamabad, Pakistan	V
Jakarta, Indonesia	V
Johannesburg, South Africa	II
Kathmandu, Nepal	V
Khartoum, Sudan	V
Kiev, Ukraine	IV
Kigali, Rwanda	V
Kingston, Jamaica	III
Kinshasa, Congo	V
Kuala Lumpur, Malasie	II
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	IV
Maputo, Mozambique	V
Maseru, Lesotho	II
Mexico, Mexico	III
Monterrey, Mexico	II
Montevideo, Uruguay	I
Moscow, Russia	IV
Mumbai, India	V
Nairobi, Kenya	V
New Delhi, India	IV
Niamey, Niger	V
Ouagadougou, Burkina Faso	V
Panama, Panama	II
Phnom Penh, Combodia	V
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	II
Ramallah, Israel	IV
Reykjavik, Iceland	II
Riga, Latvia	II
Rio de Janiero, Brazil	III
Riyadh, Saudi Arabia	IV
San Jose, Costa Rica	III
San Juan, USA	I
San Salvador, El Salvador	IV
Santiago, Chile	II
Santo Domingo, Dom. Republic	III
Sao Paulo, Brazil	III
Sarajevo, Bosnia & Herzegovina	IV
Seoul, Korea	III
Shanghai, China	IV
Singapore, Singapore	I
Skopje, Macedonia	IV
St. Petersburg, Russia	IV
Taipei, China	III
Tegucigalpa, Honduras	IV
Tehran, Iran	V
Tel Aviv, Israel	III
Tirana, Albania	V
Tripoli, Libya	V
Tsetang	V
Tunis, Tunisia	II
Warsaw, Poland	III
Windhoek, Namibia	I
Yaounde, Cameroon	V
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 indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

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 indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

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 employement for employees subject to the Foreign Service Directives. (revised April 1, 2006)

4. All Level III post employees have the right, at the end of the first year of assignment, to opt out of the third year.