Scope
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).
Please refer to the Instructions at the end of this Directive for additional information or greater clarification of certain sections.
Directive
14.1 Foreign Language Training En Route to Post
14.1.1 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 (Note: Refer to Instructions)
(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 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 coordinating committee; (Note: Refer to Instructions)
(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. (Note: Refer to Instructions)
14.2 Foreign Language Training After Arrival at Post
14.2.1 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; (Note: Refer to Instructions)
(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 (Note: Refer to Instructions)
(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 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 coordinating committee; (Note: Refer to Instructions)
(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). (Note: Refer to Instructions)
Instructions
Instruction - General
Expenses authorized under this directive shall not exceed those which would be authorized under the relevant provisions of FSD 15, Relocation.
Instruction for 14.1.1(b) and 14.2.1(c) – Foreign Language Training En Route to Post and Foreign Language Training After Arrival at Post
For purposes of paragraphs 14.1.1(b) and 14.2.1(c), 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 14.1.1(c) and 14.2.1(d) - Foreign Language Training En Route to Post and Foreign Language Training After Arrival at Post
1. Receipts for costs incurred under paragraphs 14.1.1(c) and 14.2.1(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. 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 - 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.
Instruction for 14.1.1(d) and 14.2.1(e) – Foreign Language Training En Route to Post and Foreign Language Training After Arrival at Post
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.
Instruction for 14.2.1(a) – Foreign Language Training After Arrival at Post
For purposes of paragraph 14.2.1(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.