FSD 15 - Relocation

Scope

Please refer to the Instructions and Guidelines at the end of this Directive for additional information or greater clarification of certain sections.

Definitions

Note: These definitions only apply to this directive.

Actual cash value (ACV) (valeur réelle) 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.

Beauty allowance (indemnité d'esthétisme) 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.

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.

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.

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

(a) travelling expenses of the employee and a dependant, and/or packing, crating, cartage, transportation and unpacking of an employee's household effects, and/or 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

(b) the various expenses for which provision is made in this directive.

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

Replacement cost value (RCV) (valeur de remplacement) 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.

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.

Directive

15.1 Application

(Note: Refer to Guidelines)

15.1.1 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.

15.1.2 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.

15.1.3 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.

15.1.4 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.

15.1.5 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.

15.1.6 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. (Note: Refer to Guidelines)

15.2 Employee-Couple

15.2.1 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.

15.2.2 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.

Relocation Travel

15.3 Travel Entitlement

15.3.1 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.

15.3.2 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.

15.3.3 Subject to subsections 15.3.4 and 15.3.5, 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.

15.3.4 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. (Note: Refer to Instructions)

15.3.5 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 50.4.3 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.

15.3.6 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 subsections 15.3.4 and 15.3.5, following confirmation of an assignment from one post to another post and where the action will facilitate the operational requirements of the department.

15.3.7 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 15.8. 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.

15.3.8 Notwithstanding subsection 15.8.2, 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.

15.3.9 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.

15.3.10 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.

15.3.11 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 15.3 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.

15.3.12 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. (Note: Refer to Guidelines)

15.3.13 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.

15.3.14 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 subsection 15.3.15.

(Note: Refer to Instructions)

15.3.15 When claiming for expenses under this section, an employee should refer to Appendix L. 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. Expenses which may be claimed include:

(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 paragraph 15.3.14(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 15.14 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. (Note: Refer to Guidelines)

(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. (Note: Refer to Guidelines)

15.4 Modes and Standards of Travel

15.4.1 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.

15.4.2 An employee who chooses transportation by some mode other than air services shall be personally responsible for making transportation arrangements.

15.4.3 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 15.3 and subsection 15.10.2 had travel been by air.

15.4.4 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 subsection 15.4.6, 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.

15.4.5 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 Section 15.10.

15.4.6 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.

15.5 Travel by Air

15.5.1 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.

15.5.2 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.

15.5.3 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.

15.5.4 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.

15.5.5 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.

15.5.6 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.

15.6 Travel by Private Motor Vehicle

15.6.1 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 (Note: Refer to Instructions)

(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 (Note: Refer to Instructions)

(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.

15.6.2 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 15.18 Shipment of Private Motor Vehicle).

15.6.3 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. (Note: Refer to Instructions)

15.7 Travel by Sea

15.7.1 An employee who chooses to travel by sea for part of the relocation, may claim 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.

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

(a) a foreign service travel allowance in accordance with FSD 45 - Foreign Service Travel Credit Bank; and/or

(b) 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 subsection 15.18.6.

15.7.3 Claimable expenses shall be limited to:

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

(b) 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;

(c) 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;

(d) 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 subsections 15.4.3 and 15.4.4 and paragraph 15.6.1(a).

15.7.4 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.

15.8 Stopovers

15.8.1 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.

15.8.2 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.

15.8.3 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.

15.8.4 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 subsection 15.3.7).

15.9 Rest Periods

15.9.1 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.

15.10 Option of Non-Accountable Relocation Travel Allowance (NAA)

(Note: Refer to Instructions)

15.10.1 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.

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

(a) local transportation at the new place of duty outside Canada;

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

(c) 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.

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

15.10.4 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.

15.10.5 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.

15.10.6 Travel by air - The NAA shall be determined by the employer, to include:

(a) a transportation entitlement from the former place of duty to the new place of duty to reflect:

(i) full economy (Y) air fare for the employee and each accompanying dependant; or

(ii) 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;

(b) an amount of $75.00 for relocations to and from Canada, to compensate for local transportation costs at the place of duty in Canada;

(c) 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;

(d) subject to the limitations of Section 15.31, 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 15.31, 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.

15.10.7 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 under paragraph 15.10.6(a).

15.10.8 Travel by Private Motor Vehicle (PMV) – The NAA shall be determined by the employer to include:

(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 (Note: Refer to Instructions)

(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 (Note: Refer to Instructions)

(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;

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

(Note: Refer to Instructions and Guidelines)

15.10.9 Travelling expenses, as outlined in paragraphs 15.10.8(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 15.18, Shipment of Private Motor Vehicle).

15.10.10 Travel by Sea – The NAA shall be determined by the employer to include:

(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 15.18, where shipment of a PMV has been authorized by the deputy head;

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

(d) 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;

(e) subject to the limitations of Section 15.31, 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;

(f) subject to the limitations of Section 15.31, 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.

15.10.11 The option of a NAA is not available where an employee elects to use an entitlement under FSD 45 - Foreign Service Travel Credit Bank in conjunction with relocation travel.

15.11 Temporary Duty En Route

(Note: Refer to Instructions and Guidelines)

15.11.1 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.

15.11.2 The provisions of subsection 15.11.1 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.

15.12 Illness, Injury or Death while Travelling

15.12.1 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.

15.12.2 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.

15.12.3 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:

(a) 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

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

(Note: Refer to Guidelines)

15.12.4 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 subsection 15.12.3.

Relocation of Household Effects and Private Motor Vehicle

15.13 Shipment and Storage of Household Effects

(Note: Refer to Instructions)

15.13.1 On relocation 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:

(a) 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;

(b) 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;

(i) 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

(ii) up to $30 per month, including insurance, for private dead storage, such amount to be adjusted from time to time 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.

15.13.2 An employee on cross-posting may be allowed, at the discretion of the deputy head:

(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 Appendix 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.

15.13.3 Any subsequent shipment of household effects is subject to the overall weight limitations of Appendix A. 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.

15.13.4 Except as provided for in subsection 15.13.7, shipment of effects after expiry of the time limit established in accordance with subsection 15.13.3 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. (Note: Refer to Guidelines)

15.13.5 Payment of shipping charges in accordance with subsection 15.13.3 may not exceed the charges that would apply if the shipment were made between the employee's headquarters city and the post.

15.13.6 Shipment of effects of a dependent student who joins the employee at the post may be authorized under FSD 35 - Education Travel.

15.13.7 Notwithstanding subsection 15.13.3, 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 50.6.

15.13.8 On relocation 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.

15.14 Modes of Shipment

15.14.1 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.

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

(a) access to the air shipment may be delayed;

(b) there may be an extended stay in temporary accommodation; or

15.15 Restrictions Applying to Shipments

15.15.1 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 Appendix A.

15.15.2 The following is a representative listing of items which shall not be moved at public expense:

(a) 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; (Note: Refer to Guidelines)

(b) goods requiring climatically controlled conditions;

(d) 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); (Note: Refer to Guidelines)

(e) aircraft and parts of aircraft;

(f) trailers;

(g) livestock;

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

(i) farm or construction equipment or machinery.

15.16 Weight Limitations

(Note: Refer to Guidelines)

15.16.1 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 weight limitations outlined in Appendix A for the type of accommodation at the post.

15.16.2 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.

15.16.3 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.

15.17 Preparation of Inventory

(Note: Refer to Instructions and Guidelines)

15.17.1 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 two weeks prior to departure for the new place of duty.

15.18 Shipment of Private Motor Vehicle (PMV)

(Note: Refer to Instructions and Guidelines)

15.18.1 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.

15.18.2 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 when the deputy head is satisfied that the country to which an employee is about to be relocated does not:

(a) impose restrictive limitations on the size or other characteristics of the PMV to be shipped;

(b) 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;

(c) have prohibitive import duties or embargoes on the importation of private motor vehicles, or prohibitive disposal restrictions.

15.18.3 Expenses authorized under subsection 15.18.2 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.

15.18.4 Expenses authorized under subsection 15.18.2 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.

15.18.5 In cases of cross-posting, the expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring and transporting an employee's PMV from:

(a) 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

(b) 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.

15.18.6 In determining the transportation entitlement under subsection 15.4.3, the cost for PMV shipment shall be established in accordance with subsections 15.18.3, 15.18.4 and 15.18.5 above, but shall not exceed the estimated cost of shipping the vehicle from its location to the new place of duty.

15.18.7 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.

15.18.8 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.

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

15.18.10 The provisions of Section 15.18 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.

15.18.11 The provisions of subsection 15.18.10 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.

Damage and/or Loss Claims of Household Effects and Accompanied Baggage

15.19 General Provisions

(Note: Refer to Instructions)

15.19.1 An employee may claim compensation for damage and/or loss of personal and household effects which have been shipped or stored at public expense in accordance with the provisions outlined below.

15.19.2 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 15.25.

15.19.3 If household effects are damaged or lost during shipment or storage, the employee may submit a claim to the Claims Administrator in accordance with subsection 15.25.7 provided:

(a) an inventory of household effects prepared in accordance with the provisions of Section 15.17 was filed with the deputy head two weeks prior to the mover's pick up of effects;

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

(c) an intent to claim, in accordance with Appendix E, is sent to the last carrier and to the Claims Administrator within 30 days of receipt of effects.

15.20 Intent to Claim for Damage and/or Loss to Household Effects

(Note: Refer to Guidelines)

15.20.1 Where an employee anticipates claiming for damage and/or loss against the Crown:

(a) 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;

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

(c) at a post, in the absence of an employee, mission administration shall undertake the action described in paragraph 15.20.1(a), to be followed up subsequently by the employee, where a shipment is accepted by mission administration on behalf of, and prior to, the employee's arrival.

15.21 Claim Requirements for Household Effects

(Note: Refer to Instructions and Guidelines)

15.21.1 Claims under $200 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.

15.21.2 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 subsections 15.19.3 and/or 15.22.1 and 15.23.1, 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 subsection 15.19.2 and must be supported by a completed claim form and attached documents containing the following information:

(a) the circumstances giving rise to the claim;

(b) 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;

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

(d) 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;

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

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

(Note: Refer to Appendices B, C, D and F)

15.22 Damage and/or Loss to Accompanying Baggage on Relocation

15.22.1 When an employee is relocated to or from a post outside Canada; is on temporary duty as part of relocation or 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 15.24 and 15.25, provided that:

(a) 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;

(b) 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;

(d) 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.

15.23 Claim Requirement for Damage and/or Loss to Accompanying Baggage on Relocation

(Note: Refer to Guidelines)

15.23.1 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 post and must be supported by a completed claim form and attached documents containing the following information:

(a) the circumstances giving rise to the claim;

(b) the extent of the damage or loss;

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

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

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

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

15.24 Limitations of Compensation of Accompanying Baggage

15.24.1 In addition to the general limitations in Section 15.25, the following exclusions apply to accompanying baggage:

(a) damage to luggage which can be repaired;

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

(c) 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.

15.25 Limitations of Compensation for Damage and/or Loss

(Note: Refer to Instructions)

15.25.1 The maximum amount which may be paid against a claim for damage and/or loss of household effects while in transit is the amount noted below:

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

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

15.25.2 The amounts specified in subsection 15.25.1 shall be reduced by any settlement received by the employee from a carrier/insurer.

15.25.3 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.

15.25.4 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 subsection 15.25.1 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.

15.25.5 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:

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

(b) 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;

(c) 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;

(d) 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;

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

(f) 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;

(g) 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;

(h) 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;

(i) 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.

15.25.6 No reimbursement shall be made:

(a) for sums of money lost in transit;

(b) 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;

(c) 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;

(d) for damage to items requiring climatic control;

(e) 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;

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

(g) for articles excluded from insurance coverage by the Crown; these articles comprise: furs, coin or stamp collections, jewellery, watches and set or unset gems, and articles for which an insurance company would not have assumed the risk;

(h) 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.

(Note: Refer to Guidelines)

15.25.7 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 outlined in Appendix F. (Note: Refer to Instructions)

15.26 Independent Appraiser

(Note: Refer to Guidelines)

15.26.1 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.

15.27 Accountable Advance Pending Settlement of a Claim for Damage/Loss of Household Effects

(Note: Refer to Guidelines)

15.27.1 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.

15.27.2 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.

15.27.3 More than one advance payment may be made to an employee provided that:

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

(b) 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.

Other Types of Relocation Expenses

15.28 House Hunting Trips (HHT)

(Note: Refer to Instructions)

15.28.1 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, payment for:

(a) 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; (Note: Refer to Instructions)

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

(c) actual and reasonable local transportation expenses or car rental costs during a HHT to Canada for a period of up to seven days, 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;

(d) 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) 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 in accordance with the NJC Travel Directive. 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. (Note: Refer to Instructions)

(f) 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.

15.28.2 An extension of the time limits in and related expenses under paragraphs 15.28.1(b), (c), (d), 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.

15.28.3 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.

15.28.4 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.

15.28.5 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.

15.28.6 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.

15.29 Incidental Relocation Expense Allowance

(Note: Refer to Instructions and Guidelines)

15.29.1 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 in accordance with Appendix G for which receipts are not required.

15.29.2 In cases of short-term assignments outside Canada in accordance with FSD 8 – Short-Term Assignments outside Canada, the incidental relocation expense allowance shall be calculated in accordance with Appendix G.

15.30 Car Rental Expenses

(Note: Refer to Instructions)

15.30.1 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, in accordance with Appendix H.

15.30.2 For relocations from one post to another, car rental/taxi expenses may be claimed:

(a) 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

(b) 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.

15.30.3 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.

15.31 Temporary Accommodation Entitlements to/from Post

15.31.1 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.

15.31.2 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.

15.31.3 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.

15.31.4 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:

(a) Hotel accommodation

(i) actual and reasonable accommodation expenses;

(ii) incidental expenses as defined in Instruction 1 for subsection 15.31.4;

(iii) reasonable expenses for meals up to the daily meal allowance.

(b) Self-contained accommodation

(i) actual and reasonable accommodation expenses;

(ii) incidental expenses as defined in Instruction 1 for subsection 15.31.4;

(iii) 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.

(i) accommodation expenses in accordance with the NJC Travel Directive for private non-commercial accommodation;

(ii) incidental expenses as defined in Instruction 1 for subsection 15.31.4;

(iii) 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.

(d) Permanent crown-held accommodation

(i) incidental expenses as defined in Instruction 1 for subsection 15.31.4 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.

(Note: Refer to Instructions)

15.32 Living Expenses on Relocation to Post

15.32.1 On relocation to a post, subject to Section 15.31, 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. (Note: Refer to Instructions)

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

15.32.3 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 for occupancy of private non-commercial accommodation in accordance with the relevant provisions of the NJC Travel Directive.

15.32.4 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.

15.32.5 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 for subsection 15.31.4 and reasonable expenses for meals in an amount not to exceed 75% of the daily meal rate. (Note: Refer to Instructions)

15.32.6 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.

15.32.7 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.

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

(Note: Refer to Instructions and Appendix I)

15.33 Living Expenses on Relocation to a Place of Duty in Canada

(Note: Refer to Instructions)

15.33.1 On relocation to a place of duty in Canada, subject to Section 15.31 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.

15.33.2 When an employee has claimed living expenses for a house hunting 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.

15.33.3 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.

15.33.4 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.

15.33.5 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.

15.33.6 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, 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.

15.33.7 Expenses under subsection 15.33.6 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.

(Note: Refer to Appendix J)

15.34 Transitional Provisions

15.34.1 The provisions under Sections 15.31, 15.32 and 15.33 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 Sections 15.31, 15.32 and 15.33, for the duration of the occupancy, not including any extensions.

Relocation in Specific Circumstances

15.35 Termination of Assignment Outside Canada

15.35.1 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 in accordance with this directive, from the approved place of residence abroad, to the employee's headquarters city, or 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 Appendix K 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 paragraph 15.35.1(a) and Appendix K; 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 paragraph 15.35.1(a) and Appendix K 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 in accordance with paragraph (a) of the definition of "relocation expenses," of the employee and each dependant, on a pro-rata basis, from the approved place of residence abroad to the employee's headquarters city in accordance with Appendix K 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 Appendix K; and/or

(ii) authorize recovery of relocation expenses in accordance with this directive 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, in accordance with Appendix K 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 paragraph 15.35.1(a) and Appendix K, provided removal is effected within twelve months of the employee's last day of duty at the post.

(Note: Refer to Instructions)

15.36 Early Termination of Posting

15.36.1 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 in accordance with this directive, in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to Appendix K, in which case, the employee shall be so advised in writing before departure from the post. (Note: Refer to Instructions)

15.36.2 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:

(a) 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

(b) the employee's posting has been terminated due to illness or death of an employee or dependant; or 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.

15.37 Transfer Between Departments

15.37.1 When an employee serving at a post is transferred from one department to another, the relocation expenses in accordance with this directive, 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.

15.38 Relocation During Long School Holiday Recess

15.38.1 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 in accordance with this directive, to the employee's new place of duty, for a dependent student:

(a) 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

(b) 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.

(Note: Refer to Guidelines)

15.38.2 In lieu of the provisions of subsection 15.38.1 the deputy head may authorize payment of actual and reasonable living expenses for a dependent student to the maximum established in FSD 34.4.1 from the time the employee occupies temporary accommodation at the old place of duty in accordance with Section 15.32 until the commencement of the school term.

Dependants

15.39 Person Ceasing to be a Dependant

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

(a) in accordance with this directive where the person leaves the post with the employee or in advance of the employee; or

(b) in accordance with paragraph (a) of the definition of "relocation expenses" where the person leaves the post within one year of the employee's date of departure from the post; or

(c) in accordance with paragraph (a) of the definition of "relocation expenses" 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.

(Note: Refer to Instructions)

15.40 Dependants Prohibited from Accompanying an Employee

15.40.1 Subject to subsection 15.40.4, 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 in accordance with this directive, of the dependant from the approved place of residence abroad to:

(a) the employee's headquarters city; or

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

15.40.2 Where the location chosen by the employee and approved by the deputy head is outside Canada, relocation expenses, in accordance with this directive, shall be limited to the expenses that would be incurred if the dependant had been relocated to the employee's headquarters city.

15.40.3 Subject to subsection 15.40.4, 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, in accordance with this directive, 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.

15.40.4 Relocation expenses payable under subsections 15.40.1, 15.40.2 and 15.40.3 shall be those expenses, in accordance with this directive, authorized by the deputy head in such amounts as are considered appropriate to the circumstances by the deputy head, in accordance with this directive.

15.41 Spouse/Common-Law Partner Qualifying as a Dependant in Mid-Tour

(Note: Refer to Instructions)

15.41.1 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 - Definitions, the deputy head may authorize payment of:

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

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

(c) actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects, to the employee's post, up to the cost of shipment by the most direct routing from the headquarters city to the employee's post 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 -Definitions;

15.41.2 The total quantity of effects shipped shall be based on the weight limitation prescribed in Section 15.16 applicable to the employee's new household size and taking into consideration any initial or subsequent shipment previously authorized under Section 15.13.

15.41.3 The move is to be effected immediately after marriage or after the date of dependency, and no less than six months before the expected termination of the employee's posting.

15.41.4 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.

Managerial Discretion

15.42 Managerial Discretion

(Note: Refer to Instructions)

15.42.1 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.

15.42.2 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.

Instructions

Instruction for 15.3.4 – Travel Entitlement

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 subsection 15.3.5.

Instructions for 15.3.14 – Travel Entitlement

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.

Instruction for 15.6.1(a) – Travel by Private Motor Vehicle

For purposes of paragraph 15.6.1(a), the kilometric/mileage rate applicable to government business travel is quoted on the following National Joint Council web pages:

Canada: http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a2-eng.php

Locations Abroad: http://www.njc-cnm.gc.ca/doc.php?lang=eng&sid=3 (Foreign Service Directives - Kilometric Rates - International)

United States of America: http://www.njc-cnm.gc.ca/doc.php?lang=eng&sid=3 (Foreign Service Directives - Kilometric Rates - USA).

Instruction for 15.6.1(b) and 15.6.3 – Travel by Private Motor Vehicle

For purposes of paragraph 15.6.1(b) and subsection 15.6.3, the lower kilometric/mileage rate (as posted on the following National Joint Council web page http://www.njc-cnm.gc.ca/doc.php?did=549&lang=en) is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa 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 for 15.10 - Option of Non-Accountable Relocation Travel Allowance (NAA)

This option is not available where an employee elects to use an entitlement under FSD 45 – Foreign Service Travel Credit Bank and Foreign Service Leave Credit Bank in conjunction with relocation travel.

Instruction for 15.10.8 - Option of Non-Accountable Relocation Travel Allowance (NAA)

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.

Instruction for 15.10.8(a) – Option of Non-Accountable Relocation Travel Allowance (NAA)

For purposes of paragraph 15.10.8(a), the kilometric/mileage rate applicable to government business travel is quoted on the following National Joint Council web pages:

Canada: http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a2-eng.php

Locations Abroad: http://www.njc-cnm.gc.ca/doc.php?lang=eng&sid=3 (Foreign Service Directives - Kilometric Rates - International)

United States of America: http://www.njc-cnm.gc.ca/doc.php?lang=eng&sid=3 (Foreign Service Directives - Kilometric Rates - USA).

Instruction for 15.10.8(b) - Option of Non-Accountable Relocation Travel Allowance (NAA)

For purposes of paragraph 15.10.8(b), the lower kilometric/mileage rate (as posted on the following National Joint Council web page http://www.njc-cnm.gc.ca/doc.php?did=549&lang=en) is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post.

Instructions for 15.11 – Temporary Duty En Route

1. For purposes of Section 15.11, 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.

Instructions for 15.13 – Shipment and Storage of Household Effects

1. Subject to the limitations in Section 15.25, 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 Sections 15.19, 15.20 and 15.21, 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 paragraph 15.13.1(c) 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 paragraph 15.13.1(b) 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.

Instruction for 15.17 – Preparation of Inventory

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.

Instructions for 15.18 – Shipment of Private Motor Vehicle (PMV)

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 Sections 15.19, 15.20 and 15.21, in addition to the limitations in subsection 15.25.1, 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 Sections 15.19, 15.20 and 15.21, in addition to the limitations prescribed in subsection 15.25.1, 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 15.30.

4. If the maximum amount permissible under Section 15.30 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.

Instructions for 15.19 – Damage and/or Loss Claims of Household Effects and Accompanying Baggage – General Provisions

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 15.17 was filed with the deputy head two weeks prior to the mover's pick up of effects.

Instructions for 15.21 – Claim Requirements for Household Effects

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.

Instructions for 15.25 – Limitations of Compensation for Damage and/or Loss

1. 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.

2. Separate limits apply to effects authorized for storage ($120,000) and to effects authorized for shipment ($120,000 or $140,000).

Instructions for 15.25.7 – Limitations of Compensation for Damage and/or Loss

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.

Instructions for 15.28 – House Hunting Trips

1. House hunting 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 subsections 15.32.2 and 15.33.2 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 15.28 also apply to joint custody situations where the dependant qualifies as a dependant or dependent student under the provisions of FSD 2 - Definitions. 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.

Instructions for 15.28.1(a) – House Hunting Trips

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

2. For purposes of paragraph 15.28.1(a), the lower kilometric/mileage rate (as posted on the following National Joint Council web page http://www.njc-cnm.gc.ca/doc.php?did=549&lang=en) is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa 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 for 15.28.1(e) – House Hunting Trips

Receipts for costs incurred under paragraph 15.28.1(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).

Instruction for 15.29 – Incidental Relocation Expense Allowance

The dollar amount specified in Section 15.29 shall be adjusted annually on April 1^st in accordance with the methodology agreed to in the National Joint Council Committee on Foreign Service Directives.

Instructions for 15.30 – Car Rental Expenses

1. The dollar amount specified in Section 15.30 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 mission, the provisions of FSD 30.1.1 may be extended to an employee whose PMV is being shipped to or from the post under Section 15.18. 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.

Instructions for 15.31.4 – Temporary Accommodation Entitlements to/from Post

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 subsection 15.3.15;

(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 following National Joint Council web page http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a3-eng.php.

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 following National Joint Council web page http://www.njc-cnm.gc.ca/doc.php?sid=3&lang=eng .

Instructions for 15.32 – Living Expenses on Relocation to Post

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 subsection 15.32.7, 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 I to this directive.

Instruction for 15.32.1 – Living Expenses on Relocation to Post

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 for subsection 15.31.4.

Instructions for 15.33 – Living Expenses on Relocation to a Place of Duty in Canada

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.

Instructions for 15.35.1 – Termination of Assignment Outside Canada

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 15.16 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.

Instruction for 15.36.1 – Early Termination of Posting

Subsection 15.36.1 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.

Instruction for 15.39.1 – Person Ceasing to be a Dependant

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 15.16.

Instructions for 15.41 – Spouse/Common-Law Partner Qualifying as a Dependant in Mid-Tour

1. The deputy head may approve payment of expenses related to the storage of personal and household effects under the provisions of paragraph 15.41.1(b) or shipment of personal and household effects under the provisions of paragraph 15.41.1(c) following receipt of an inventory prepared in accordance with Section 15.17.

2. If the employee does not have any goods in long-term storage in the headquarters 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.

Instruction for 15.42 – Managerial Discretion

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.

Guidelines

Guidelines for 15.1 - Application

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.

Guideline for 15.1.6 - Application

The intent of subsection 15.1.6 is to take into account the circumstances of each case, including assistance accompanying dependants might provide, in determining reasonable time off.

Guidelines for 15.3.12 –Travel Entitlement

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 mission in the country where travel is being undertaken and, where considered excessive by the employer, may be subject to confirmation by that mission.

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.

Guideline for 15.3.15(f) – Travel Entitlement

Unusual circumstances in paragraph 15.3.15(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 15.14.

Guideline for 15.3.15(i) – Travel Entitlement

Provisions for compensation for damage and/or loss of accompanying baggage, which is in excess of carrier liability or personal insurance, are found in Section 15.22.

Guideline for 15.10.8 – Option of Non-Accountable Relocation Travel Allowance (NAA)

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.

Guidelines for 15.11 – Temporary Duty En Route

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.

Guideline for 15.12.3 – Illness, Injury or Death while Travelling

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.

Guidelines for 15.13.4 - Shipment and Storage of Household Effects

1. Where a shipment is authorized under subsection 15.13.4 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 Appendix A applicable to the employee's new household size.

2. Where a shipment is authorized under subsection 15.13.4 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 Appendix A, and the total quantity of effects shipped on relocation from the employee's post shall remain subject to Appendix A.

Guideline for 15.15.2(a) - Restrictions Applying to Shipments

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.

Guidelines for 15.15.2(d) - Restrictions Applying to Shipments

1. 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.

2. Notwithstanding the provisions of subsection 15.16.2, shipment of an employee's boat to or from a post shall be limited to containerized shipment.

Guidelines for 15.16 – Weight Limitations

1. It is the employee's responsibility to stay within the weight entitlement prescribed in Appendix 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 Appendix 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 subsection 15.16.2, 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 15.16 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.

Guidelines for 15.17 – Preparation of Inventory

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 subsection 15.25.6, 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, i.e. 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 subsection 15.25.6.

Guidelines for 15.18 – Shipment of Private Motor Vehicle (PMV)

1. The purpose of Section 15.18 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.

Guidelines for 15.20 - Intent to Claim for Damage and/or loss to Household Effects

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.

3. A pro forma Intent to Claim against a carrier might include the wording found in Appendix E of this Directive.

Guidelines for 15.21 – Claim Requirements for Household Effects

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 subsection 15.19.3, 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 15.18.

Guidelines for 15.23 – Claim Requirement for Damage and/or Loss to Accompanying Baggage on Relocation

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.

Guideline for 15.25.6 – Limitations of Compensation for Damage and/or Loss

Where a professional evaluation or appraisal is not required for an item specified in paragraphs 15.25.6(b) and (c), 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.

Guideline for 15.26 – Independent Appraiser

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

Guideline for 15.27 – Accountable Advance Pending Settlement of a Claim for Damage/Loss of Household Effects

The time limits specified in FSD 4 - Accountable Advances shall not apply to accountable advances made pursuant to Section 15.27.

Guidelines for 15.29 – Incidental Relocation Expense Allowance

1. The intent of Section 15.29 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 to FSD 15 and incorporated in the amount of the incidental relocation expense allowance.

Guideline for 15.38.1 – Relocation During Long School Holiday Recess

In approving relocation expenses pursuant to subsection 15.38.1, 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.