FSD 14 - Travelling expenses for dependants on foreign language training
Introduction
Where the deputy head has authorized a course of foreign language training for a spouse or common-law partner and/or dependant(s) who accompany an employee on a posting, additional costs may be incurred as a result of such training. In such cases, the deputy head may authorize, in accordance with this directive, reimbursement to the employee for actual and reasonable travelling, temporary accommodation, living, local transportation and dependant care expenses, incurred on behalf of the spouse or common-law partner and/or dependant(s).
Directive 14
14.01 Where the deputy head has authorized a course of foreign language training at a location en route to a post for the spouse or common-law partner and/or dependant(s) of an employee who will be residing with the employee at the post, the deputy head may authorize payment of the following expenses incurred by the spouse or common-law partner and/or dependant(s):
(a) actual and reasonable accommodation and living expenses at the location where language training is taken for the duration of the course;
(b) local transportation expenses at the location where language training is taken by the most practicable and economical means as determined by the deputy head for the duration of the course. This could include public transportation (including taxis), the lower kilometric/mileage rate for use of a private motor vehicle, or car rental, depending on local conditions; and
(c) dependant care expenses at the location where language training is taken, or, with the prior approval of the deputy head, at some other location, where these are in excess of any existing dependant care arrangements and where the dependant(s) is/are under 18 years of age. The employee shall be reimbursed actual and reasonable dependant care expenses:
(i) up to a daily maximum of $35 Canadian, per household, with a declaration; or
(ii) up to a daily maximum of $75 Canadian, per household, with a receipt;
except that,
(iii) where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee;
(d) the cost of a weekly ten-minute station-to-station long distance telephone call (at weekend discount rates where available) between the training centre and the place of residence of the separated family member(s) except that, where the separated family member(s) is/are temporarily located in Canada, the cost of a telephone call shall not exceed the cost of one ten-minute station-to-station call at weekend discount rates from the location in Canada to the training centre.
14.02 Where the deputy head has authorized a course of foreign language training at a location other than the employee's post for the spouse or common-law partner and/or dependant(s) of an employee who have arrived at a post and who are residing with the employee at the post, the deputy head may authorize payment of the following expenses incurred by the spouse or common-law partner and/or dependant(s):
(a) actual and reasonable return travelling expenses between the employee's post and the location where language training is taken;
(b) actual and reasonable accommodation and living expenses at the location where language training is taken for the duration of the course;
(c) local transportation expenses at the location where language training is taken by the most practicable and economical means as determined by the deputy head for the duration of the course. This could include public transportation (including taxis), the lower kilometric/mileage rate for use of a private motor vehicle, or car rental, depending on local conditions; and
(d) dependant care expenses at the location where language training is taken and/or at the employee's post, where these are in excess of any existing dependant care arrangements and where the dependant(s) is/are under 18 years of age. The employee shall be reimbursed actual and reasonable dependant care expenses:
(i) up to a daily maximum of $35 Canadian, per household, with a declaration, or
(ii) up to a daily maximum of $75 Canadian, per household, with a receipt.
except that,
(iii) where expenses for dependant care are incurred at a post, the maximum amount may be exceeded on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee;
(e) the cost of a weekly ten-minute station-to-station long distance telephone call (at weekend discount rates where available) between the training centre and the place of residence of the separated family member(s).
Instructions
1. Receipts for costs incurred under Sections 14.01(c) and 14.02(d)shall include the cost, dates of employment and the sitter's/company's name and telephone number, as well as the sitter's social insurance number (where applicable).
2. For purposes of Section 14.02(a), travelling expenses means expenses for air transportation and local transportation to and from airports at the points of departure and destination and, when authorized in advance by the deputy head, for accommodation, meals and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will provide continuing travel to the approved destination.
3. Expenses authorized under this directive shall not exceed those which would be authorized under the relevant provisions of Directive 15, Relocation.
4. The dollar amounts specified in Sections 14.01(c) and 14.02(d) shall be amended from time to time to reflect the dollar amounts authorized by the NJC Travel Directive; any such change shall be published on the Department of Foreign Affairs and International Trade's website.
5. Telephone calls shall not be reimbursed where training is at a location in Canada and the employee is receiving assistance for home communications under the NJC Travel Directive.
6. The provisions for dependant care under this directive also apply to joint custody situations where the dependant qualifies as a dependant or dependent student under the provisions of FSD 2 - Interpretation. Depending on the terms of the joint custody agreement, dependant care assistance shall not normally be provided where the child's other parent resides in the same location as the child who requires dependant care.
7. For purposes of Section 14.01(b) and 14.02(c), the lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp), to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post.