Part VII - Holidays, leave and personal travel

FSD 44 - Holidays

Introduction

This directive provides employees with the same number of paid holidays that they would be entitled to if they were serving in Canada. Furthermore, the deputy head may approve the substitution of local holidays for holidays designated in Canada for the employee.

Directive 44

44.01 An employee is entitled to the same number of designated holidays with pay per calendar year as would apply under a collective agreement or other appropriate authority for service in Canada.

44.02 Notwithstanding the provisions of a collective agreement or other appropriate authority for service in Canada,

Instruction

Before December 31 of each year, each Post shall forward to the deputy head a list of holidays to be observed in the next calendar year by employees at the post. If there is any change in these holidays, another list shall be submitted.

Guideline

Where, for the calendar year in which an employee serves at more than one location, the combined number of designated holidays at the locations served is less than that provided in a collective agreement or other appropriate authority for service in Canada, the employee shall be granted such additional days at the post as may be required to meet these provisions, notwithstanding that such days may not be designated holidays at the post where the employee is serving. Where, for the calendar year in which an employee serves at more than one location, the combined number of designated holidays at the locations served is greater than that provided in a collective agreement or other appropriate authority for service in Canada, arrangements, agreeable to the employee and the deputy head, shall be made for the employee to work such additional time at the post as may be required to meet these provisions.

FSD 45 - Foreign service travel credit bank and Foreign service leave credit bank

Introduction

This directive replaces FSD 45 - Foreign service travel and specifies the conditions for the use of credits in the travel credit bank and leave credit bank which had accrued prior to October 1, 1997. This directive also sets out transitional provisions for employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives on May 31, 2001.

This directive will be cancelled when all travel and leave credits have been liquidated.

Directive 45

Foreign Service Travel Credit Bank

45.01 Foreign service travel credits which were converted from leave credits to a foreign service travel credit bank on October 1, 1997, are available to assist employees and their family and friends to travel between the post and another location, and for family members and friends to visit the employee at post or travel with the employee to another location.

45.02

Instruction

Provisions for the issue and verification of foreign service travel credits / allowances are found in FSD 70 - Reporting requirements and verification of allowances.

45.03 A foreign service travel credit/allowance may be used:

and where

Instructions

1. Transportation by car, at the lower kilometric/mileage rate, is acceptable provided the destination is more than 150 kilometres from the post and the trip involves one or more night's accommodation. The lower kilometric/mileage rate is established by the Deputy Minister of Foreign Affairs by adjusting the Lower Kilometric/Mileage Rate applicable to Ottawa (as approved by the National Joint Council and quoted on the Treasury Board of Canada Government Travel web site www.tbs-sct.gc.ca/pubs_pol/hrpubs/tbm_113/menu-travel-voyage-eng.asp), to exclude the fuel/gasoline component of that rate and replace it with a component based on the fuel/gasoline cost incurred by the employee at the post;

2. Where travel does not originate at the post, the employee's post must appear on the travel itinerary and there must be a minimum stopover of 24 hours at post before travel is resumed.

45.04 Requests for a foreign service travel allowance shall not be unreasonably denied.

45.05 On written request to the headquarters' FSD Administrator, an employee may convert foreign service travel bank credits to foreign service leave bank credits at the rate of 10 days foreign service leave for each full travel credit.

45.06

45.07 On completion of all travel for which the allowance was issued, and no later than final departure from post, (except on relocation, as provided for under Sections 45.03 (b) and 45.06 (c)), the employee will be required to provide such documentation as the employer may require to demonstrate that the purpose of the allowance has been met. It is the employee's responsibility to provide proof of usage satisfactory to the deputy head, such as travel documents/tickets etc., in support of all travel claimed against the travel credit. Where an employee cannot show acceptable proof of travel taken, the allowance shall be repaid in full, and the travel credit restored to the employee's foreign service travel credit bank.

Instruction

Provisions for the verification of foreign service travel credits / allowances are found in FSD 70 - Reporting requirements and verification of allowances.

45.08 On cessation of employment from a foreign service department, an employee shall receive cash payment for all outstanding foreign service travel credits, on the basis of salary in effect on the last day of employment with a foreign service department, at a conversion rate of 10 days foreign service leave for each full travel credit.

Foreign Service Leave Credit Bank

45.09 An employee who elected to retain foreign service leave credits after October 1, 1997,

Transitional Provisions

45.10 Employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel, of the 1993 Foreign Service Directives on May 31, 2001, shall remain under these 1997 provisions until:

at which time, unless an employee elects for post leave in accordance with FSD 46.02(b)(i) of FSD 46 - Post leave/option, such employee shall receive a post-specific allowance, in accordance with FSD 56 - Foreign service incentive allowances.

FSD 46 - Post leave/option

Introduction

This directive provides an employee with an optional benefit of ten days of post leave per year, in lieu of the provisions for a post specific allowance under FSD 56 - Foreign service incentive allowances. Unless specifically requested, employees will receive the post specific allowance rather than post leave.

Directive 46

46.01 An employee shall have the choice of electing for post leave, as outlined under this directive, or a post specific allowance under FSD 56 - Foreign service incentive allowances, but not both. Unless post leave is specifically requested, an employee shall receive the post specific allowance.

46.02 Where an employee elects for post leave, the provision of this directive shall apply:

46.03 The deputy head shall grant post leave to an employee under the same conditions as vacation leave would be granted for the employee's occupational group, except that:

46.04

Instructions

1. The deputy head shall ensure that a record of post leave credits is maintained.

2. To request a change from a post specific allowance to post leave, or vice-versa, employees should inform their headquarters FSD Administrator, in writing, two months prior to the date of the desired change. Normally, e-mail would be the preferred method of communication, in order to ensure sufficient time to effect the change, but fax or official mail may be used when appropriate.

3. In applying Sections 46.03 and 46.04:

Transitional Provisions

46.05 Employees at post on June 1, 2001, who were under the provisions of FSD 45 - Foreign service travel of the 1993 Foreign Service Directives (revised October 1, 1997) on May 31, 2001, shall remain under these 1997 provisions until:

at which time, unless an employee elects for post leave in accordance with Section 46.02(b)(i), such employee shall receive a post specific allowance in accordance with FSD 56 - Foreign service incentive allowances.

FSD 47 - Leave for post-attributable injury and illness

Introduction

Any absence caused by an injury or illness that, as determined by Health Canada, would not normally occur or is not endemic to Canada, is not chargeable to an employee's leave credits, regardless of the location of the employee at the time the absence occurs. Other absences due to illness or injury not covered by this directive are subject to the provisions of the appropriate collective agreement or applicable regulations.

Directive 47

47.01 Where Health Canada determines that an illness is not endemic to Canada, the deputy head may authorize leave for post-attributable illness.

47.02 Where Health Canada determines that an injury gives rise to circumstances not normally experienced in Canada, the deputy head may authorize leave for absences due to the injury for a period which is in excess of that which would normally be incurred in Canada.

47.03 No charge to an employee's accumulated sick leave credits shall be made when an employee is absent from duty because of a post-attributable illness not endemic to Canada, or circumstances arising from an injury that would not normally occur in Canada, regardless of the location of the employee's place of assignment at the time of absence.

FSD 48 - Other leave

Directive 48

The deputy head may grant more leave for family-related responsibilities or bereavement than a collective agreement or other authority permits for a similar situation if, in the opinion of management, its occurrence at a post imposes hardship beyond that which would occur in Canada. However, not more than eight additional days may be granted under this directive in respect of any one circumstance.

FSD 50 - Vacation travel assistance

Introduction

This directive recognizes that it is in the interest of both management and employees that employees and their families have access to a vacation travel allowance to visit Canada and/or take a vacation away from the post during each posting, with more frequent travel provisions for employees at more difficult posts.

Issue and verification procedures are found in FSD 70 - Reporting requirements and verification of allowances.

Directive 50

50.01 An employee and any dependant normally residing with the employee at a post shall be entitled to vacation travel allowance (VTA) to assist them in taking a vacation in Canada or some other location,

Instruction

1. "Dependant normally residing with the employee at the post" includes primary and secondary school students who are being educated away from the post but not in Canada under the provisions of FSD 34.05 where educational facilities at the post are not compatible.

2. Where assistance has been authorized in accordance with FSD 18 - Special family separation assistance, the allowance authorized under section 50.01 may be used by the employee and all the employee's dependants.

50.02

Instructions

1. Employees may be required by the deputy head to provide evidence that the VTA has or will be used for vacation travel, in accordance with the intent of this directive, to assist employees and their dependants in taking one or more vacations away from the post.

2. Travel authorized under Section 50.02 on termination of posting may only be authorized in conjunction with relocation travel under FSD 15 - Relocation, and does not apply to situations of posting extension.

50.03

50.04 Where travel is authorized under Section 50.01 and/or 50.02(c), the deputy head shall authorize a non-accountable vacation travel allowance equivalent to:

where the allowance shall correspond to the post specific allowance established under FSD 56.10 on June 1st of each year.

Instruction

Provisions for the issue and verification of vacation travel allowances are found in FSD 70 - Reporting requirements and verification of allowances.

50.05

Instructions

1. Vacation leave is an entitlement and should be authorized at the same time that the VTA is approved.

2. When travel is by PMV or rental vehicle, an employee may include expenses for vehicle rental, fuel, oil, road/bridge tolls, ferries and other transportation charges/fees, but may not base travel on a mileage/kilometric rate.

50.06 An employee authorized to travel under this directive who is returning to a Level III, IV or V hardship post may arrange for the shipment of additional personal and household goods as an extension of the provisions of FSD 15.13 - Relocation. The employee will be entitled to either one air shipment not to exceed 20 kilos for the employee and for each accompanying dependant, or accompanied excess baggage not to exceed 20 kilos for the employee and for each accompanying dependant, and where:

Instructions

1. An employee may claim for excess baggage or an air shipment, but not both. Where an employee is claiming accompanied excess baggage, such costs may be incurred from one or more locations on the return routing to the post, up to the amount authorized by the deputy head. Where an employee claims for an air shipment, the cost shall not exceed the amount authorized by the deputy head. This amount shall be determined by the deputy head prior to the employee's departure from the post.

2. An employee is responsible for any demurrage or similar charges incurred as a result of fault, choice or negligence of the employee or dependant and for local transportation costs at the points of origin and destination of the shipment.

50.07 Employees are expected to travel during non-working hours; however, where travel is during working hours, the employee shall be charged the appropriate leave. An exception is made when travel is not possible during non-working hours (for example, all international flights are scheduled for morning, mid-week departures). In such exceptional situations the deputy head shall grant an employee travel leave for a period sufficient to reach the destination of the travel. This period shall not exceed the travelling time by air required for a journey between the post and headquarters city.

50.08 This directive shall apply to each employee of an employee-couple. However, when both employees are at the same post, where a dependant is eligible for travel under this directive, only one employee may claim the entitlements under this directive for each dependant.

50.09

50.10 Where an employee travelling under the provisions of this directive is accompanied by a dependant and is instructed to report for temporary duty during the period of authorized travel, the deputy head may authorize the payment of the reasonable and actual living expenses for the period of temporary duty for a dependant who accompanies the employee, in accordance with FSD 15.07 - Temporary Duty En Route.

50.11 In cases of early termination of posting at the initiation of the employee or resignation before the end of the employee's tour of duty at a post, all or a portion of the allowance may be recovered by the deputy head. Such recovery action may be waived when, in the opinion of the deputy head, there are extenuating circumstances beyond the control of the employee. (See related provisions FSD 15.35 and FSD 15.36.)

FSD 51 - Family reunion

Introduction

To minimize the separation in families, where such separation is directly caused by the employee being assigned to a post, the employer provides for telephone calls and for reunion of families at public expense at least once a year. For ease of reference the Appendices to this directive summarize the circumstances and frequency of family reunion travel.

The entitlement for family reunion travel under FSD 18 - Special family separation assistance supercedes the provisions of this directive.

Family Reunion Travel Allowance

51.01 Throughout this directive, the non-accountable family reunion travel allowance shall reflect:

where

Child/Student Travelling to Mission

51.02 Subject to Section 51.01, 51.08 and 51.09, the deputy head may provide a non-accountable family reunion travel allowance to an employee or to one employee of an employee couple, for the purpose of family reunion travel for:

Instructions

1. For the purposes of this directive, employee/spouse/common law partner refers to the employee or spouse or common law partner, as appropriate.

2. There is no minimum period of time which the dependant must spend at the mission or which the employee, as provided for in Section 51.08, must spend away from the mission, except that, since the purpose of this directive is to minimize the separation of families resulting from foreign service, it is expected that a reasonable period of time will be spent together as a family. Visits of one week or less shall be reported to the appropriate foreign service interdepartmental coordinating committee.

3. The provisions of Section 51.02(c) may be applied to students in a recognized educational program which includes work assignments between scheduled courses of instruction (e.g.: co-op program)

4. Travel under section 51.02 (e) will only be approved when the employee has provided documentation indicating that the airline will not accept the dependent child on an unaccompanied basis, i.e. letter from the airline.

51.03 Blank

51.04 Blank

Family Reunion for Unaccompanied Employees

51.05 Subject to FSD 18 - Special family separation assistance, unless otherwise specified in this section, where an employee accepts an assignment on an unaccompanied basis, the deputy head may authorize up to two trips per twelve-month period for the dependants of that employee, as follows:

Instruction

The intent of this section is to provide family reunion twice per twelve-month period, except where family reunion travel is only permissible once per twelve-month period, as in Section 51.02(d), where the employee has accepted the posting on an unaccompanied basis.

Family Reunion for Employee-Couples

51.06 Where an employee-couple accept assignments at different Missions, the deputy head may authorize a family reunion travel allowance as follows:

Instructions

1. The intent of this section is to provide for the reunion of both employees and all eligible dependants at one location at the same time.

2. The intent of this section is to provide family reunion twice per twelve-month period, except where family reunion travel is only permissible once per twelve-month period, as in Section 51.02(d), where the employee has accepted the posting on an unaccompanied basis.

Visiting Under Custody Arrangements

51.07 Where a custody agreement is in place, the deputy head may authorize payment of a family reunion travel allowance as follows:

Instructions

1. Travel under Section 51.07 shall apply to cases of joint custody, and shall not exceed the frequency of travel permissible under Section 51.02. This section also applies to a child of the employee/spouse/common law partner who has not yet attained 22 years of age, but where a custody agreement does not apply because of the child's age.

2. Where travel is permissible under Sections 51.02 and 51.07 for the same child, the total number of trips which may be authorized in a twelve-month period is four trips.

3. Where travel is permissible under Sections 51.07(a) and (b) for the same child, the total number of trips which may be authorized in a twelve-month period is two trips.

4. 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:

Family Reunion away from Mission

51.08

Instructions

1. When considering the financial implications of Section 51.08(a) and 51.08(b), the travelling expenses of all persons authorized to travel from the mission are to be compared with the total travelling expenses that would have been incurred for travel to mission by all eligible dependants/children under the applicable provisions of this directive.

2. Special circumstances under Section 51.08(b) include any of the following:

where reunion at a third location will facilitate reunion of the employee and all eligible dependants for family reunion travel under this directive.

Guidelines

1. The intent of this directive is to provide for family reunion, at least once a year, either at the mission, at the location of the separated dependant(s), or, for reasons acceptable to the deputy head, at some other location. This section is designed to provide some flexibility in arranging family reunion to recognize circumstances or conditions which justify family reunion away from the mission. It is intended that travel authorized under this section will result in the employee and all dependants having an opportunity to spend time together as a family at one location.

2. It is not the intent of this section to provide the employee and/or a dependant with additional vacation travel nor a trade-off, so that, for example, where there are two children away from mission, the employee would seek to visit them six times during the entitlement period, thus resulting in a family reunion with some members but not others. Travel by one parent to visit one child would only be approved by the deputy head, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, in unusual personal circumstances which require the presence of a parent at the location of the child, and which would achieve the objective of family reunion.

3. In considering travel from a mission under this section, an employee may wish to explore alternatives such as FSD 45 - Foreign service travel credit bank, FSD 50 - Vacation travel assistance or FSD 56.10 - Post specific allowance to avoid the liquidation of entitlements for all eligible dependants under this directive.

Period of Entitlement

51.09 Entitlements under this directive shall be determined on the basis of a twelve-month period commencing on September 1^st of each year, except for travel under Section 51.05 by a dependant of an employee who has accepted an assignment on an unaccompanied basis, where entitlements shall be determined on the basis of the twelve-month period commencing on the date of the employee's arrival at the mission.

Instruction

In determining family reunion travel entitlements for periods of less than twelve months, the deputy head shall take into consideration the date of arrival of the employee at the mission in relation to the school vacation schedule, where applicable, as the twelve-month period corresponds to the academic year. In the majority of cases, travel is taken at Christmas and during the summer vacation period. Consequently, where travel is twice per twelve-month period and an employee is posted in January, travel would normally be authorized once, during the long school holiday recess, before the commencement of the first full twelve-month period on September 1^st. It is left to the discretion of the deputy head to determine the frequency of travel for periods of less than twelve months.

Travel leave

51.10 When family reunion travel is authorized for an employee under Section 51.08, the employee shall be charged the appropriate number of leave credits except that, where the deputy head is not prepared to authorize family reunion at mission because of unusual circumstances at mission and it is not feasible for the employee to travel during non-working hours, travel leave shall be authorized for a period equal to:

Appendices

51.11 Family reunion travel provisions are summarized in the Appendices to this directive.

Telephone Calls to Dependants

51.12 Subject to Sections 51.13 and 51.14, an employee, or one employee of an employee-couple, who are assigned to the same post, may claim an allowance for telephone calls between the location of a dependent child and the employee's mission, as follows:

Instructions

1. The academic year is the 12-month period commencing September 1^st and ending the following August 31^st. Assistance is based on the Canadian academic year, whether or not the dependent child is a student.

2. Assistance is not provided for a dependent student who is attending elementary school away from the mission, where an educational allowance has not been authorized.

3. The maximum amount of assistance available under Section 51.12 shall be determined by the Deputy Minister of Foreign Affairs on September 1^st of each year.

4. As requested by the deputy head, telephone costs are to be supported by receipts or an appropriate statutory declaration that the costs have been incurred. Where direct-dialing facilities are not available, the Deputy Minister of Foreign Affairs shall determine the appropriate allowance.

5. Where an employee-couple are assigned to different Missions, each employee may claim assistance for telephone calls.

51.13 Subject to Section 51.14, the provisions of Section 51.12 are available from the employee's arrival at mission up to and including the 12-month period commencing September 1^st in which the dependant's 21^st birthday occurs.

51.14 Where an employee is claiming assistance for telephone calls in accordance with Section 51.12 for a period of less than the complete academic year, the allowance shall be pro-rated to reflect the number of months of entitlement relative to the 12-month period.

Instructions

1. In determining the number of months of entitlement for periods of less than a complete academic year, credit shall be given for each month during which the employee is assigned to a Mission for at least ten compensation days.

2. Where an employee is claiming assistance for telephone calls for a dependent student, the allowance shall be based on ten five-minute telephone calls per academic year, notwithstanding that the student is not separated from the family because:

3. The deputy head may exercise discretion where an allowance for telephone calls has been authorized under this directive; and

Appendix A
Family Reunion Travel
Dependent Student 21 Years of Age or Less

Education Taken	Education Level	Facilities At Mission	Frequency	Cost Limitation
In Canada FSD 51.02(a)(i)	Elementary	Incompatible	3 return trips in 12-month period	Educational Institution/Mission
In Canada FSD 51.02(a)(i)	Elementary Final Year Only	Compatible	3 return trips in 12-month period	Educational Institution/Mission
In Canada FSD 51.02(a)(i)	Secondary	N/A	3 return trips in 12-month period	Educational Institution/Mission
In Canada FSD 51.02(b)	Post-Secondary	N/A	2 return trips in 12-month period (Note 2)	Educational Institution/Mission UP TO COST OF Headquarters City/Mission
Not in Canada - Away From Mission	Elementary	Compatible / Incompatible	N/A	N/A
Not In Canada - Away From Mission	Secondary	Compatible	N/A	N/A
Not In Canada - Away From Mission FSD 51.02(a)(ii)	Secondary	Incompatible	3 return trips in 12-month period	Educational Institution/Mission
Not In Canada - Away From Mission FSD 51.02(b)	Post-Secondary	N/A	2 return trips in 12-month period (Note 2)	Educational Institution/Mission UP TO COST OF Mission/ Headquarters City

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. The last year of entitlement for two trips under Appendix A is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

3. One of these trips may be utilized to fund the cost of an escort to travel with the special needs dependent student (mentally/physically challenged and airline requires dependent student be accompanied, or dependent student is under 13 years of age). (Reference: FSD 51.02(e)).

Appendix B
Family Reunion Travel
Dependent Student Reached 21 But Not 24 Years of Age

Education Taken	Education Level	Frequency	Cost Limitation
In Canada FSD 51.02(c)	Post-Secondary	1 return trip in 12-month period	Educational Institution/Mission UP TO COST OF Headquarters City/Mission
Not In Canada Away From Mission FSD 51.02(c)	Post-Secondary	1 return trip in 12-month period	Educational Institution/Mission UP TO COST OF Headquarters City/Mission

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. The first year of entitlement for travel under Appendix B is the twelve-month period commencing September 1^st in which the 22^nd birthday occurs.

3. The last year of entitlement for travel under Appendix B is the twelve-month period commencing September 1^st in which the 23^rd birthday occurs.

4. The provision for an escort for a dependent student with special needs is not available under Appendix B as travel is limited to one trip per year.

Appendix C
Family Reunion Travel
Dependent Child Not In School

Age Limitation	Frequency	Cost Limitation
Has not yet attained 19 years of age FSD 51.02(d)(iv)	2 return trips in 12-month period (Notes 2 and 4)	Location of Child / Mission UP TO COST OF Headquarters City/Mission
Over the age of 18 but has not yet attained 22 years of age FSD 51.02(d)(v)	1 return trip in 12-month period (Notes 3 and 5)	Location of Child / Mission UP TO COST OF Headquarters City/Mission

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. The last year of entitlement for two trips under Appendix C is the twelve-month period commencing September 1^st in which the 18^th birthday occurs.

3. The last year of entitlement for one trip under Appendix C is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

4. One of these trips may be utilized to fund the cost of an escort to travel with the special needs dependent child (mentally/physically challenged and airline requires dependent child be accompanied or child under 13 years of age). (Reference: FSD 51.02(e)).

5. The provision for an escort for a dependent student with special needs is not available, as travel is limited to one trip per year.

Appendix D
Family Reunion Travel
Other Situations

Situation	Frequency	Cost Limitation
Unaccompanied Employee - Family relocated to third location under FSD 15.40 (FSD 51.05(a))	Up to 2 return trips in 12-month period	Mission/Location of Separated Dependant(s) (as approved under FSD 15.40)
Unaccompanied Employee - Employee travels (FSD 51.05(b)(i))	Up to 2 return trips in 12-month period	Mission/Location of Separated Dependants(s) UP TO THE COST OF Mission/Headquarters City
Unaccompanied Employee - Dependant(s) travel(s) (FSD 51.05(b)(ii))	Up to 2 return trips in 12-month period	Location of Separated Dependants(s)/Mission UP TO THE COST OF Headquarters City/Mission
Employee-Couple - No children (FSD 51.06(a))	Up to 2 return trips in 12-month period	Mission/Mission
Employee-Couple - Dependent child(ren) residing with one parent (FSD 51.06(a))	Up to 2 return trips in 12-month period (Notes 4 and 5)	Mission/Mission
Employee-Couple - Dependent children residing with each parent (FSD 51.06(a))	Up to 2 return trips in a 12-month period (Notes 4 and 5)	Mission/Mission
Employee-Couple - Dependent student in Canada AND/OR Dependent student away from mission (FSD 51.06(b), in lieu of FSD 51.02(a))	Up to 3 return trips in 12-month period (Notes 2, 3 and 6)	Location of child/student // Either mission
Employee-Couple - Dependant 21 or less - Post-Secondary Education (FSD 51.06(b) in lieu of FSD 51.02(b))	Up to 2 return trips in 12-month period (Notes 4, 6 and 10)	Location of student/Either Mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Employee-Couple - Dependant over 21 and less than 24 Post-Secondary Education (FSD 51.06(b) in lieu of FSD 51.02(c))	1 return trip in 12-month period (Notes 4, 7, 11 and 12)	Location of student/Either mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Employee-Couple - Child not yet 19 and Not in School (FSD 51.06(b) in lieu of FSD 51.02(d)(iv))	Up to 2 return trips in 12-month period (Notes 4, 6 and 8)	Location of child/Either mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Employee-Couple - Child over 18 but not yet 22 and Not in School (FSD 51.06(b) in lieu of FSD 51.02(d)(v))	1 return trip in 12-month period (Notes 4, 7 and 9)	Location of child/Either mission UP TO THE COST OF Headquarters City/Mission (Travel from Canada) OR Mission/Headquarters City (Travel from outside Canada)
Custody Arrangement - Dependent Child at Mission (FSD 51.07(a)(i))	Up to 2 return trips in 12-month period (Note 6)	Mission/Location of Other Parent MINUS THE COST OF Location of Other Parent/ Headquarters City
Custody Arrangement - Dependent Student under FSD 2.01(k) (FSD 51.07(a)(ii))	Up to 2 return trips in 12-month period (Note 6)	Location of Child (Mission or School) / Location of Other Parent MINUS THE COST OF Location of Other Parent/ Headquarters City
Custody Arrangement - Non-dependent child visiting mission (FSD 51.07(b))	Up to 2 return trips in 12-month period (Note 6)	Location of Child/Mission MINUS THE COST OF Location of Child/ Headquarters City

NOTES:

1. Family reunion travel is normally based on the twelve-month period from September 1^st to August 31^st.

2. Two of the three trips must be for the purpose of family reunion with the employee-couple (Reference: FSD 51.06(b)).

3. One of the three trips may be for travel to either location of the employee-couple (Reference: FSD 51.06(b)).

4. Travel must be for the purpose of family reunion with the employee-couple (Reference: FSD 51.06).

5. Dependent child(ren) must travel at same time as the parent (Reference: FSD 51.06(a)).

6. One of the trips may be utilized to fund the cost of an escort to travel with the special needs child (mentally/physically challenged and airline requires child be accompanied, or child is under 13 years of age). (Reference: FSD 51.02, FSD 51.07(c))

7. The provision for an escort for a dependent child/student with special needs is not available as travel is limited to one trip per year.

8. The last year of entitlement for two trips under FSD 51.02(d)(iv) is the twelve-month period commencing September 1^st in which the 18^th birthday occurs.

9. The last year of entitlement for one trip under FSD 51.02(d)(v) is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

10. The last year of entitlement for two trips under FSD 51.02(b) is the twelve-month period commencing September 1^st in which the 21^st birthday occurs.

11. The last year of entitlement for travel under FSD 51.02(c) is the twelve-month period commencing September 1^st in which the 23^rd birthday occurs.

12. The first year of entitlement for travel under FSD 51.02(c) is the twelve-month period commencing September 1^st in which the 22^nd birthday occurs.

Appendix E
Family Reunion Travel
Away from Mission under FSD 51.08

Travel Authority	Person(s) Travelling	Travel To:
Travel under FSD 51.08(a) in lieu of FSD 51.02	Employee and spouse/common-law partner and any dependent child at mission	Location of child/student
Travel under FSD 51.08(a) in lieu of FSD 51.07(b)	Employee or spouse/common-law partner, as applicable	Location of child
Travel under FSD 51.08(a) in lieu of FSD 51.05	Employee	Location of separated dependants
Travel under FSD 51.08(b) Special Circumstances	The employee and any dependants eligible for travel under this directive, including dependants at mission	A location on a routing to the mission

NOTES:

1. The allowance authorized under Section 51.08 shall not exceed the allowance that would have been payable under Sections 51.02, 51.05, 51.06 or 51.07, as applicable.

2. When considering the financial implications of Section 51.08(a) and 51.08(b), the travelling expenses of all persons authorized to travel can not exceed the total travelling expenses that would have been incurred for travel to mission by all eligible dependants under the applicable provisions of this directive.

3. In addition to travelling expenses, where travel is in lieu of the provisions of Section 51.07 because the child is too young to travel unaccompanied, an allowance for accommodation expenses for 5 days in the headquarters city may be paid when it is the child's place of residence.

4. When travel is from mission, this liquidates one travel entitlement each for all eligible dependants.

5. Frequency of travel is determined by Sections 51.02, 51.05, 51.06 or 51.07, as applicable.

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,

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:

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

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:

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:

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:

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:

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:

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:

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:

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:

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

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:

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:

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:

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:

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:

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:

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,

the deputy head shall authorize an allowance for:

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:

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:

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.