FSD 54 - Compassionate Travel

FSD 54 - Compassionate travel

FSD 54 - Compassionate travel

Introduction

A compassionate travel allowance is designed to compensate an employee at a post for those expenditures arising from the serious illness (including serious injury) of a dependent student or infirm child and the critical illness (including critical injury) or death of a parent of the employee or the employee's spouse or common-law partner, a brother or sister (including half-brothers and half-sisters) of the employee or the employee's spouse or common-law partner, or a member of the family unit, which are over and above those that would have been incurred had the employee been serving in the headquarters city. As well, there is a provision for travel to assist parents through a major life event such as on giving up the family residence and moving into an elder-care facility.

The travel entitlement shall normally reflect the lowest available airfare, although it is also recognized that discounted fares may not be available when it is necessary to arrange travel on short notice.

The provisions of this directive are not intended to cover all family emergencies. For situations not specifically included, employees should consider use of other travel provisions, such as vacation travel assistance (FSD 50), post-specific allowance (FSD 56.10), or the foreign service travel credit bank (FSD 45).

Directive 54

Definitions

54.01 In this directive,

(a) family unit (famille immédiate) means:

(i) the employee,

(ii) the employee's spouse or common-law partner,

(iii) a dependent child within the meaning specified in FSD 2.01(k)(ii),

(iv) a dependent student within the meaning specified in FSD 2.01(l),

(v) a child of the employee or of the employee's spouse or common-law partner, who continues to be in a dependant relationship, where such child was associated with the employee's family unit prior to the employee's posting, has not attained 21 years of age, is not residing at the post and cannot be deemed a dependent student as defined in FSD 2.01(l);

(b) parent (parent) means the natural or adoptive parent or a person who was formally appointed legal guardian of an employee or an employee's spouse or common-law partner, or, with the approval of the deputy head, a foster or surrogate parent;

(c) where an employee-couple are assigned to the same post, one employee shall be deemed to be the employee and the other employee deemed to be the spouse or common-law partner;

(d) travelling expenses (frais de voyages) means expenses for air transportation and local transportation to and from airports at the points of departure and destination and, when authorized in advance by the deputy head, for accommodation, meals and local transportation to and from the airport for a necessary stopover, where it is not possible or practicable to arrange an itinerary which will permit continuing travel to the approved destination; and

(e) provisions for the issue and verification of travel allowances under this directive are found in FSD 70 - Reporting requirements and verification of allowances.

Circumstances/Situations

54.02 In the event of serious illness (including serious injury) of a dependent student or infirm child receiving care or training at an institution in Canada, by reason of a mental or physical disability, the deputy head shall authorise an allowance for:

(a) actual and reasonable return travelling expenses between the employee's post and the location of the child; and

(b) actual and reasonable accommodation expenses at the location of the child, for any reasonable period as determined by the deputy head;

incurred by the employee or the employee's spouse or common-law partner and by an infant or small child who is obliged to accompany a parent on compassionate travel; and

(c) when, in the opinion of the deputy head, the residential educational institution does not provide necessary care for the child, an allowance for actual and reasonable accommodation expenses for the child and actual and reasonable local transportation expenses to and from local health care facilities, the location of the child and the educational institution, for any reasonable period as determined by the deputy head.

54.03 In the event of critical illness (including critical injury) of a member of the family unit not residing at the employee's post, or an infirm child receiving care or training at an institution in Canada, by reason of a mental or physical disability, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the location of a dependent student who is critically ill; and/or

(ii) for a dependent student, to the location of a dependent student who is critically ill; and/or

(iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of a dependent student who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and/or

(iv) for the members of the family unit, to the location of the member of the family unit (other than a dependent student) who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and

(b) actual and reasonable accommodation expenses,

(i) for the members of the family unit residing at the employee's post, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or

(ii) for a dependent student, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or

(iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, at the location of a dependent student who is critically ill, for any reasonable period as determined by the deputy head; and/or

(iv) for the members of the family unit, in the headquarters city when this is the location of the member of the family unit (other than a dependent student) who is critically ill, for a period not to exceed five days.

54.04 In the event of critical illness (including critical injury) of a member of the family unit residing at the employee's post, the deputy head shall authorize an allowance for actual and reasonable return travelling expenses:

(a) for a dependent student, to the employee's post; and/or

(b) for a member of the family unit who is not residing at the employee's post and who is not a dependent student, to the employee's post, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling.

54.05 In the event of critical illness (including critical injury) of a member of the family unit normally residing at the employee's post who is undergoing medical treatment away from the post at a location approved by the deputy head, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the location of the member of the family unit who is critically ill; and/or

(ii) for a dependent student, to the location of the member of the family unit who is critically ill; and/or

(iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of the member of the family unit who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and

(b) actual and reasonable accommodation expenses at the location of the member of the family unit who is critically ill, for any reasonable period as determined by the deputy head.

54.06 In the event of death of a member of the family unit not residing at the employee's post, or an infirm child receiving care or training at an institution in Canada, by reason of a mental or physical disability, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and/or

(ii) for a dependent student, to the location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and location of interment or memorial service (where this is in lieu of interment); and

(b) actual and reasonable accommodation expenses,

(i) for the members of the family unit residing at the employee's post, at the place of death and in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days; and/or

(ii) for the members of the family unit not residing at the employee's post, in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days.

54.07 In the event of death of a member of the family unit at the employee's post or at a location approved by the deputy head where the deceased, who normally resided at the employee's post, was undergoing medical treatment, and interment or memorial service (where this is in lieu of interment) takes place away from the post, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit or a suitable escort if required:

(a) actual and reasonable return travelling expenses,

(b) actual and reasonable accommodation expenses,

54.08 In the event of death of a member of the family unit at the employee's post where interment takes place at the post, the deputy head shall authorize an allowance for actual and reasonable return travelling expenses:

(a) for a dependent student to the employee's post; and/or

(b) for a member of the family unit who is not a dependent student, to the employee's post, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling;

incurred by members of the family unit who are not residing at the employee's post.

54.09 In the event of death or critical illness (including critical injury) of a non-dependent child who no longer qualifies as a member of the family unit, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the non-dependent child or the place of interment or memorial service (where this is in lieu of interment); and/or

(ii) for a dependent student, to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the non-dependent child or the place of interment or memorial service (where this is in lieu of interment); and

(b) actual and reasonable accommodation expenses in the headquarters city for a period not to exceed five days, when it is the location of the non-dependent child who is critically ill or is the place of interment or memorial service (where this is in lieu of interment), incurred by members of the family unit.

Instruction

For purposes of this section, a non-dependent child is a child of an employee or of an employee's spouse or common-law partner, who does not qualify as a member of the family unit solely by reason of age and/or dependancy, and excludes a child of a previous marriage who was not part of the family unit.

54.10 In the event of death or critical illness (including critical injury) of a non-dependent child of a previous marriage of an employee or of an employee's spouse or common-law partner, where such child does/did not qualify as a member of the family unit, the deputy head shall authorize an allowance for:

(a) actual and reasonable return travelling expenses to the location of the non-dependent child who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the non-dependent child; and

(b) actual and reasonable accommodation expenses in the headquarters city, for a period not to exceed five days, when it is the location of the non-dependent child who is critically ill or is the place of interment or memorial service (where this is in lieu of interment);

incurred by the parent of a non-dependent child and by an infant or small child who is obliged to accompany a parent on compassionate travel.

54.11

(a) In the event of critical illness (including critical injury) of a parent of an employee or of an employee's spouse or common-law partner, the deputy head may authorize an allowance for:

(i) actual and reasonable return travelling expenses to the location of the relative who is critically ill, minus return travelling expenses between the headquarters city and the location of the relative; and

(ii) actual and reasonable accommodation expenses incurred in the headquarters city when it is the location of the relative who is critically ill, for a period not to exceed five days;

incurred by the employee and/or the employee's spouse or common-law partner and by an infant or small child who is obliged to accompany a parent on compassionate travel.

Instruction

The provisions of Section 54.11(a) include situations of illness of aged parents, where the illness itself may not be critical, but family circumstance and/or the recommendation of the attending physician clearly indicate the attendance of the employee and/or the employee's spouse or common-law partner. This may be to make arrangements for continuing or future care, to assist with personal and/or financial arrangements, and to provide essential emotional support, which are a consequence of the illness.

(b) The provisions of Section 54.11(a) may also be applied where parent(s) of an employee or of an employee's spouse or common-law partner, because of age and/or infirmity, require assistance which is not reasonably available from other family members, in a non-medical situation, and which is not covered by Section 54.11(a). Travel will be limited to an employee or an employee's spouse or common-law partner, and an infant or small child who is obliged to accompany a parent. Such assistance shall normally be limited to once for the employee's parent(s) and once for the spouse's or common-law partner's parent(s) and recognizes a significant life event which requires filial assistance, such as disposing of the family home, or relocation by elderly parent(s) into a retirement residence or an assisted care facility. On the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, this limitation may be exceeded in exceptional circumstances, such as where there are no other siblings and assistance is clearly required, for example in the case of deteriorating health which requires a subsequent move into another facility.

54.12 In the event of death of a parent of either employee or an employee's spouse or common-law partner, the deputy head shall authorize an allowance for:

(a) actual and reasonable return travelling expenses to the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the place of interment or memorial service (where this is in lieu of interment); and

(b) actual and reasonable accommodation expenses incurred in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days;

incurred by the employee and the employee's spouse or common-law partner and by a minor child (less than 18 years of age) who is obliged to accompany a parent on compassionate travel.

54.13 In the event of death or critical illness (including critical injury) of a brother or sister (including half-brothers and half-sisters) of an employee or of an employee's spouse or common-law partner, the deputy head shall authorize an allowance for:

(a) actual and reasonable return travelling expenses to the location of the relative who is critically ill or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the relative; and

(b) actual and reasonable accommodation expenses incurred in the headquarters city for a period not to exceed five days, when it is the location of the relative who is critically ill or is the place of internment or memorial service (where this is in lieu of interment);

incurred by the employee or the employee's spouse or common-law partner and by an infant or small child who is obliged to accompany a parent on compassionate travel and by the parent of the employee or of the employee's spouse or common-law partner who is a dependant in accordance with FSD 2.01(k)(iii) and who is also the parent of the person who is critically ill or who has died.

54.14 In the event of critical illness (including critical injury) of an unaccompanied employee where travel is not authorized for a member of the family unit, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head where the employee is undergoing medical treatment, minus return travelling expenses between the location of the person who is travelling and the headquarters city.

54.15 In the event of critical illness (including critical injury) of an employee who is a single parent, where the members of the family unit are all under 21 years of age, the deputy head may authorize an allowance for actual and reasonable return travelling expenses for a suitable person to the employee's post and/or to a location approved by the deputy head, where the employee is undergoing medical treatment, minus return travelling expenses between the location of the person who is travelling and the headquarters city.

Guideline

In considering travel for a "suitable person" under Sections 54.14 and 54.15, 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.

54.16 In the event of critical illness (including critical injury) of an employee who is on temporary duty away from the post, the deputy head may, in lieu of the corresponding provisions of the NJC Travel Directive, authorize an allowance for the following expenses incurred by members of the family unit:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the location of the employee; and/or

(ii) for a dependent student, to the location of the employee; and/or

(iii) for a member of the family unit who is not a dependent student and is not residing at the employee's post, to the location of the employee minus return travelling expenses between the headquarters city and the location of the member of the family unit who is travelling; and

(b) actual and reasonable accommodation expenses at the location of the employee for any reasonable period as determined by the deputy head.

54.17 In the event of critical illness (including critical injury) of a member of the family unit normally residing at the employee's post who is temporarily absent from the post for any reason other than temporary duty or for the purpose of undergoing medical treatment at a location approved by the deputy head, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the location of the member of the family unit who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and/or

(ii) for a dependent student, to the location of the member of the family unit who is critically ill, minus return travelling expenses between the headquarters city and the location of the member of the family unit who is critically ill; and

(b) actual and reasonable accommodation expenses in the headquarters city when this is the location of the member of the family unit who is critically ill, for any reasonable period as determined by the deputy head.

54.18 In the event of death of a member of the family unit normally residing at the employee's post who is temporarily absent from the post for any reason other than temporary duty or for the purpose of undergoing medical treatment at a location approved by the deputy head, and interment or memorial service (where this is in lieu of interment) takes place away from the post, the deputy head shall authorize an allowance for the following expenses incurred by members of the family unit or a suitable escort if required:

(a) actual and reasonable return travelling expenses,

(i) for the members of the family unit residing at the employee's post, to the place of death and location of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and place of death and location of interment or memorial service (where this is in lieu of interment); and/or

(b) actual and reasonable accommodation expenses in the headquarters city when it is the place of interment or memorial service (where this is in lieu of interment), for a period not to exceed five days.

54.19 Where an infirm child is receiving care or training at an institution in Canada, by reason of a mental or physical disability, and travel in respect of that child has not been authorized during the preceding twelve-month period under FSD 51 - Family reunion, and neither parent has travelled to Canada under FSD 51 with respect to another child, the deputy head shall authorize a compassionate travel allowance for:

(a) actual and reasonable return travelling expenses

(i) twice a year for the employee and/or the employee's spouse or common-law partner, or

(ii) twice a year for an infirm child and an escort, or

(iii) once a year for the employee and/or the employee's spouse or common-law partner and once a year for an infirm child and escort;

between the employee's post and the location of the infirm child, minus return travelling expenses between the location of the infirm child and the headquarters city.

Instructions

1. The entitlement under (i), (ii) and (iii) above is a maximum of two trips/visits per year. For example, the employee and spouse or common-law partner cannot claim four individual trips by travelling separately at different times of the year.

2. Where one or both parents has/have travelled to Canada under FSD 51 with respect to another child, this would count as one trip, as they would be expected to visit the infirm child at the same time. This would reduce the travel entitlement under this directive by one trip.

54.20 In special situations the deputy head, on the recommendation of the appropriate foreign service interdepartmental co-ordinating committee, may extend, on the basis of guidelines prepared by the National Joint Council Committee on Foreign Service Directives, the provisions of this directive which deal with the "family unit" to include reimbursement of travel assistance for children of the employee over the age of 21 years.

54.21 In the event of death or critical illness (including critical injury) of the non-custodial parent of a child,

(a) who is residing with the employee at the mission, or

(b) who is a dependent student as defined in FSD 2.01(l) and is attending an educational institution outside Canada under the provisions of FSD 34 - Education Allowances

the deputy head shall authorize an allowance for:

(c) actual and reasonable return travelling expenses to the location of the child's other parent or the place of interment or memorial service (where this is in lieu of interment), minus return travelling expenses between the headquarters city and the location of the child's other parent; and

(d) actual and reasonable accommodation expenses in the headquarters city, for a period not to exceed five days, when it is the location of the child's other parent or is the place of interment or memorial service (where this is in lieu of interment);

incurred by the child and, when approved in advance by the deputy head, by the child's custodial parent or step-parent.

Travel leave

54.22 Where it is not feasible for the employee to travel during non-working hours, the deputy head shall authorise travel leave for an employee who is in receipt of an allowance under this directive for a period equal to:

(a) the travelling time between the employee's post and the location of the dependent child, in the event of illness or death of a dependent child; or

(b) the travelling time between the employee's post and the destination less the travelling time between the destination and the headquarters city in all other cases.

Instructions

1. In determining the employee's share of travelling expenses under the provisions of this directive, the deputy head shall take into consideration the type and mode of transportation used; for example:

(a) the employee's share shall be calculated using the same class of fare as used in the compassionate travel;

(b) where travel for which the employee is responsible is in excess of 800 kilometres (500 miles) from the employee's headquarters city, Canadian airfare rates in effect on the date travel commences shall be used; or

(c) where travel for which the employee is responsible is within 800 kilometers (500 miles) of the employee's headquarters city, Canadian bus or rail costs, whichever are the lesser, shall be used;

(d) when an employee has claimed for travel by private motor vehicle, the employee's share shall be based on the lower kilometric/mileage rate for Ontario for travel from Ottawa to the destination and return (www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp); and

(e) where Canadian airlines provide special fares or rebates for compassionate travel in the event of bereavement, the employee's share shall be based on the discounted fare, notwithstanding the fact that the actual airline used did not offer a compassionate discount, and travel on a Canadian airline was not available or timely.

2. As travel normally originates from post, Post administration shall confirm whether foreign carriers offer special fares or rebates under their compassionate travel policy on international flights and, if offered, shall ensure that the employee is directed to apply for the appropriate refund. Any refund obtained by the employee shall be reimbursed to the Receiver General for Canada.

3. Where possible, the authorization of the provisions of this directive should be delegated to the senior officer.

4. In approving compassionate travel in the event of serious or critical illness (including serious or critical injury), the deputy head may require the employee to provide written confirmation by the attending physician.