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Details of Changes - 2019 Cyclical Review of the Foreign Service Directives

March 11, 2019

The following is a detailed listing of all changes made to the version of the Foreign Service Directives which came into effect on April 1st, 2019.

Part 1 outlines the changes which were made throughout all of the FSDs and Part 2 outlines the changes which were made within each directive.

Part 1 - Changes throughout the FSDs

  • Any definition which appeared in a specific directive but was used and applied to other directives was moved to FSD 2 – Definitions.
  • Reference was added in appendices and throughout the directives that the dollar amounts are in Canadian dollars.
  • References to Goods and Services Tax (GST) were changed to applicable taxes
  • Publishing information and links were changed as required
  • References to the Department of Foreign Affairs, Trade and Development were corrected to reflect the new legal name.
  • References to the Public Service Labour Relations Act were changed to the Federal Public Sector Labour Relations Act.
  • Forms were removed from the directives.
  • The sections relating to the FSDs in the Guide to the NJC Rates and Allowances has been updated to reflect the correct FSD section, clarify the elements for each directive and specify changes to the methodologies which have been agreed to by the NJC FSD Committee.
  • The methodology agreed to by the NJC FSD Committee for the annual adjustment of rates and allowances was changed to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the amount remains unchanged until the next review. The rates and allowances are as follows:
    • FSD 10 – Posting Loan – Maximum Amount of the Loan
    • FSD 15.21 – Relocation – Incidental Relocation Expense Allowance
    • FSD 15.22 – Relocation – Local Transportation Allowance
    • FSD 17 – Assistance for Spouses or Common-Law Partners – Employment Related Allowance
    • FSD 56 – Foreign Service Premium
    • FSD 58 – Post Differential Allowance

Part 2 - Changes by FSD

FSD 2 – Definitions

The following new definitions were added to FSD 2:

  • Appropriate foreign service interdepartmental coordinating committee
  • Child under a custody arrangement
  • Family configuration
  • Medical service provider
  • Normally resides with the employee at post

The following definitions which apply throughout the directives were moved from a directive to FSD 2:

  • Month of service
  • Principal residence
  • Relocate
  • Relocation expenses
  • Single-family dwelling
  • Shelter cost

The following definitions were modified to provide better clarity:

  • Assignment
  • Annual salary
  • Kilometric/mileage rate
  • Lower kilometric/mileage rate

The following definitions were deleted and integrated in another definition:

  • Accompanied by one
  • Accompanied by two or more

FSD 3 – Application

  • Sections 3.1, 3.2 and 3.3 relating to assignments were re-written to provide better clarity on when the FSDs apply with regards to assignments and to other arrangements.
  • Changes were made in section 3.4 – Assignment in Support of the Canadian Forces to align with the new MOA which was approved by the President of Treasury Board.
  • A new subsection was added to section 3.5 – Employee Couple to outline the specific provisions within the FSDs which relate specifically to an employee couple.
  • New sections were added to FSD 3 to outline the application of the FSDs for employees on leave without pay, for employees who have a child who is under a custody arrangement and when there is a new assignment at the same post. A new Appendix B was added to FSD 3 which outlines the application of the FSDs when there is a custody arrangement.
  • The provisions which were in FSD 69 – Calculation of Allowances and which related to Legal Strike Situations, Calculation of Allowances for Periods of Less than a Complete Month, Maternity and/or Parental Leave, Leave Without Pay or Away Without Leave Situations were moved into FSD 3 – Application and the appendix on the Calculation of Allowances for Periods of Less than a Complete Month was moved from FSD 69 to FSD 3 – Appendix A.

FSD 4 – Accountable Advances

  • No changes

FSD 8 – Short-Term Assignment

  • The duration of a short-term assignment has been changed from over 30 days and less than one year to 121 days or more and less than one year. As such, employees who are on assignment for a period of 120 days or less will now be subject to the provisions of the NJC Travel Directive. Throughout this directive, the name and order of many of the provisions have changed in order to provide greater clarity.
  • Provisions were added to address situations where a short-term assignment is lengthened, shortened or becomes an assignment of over one year and where an employee goes to post under the NJC Travel Directive and the assignment is lengthened.
  • Transitional provisions have been developed for employees on a short-term assignment on April 1st, 2019.
  • Travel provisions for employees on short-term assignment will now be based on the NJC Travel Directive rather than the relocation travel provisions of FSD 15 – Relocation.
  • Employees may now be authorized excess accompanying baggage rather than a shipment of effects to post, in order to ensure timely access to the effects.
  • Clarification was added to the Incidental Expense Allowance to specify that the amount is provided at the beginning and at the end of the assignment.
  • The meal allowance provisions will be as specified in the NJC Travel Directive and specific mention is made that the incidentals do not apply given that an Incidental Expense Allowance is provided.
  • Reimbursement for actual and reasonable local transportation expenses when an employee on short-term assignment is required to participate in work related events or where overtime causes a disruption in the regular commuting pattern have been added.
  • Home Travel and Alternative provisions have replaced previous Weekend Travel Home provisions from the NJC Travel Directive. The new provisions provide for up to three trips home if the short-term assignment is for 280 days or more and travel by a spouse or a dependant to post may be authorized as an alternative lieu of a trip home as is the case in the NJC Travel Directive.
  • Clarification was added that home communication only applies to employees who are on short-term assignment outside of the continental U.S.A. as is the case in the NJC Travel Directive.
  • Employee responsibility was added with regards to ensuring continued coverage under the Public Service Dental Care Plan while on Short Assignment and to change coverage from Supplementary to Comprehensive where the short-term assignment is extended to over a year.
  • A section was added to address temporary absences during a short-term assignment and the impact on the provisions.
  • Additional information was added to clarify the provisions which apply when an employee is accompanied by dependants on a short-term assignment.
  • A new section was added to address emergencies, illnesses, injuries or death while on a short-term assignment. The provisions refer to those of Part V of the NJC Travel Directive.

FSD 9 – Medical and Dental Examinations

  • Many references to Health Canada were changed to medical service provider as defined in FSD 2 – Definitions.
  • Provisions from FSD 38 – Preventive Medical Services Expenses which related to medical and dental examinations prior to a cross-posting were incorporated into this directive given the pre-posting nature of the provisions.
  • Provisions which apply when an employee is assigned to Canada have been moved to the new section 9.2 – On Assignment to Canada.
  • The language relating to fitness for duty assessment was simplified.
  • Provisions were added within the directive to cover the cost of local transportation and/or parking to attend mandatory pre-posting medical and dental appointments as required by the deputy head.

FSD 10 – Posting Loan

  • The introduction to this directive was modified to recognize that employees may have to purchase items required at post and that the posting loan is provided only for these purchases.
  • Provisions requiring the employee to repay any unused portion within 30 days of completion of purchases were added.
  • Verification of the use of the posting loan provisions were added to the directive. Employees will be required to retain evidence that the amount of the loan was used for the purpose of purchasing items and, when requested by the deputy head, to demonstrate that the loan has been used for the purchase of items. When the employee cannot demonstrate that the loan was used for the purchase of items, the employee will be required to immediately repay that portion of the loan the use of which cannot be substantiated. Finally, an employee may be subject to administrative and/or disciplinary action where the loan is not used for the purchase of items required at post.

FSD 12 – Expenses for Dependants on Pre-Posting Briefing Programs and/or Foreign Language Training

  • Given the similar nature of the provisions of FSD 12 – Travelling Expenses for Dependants on Pre-Posting Briefing Programs and FSD 14 – Travelling Expenses for Dependants on Foreign Language Training, these two directives were consolidated into a new FSD 12 – Expenses for Dependants on Pre-Posting Briefing Programs and/or Foreign Language Training.
  • Clarification was added that the cost of delivering the pre-posting program or the foreign language training is not an FSD expense.
  • Provisions were expanded to recognize that the location of the pre-posting training is not limited to the National Capital Region.
  • Explicit mention is made within the directive that telephone calls are not reimbursed where an incidental allowance is paid for travel within Canada or the continental U.S.A. pursuant to the NJC Travel Directive.

FSD 14 - Travelling Expenses for Dependants on Foreign Language Training

  • Provisions were consolidated within FSD 12 and FSD 14 was deleted

FSD 15 – Relocation

  • The following new definitions have been added to the directive: accountable relocation travel option, official routing, relocation travel allowance, travel allocation.
  • The following definitions were deleted from the directive: beauty allowance, replacement cost value, transportation entitlement.
  • The following definitions were moved to FSD 2 – Definitions as they apply to other FSDs as well: place of duty, relocation, relocation expenses.
  • Clarification was added in subsection 15.1.6 on the approval of leave with pay for relocation and reference to leave without pay for the spouse was deleted. Clarification was added in subsection 15.2.3.
  • Sections 15.3 to 15.12 relating to relocation travel were re-written to simplify and avoid repetition. A travel allocation was defined.
  • A new Appendix A outlining the relocation travel provisions was developed.
  • Expenses which are included in the calculation of the relocation travel allowances are outlined in section 15.4 and include the travel allowance for travel by air, sea or PMV, local transportation in Canada, two nights’ accommodation in Canada, the daily meal allowance for each traveller and one daily incidental per family unit.
  • Additional relocation expenses which can be claimed in addition to the relocation travel allowance are listed in section 15.5.
  • Reference to air travel has been changed to unrestricted full economy air fare.
  • Clarification was added on the provisions which apply for dependants who accompany an employee on temporary duty en route to post.
  • All provisions allowing a shipment of effects after the initial relocation have been consolidated into subsection 15.13.3 and are referred to as an additional shipment.
  • Provisions relating to shipments for employees who are cross-posting have been consolidated in subsection 15.13.4.
  • The requirement to exercise managerial discretion for the addition of effects which an employee acquires as an inheritance has been removed.
  • Clarification has been added in subsection 15.14.1 that the mode of shipment may differ on relocation to and from post.
  • Clarification has been added in subsection 15.16.1 that the weight of household effects used for disability-related needs (such as motorized wheelchair, etc.) is not considered as part of the weight of the employee’s household effects for the purposes of the weight limitations.
  • Simplification of the provisions for insurance on household effects which are shipped or stored. The new section 15.19 outlines the coverage which employees will be provided as well as provisions for advances, independent appraisers and the deputy head liaising with the service provider as required. All administrative information relating to the claims procedures have been deleted resulting in the deletion of sections 15.20 to 15.27 and of Appendices B to F.
  • Reference was added within subsection 15.20.1 to living expenses as defined in FSD 2 – Definitions.
  • Provisions regarding telephone calls were aligned to the NJC Travel Directive and references to 10 minute station-to-station calls was removed.
  • Clarification was added with regards to the leave with pay which applies to an employee who is on an authorized house hunting trip.
  • Subsection 15.21.1 was corrected to reference the new Appendix C for the rate for the incidental relocation expense allowance.
  • Subsection 15.21.2 which applied to FSD 8 – Short Term Assignments was deleted to align with the changes made in FSD 8. The section of the appendix was also deleted.
  • FSD 15.22 – Car Rental was renamed Local Transportation and provisions were expanded to allow the use of the allowance for car rental, taxis and any other local transportation options to recognize the various options available around the world.
  • Reference was corrected to reflect the new Appendix D for the local transportation allowance.
  • Clarification was added to the application of the correct rate based on various scenarios.
  • Reference was added in subsection 15.22.3 to align the provisions relating to insurance which an employee may have to purchase when renting a vehicle under FSD 15.22 with the provisions of the NJC Travel Directive.
  • The provisions of the old subsection 15.19.6 with regards to additional car rental when a PMV is damaged while in long term storage were moved to subsection 15.22.3.
  • Reference to the 75% of the applicable meal rate in sections 15.24 and 15.25 were modified to indicate 75% of the full meal rate to ensure consistent application.
  • The provisions of subsection 15.23.4 which provided for dependant care during the packing and unpacking were moved to paragraph 15.5.1(h).
  • Paragraph 15.23.6(c) relating to laundry, dry cleaning, valet services and attendant gratuities was deleted as a daily incidental allowance is provided.
  • Appendices I and J relating to living expenses in temporary accommodation to post and to Canada were consolidated into a new Appendix E to avoid repetition.
  • The transitional provisions of section 15.34 were deleted as they no longer apply.
  • Early termination of an assignment as a result of death or workforce adjustment were modified to remove the reference to cost recovery of relocation expenses and the new Appendix F (old Appendix K) was adjusted to reflect this change.
  • Clarification was added within the provisions for relocation during long school holiday recess on the dependants for who the provision can be authorized.
  • Clarification was added within the provisions for dependants who qualify as a dependant in mid tour to specify that qualification is pursuant to the provisions of FSD 9 – Medical and Dental Examinations and that the relocation costs can be from the location of the marriage or the place of residence of the spouse.
  • Clarification was added with regards to the actual and reasonable costs which can be covered when a child who is born away from post pursuant to FSD 41 – Health Care Travel and when an individual becomes a dependant during the employee’s assignment abroad.
  • Appendices L and M were deleted as the information was provided within the directives.

FSD 16 – Assistance for a Principal Residence

  • The following definitions were moved to FSD 2 – Definitions as they appear and apply to other FSDs: principal residence, single-family dwelling, and shelter cost.
  • Clarification was added in subsection 16.2.3 that the principal residence was rented.
  • Clarification was added in subsection 16.3.1 that the shelter waiver for a finder’s fee may only be applied twice during the assignment including any extensions.
  • Language in subsection 16.3.3 was standardized to reference termination of a lease in both (a) and (b).
  • Subsection 16.4.5 was simplified to reference the exceptions to the nine-month limit on shelter waivers and reference to exceptional and truly exceptional circumstances were removed.
  • Clarification was added in subsection 16.6.1 to indicate that the provisions may apply to career foreign service employees commencing after official notification has been received of a first relocation and any time thereafter during their career.
  • Clarification was added in subsection 16.7.1 to indicate the provisions which apply to foreign assignment employees and remove the reference to the NJC Relocation Directive.
  • Title insurance now appears in the list of examples of expenses necessary to acquire or provide clear title to a property in subsection 16.8.4.
  • A new section was added to provide clarity on how the provisions of FSD 16 apply to co-owned properties.
  • Section 16.18 on the Sale and/or Purchase of a Principal Residence in other situations was re-written in order to provide clear guidance on the application of the provisions in various scenarios such as when an employee does not relocate from their headquarters city due to an assignment in another Canadian city, when an employee is assigned from a post to another Canadian city which is not the employee’s headquarters city or to a new headquarters city.
  • Reference was added to section 16.18 to the relocation provisions which apply when the provisions of section 16.18 apply.
  • Reference to the NJC Relocation Directive in relation to the international relocation was removed in section 16.18.

FSD 17 – Assistance for a Spouse or Common-Law Partner

  • The maximum amount of the allowance provided under section 17.2 – Employment Related Expenses was increased to $750 and, rather than a fixed amount, it will be adjusted on April 1st of every year as per the agreed upon methodology.
  • Section 17.3 was renamed Professional Retraining.
  • The provisions of section 17.3 were expanded to allow the retraining to occur within the 12 months prior to a return to Canada to allow spouses to obtain the retraining before their arrival in Canada.
  • Sections 17.4 and 17.5 were deleted as they were transitional provisions which are no longer required.

FSD 18 – Special Family Separation Assistance

  • The provisions relating to a shelter waiver under section 18.4 and to family reunion under section 18.5 were modified to apply in the employee’s headquarters city or the employee’s last place of duty in Canada.

FSD 25 – Shelter

  • Reference to annual salary was changed to annual rate of pay to align with the language in the collective agreements.
  • The definition for shelter cost was moved to FSD 2 – Definitions and certain elements which appeared in the definition were integrated into section 25.10 – Shelter Cost.
  • Section 25.1 – Application was re-organized to reflect that the shelter cost is based on the annual rate of pay and the household size and the impact of a retroactive adjustment to the annual rate of pay was moved to the end.
  • The accommodation space targets/guidelines which were found in Appendix C and subject to review following the release of Census data were simplified to reflect the number of persons in the household and the number of bedrooms. They now appear in the new 25.1.2 subsection and will no longer be subject to reviews following the release of Census data. As a result, Appendix C was deleted.
  • Provisions relating to the election of a household size which is one level higher than the actual household size of an employee will be the same for employees in Crown-held and in privately leased accommodation and may apply to recognize the impending birth or adoption of a child.
  • The calculation of a new shelter cost to reflect a change in the household size at post will take effect on the first calendar day following the arrival or departure of the dependant, rather than the first day of the month following the arrival or departure of the dependant.
  • Subsection 25.2.2 was deleted as it referenced Appendix C which has also been deleted as a result of the inclusion of the accommodation space targets/guidelines within the new 25.1.2 subsection.
  • The provisions of FSD 26 – Security Deposit Advance which apply to employees who are in privately leased accommodation were integrated into new subsections 25.4.5 to 25.4.10 in order to ensure that employees and administrators are aware of the provisions.
  • Paragraph 25.5.1(c) and subsection 25.9.4 relating to expenses which can be paid when a local move is required at post for reasons beyond the employee’s control and not normally encountered in the headquarters city were deleted and incorporated into a new section 25.16 – Local Moves.
  • The methodology for the increase in shelter costs was changed. Rather than updating the shelter cost every four to five years following the release of Census data, often resulting in a significant increase, the shelter cost will be adjusted annually on April 1st to reflect the Ontario Rent Increase Guidelines.
  • Elements from the definition of shelter cost were integrated into subsections 25.10.1 and 25.10.3, namely what the shelter cost represents and the payment of shelter cost in local currency.
  • A change was made in subsection 25.10.5 to reflect that the effective date of a change to the shelter cost when a dependant permanently arrives or departs the post is the first calendar day following the arrival or departure.
  • A change was made in 25.10.6 to reflect that the shelter cost is adjusted on April 1st of every year as reflected in Appendix A and the reference to the adjustment every five years following the publication of the Census results was removed.
  • Clarification was made in section 25.13 that the provisions relating to shared accommodation applied to employee-couples and to situations where employees choose to share accommodation.
  • Clarification was made in subsection 25.13.4 with regards to the application of an accommodation deficiency adjustment when there is an emergency evacuation and the employee is required to share their accommodation with one or more employees at post, non-employees or persons on travel status.
  • Clarification was made in a new subsection 25.15.2 that when an employee is in receipt of a 100% shelter waiver for any given month, the provisions relating to an accommodation deficiency adjustment do not apply.
  • A new section 25.16 was developed to reflect the circumstances under which a local move may be authorized and the expenses which may be covered.
  • Appendix D becomes Appendix C and Appendix E becomes Appendix D as a result of the deletion of Appendix C.

FSD 26 – Security Deposit Advance

  • FSD 26 was consolidated into FSD 25 – Shelter, section 25.4 and FSD 26 was deleted.

FSD 28 – Safe Storage Expense Benefit

  • Reference in subsection 28.1.1 was changed to and the living accommodations will be vacant during that absence rather than reference to dependants or domestic help.

FSD 30 – Post Transportation

  • The definition for commuting share was simplified.
  • The title of section 30.1 was changed to Crown Provided Vehicle rather than Vehicle Rental as it better reflects the intent of this section.
  • Change was made to subsection 30.2.2 to limit the reimbursement of compulsory technical control inspection expenses to the fees which exceed the requirements, rates and/or frequency in the province of Ontario.
  • Section 30.7 – Commuting Share was deleted as it repeated the definition of commuting share which is found in the definitions section of FSD 30 and provided information relating to long term pass/tickets which no longer applies.
  • Section 30.8 was renumbered to reflect the deletion of section 30.7.
  • The provisions for education transportation were expanded to include situations when a child is attending a non-fee paying school and the provisions for education transportation could apply.
  • Subsection 30.8.6 was deleted as it repeated the definition of lower kilometric rate which is defined in FSD 2 – Definitions.

FSD 32 – Daycare Assistance

  • The term deductible was changed to employee share throughout this directive as it is more reflective of the intent.
  • Appendices A and B were updated to reflect the 2018 employee shares.

FSD 33 – Lycée in Canada

  • The introduction of FSD 33 was re-written to better reflect the intent of the directive.
  • Reference to RCMP Liaison Officers was removed as it is not a condition of employment for them to serve abroad pursuant to a rotational pattern throughout the span of their career as is the case for career foreign service employee.
  • The application section was re-written to better reflect to whom the directive applies.
  • Clarification was provided within paragraph 33.1.2(a) that the provisions apply in respect of a child who was registered in the French lycée system during the previous assignment of the employee abroad to emphasize the notion of continuity.
  • A new section was developed to address the duration of the provisions in Canada, with consideration for exceptions.

FSD 34 – Education Allowances

  • The list of admissible expenses under Definitions was reviewed and the following changes were made:
    • Reference to regular educational program in Ontario was added to (a)
    • Reference to at the school that the dependent child/student will attend was added to (a)(iv)
    • Reference to including license fees was added to (a)(vi)
    • An employee share was added for examination fees for programs such as the International Baccalaureate and Advanced Placement in (a)(viii).
    • Graduation fees and military uniform rental were removed from the list of admissible expenses under (b).
    • In the new (b)(viii) – old (x), reference to mandatory courses was added, field trips was removed and the reference to and which are not normally provided free of charge as part of the educational program in Ontario was removed.
    • A new item was added for mandatory field trips where conditions outlined in subsection 34.1.4 are met in subparagraph (b)(ix).
    • Reference to compulsory mid-day meal service was added in subparagraph (b)(x) – old (xi).
    • Clarification was added to subparagraph (c)(iv) indicating that the private tutoring in the second official language is private tutoring in English or in French, whichever language is not the language of instruction of the school and tutoring is now available to junior kindergarten students.
    • Reference was added in paragraph (g) to section 34.6 with regards to the storage expenses of personal effects between consecutive school years.
    • Reference was added in paragraph (h) to college application fees.
  • The list of inadmissible education expenses under Definitions was reviewed and the following changes were made:
    • Old paragraph (h) optional field trips was deleted.
    • New paragraph (h) – old (i) was clarified to specify that expenses for private lessons, such as music and dance are inadmissible, not only private music and dancing lessons.
  • Subsection 3.1.4 on field trips was re-written to provide greater clarity on the conditions which must be met prior to the expense being covered.
  • Subsection 34.2.4 on private tutoring in subjects was re-written to provide greater clarity on the conditions which must be met prior to an education allowance being approved for private tutoring in subjects.
  • Subsection 34.2.5 on home schooling was re-written to highlight the responsibility of the employee to inform the deputy head when home schooling is chosen, to specify that an education allowance will not be provided for home schooling and that support for private tutoring will not be provided if an employee chooses to register the child at a school.
  • Reference was added to FSD 40 – Provincial Health Insurance Premiums – Dependants in Canada within FSD 34 – Education Allowances to ensure that employees and administrators are aware of the provisions.
  • The provisions of subsection 34.4.6 were changed to reflect the same maximum payable for French language education at the secondary level as English language education.
  • Subsection 34.5.2 relating to a cross-posting was deleted as the normal provisions of this directive apply.
  • Subsection 34.5.2 relating to establishing a ceiling for attendance at the Sophia Antipolis School in Valbonne, France was deleted and the applicable ceiling for French language education not at post and not in Canada is the same as the maximum payable for secondary education in Canada.
  • Section 34.6 – Post-Secondary Education was renamed to Postsecondary Shelter Assistance to better reflect the provisions provided.
  • The assistance provided was limited to dependent students who attend a postsecondary educational facility in the employee’s headquarters city or last place of duty in Canada, rather than any location in Canada. Transitional provisions were developed for employees who received the provisions of the 2009 directives. Those provisions will continue to apply until the end of the employee’s assignment, excluding any extensions.
  • An administrative change was made to the provisions relating to the storage of a dependent student’s personal effects between consecutive school years. An annual ceiling will be established and published in Appendix A of FSD 34 and employees can claim actual and reasonable commercial storage expenses up to the ceiling rather than submitting an individual request to the appropriate foreign service interdepartmental coordinating committee.
  • A new provision was added to section 34.6 clarifying that the provisions of postsecondary shelter assistance do not apply when the dependent student resides in the employee’s principal residence or a property owned by the employee and/or common-law partner.
  • Subsection 34.8.1 was re-written to simplify the language.
  • Section 34.9 – Special Education Allowance was re-written to simplify the language and facilitate the administration.
  • Appendix A to FSD 34 – Education Allowances was deleted.
  • A new Appendix A was added with the annual rates which apply to FSD 34.

FSD 35 – Education Travel

  • Provisions relating to the travel of a parent to escort a child from post to a postsecondary educational institution is now limited to travel to the employee’s headquarters city or last place of duty in Canada. If the postsecondary educational institution is not in the employee’s headquarters city or last place of duty in Canada, the employee is responsible for an employee’s share which is equal to return travel from the employee’s headquarters city or last place of duty in Canada to the location of the postsecondary educational institution.

FSD 38 – Preventive Medical Services Expenses

  • References to Health Canada were changed to medical service provider as defined in FSD 2 – Definitions.
  • Subsections 38.1.2, 38.1.3 and 38.1.4 relating to medical examinations at the time of a cross-posting were moved to FSD 9.
  • The provisions relating to independent medical opinion under section 38.3 were simplified and aligned to the provisions which apply in the fitness for duty assessment of FSD 9.
  • Section 38.4 was re-written to simplify and clarify when expenses relating to the immunization of employees and dependants against communicable disease can be reimbursed and when expenses relating to securing preventive medicines can be reimbursed.
  • The payment of expenses for domestic help has been limited to situations where there are security reasons for the domestic help.

FSD 39 – Health Care Expenses

  • Many of the references to Health Canada were changed to medical service provider as defined in FSD 2 – Definitions.
  • Specific reference was added to the Comprehensive Coverage of the Public Service Health Care Plan as applicable.
  • Subsection 39.1.2 which relates to the Public Service Dental Care Plan was moved to 39.1.9 in order to ensure that the subsections relating to the Public Service Health Care Plan were together, providing a better flow of the provisions.
  • Recognizing that the services of a midwife and the services of an anesthesiologist are provided within a hospital in Ontario, these two services were added in subsection 39.1.6 as expenses which the deputy head can reimburse.
  • Subsection 39.1.8 was re-written and simplified to ensure more clarity.

FSD 40 – Provincial Health Insurance Premiums – Dependants Resident in Canada

  • Specific reference was added to the Comprehensive Coverage under the Public Service Health Care Plan as applicable.
  • Subsection 40.1.1 was adjusted to remove references to a claim as the amount provided is an allowance.

FSD 41 – Health Care Travel

  • Many references to Health Canada were changed to medical service provider as defined in FSD 2 – Definitions.
  • New definitions were added to the directive for the following: acute medical condition, chronic medical condition, elective medical treatment/procedure, emergency medical condition, and routine medical examination.
  • Subsection 41.1.1 – Application was re-written to clearly identify that the health care travel provisions apply for an acute medical condition, an emergency medical condition or accouchement.
  • Subsection 41.1.2 was re-written to clearly state that the directive does not apply for routine medical examinations, including treatments for chronic medical conditions or elective medical procedures and that employees are responsible for scheduling such appointments during planned travel away from post.
  • Subsection 41.1.5 now outlines the elements which the deputy head must take into account in assessing the suitability of health care facilities or services at post.
  • Subsection 41.1.6 outlines who can travel under the provisions of FSD 41.
  • Subsection 41.1.7 outlines which elements should be considered in determining whether accompanying dependent children should be authorized to accompany the parent.
  • Subsection 41.1.8 outlines which elements should be considered in determining whether an escort should be authorized to accompany the traveller.
  • Section 41.2 outlines the admissible expenses which can be reimbursed.
  • Section 41.3 outlines the provisions relating to dependant care.
  • Section 41.4 outlines the provisions relating to travel leave when the employee must travel.
  • Section 41.5 outlines the provisions relating to accouchement.
  • Section 41.6 outlines the provisions relating to the Health Care Travel Allowance to Attend the Birth of a Child.
  • Address information was updated in section 41.7 relating to the medical reports which must be submitted every time health care travel is authorized under this directive.

FSD 42 – Medical and/or Dental Expense Advance

  • Specific reference was added to the Comprehensive Coverage under the Public Service Health Care Plan as applicable.
  • The minimum amount for an advance has been increased from $200 to $500 and the conditions are outlined in subsection 42.1.1.

FSD 44 – Holidays

  • No changes

FSD 45 – Foreign Service Travel Credit Bank and Foreign Service Leave Credit Bank

  • The transitional provisions were deleted.
  • New transitional provisions were added to allow employees to continue to use the leave and travel credits until April 1st, 2020. Effective April 1st, 2020, the travel credits will be converted to leave credits and will be paid out at a rate of 75 hours per year until the employee’s credit bank is used. Employees who have leave credits can continue to use these credits as leave until they are paid out.

FSD 46 – Post Leave Option

  • Subsection 46.1.3 which outlined the commencement date for employees who elected for the post leave option in 2001 were deleted as they no longer apply.
  • Subsection 46.1.6 which described the calculation of credits based on months of service was deleted as a definition of month of service was added to FSD 2 – Definitions and is referenced in the subsection 46.1.4.
  • Section 46.2 – Transitional Provisions was deleted as it no longer applies.

FSD 47 – Leave for Post-Attributable Injury and Illness

  • The introduction was re-written to reflect the intent of the directive in a more concise manner.
  • Reference was added to physical and psychological impacts of post-attributable illnesses and injuries.
  • Reference was added to “any employer supported programs”.

FSD 48 – Other Leave

  • No changes

FSD 50 – Post Travel Assistance

  • The name of the directive was changed to Post Travel Assistance to reflect the intent of the directive which is for employees to travel away from post. The name change was made throughout the directive.
  • Within paragraphs 50.1.1(b), (c) and (d), references to “trip” were changed to “allowance” to clarify the intent.
  • Section 50.3 was renamed Calculation of Allowance to better reflect the intent of this section.
  • Clarification on the methodology used for the calculation of the allowance was added within section 50.3.
  • Reference to the certification and verification requirements of the allowance which were found at the end of the allowance under the reporting section was moved to a new subsection 50.3.2.
  • In section 50.6 – Additional Shipment of Goods for employees returning to a post with a hardship level of III, IV or V, reference to “accompanied excess baggage not to exceed 20 kilos” was replaced with “one piece of accompanied excess baggage”.
  • The information contained in section 50.11 – Reporting was moved to subsection 50.3.2 and section 50.11 was deleted.
  • Managerial discretion was added to FSD 50 – new section 50.11 – to allow for the pro-rating of an allowance when a full year is not completed as a result of operational requirements and to allow the use of the allowance when an employee or dependant are away from post as a result of an emergency evacuation. Reporting requirements apply to the use of the new managerial discretion provisions.

FSD 51 – Family Reunion

  • Clarification was added within subsections 51.1.2 to clarify how entitlements are calculated for periods of less than 12 months.
  • Provisions were added in subsection 51.3.1 to include the cost of a first and/or second checked baggage when the airline charges a fee.
  • Reference in paragraph 51.3.2(d) to the methodology used to establish the lower kilometric rate was removed and reference to FSD 2 – Definitions was added to avoid duplication.
  • The title of section 51.5 was changed from “21 or less” to “21 or younger”.
  • The title of section 51.6 was changed from “Over 21 and Less than 24” to ’22 or 23 years old”.
  • Provisions from section 54.3 – Travel Allowance – Infirm Child were moved to subsection 51.8.2.
  • Subsection 51.11.4 was modified to remove the references to the child too young to travel and to the headquarters being the place of residence of the child for the actual and reasonable accommodation expenses to be covered.
  • Section 51.13 was re-written to modernize and simplify the provisions relating to telephone calls and the title was changed to Telephone Calls With Dependants to recognize that calls from the dependants to the employee are admissible.
  • The five appendices to FSD 51 were consolidated into one appendix.

FSD 54 – Compassionate Travel

  • The definition of “parent” was modified to include alternatively stepfather, stepmother or foster parent.
  • Reference was added throughout the directive as applicable to the employee’s share and the methodology for calculating the employee’s share.
  • The provisions of section 54.3 relating to a travel allowance for an infirm child were moved to FSD 51 – Family Reunion.
  • Clarification was added in section 54.16 that the travel leave can apply for the travel to the destination and/or to the post.

FSD 55 – Post Living Allowance

  • The basket of goods and services which is used to complete the Cost of Living Survey and establish the post index was revised by the NJC FSD Committee using the 2016 Survey of Household Spending. This resulted in a modernization of the basket of goods by adding items such as on-line services, application and game downloads, wearable electronic devices music and movie downloads. In addition, certain items were removed from the basket of goods to recognize that there are provisions within the FSDs which compensate employees directly. A correction was made in subsection 55.4.2 to replace PLA with Post Index to ensure accuracy.
  • The salary ranges listed in Appendix A were revised by removing the salary ranges of $24,450 to $40,449, recognizing that the minimum salaries of employees assigned abroad has increased since the initial development of the table.

FSD 56 – Foreign Service Incentives

  • The definition of Reside with the employee at the post was moved to FSD 2 – Definitions as it is used in other FSDs.
  • The definition of Single parent was deleted as the provisions relating to single parents are well explained within the directive.
  • The transitional provisions in paragraphs 56.2.1(a) and (b) and subsections 56.2.2 and 56.2.3 which applied in 2009 were deleted as they no longer apply as well as Appendix C which presented a transitional table with rates which applied to employees at post in 2009 until the end of their assignment, excluding any extensions.
  • A new definition for family configuration was developed to replace the references to accompanied by one and accompanied by two or more dependants within subsection 56.4.1. The new family configuration definition includes accompanied by one dependant, accompanied by two dependants, accompanied by three dependants and accompanied by four or more dependants and aligns better with the annual rates which appear in Appendix A of FSD 56.
  • The order of sections 56.5 – Foreign Service Steps and 56.6 – Foreign Service Points was changed to provide greater clarity. Employees must accumulate points in order to progress through the steps and as such, it was more logical to present the points before the steps.
  • The information on the calculation of the points prior to 1979 which was presented in the old paragraphs 56.6.1(a), (b), (c) and (d) was moved to a new Appendix C.
  • Information in the new subsection 56.5.2 describing a month of service was removed from FSD 56 given that a definition of month of service was added to FSD 2 – Definitions.
  • Clarification was added to the new subsection 56.6.2 on the application of step I until 24 points have been accumulated.
  • Transitional provisions relating to the commencement of payment for the Post Specific Allowance under paragraph 56.11.4(a), (b) and (c) were removed and relevant provisions were re-written within a new (a) and (b).
  • The table in Appendix A was amended to align with the points required for each step.
  • The old Appendix C which presented a transitional table of the Foreign Service Premium for employees who were at post on April 1st, 2001 was deleted as the transitional provisions no longer apply.
  • A new Appendix C which presents the Foreign Service Premium point calculation prior to April 1, 1979 was developed, capturing information which was in the old paragraphs 56.6.1(a), (b), (c) and (d).

FSD 58 – Post Differential Allowance

  • Reference in subsection 58.1.1 to family size was replaced by family configuration as defined in FSD 2 – Definitions.
  • Reference was added in paragraph 58.1.1(a) to Appendix A of FSD 58 which presents the rates which are applicable for the post differential allowance.
  • Reference was added in paragraph 58.1.1(b) to Appendix B of FSD 58 which presents the post rating levels.
  • Subsections 58.1.2 and 58.1.3 which referenced accompanied by one dependant and accompanied by two or more dependants were deleted as the reference in subsection 58.1.1 to family configuration addresses the rate which must be paid.
  • Subsection 58.4.2 was deleted as it described a month of service which is now defined in FSD 2 – Definitions.
  • Provisions were expanded for the continuation of the bonus payment when an employee spends time in Canada between assignments to hardship posts. The current 30-month period is extended to 42 months when an employee accepts an assignment to a hardship level IV or V post.
  • Provisions were added to protect the bonus payment of an employee who is receiving a bonus payment when the hardship level of a post changes to a non-hardship level. The employee’s bonus payment is stopped at the time of the change in rating but is protected until the end of the assignment, excluding any extensions.
  • Provisions relating to Respite Travel Assistance as an additional allowance due to extraordinary conditions were added within subsection 58.5.1.
  • Provisions relating to the review of the assistance provided under subsection 58.5.1 were clarified in subsection 58.5.2, establishing a review at least twice a year.
  • Provisions relating to reporting requirements were clarified in subsection 58.5.3.

FSD 64 – Emergency Evacuation

  • Clarification was added to section 64.2 on travelling and living expenses.
  • Section 64.3 on telephone calls was deleted. Provisions relating to telephone calls were aligned with the NJC Travel Directive and added to the new section 64.3 on additional expenses which can be claimed.
  • Clarifications were added in section 64.5 – Living Expenses in Temporary Accommodation at Post to outline the expenses which can be claimed and to reference FSD 25.13 for rent reductions when employees are required to share accommodation during an emergency evacuation.
  • A new section 64.14 was added and outlines the impact of an emergency evacuation on other FSDs and sections 64.1.2, 64.14 and 64.15 were included in this new section.

FSD 66 – Death Abroad of an Employee or Dependant

  • No changes

FSD 69 – Calculation of Allowances

  • The provisions of FSD 69 were integrated with FSD 3 – Application and FSD 69 was deleted.

FSD 70 – Reporting Requirements and Verification of Allowances

  • The title of the directive was changed to “Allowances and Reporting Requirements”.
  • The order of the provisions was changed to present the reporting requirements at the end of the directive.
  • Clarification was added in subsection 70.2.3 that employees are not required to advise the deputy head of changes to travel plans for FSD 50 – Post Travel Assistance.
  • Clarification was added in section 70.4 of the percentage of each allowance which must be certified.
  • The provision of the old subsection 70.4.3 allowing the deputy head to issue the allowance for FSD 45 in segments was removed.
  • Clarification was added to new subsection 70.3.4 to indicate that employees are “required to certify” rather than “expected to demonstrate” the use of the allowance.
  • Clarification was added to new section 70.4 on the certification and verification procedures applying to the allowances.
  • The reporting requirements which deputy heads have with regards to the FSDs have all been consolidated in section 70.5 and the reporting date for all reports has been aligned to December 1st of every year.
  • Reporting requirements to the NJC FSD Committee have been incorporated into subsection 70.5.3.