Scope
Introduction
To recognize varying living conditions outside Canada, special short-term assignment provisions have been developed for assignments of more than 30 consecutive days but less than one year, when the employee normally accepts the assignment on an unaccompanied basis, when the Foreign Service Directives do not apply, as outlined in this directive.
The provisions of this directive reflect the comparability principle, as outlined in the Introduction to the Foreign Service Directives.
Definitions
Note: These definitions only apply to this directive.
Assignment (affectation) is an assignment as defined in FSD 3 - Application
Directive
8.1 Application
8.1.1 The provisions of Appendix A to FSD 3 - Short-Term Relocation outside Canada and the USA, have been revised and incorporated into this directive.
8.1.2 Subject to subsection 8.1.3, the provisions of this directive apply to all assignments outside Canada, including the USA, of more than 30 consecutive days and less than one year.
8.1.3 When an assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, benefits and provisions which only apply to assignments in excess of 120 consecutive days shall become available on the date on which the employee accepts the extension.
8.1.4 These provisions shall apply to assignments commencing April 1, 2009, where:
(a) employees on assignment outside Canada under the provisions of the NJC Travel Directive on April 1, 2009 shall be given the option of remaining under these provisions or electing for the revised provisions of FSD 8, for the period of their assignment, not including any extensions,
(b) employees on assignment outside Canada on April 1, 2009, under the provisions of Appendix A to FSD 3 - Short-Term Relocation Outside Canada and the USA, shall come under the provisions of this directive.
8.2 Relocation Travel
8.2.1 The deputy head shall apply the relocation travel provisions of FSD 15 - Relocation, to assignments under this directive.
8.2.2 Where a non-accountable allowance is authorized in accordance with FSD 15.10, inclusion of 2 days living expenses at each of the old and new places of duty is not authorized, when an employee is able to occupy permanent accommodation.
8.3 Shipment and Storage of Household Effects
8.3.1 The deputy head shall determine, based on such factors as family circumstances, the length of assignment and the temporary accommodation at post, whether any or all of the employee's household effects, as defined in FSD 2 - Definitions, shall be shipped and/or stored, in accordance with FSD 15 – Relocation.
8.3.2 For assignments of 120 consecutive days or less, the deputy head may authorize:
(a) shipment of up to 150 kilos (net) of household effects as accompanying baggage or air cargo, in addition to the maximum allowable weight of accompanying baggage transported free of charge by the carrier; and/or
(b) in special circumstances, storage of household effects including a PMV, if the employee is no longer maintaining a principal residence.
8.3.3 For assignments in excess of 120 consecutive days, the deputy head may authorize:
(a) shipment of household effects up to 50% of the weight limitation for furnished accommodation, in accordance with FSD 15.16 of FSD 15 - Relocation; and/or
(b) storage of household effects, including a private motor vehicle (PMV), if the employee is no longer maintaining a principal residence.
8.3.4 Where an employee's household effects are placed in long term storage at public expense, the employee shall be subject to payment of a shelter cost, in accordance with subsection 8.5.3.
8.4 Incidental Relocation Expense Allowance
8.4.1 The deputy head shall authorize an incidental relocation expense allowance, as follows:
(a) for assignments of 120 consecutive days or less, an employee shall receive an allowance in accordance with Section 2(a) of Appendix G of FSD 15 - Relocation, or
(b) for assignments in excess of 120 consecutive days, an employee shall receive 50% of the incidental relocation expense allowance in accordance with Section 2(b) of Appendix G of FSD 15 - Relocation.
8.5 Shelter
8.5.1 The deputy head shall authorize the payment of actual and reasonable costs for accommodation and utilities, including installation, at the temporary place of duty.
8.5.2 Where possible, employees shall be placed in self-contained accommodation, either commercial or Crown-held.
8.5.3 Where, in accordance with Section 8.3, an employee's household effects have been placed in storage at public expense, the employee shall pay the applicable shelter cost in accordance with FSD 25 - Shelter at the "one in household" rate, with effect from the day following the date of arrival at the post.
8.6 Meal Allowance
8.6.1 The deputy head shall authorize payment of the daily meal allowance, as specified in Appendix C or D of the NJC Travel Directive, as applicable:
(a) for the first 30 consecutive days, following arrival at the temporary place of duty, the full daily meal allowance;
(b) for employees in hotel accommodation, without meal preparation facilities, 75% of the daily meal allowance from the 31st consecutive day;
(c) for employees in self-contained commercial or private non-commercial accommodation, 75% of the daily meal allowance from day 31 to day 120, then 50% of the daily meal allowance commencing from day 121.
8.6.2 Where, due to special circumstances such as heavy workload, difficulty in finding food, or extremely limited restaurant facilities, the deputy head deems the meal allowance in subsection 8.6.1 to be inadequate, such meal allowance may be authorized as may be considered reasonable, up to the full daily meal rate.
8.6.3 Where a meal allowance has not been established in the country of assignment or where there are sudden changes in currency exchange rates or high inflationary trends, the deputy head may authorize actual and reasonable expenses for meals, based on receipts.
8.7 Laundry and Dry Cleaning
8.7.1 The deputy head shall authorize reimbursement of actual costs for laundry for employees who occupy accommodation which is not provided with laundry facilities which consist of a washer and dryer.
8.7.2 Where the deputy head is satisfied that dry cleaning costs significantly exceed those in the employee's headquarters city, reimbursement of 50% of the actual costs of dry cleaning shall be reimbursed, upon presentation of receipts.
8.8 Commuting Assistance
8.8.1 The deputy head may authorize financial assistance to cover excess home/office commuting costs, in accordance with the provisions for commuting assistance under FSD 30 - Post Transportation and Related Expenses.
8.9 Weekend Travel Home
8.9.1 The deputy head shall authorize weekend travel home for employees in accordance with the relevant provisions of the NJC Travel Directive for Travel within Canada and the United States and for Travel outside Canada and the United States.
8.10 Home Communication
8.10.1 The deputy head shall authorize the provisions for home communication for employees in accordance with the relevant provisions of the NJC Travel Directive.
8.11 Dependant Care
8.11.1 The deputy head shall authorize dependant care for employees in accordance with the relevant provisions of the NJC Travel Directive.
8.12 Medical, Dental and Health Care
8.12.1 The deputy head shall authorize the application of FSD 9 - Medical and Dental Examinations - to employees on assignments in excess of 120 consecutive days to posts designated as unhealthy under FSD 38 - Preventive Medical Services Expenses.
8.12.2 It is the employee's responsibility to ensure provincial and supplementary Public Service Health Care Plan (PSCHP) coverage while outside Canada.
8.13 Foreign Service Premium
8.13.1 Where the assignment is in excess of 120 consecutive days, including any extension, the deputy head shall authorize payment of the Foreign Service Premium and the accrual of foreign service premium points in accordance with FSD 56 - Foreign Service Incentive Allowances (Foreign Service Premium).
8.13.2 Where the assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, the provisions of FSD 56 shall only apply from the date on which the employee accepts the extension.
8.14 Post Differential Allowance
8.14.1 Where the assignment to a hardship post is in excess of 120 consecutive days, including any extension, and the employee occupies self-contained accommodation, the deputy head shall authorize payment of the Post Differential Allowance in accordance with FSD 58 - Post Differential Allowance.
8.14.2 In applying subsection 8.14.1, where the assignment is less than 121 consecutive days and is subsequently extended to a total period of 121 consecutive days or more, the provisions of FSD 58 shall only apply from the date on which the employee accepts the extension.
8.14.3 Where payment of an additional amount of post differential allowance or special payment has been established to recognize extraordinary conditions at a hardship post, in accordance with subsection 58.5.4 of FSD 58 - Post Differential Allowance, the deputy head shall authorize these payments from the first day of an assignment to a hardship post, notwithstanding that the employee may not otherwise be subject to the provisions of FSD 58 - Post Differential Allowance.
8.15 Currency Exchange
8.15.1 The deputy head shall authorize the provisions for currency exchange in accordance with the NJC Travel Directive.
8.16 Employee Accompanied by Dependant(s)
8.16.1 In rare and unusual cases, the deputy head may authorize the employee's spouse (or common-law partner) and any dependant(s) normally residing with the employee to accompany the employee, subject to proof of health insurance coverage.
8.16.2 In exceptional circumstances, the deputy head may authorize the employee to precede the dependant(s).
8.16.3 Except for single parents on short-term assignments outside Canada, this provision is only available when the dependant(s) accompany the employee on assignments in excess of 120 consecutive days.
8.16.4 Where dependant(s) are authorized to accompany an employee, assistance for dependant(s) shall be limited to:
(a) Relocation travel costs, in accordance with FSD 15 - Relocation, up to the total cost of the employee's travel home entitlement under the NJC Travel Directive; and
(b) Post Living Allowance, in accordance with FSD 55 - Post Living Allowance, where the Post Index is above 100; and
(c) Post Differential Allowance (FSD 58) and Foreign Service Premium (FSD 56) at the unaccompanied rate; and
(d) the provisions of FSD 39 - Healthcare Expenses, FSD 41 - Health Care Travel and FSD 42 - Medical and Dental Expense Advance, unless otherwise covered by the employee's provincial and/or supplementary insurance plan.
8.16.5 Where the provisions of 8.16.4 apply:
(a) employees will be required to waive their entitlements to weekend travel home, home communication and meal allowances; and
(b) no additional accommodation/housing will be provided, or additional accommodation costs reimbursed; and
(c) no additional costs will be authorized for shipment of household effects; and
(d) employees are responsible to ensure provincial and supplementary coverage, such as PSHCP, for their dependant(s) while outside Canada.
8.17 Assistance for Single Parents
8.17.1 At the request of the employee and in lieu of the provisions for week-end travel under the NJC Travel Directive, the deputy head may authorize:
(a) payment of return transportation expenses for one or more pre-school aged children up to the cost of week-end travel for the employee which would otherwise be incurred under the NJC Travel Directive; and
(b) dependant care expenses at the work location outside Canada which are in excess of existing dependant care expenses for equivalent care, up to the costs which would otherwise be incurred at the old place of duty and reimbursed under the NJC Travel Directive; and
(c) expenses for vaccinations and/or inoculations for the child which are a consequence of the work location outside Canada.