FSD 15 - Relocation

Scope

Definitions

Note: These definitions only apply to this directive.

Accountable relocation travel option (option de voyage de réinstallation soumise à justification) is an accountable option provided to an employee for relocation travel from the old place of duty to the new place of duty for which the employee must submit an expense claim for actual and reasonable relocation travel expenses as outlined in this directive within 30 days after travel has occurred and for which an employee may request an advance, subject to FSD 4 – Accountable Advances.

Actual cash value (ACV) (valeur réelle) takes into account the age, condition and expected life-span of the article in accordance with good industry practice.

Official routing (trajet officiel) is the most direct and practical routing as determined by the deputy head for one way travel from the old place of duty to the new place of duty

Relocation travel allowance (indemnité de voyage de réinstallation) is a non-accountable allowance provided to an employee for relocation travel from the old place of duty to the new place of duty and includes the travel allocation as well as expenses which will be incurred at the old and new place of duty.

Repair (réparation) is the restoration of an item to a serviceable condition at a cost not to exceed the replacement cost value.

Travel allocation (allocation de voyage) is the amount which will be provided to the employee for travel by air, private motor vehicle (PMV) or sea from the old place of duty to the new place of duty and may include the expenses as outlined in subsection 15.6.2 relating to an authorized stopover where the deputy head determines that one is required

Directive

15.1 Application

15.1.1 This directive applies to an employee and/or a dependant on relocation to, from and between posts and on ceasing to be an employee and/or dependant while serving outside Canada.

15.1.2 The relocation provisions should provide for the employee's legitimate relocation expenses, without opening the way for personal gain or for the underwriting of extravagances. Employees should read this directive carefully and where the advice given by the department contradicts the directive, employees should request that the advice be given in writing. This is important as expenses resulting from misinterpretation or mistakes shall not necessarily be reimbursed.

15.1.3 It is the employer who decides whether an employee should be relocated; therefore, it is the sole responsibility of the employer to determine the relocation assistance that should be provided.

15.1.4 In any relocation, the aim should be to relocate the employee in the most efficient fashion - that is, at the most reasonable cost to the public, and with minimal inconvenience to the employee and family.

15.1.5 When travelling and/or living expenses are authorized under this directive or under other directives, a dependant is entitled to transportation and accommodation standards similar to those applicable to the employee. If during relocation the employee is required to precede or follow a dependant to or from the post, one dependant shall be considered, subject to the approval of the deputy head, as the employee for purposes of expenses incurred under this directive.

15.1.6 The employer shall provide the relocating employee with the necessary and reasonable leave with pay, based on individual circumstances, to carry out all activities related to the relocation, including the overseeing of the packing and unpacking of household effects, as well as for section 15.20 - House Hunting Trip if authorized by the deputy head, and relocation travel as per this Directive, to the new place of duty.

15.2 Employee-Couple

15.2.1 Where an employee-couple are assigned to the same post, the provisions of this directive shall normally apply to one employee only of an employee-couple, subject to the provisions of subsection 15.2.3. The other employee will be considered as a dependant for the purposes of the relocation, unless the deputy head determines that individual treatment is justified by program requirements. In that case, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.

15.2.2 Where an employee-couple are assigned to different posts, the provisions of this directive shall apply to each employee, having regard for any accompanying dependant.

15.2.3 The employer shall provide each relocating employee of an employee-couple as defined in FSD 2 – Definitions with the necessary and reasonable leave with pay, based on individual circumstances, to carry out all activities related to the relocation.

Relocation Travel

15.3 General

15.3.1 When an employee is relocated, the travel allocation as defined in this directive, shall be established by the deputy head. The employee may opt for a relocation travel allowance or an accountable relocation travel option as defined in this directive.

15.3.2 Air travel is the standard mode of transportation for an employee who is relocated as in almost all cases it is the most practical and economical. However, where feasible, an employee may choose to travel by PMV or sea as outlined in this directive. When driving is an option, the employee may be required to prove that travel took place as per the predetermined mode of travel.

15.3.3 Where an employee travels by PMV or sea, the maximum of the relocation travel allowance is the amount which would have been authorized in subsection 15.6.1 for travel by air, unless otherwise specified.

15.3.4 Each employee and dependant who will be residing with the employee at post is entitled to relocation travel and an individual seat under this directive. Where reduced fares are offered for children on airlines acceptable to the deputy head, such fares will normally be used to determine the airfare entitlement.

15.3.5 Subject to section 15.6, where an employee is relocated from one post to another post, the deputy head shall determine the travel allocation based on the official routing, or, when so requested by the employee and/or dependant(s), from the old post via the headquarters city to the new post. Where a travel allocation is authorized for travel through the headquarters city, the employee will be required to provide proof that travel to the headquarters city took place for each traveller.

15.3.6 In the event that the deputy head instructs an employee to proceed from the present post directly to the next post, the employee and accompanying dependants shall be entitled to one additional trip to the headquarters city for use during the employee’s next posting in accordance with subsection 50.4.3 of FSD 50 – Post Travel Assistance unless the employee’s dependant(s) are authorized to travel through the headquarters city at the time of relocation. In this case, only the employee shall be entitled to one additional trip, in accordance with this subsection.

15.3.7 In exceptional circumstances, the deputy head may provide an employee and accompanying dependant(s) with return transportation from the present post to the headquarters city prior to departure from the employee’s present post, in lieu of the provisions of subsections 15.3.5 and 15.3.6, following confirmation of an assignment from one post to another post in order to facilitate the operational requirements of the department.

15.4 Relocation Travel Allowance or Accountable Relocation Travel Option

15.4.1 Where an employee chooses to receive a relocation travel allowance for relocation travel, the employee shall be issued the allowance in advance of the travel, and upon termination of relocation travel the employee may submit an expense claim for the additional relocation expenses as outlined in section 15.5. The relocation travel allowance shall be established on an individual basis by the deputy head based on the following:

the travel allocation specific to the mode of travel as outlined in sections 15.6 for travel by air, 15.7 for travel by PMV and 15.8 for travel by sea;
an amount of $75.00 for relocations to and from Canada to compensate for local transportation cost at the place of duty in Canada where an employee does not have access to a PMV;
two nights’ hotel accommodation at the place of duty in Canada if the employee does not have access to their residence; and
the daily meal allowance for each traveller and one daily incidental expense allowance per family unit in accordance with the NJC Travel Directive, for two days each at the old and the new place of duty.

15.4.2 Where an employee chooses the accountable relocation travel option for relocation travel, an expense claim based on actual and reasonable expenses may be submitted for travel and accommodation up to the maximum which would have been authorized under paragraphs 15.4.1(a) and (c) respectively. The expenses for local transportation in Canada and for the daily meal allowance and daily incidental expense allowance may be claimed in accordance with paragraphs 15.4.1(b) and (d), subject to section 15.11.

15.4.3 An employee may only elect to use a travel credit entitlement under FSD 45 – Foreign Service Travel Credit Bank in conjunction with the accountable relocation travel option. Where a travel allowance has been authorized in accordance with FSD 45 – Foreign Service Travel Credit Bank, expenses may be claimed as specified in that directive.

15.4.4 Where the employee chooses to not travel via the official routing and/or chooses to take additional travel leave, the employee is responsible for any difference in costs which exceed the travel allocation and the employer will not be responsible for any additional expenses incurred as a result of disruptions or delays arising from the arrangements made by the employee. The employee shall claim the travel leave as specified in section 15.9. The employee must submit a leave request for any additional time taken during normal working hours resulting from the employee’s personal travel arrangements.

15.5 Additional Relocation Expenses

15.5.1 Employees may submit an expense claim based on receipts for the following actual and reasonable additional relocation expenses:

two nights’ accommodation at the place of duty outside of Canada, subject to the limitations of section 15.23, or two nights’ waiver of shelter cost at the post where the employee will be occupying Crown-held accommodation, as determined by the deputy head;
local transportation expenses at the place of duty outside Canada for travel to or from the airport as applicable;
actual and reasonable costs for service charges/fees relating to financial transactions directly related to relocation travel based on the official routing, such as, but not limited to Automated Banking Machine use, credit/debit card use, financial institution foreign currency transaction commissions, traveller’s cheques acquisition and cheque-cashing fees provided these costs are supported by receipts and the expense currency is indicated;
expenses for necessary official telephone calls provided the purpose of call is stated on the expense claim;
passports and related expenses such as visas, certificate of health;
gratuities related to travel, except that gratuities related to meals are included in the daily incidental expense allowance;
insurance for damage and/or loss of accompanying baggage to a maximum of $1,000 per traveller, beyond the compensation provided by the carrier, credit card company, travel agency or auto insurer as applicable; and
dependant care expenses in accordance with the dependant care provisions of the NJC Travel Directive, for a maximum of four days per relocation for dependants who are nine years of age or less and residing with the employee while effects are packed/unpacked and loaded/unloaded, at the old and/or new place of duty.

15.6 Travel by Air

15.6.1 The air travel from the old place of duty to the new place of duty will be based on the official routing as defined in this directive for the employee and each accompanying dependant using:

unrestricted full economy air fare; or
business class air fare, where the employee and dependants fly by the official routing which qualifies for business class travel by virtue of a flight of nine or more hours or continuous air travel in excess of 12 hours from scheduled departure to scheduled arrival or with an overnight stop or layover equivalent to an overnight stop, and the employee agrees to subsequently provide evidence (boarding passes or tickets) that all travellers receiving the business class allocation travelled business class as planned.

15.6.2 Where the itinerary on which the air travel allocation, as determined by the deputy head, results in an authorized stopover, the travel allocation will include expenses at the stopover location in accordance with the NJC Travel Directive for return local transportation between the airport and the accommodation, accommodation, the daily meal allowance for all authorized travellers, and one daily incidental allowance per family unit.

15.6.3 To alleviate fatigue caused by long journeys, overnight travel and time zone changes, wherever feasible, a suitable rest period shall be arranged between the time of arrival at the destination and the time the employee is required to report to work.

15.7 Travel by Private Motor Vehicle (PMV)

15.7.1 The travel allocation for travel by PMV from the old place of duty to the new place of duty shall be determined by the deputy head to include:

the kilometric/mileage rate applicable to government business travel at the point of departure as applicable, for the number of kilometres/miles driving distance between the former place of duty and the new place of duty, increased by 20% for necessary additional travel, as determined by the deputy head;
travelling expenses for the journey by PMV, for the employee and each accompanying dependant. The deputy head shall determine the number of stopovers and the number of days for which meals and accommodation while travelling will be included in the allowance, on the basis of the most practical and economical route by PMV; and
the lower kilometric/mileage rate for a second PMV, for the same driving distance as for the first vehicle, if a second vehicle is being driven.

15.7.2 Where two PMVs are driven, the travel allocation shall be increased by the estimated cost of shipping one PMV, which would otherwise have been shipped from its location to the new place of duty as outlined in section 15.18. Where one car is shipped and the other one is driven or where only one PMV is driven, the travel allocation is limited to the cost of air travel alone.

15.7.3 Subject to paragraph 15.7.1(b), an employee who is authorized to travel by PMV shall not normally be expected to travel more than 500 kilometres per day. Where the distance between the old and the new place of duty is less than 650 kilometres, 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.

15.8 Travel by Sea

15.8.1 The travel allocation for travel by sea from the old place of duty to the new place of duty shall be determined by the deputy head to include:

an amount up to the air travel allocation in paragraph 15.6.1(a); and
the estimated cost of shipment of the employee’s PMV, as established by the deputy head in accordance with the provisions of section 15.18, where shipment of a PMV has been authorized by the deputy head, provided such costs are not included in the total ticket price for transportation/travel by ship, including costs related to the shipment of the PMV such as dock charges, insurance, etc.

15.9 Travel Leave

15.9.1 An employee shall be granted relocation travel leave based on the travel time required for travel by air by the official routing, except where:

travel is authorized under subsection 15.10.2 in which case the deputy head shall determine the appropriate amount of travel leave; and
the employee elects to travel by PMV in which case two days’ leave shall be granted.

15.10 Traveller with Special Needs

15.10.1 Where a physically disabled traveller is required to pay for special assistance in travel (e.g. taxi driver or porter), the deputy head shall reimburse these actual and reasonable expenses based on receipts, provided they are clearly necessary and reasonable.

15.10.2 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 modes and standards of travel as are deemed appropriate to the circumstances, having regard for the NJC Travel Directive.

15.11 Temporary Duty En Route

15.11.1 Where an employee is en route to or from a post and has an authorized stopover in order to transact official business, the deputy head may, in advance of such duty, authorize necessary expenses as are considered appropriate in respect of each accompanying dependant who is authorized to travel with the employee and:

who was residing with the employee at the former place of duty and will be residing with the employee at the new place of duty; and/or
for whom relocation expenses are authorized in accordance with section 15.29.

15.11.2 The deputy head may authorize reimbursement of such expenses as are considered reasonable and justifiable according to the circumstances, normally for a period of up to seven days at any one location.

15.12 Illness, Injury or Death while Travelling

15.12.1 Reimbursement may be made for the use of an ambulance or taxi, as the deputy head deems appropriate under the circumstances, if an employee or a dependant becomes ill or is injured while travelling to the new place of duty and the deputy head is of the opinion that the nature of the illness or injury necessitated the use of an ambulance or taxi to a hospital, or a taxi to the hotel.

15.12.2 An employee may also be reimbursed necessary expenses caused by the illness or injury to the extent the deputy head is satisfied the expenses were additional to those which might have been incurred had the employee not been absent from the place of duty and which are not otherwise payable to the employee under an insurance policy, the Government Employee's Compensation Act, or other authority.

15.12.3 When, in the opinion of the attending physician, an employee's condition resulting from illness or injury while travelling to the new place of duty warrants the presence of the next-of-kin or a representative of the family, the deputy head may authorize payment of:

actual and reasonable return travelling expenses for such person to the location of the employee, minus return travelling expenses between the location of the person who is travelling and the headquarters city; and
actual and reasonable accommodation expenses at the location of the employee for any reasonable period as determined by the deputy head.

15.12.4 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 subsection 15.12.3.

Relocation of Household Effects and Private Motor Vehicle

15.13 Shipment and Storage of Household Effects

15.13.1 On relocation to a new place of duty, the deputy head shall authorize and arrange shipment of all or part of the employee's household effects, as follows:

with respect to those household effects authorized for shipment, the deputy head shall approve for payment the actual and reasonable expenses for packing, crating, cartage, transportation, incidental storage for a period not exceeding twelve months, and unpacking;
with respect to those household effects not authorized for shipment, the deputy head shall make the necessary arrangements and approve for payment the actual and reasonable expenses for packing, crating, cartage and storage of such effects and, if necessary, transportation expenses to the employee's headquarters city or the nearest place where the deputy head determines suitable storage facilities exist;
whether or not a PMV is shipped under section 15.18, the deputy head may authorize payment:
1. of actual and reasonable storage costs, including insurance and a one-time preservation fee for such services as removing battery, raising PMV off tires, applying lubricants as required, etc. for commercial storage of the employee's PMV, where the "Canadian Red Book" value of the vehicle exceeds the estimated cost of storage for the posting period; or
2. up to $30 per month, including insurance, for private dead storage, such amount to be adjusted from time to time where the estimated cost of storage for the posting period exceeds the "Canadian Red Book" value.

15.13.2 The deputy head may authorize additional shipments of household effects, subject to the overall weight limitations of Appendix B of this directive.

15.13.3 The deputy head may authorize additional shipments and approve for payment the actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of:

essential household effects requested within six months from the date of the employee's occupancy of permanent accommodation at the post;
household effects where there is a change in the number of the employee's dependants, for example, birth or adoption of a child;
household effects for a dependant or dependants who are or will be subject to FSD 18 – Special Family Separation Assistance, subject to section 18.8;
household effects for a dependent student, subject to section 35.5 of FSD 35 – Education Travel;
household effects, subject to section 15.32, for a spouse or common-law partner or child qualifying as a dependant in mid-tour;
household effects, subject to section 15.30 – Person Ceasing to be a Dependant, for a person who ceases to be a dependant while abroad; and
household effects to replace inventory items lost at the post as a result of fire, theft or other calamity in which case the overall weight limitation may be exceeded.

15.13.4 An employee on cross-posting may be allowed additional shipments, at the discretion of the deputy head as follows:

from the employee's headquarters city or third location, to the employee's post. This will apply to situations such as, but not limited to, a move to a significantly different climate requiring different clothing, or where food and other supplies must be brought to the post; and/or
to the headquarters city from the former place of duty of effects which will not be needed at the new place of duty. If the Deputy Head does not agree to a shipment to the headquarters city for cost reasons, the employee shall not be penalized for overweight for these excess goods going to and/or from the new place of duty.

15.13.5 Where, during an assignment outside Canada, an employee acquires furniture and household effects and/or a private motor vehicle (PMV) as a result of an inheritance, the deputy head shall 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. 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 private motor vehicle (PMV), provisions in paragraph 15.13.1(c) will apply.

15.13.6 Payment of shipping charges in accordance with subsection 15.13.3 may not exceed the charges that would apply if the shipment were made between the employee's headquarters city and the post.

15.13.7 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.

15.13.8 Shipment of effects of a dependent student who joins the employee at the post may be authorized under FSD 35 - Education Travel.

15.13.9 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 15.33 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.

15.13.10 Notwithstanding subsection 15.13.2, an additional shipment of personal and/or household effects or accompanied excess baggage shall be authorized for employees who are returning to a level III, IV or V hardship post in accordance with the provisions of section 50.6 of FSD 50 – Post Travel Assistance.

15.13.11 Where, at the request of an employee, household effects which were not placed in long-term storage in accordance with paragraph 15.13.1(b) 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.

15.13.12 On relocation 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.

15.14 Modes of Shipment

15.14.1 The household effects authorized for shipment to an employee's new place of duty shall be shipped using the most practical mode and route. Effects shall be shipped by surface means, by air cargo or by a combination of both modes as determined by the deputy head. The mode of shipment may differ on relocation to and from post. In determining the mode of shipment the deputy head shall take into account anticipated costs of temporary shelter, available shipping facilities and conditions at the new place of duty.

15.14.2 In exceptional cases, the deputy head may authorize limited excess baggage or accompanied air freight, as appropriate, for example, where:

access to the air shipment may be delayed;
there may be an extended stay in temporary accommodation; or
there is a need for more clothing because of a significant change in climate.

15.15 Restrictions Applying to Shipments

15.15.1 When a removal at public expense has been authorized in accordance with the foregoing, an employee may include all household effects, subject to the limits of Appendix B of this directive.

15.15.2 The following is a representative listing of items which shall not be moved at public expense:

items which by law or tariff restriction may not be moved with household effects, for example, fuel, explosives, ammunition, corrosives, flammable liquids, aerosols, home brew, cooking oil;
goods requiring climatically controlled conditions;
building materials, patio stones, cement blocks, outdoor barbecues (brick, cement or stone);
boats (except where sufficient space is available in the container authorized for shipment of the employee's household effects, including the employee's PMV or motorcycle where this has been authorized for containerized shipment with household effects);
aircraft and parts of aircraft;
trailers;
livestock;
portable buildings (except when dismantled and accepted by the mover on a straight-weight basis); and
farm or construction equipment or machinery.

15.16 Weight Limitations

15.16.1 The total quantity of effects the deputy head will normally approve under section 15.13 for shipment on each relocation at public expense shall not exceed the weight limitations outlined in Appendix B for the type of accommodation at the post. The weight of household effects used for disability-related needs (such as motorized wheelchair, etc.) shall not be considered as part of the weight of the employee’s household effects for the purposes of the weight limitations.

15.16.2 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.

15.16.3 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 the deputy head.

15.16.4 When effects have been authorized for shipment at public expense to a post, those effects shall be authorized for shipment and/or storage at public expense from that post, reduced by the weight of any shipments to Canada under FSD 35 - Education Travel, the weight of consumable goods shipped to post which put the shipment to post in an overweight situation and/or other FSD provision.

15.16.5 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 15.16 may be exceeded with the approval of the deputy head. 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.

15.16.6 Where an employee chooses to ship additional effects to post at personal expense, the weight of these effects shall not be included in the weight entitlement on departure from post.

15.17 Preparation of Inventory

15.17.1 The inventories of household effects the employee must submit to the deputy head prior to departure shall be separated into four sections: air shipment, sea or road shipment, long-term storage and accompanying baggage.

15.17.2 Articles listed in the inventory shall 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.

15.17.3 Effects shall be described as follows:

General - Items which are valuable or unique or difficult to replace, such as works of art, hand-crafted rugs, antiques, etc. shall be described in more detail. Appraisal reports may be required for specific items as specified by the service provider. It is also helpful to have photos or videos of valuable items on file in case of damage or loss.
Crystal, porcelain, art objects etc. shall be described with emphasis on breakable or damageable items, particularly those that have a high value in comparison to like items. For name-brand crystal, porcelain, silverware and similar items which are still available commercially, appraisal reports are not required. The brand, model and specific design of these items shall be noted.
Furniture, major appliances and carpets, particularly when they will be detailed individually on the mover's inventory, need not be described in detail, but make and model shall be noted. Where appropriate, similar items can be listed as sets, i.e. 8 mahogany dining room chairs at $300 each.
Appliances, electrical and electronic equipment shall be described by make, model and serial number, unless they are unique or antique and valued at more than $1000, in which case a current appraisal report shall be provided and attached to the inventory. No compensation will be provided for appliances and electronic or electrical equipment unless a certificate of good working order at the time of shipment or storage is attached to the inventory.
Other effects, such as clothing, cooking accessories, regular glassware and china, books, CDs, sporting equipment, tools, etc., may be listed in groups.
Any single item valued at over $1000, other than name-brand items, or any personally-crafted item valued at more than $200 shall be supported by an appraisal report, with a copy attached to the inventory.
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.

15.17.4 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 two weeks prior to departure for the new place of duty.

15.17.5 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.

15.18 Shipment of Private Motor Vehicle (PMV)

15.18.1 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, private motor vehicle (PMV) means a motorcycle (when not shipped as household effects), sedan, sports car, station wagon, minivan, 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.

15.18.2 Payment of the actual and reasonable expenses related to the crating if required by the shipping and/or insurance company, insuring and transporting of a private motor vehicle (PMV) to and/or from the employee's post may be authorized when the deputy head is satisfied that the country to which an employee is about to be relocated does not:

impose restrictive limitations on the size or other characteristics of the private motor vehicle (PMV) to be shipped;
have vehicle operating laws or conditions that in the opinion of the deputy head make the operation of the employee's PMV significantly less safe than that experienced in Canada;
have prohibitive import duties or embargoes on the importation of private motor vehicles, or prohibitive disposal restrictions.

15.18.3 Expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring, and transporting an employee's PMV from the old place of duty in Canada to the post, notwithstanding that the PMV may be shipped from a third location to the employee's post.

15.18.4 Expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring and transporting an employee's PMV from the post to the new place of duty in Canada, except that such expenses will only be authorized if the PMV is in the possession of the employee, or a dependant, at the post, prior to shipment.

15.18.5 In cases of cross-posting, the expenses authorized under subsection 15.18.2 shall not exceed the cost of crating, insuring and transporting an employee's PMV from:

the employee's old place of duty to the new place of duty where the vehicle is shipped from the old place of duty; or
the employee's old place of duty in Canada to the new place of duty where the vehicle is shipped from a location other than the employee's former post, except where the deputy head determines, and advises the appropriate foreign service interdepartmental coordinating committee, that unusual circumstances warrant the waiver of this limitation.

15.18.6 In determining the transportation entitlement under subsection 15.4.3, the cost for PMV shipment shall be established in accordance with subsections 15.18.3, 15.18.4 and 15.18.5 above, but shall not exceed the estimated cost of shipping the vehicle from its location to the new place of duty.

15.18.7 Payment of duties, taxes or registration for which an employee may be liable at a post or in Canada in respect of a private motor vehicle (PMV), motorcycle, boat or trailer shall not normally be authorized by the deputy head.

15.18.8 Where the vehicle to be shipped exceeds the limits specified above, the deputy head may authorize actual and reasonable shipment expenses for such a vehicle to the limit of the maximum allowable.

15.18.9 The deputy head shall not authorize shipment of a PMV which does not meet carrier specifications.

15.18.10 The provisions of section 15.18 may be applied to a PMV which is shipped directly from the manufacturer to a local dealer at the employee's post, notwithstanding that it is not owned by or registered in the name of the employee or dependant at time of shipment, in situations where the manufacturer will not ship directly to the employee. Reimbursement shall be limited to identifiable transportation costs, upon production of evidence satisfactory to the deputy head, for the purchase of a new PMV.

15.18.11 The provisions of subsection 15.18.10 may also be applied where, in the opinion of the deputy head, it is cost effective to purchase a new PMV from a local dealer, rather than pay directly for shipment of a PMV to a post.

Damage and/or Loss Claims of Household Effects

15.19 General Provisions

15.19.1 Employees shall be provided insurance for damage and/or loss of household effects while in transit as follows:

$120,000 for household effects which are shipped to or from a post where employees will be or have been occupying Crown-furnished accommodation; or
$140,000 for household effects which are shipped to or from a post where employees will be or have been occupying unfurnished accommodation for which they shipped furniture; and
$120,000 for effects in storage at public expense which includes coverage for damage and loss of a PMV limited to the Canadian Red Book value on entry into storage and does not include compensation for corrosion or natural deterioration; and
coverage for damage and loss of a PMV which is shipped to or from post, limited to the Canadian Red Book value.

15.19.2 Pending settlement of a claim for damage and/or loss to effects stored, accompanied or shipped at public expense, the deputy head, without prejudicing the settlement of claims, may authorize an accountable advance to the employee not to exceed the actual cash value of the lost or damaged effects.

15.19.3 Any advance made to an employee and any compensation received by the employee from a third party shall be reimbursed by the employee.

15.19.4 More than one advance payment may be made to an employee provided that:

the total amount of all advances does not exceed the actual cash value of claimable items; or
the employee has accounted for an advance and is requesting a subsequent advance for the purchase of replacement items, up to the actual cash value of the outstanding claimable items.

15.19.5 The time limits specified in FSD 4 - Accountable Advances shall not apply to accountable advances made pursuant to subsection 15.19.2.

15.19.6 When an employee encounters difficulties in the settlement of a claim for damage and/or loss to personal and/or household effects, the deputy head will liaise with the contracting authority as required.

15.19.7 When an employee encounters difficulties in the settlement of a claim for damage and/or loss to personal and/or household effects, the deputy head may authorize the services of an independent claims adjuster/appraiser for advisory purposes to determine the extent of damage and/or loss and to recommend compensation in line with industry practice.

Other Types of Relocation Expenses

15.20 House Hunting Trips (HHT)

15.20.1 A house hunting trip (HHT) is not an entitlement. 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, where it can be reasonably demonstrated that the proposed HHT is cost-effective, for the employee and/or spouse or common-law partner, the following:

return travelling expenses by the lowest available airfare appropriate to a particular itinerary from the present place of duty to the new place of duty. Travel by private motor vehicle (PMV) at the lower kilometric rate shall not normally be authorized when, the travel distance exceeds 650 kilometers by road and/or travel under the NJC Travel Directive is less costly than commercial transportation or car rental. Parking, ferry and toll charges shall also be reimbursed, as appropriate; when transportation is by private motor vehicle (PMV). Car rental or other transportation expenses shall not be reimbursed;
living expenses, as defined in FSD 2 - Definitions, at the new place of duty for a maximum of seven consecutive days (up to eight nights);
actual and reasonable local transportation expenses during a HHT to Canada for a period of up to seven days, as follows:
1. the cost of a rental vehicle in accordance with the NJC Travel Directive; or
2. the kilometric rate under the NJC Travel Directive for use of a PMV; or
3. public transportation costs not to exceed the cost of a rental vehicle;
actual and reasonable local transportation expenses during a HHT to a post by the most practicable and economical means as determined by the deputy head for a period of up to seven days; this could include taxis or a rental vehicle in accordance with the NJC Travel Directive;
payment of dependant care expenses in accordance with the provisions of 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;
telephone calls during a HHT in accordance with the NJC Travel Directive to dependant(s) at the former place of duty; however telephone calls may not be claimed where an employee is receiving an incidental expense allowance for travel within Canada or the continental U.S.A;
leave with pay for the employee; and/or
travelling time to and from the new place of duty where it is not possible for the employee to travel during non-working hours.

15.20.2 An extension of the time limits in and related expenses under paragraphs 15.20.1(b), (c), (d), and (f) may be authorized where in the opinion of the deputy head additional time is required at the new place of duty to conclude arrangements.

15.20.3 Where transportation costs are not incurred for a HHT, the deputy head may authorize reimbursement of those local transportation expenses and dependant care expenses which would be authorized for a HHT, while in receipt of family separation expenses or in conjunction with relocation travel.

15.20.4 Where transportation costs are not incurred for a HHT, the deputy head may authorize payment of those living expenses, local transportation and/or dependant care expenses which would be authorized for a HHT, where it would be cost-effective to authorize such expenses in conjunction with other travel, such as temporary duty, foreign service travel or vacation travel.

15.20.5 Where transportation costs are not incurred for a HHT, the deputy head may authorize payment of living expenses and/or dependant care expenses for a dependent child where it would be cost-effective to authorize a HHT in conjunction with other travel.

15.20.6 Dependant care assistance shall not be provided where the child's other parent resides in the same location as the child who requires dependant care.

15.20.7 Where there are children who, because of a permanent disability, require the full-time care of a parent, the deputy head may authorize commercial transportation costs only for such children to accompany their parents on the house hunting trip.

15.20.8 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.

15.21 Incidental Relocation Expense Allowance

15.21.1 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 in accordance with Appendix C for which receipts are not required.

15.22 Local Transportation Expenses

15.22.1 An employee may claim per relocation, local transportation expenses with receipts, at the old and/or new place of duty as follows:

in accordance with section (a) of Appendix D of this directive, for:
1. relocations to or from Canada where an employee has permanently disposed of or stored a private motor vehicle (PMV) prior to departure from the old place of duty, subject to subsection 15.22.2; or
2. relocations to or from Canada where an employee is awaiting the arrival of a PMV which is being shipped to a new place of duty in accordance with the provisions of this directive, subject to subsection 15.22.2; or
3. relocations to or from Canada where an employee has permanently disposed of or stored a private motor vehicle (PMV) prior to departure from the old place of duty and 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, subject to subsection 15.22.2; or
4. relocations from one post to another post where an employee has disposed of a PMV which was in use at the old post or is awaiting shipment of a PMV at the new post; or
in accordance with section (b) of Appendix D, for relocations from one post to another post where:
1. an employee has both disposed of a PMV which was in use at the old post and is awaiting the arrival of a new PMV which is being shipped to the new post; or
2. an employee has both shipped the PMV which was in use at the old post and is awaiting the arrival of that PMV at the new post.

15.22.2 Where an employee has a private motor vehicle (PMV) in storage in the headquarters city, local transportation expenses cannot be claimed in the headquarters city unless extraordinary circumstances preclude its removal in a timely manner.

15.22.3 Where an employee rents a vehicle and free coverage for Collision Damage Waiver or Public Liability and Property Damage are not provided by a personal credit card or additional coverage is required, the cost of the premiums for coverage may be claimed under this directive.

15.22.4 The deputy head may authorize additional financial assistance on an exceptional basis for local transportation expenses where assistance is not provided by the transportation company. Use of discretion is intended to recognize differences in shipment times for various regions as well as local conditions which may affect delivery of shipments within the normal expectations as presented in the Guaranteed Transit Times. Use of discretion should recognize the exigencies and demands of the foreign service in circumstances which are beyond the reasonable control of the employee. Discretion should not be exercised which would place an employee in a more advantageous position outside Canada than in Canada, or to correct fault, error or negligence on the part of an employee or dependant. Use of discretion shall be reported annually as specified in subsection 70.5.1 of FSD 70 - Allowances and Reporting Requirements.

15.22.5 When a private motor vehicle (PMV) shipped at public expense is damaged in transit, the employee will be permitted to claim local transportation expenses for a maximum of 30 additional days if the maximum amount permissible under section 15.22 is exhausted and the liability by carriers or other insurers is exceeded.

15.23 Temporary Accommodation Entitlements to/from Post

15.23.1 Living expenses in temporary accommodation are payable at the old and new place of duty for the period during which an employee is unable to occupy their assigned permanent accommodation. The period for which living expenses may be authorized shall be determined by the deputy head depending upon the availability and suitability of accommodation.

15.23.2 Except where otherwise specified, an employee shall be entitled to claim living expenses for a minimum of two days temporary accommodation at each of the old and new places of duty. It is the prerogative of management to judge the suitability and availability of permanent accommodation at the old and new place of duty. Where available at a post, Crown-held accommodation shall be used rather than commercial facilities.

15.23.3 An employee is entitled to two days living expenses in temporary accommodation at each of the old and new places of duty, unless:

an employee chooses, and the employer agrees, to continue to occupy permanent accommodation until departure from the old place of duty, or to move into permanent accommodation immediately upon arrival at the new place of duty. In each of these situations, an employee may claim living expenses, excluding accommodation expenses, (which shall include a waiver of shelter cost under FSD 25 - Shelter) for two days; or
an employee is maintaining a principal residence at the old place of duty or has established a principal residence at the new place of duty, which is occupied by a dependant at the time of the relocation. These situations occur, for example, where assistance has been authorized in accordance with FSD 18 - Special Family Separation Assistance. In these situations, where living expenses are not necessarily incurred as a result of the relocation, the two-day entitlement shall not apply.

15.23.4 When authorized in advance, and subject to the specific provisions of this directive, actual and reasonable living expenses in temporary accommodation, if necessary, for an employee and each accompanying dependant, may be claimed as follows, for:

Hotel accommodation
1. actual and reasonable accommodation expenses;
2. one daily incidental expense allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive;
3. an amount for meals in accordance with Appendix E of this directive.
Self-contained accommodation
1. actual and reasonable accommodation expenses;
2. one daily incidental expense allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive;
3. an amount for meals not to exceed 75% of the full daily meal allowance in accordance with Appendix E of this directive.
Private non-commercial accommodation
1. accommodation expenses in accordance with the NJC Travel Directive for private non-commercial accommodation;
2. one daily incidental expense allowance per family unit in accordance with Appendix C or D, as applicable, of the NJC Travel Directive;
3. an amount for meals not to exceed 75% of the full daily meal allowance in accordance with Appendix E of this directive.

15.23.5 In addition to the daily incidental expense allowance, an employee may claim:

the cost of parking for one private motor vehicle (PMV) at an employee's temporary living accommodation if parking is not provided free of charge;
additional incidental expenses, when a physically disabled traveller is required to pay for special assistance (e.g. porter), provided they are clearly reasonable and necessary. Receipts are required

15.23.6 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 are directly related to the facilitation of a specific departmental program and are approved in advance by the deputy head. 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.

15.23.7 The period during which living expenses may be claimed shall not be authorized 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.

15.23.8 When an employee is in temporary accommodation for more than 30 days prior to departure from Canada, the employee is subject to the applicable shelter cost from the third day following arrival at the post.

15.23.9 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.

15.24 Living Expenses on Relocation to Post

15.24.1 On relocation to a post, subject to section 15.23, when authorized in advance, an employee may claim actual and reasonable living expenses in temporary accommodation, as outlined in this directive, which are summarized in Appendix E, prior to departure from the old place of duty and immediately following arrival at a post, for a total period of 30 days.

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

15.24.3 When an employee precedes a dependant to a post, where assistance has been authorized in accordance with FSD 18 - Special Family Separation Assistance, living expenses in temporary accommodation may be claimed for two days on arrival at post. In addition, following expiry of the initial two-day period an employee may claim living expenses in temporary accommodation in accordance with this section, except that:

where the employee preceded the dependants, expenses may not be claimed at the former place of duty;
expenses for the dependants at the former place of duty shall be limited to two days;
the employee's shelter cost under FSD 25 - Shelter, shall be waived until the arrival of a dependant unless the employee and the dependants continue to occupy temporary accommodation in which case the shelter cost shall apply on the 31^stday following initial occupancy of temporary accommodation; and
an employee may claim an allowance for occupancy of private non-commercial accommodation in accordance with the relevant provisions of the NJC Travel Directive.

15.24.4 However, where an employee has not occupied permanent accommodation when dependants arrive at the post, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 30 days, less the period for which living expenses in temporary accommodation were paid on behalf of the employee and/or dependant under this section.

15.24.5 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.

15.24.6 At a post outside the United States of America, 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 full 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.

15.24.7 Except where an employee is occupying private accommodation or temporary self-contained accommodation, upon expiry of the 30-day time limit specified above, the employee who is still unable to occupy permanent accommodation because, in the opinion of the deputy head, sufficient household effects are not available, or because suitable Crown-held accommodation is not available for occupancy, or for some other reason satisfactory to the deputy head, may claim actual and reasonable accommodation expenses, incidental expenses and meals in accordance with section 15.23.

15.24.8 Upon expiry of this 30-day time limit specified above, the employee who is occupying private accommodation or temporary self-contained accommodation who is still unable to occupy permanent accommodation because, in the opinion of the deputy head, sufficient household effects are not available, or because suitable Crown-held accommodation is not available for occupancy, or for some other reason satisfactory to the deputy head, may continue to claim actual and reasonable accommodation expenses.

15.24.9 Upon expiry of this 30-day period, the employee who is still unable to occupy permanent accommodation, for reasons acceptable to the deputy head, shall be subject to the applicable shelter cost, in accordance with FSD 25 - Shelter. Where the employee's shelter cost exceeds the actual accommodation expenses, the employee shall not be subject to a shelter cost but shall instead be responsible for payment of actual accommodation expenses.

15.24.10 Notwithstanding the limitations of subsection 15.24.9, 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 full daily meal allowance for up to two days.

15.24.11 In all circumstances not described above, the employee shall be responsible for living expenses in temporary accommodation.

15.25 Living Expenses on Relocation to a Place of Duty in Canada

15.25.1 On relocation to a place of duty in Canada, subject to section 15.23 when authorized in advance, an employee may claim actual and reasonable living expenses in temporary accommodation, as outlined in this directive, prior to departure from the post and immediately following arrival at the new place of duty in Canada, for a total period of 30 days.

15.25.2 When an employee has claimed living expenses for a house hunting 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.

15.25.3 When assistance has been authorized under FSD 18 - Special Family Separation Assistance, the total period for which living expenses may be claimed prior to and following arrival at the new place of duty in Canada is limited to seven days. However, when a dependant arrives at the new place of duty in Canada, living expenses may be claimed, if necessary, for the employee and the dependant for a total period of 30 days, less the period for which living expenses were paid on behalf of the employee prior to the arrival of the dependant.

15.25.4 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 15.33 - Managerial Discretion.

15.25.5 Where permanent accommodation is available for occupancy, and, through no fault or choice of the employee or of a dependant, household effects are not available for delivery to that accommodation in the headquarters city, because of a delay in shipment or because arrangements could not be made for delivery of household effects on the occupancy date, the deputy head may authorize the payment of actual and reasonable expenses for accommodation and laundry for a period ending one day after delivery of the employee's household effects.

15.25.6 When unusual conditions, such as: extremely low vacancy rates, 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 and an employee encounters difficulty in obtaining permanent accommodation which can be occupied within the 30 day period provided under section 15.25, the deputy head may approve any temporary accommodation expenses in excess of the employee's normal accommodation costs, normally up to a maximum period of 60 days.

15.25.7 Expenses under subsection 15.25.6 shall be limited to actual and reasonable expenses for accommodation and laundry, at an establishment approved by the deputy head, reduced by an employee share. Where an employee leases permanent accommodation, the employee share shall be the monthly rent as specified in the lease. Where an employee purchases permanent accommodation, the employee share shall be the shelter cost determined in accordance with FSD 25 - Shelter, where household size reflects the number of persons occupying temporary accommodation and annual salary reflects the employee's annual salary on the initial date of occupancy of temporary accommodation.

Relocation in Specific Circumstances

15.26 Termination of Assignment Outside Canada

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

retirement, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with this directive, from the approved place of residence abroad, to the employee's headquarters city, or any other place, except that expenses payable shall not exceed those that would be paid to the employee's headquarters city, provided removal is effected within six months of the employee's last day of employment except that, in cases of retirement which are not beyond the reasonable control of the employee, where the employee has not completed the agreed-to tour of duty, the deputy head may require that the employee pay a portion of the expenses in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to Appendix F in which case, the employee shall be so advised in writing before departure from the post;
workforce adjustment, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with paragraph 15.26.1(a); subject to operational requirements, an employee may be relocated to the headquarters city prior to termination of employment or may be relocated directly to the place where the employee chooses to retire;
the employee's death, the deputy head shall approve for payment actual and reasonable expenses payable under this directive on behalf of a dependant abroad in accordance with paragraph 15.26.1(a) provided the move is effected within six months of the employee's last day of employment;
resignation or dismissal, the deputy head may:
1. approve for payment actual and reasonable relocation expenses in accordance with paragraph (a) of the definition of "relocation expenses," of the employee and each dependant, on a pro-rata basis, from the approved place of residence abroad to the employee's headquarters city in accordance with Appendix F of this directive except that where an employee chooses to relocate to a location other than the headquarters city, the amount payable shall not exceed the amount as determined in Appendix F; and/or
2. authorize recovery of relocation expenses in accordance with this directive paid in respect of the journey to the post, where the employee resigns within one year from date of arrival at the post, on a pro-rata basis, in accordance with Appendix F of this directive; and
3. relocation expenses shall only be paid if the relocation is effected within two months of the last day of employment and shall be limited to the expenses that would be payable for relocation between the employee's post and the dependant's approved place of residence abroad, and the employee's headquarters city;
extended periods of leave without pay, the deputy head shall approve for payment actual and reasonable relocation expenses in accordance with paragraph 15.26.1(a) and Appendix F of this directive, provided removal is effected within twelve months of the employee's last day of duty at the post.

15.26.2 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.

15.26.3 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.

15.26.4 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.

15.27 Early Termination of Posting

15.27.1 When an employee serving at a post requests relocation to Canada before termination of the agreed-to assignment, the deputy head may require that the employee pay a portion of the relocation expenses in accordance with this directive, in an amount not exceeding, and possibly less than, the amount determined on a pro-rata basis according to Appendix F, in which case, the employee shall be so advised in writing before departure from the post.

15.27.2 Subsection 15.27.1 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.

15.27.3 Where an employee who has been assigned to duties at a post outside Canada for a period of one year or more is recalled to Canada prior to completion of the normal period of posting, the deputy head shall reimburse the employee the amount paid in customs duties and taxes in respect of a reasonable quantity of goods purchased for personal use that does not qualify for tax-free admission because the period of possession or absence from Canada was insufficient, where:

reimbursement shall be made only on goods purchased prior to notification of recall to Canada where such goods would normally have been permitted duty and tax-free entry to Canada had the employee completed the assignment; and
the employee's posting has been terminated due to illness or death of an employee or dependant or program related reasons, such as re-assignment for service in Canada, or to a post, where the employee's goods are returned to Canada for storage, promotion, release, lay-off, training, or staff reductions.

15.28 Transfer Between Departments

15.28.1 When an employee serving at a post is transferred from one department to another, the relocation expenses in accordance with this directive, 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.

15.29 Relocation During Long School Holiday Recess

15.29.1 Where an employee is to be relocated during the long school holiday recess, the deputy head may authorize payment of actual and reasonable relocation expenses in accordance with this directive, to the employee's new place of duty, for a dependant who resides with the employee at the time of relocation and will become a dependent student as defined in FSD 2 - Definitions and where a spouse or common-law partner is not remaining at the old place of duty and:

who will not be residing with the employee at the post, but for whom an education allowance or shelter assistance will be payable under FSD 34 - Education Allowances for the academic year immediately following the relocation and for whom FSD 35 – Education Travel will be authorized for travel to the school or post-secondary institution at the commencement of the school year; and/or
who has not been residing with the employee at the post, but for whom an education allowance or shelter assistance has been paid under FSD 34 - Education Allowances for the academic year immediately preceding the relocation and for whom FSD 35 – Education Travel will be authorized for travel to the school or postsecondary institution at the commencement of the school year.

15.29.2 In lieu of the provisions of subsection 15.29.1, the deputy head may authorize payment of actual and reasonable living expenses for a dependent student to the maximum amount specified in subsection 34.4.1 of FSD 34 – Education Allowance from the time the employee occupies temporary accommodation at the old place of duty in accordance with section 15.24 until the commencement of the school term.

15.30 Person Ceasing to be a Dependant

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

in accordance with this directive where the person leaves the post with the employee or in advance of the employee; or
in accordance with paragraph (a) of the definition of "relocation expenses" where the person leaves the post within one year of the employee's date of departure from the post; or
in accordance with paragraph (a) of the definition of "relocation expenses" where the person has been in fulltime attendance at an educational institution outside Canada and returns to Canada within three months from the date of completion of the program in which the student was enrolled at that educational institution, in an amount not exceeding the costs of relocation between the dependant's approved place of residence abroad and the employee's headquarters city.

15.30.2 In considering weight limitations which may be approved under section 15.30, the total weight limitations of all shipments authorized under sections 15.13 and 15.30 shall not exceed the maximum weight limitation which the deputy head was prepared to approve under section 15.16.

15.31 Dependants Prohibited from Accompanying an Employee

15.31.1 Subject to subsection 15.31.4, when an employee serving abroad is relocated to a post where it is not permitted to take a dependant, the deputy head may approve for payment actual and reasonable, relocation expenses in accordance with this directive, of the dependant from the approved place of residence abroad to:

the employee's headquarters city; or
a location in or outside of Canada chosen by the employee and approved by the deputy head.

15.31.2 Where the location chosen by the employee and approved by the deputy head is outside Canada, relocation expenses, in accordance with this directive, shall be limited to the expenses that would be incurred if the dependant had been relocated to the employee's headquarters city.

15.31.3 Subject to subsection 15.31.4, if the prohibition of a dependant at the employee's post is lifted not later than six months before the employee is scheduled to depart, the deputy head may approve for payment actual and reasonable relocation expenses, in accordance with this directive, of the employee's dependant from the approved place of residence to the employee's post. Where the approved place of residence is a location outside Canada, relocation expenses payable shall be limited to the expenses that would be incurred if the dependant had been relocated from the employee's headquarters city to the post.

15.31.4 Relocation expenses payable under subsections 15.31.1, 15.31.2 and 15.31.3 shall be those expenses, in accordance with this directive, authorized by the deputy head in such amounts as are considered appropriate to the circumstances by the deputy head, in accordance with this directive.

15.32 Spouse/Common-Law Partner Qualifying as a Dependant in Mid-Tour

15.32.1 Where a spouse or common-law partner and any accompanying dependent children becomes a dependant in mid-tour, through marriage or eligibility in accordance with the declaration in Appendix A of FSD 2 - Definitions, the deputy head shall, subject to the provisions of FSD 9 – Medical and Dental Examinations and FSD 18 – Special Family Separation Assistance, authorize payment of the following expenses for these dependants:

actual and reasonable transportation expenses, including costs of authorized stopovers, by the most direct routing from the location where the marriage takes place or the spouse’s place of residence at the time of the marriage, from the common-law partner’s place of residence at the time of designation, or from the location of the child, to the employee's post, up to the cost of travel by the most direct routing from the headquarters city to the employee's post, minus travelling expenses between the location and the employee’s headquarter city;
storage costs only for the spouse's or common-law partner's or dependant’s household effects, following receipt of an inventory in accordance with section 15.17, provided that effects are combined with existing long-term storage lot of the employee, until the employee is assigned to duty in Canada and effects are removed from long-term storage. If the employee does not have any goods in long-term storage in the headquarters city, storage costs may be allowed at an approved storage facility in the headquarters city;
actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects following receipt of an inventory in accordance with section 15.17, to the employee's post, up to the cost of shipment by the most direct routing from the headquarters city to the employee's post from:
1. the location where the marriage takes place or the spouse's previous place of residence at the time of the marriage; or
2. the previous place of residence of the common-law partner, when the common-law partner becomes a dependant through the declaration in Appendix A of FSD 2 -Definitions; or
3. the location of the child, when the child is designated a dependant.

15.32.2 Where an employee or spouse or common-law partner gives birth to a child in mid-tour away from post, subject to FSD 41 – Health Care Travel, the deputy head may authorize payment of:

actual and reasonable transportation expenses, including costs of authorized stopovers, for the newborn by the most direct routing from the approved treatment location to the employee’s post; and
actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects following receipt of an inventory in accordance with section 15.17, to the employee’s post up to the cost of shipment by the most direct routing from the headquarters city to post.

15.32.3 In all other cases, where a child becomes a dependant, the deputy head may authorize payment of:

actual and reasonable transportation expenses, including costs of authorized stopovers, for the child by the most direct routing from the location of the child to the employee’s post, minus the cost of travel by the most direct routing from the location of the child to the employee’s headquarters city;
storage costs only for the child’s household effects in the employee’s headquarters city, following receipt of an inventory in accordance with section 15.17; and
actual and reasonable expenses for packing, crating, cartage, transportation and unpacking of household effects following receipt of an inventory in accordance with section 15.17, from the location of the child to the employee’s post, minus the cost of shipment by the most direct routing from the location of the child to the employee’s headquarters city.

15.32.4 Removal of the spouse's or common-law partner's household effects will not be authorized within any area, which, according to local custom, is within commuting distance of the employee's place of duty.

15.32.5 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

15.33 Managerial Discretion

15.33.1 Subject to specific financial limitations prescribed in this directive, when the deputy head is of the opinion that the assistance provided under any section is clearly inadequate for an employee (because of special circumstances not taken into account by this directive), such additional assistance may be authorized as is considered necessary to facilitate a departmental program or to rectify what would otherwise be an obvious injustice to the employee. Such additional assistance shall not be granted where it is explicitly prohibited under any section of this directive.

15.33.2 Managerial discretion may also be exercised under this section where there has been a bona fide de facto separation, a legal separation, or divorce and in the opinion of the deputy head the assistance provided is clearly inadequate for an employee or estranged spouse or common-law partner.

15.33.3 Where management discretion is exercised, the details shall be reported to the appropriate foreign service interdepartmental coordinating committee.