FSD 15 - Relocation

Application

15.01

Guidelines

1. 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.

2. The intent of Section 15.01(f) is to take into account the circumstances of each case, including assistance accompanying dependants might provide, in determining reasonable time off.

Interpretation

15.02 In this directive:

as specified in the applicable section of this directive.

Relocation Travel

Travel reservations and entitlement

15.03

Instruction

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 Section 15.03(e).

Modes and standards of transportation

15.04 General

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.

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 this section.

(a) Option of Non-accountable Relocation Travel Allowance (NAA)

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.

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

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

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.

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.

(A) Transportation by Air

Instruction

This option is not available where an employee elects to use an entitlement under FSD 45 - Foreign service travel credit bank in conjunction with relocation travel.

(b) Transportation where air services not used

General

Instructions

1. For purposes of Section 15.04(b)(iv)(A), the kilometric/mileage rate applicable to government business travel is quoted on the following Treasury Board of Canada Secretariat Government Travel web site:

Canada: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

Locations Abroad: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

United States of America: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

2. For purposes of Section 15.04(b)(iv)(B) and (E), 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 Secretariat 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.

Instructions

1. For purposes of Section 15.04(b)(v)(A), the kilometric/mileage rate applicable to government business travel is quoted on the following Treasury Board of Canada Secretariat Government Travel web site:

Canada: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

Locations Abroad: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

United States of America: www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp

2. For purposes of Section 15.04(b)(v)(B), 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 Secretariat 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.

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.

Guideline

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.

15.04(c)

Transportation in exceptional circumstances

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.

Travel via a circuitous route

15.05 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 15.03 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.

15.06

Temporary duty en route

15.07

Instructions

1. For purposes of this section, accompanying dependant means a dependant:

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.

Guidelines

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.

Accommodation while travelling

15.08

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.

Guidelines

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

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.

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.

Meals and other expenses while travelling

15.09 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:

Instructions

1. The meal allowance authorized for a child, based on the allowance for an adult, is as follows:

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.

15.10 When claiming for expenses under this section, an employee should refer to FSD 15.44. 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.

Guidelines

1. Unusual circumstances in Section 15.10(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 15.13(d).

2. Provisions for compensation for damage and/or loss of accompanying baggage, which is in excess of carrier liability or personal insurance, is found in Section 15.19.

Illness or injury while travelling

15.11

Guideline

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.

Death while travelling

15.12 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 Section 15.11(c).

Relocation of Household Effects

Shipment and storage of household effects

15.13

Instructions

1. Subject to the limitations in Section 15.20, 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 Section 15.18, 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 Section 15.13(a)(iii) 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 Section 15.13(a)(ii) 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.

Guidelines

1. Where a shipment is authorized under Section 15.13(b)(ii) 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 Section 15.14 applicable to the employee's new household size.

2. Where a shipment is authorized under Section 15.13(b) 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 Section 15.14, and the total quantity of effects shipped on relocation from the employee's post shall remain subject to Section 15.14.

When an employee is relocated 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.

Guidelines

1. 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.

2. 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.

3. Notwithstanding the provisions of Section 15.14(b), shipment of an employee's boat to or from a post shall be limited to containerized shipment.

Weight limitations

15.14

Guidelines

1. It is the employee's responsibility to stay within the weight entitlement prescribed in Section 15.14(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 Section 15.14(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:

6. Notwithstanding the provisions of Section 15.14(b), 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 15.14 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.

8. The weight limits referred to in Section 15.14 are net amounts. Gross weight shall be determined by applying the following percentage factors for packing material:

Preparation of inventory

15.15 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 prior to departure for the new place of duty.

Instruction

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.

Guidelines

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:

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 Section 15.20(i).

15.16 Blank

Shipment of private motor vehicle (PMV)

15.17 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.

Instructions

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 Section 15.18, in addition to the limitations in Section 15.20(e), 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 Section 15.18, in addition to the limitations prescribed in Section 15.20(e), 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 15.32.

4. If the maximum amount permissible under Section 15.32 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.

Guidelines

1. The purpose of Section 15.17 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.

Compensation for Damage and/or Loss of Household Effects and/or Accompanying Baggage on Relocation or During Long-Term Storage

Damage and/or Loss of effects shipped or stored at public expense

15.18 An employee may claim compensation for damage and/or loss of personal and household effects which have been shipped or stored at public expense, as follows:

General Provisions

Instructions

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

Intent to claim for damage and/or loss to household effects

Guidelines

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.

Pro forma Intent to Claim against carrier

3. A pro forma Intent to Claim against a carrier might include the following wording, where the paragraph identified by a single asterisk (*) should be used only if damage/loss is over $2,000. The paragraph identified by a double asterisk (**) should be used in all instances where the shipment was received with visible damage or missing pieces.

Dear Sir/Madam,

Re: Shipment of Household Effects (employee's name)

___________________________________________

Airwaybill (or Bill of Lading) No.

(number)              of              (date)

__________________  ____________________

Further to the comments recorded on the delivery receipt when the above shipment was released by your company, I hereby wish to file a notice of intent to claim for the following losses and damage incurred:

Item

____________________________________________________________

Nature of damage/loss

____________________________________________________________

Preliminary estimated cost of replacement or repair

____________________________________________________________

* In view of the amount of damage/loss incurred, I have requested my employer to engage the services of an insurance adjuster and a copy of this report will be available shortly.

** It would be appreciated if your representatives would let me know what further action I must take and the extent of your company's liability in this matter.

If you are refusing any or all liability because of the condition of the shipment when it was received by you, I request that you provide me with a copy of the transfer document recording the condition so that I may pursue this claim with the previous carriers.

Yours sincerely,

Claim Requirements

Instructions

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.

Guidelines

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 Section 15.18(b), 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 15.17.

Damage and/or loss to accompanying baggage on relocation

15.19

General Provisions

Claim for damage and/or loss to accompanying baggage

Guidelines

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.

Limitations to coverage of accompanying baggage

Limitations of compensation for damage and/or loss

15.20 In this directive:

Instructions

1. Separate limits apply to effects authorized for storage ($120,000) and to effects authorized for shipment ($120,000 or $140,000) (Ref Section 15.20(e)).

2. 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.

Guideline

Where a professional evaluation or appraisal is not required for an item specified in Section 15.20(i)(ii) and (iii), 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.

Compensation for damage and/or loss under Sections 15.18 and 15.19

15.21 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 follows:

Claims up to $200

Claims over $200 and under $500

Instruction

While receipts for replacement items are not required in support of claims made under this section, the employer reserves the right to require invoices, receipts or other documentation from the employee to support the replacement cost listed on the inventory for the particular item for which compensation is being claimed.

Claims over $500 and under $5000

Instructions

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:

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.

Guideline

Where a claim is settled on an interim basis pursuant to Section 15.21(c)(ix) and goods are not immediately replaced, an employee, on written request, shall be given a reasonable time, up to 180 days after return to Canada, to effect replacement of articles for which compensation has been approved, in which case final settlement would be on the basis of Section 15.21(c)(iv). Where an employee does not so request, settlement shall be made in accordance with Section 15.21(c)(iii), (v) and (vi).

Claims over $5000

15.22 Blank

15.23 Blank

Independent appraiser

15.24 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.

Guideline

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

Accountable advance pending settlement of a claim (Sections 15.18 and 15.19)

15.25

Guideline

1. The time limits specified in FSD 4 - Accountable advances shall not apply to accountable advances made pursuant to Section 15.25.

15.26 Blank

Other Relocation Expenses

15.27 Blank - Provisions related to leasing agreements have been transferred to FSD 16 - Assistance for a principal residence, effective June 1, 2003.

15.28 Blank

15.29 Blank

Househunting trips (HHT)

15.30 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:

Instructions

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

2. For purposes of Section 15.30(a), 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 Secretariat 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;

except that:

Instructions

1. Househunting 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 Section 15.33 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 15.30 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. Receipts for costs incurred under Section 15.30(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).

8. The dollar amounts specified in Section 15.30(e) shall be amended from time to time to reflect the dollar amounts authorized by the NJC Travel directive; any such change shall be indicated in the Foreign Affairs and International Trade's monthly Schedules to Foreign Service Directives and Meal Rates.

Incidental relocation expense allowance

15.31 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 of $2,943 per relocation, for which receipts are not required, except that, in cases of short-term assignments outside Canada in accordance with FSD 8 - Short-term assignments outside Canada, (revised April 1, 2011)
(April 1, 2010 amount:  $2,891)

Instruction

The dollar amount specified in Section 15.31 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.

Guidelines

1. The intent of Section 15.31 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 16.18 to FSD 15.31 and incorporated in the amount of the allowance.

Car rental expenses

15.32 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, as applicable:

Instructions

1. The dollar amount specified in Section 15.32 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 post, the provisions of FSD 30.01 may be extended to an employee whose PMV is being shipped to or from the post under Section 15.17. 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.

Living expenses in temporary accommodation

15.33

Instructions

1. Incidental expenses may be claimed:

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:

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 Treasury Board of Canada Secretariat Government Travel website www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp.

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 Treasury Board of Canada Secretariat Government Travel website www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp.

Instruction

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 following Section 15.33(a).

Instructions

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 Section 15.33(b)(vi), 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 A to this directive.

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.

Instructions

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.

Family separation expenses (FSE)

15.34

Provisions for Family separation Expenses have been incorporated into FSD 18 - Special family separation assistance effective April 1, 2009.

Relocation in Specific Circumstances

Termination of assignment outside Canada

15.35 When, while serving at a post, an employee's assignment is terminated because of

Instructions

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 15.14 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.

Early termination of posting

15.36

Instruction

Section 15.36(a) 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.

Transfer between departments

15.37 When an employee serving at a post is transferred from one department to another, the relocation expenses, as defined in Section 15.02(c)(ii), 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.

Relocation during long school holiday recess

15.38

Guideline

In approving relocation expenses pursuant to Section 15.38(a), 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.

Person ceasing to be a dependant

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

Instruction

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 15.14.

Dependants prohibited from accompanying an employee

15.40

Expenses for a spouse qualifying as a dependant in mid-tour

15.41 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 - Interpretation, the deputy head may authorize payment of:

Instructions

1. The deputy head may approve payment of expenses related to the storage of personal and household effects under the provisions of Section 15.41(b) or shipment of personal and household effects under the provisions of Section 15.41(c) following receipt of an inventory prepared in accordance with Section 15.15.

2. If the employee does not have any goods in long-term storage in the headquarter's 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.

Managerial discretion

15.42

Instruction

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.

Transitional provisions

15.43 The provisions under FSD 15.33 - Living expenses in temporary accommodation 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 FSD 15.33, for the duration of the occupancy, not including any extensions.

Submission of expense claims

15.44 Accountable expenses incurred by an employee under this directive shall be claimed in accordance with procedures prescribed by the employer. Unless otherwise specifically indicated in this directive, claims for expenses incurred for the following shall be supported by vouchers, receipts or other appropriate documents:

1. Commercial transportation, (includes used airline tickets).

2. Overnight accommodation in commercial establishments.

3. Taxi charges in excess of $10.00

4. Purchasing traveller's cheques and converting foreign currencies.

5. Laundry, dry cleaning and valet services.

6. Official long distance telephone calls.

7. Excess luggage.

8. Passport photographs and related expenses.

9. Medical, hospital and other expenses arising from illness, injury or death.

10. Charges in connection with the termination of a lease.

11. Damage or loss of effects, depending on the nature of the claim.

12. Shipping a PMV in accordance with Section 15.17 when charges are not paid directly by the deputy head on the employee's behalf.

13. Charges in connection with the removal of an employee's household effects when such charges are not paid directly by the deputy head on the employee's behalf.

14. Car rental expenses claimed in accordance with Section 15.32.

Appendix A - Living Expenses in Temporary Accommodation - Relocation to Post

All allowances and incidentals within Canada are payable at the rates shown in Appendix C of the NJC Travel Directive.

All allowances and incidentals outside Canada are payable at the rates shown in Appendix C or D as applicable, of the NJC Travel Directive.

When an employee is in receipt of a non-accountable allowance (NAA), this includes two days living expenses in temporary accommodation at each of the old and new places of duty, except where FSD 18 - Special family separation assistance applies.

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

When an employee is in receipt of FSD 18 - Special family separation assistance, living expenses in temporary accommodation may be claimed in accordance with FSD 15.33(b)(iii).

Incidentals are payable for employees only, and include laundry and dry-cleaning.

Self-contained accommodation means commercial self-contained accommodation and temporary Crown-held staff accommodation equipped with adequate furniture, furnishing and appliances.

Private non-commercial accommodation allowance:

Meal rates:

Appendix A1 - Living Expenses in Temporary Accommodation - Relocation to a Place of Duty in Canada

All allowances and incidentals within Canada are payable at the rates shown in Appendix C of the NJC Travel Directive.

All allowances and incidentals outside Canada are payable at the rates shown in Appendix C or D as applicable, of the NJC Travel Directive.

When an employee is in receipt of a non-accountable allowance (NAA), this includes two days living expenses in temporary accommodation at each of the old and new places of duty, except where FSD 18 - Special Family Separation Assistance applies.

When an employee has claimed living expenses for a househunting 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.

When an employee is in receipt of FSD 18 - Special family separation assistance, living expenses in temporary accommodation may be claimed in accordance with FSD 15.33(c)(iii).

Deputy head approval must be requested for accommodation expenses beyond 30 days. Such additional accommodation expenses shall normally only be approved up to a maximum period of 60 days.

Incidentals are payable for employees only, and include laundry and dry-cleaning.

Self-contained accommodation means commercial self-contained accommodation and temporary Crown-held staff accommodation equipped with adequate furniture, furnishing and appliances.

Private non-commercial accommodation allowance:

Meal rates:

Appendix B - Depreciation reference table

First determine reasonable useful life of item in years to get yearly depreciation percentage. Then multiply by actual age of item in years to get total amount of depreciation to be applied.

Do not depreciate more than 90 per cent.

Appendix B - Depreciation reference table - Scheduled guide

Appendix C - Clothing betterment tables - Step by step use

1) Determine the cost of replacing the article. This is called the Replacement Cost.

2) Determine the actual age of the article in months (in years for ten-year items).

3) Determine the condition of the article (excellent, average or poor).

4) Select from specific Clothing Table the average life of the article.

5) Refer to the column in Life Expectancy Table at the top of which is shown the average life selected in Step 4. Read down this column to the box showing the Actual Age and across to the Adjustment Value.

6) Select the box under Adjustment Values which is appropriate according to the condition of the article.

7) Multiply the percentage figure given under Adjustment Values by the Replacement Cost figure determined in Step 1. This will be the Adjustment Value.

Example: High-fashion cocktail dress. Replacement Cost - $200 Life Expectancy - 3 years. (Women's Clothing Table).

Actual Age - 30 months. Condition - Excellent. Adjustment Value - 30 per cent or $60.

Clothing Betterment Tables - Step by Step Use