This directive is now hosted by the National Joint Council, where it was co-developed by participating bargaining agents and public service employers. The document has not been changed and continues to apply.

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Foreword & Introduction

Foreword

Enquiries regarding the Foreign Service Directives may be directed to:

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

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

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

Introduction

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

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

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

The Foreign Service Directives reflect the following principles:

(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 administrator with respect to the application and/or interpretation of a specific directive, as needed.

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

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

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

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

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

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

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

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

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

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

Part I - General

FSD 1 - Short title

Directive 1

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

Effective date

The Foreign Service Directives are effective April 1, 2009.

FSD 2 - Interpretation

Directive 2

2.01 In these directives, (listed alphabetically):

(a) Accompanied by one dependant (accompagné d'une personne à charge) means that one dependant is residing with the employee at the post for at least 8 months of any consecutive 12-month period.

(b) Accompanied by two or more dependants (accompagné d'au moins deux personnes à charge) means that two or more dependants are residing with the employee at the post for at least 8 months of any consecutive 12-month period; one of such dependants must be a dependent child.

(c) Annual salary (traitement annuel) means the employee's basic rate of pay or acting pay, unless otherwise specified, calculated on an annual basis, that is payable in respect of the regular duties performed by the employee in the department.

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

(e) Career foreign service employee (fonctionnaire qui fait carrière dans le service extérieur) means an employee who, as a condition of employment, served abroad pursuant to a rotational pattern throughout the span of their career. This rotational service normally involves assignments to a number of posts but occasionally, due to operational requirements, assignments may be limited to one or a few posts.

(f) Compensation day (jour de rémunération) means any day other than the one or two days per week designated as a day or days of rest at the post.

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

(h) Crown-held accommodation (logement de l'État) means accommodation owned, leased, or controlled by the Crown and includes accommodation provided directly to an employee by the host government.

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

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

(i) listed in Schedules I and IV to the Financial Administration Act;

(ii) listed in Schedule V to the Financial Administration Act and which is a member of the National Joint Council of the Public Service of Canada and for which the Foreign Service Directives form part of their collective agreements.

(k) Dependant (personne à charge) means

(i) the spouse or common-law partner of an employee, or

(ii) a natural child, adopted child, stepchild or legal ward of an employee (or of an employee's spouse or common-law partner) who resides with the employee at the post, and

(A) is under 21 years of age and continues to be in a dependent relationship with the employee (or with the employee's spouse or common-law partner), or

(B) is 21 or more years of age, and is dependent upon the employee (or upon the employee's spouse or common-law partner) by reason of mental or physical disability;

(iii) subject to Section 2.01(aa) any other individual who resides with the employee at the post and who, in the opinion of the deputy head, is dependent upon the employee (or upon the employee's spouse or common-law partner) due to exceptional circumstances; where the deputy head exercises discretion under this section, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.

(l) Dependent student (élève ou étudiant à charge) except as provided for in FSD 51.02(c) means a dependant within the meaning of subsection 2.01(k)(ii) or (iii), who is not residing with the employee because that student is in full-time attendance at an educational institution.

(m) Deputy head (administrateur général) in relation to a department, except where specified otherwise, means the deputy minister of the department, and in relation to other portions of the public service of Canada, means the chief executive officer thereof, or, if there is no chief executive officer, such person as the Governor in Council may designate as the deputy head for purposes of the directives.

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

(o) Employee-couple (couple de fonctionnaires) means two individuals assigned to the same post, or to different posts, who are married to each other or who have signed the declaration in Appendix A to this directive where:

(i) both individuals are employees; or

(ii) one individual is an employee and the other is eligible to claim foreign service entitlements from the Government of Canada (e.g., military personnel);

Specific application of the Foreign Service Directives to employee-couples is found in FSD 3 - Application.

(p) Foreign assignment employee (fonctionnaire affecté à l'étranger) means an employee who has made no commitment to serve abroad throughout the span of their career pursuant to a rotational pattern, but who serves an occasional assignment at a post, which is normally for a minimum of one year.

(q) Headquarters (bureau principal) means the employee's normal place of duty in Canada as determined by the deputy head at the time the employee is assigned to duty outside Canada; for career foreign service employees, the headquarters city is Ottawa-Gatineau.

(r) Household effects (effets mobiliers) means the furniture, household equipment and personal articles of employees and their dependants (including motorcycles) but does not include other private motor vehicles (PMV), livestock or pets.

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

(i) authorized under the Directives Respecting the Terms and Conditions of Employment for Certain Unrepresented Employees in Certain Parts of the Public Service; or

(ii) authorized under any Act, in the case of an employee employed under that Act; or

(iii) authorized pursuant to the terms of a collective agreement applicable to the employee, the provisions of which have been implemented in accordance with the Treasury Board General Implementation Order.

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

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

(v) mission (mission) means a city, community, or other geographic locality in which a "Mission" is situated and is used interchangeably with "post" throughout these directives.

(w) Period of temporary duty (période de service temporaire) means the time spent on official duty at a place outside the area normally serviced by the Post where the employee is stationed, and includes travelling time from the post to the place of temporary duty and return.

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

(y) post (mission) means a city, community, or other geographic locality in which a "Post" is situated and is used interchangeably with "mission" throughout these directives.

(z) Senior officer (agent supérieur) for each department represented at a Post means the person at each Post designated by the deputy head as senior officer, or, if no such designation is made, the highest ranking employee of the department serving at the Post.

(aa) Spouse or common-law partner (époux ou conjoint de fait) means the person married to the employee, or an individual who, with the employee, has signed the declaration in Appendix "A" to this directive; where the declaration is used, the common-law partner shall not be considered a dependant for purposes of the Foreign Service Directives unless the acceptability of the common-law partner accompanying the employee has been agreed to by the Deputy Minister of Foreign Affairs following consultation with the Head of Mission and the deputy head.

(bb) Travel leave (congé de déplacement) means a period of absence with pay authorized by the deputy head to cover travelling time for a journey and during which the employee is deemed to be on duty for the purpose of any applicable accident compensation.

(cc) Travelling expenses (frais de voyages) except as provided for under the Relocation Travel portion of Directive 15 for travel under that directive and/or FSD 64-Emergency Evacuation and Loss, means expenses for air transportation and local transportation to and from airports at the points of departure and destination and, when authorized in advance by the deputy head, for accommodation, meals and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will permit continuing travel to the approved destination.

(dd) Travelling time (temps de déplacement) means the time actually required for a journey including unavoidable or permissible stopovers referred to in FSD 15.06 but not exceeding the time required for the same journey by the most economic mode and the most direct route in the circumstances of each case as determined by the deputy head.

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

(ff) Unhealthy post (mission insalubre) means a post designated by Health Canada as an unhealthy post and listed in the Appendix to FSD 38 - Preventive medical services expenses.

Throughout the directives, unless otherwise specified:

(i) words in the singular include the plural, and words in the plural include the singular, and

(ii) where a word is defined, other parts of speech and grammatical forms of the same word have corresponding meanings.

Appendix A
Declaration

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

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

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

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

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

Signed _____________________________ Employee

___________________________________ Common-law partner

___________________________________ Date

Signed _____________________________ for the deputy head

___________________________________ Date

Appendix B

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

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

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

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

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

FSD 3 - Application

Directive 3

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

(a) an assignment is normally for a period of 12 months or more;

(b) career foreign service employees are employees who, as a condition of employment, serve abroad pursuant to a rotational pattern throughout the span of their careers. This rotational service normally involves assignments to a number of posts but occasionally, due to operational requirements, assignments may be limited to one or a few posts;

(c) foreign assignment employees are employees who have made no commitment to serve abroad throughout the span of their careers pursuant to a rotational pattern, but who serve an occasional assignment at a post;

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

(e) where leave with pay is authorized and no financial assistance or related benefits are provided to the employee by the host organization, an assignment means an assignment to:

(i) an international organization outside Canada;

(ii) a project outside Canada which is funded directly or indirectly by the Canadian International Development Agency;

(iii) a foreign government or private firm or organization outside Canada under a formal agreement between the employing department and the host organization;

(iv) a research establishment or university outside Canada, where employees have been directed to continue working in their field on a full-time basis;

except that

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

(i) Relocation Travel (FSD 15.03 - FSD 15.12)

(ii) Relocation of Household Effects (FSD 15.13, FSD 15.14 and FSD 15.15)

(iii) Compensation for Damage or Loss of Household Effects (FSD 15.18 - FSD 15.26)

(iv) Living Expenses in Temporary Accommodation (FSD 15.33) - Expenses shall be limited to two days at the old place of duty, a maximum of five days outside Canada and two days on return to Canada, and

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

(i) these directives may be applied in whole or in part to assignments for which the employee has been granted leave without pay, including educational leave without pay;

(ii) these directives may be applied in whole or in part to other assignments, including training and/or developmental assignments where professional development leave has been granted under the terms of a collective agreement;

(iii) these directives may be applied in part to assignments in which an employee receives financial assistance or benefits from the host organization; or

(iv) where an employee has requested and/or arranged for an assignment, other than an assignment to an office of the Government of Canada at a post, the deputy head may direct that an employee be exempt from all or some of the provisions of the Foreign Service Directives during an assignment outside Canada.

Instructions

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

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

(a) do not receive double benefits, and

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

(c) are fully briefed on the specific application of the Foreign Service Directives.

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

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

3.02

(a) Subject to Sections 3.07 and 3.08, the directives apply to an employee during the period of assignment outside Canada except where a directive specifies or implies that its provisions apply while the employee is in Canada.

(b) The substantive authority of the directives is contained in the sections of each directive. Where there appears to be a discrepancy between the provisions outlined in the introduction to a directive and the operative section of the directive, the latter shall govern. Instructions and guidelines are designed to clarify provisions.

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

(a) Foreign assignment employees assigned to serve outside Canada in support of Canadian Forces (CF) members who are in permanent or training positions established by the Chief of Staff to the Vice Chief of the Defence Staff are subject to certain provisions of the Military Foreign Service Instructions (MFSI), as specified in Section 2 of the MFSI. They are also subject to certain provisions of the Foreign Service Directives (FSD), as directed by the Treasury Board or the President of the Treasury Board from time to time and specified in the Memorandum of Agreement (MOA).

(b) Career foreign service and foreign assignment employees deployed outside Canada in support of the CF on international operations controlled by the Commander of Canada Command, the Commander the Canadian Expeditionary Force Command, Commander of the Canadian Special Operations Force Command or Commander of the Canadian Operational Support Command are subject to the relevant provisions of Section 3 - Operations Allowances of the MFSI. They are also subject to certain provisions of the FSD, as directed by the Treasury Board or the President of the Treasury Board from time to time and specified in the MOA, notwithstanding that the period of deployment may be less than one year.

Instructions

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

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

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

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

(a) where the employee-couple are assigned to different posts, the directives shall apply to each employee, having regard for any accompanying dependant, or

(b) where the employee-couple are assigned to the same post, and a dependant resides with the employee-couple at the post, one employee shall be considered as unaccompanied and the other employee as accompanied at the appropriate dependant rate;

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

3.05

(a) Unless specifically provided for in a particular directive, where an employee claims a dependant, such dependant shall be identified with that employee for the duration of the posting.

(b) Where an employee is claiming a dependant for the purposes of these directives, it is the responsibility of the employee to inform the employer of any change or event which affects the application of these directives. Payments made after eligibility changes are subject to recovery.

3.06 Blank.

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

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

(a) authorize the application of the following directives, where these directives have been applied in anticipation of the employee's posting:

(i) FSD 4 - Accountable Advance

(ii) FSD 9 - Medical and Dental Examinations

(iii) FSD 10 - Posting Loan

(iv) FSD 12 - Travelling Expenses for Dependants on Pre-Posting Briefing Programs

(v) FSD 15 - Relocation

(vi) FSD 16 - Assistance for a principal residence

(vii) FSD 34 - Education Allowances

(viii) FSD 35 - Education Travel

(b) authorize the application of FSD 15 - Relocation - subsequent to the cancellation or change of assignment, to provide such additional assistance as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee as a result of the cancellation or change in the employee's posting; and/or

(c) recommend to the President of the Treasury Board such additional assistance as is considered appropriate to the circumstances,

(i) where the assistance provided under Sections 3.07(a) and (b) is considered inadequate; and/or

(ii) where the employee has incurred expenses in anticipation of posting or as a result of cancellation or change of an assignment for which there is no payment authority.

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

Instruction

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

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

Instruction

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

Appendix A
Short-term relocation outside Canada and the USA

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

Appendix B

April 27, 2004

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

AND

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

Application

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

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

MFSI 10.1 - Interpretation;
MFSI 10.2 - General Provisions (only as they relate to the sections listed in this MOA)
MFSI 10.3 - Operation Allowances;
MFSI 10.17 - Telephone Call Assistance;
MFSI 10.21 - Home Leave Travel Assistance; and
MFSI 10.23 - Compassionate Travel.

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

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

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

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

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

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 27th DAY OF THE MONTH OF APRIL 2004

The Treasury Board of Canada  


The Professional Association of Foreign
Service Officers


___________________________________
G.R. Clayburn, CD

______________________________________
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 responsible for ensuring that the amount of an advance is directly related to the amount of the anticipated admissible expense.

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

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

Guideline

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

FSD 8 - Short-term assignments outside Canada

Introduction

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

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

Directive 8

Definitions

8.01 In this directive

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

Application

8.02

(a) The provisions of Appendix A to FSD 3 - Short-term relocation outside Canada and the USA, have been revised and incorporated into this directive.

(b) Subject to Section 8.02(c), the provisions of this directive apply to all assignments outside Canada, including the USA, of more than 30 consecutive days and less than one year.

(c) When an assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, benefits and provisions which only apply to assignments in excess of 120 consecutive days shall become available on the date on which the employee accepts the extension.

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

(a) employees on assignment outside Canada under the provisions of the NJC Travel Directive on April 1, 2009 shall be given the option of remaining under these provisions or electing for the revised provisions of FSD 8, for the period of their assignment, not including any extensions,

(b) employees on assignment outside Canada on April 1, 2009, under the provisions of Appendix A to FSD 3 - Short-term relocation outside Canada and the USA, shall come under the provisions of this directive.

Relocation Travel

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

Guideline

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

Shipment and Storage of Household Effects

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

(a) for assignments of 120 consecutive days or less, the deputy head may authorize:

(i) shipment of up to 150 kilos (net) of household effects as accompanying baggage or air cargo, in addition to the maximum allowable weight of accompanying baggage transported free of charge by the carrier; and/or

(ii) in special circumstances, storage of household effects, if the employee is no longer maintaining a principal residence;

(b) for assignments in excess of 120 consecutive days, the deputy head may authorize:

(i) shipment of household effects up to 50% of the weight limitation for furnished accommodation, in accordance with the FSD 15.14 of FSD 15 - Relocation; and/or

(ii) storage of household effects, including a private motor vehicle (PMV), if the employee is no longer maintaining a principal residence;

except that

(c) where an employee's household effects are placed in long term storage at public expense, the employee shall be subject to payment of a shelter cost, in accordance with Section 8.07.

Guidelines

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

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

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

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

Incidental Relocation Expense Allowance

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

(a) for assignments of 120 consecutive days or less, an employee shall receive an allowance of $250.00, in accordance with FSD 15.31 of FSD 15 - Relocation, or

(b) for assignments in excess of 120 consecutive days, an employee shall receive 50% of the incidental relocation expense allowance, that is, $1,419, in accordance with FSD 15.31 of FSD 15 - Relocation.

Accommodation

8.07

(a) The deputy head shall authorize the payment of actual and reasonable costs for accommodation and utilities, including installation, at the temporary place of duty.

(b) Where, in accordance with Section 8.05, an employee's household effects have been placed in storage at public expense, the employee shall pay the applicable shelter cost in accordance with FSD 25 - Shelter at the "one in household" rate, with effect from the day following the date of arrival at the post.

Instruction

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

Meal Allowance

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

(a) for the first 30 consecutive days, following arrival at the temporary place of duty, the full daily meal allowance;

(b) for employees in hotel accommodation, without meal preparation facilities, 75% of the daily meal allowance from the 31st consecutive day;

(c) for employees in self-contained commercial or private non-commercial accommodation, 75% of the daily meal allowance from day 31 to day 120, then 50% of the daily meal allowance commencing from day 121.

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

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

Laundry and Dry Cleaning

8.11

(a) The deputy head shall authorize reimbursement of actual costs for laundry for employees who occupy accommodation which is not provided with laundry facilities.

(b) Where the deputy head is satisfied that dry cleaning costs significantly exceed those in the employee's headquarters city, reimbursement of 50% of the actual costs of dry cleaning shall be reimbursed, upon presentation of receipts.

Guideline

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

Commuting Assistance

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

Weekend Travel Home

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

Home communication

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

Dependant Care

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

Medical and Health Care

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

Instruction

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

Foreign Service Premium

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

Instruction

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

Post Differential Allowance

8.18

(a) Where the assignment to a hardship post is in excess of 120 consecutive days, including any extension, and the employee occupies self-contained accommodation, the deputy head shall authorize payment of the Post Differential Allowance in accordance with FSD 58 - Post differential allowance.

(b) Where payment of an additional amount of post differential allowance or special payment has been established to recognize extraordinary conditions at a hardship post, in accordance with FSD 58.09 of FSD 58 - Post differential allowance, the deputy head shall authorize these payments from the first day of an assignment to a hardship post, notwithstanding that the employee may not otherwise be subject to the provisions of FSD 58 - Post differential allowance.

Instruction

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

Currency Exchange

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

Employee Accompanied by Dependant(s)

8.20

(a) In rare and unusual cases, the deputy head may authorize the employee's spouse (or common-law partner) and any dependant(s) normally residing with the employee to accompany the employee, subject to proof of health insurance coverage.

(b) In exceptional circumstances, the deputy head may authorize the employee to precede the dependant(s).

(c) Except for single parents on short-term assignments outside Canada, this provision is only available when the dependant(s) accompany the employee on assignments in excess of 120 consecutive days.

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

(a) Relocation travel costs, in accordance with FSD 15 - Relocation, up to the total cost of the employee's travel home entitlement under the NJC Travel Directive; and

(b) Post Living Allowance, in accordance with FSD 55 - Post living allowance, where the Post Index is above 100; and

(c) Post Differential Allowance (FSD 58) and Foreign Service Premium (FSD 56) at the unaccompanied rate; and

(d) the provisions of FSD 39 - Healthcare expenses, FSD 41 - Health care travel and FSD 42 - Medical and dental expense advance, unless otherwise covered by the employee's provincial and/or supplementary insurance plan;

where

(e) employees will be required to waive their entitlements to weekend travel home, home communication and meal allowances; and

(f) no additional accommodation/housing will be provided, or additional accommodation costs reimbursed; and

(g) no additional costs will be authorized for shipment of household effects.

Instruction

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

Assistance for Single Parents

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

(a) payment of return transportation expenses for one or more pre-school aged children up to the cost of week-end travel for the employee which would otherwise be incurred under the NJC Travel Directive; and

(b) dependant care expenses at the work location outside Canada which are in excess of existing dependant care expenses for equivalent care, up to the costs which would otherwise be incurred at the old place of duty and reimbursed under the NJC Travel Directive; and

(c) expenses for vaccinations and/or inoculations for the child which are a consequence of the work location outside Canada.

Guideline

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

Part II - Pre-Posting

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 published on the Department of Foreign Affairs and International Trade's website.

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

Instruction

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

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

Instruction

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

(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(cc), 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.

Appendix
Posts for which Pre-posting Dental Examinations are Required

April 1, 2009

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

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

FSD 10 - Posting loan

Introduction

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

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

Directive 10

Maximum Loan Amount

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

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

(b) $37,638, (or such amount as shall be established annually on April 1st in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives). (revised April 1, 2009)

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, for an amount of $1,500 or over, 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 1st, July 1st, October 1st, January 1st) in which the loan is approved, such rate being established by the Department of Finance and published on the Department of Foreign Affairs and International Trade's website;

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

Maximum Period of Loan

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

Repayment Terms

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

(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. These 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 instalments 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.

10.15 Blank

General instructions

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

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

Forms

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

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

Introduction

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

Application

2. This Foreign Affairs' facility is available:

(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, Strategic Policy, Planning and Monitoring Division (AEF).

(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 (FSD 42), accommodation security deposits (FSD 26), and advances for public utilities (FSD25), 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 Department of Foreign Affairs and International Trade, Attention: Director, Strategic Policy, Planning and Monitoring Division (AEF).

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

Introduction

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

Directive 12

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

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

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

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

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

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

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

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

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

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

Instruction

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

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

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

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

except that,

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

Instructions

1. Telephone calls shall not be reimbursed where the employee is receiving assistance for home communications under the NJC Travel Directive.

2. Receipts for costs incurred under Section 12.03 shall include the cost, dates of employment, and the sitter's/company's name and telephone number as well as the sitter's social insurance number (where applicable).

3. Expenses authorized under this directive shall not exceed those which would be authorized under the relevant provision of FSD 15 - Relocation.

4. Where travel is being authorized under FSD 50.02(a) in respect of an employee's cross posting, travel shall not be authorized under this directive. It should be noted, however, that where travel is authorized under the provisions of FSD 50.02(a), the provisions of Sections 12.02(b), (c) and (d) as well as Section 12.03 may be applied.

5. The dollar amounts specified in Section 12.03 shall be amended from time to time to reflect the dollar amounts authorized by the NJC Travel Directive; any such change shall be published on the Department of Foreign Affairs and International Trade's website.

6. The provisions for dependant care under this directive also apply to joint custody situations where a dependant qualifies as a dependant or dependent student under the provisions of FSD 2 - Interpretation. Depending on the terms of the joint custody agreement, dependant care assistance shall not normally be provided where the child's other parent resides in the same location as the child who requires dependant care.

Part III - Relocation and Related Provisions

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

(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:

(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;

(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

(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:

(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;

(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 NJC Travel Directive; any such change shall be published on the Department of Foreign Affairs and International Trade's website.

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

6. The provisions for dependant care under this directive also apply to joint custody situations where the dependant qualifies as a dependant or dependent student under the provisions of FSD 2 - Interpretation. Depending on the terms of the joint custody agreement, dependant care assistance shall not normally be provided where the child's other parent resides in the same location as the child who requires dependant care.

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

FSD 15 - Relocation

Application

15.01

(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 based on individual circumstances, as well as for househunting 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)

(i) Where an employee-couple are assigned to the same post, 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, and

(ii) Where an employee-couple are assigned to different posts, the provisions of this directive shall apply to each employee, having regard for any accompanying dependant.

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 their headquarters city to a post or from a post to their headquarters city, 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 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.

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:

  • full economy (Y) air fare for the employee and each accompanying dependant; or
  • business class air fare, where the employee and dependants fly by the official routing which qualifies for business class travel by virtue of a flight of nine or more hours or continuous air travel in excess of 12 hours from scheduled departure to scheduled arrival, and the employee agrees to subsequently provide evidence (boarding passes or tickets) that all travellers receiving the business class entitlement travelled business class as planned;

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 to and 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

(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

(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.

Instructions

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

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

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

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

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

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

(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

(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

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

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

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

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

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

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

Guideline

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

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 to and 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 NJC Travel Directive.

Travel via a circuitous route

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

15.06

(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 the headquarters city 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 assistance, 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 published on the Department of Foreign Affairs and International Trade's website, which shall reflect the dollar amounts authorized by the NJC Travel Directive, as amended from time to time.

Meals and other expenses while travelling

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

(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 NJC Travel Directive, as amended from time to time, and published on the Department of Foreign Affairs and International Trade's web site.

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

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

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

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

(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 3100 kg net (6,820 lbs) 4700 kg net (10,340 lbs)
2 3400 kg net (7,480 lbs) 5300 kg net (11,660 lbs)
3 3700 kg net (8,140 lbs) 5900 kg net (12,980 lbs)
4 4000 kg net (8,800 lbs) 6500 kg net (14,300 lbs)
5 4300 kg net (9,460 lbs) 7100 kg net (15,620 lbs)
6 4600 kg net (10,120 lbs) 7700 kg net (16,940 lbs)
7 or more 4900 kg net (10,780 lbs) 8300 kg net (18,260 lbs)

(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(i), 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(i).

15.16 Blank

Shipment of private motor vehicle (PMV)

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

(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 2009, 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(i)(ii) and (iii), such item should be described in sufficient detail, with supporting photos or videos if appropriate, to facilitate processing of a claim in the event of damage or loss.

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

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

Claims up to $200

(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 $200 and under $500

(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 $500 and under $5000

(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 Section 15.21(c)(iii), (v) and (vi).

Claims over $5000

(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 1, 2003.

15.28 Blank

15.29 Blank

Househunting trips (HHT)

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

(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;

Instructions

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

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

(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 NJC 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 NJC Travel directive; any such change shall be indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

Incidental relocation expense allowance

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

(a) for assignments of more than 30 consecutive days but less than 121 consecutive days, an employee shall receive an allowance of $250, and

(b) for assignments in excess of 120 consecutive days but less than one year, an employee shall receive an allowance of $1,419.

Instruction

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

Guidelines

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

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

Car rental expenses

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

(a) up to a maximum of $913 per relocation, for relocations to and/or from Canada; or (revised April 1, 2009)

(b) up to a maximum of $1,369 per relocation, for relocations from one post to another post, (revised April 1, 2009)

(i) where an employee has disposed of a PMV at the old post and is awaiting the arrival of a new PMV which is being shipped to the new post; or

(ii) where an employee has shipped the PMV which was in use at the old post and is awaiting the arrival of that PMV at the new post; or

(c) up to a maximum of $913 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, and (revised April 1, 2009)

(d) the deputy head may authorize additional financial assistance on an exceptional basis for car rental expenses where assistance is not provided by the transportation company. Use of discretion is intended to recognize differences in shipment times for various regions as well as local conditions which may affect delivery of shipments within the normal expectations as presented in the Guaranteed Transit Times. Use of discretion should recognize the exigencies and demands of the foreign service in circumstances which are beyond the reasonable control of the employee. Discretion should not be exercised which would place an employee in a more advantageous position outside Canada than in Canada, or to correct fault, error or negligence on the part of an employee or dependant. Use of discretion shall be reported to the NJC Committee on Foreign Service Directives on a biannual basis, i.e., the first day of April and October of each year.

Instructions

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

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

3. Reimbursement shall be based on receipts.

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

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

Living expenses in temporary accommodation

15.33

(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 75% of the applicable daily meal allowance except that the full daily meal allowance may be claimed for two days at each of the old and new places of duty.

(iii) Private Non-commercialAccommodation

  • accommodation expenses in accordance with the NJC 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 75% of the applicable daily meal allowance except that the applicable full daily meal allowance may be claimed for two days at each of the old and new places of duty.

(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 at each of the old and new places of duty.

Instructions

1. Incidental expenses may be claimed:

(a) at the rates shown in Appendix C or D, as applicable , of the NJC Travel Directive for expenses outside Canada;

(b) at the rates shown in Appendix C of the NJC Travel Directive for expenses within Canada;

(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.

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

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

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

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

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

(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, where assistance has been authorized in accordance with FSD 18 - Special Family Separation Assistance. In these situations, where living expenses are not necessarily incurred as a result of the relocation, the two-day entitlement shall not apply.

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

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

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

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

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

(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 30 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 30-day period.

(iii) When an employee precedes a dependant to a post, where assistance has been authorized in accordance with FSD 18 - Special Family Separation Assistance, living expenses in temporary accommodation may be claimed for two days on arrival at post. In addition, following expiry of the initial two-day period an employee may claim living expenses in temporary accommodation in accordance with this section, except that:

(A) where the employee preceded 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 the dependant(s) continue to occupy temporary accommodation in which case the shelter cost shall apply on the 31st day following initial occupancy of temporary accommodation; and

(D) an employee may claim an allowance of $50 per day, for occupancy of private accommodation, such amount to be adjusted in accordance with the relevant provisions of the NJC Travel Directive.

However, where an employee has not occupied permanent accommodation when a dependant(s) arrive(s) at the post, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 30 days, less the period for which living expenses in temporary accommodation were paid on behalf of the employee and/or dependant under this section.

Instruction

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

(iv) Except where an employee is occupying private accommodation or temporary self-contained accommodation, upon expiry of the 30-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 1 following Section 15.33(a) and reasonable expenses for meals in an amount not to exceed 75% of the daily meal rate.

(v) Upon expiry of this 30-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.

(vi) Upon expiry of this 30-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 FSD 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.

(vii) 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 30 days, because Crown-held accommodation is not available for occupancy, and the deputy head is satisfied that 75% of the applicable daily meal allowance is inadequate due to extremely limited restaurant facilities, such employee may be authorized to claim actual and reasonable expenses for meals, when supported by receipts, up to the applicable full daily meal allowance.

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

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

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

(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 30 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 30-day period.

(iii) When assistance has been authorized under FSD 18 - Special Family Separation Assistance, 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 30 days, less the period for which living expenses were paid on behalf of the employee prior to the arrival of the dependant.

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

(iv) 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.

(v) 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 30 day period provided under Section 15.33(c), the deputy head may approve any temporary accommodation expenses in excess of the employee's normal accommodation costs, normally up to a maximum period of 60 days.

(vi) Expenses under 15.33(c)(v),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.

Instructions

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

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

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

Family separation expenses (FSE)

15.34

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

Relocation in Specific Circumstances

Termination of assignment outside Canada

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

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

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.

Instructions

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

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

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

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

Early termination of posting

15.36

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

Instruction

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

(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.

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.

Instruction

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

Dependants prohibited from accompanying an employee

15.40

(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.

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, from:

(i) the location where the marriage takes place or the spouse's previous place of residence at the time of the marriage, or

(ii) the previous place of residence of the common-law partner, when the common-law partner becomes a dependant through the declaration in Appendix A to FSD 2 -Interpretation;

to the employee's post, up to the cost of shipment by the most direct routing from the headquarters city to the employee's post;

except that

(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

(iv) the move is effected immediately after marriage or after the date of dependancy, and no less than six months before the expected termination of the employee's posting; and

(v) 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.

Instructions

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

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

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

Managerial discretion

15.42

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

Submission of expense claims

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

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

2. Overnight accommodation in commercial establishments.

3. Taxi charges in excess of $10.00

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

5. Laundry, dry cleaning and valet services.

6. Official long distance telephone calls.

7. Excess luggage.

8. Passport photographs and related expenses.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Private non-commercial accommodation allowance:

In accordance with the NJC Travel Directive, $50 per day effective April 1, 2009; payable per day, per family unit.

Meal rates:

Within Canada: Up to 12 years of age: one-half of the daily meal rate.
12 years of age and older: full daily meal rate.
Outside Canada: Up to 4 years of age: one-half of the daily meal rate.
4 years of age and older: full daily meal rate.

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

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

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

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

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

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

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

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

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

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

Private non-commercial accommodation allowance:

In accordance with the NJC Travel Directive, $50 per day effective April 1, 2009; payable per day, per family unit.

Meal rates:

Within Canada: Up to 12 years of age: one-half of the daily meal rate.
12 years of age and older: full daily meal rate.
Outside Canada: Up to 4 years of age: one-half of the daily meal rate.
4 years of age and older: full daily meal rate.

Appendix B - Depreciation reference table

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

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

Do not depreciate more than 90 per cent.

Appendix B - Depreciation reference table - Scheduled guide

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

Appendix C - Clothing betterment tables - Step by step use

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

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

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

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

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

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

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

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

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

Clothing Betterment Tables - Step by Step Use

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

FSD 16 - Assistance for a principal residence

Introduction

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

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

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

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

(c) 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(k)) residing with the employee and which is recorded in the departmental or agency personnel file as the employee's permanent address in the headquarters city.

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

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

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

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

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

16.02 Application

(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:

(i) up to one month's rent at the new place of duty in Canada; and/or

(ii) 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

(i) Where, following confirmation of posting, an employee engages the services of a real estate/property management firm to find a first and/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 the payment of one month's shelter cost or fraction thereof, upon presentation of documentation, for one or both finder's fees.

(ii) This waiver shall be limited to a one-month maximum for each finder's fee, to locate a first and/or a subsequent tenant, regardless of the duration of the lease.

Instruction for Section 16.04(a)

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

(b) 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:

(i) 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

(ii) 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(b)

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

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

16.05 Assistance - Principal Residence Vacant During Posting

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

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

(i) has home ownership costs but no rental income from a tenant because:

(A) 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

(B) 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

(C) 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.

(ii) 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

(i) 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.

(ii) 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.

(iii) 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 per finder's fee, 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:

(i) 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

(ii) 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 again on cross-posting.

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

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

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

Guidelines

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

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

Part C - Purchase and Sale of Principal Residence

16.06 Career Foreign Service Employees (Rotational)

(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:

(i) once during their career in the foreign service, of reimbursement of:

(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

(B) the legal/notary fees involved in the purchase of a principal residence in the headquarters city (Section 16.09(b));

OR

(ii) 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 NJC Relocation Directive for payment of real estate and legal/notary fees:

(i) 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

(ii) 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.

(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.

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:

(i) Home Sale Expenses: Reimbursement of eligible home sale expenses following notification of posting to a location outside Canada is exempt from taxation.

(ii) 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

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:

(i) 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(k);

(ii) 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

(iii) 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

(i) 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:

(A) the residence sold qualifies the employee for reimbursement of a real estate fee under Section 16.09(a), and/or

(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.

(ii) 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:

(i) 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.

(ii) 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:

(i) the employee was previously a homeowner;

(ii) the need for the insurance is verified (employee's equity is less than 25% of the cost of the house); and

(iii) 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 the 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' 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 NJC 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:

(i) the interest for the bridging loan at the current bank interest rate; and

(ii) 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(k);

(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:

(i) 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

(ii) the employees were married following notification of posting, in which case:

(A) each eligible employee may claim real estate and legal/notary fees on the sale of a principal residence; and

(B) 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):

(i) 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

(ii) 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 NJC Relocation Directive. As of April 1, 2009, this is a period in excess of three years.

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

(g) In applying the NJC 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

Blank

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

Appendix A
Example - Mortgage Interest Differential

Data

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

Appendix B
Example - Calculations

First application for assistance

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

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

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

Interest to be paid as at April 1

Principal for calculating differential $35,694.93.

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

Difference 860 + 11 payments = 78.27 per month

Appendix D
Example - Second application for assistance

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

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

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

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

Amortization period - 15 years.

Appendix E
Example - Calculation of Differential

Monthly interest factor .0148540152
Monthly payment per thousand $15.98
Payment per month

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

Difference $1,459.14 + 5 payments = $291.83

FSD 17 - Assistance for spouses or common-law partners

Introduction

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

Directive 17

17.01 Association Dues

(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 in order 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:

(i) the spouse or common-law partner is or has been residing with the employee in Canada and/or at post and was employed within one year prior to departure from Canada, or departure from the employee's post; and

(ii) the expenses incurred are directly related to facilitating entry to the workforce at the new place of duty outside Canada or re-entry into the Canadian workforce.

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

(i) costs incurred for professionally prepared curriculum vitae;

(ii) attendance fees for conferences and trade fairs;

(iii) employment counselling;

(iv) reference checks;

(v) administrative expenses associated with job searches; and;

(vi) other employment related costs incurred at the employee's post, such as, but not limited to, registration and certification.

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

(d) The allowance may be claimed once per relocation, either within two years 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.

(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:

(i) necessary upgrading of knowledge and/or skills is required due to the spouse's or common-law partner's absence from the Canadian workforce, in order to accompany the employee on posting;

(ii) the education/training completed by the spouse or common-law partner is not otherwise provided under a government employment/training program; and

(iii) the education/training is in the spouse's or common-law partner's area of expertise and will enhance re-employment opportunities in that area; examples include, but are not limited to, computer technician, travel agent, and secretary/administrative assistant.

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

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

Appendix

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

FSD 18 - Special family separation assistance

Introduction

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

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

Directive 18

Purpose

18.01

(a) The purpose of this directive is to provide greater flexibility for spouses or common-law partners who, for employment, education or family-related reasons, do not accompany the employee for all or part of the employee's posting. One or more dependent children may accompany the employee to a mission or remain in Canada with the spouse/common-law partner.

(b) Assistance is designed to recognize those situations which are attributable to foreign service, rather than those situations which result from personal choice.

(c) Assistance is designed to offset the cost of maintaining the second residence in the headquarters city. The employee remains responsible for one set of household expenses. It is not the purpose of this directive to place an employee in a more advantageous position or to provide a financial benefit by virtue of the family separation.

(d) Assistance is limited in situations where the employee's dependant(s) are not living in the headquarters city, as outlined in this directive.

(e) While provisions are available on more than one occasion, 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 pretenses may be recovered, and, in addition, the employee may be subject to disciplinary action.

Guideline

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

Application

18.02

(a) This directive is effective April 1, 2009, and applies to all employees, including employees who were granted spousal or family separation assistance prior to April 1, 2009.

(b) Employees who were receiving assistance under FSD 17.04 on March 31, 2009 shall have the option of remaining under those provisions for the period for which the assistance was authorized, including any extension, or applying for the provisions of this directive.

Instruction

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

General

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

(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, for employment, education or family-related reasons, a spouse/common-law partner does not accompany an employee for all or part of an employee's posting; one or more dependent children may accompany the employee to a mission or remain in Canada with the spouse/common-law partner; the period would normally be for the time during which the employee and dependant(s) are separated;

(c) where disruption of a dependant's education would occur; except as provided for in sub-section (d), the period would normally be to the end of the relevant school term;

(d) where the employee's spouse/common-law partner and one or more dependent children remain at the former place of duty in Canada in order to avoid disruption of a dependent child's education at the primary or secondary level; 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;

Instructions

1. In applying Section 18.03(d), it should be noted that:

(a) it is not necessary that the student was residing with the employee prior to the relocation; and

(b) these provisions may apply on relocation to Canada or to a mission.

2. 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.

3. Nothing 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 twelve months remain in the employee's assignment at the post.

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

(f) 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 twelve 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;

Guidelines

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

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

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

Waiver of Shelter Cost (FSD 25 - Shelter)

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

Instructions

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

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

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

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

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

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

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

Guidelines

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

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

Family Reunion Travel (FSD 51 - Family Reunion)

18.05 Notwithstanding the provisions of FSD 51 - Family Reunion,

(a) as long as the separation is for a minimum of 6 months, family reunion travel shall be authorized on the basis of 2 trips per year for separated dependant(s), except that where the separated dependant relocates to the employee's post for a portion of the employee's assignment, the total number of times an employee may claim a family reunion travel allowance for the duration of posting shall normally be reduced by one;

Guidelines

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

(a) date of arrival and anticipated date of departure from post, following completion of the agreed-to tour of duty; and

(b) school holiday recess periods, and in particular the long school holiday recess, where there are school-age dependent children; and

(c) dates of relocation travel, where the separated dependant(s) join the employee for a portion of the employee's assignment; and

(d) availability of vacation travel assistance under FSD 50, when a dependant is residing with the employee at a post for a minimum of 8 months;

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

(b) where the separated dependant(s) do not reside in the headquarters city, the employee shall be responsible for return travel between the location of the separated dependant(s) and the headquarters city, unless the employee accepts the assignment on an unaccompanied basis.

In this case, the cost of travel is limited to return travel between the headquarters city and the employee's post, or, between the employee's post and the headquarters city, as applicable.

Guideline

For purposes of Section 18.05(b), the family reunion travel allowance shall be based on return travel between the location of the separated dependant(s) and the employee's post less the cost of return travel between the location of the separated dependant(s) and the employee's headquarters city.

(c) at the request of the employee, approval shall be given for the employee, and any accompanying dependant(s) 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. Subject to Section 18.05(b), the allowance shall be calculated on the basis of return travel from the headquarters city to the employee's post, for the employee's separated dependants;

(d) at the request of the employee, travel may be approved to a third location, in accordance with FSD 51, except that travel must be for the employee and all dependant(s) eligible for travel; Subject to Section 18.05(b), the allowance shall be calculated on the basis of return travel from the headquarters city to the employee's post, for the employee's separated dependant(s);

Guidelines

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

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

Vacation Travel Assistance (FSD 50)

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

(a) in order to qualify for a vacation travel allowance under FSD 50, a dependant must reside with an employee at a post for a minimum of 8 months of any consecutive 12-month period; and

(b) the allowance shall be determined on the basis of actual household size (employee plus eligible dependants at post) at the time the allowance is authorized.

Education and Education-related Provisions

(FSD 30 - Post transportation and related expenses)

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

(FSD 34 - Education allowances)

(FSD 35 - Education travel)

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

(a) notwithstanding the provisions of FSD 35 - Education Travel, travel for an escort from post to Canada shall not normally be approved; and

Guidelines

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

(a) the airline will not accept the dependent child on an unaccompanied basis, i.e. letter from the airline; and

(b) arrangements cannot be made for travel under FSD 51 - Family reunion or FSD 50 - Vacation travel assistance.

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

(b) education expenses at a lycée in Canada are payable in accordance with FSD 33 for a child residing with the employee's spouse/common-law partner in the headquarters city.

Guidelines

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

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

Relocation (FSD 15 - Relocation)

18.08 Notwithstanding the provisions of FSD 15 - Relocation,

(a) at the request of the employee, relocation travel to and from the employee's mission for all separated dependant(s) shall be authorized once during the employee's assignment, except that, where the separated dependant(s) are not residing in the headquarters city, the employee shall be responsible for travel between the location of the separated dependant(s) and the headquarters city; and

Guideline

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

(b) except for relocation travel, as specified in Section 18.08(a), there is no entitlement to relocation provisions under FSD 15 - Relocation, where the separated dependant(s) are not residing in the headquarters city; and

(c) subject to Section 18.08(a), payment of relocation expenses (including relocation travel) for separated dependants shall be approved for periods of 12 months or longer at the mission and, with the approval of the deputy head, may be approved for periods of less than 12 months at the mission; and

(d) at the time of an employee's relocation to a mission, the employee may claim actual and reasonable expenses for packing, crating, transportation (including in-transit insurance), and storage of household effects; and

(e) at the time of an employee's relocation to a mission, the employee may not claim expenses for packing, crating, transportation (including in-transit insurance), and unpacking of household effects to a temporary residence in the headquarters city, when the employee's principal residence is rented or sold; and

(f) once during an assignment, an employee may claim actual and reasonable expenses for packing, crating, local transportation, shipment and unpacking of household effects for separated dependant(s) from the employee's headquarters city to and from the employee's mission, where the cost shall not normally exceed the cost which would otherwise have been incurred if the separated dependant(s) accompanied the employee for the duration of posting. The total weight limitation for all shipments for the employee and dependant(s) shall be determined on the basis of the employee's normal household size, as if all dependant(s) had accompanied the employee for the duration of posting; and

Instruction

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

(g) an employee may claim the cost of one return trip to the former place of duty 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;

Guideline

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

Other Provisions

18.09

(a) The provisions of this directive apply to employee-couples.

(b) In cases of conflict or contradiction between the provisions of this directive and the provisions of any other directive, the provisions of this directive shall apply, including provisions for managerial discretion.

Managerial Discretion

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

Instructions

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

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

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

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

Reporting Requirements

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

Part IV - Shelter and related provisions

FSD 25 - Shelter

Introduction

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

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

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

Directive 25

25.01 In this directive:

(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;

(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:

(i) an employee shall have the option of electing a household size which is one level higher than the actual household size to recognize the impending birth or adoption of a child;

(ii) an employee who is accompanied by three or more dependants and who is renting private accommodation shall have the choice of electing a household size which is one level lower than the actual household size;

(iii) an employee who is renting private accommodation shall have the choice of electing a household size which is one level higher than the actual household size; at the discretion of the deputy head, the employee may be permitted to elect a household size which is more than one level higher than the actual household size;

(iv) where an employee makes an election in accordance with Section 25.02(b)(ii) or (iii), it shall remain in force for as long as the employee continues to occupy the accommodation which was occupied at the time the election was made and the employee's actual rent and/or shelter cost shall not be affected during this period by the arrival or departure of a member of the employee's household;

(v) where Section 25.02(b)(ii) or (iii) does not apply, the employee's household size, for purposes of shelter cost, shall be adjusted on the first day of the month following a change in household size due to the permanent arrival or departure of a dependant; in such situations, where an employee is occupying Crown-held accommodation, the employee and the employer will make every reasonable effort to relocate the employee to accommodation which is suitable having regard to the employee's revised household size.

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:

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

(b) on the date of occupancy of Crown-held accommodation, and

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

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

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

Guideline

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

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

(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,

(i) actual rent up to the rent ceiling established for the post on the basis of the employee's annual salary and household size and recognizing the requirement to extend substantial official hospitality at home, or

(ii) where there are fewer than four other persons in the employee's household, actual rent up to the maximum rent ceiling for the post on the basis of the employee's annual salary (without regard for household size) and recognizing the requirement 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:

(i) where the rent ceiling has been revised, actual rent may be adjusted up to the amount of the revised rent ceiling, in accordance with the employee's annual salary and household size used to determine the previous rent ceiling, with effect from the date of the revised rent ceiling; and/or

(ii) where the initial or subsequent lease contains a cost adjustment clause, actual rent shall be adjusted up to the amount of the rent ceiling in accordance with the employee's annual salary and household size on the effective date of the adjustment.

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

(i) actual rent on initial occupancy did not exceed the rent ceiling at that time, the cost adjustment clause or subsequent lease, as applicable, was approved by Post management and the deputy head is of the opinion that such excess rent is a justifiable charge to public funds; and/or

(ii) it can be demonstrated that the rent ceiling is inadequate for a particular employee due to unusual circumstances or conditions, on the recommendation of the appropriate foreign service interdepartmental coordinating committee.

(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:

(i) rental and repair of meters;

(ii) identifiable water costs;

(iii) gas;

(iv) fuel used for heating, including the cost of firewood where this is a primary source of heat or where this is an essential source of heat to supplement an inadequate heating system or where used in fuel-efficient fireplaces designed to reduce energy consumption;

(v) the primary fuel used for cooking;

(vi) electricity;

(vii) sewerage;

(viii) garbage collection;

(ix) charges or taxes for municipal services such as fire protection, police protection, street cleaning, mail delivery, street lighting and snow removal, when not included in the leasing agreement as part of rent;

(x) pest control where required by local law or where considered by Post management to be in excess of an employee's personal responsibility. Such charges shall be limited to those that would not normally be incurred in Canada or would be the responsibility of the landlord or appropriate local authority such as the municipal health or sanitation department. In considering charges for pest control, post management shall take into account any recommendation or advice from Health Canada or local health authority;

(xi) licence fees imposed by the host government for one television set, one car radio and one radio in the home;

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

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

(i) telephone service;

(ii) personal services, including those provided by doormen, janitors, maids, concierges, gardeners.

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.

Instruction

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

(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:

(i) two calendar months after the month in which notice of intent to vacate is given; or

(ii) the period until the accommodation is disposed of or again occupied;

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 18 - Special family separation assistance, 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 in accordance with Appendix A to this directive.

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

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

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

25.11

(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:

(i) the total number of employees and dependants in the household, and

(ii) the annual salary for the employee who is in receipt of the higher/highest salary,

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, whether they are assigned to the same post, or to different posts.

(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 18 - Special family separation assistance, 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 1st, except:

(i) for periods for which deficiency adjustments are authorized; and

(ii) where there is a change in the size of an employee's household residing at the post, in which case the shelter cost shall be adjusted on the first day of the month following the permanent arrival or departure of a dependant, on the basis of the employee's salary used to determine the shelter cost before the change in household size, subject to Section 25.02(b)(iii).

(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 (or equivalent), subject to adjustments which may be authorized in accordance with Section 25.11.

(c) An employee's shelter cost shall be adjusted on April 1st 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:

(i) where an employee changes either privately-leased accommodation or Crown-held accommodation, as a result of uncontrollable circumstances, the annual salary shall remain fixed as the annual salary used to determine actual rent or shelter cost for the accommodation occupied immediately prior to the change;

(ii) where an employee is allocated temporary Crown-held accommodation because suitable accommodation (having regard for annual salary, household size and/or program requirements) is not available, and subsequently is allocated suitable Crown-held accommodation, annual salary shall be that which was in effect on the day of occupancy of temporary accommodation.

Instruction

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

Guideline

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

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

Instruction

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

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

25.15 Where an employee

(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 sublet, the actual rent shall be reduced by one-half of the actual amount received by the employee from subletting.

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

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

Guideline

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

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

(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

(i) shall be repaid by the employee upon recovery from the utility company, or

(ii) shall be recovered from the employee's salary two months after the departure from the post,

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:

(i) the expenses of securing independent competent assistance, including legal services, provided such expenses do not exceed the difference between the amount claimed by the lessor and the amount of liability recognized by the employee; or

(ii) an amount up to the cost of procuring independent competent assistance, including legal services, towards settlement of that part of the claim which does not involve employee liability.

(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:

(i) where the deputy head is satisfied that the lessor's claims are unreasonable and initiation of legal proceedings against the lessor would prejudice departmental objectives or involve prohibitive costs; or

(ii) where court proceedings have taken place and a judgement has been rendered against the employee.

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:

(i) legal fees and registration fees,

(ii) duty stamps,

(iii) inventory charges,

(iv) real estate agent's fees,

(v) compulsory insurance of a kind not normally required as a condition of occupancy in Canada, including insurance for public liability where this is the responsibility of the lessee under local law or practice but would have been the responsibility of the landlord under the law of Ontario,

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

Guidelines

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

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

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

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

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

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

Forms

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

Accommodation Statement (EXT-783) (Rev)

Occupancy Agreement (EXT- 1645) (Rev)

Application for Deficiency Adjustment (EXT-328)

Appendix A
Employee shelter cost (dollars per month)

April 1, 2009

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 - 29,999 605 675 716 745 768
30,000 - 31,999 626 697 738 767 789
32,000 - 33,999 647 717 758 787 809
34,000 - 35,999 666 736 777 806 828
36,000 - 37,999 684 754 795 824 846
38,000 - 39,999 701 771 812 841 863
40,000 - 41,999 717 787 828 857 880
42,000 - 43,999 732 802 843 872 895
44,000 - 45,999 747 817 858 887 910
46,000 - 47,999 761 831 872 901 924
48,000 - 49,999 774 845 886 915 937
50,000 - 54,999 797 867 908 937 960
55,000 - 59,999 826 896 937 966 989
60,000 - 64,999 853 923 964 993 1,016
65,000 - 69,999 878 948 989 1,018 1,041
70,000 - 74,999 901 971 1,012 1,041 1,064
75,000 - 79,999 923 993 1,034 1,063 1,085
80,000 - 89,999 953 1,023 1,064 1,093 1,115
90,000 - 99,999 988 1,059 1,100 1,129 1,151
100,000 - 109,999 1,021 1,091 1,132 1,161 1,184
110,000 - 119,999 1,050 1,120 1,161 1,190 1,213
120,000 - 129,999 1,077 1,147 1,188 1,217 1,240
130,000 - 139,999 1,102 1,172 1,213 1,242 1,265
140,000 - 149,999 1,125 1,195 1,236 1,265 1,288
150,000 + 1,147 1,217 1,258 1,287 1,310

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

Appendix B
Employee shelter cost (dollars per month)

Blank

Appendix C
Deficiency adjustments - Crown-held staff accommodation

General

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

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

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

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

(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 liveability and use of the premises. Where corrective action is not taken within a reasonable period of time, or is unsatisfactory, the employee may file a grievance for consideration under the NJC Redress Procedure.

Criteria of average comparability

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

(a) Size and Layout - The number of rooms, including the number of bedrooms should correspond, in general, to the following tables:

Staff Quarter Space Targets/Guidelines

Effective July 9, 2008

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

Number of persons in household
   Annual Salary    1 2 3 4 5
Under $39,000 6 (2-3) 6 (2-3) 7 (3-4) 7 (3-4) 8 (3-4)
$40,000-$44,999 6 (2-3) 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4)
$45,000-$49,999 6 (2-3) 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4)
$50,000-$54,999 6 (2-3) 7 (3-4) 7 (3-4) 8 (3-4) 8 (3-4)
$55,000-$59,999 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$60,000-$64,999 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$65,000-$69,999 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$70,000-$74,999 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$75,000-$79,999 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$80,000-$89,999 6 (2-3) 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$90,000-$99,999 6 (2-3) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$100,000-$109,999 6 (2-3) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$110,000-$119,999 6 (2-3) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$120,000-$129,999 6 (2-3) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$130,000-$139,999 6 (2-3) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$140,000-$149,999 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
$150,000 and more 7 (3-4) 8 (3-4) 8 (3-4) 8 (3-4) 8 (3-4)
  1. 1. Refers to the number of rooms in a dwelling - 6, 7 or 8. A room is an enclosed area within a dwelling which is finished and suitable for year-round living. Open plan, partially divided or L-shape rooms that can accommodate more than one function, are to be counted as one room per function (e.g. L-shaped dining-room living-room arrangements are counted as two rooms). Total rooms include kitchen, living room, dining room (3) plus 3, 4 or 5 rooms to serve as bedrooms or other living purposes, such as den, study or family room. Finished rooms on ground floor, in attic or basement may be included.

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

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

(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.

(i) Access - Access refers to walks, drives, gates, corridors, elevators, etc., through which one must pass to reach the accommodation. Passage should be convenient and safe over and through these areas. If there are common areas in a multiple dwelling such as stairs, landings or hallways, they should be well lighted, well maintained and free of refuse or hazards such as material stored in the passage space.

(ii) Appearance - The property associated with the premises, including the building exterior, adjacent land forming part of the property and areas used in common with other residents should be adequately maintained, sanitary and free of litter.

(iii) Condition - Interior of premises should be adequately maintained and in good condition.

(iv) Landscaping - Basic landscaping and grounds improvement relative to the neighbourhood.

(v) Location - Distance of accommodation from office, schools, shopping, recreation and parks: the accommodation should, under normal driving conditions and time of travel, be within one hour commuting time by public transportation or 45 minutes by car from the workplace, and within an eight-kilometre radius of appropriate municipal schools, recreation areas and shopping.

(vi) Noise - The noise level of the immediate neighbourhood should not unduly interfere with normal occupancy of the premises, taking into consideration local conditions and lifestyles. (It should be kept in mind that provision is made in FSD 58 - Post differential allowance at some posts for factors such as noise that affect everyone at the post.)

(vii) Pollution - Air, water and ground pollution in the vicinity of the accommodation should not substantially exceed local average. (It should be kept in mind that provision is made in FSD 58 - Post differential allowance at some posts for factors such as pollution that affect everyone at the post.)

(viii) Safety - Structural integrity of the premises and emergency facilities should be sufficient to protect the tenant from normal physical, environmental or natural hazards, taking into account local residential building ordinances.

(ix) Security - Physical security of the premises: sufficient protection to prevent casual entry by intruders. Where accommodation is provided by the Department of Foreign Affairs and International Trade, additional personal security will be provided in accordance with that department's policy for staff protection at the post.

(x) Traffic - Traffic density on the front, back and side streets to be reasonable for the type and location of the accommodation.

(xi) Utilities - Utilities refers to the availability to the accommodation of electric power, water and sewer services. Since it is not possible to ensure that these services are provided without interruption, posts which encounter long and frequent periods of failure should ensure staff quarters are provided with facilities to carry over during such emergencies.

(xii) Utilization - Use of the associated property to be compatible with residential tenancy, taking into consideration local conditions and lifestyles.

Application for accommodation deficiency adjustment

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

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

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

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

(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 1st and October 1st 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

(i) 150 kilograms net (333 lbs) for an unaccompanied employee, or

(ii) 225 kilograms net (500 lbs) for an accompanied employee, and/or

(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

(i) 19 days or more on vacation leave in respect of which a Vacation Travel Allowance has been paid, or

(ii) 25 days or more for any other reason,

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" who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.

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

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

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

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

(a) agree to be responsible for operating expenses (oil, fuel/gasoline, parking, tolls, etc.) and shall pay a fixed rate of

$4,332 per year
$361 per month
$18 per day

until such time as the methodology is reviewed and the fixed rate revised by the National Joint Council Committee on Foreign Service Directives.

(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

(i) the cost of any necessary repairs that are, in the opinion of the deputy head, due to fault or negligence on the employee's part,

(ii) the first $100 in repair costs when the automobile is damaged in a collision and the driver of the Crown-held vehicle is the responsible party, and

(iii) the first $25 in repair costs when the automobile suffers damage that would be insurable under a comprehensive automobile insurance policy in Canada.

Guideline

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

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

(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 who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.

Post Parking Expenses

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

(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 who are assigned to the same post, unless the deputy head determines that application to each such employee is justified by program requirements.

Commuting Assistance

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

Definitions

30.07 In this directive:

(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,

(i) is not unsatisfactory due to security or other factors, and

(ii) is suitably scheduled to coincide with the time of commencement and ending of an employee's work schedule;

(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:

(i) the cost of a monthly OC Tranpso Adult Regular pass for the calendar month in which commuting assistance is being claimed, or

(ii) where a claim is for less than a full calendar month, the daily round trip ticket cost by OC Transpo, based on the lowest available daily OC Transpo fare, times the number of days for which commuting assistance is being claimed, to a maximum of the monthly OC Transpo Adult Regular pass rate,

except that where an employee purchases a long-term pass/ticket, the commuting share is payable for the duration of the ticket in accordance with Section 30.11;

(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 (millage) à la mission) means the rate claimable in cents per kilometre (mile) 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 traveller-request rate quoted in the NJC Travel Directive as applicable to Ottawa, 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;

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 1st of each year and also on such other dates as the traveller-request rate for official travel at the post is adjusted by the Deputy Minister of Foreign Affairs.

(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:

(i) availability of residential accommodation,

(ii) educational facilities where required,

(iii) environmental conditions - such as security, etc.,

(iv) official hospitality requirements, and

(v) availability of adequate public transportation.

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

Instruction

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

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

(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

(i) transportation is made available by post management, no other form of assistance should normally be applied; where such service is used, the employee shall pay a commuting share; for purposes of this section only, the commuting share shall be as determined by the deputy head, having regard to local conditions and the service provided and may be less then the commuting share as defined in Section 30.07(c).

(ii) where the authorized use of a PMV is the most economical form of commuting that is practicable, a claim may be made for commuting assistance for the shortest return distance between the employee's workplace and residence which exceeds the commuting share, on the basis of the traveller-requested post mileage/kilometric rate plus applicable tolls for the number of days commuting which actually took place in a given calendar month.

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:

(i) between the employee's place of work and residence; or

(ii) between the employee's place of work and the distance to the outer limits of the furthest suitable residential location at the time the accommodation was acquired,

for that portion of the cheapest available ticket (weekly, monthly, quarterly, annually) which exceeds the commuting share and 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, 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:

(i) between the employee's place of work and residence, or

(ii) between the employee's place of work and the distance to the outer limits of the furthest suitable residential location at the time the accommodation was acquired,

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 NJC Travel Directive, with post mileage/kilometric rates as determined by the Deputy Minister of Foreign Affairs.

Education Transportation

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

Instructions

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

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

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

(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 traveller-requested post kilometric (mileage) rate, as determined by the Deputy Minister of Foreign Affairs. 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.

(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 www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp, to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post;

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)

Part V - Education and related care of dependant children

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) Infants (less than 18 months) enrolled in accredited daycare programs exceeding a cost of $1,447 per month (the deductible), in accordance with Section 32.04;

(b) Toddlers (18 months to less than 2½ years) enrolled in accredited daycare programs exceeding a cost of $1,241 per month (the deductible), in accordance with Section 32.04;

(c) Preschool-aged children (2½ years and over) enrolled in accredited daycare programs exceeding a cost of $935 per month (the deductible), in accordance with Section 32.04;

(d) Preschool-aged children (2 ½ years and over) enrolled in an educational institution, such as a Lycée outside Canada, exceeding a cost of $935 per month (the deductible), in accordance with Section 32.04.

(e) Assistance terminates when the child reaches the age for full-time enrolment in school.

(f) Employees who qualify for daycare support under Section 32.04 may receive a prorated allowance based on the number of half-day periods the child is enrolled in any given month. Half-day periods correspond to morning or afternoon periods on workdays. The full monthly deductible reflects the total number of half-day periods within that given month.

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

Guideline

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

Conditions

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

(a) the daycare 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 32.01(d), no assistance is provided where an education allowance is payable under FSD 34 - Education.

Instructions

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

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

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

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

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

Representative Daycare Ceiling

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

Instruction

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

Daycare Allowance

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

(a) the actual monthly cost of the program; or

(b) the mission representative daycare ceiling; or

(c) a maximum amount equal to three times the corresponding deductible for infants, toddlers or preschool aged children, in accordance with Section 32.01;

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

Instructions

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

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

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

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

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

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

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

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

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

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

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

Guidelines

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

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

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

Effective April 1, 2009

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

Formula for Calculating Allowances

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

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

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

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

5. Apply the same percentage to the deductible.

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

Example - Daycare Allowance - Pro-Rating Reference

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

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

Data

  • Total number of periods in June 2009, at mission, is 44
  • Number of periods used is 19
  • Actual cost of daycare paid by employee for June (hypothetical): $750
  • Deductible is $1,241 per month for toddlers
  • Mission ceiling is $2000
Total number of periods 44
Number of periods used 19
Rate 43%
Amount claimed $750
Pro-rated mission ceiling $860
Pro-rated deductible $534
Daycare Allowance (difference between the prorated deductible and the amount claimed by the employee) $216

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

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

Data

  • Total number of periods in June 2009, at mission, is 44
  • Number of periods used is 19
  • Actual cost of daycare paid by employee for June (hypothetical): $900
  • Deductible is $1,241 per month for toddlers
  • Mission ceiling is $2000
Total number of periods 44
Number of periods used 19
Rate 43%
Amount claimed $900
Pro-rated mission ceiling $860
Pro-rated deductible $534
Daycare Allowance (difference between the prorated deductible and the prorated Mission ceiling $326

FSD 33 - Education assistance at a Lycée in Canada

Introduction

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

Directive 33

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

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

(a) children who were registered in the French lycée system during the assignment of the employee abroad;

(b) children who commence kindergarten in the lycée system during the assignment of an employee in Canada following an assignment abroad; and

(c) children who are enrolled in a Lycée in Canada where an employee has not been offered an initial assignment outside Canada.

Instruction

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

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

(a) the employee's assignment to Canada 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 educational institution in Canada.

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.

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

Guidelines

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

(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;

(H) university application fees and academic course evaluation fees which are in excess of those paid by students residing in Ontario, where such costs are incurred while attending the final year of secondary schooling within 12 months of graduation from a secondary level educational institution.

(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.

Instruction

1. To ensure compatibility of education between Quebec and Ontario, 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.

(b) The deputy head, 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 head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee.

Instruction

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

Elementary and secondary education at the post

34.03

(a) 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 head, 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.

(d) The deputy head 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 and a second post ceiling established for secondary education up to the equivalent of Ontario Grade 12. As well, more than one ceiling may be established for a post to recognize the location of various Crown accommodations in relation to compatible schools.

Elementary and secondary education in Canada

34.04

(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;

(a) no other option is available or practicable; or

(b) it is a requirement of the commercial storage facility, where other storage facilities or arrangements are not available or practicable; or

(c) the proposed arrangement is cost-effective, having regard to other possible arrangements for the storage of the student's effects.

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

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

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

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

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

Guidelines

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

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

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

Secondary education away from post but not in Canada

34.05

(a) 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, 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.

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 head, 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 or the post secondary student is living with the other parent in Canada.

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

Refundable deposit/accountable advance

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

Instructions

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

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

34.09 Blank

Relocation during an academic year

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

(a) the dependent child remains at the old place of duty, the deputy head, 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 FSD 64, or

(b) the school being attended by a dependent child/student becomes incompatible.

Special education allowance

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

(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 the Ontario Ministry of Community and Social Services.

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

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

Application

34.13

(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

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

FSD 35 - Education travel

Introduction

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

Directive 35

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

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

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

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

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

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

(a) where an education allowance is authorized for a student at an elementary or secondary school under FSD 34.04 and/or FSD 34.05, or

(b) where a student graduating from a secondary school outside Canada, who is under the age of 21 at the start of the school year at a post secondary educational institution in Canada, is in receipt of an education allowance authorized under FSD 34.06

except that,

(c) where travel for a parent has been authorized in accordance with Section 35.04(a) it may again be authorized under Section 35.04(b) where applicable.

Instructions

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

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

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

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

(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.

Part VI - Medical and related expenses

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 published on the Department of Foreign Affairs and International Trade's website, 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(cc), 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 published on the Department of Foreign Affairs and International Trade's website are classed as unhealthy on the advice of Health Canada.

Instructions

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

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

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

Appendix - Schedule of unhealthy posts

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

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

FSD 39 - Health care expenses

Introduction

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

Directive 39

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

(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.

(f) where the treating physician certifies that a psychiatrist is not available at the mission and therefore recommends treatment by a psychologist, the deputy head may authorize reimbursement of psychologist fees which may be in excess of the maximum amount reimbursable under the PSHCP.

Instruction

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

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

Instruction

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

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

Instructions

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

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

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

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

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

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

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

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

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

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

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

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

(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 assistance under the provisions of FSD 18 - Special family separation assistance, 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 under FSD 18 - Special family separation assistance, and is insured with other dependants, the cost of single coverage shall be attributed to the spouse or common-law partner and only the balance of the premium actually paid shall be eligible for inclusion in the allowance.

Instructions

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

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

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

FSD 41 - Health care travel

Introduction

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

Directive 41

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

(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 published on the Department of Foreign Affairs and International Trade's website, 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:

(i) travel leave for the employee,

(ii) payment of actual and reasonable travelling expenses during travelling time for an employee or dependant, and/or a young child who is obliged to accompany a parent on health care travel, and, where the need is certified by a qualified medical practitioner, for an escort, between the location of the employee or a dependant and the nearest suitable place as determined by the deputy head; or where the employee so requests, Canada or another suitable place where the required health care is available on a cost-effective basis, as determined by the deputy head,

(iii) actual and reasonable living expenses during outpatient treatment for the employee or a dependant, and/or a young child who is obliged to accompany a parent on health care travel, and, where the need is certified by a qualified medical practitioner, for an escort,

(iv) actual and reasonable living expenses for an escort, where the need is certified by a qualified medical practitioner and, where the employee or a dependant is receiving inpatient treatment and it is either desirable or more economical to have the escort remain at the treatment centre for the duration of the treatment period,

but, where it is not necessary for the escort to remain with the person being treated, travelling expenses may be paid for an escort to make a second trip to and from the treatment centre at the conclusion of the treatment period,

(v) payment of dependant care expenses incurred by employees who are single parents or whose spouses or common-law partners accompany them on health care travel, where expenses are paid for dependant(s) under 18 years of age who reside permanently with the employee at the post where these are in excess of any existing permanent child care arrangements, such that 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. 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 NJC Travel Directive; any such change shall be published on the Department of Foreign Affairs and International Trade's website.

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 practical 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:

(i) actual and reasonable local transportation expenses to and from the treatment centre, and

(ii) actual and reasonable living expenses in commercial accommodation, or

(iii) the cost of board, lodging and laundry in private accommodation, at a maximum of $50 per day Canadian, to be adjusted in accordance with the NJC Travel Directive - Appendix C and D - Private non-commercial accommodation allowance.

(iv) the cost of telephone calls between the location of the person on health care travel and the family members at the employee's post, up to the cost of one ten-minute direct dialed long distance telephone call per week from the location of the person on health care travel to the employee's post for the total period of health care travel.

(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:

(i) the visa or other re-entry regulations delay the return to the post; and/or

(ii) the common carrier approved by the deputy head to provide the most suitable and appropriate means of transportation requires that such travel take place prior to the expected date of delivery; and/or

(iii) there is a medical requirement acceptable to Health Canada;

(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:

(a) the estimate of costs from the health care provider submitted by the employee in support of the medical/dental expense advance;

(b) the payment for services for which the advance was approved; and

(c) the reimbursement of the employee's claim of insurance.

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

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

42.03 Except as provided in Section 42.04:

(a) where an employee who has received settlement from the 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 FSD 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 Plan Administrator no later than six months following the end of the calendar year in which the expense was incurred.

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

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

Guidelines

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

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

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

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

Forms

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

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

Part VII - Holidays, leave and personal travel

FSD 44 - Holidays

Introduction

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

Directive 44

44.01 An employee is entitled to the same number of designated holidays with pay per calendar year as would apply under a collective agreement or other appropriate authority for service in Canada.

44.02 Notwithstanding the provisions of a collective agreement or other appropriate authority for service in Canada,

(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 a 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 a collective agreement or other appropriate authority for service in Canada, the employee shall be granted such additional days at the post as may be required to meet these provisions, notwithstanding that such days may not be designated holidays at the post where the employee is serving. Where, for the calendar year in which an employee serves at more than one location, the combined number of designated holidays at the locations served is greater than that provided in a collective agreement or other appropriate authority for service in Canada, arrangements, agreeable to the employee and the deputy head, shall be made for the employee to work such additional time at the post as may be required to meet these provisions.

FSD 45 - Foreign service travel credit bank and Foreign service leave credit bank

Introduction

This directive replaces FSD 45 - Foreign service travel and specifies the conditions for the use of credits in the travel credit bank and leave credit bank which had accrued prior to October 1, 1997. This directive also sets out transitional provisions for employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives on May 31, 2001.

This directive will be cancelled when all travel and leave credits have been liquidated.

Directive 45

Foreign Service Travel Credit Bank

45.01 Foreign service travel credits which were converted from leave credits to a foreign service travel credit bank on October 1, 1997, are available to assist employees and their family and friends to travel between the post and another location, and for family members and friends to visit the employee at post or travel with the employee to another location.

45.02

(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 (or equivalent), 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 house hunting where a house hunting 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 kilometres from the post and the trip involves one or more night's accommodation. The lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp), to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post;

2. Where travel does not originate at the post, the employee's post must appear on the travel itinerary and there must be a minimum stopover of 24 hours at post before travel is resumed.

45.04 Requests for a foreign service travel allowance shall not be unreasonably denied.

45.05 On written request to the headquarters' FSD Administrator, an employee may convert foreign service travel bank credits to foreign service leave bank credits at the rate of 10 days foreign service leave for each full travel credit.

45.06

(a) Where an employee's posting is terminated before the travel for which the allowance was granted has started, the employee,

(i) on request, shall be authorized to use travel under this directive in conjunction with relocation travel under FSD 15 - Relocation, on final departure from post, unless the employer can demonstrate that operational requirements preclude circuitous travel, or

(ii) shall repay the allowance in full, in which case the travel credit shall be reinstated, or

(b) Where an employee's posting is terminated before the travel for which the allowance was granted has been completed, the employee,

(i) on request, shall be authorized to use travel under this directive in conjunction with relocation travel on final departure from post, unless the employer can demonstrate that operational requirements preclude circuitous travel, or

(ii) may repay the allowance in full, in which case the travel credit shall be reinstated, or

(iii) may repay 50% of the allowance, where it can be demonstrated that approximately 50% of the allowance has been used, in which case a ½ travel credit shall be reinstated,

except that,

(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 June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives on May 31, 2001, shall remain under these 1997 provisions until:

(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.

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,

(i) who are on posting on June 1, 2001 and who are subject to the transitional provisions under Section 46.05; or

(ii) who are in receipt of a post specific allowance under FSD 56 - Foreign service incentive allowances;

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:

(i) completion of an employee's tour of duty (or tours of duty, in the case of cross-posting), to a maximum of 40 days, or

(ii) the last day of the month following two months' notification by the employee to change from post leave (FSD 46) to a post specific allowance (FSD 56);

(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 Administrator, in writing, two months prior to the date of the desired change. Normally, e-mail would be the preferred method of communication, in order to ensure sufficient time to effect the change, but fax or official mail may be used when appropriate.

3. In applying Sections 46.03 and 46.04:

(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.

FSD 47 - Leave for post-attributable injury and illness

Introduction

Any absence caused by an injury or illness that, as determined by Health Canada, would not normally occur or is not endemic to Canada, is not chargeable to an employee's leave credits, regardless of the location of the employee at the time the absence occurs. Other absences due to illness or injury not covered by this directive are subject to the provisions of the appropriate collective agreement or applicable regulations.

Directive 47

47.01 Where Health Canada determines that an illness is not endemic to Canada, the deputy head may authorize leave for post-attributable illness.

47.02 Where Health Canada determines that an injury gives rise to circumstances not normally experienced in Canada, the deputy head may authorize leave for absences due to the injury for a period which is in excess of that which would normally be incurred in Canada.

47.03 No charge to an employee's accumulated sick leave credits shall be made when an employee is absent from duty because of a post-attributable illness not endemic to Canada, or circumstances arising from an injury that would not normally occur in Canada, regardless of the location of the employee's place of assignment at the time of absence.

FSD 48 - Other leave

Directive 48

The deputy head may grant more leave for family-related responsibilities or bereavement than a collective agreement or other authority permits for a similar situation if, in the opinion of management, its occurrence at a post imposes hardship beyond that which would occur in Canada. However, not more than eight additional days may be granted under this directive in respect of any one circumstance.

FSD 50 - Vacation travel assistance

Introduction

This directive recognizes that it is in the interest of both management and employees that employees and their families have access to a vacation travel allowance to visit Canada and/or take a vacation away from the post during each posting, with more frequent travel provisions for employees at more difficult posts.

Issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances.

Directive 50

50.01 An employee and any dependant normally residing with the employee at a post shall be entitled to vacation travel allowance (VTA) to assist them in taking a vacation in Canada or some other location,

(a) from posts which are not listed in the Appendix to FSD 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 FSD 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 FSD 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 FSD 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

1. "Dependant normally residing with the employee at the post" includes primary and secondary school students who are being educated away from the post but not in Canada under the provisions of FSD 34.05 where educational facilities at the post are not compatible.

2. Where assistance has been authorized in accordance with FSD 18 - Special family separation assistance, the allowance authorized under section 50.01 may be used by the employee and all the employee's dependants.

50.02

(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.

Instructions

1. Employees may be required by the deputy head to provide evidence that the VTA has or will be used for vacation travel, in accordance with the intent of this directive, to assist employees and their dependants in taking one or more vacations away from the post.

2. Travel authorized under Section 50.02 on termination of posting may only be authorized in conjunction with relocation travel under FSD 15 - Relocation, and does not apply to situations of posting extension.

50.03

(a) Employees should anticipate changes in family size when applying for VTA. Once issued, VTA cannot be adjusted to recognize the arrival or departure of a dependant.

(b) Where a VTA is authorized, dependants do not have to travel together or with the employee.

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) 80% of full (Y) economy class fare, for a return journey from the employee's post to the headquarters city; and

(b) 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;

where the allowance shall correspond to the post specific allowance established under FSD 56.10 on June 1st of each year.

Instruction

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

50.05

(a) When the employee travels under Section 50.01 of this directive, there is no minimum number of compensation days of leave with pay which must be taken.

(b) An employee shall use the allowance for travel outside the mission, and may be used on one or more occasions upon submission of a travel plan which shall indicate travel for everyone for whom an allowance has been authorized.

(c) Employees are expected to demonstrate that a minimum of 75% of the allowance is spent on travel and travel related expenses, including transportation, accommodation, meals and incidental travel expenses such as tours, entry fees etc. Certification is required on completion of travel or at the end of the posting, as applicable, in accordance with FSD 70 - Reporting requirements and verification of allowances.

Instructions

1. Vacation leave is an entitlement and should be authorized at the same time that the VTA is approved.

2. When travel is by PMV or rental vehicle, an employee may include expenses for vehicle rental, fuel, oil, road/bridge tolls, ferries and other transportation charges/fees, but may not base travel on a mileage/kilometric rate.

50.06 An employee authorized to travel under this directive who is returning to a Level III, IV or V hardship post may arrange for the shipment of additional personal and household goods as an extension of the provisions of FSD 15.13 - Relocation. The employee will be entitled to either one air shipment not to exceed 20 kilos for the employee and for each accompanying dependant, or accompanied excess baggage not to exceed 20 kilos for the employee and for each accompanying dependant, and where:

(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 the employee's headquarters city 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, when both employees are at the same post, where a dependant is eligible for travel under this directive, only one employee may claim the entitlements under this directive for each dependant.

50.09

(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 FSD 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 FSD 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 18 - Special family separation assistance supercedes the provisions of this directive.

Family Reunion Travel Allowance

51.01 Throughout this directive, the non-accountable family reunion travel allowance shall reflect:

(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 www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp), to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post; and

(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)

4. Travel under section 51.02 (e) will only be approved when the employee has provided documentation indicating that the airline will not accept the dependent child on an unaccompanied basis, i.e. letter from the airline.

51.03 Blank

51.04 Blank

Family Reunion for Unaccompanied Employees

51.05 Subject to FSD 18 - Special family separation assistance, unless otherwise specified in this section, where an employee accepts an assignment on an unaccompanied basis, the deputy head may authorize up to two trips per twelve-month period for the dependants of that employee, as follows:

(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(l)

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:

(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.

Instructions

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.

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.

3. Travel under section 51.07(a) will only be approved when the employee has provided documentation in support of the special needs, such as, but not limited to, an assessment and recommendation of an appropriate health or education specialist.

(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(k)(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.

(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.

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 by the deputy head to a location on a routing to the mission, for the employee and any dependant(s) eligible for travel under this directive, including dependants residing at the mission up to the cost of travel between mission and headquarters city.

(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 assistance or FSD 56.10 - Post specific allowance to avoid the liquidation of entitlements for all eligible dependants under this directive.

Period of Entitlement

51.09 Entitlements under this directive shall be determined on the basis of a twelve-month period commencing on September 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, who are assigned to the same post, may claim an allowance for telephone calls between the location of a dependent child and the employee's mission, as follows:

(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 Section 51.12 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 21 Years of Age or Less

Education Taken Education Level Facilities At Mission Frequency Cost Limitation
In Canada
FSD 51.02(a)(i)
Elementary Incompatible 3 return trips in 12-month period Educational Institution/Mission
In Canada
FSD 51.02(a)(i)
Elementary
Final Year Only
Compatible 3 return trips in 12-month period Educational Institution/Mission
In Canada
FSD 51.02(a)(i)
Secondary N/A 3 return trips in 12-month period Educational Institution/Mission
In Canada
FSD 51.02(b)
Post-Secondary N/A 2 return trips in 12-month period (Note 2) Educational Institution/Mission UP TO COST OF Headquarters City/Mission
Not in Canada - Away From Mission Elementary Compatible / Incompatible N/A N/A
Not In Canada - Away From Mission Secondary Compatible N/A N/A
Not In Canada - Away From Mission
FSD 51.02(a)(ii)
Secondary Incompatible 3 return trips in 12-month period Educational Institution/Mission
Not In Canada - Away From Mission
FSD 51.02(b)
Post-Secondary N/A 2 return trips in 12-month period (Note 2) Educational Institution/Mission UP TO COST OF Mission/ Headquarters City

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 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 routing to the mission

NOTES:

1. The allowance authorized under Section 51.08 shall not exceed the allowance that would have been payable under Sections 51.02, 51.05, 51.06 or 51.07, as applicable.

2. When considering the financial implications of Section 51.08(a) and 51.08(b), the travelling expenses of all persons authorized to travel can not exceed the total travelling expenses that would have been incurred for travel to mission by all eligible dependants under the applicable provisions of this directive.

3. In addition to travelling expenses, where travel is in lieu of the provisions of Section 51.07 because the child is too young to travel unaccompanied, an allowance for accommodation expenses for 5 days in the headquarters city may be paid when it is the child's place of residence.

4. When travel is from mission, this liquidates one travel entitlement each for all eligible dependants.

5. Frequency of travel is determined by Sections 51.02, 51.05, 51.06 or 51.07, as applicable.

FSD 54 - Compassionate travel

Introduction

A compassionate travel allowance is designed to compensate an employee at a post for those expenditures arising from the serious illness (including serious injury) of a dependent student or infirm child and the critical illness (including critical injury) or death of a parent of the employee or the employee's spouse or common-law partner, a brother or sister (including half-brothers and half-sisters) of the employee or the employee's spouse or common-law partner, or a member of the family unit, which are over and above those that would have been incurred had the employee been serving in the headquarters city. As well, there is a provision for travel to assist parents through a major life event such as on giving up the family residence and moving into an elder-care facility.

The travel entitlement shall normally reflect the lowest available airfare, although it is also recognized that discounted fares may not be available when it is necessary to arrange travel on short notice.

The provisions of this directive are not intended to cover all family emergencies. For situations not specifically included, employees should consider use of other travel provisions, such as vacation travel assistance (FSD 50), post-specific allowance (FSD 56.10), or the foreign service travel credit bank (FSD 45).

Directive 54

Definitions

54.01 In this directive,

(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(k)(ii),

(iv) a dependent student within the meaning specified in FSD 2.01(l),

(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(l);

(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) where an employee-couple are assigned to the same post, one employee 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 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 either employee or 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 a minor child (less than 18 years of age) who is obliged to accompany a parent on compassionate travel.

54.13 In the event of death or critical illness (including critical injury) of a brother or sister (including half-brothers and half-sisters) of an employee or of an employee's spouse or common-law partner, the deputy head shall authorize an allowance for:

(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(k)(iii) and who is also the parent of the person who is critically ill or who has died.

54.14 In the event of critical illness (including critical injury) of an unaccompanied employee where travel is not authorized for a member of the family unit, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head where the employee is undergoing medical treatment, minus return travelling expenses between the location of the person who is travelling and the headquarters city.

54.15 In the event of critical illness (including critical injury) of an employee who is a single parent, where the members of the family unit are all under 21 years of age, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head, where the employee is undergoing medical treatment, minus return travelling expenses between the location of the person who is travelling and the headquarters city.

Guideline

In considering travel for a "suitable person" under Sections 54.14 and 54.15, the deputy head shall take into account the possible need for legal authorization for medical or surgical procedures or health care and shall attempt to ensure that the person travelling possesses the appropriate legal responsibility.

54.16 In the event of critical illness (including critical injury) of an employee who is on temporary duty away from the post, the deputy head may, in lieu of the corresponding provisions of the NJC Travel Directive, authorize an allowance for the following expenses incurred by members of the family unit:

(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 FSD 51 with respect to another child, this would count as one trip, as they would be expected to visit the infirm child at the same time. This would reduce the travel entitlement under this directive by one trip.

54.20 In special situations the deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, may extend, on the basis of guidelines prepared by the National Joint Council Committee on Foreign Service Directives, the provisions of this directive which deal with the "family unit" to include reimbursement of travel assistance for children of the employee over the age of 21 years.

54.21 In the event of death or critical illness (including critical injury) of the non-custodial parent of a child,

(a) who is residing with the employee at the mission, or

(b) who is a dependent student as defined in FSD 2.01(l) 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 compassionate 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 Ontario for travel from Ottawa to the destination and return (www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp); and

(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.

Part VIII - Allowances and related provisions

FSD 55 - Post living allowance

Introduction

To assist employees at missions where the cost of living is higher than in Ottawa/Gatineau, the employer provides a non-accountable allowance to compensate for the higher costs of purchasing goods and services at post.

Directive 55

55.01 The deputy head shall authorize a Post Living Allowance (PLA) for each employee serving at a post for which the Post Index is greater than 100, in accordance with the appendix to this directive, where:

(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;

(b) nominal salary is the mid-point of an employee's salary band, as shown in the appendix 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. The revised methodology recognizes that employees at different salary levels spend differing percentages of salary for post-related expenses.

2. Effective June 1, 2009, the methodology for the determination of Post Living Allowance has been revised to include an adjustment to recognize annual inflation, as reflected in the Consumer Price Index for the preceding twelve month period ending December 31st.

3. Post Indices are determined by Statistics Canada on a monthly basis, and:

(a) are published on the Department of Foreign Affairs and International Trade's website; and

(b) are available on the Statistics Canada website.

55.02 The appendix to this directive shall be revised, in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives:

(a) on June 1st of each year, to reflect annual inflation as reported by Statistics Canada, and

(b) on June 1st following the publication of the results of Statistics Canada's Survey of Household Spending (SHS) conducted on a four-year cycle.

General

55.03 Except where otherwise provided, the PLA shall commence on the first compensation day following the employee's arrival at a post and shall cease on the first compensation day following the employee's final departure from that post.

Instructions

1. For purposes of Section 55.03, "the first compensation day following the employee's final departure from that post", means the first compensation day following the employee's last day on duty at that post.

2. The deputy head shall apply the Post Index communicated to the department on a monthly basis by Statistics Canada in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

55.04 The PLA shall be adjusted to reflect any change in the employee's gross annual salary, including acting pay for the performance of regular duties or for the performance of duties in another position on a temporary basis during an assignment at a post, where such change results in movement to a higher salary band for the purpose of determining the employee's nominal salary.

55.05 Where an unaccompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or on leave with pay, for more than 25 compensation days, the PLA shall cease on the 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:

(i) in the case of changes resulting from a full-scale survey, on the first day of the month next following the month in which Statistics Canada has made its determination;

(ii) in the case of devaluation or revaluation of a currency, on the first day of the month next following such change;

(iii) in the case of revisions resulting from the monthly review of Post Indexes by Statistics Canada, on the first day of the month next following determination of the requirement for revision.

(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.

55.10 At posts where exchange rate information may be deficient with respect to the application of Post Index methodology by Statistics Canada, as agreed to in the National Joint Council Committee on Foreign Service Directives, employees may be required to document the exchange rates received for their purchases of local currency on a monthly basis.

Form

TBC 330-35
Monthly Exchange Rate Report

Appendix
Annual Post Living Allowance

Effective June 1, 2008

Salary range Midpoint/nominal salary Adjustment
30,450 31,449 30,950 0.773
31,450 32,449 31,950 0.757
32,450 33,449 32,950 0.742
33,450 34,449 33,950 0.728
34,450 35,449 34,950 0.715
35,450 36,449 35,950 0.703
36,450 37,449 36,950 0.691
37,450 38,449 37,950 0.680
38,450 39,449 38,950 0.669
39,450 40,449 39,950 0.659
40,450 41,449 40,950 0.649
41,450 42,449 41,950 0.640
42,450 43,449 42,950 0.632
43,450 44,449 43,950 0.623
44,450 45,449 44,950 0.615
45,450 46,449 45,950 0.608
46,450 47,449 46,950 0.600
47,450 48,449 47,950 0.594
48,450 49,449 48,950 0.587
49,450 50,449 49,950 0.580
50,450 51,449 50,950 0.574
51,450 52,449 51,950 0.568
52,450 53,449 52,950 0.563
53,450 54,449 53,950 0.557
54,450 55,449 54,950 0.552
55,450 56,449 55,950 0.547
56,450 57,449 56,950 0.542
57,450 58,449 57,950 0.537
58,450 59,449 58,950 0.533
59,450 60,449 59,950 0.528
60,450 61,449 60,950 0.524
61,450 62,449 61,950 0.520
62,450 63,449 62,950 0.516
63,450 64,449 63,950 0.512
64,450 65,449 64,950 0.508
65,450 66,449 65,950 0.504
66,450 67,449 66,950 0.501
67,450 68,449 67,950 0.497
68,450 69,449 68,950 0.494
69,450 70,449 69,950 0.491
70,450 71,449 70,950 0.488
71,450 72,449 71,950 0.485
72,450 73,449 72,950 0.482
73,450 74,449 73,950 0.479
74,450 75,449 74,950 0.476
75,450 76,449 75,950 0.473
76,450 77,449 76,950 0.470
77,450 78,449 77,950 0.468
78,450 79,449 78,950 0.465
79,450 80,449 79,950 0.463
80,450 81,449 80,950 0.460
81,450 82,449 81,950 0.458
82,450 83,449 82,950 0.456
83,450 84,449 83,950 0.453
84,450 85,449 84,950 0.451
85,450 86,449 85,950 0.449
86,450 87,449 86,950 0.447
87,450 88,449 87,950 0.445
88,450 89,449 88,950 0.443
89,450 90,449 89,950 0.441
90,450 91,449 90,950 0.439
91,450 92,449 91,950 0.437
92,450 93,449 92,950 0.435
93,450 94,449 93,950 0.434
94,450 95,449 94,950 0.432
95,450 96,449 95,950 0.430
96,450 97,449 96,950 0.428
97,450 98,449 97,950 0.427
98,450 99,449 98,950 0.425
99,450 99,999 99,725 0.424
100,000 100,000 + 100,000 0.422

Formula for Calculating Allowances

1. Select the salary range in which your annual salary falls.

2. Take the Midpoint/Nominal salary and multiply by the adjoining adjustment.

3. Take the product and multiply by the Post Index, e.g. 130, then divide by 100.

4. Subtract the product of #2 from the result, and you will have your annual Post Living Allowance.

5. In accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives, the maximum midpoint/nominal salary is $100,000 for the purpose of determining Post Living Allowance.

Example 1

  • A salary of $69,700 falls into the salary range of $69, 450 to $70,449, of which the Mid-point/Nominal salary is $69,950.
  • Multiply $69,950 by 0.491, which yields $34,345.
  • Multiply $34,345 by a Post Index of 130, then divide by 100.
  • The result is $44,649. Subtract $34,345 and the result is an annual Post Living Allowance of $10,304.

Example 2

  • A salary of $120,350 falls into the salary range of $100,000 to $100,000 plus, of which the Mid-point/Nominal salary is $100,000.
  • Multiply $100,000 by 0.422 which yields $42,200.
  • Multiply $42,200 by a Post Index of 130, then divide by 100.
  • The result is $54,860. Subtract $42,200 and the result is an annual Post Living Allowance of $12,660.

FSD 56 - Foreign service incentive allowances

Introduction

Foreign service incentive allowances consist of two tax-free allowances provided as incentives to foreign service.

The foreign service premium is provided as an incentive to foreign service and as such recognizes that there are disutilities and disincentives, some of which may be financial, resulting from service outside Canada. The premium varies according to the employee's family size and service outside Canada and is payable to employees to whom the Foreign Service Directives apply in accordance with FSD 3 - Application and FSD 8 - Short-term assignments outside Canada.

The post specific allowance is a non-accountable travel allowance designed to assist employees in travelling from post and reflects 80% of return full (Y) economy air fare between the employee's post and the headquarters city or where a Y fare is not available for a specific post, 100% of the Y2 fare. This allowance is only available when an employee is not subject to the provisions of FSD 46 - Post leave/option.

Directive 56

56.01 Unless otherwise indicated, this directive applies to career foreign service employees and to foreign assignment employees.

Instruction

The provisions of Section 56.01 also apply to employees on assignment in accordance with FSD 8 - Short-term assignments outside Canada.

Foreign Service Premium / Transitional Provisions

56.02

(a) In accordance with this directive, the deputy head shall authorize the payment of a foreign service premium to an employee on the basis of the employee's family size and service outside Canada, calculated in accordance with:

(i) Appendix A for employees who arrive at post on or after April 1, 2009, and

(ii) Appendix C for employees at post prior to April 1, 2009, until the rate under Appendix A is equal to or greater than the rate under Appendix C, or the completion of posting, excluding any extension, which ever comes earlier.

(b) Appendices A and C to this directive shall be updated on April 1st, 2009, and annually thereafter on April 1st, to adjust rates of foreign service premium in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives, and published on the Department of Foreign Affairs and International Trade's website.

(c) An employee serving at a post who is receiving a foreign service premium in accordance with Appendix C, shall not receive a lesser premium on April 1st than that which would have been payable on the basis of the applicable salary group in effect on the preceding March 31st.

Step Progression

56.03

(a) In determining the appropriate step of foreign service premium, 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:

(i) the Step II rate of foreign service premium upon accumulation of 24 points;

(ii) the Step III rate of foreign service premium upon accumulation of 60 points;

(iii) the Step IV rate of foreign service premium upon accumulation of 96 points;

(iv) the Step V rate of foreign service premium upon accumulation of 132 points; and

(v) the Step VI rate of foreign service premium upon accumulation of 168 points.

Calculation of Points

56.04

(a) Points shall be calculated for service outside Canada:

(i) before July 1, 1975, for foreign assignment employees, at the rate of one point per month of service from October 1, 1972, or from January 1, 1973 for those employees subject to the Foreign Service Regulations on December 31, 1972,

(ii) before July 1, 1975, for career foreign service employees, at the rate of one point per month of service,

(iii) between July 1, 1975, and April 1, 1979, for all employees, at the rate of:

(A) 1 point per month of service at posts which were not listed in the Appendix to FSD 58 (1975),

(B) 1.25 points per month of service at posts which were rated at Levels I and II in the Appendix to FSD 58 (1975), and

(C) 1.5 points per month of service at posts which were rated at Levels III and IV in the Appendix to FSD 58 (1975),

(iv) effective April 1, 1979, for all employees, at the rate of one point per month of service.

(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 a maternity or parental 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 foreign service premium points earned under the Military Foreign Service Instructions (MFSI). This provision extends to public service employees with service under the MFSI 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:

(i) one dependant resides with the employee at the post, or

(ii) the employee is a single parent and has a child who is a dependent student as defined in FSD 2.01(l);

(b) at the accompanied by two or more dependants rates, 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(k)(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)

(i) each employee of an employee-couple who are assigned to the same post 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 at the appropriate dependant rate, and

(ii) each employee of an employee-couple who are assigned to different posts shall receive the unaccompanied rate of foreign service premium except that, where a dependant resides with the employee, the employee shall be considered as accompanied at the appropriate dependant rate;

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.

Change in Family Size

56.08 Where an employee is in receipt of a foreign service premium in accordance with Section 56.02, the premium shall be adjusted to reflect a change in family size where a dependant:

(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 size where a dependant is temporarily absent from the employee's post for more than 25 compensation days. The change will be effective on the 26th 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 annually on June 1st, 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 who are on posting and are subject to the provisions of FSD 46.03(b) of FSD 46 - Post leave/option, having accumulated 40 days of post leave credits,

except that,

(d) following receipt of a Posting Confirmation Form (or equivalent) 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 administrator by e-mail 2 months in advance of the desired change. Employees may change their election no more than once per year.

3. Where an advance has been authorized in accordance with Section 56.11(d), the employee will be required to provide evidence that the allowance was used for the purpose it was issued.

Appendix A
Foreign service premium (April 1, 2009)

UNACCOMPANIED
Steps I II III IV V VI
Points (0-23) (24-59) (60-95) (96-131) (132-167) (168+)
Premium 6,157 9,235 12,007 13,207 14,527 15,690
ACCOMPANIED BY ONE DEPENDANT
Steps I II III IV V VI
Points (0-23) (24-59) (60-95) (96-131) (132-167) (168+)
Premium 8,620 12,930 16,809 18,490 20,339 21,966
ACCOMPANIED BY TWO DEPENDANTS
Steps I II III IV V VI
Points (0-23) (24-59) (60-95) (96-131) (132-167) (168+)
Premium 10,344 15,516 20,171 22,188 24,406 26,359
ACCOMPANIED BY THREE DEPENDANTS
Steps I II III IV V VI
Points (0-23) (24-59) (60-95) (96-131) (132-167) (168+)
Premium 10,861 16,291 21,180 23,297 25,627 27,677
ACCOMPANIED BY FOUR OR MORE DEPENDANTS
Steps I II III IV V VI
Points (0-23) (24-59) (60-95) (96-131) (132-167) (168+)
Premium 11,404 17,106 22,238 24,462 26,908 29,061

Note: These rates include the annual increases announced in the April 1, 2009 Policy notice.

Appendix B
Post Specific Allowance (PSA)

The Table below reflects the PSA rates effective June 1, 2009. (Canadian Dollars Per Annum).

Post
(alphabetical order)
PSA
2009
Abidjan 6,219
Abu Dhabi 4,618
Abuja 6,720
Accra 5,247
Addis Ababa 4,052
Algiers 5,518
Almaty 8,938
Amman 4,673
Anchorage 4,666
Ankara 6,722
Athens 5,350
Atlanta 2,485
Auckland 5,891
Baghdad 4,673
Bamako 5,598
Bandar Seri Begawan 5,933
Bangkok 5,918
Barcelona 5,325
Beijing 5,553
Beirut 5,199
Belgrade 5,495
Berlin 4,717
Bern 6,094
Bogota 1,639
Boston 2,502
Brasilia 3,722
Bratislava 7,566
Bridgetown 4,143
Brussels 5,693
Bucharest 6,272
Budapest 4,821
Buenos Aires 3,585
Buffalo 1,319
Cairo 2,858
Canberra 6,469
Cape Town 4,971
Caracas 2,164
Chandigarh 5,724
Chennai 3,860
Chicago 2,443
Chongqing 7,684
Colombo 5,130
Colorado Springs 2,660
Copenhagen 5,404
Dakar 5,420
Dallas 2,958
Damascus 6,398
Dar es Salaam 4,961
Delhi 3,828
Denver 2,585
Detroit 2,231
Dhaka 3,804
Dubai 4,615
Dublin 5,457
Düsseldorf 4,705
Geneva 6,020
Georgetown 3,210
Guadalajara 2,040
Guangzhou 6,036
Guatemala 2,020
Hague 4,967
Hamburg 4,709
Hanoi 5,163
Harare 5,450
Havana 1,776
Helsinki 6,264
Ho Chi Minh 4,902
Hong Kong 5,767
Houston 3,247
Islamabad 2,883
Jakarta 4,782
Johannesburg 4,672
Kabul 5,306
Kandahar 5,565
Kathmandu 4,121
Khartoum 6,437
Kigali 5,278
Kingston, Jamaica 1,558
Kinshasa 6,989
Kuala Lumpur 3,621
Kuwait City 3,924
Kyiv 5,080
La Paz 2,638
Lagos 6,590
Libreville 5,539
Lilongwe 6,436
Lima 2,957
Lisbon 6,148
London 2,848
Los Angeles 2,983
Lusaka 4,107
Madrid 5,311
Managua 1,657
Manila 4,376
Maputo 4,862
Mexico 2,036
Miami 1,782
Minneapolis 3,104
Monterrey 2,297
Montevideo 3,650
Moscow 6,181
Mumbai 3,559
Munich 4,721
Nagoya 8,502
Nairobi 6,998
New York 2,224
Niamey 5,857
Oslo 5,451
Ouagadougou 5,713
Panama City 1,446
Paris 5,346
Philadelphia 2,199
Phnom Penh 4,952
Phoenix 2,617
Port-au-Prince 2,885
Port of Spain 2,778
Prague 4,912
Pretoria 4,783
Princeton 1,712
Pristina 5,481
Quito 1,951
Rabat 4,680
Raleigh-Durham 1,782
Ramallah 6,177
Reykjavik 2,377
Riga 5,464
Rio de Janeiro 3,249
Riyadh 4,615
Rome 4,900
San Diego 3,593
San Fransisco 4,492
San Jose, Costa Rica 1,339
San Jose, USA 3,933
San Salvador 1,649
Santiago 3,625
Santo Domingo 1,815
Sao Paulo 3,744
Sarajevo 5,555
Seattle 3,415
Seoul 3,333
Shanghai 6,037
Singapore 5,196
Stockholm 4,721
Sydney 7,158
Taipei 3,065
Tegucigalpa 1,610
Tehran 2,609
Tel Aviv 6,052
Tokyo 8,137
Tripoli 3,739
Tucson 4,071
Tunis 4,326
Ulaanbaatar 5,085
Vatican 4,900
Vienna 6,340
Vilnius 6,342
Warsaw 5,323
Washington, D.C. 2,700
Wellington 6,262
Yaounde 5,713
Zagreb 6,123

Appendix C - Transitional Table
Foreign service premium (April 1, 2009)

UNACCOMPANIED
Salary ranges Steps
$ I
(0-23)
II
(24-59)
III
(60-95)
IV
(96-131)
V
(132-167)
VI
(168+)
$100,363 to $125,453 6,244 9,374 12,494 13,742 14,992 16,243
$125,454 & over 6,520 9,780 13,037 14,340 15,648 16,951
ACCOMPANIED BY ONE DEPENDANT
Salary ranges Steps
$ I
(0-23)
II
(24-59)
III
(60-95)
IV
(96-131)
V
(132-167)
VI
(168+)
$100,363 to $125,453 8,593 12,889 17,181 18,639 20,620 22,334
$125,454 & over 8,963 13,445 17,927 19,452 21,514 23,304
ACCOMPANIED BY TWO OR MORE DEPENDANTS
Salary range Steps
$ I
(0-23)
II
(24-59)
III
(60-95)
IV
(96-131)
V
(132-167)
VI
(168+)
$100,363 to $125,453 10,545 15,815 21,082 23,194 25,298 27,403
$125,454 & over 11,003 16,500 21,993 24,200 26,394 28,602

Note: These rates include the annual increases announced in the April 1, 2009 Policy notice.

FSD 58 - Post differential allowance

Introduction

This allowance is payable in accordance with the appendix to this directive in recognition of undesirable conditions existing at certain posts. The Deputy Minister of Foreign Affairs has been delegated authority to amend post rating levels, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, as and when required.

Directive 58

58.01 The deputy head shall authorize payment of a post differential allowance at the applicable rate having regard for the post rating level and the employee's family size, as shown in the appendix to this directive, where:

(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 published on the Department of Foreign Affairs and International Trade's website; 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 published on the Department of Foreign Affairs and International Trade's website; 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 dependant rates 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)

(i) the unaccompanied rate shall be paid to each employee of an employee-couple who are assigned to the same post, 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 at the appropriate dependant rate, and

(ii) the unaccompanied rate shall be paid to each employee of an employee-couple who are assigned to different posts, except that where a dependant resides with the employee, the employee shall be considered as accompanied at the appropriate dependant rate.

Instruction

The provisions of Section 58.01 also apply to employees on temporary duty in accordance with the provisions of FSD 8 - Short-term assignments outside Canada, where the employee occupies self-contained accommodation.

58.02 Except where otherwise provided, an employee's post differential allowance shall commence at the appropriate rate on the first compensation day following the employee's/dependant's arrival at the post and shall cease on the first compensation day following the employee's last day on duty at the post.

Instruction

Where a dependant departs the post permanently in advance of an employee, the rate of post differential allowance shall be reduced accordingly.

58.03 Where an unaccompanied employee is absent from the post on temporary duty, under emergency evacuation conditions or leave with pay for a continuous period of more than 25 compensation days, the post differential allowance shall cease on the 26th compensation day and shall resume on the first compensation day following the employee's return to the post.

58.04 Where an employee is in receipt of a post differential allowance at an accompanied rate, the rate of allowance shall be adjusted as follows:

(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 appropriate 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 size;

(b) where either,

(i) the employee is absent from the post on temporary duty or on leave with pay, or

(ii) the dependant(s) is/are absent from the post for whatever reason,

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 size 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 size.

58.05 Where an employee is absent from the post on temporary duty at a location for which a post differential allowance is payable, the post differential allowance applicable to the temporary place of duty shall become payable on the 26th and each succeeding compensation day of such temporary duty unless an employee's dependant continues to reside at the post during the employee's absence. In this case, the allowance payable is the sum of the post differential allowance payable at the post on the basis of the employee's family size less one and the post differential allowance payable at the temporary place of duty at the unaccompanied rate except that in no case shall the allowance exceed the post differential allowance which would be applicable were the employee and dependant(s) at the post with the higher post rating level.

58.06 Following completion of 24 consecutive months of service at one or more posts for which a post differential allowance is payable, the post differential allowance to which an employee is entitled, on the basis of family size and post rating level, shall be increased by 50%. This bonus payment shall continue until the employee's final departure from a post at which a post differential allowance is payable. The bonus may be payable at one or more posts listed in the appendix to this directive, either as a result of an extended tour of duty at the same post or as a result of consecutive assignments at two or more such posts.

Instructions

1. The term "24 consecutive months of service" means 24 consecutive months during each month of which an employee is in receipt of a post differential allowance for at least ten compensation days.

2. The following situations do not constitute a break in service in the determination of a bonus payment, but, at the same time, cannot be counted as service to establish eligibility for a bonus payment:

(a) temporary absence from post or between posts:

(i) on paid leave,

(ii) under emergency evacuation conditions,

(iii) on temporary duty, or

(iv) on leave without pay (including leave without pay at post);

(b) assignments in Canada between postings, which do not exceed 30 consecutive months, including periods of leave without pay

3. Bonus payments authorized under this section shall not be taken into consideration in calculating an additional amount of post differential allowance or special payment under Section 58.08.

4.

(a) Where following final departure from post, an employee is granted leave without pay prior to reporting for duty in Canada, the date of assignment in Canada, for purposes of FSD 58.06, is the date of commencement of leave without pay.

(b) Except where preceded by a period of leave without pay, assignments in Canada commence on the date the employee reports for duty in Canada.

58.07 In the event of extraordinary conditions arising out of active hostilities and / or natural disasters at a post, the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, shall:

(a) establish a post rating level which recognizes extraordinary post conditions, where there was no post differential allowance at the time; or

(b) revise the post rating level in effect at the time up to level V, to recognize extraordinary post conditions; or

(c) establish a special payment of up to 100% of the basic level V post differential allowance to recognize extraordinary post conditions where a level V post rating was in effect at the time; or

(d) continue or revise, as necessary, payments authorized under this section to recognize a change in conditions, until such time as these conditions can be accommodated within the normal PDA rating scale; or

(e) 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.

Instruction

Special payments in excess of 50% of the basic level V PDA or assistance authorized in accordance with sections (c) and (e), shall be reported to the National Joint Council Committee on Foreign Service Directives

58.08 Where a post rating level or special payment has been established in accordance with Section 58.07, the additional amount of post differential allowance which shall be payable over and above the post differential allowance which was previously established shall be calculated as follows:

(a) where there was no post differential allowance authorized previously, the 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 size at the post;

(b) where a level I, II, III or IV post differential allowance was previously established, the additional amount of post differential allowance is the difference between the basic amount of post differential allowance in effect at the time and the basic amount of post differential allowance up to level V as established in the appendix to this directive on the basis of the employee's family size at the post;

(c) where a level V post differential allowance was previously established, the additional amount of post differential allowance is the amount established as a special payment in accordance with Section 58.07(c) on the basis of the employee's family size at the post;

(d) the additional amounts of post differential allowance or special payments calculated in accordance with Section 58.08(a), (b) and (c) shall be adjusted, where applicable, to reflect a change in the amount of basic post differential allowance on April 1st 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 extraordinary conditions, as determined by the Deputy Minister of Foreign Affairs in accordance with Section 58.07, except that payments shall be limited to the period during which an employee and/or dependant is/are exposed to extraordinary conditions and shall be adjusted to reflect the employee's family size 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 commencement of the extraordinary conditions.

2. In applying the provisions of Section 58.08(a), (b) and (c), hardship rating points previously given for factors for recognition of extraordinary conditions shall be recalculated to take into account these extraordinary conditions, as determined in accordance with the agreed to methodology.

58.09 The provisions of Section 58.08 shall apply to all employees at a post during the period in which an additional amount of post differential allowance or special payment is established to recognize extraordinary conditions, including an employee on temporary duty, notwithstanding that such employee may not be otherwise subject to this directive.

58.10 The special payment or additional post differential allowance paid pursuant to Section 58.08 are to be calculated on the basis of the basic post differential allowance and shall be paid in addition to the bonus payments generated pursuant to Section 58.06.

Instructions

1. A Post Rating Form, which was agreed to by the National Joint Council Committee on Foreign Service Directives is used to measure relative degrees of hardship at posts. On the basis of numerical ratings of relative degrees of hardship, employees are eligible for post differential allowances according to the appendix to this directive. The Post Rating Form resulted from a detailed study and analysis of conditions at representative posts as well as compensation provided in recognition of hardship by other foreign governments. The form measures physical environment, local conditions and personal safety and was revised in 2003.

2. Criteria for payments under Section 58.07(c), (d) and (e) were agreed to by the National Joint Council Committee on Foreign Service Directives, effective April 1, 2009.

Appendix

Post Differential Allowance
Canadian Dollars Per Annum
April 1, 2009

Post Rating Unaccomp-
anied
Accompanied by One Dependant Accompanied by Two Dependants Accompanied by Three Dependants Accompanied by Four or More Dependants
  ($) ($) ($) ($) ($)
I 3,010 3,913 4,519 4,666 4,786
II 4,522 5,879 6,783 7,010 7,235
III 6,021 7,827 9,034 9,333 9,633
IV 9,034 11,744 13,552 14,004 14,455
V 12,045 15,658 18,068 18,669 19,272

Note: These rates include the annual increases announced in the April 1, 2009 Policy notice.

POST RATINGS - April 1, 2009

POSTS LEVEL
Abidjan, Ivory Coast V
Abu Dhabi, United Arab Emirates I
Abuja, Nigeria V
Accra, Ghana IV
Addis Ababa, Ethopia IV
Algiers, Algeria V
Almaty, Kazakhstan IV
Amman, Jordan IV
Ankara, Turkey III
Baghdad, Iraq V
Bamako, Mali V
Bandar Seri Begawab, Brunei II
Bangkok, Thailand III
Beijing, China IV
Beirut, Lebanon IV
Belgrade, Yugoslavia III
Bogota, Colombia IV
Brasilia, Brazil III
Bratslava, Slovakia I
Bridgetown, Barbados II
Bucharest, Romania III
Budapest, Hungary II
Buenos Aires, Argentina II
Cairo, Egypt III
Cameroon V
Capetown, South Africa II
Caracas, Venezuela IV
Chandigarh, India IV
Chennai, India IV
Chongqing, China V
Columbo, Sri Lanka IV
Dakar, Senegal IV
Damascus, Syria IV
Dar-es-Salaam, Tanzania IV
Dhaka, Bangladesh V
Dubai, United Arab Emirates II
Georgetown, Guyana IV
Guadalajara, Mexico II
Guangzhou, China V
Guatemala, Guatemala IV
Hanoi, Vietnam IV
Harare, Zimbabwe IV
Havana, Cuba IV
Ho Chi Minh, Vietnam IV
Hong Kong, China II
Islamabad, Pakistan V
Jakarta, Indonesia IV
Johannesburg, South Africa II
Kabul, Afghanistan V
Kandahar, Afghanistan V
Kathmandu, Nepal V
Khartoum, Sudan V
Kiev, Ukraine IV
Kigali, Rwanda V
Kingston, Jamaica III
Kinshasa, Congo V
Kuala Lumpur, Malasie III
Kuwait, Kuwait III
La Paz, Bolivia IV
Lagos, Nigeria V
Libreville, Gabon IV
Lilongwe IV
Lima, Peru IV
Lusaka, Zambia IV
Managua, Nicaragua III
Manila, Philippines III
Maputo, Mozambique V
Mexico, Mexico III
Monterrey, Mexico II
Montevideo, Uruguay II
Moscow, Russia IV
Mumbai, India V
Nairobi, Kenya IV
New Delhi, India IV
Niamey, Niger V
Ouagadougou, Burkina Faso V
Panama, Panama II
Phnom Penh, Cambodia IV
Port au Prince, Haiti V
Port of Spain, Trinidad Toboga II
Prague, Czech Republic I
Pretoria, South Africa II
Pristina, Serbia V
Quito, Ecuador III
Rabat, Morocco III
Ramallah, Israel IV
Reykjavik, Iceland II
Riga, Latvia I
Rio de Janiero, Brazil III
Riyadh, Saudi Arabia V
San Jose, Costa Rica III
San Salvador, El Salvador IV
Santiago, Chile II
Santo Domingo, Dom. Republic III
Sao Paulo, Brazil III
Sarajevo, Bosnia & Herzegovina III
Seoul, Korea III
Shanghai, China IV
Singapore, Singapore I
Skopje, Macedonia IV
Taipei, Taiwan II
Tegucigalpa, Honduras IV
Tehran, Iran IV
Tel Aviv, Israel III
Tirana, Albania V
Tripoli, Libya V
Tunis, Tunisia II
Vilnius, Lithuania I
Warsaw, Poland II
Yaounde, Cameroon IV
Zagreb, Croatia II

Notes:

1. The amount of post differential allowance shall be revised on the first of April each year in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives, and published on the Department of Foreign Affairs and International Trade's website.

2. The post rating levels shall be amended by the Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, as and when required, and published on the Department of Foreign Affairs and International Trade's website.

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

Part IX - Departure from mission

FSD 64 - Emergency evacuation and loss

Introduction

This directive is designed to provide for the emergency evacuation of an employee and/or a dependant from a mission in the event of hostilities, natural disaster or other threatening circumstances; to safeguard an employee's material possessions during such absence; and to provide compensation for any loss resulting from the event which causes the evacuation.

Directive 64

Application

64.01 The deputy head, or where insufficient time or inadequate communications exist, the senior officer at the Mission, may authorize the emergency evacuation of an employee and/or a dependant from a mission to a suitable location, including Canada, and if subsequent conditions warrant, their return to the mission where:

(a) hostilities, natural disaster or other threatening circumstances necessitate such evacuation in order to ensure the safety of the person concerned;

(b) no effective purpose, in particular the protection and emergency evacuation of other Canadian nationals, would be served by having the employee remain on duty at the mission; and

(c) such evacuation is more reasonable and expedient than direct transfer to another mission or to Canada in accordance with FSD 15 - Relocation.

Guidelines

1. The duration of the application of these provisions shall be reviewed at least every 30 days by the deputy head, in order to terminate emergency evacuation provisions as soon as practicable.

2. The preferred evacuation location for dependants is the headquarters city due to the availability of medical and educational facilities, particularly where the evacuation is expected to last for several months. The deputy head may agree to a location more convenient to the mission, particularly for shorter-term evacuations.

Travelling and Living Expenses

64.02 The authorized travelling and actual and reasonable living expenses of an employee and/or dependant(s) evacuated pursuant to this directive may be paid during the period of such evacuation, where temporary accommodation will normally be an apartment hotel or like accommodation providing meal preparation facilities, travelling accommodation and per diem entitlements for meals and incidentals will be in accordance with the provisions of FSD 8 - Short-term assignments outside Canada.

Related Provisions - General

64.03 Where an employee who has been evacuated pursuant to this directive is assigned to another Mission or to Canada instead of returning to the former mission, FSD 15 - Relocation shall apply.

64.04 An employee evacuated pursuant to this directive is deemed to be on duty from the day of departure from the Mission until the return to that mission or assignment to another mission or to Canada as the case may be.

Guidelines

1. The provisions of FSD 55 - Post living allowance, cease 25 compensation days after evacuation from the mission (FSD 55.05 and 55.06 refer). If the employee is assigned temporarily to another Mission and is receiving temporary duty benefits, no FSD 55 benefits would be earned beyond the initial 25 days.

2. The provisions of FSD 56 - Foreign service incentive allowances, including 56.10, continue to apply while on emergency evacuation (FSD 64.04 refers).

3. The provisions of FSD 58 - Post differential allowance, cease 25 compensation days after evacuation from the mission (FSD 58.03 refers).

Employee at Mission During Emergency Evacuation Conditions

64.05 Where emergency evacuation conditions exist, the deputy head shall authorize payment to an employee for actual and reasonable lodging, meals, gratuities and personal service expenses incurred during the period the employee is required to remain at the mission in temporary accommodation.

Guideline

Actual and reasonable expenses for meals should not normally exceed the mission per-diem amounts. In special circumstances, however, the deputy head may consider a higher limit on the recommendation of Mission management.

Safeguarding of Employees' Material Possessions

64.06 The senior officer at the mission is authorized to approve actual and reasonable expenditures of public funds in order to safeguard the employee's material possessions against the events which caused the evacuation.

Loss and Damage of Employees' Material Possessions

64.07

(a) The purpose of this section is to compensate an employee for damage/loss of personal and/or household effects, including monetary loss, where such loss is attributable to an emergency evacuation or to a natural disaster or catastrophic event:

(i) which would only be insured by a "high-risk" policy of insurance; or

(ii) which would have been avoided or minimized if the employee had not been evacuated, and/or

(iii) which would otherwise have been covered by the employee's standard policy of insurance, which has been invalidated by the insurer.

(b) Subject to Section 64.08, where an employee has suffered loss and/or damage of material possessions because the events described in Section 64.01 have occurred, whether or not there has been an emergency evacuation, the deputy head may authorize compensation for such loss/damage up to the maximum amount established in FSD 15.20 for loss and/or damage of personal and household effects, and for monetary loss only in the form of bank deposits, up to an amount equal to six months' salary, where,

(i) compensation shall be determined in accordance with the relevant provisions of FSD 15 - Relocation, for damage and/or loss of household effects on relocation, as appropriate;

(ii) the amount of compensation, if any, to be paid for monetary loss, where the deputy head considers that the employee has not taken reasonable precautions against such loss, shall be determined by the appropriate foreign service interdepartmental co-ordinating committee; and

(iii) compensation shall include the amount of any insurance deductible charged against a special high-risk insurance policy which provides protection from natural disasters, civil unrest, or other events which may cause an emergency evacuation;

except that:

(c) In the absence of a standard tenant's policy of insurance for personal and household effects, an employee may only claim compensation for damage/loss of effects,

(i) where a standard tenant's policy of insurance for personal and household effects would not cover the risk or would be invalidated by that risk; or

(ii) where the damage/loss would have been avoided or minimized if the employee had not been evacuated;

and

(iii) the amount of compensation payable for loss/damage of effects shall be reduced by an amount determined by the deputy head, on the advice of the appropriate foreign service interdepartmental co-ordinating committee, to reflect the cost of a standard tenant's policy in Ottawa for personal and household effects, on the basis of the employee's inventory, for the period of time from the date of occupancy of permanent accommodation at the mission to the end of the policy year in which the evacuation occurred.

Guidelines

1. When the deputy head declares an evacuation and an employee is required to remain at mission for operational reasons, the employee will be deemed to have been evacuated for the purposes of FSD 64.07.

2. It is the employee's responsibility to take out a standard tenant's policy of insurance for personal and household effects. Except as specified in Sections 64.07(a) and (c), a claim for damage/loss of effects which would be covered by such a policy will not be considered under this directive.

3. Where employees are evacuated and do not return to mission, claims up to $500 for the loss of foodstuffs and perishable items will be accepted without receipts. Alternatively, claims beyond this amount should be supported by receipts, for all losses claimed.

4. Where employees are evacuated and return to mission, claims up to $500 for the loss of foodstuffs and perishable items shall be considered by the deputy head on the recommendation of Mission administration. Alternatively, claims beyond this amount may be considered, when supported by receipts, for all losses claimed.

5. Where inventories have not been updated prior to evacuation, the inventory for relocation to the mission will be used.

6. For those items obtained after arrival at mission and not yet added to the employee's inventory, reimbursement will be considered on the basis of proof of purchase and possession acceptable to the deputy head.

7. On April 1, 2009, the maximum amount of compensation established in FSD 15.20 is $140,000; this excludes monetary loss.

64.08 Any reimbursement from insurance or other source received by the employee as payment for incurred losses shall be reported by the employee and deducted from the compensation referred to in Section 64.07.

Telephone Calls

64.09 On initial evacuation from a mission, an employee may claim the cost of two five minute person-to-person long distance telephone calls, one to an employee's relative or designated next-of-kin and one, if applicable, to a spouse's or common-law partner's relative or designated next-of-kin. When evacuation results in accompanying dependants being separated from an employee for more than five days, the employee may claim the cost of a weekly five-minute station-to-station long distance telephone call to the location of the separated dependants during the period of emergency evacuation.

Instruction

The entitlement to a weekly telephone call to separated dependants shall be limited to the period of emergency evacuation during which the employee and/or dependants are occupying temporary accommodation and shall cease when the dependants are relocated under FSD 15 - Relocation or when the employee is entitled to receive family separation assistance under FSD 18 - Special family separation assistance.

Additional Expenses

64.10 In addition to the provisions of Section 64.02, the deputy head may approve reimbursement for costs related to the evacuation which are not otherwise covered. Possible expenses include, but are not necessarily limited to:

(a) shipment of pets, normally as accompanying baggage, or by air freight if necessary;

(b) an accountable commercial transportation allowance of $100 weekly in Canada, except where there is a car in storage in the headquarter's city, or where an advance has been authorized for the purchase of a replacement vehicle for dependants;

(c) an additional accountable commercial transportation allowance in Canada, where a rental car is used for school transportation,

with amounts in (b) and (c) not to exceed the amount as determined by the deputy head for rental of a mid-size vehicle on a monthly basis;

(d) boarding of pets:

(i) at the mission for the period of the evacuation; or

(ii) at the evacuation location in the event that hotels do not accept pets.

64.11 Additional provisions related to emergency evacuation are contained in the appendix to this directive.

Appendix
Related provisions - Emergency evacuation

Introduction

It is the responsibility of individual departments which are or may be involved in evacuation procedures to co-ordinate the implementation of the provisions of FSD 64 and related directives.

These related provisions recognize that emergency evacuation from a mission may result in an unanticipated financial burden on the employees involved. The following provisions have been developed to assist in defraying such expenses during the period of evacuation. In the event of loss or damage to the employee's household effects resulting from the evacuation, the provisions of FSD 15 - Relocation shall apply, subject to the provisions of Section IV of this Appendix.

In the case of loss or damage for which compensation is not otherwise payable under this directive or under FSD 15 - Relocation, the deputy head may request the President of the Treasury Board to authorize the payment of such reasonable compensation as is considered appropriate, having regard to the circumstances.

I Accountable advances

(a) Upon evacuation of the employee and/or dependants, the deputy head may authorize one or more accountable advances to replace essential items of household effects, clothing or children's toys which have been left at the mission and, in the event of evacuation to a third country, essential items which duplicate those in storage at headquarters. Advances may only be used to purchase items which duplicate items listed on the employee's inventories (see Guideline). Section IV(b) refers to compensation where items which have been replaced are subsequently recovered. The maximum amount of the advance(s) shall not exceed:

(i) $2,500 for an employee, or

(ii) $2,500 for the spouse or common-law partner of an employee, where an employee is not evacuated or the spouse or common-law partner of an employee precedes the employee on emergency evacuation, and

(iii) $1,000 for an employee where the employee's spouse or common-law partner has received an advance of $2,500, and

(iv) $1,000 for each dependant accompanying the employee and/or spouse or common-law partner on emergency evacuation.

Guideline

The employee shall submit an updated inventory following emergency evacuation which is based on the inventory of effects shipped to the mission and clearly indicates any additions or deletions to the inventory subsequent to arrival at the mission.

(b) Notwithstanding that an employee and/or dependants may have received an advance for the purchase of essential items following emergency evacuation, where the Mission has been unable to ship the employee's household effects, the deputy head may authorize a further accountable advance up to the depreciated value of the household effects left at the mission from which the employee was evacuated, as listed in the employee's inventory, reduced by the amount of any previous advance made for the purchase of essential items left at the mission, when:

(i) the employee is officially notified of a cross-posting or an assignment to duty in Canada other than temporary duty, or

(ii) the family is reunited in permanent accommodation.

(c) Notwithstanding FSD 4 - Accountable advances, an accountable advance may be issued to a dependant for any expenditure authorized under FSD 64 and related provisions where an employee accepts responsibility for repayment in accordance with this appendix. Where such accountable funds are issued to a dependant, they are deemed to be issued to the employee.

II Deemed loss

The deputy head may, on the advice of the Head of Mission, and with the concurrence of the appropriate foreign service interdepartmental co-ordinating committee, deem effects to have been lost following an emergency evacuation if recovery has not been effected within 12 months of the employee's departure from the mission. At the discretion of the deputy head, personal clothing which the employee has duplicated and which remains in storage away from the employee's place of duty may be deemed to have been lost.

III Accounting and claim procedure

(a) An employee who has been issued an advance under these provisions shall submit receipts to substantiate the purchase of essential household effects, clothing and children's toys within 90 days of the issuance of the advance.

(b) Where there is actual or deemed loss/damage of household effects, an employee who has received an accountable advance under these provisions shall submit a claim for compensation to settle the advance in accordance with the provisions of this Appendix and FSD 15 - Relocation related to loss/damage of effects within 90 days from the date:

(i) of taking possession of household effects,

(ii) the deputy head establishes that household effects have been lost, or

(iii) effects are "deemed lost" by the deputy head,

whichever is the earliest.

(c) Where an employee has not received an advance under these provisions and there is an actual or deemed loss/damage of household effects, the employee shall submit a claim for compensation in accordance with FSD 15 - Relocation, subject to the provisions of Section IV of this Appendix.

(d) An employee who has received an accountable advance in accordance with these provisions and who is not submitting a claim against the Crown for damage/loss of household effects, shall account for such advance in full:

(i) immediately upon settlement from a third party, for example, private insurer, or

(ii) within 90 days from the date of taking possession of household effects,

whichever is earlier.

IV Compensation for loss/damage

(a) Compensation for loss of personal and household effects which are not recovered following emergency evacuation shall be in accordance with the provisions of FSD 15 - Relocation for compensation for damage or loss of household effects.

(b) Compensation for loss/damage of personal and household effects which are subsequently recovered following emergency evacuation shall be in accordance with the provisions of FSD 15 - Relocation, related to loss/damage except that the employee shall have the option of:

(i) retaining recovered articles which have been duplicated under the provisions of Section II, in which case compensation shall be limited to one-half of the replacement cost value of the articles recovered, or

(ii) refusing acceptance of recovered articles which have been duplicated under the provision of Section II in which case compensation shall be in accordance with the replacement cost value of the articles recovered, and ownership of such articles shall vest in the Crown.

(c) The employee has the right to claim compensation for loss/damage of personal and household effects in accordance with this directive or FSD 15 - Relocation, except that an employee shall not claim compensation for the same article more than once, whether under the provisions of the Foreign Service Directives or a private insurance policy.

V Personal automobile

(a) Automobile left at mission

(i) Where an employee has been unable to sell the automobile privately and the Mission has been unable to sell or ship the automobile within six months of the employee's evacuation, the employee shall have the following options:

(A) ask the Mission to continue efforts to ship, or

(B) ask the Mission to continue efforts to sell, or

(C) request Crown purchase, in which case the deputy head shall arrange for the purchase of the automobile by the Crown,

except that where an employee elects to continue efforts to ship or sell the automobile, option (C) shall not be available to that employee at a later date, unless, in the opinion of the deputy head, there are exceptional circumstances which justify such an election at a later date.

(ii) Where the automobile is purchased by the Crown, the following purchase price shall apply:

(A) for an automobile more than one year old, the retail value as determined by the deputy head on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee:

(1) as at time of shipping, where the employee/dependant has not taken possession of the automobile at the mission,

(2) as at time of the employee's evacuation, where the automobile has been in use at the mission, except that where the Head of Mission has authorized safe storage of the automobile prior to the employee's evacuation, the retail value shall be determined at the time the automobile is placed in safe storage,

(B) for an automobile less than one year old, the retail value as determined by the deputy head on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, or purchase cost depreciated by 2% per month for each month from the date of possession, excluding periods where the Head of Mission has authorized safe storage, whichever is the greater, except that where the employee/dependant has never taken possession of the automobile, no depreciation shall apply.

(b) Replacement Automobile - Advance

(i) An employee may request an accountable advance for the purchase of a replacement automobile at any time within six months of an evacuation. The advance shall not exceed the Crown's purchase price of the automobile left at the mission, as determined under Section V(a) of these provisions and shall be repaid in full at the time:

(A) the automobile at the mission is purchased by the Crown, or

(B) the automobile at the mission is sold privately, or

(C) the employee/dependant takes delivery of the automobile, or

(D) the replacement vehicle is sold, or

(E) one year from the date of the employee's evacuation,

whichever is earliest;

or

(ii) An employee may request an accountable advance for a replacement automobile for use by evacuated dependants, where the employee remains at the mission and the dependants are evacuated for a period of more than 30 days. The advance shall not exceed the retail value of the automobile at the mission as determined under Section V(a) of these provisions and shall be repaid in full at the time:

(A) the employee's dependants return to the mission, or

(B) the replacement vehicle is sold, or

(C) the employee is subsequently evacuated, or

(D) the employee is reassigned,

whichever is earliest, except that:

(1) where an employee is subsequently evacuated, the provisions of Section V(b)(i) apply, and

(2) where an employee is reassigned from a mission where evacuation procedures are still in effect, and is unable to sell or to ship the automobile, the deputy head may authorize Crown purchase of the automobile, the purchase price to be determined as in Section V(a).

Note:

Where normal insurance coverage does not apply to loss or damage of an automobile due to riot, insurrection or like risks, a claim may be made in accordance with the general principles of international law concerning state responsibility. In unusual circumstances, a submission for compensation for loss or damage to an automobile may be made to the President of the Treasury Board.

VI Posting loan

(a) Repayment of the posting loan may, at the request of the employee, be suspended from the date of evacuation of the employee. No interest shall be calculated on the principal during the period of suspension.

(b) Repayments for a posting loan shall resume on return to mission, on cross-posting, or on assignment to duty in Canada, other than temporary duty, with the repayment period extended to recognize the period of suspension. Where an employee is cross-posted, a new loan may be negotiated in accordance with FSD 10 - Posting loan, up to the appropriate maximum amount at the current interest rate, that is, the new loan representing the difference in principal between the allowable maximum and the balance on the old loan.

VII Removal of effects

(a) Where items stored pursuant to FSD 15 - Relocation are required by the employee and/or dependant, the deputy head may authorize the necessary arrangements and approve for payment the expenses for packing, crating, transporting, unpacking and other costs related to the removal of such effects.

(b) At the discretion of the deputy head, Section VII(a) may be applied to effects remaining at the employee's mission.

VIII Reassignment

At the discretion of the deputy head, all or any of these provisions may be extended to employees who are reassigned from a mission where evacuation procedures are in effect.

IX Shelter cost

Where an employee and accompanying dependant(s) have been evacuated in accordance with the provisions of FSD 64, shelter cost shall continue to be paid in accordance with FSD 25.11 and 25.12 of FSD 25 - Shelter.

FSD 66 - Death abroad of an employee or dependant

Introduction

Where an employee or a dependant dies abroad during the period of the employee's posting, the employer may authorize the payment of certain expenses related to the occurrence, which are in excess of expenses which would have been incurred had death occurred at the employee's headquarters city.

Directive 66

66.01 Where an employee dies at a post, the deputy head may authorize payment of:

(a) the cost at the place where death occurred for ambulance, hearse, embalming or cremation, outside case (not a coffin), and any other essential costs in excess of those which would have been incurred had death occurred at the employee's headquarters city, and

(b) transportation expenses of the body from the place where death occurred to the place of internment less the transportation expenses that would have been incurred between the place of interment and the employee's headquarters city,

reduced by any amount payable under worker's compensation or other appropriate laws for funeral and transportation expenses.

66.02 The deputy head may authorize the payment of expenses itemized in Section 66.01 in the event of the death of a dependant who

(a) was residing with the employee at the post, or

(b) was a dependent student as defined in FSD 2.01(l).

Guideline

The expenses incurred for an escort or for members of the employee's family unit are payable under FSD 54 - Compassionate Travel.

Part X - Administrative provisions

FSD 69 - Calculation of allowances

Introduction

This directive outlines the general method of calculation of allowances, but is superseded by any method outlined in a specific directive.

Directive 69

69.01 This directive is superseded by any directive which outlines a specific method of calculation or payment condition.

69.02 Subject to Section 69.03, where an employee becomes eligible for a new rate of allowance or other payment under these directives because of a change in classification or pay, the effective date of eligibility shall be the effective date of the change.

Instruction

The effective date of the change (date d'entrée en vigueur du changement) referred to in Section 69.02 is the effective date of the change in classification or pay specified in the collective agreement, arbitral award or other authority.

69.03

(a) Where a retroactive salary adjustment is authorized for employees subject to these directives, either as a result of a collective agreement or unilateral action by the employer, the effective date of the employee's eligibility for a new rate of allowance or provision under these directives (with the exception of FSD 55 - Post living allowance) shall be the date of the instrument effecting such change (that is, the date of signing of a collective agreement, or an Arbitral Award, or the date of approval of the revision in the case of excluded employees).

(b) Where a retroactive salary adjustment is authorized on or after October 1, 1989, for employees subject to these directives, either as a result of a collective agreement or unilateral action by the employer, the effective date of the employee's eligibility for a new rate of post living allowance under FSD 55 shall be the effective date of the change in salary, not the date of the instrument effecting the change.

69.04 Where an employee is entitled to an allowance for less than a complete calendar month, the allowance shall be calculated as follows:

R X E
C

wherein:

R is the annual rate of allowance,

C is the number of compensation days in a year, and

E is the total number of days of entitlement in that month, including:

(a) each compensation day on which the employee is on duty or on authorized leave with pay; and

(b) each day authorized by competent authority as a general holiday with pay, unless it falls within a period of leave without pay or immediately precedes the first day of employment or immediately follows the last day of employment.

Guideline

For the purposes of "C", the number of compensation days in a given year is 260.88 days.

69.05 Notwithstanding the provisions of the Treasury Board policy on strikes, the Foreign Service Directives, with the exception of FSD 56 - Foreign service incentive allowances and FSD 58 - Post differential allowance shall continue to apply in a legal strike situation.

69.06 Subject to the provisions of Section 69.07, the Foreign Service Directives, with the exception of FSD 56 - Foreign service incentive allowances and FSD 58 - Post differential allowance, shall continue to apply when an employee is absent without leave or on leave without pay during an assignment outside Canada.

69.07 Employees who are in receipt of a maternity or parental allowance in accordance with their collective agreement, or other appropriate authority, who are subject to the Foreign Service Directives, and who are authorized to remain at post during maternity or parental leave, shall receive post living allowance (FSD 55), foreign service incentive allowances (FSD 56) and post differential allowance (FSD 58), as outlined below:

(a) An employee is entitled to 93% of post living allowance (FSD 55), foreign service incentive allowances (FSD 56) and post differential allowance (FSD 58) for the same period as a maternity or parental allowance is authorized, to ensure that allowance payments under the Foreign Service Directives are consistent with provisions for maternity and parental allowances.

(b) Where an employee at a post is or will be receiving a maternity or parental allowance for less than 12 weeks, post living allowance (FSD 55), foreign service incentive allowances (FSD 56) and post differential allowance (FSD 58), less the appropriate shelter cost payable under FSD 25 - Shelter, shall be paid to the employee in full upon the employee's return to work.

(c) Where an employee at a post is or will be receiving a maternity or parental allowance for 12 weeks or more, 50% of post living allowance (FSD 55), foreign service incentive allowances (FSD 56) and post differential allowance (FSD 58), less 50% of the appropriate shelter cost payable under FSD 25 - Shelter, shall be paid in advance of the commencement of maternity or parental leave, and the outstanding balance, including any necessary adjustments, shall be paid upon the employee's return to work.

(d) Post living allowance (FSD 55), foreign service incentive allowances (FSD 56) and post differential allowance (FSD 58) shall be adjusted in accordance with the special provisions of these directives to recognize:

(i) an increase in salary,

(ii) a change in family size,

(iii) a change in the Post Index,

(iv) a revision to the Foreign Service Premium table (Appendix A to FSD 56), and the Post Specific Allowance table (Appendix B to FSD 56)

(v) a revision to the Post Differential Allowance table (Appendix to FSD 58),

(vi) a change in post differential allowance rating level,

except that

(vii) no adjustment shall be made which is based entirely on service outside Canada (e.g. a 50% bonus under FSD 58 - Post differential allowance, or a step progression in the Foreign Service Premium table under FSD 56).

(viii) an adjustment to an employee's foreign service premium shall be made on the basis of a step progression in the Foreign Service Premium Table on the first day of duty on which sufficient points/credits have accumulated to merit the increase, following that employee's return from maternity or parental leave.

(e) Where an employee is temporarily absent from the post in excess of 25 compensation days, post living allowance and post differential allowance shall cease with effect from the 26th compensation day of absence.

FSD 70 - Reporting requirements and verification of allowances

Introduction

This directive sets out the reporting requirements under the Foreign Service Directives, and specifies the administrative procedures for the issue and verification of travel allowances.

Directive 70

Reporting requirements

70.01 For purposes of this directive, the deputy head is the deputy head of the employing department, except where arrangements have been made with the Department of Foreign Affairs and International Trade for the administration of the Foreign Service Directives, in which case the reports shall be submitted by the Department of Foreign Affairs and International Trade.

70.02 Unless otherwise specified in the individual directives, the deputy head shall submit reports to the Interdepartmental Working Group A annually on November 1st, as follows:

(a) total number of employees at posts under the full or partial provisions of the FSDs,

(b) a listing of employees continuing to receive the foreign service premium (FSD 56) after serving at the same post for seven consecutive years or more, and the reason for continuing the payment,

(c) on designation of a dependant, pursuant to FSD 2.01(j)(iii), providing the details involved, and

(d) on exercise of deputy head discretion to continue payment of the foreign service premium during the temporary absence of a dependant under FSD 56.09(b).

70.03 Departments and agencies are also required to keep records of each case authorized under the following directives and to submit them to the appropriate foreign service interdepartmental co-ordinating committee on either a bi-annual or annual basis as identified in each of these directives:

(a) Special family separation assistance (FSD 18)

(b) Use of managerial discretion under Special family separation assistance (FSD 18.10)

(c) Use of discretion authority under car rental expenses (FSD 15.32(d))

(d) Use of managerial discretion authority under FSD 15.42

Instruction

Reports required under this directive should be submitted to:

Chair, Working Group A on the Foreign Service Directives
Labour Relations and Compensation Operations
Treasury Board Secretariat
Ottawa, ON K1A 0R5

Travel Allowances - Issue and Verification

70.04 Administrative Procedures

One of the conditions of the tax-free allowances is that they are spent only for the specific purpose identified by the employer.

The onus continues to be on the employee to demonstrate that the funds were spent for the specific purpose for which they were issued.

70.05 The issue and verification procedures apply to the following allowances:

FSD 35 - Education travel allowance
FSD 41.04(b) - Health care travel allowance (Provisions for the balance of FSD 41 are fully accountable)
FSD 45 - Foreign service travel credit bank
FSD 50 - Vacation travel allowance
FSD 51 - Family reunion travel allowance
FSD 54 - Compassionate travel allowance

70.06 Issuing the allowances

(a) Allowances shall be issued as close to the proposed date of travel as possible, taking into account the need to book tickets in advance.

(b) The employee must present a signed travel plan that identifies proposed travel and anticipated costs to the extent of the allowance.

(c) It is understood that employees' travel plans may change, and planned travel may have to be cancelled or amended. Amendments to the plan may be made as necessary.

(d) Employees should anticipate changes in family size when applying for FSD 50. Once issued, VTA cannot be adjusted to recognize the arrival or departure of a dependant. The full FSD 50 allowance will be issued at the time of request for the entire family even if it will be used for more than one trip.

70.07 Use of the allowances

(a) Where an FSD 45 travel credit is used in conjunction with family reunion or compassionate travel, the FSD 45 trip must be related to the purpose of the other travel. Examples are: another family member travelling from post on compassionate travel, e.g. a child to the funeral of a grandparent; a side-trip to visit parents; another family member, or close friend joining the family on family reunion.

(b) FSD 45 - Foreign service travel credit bank and FSD 50 - Vacation travel allowance are fixed allowances which must be spent on travel and travel-related expenses, whether on one trip or more. These two allowances cannot be combined.

(c) At the discretion of the deputy head, FSD 45 when intended for use for more than one trip, may be issued in segments to recognize proposed travel plans. The allowance will be based on the entitlement at the time the allowance was first issued.

(d) For allowances issued under FSD 45, employees are expected to demonstrate that at least 90% of the allowance was spent on travel-related expenses and that 70% of the allowance issued was used for transportation expenses.

(e) For allowances issued under FSD 50, employees are expected to be able to demonstrate that everyone for whom an allowance has been issued has travelled and that at least 75% of an allowance issued for each individual was spent on travel and travel-related expenses, including transportation, accommodation, meals and incidental travel expenses such as tours, entry fees, etc. When travel is by PMV or rental vehicle, vehicle rental, fuel, oil, road/bridge tolls, ferries and other transportation charges/fees may be included, but may not base travel on a mileage/kilometric rate.

70.08 Verification of the use of the allowances

(a) While the allowances specified in Section 70.05 are non-accountable, the employee is required, when requested by the deputy head, to demonstrate that the allowance has been used for the purpose intended.

(b) Within time-limits as specified below, employees must complete and submit the Travel Certification Form in the Appendix to this directive. This certification, which must be signed or sent by e-mail from the employee's e-mail account, will form the basis for any subsequent audit. In addition, Mission administration may be requested by the deputy head to verify details.

(c) Employees are required to retain evidence of travel to support the purpose of the allowance for a period of seven years. Supporting documentation must demonstrate that expenditures were incurred outside the mission. If employees cannot demonstrate that the allowance has been used for the purpose intended, when requested to do so, the allowance will be adjusted and reduced by that portion of the allowance the use of which cannot be substantiated.

(d) Under normal circumstances, no further travel allowances under the Foreign Service Directives will be issued until the employee has submitted any required/requested documentation regarding a previous travel allowance.

(e) Except as otherwise specified in this section, the employee should provide evidence of travel:

(i) at the end of the travel, where the allowance has been exhausted, or

(ii) at the end of the posting,

whichever is earlier.

(f) In the case of education travel (FSD 35), health care travel (FSD 41.04(b)),compassionate travel (FSD 54) or family reunion travel (FSD 51), the employee is required to show evidence of travel within 30 days of completion of travel.

(g) When the allowance for travel under FSD 45 - Foreign service travel credit bank is used for one trip, the employee is required to show evidence of travel within 30 days of completion of travel.

(h) When the allowance for travel under FSD 45 - Foreign service travel credit bank is used for more than one trip, the employee may be requested to show evidence of travel at the end of each segment of the projected travel.