Home » Directives » NJC Relocation Directive » January 1, 2021 » Part II - Administration

Part II - Administration

2.1 Authorization

2.1.1 When the employer has determined that relocation is required, the employer shall authorize the relocation and ensure that all relocation arrangements are consistent with the provisions of this directive. The Departmental National Coordinator (DNC), specifically identified for this program, is required to issue approval in certain areas of this directive, on behalf of the deputy head.

2.1.2 The authorization shall be in advance in writing. A relocation is considered authorized when the relocation file has been successfully registered by the employer with the CRSP. The employee shall not incur any expenses under this directive until the initial consultation with the CRSP has taken place. This authorization shall be provided at least 30 days prior to the date the employee must report at the new workplace, as stated in the relevant staffing document, unless a shorter period is personally authorized by the deputy head or the delegated departmental authority.

2.1.3 The employer shall authorize the CRSP in writing to provide contracted relocation services to the employee referred.

2.1.4 The CRSP is not authorized to reimburse any expenses that are not covered by this directive, or expenses that are over and above the established contractual rates of this directive.

2.1.5 In exceptional circumstances, the Departmental National Coordinator (DNC), on behalf of the deputy head, may post authorize relocation expenses incurred up to 30 days prior to the date of registration with the CRSP. Unless authorized under this section, the employer shall not be responsible for expenses incurred prior to authorization of the relocation.

2.1.6 The employer shall not be responsible for such expenses, unless and until the relocation is subsequently authorized and the employee may be ineligible for some entitlements.

Responsibilities

2.2 Employer Responsibilities

2.2.1 The employer shall:

  1. ensure that this directive is available to relocating employees at the employees’ normal workplace during the employee’s working hours;
  2. determine that a relocation is necessary;
  3. register the relocation with the CRSP;
  4. advise the employee being relocated not to proceed with any relocation-related activities prior to initial consultation with the CRSP;
  5. provide the relocating employee with the necessary leave to carry out all activities related to the relocation;
  6. allow flexibility of reporting dates to enable the employee to coordinate relocation activities effectively and in the most cost-effective manner;
  7. ensure employees are reimbursed for actual and reasonable relocation expenses (via the CRSP) within the limits of this directive;
  8. initiate the removal of household effects, by forwarding to CRS a completed "Requisition for Removal Services"; and
  9. ensure that accommodation of employee needs is provided to the point of undue hardship.

2.2.2 On behalf of the employer, DNCs specifically identified for this program, who are required to issue approvals in certain areas of this directive, shall:

  1. be familiar with both this directive and other directives as required;
  2. recommend, interpret, approve, process payment, review and audit expense claims/entitlements;
  3. work closely with departmental authorities to ensure that:
    1. no inappropriate funding/relocation commitments are made to employees;
    2. the correct pre-authorization process is followed; and
    3. no employee starts a relocation without having had the contracted counselling from the CRSP;
  4. provide instructions and/or advice in writing, either through the CRSP or directly, when requested by an employee; and
  5. provide the CRSP with all relevant information to assist in the coordination of the employee's move and to minimize the time spent in interim accommodation.

2.2.3 On behalf of the employer, the CRSP shall:

  1. provide services as specified in the contract and in this directive;
  2. establish contact with the referred employee within 48 hours and confirm personal information and counselling dates as per the contract;
  3. ensure that the timing of the relocation, and the travelling associated with it is planned to minimize disruptions to family life, and to minimize the costs to the employer;
  4. verify and approve relocation expense claims before reimbursement;
  5. advance funds to the employee immediately prior to the house-hunting trip or the movement of HG&E; and
  6. process claims as soon as possible after receiving fully completed expense claims with supporting documentation.

2.2.4 The employer shall, in consultation with the CRSP, initiate the removal of household effects, by forwarding to CRS a completed “Requisition for Removal Services”. CRS will provide the employee with a copy of “Removal Instructions”, which provide a detailed summary of the employee’s and the mover’s responsibilities concerning the removal of household effects.

2.2.5 The employer shall provide the relocating employee and spouse or common-law partner, if applicable, with the necessary leave to carry out all activities related to the relocation.

2.3 Employee Responsibilities

2.3.1 The employee shall:

  1. become familiar with the provisions of this directive and consult with the CRSP prior to engaging in any relocation-related activities;
  2. inform the employer or its suppliers of needs that may require accommodation;
  3. follow instructions and/or advice on the relocation process, given by the CRSP;
  4. require that the instruction and/or advice be provided in writing when the employee feels that it contradicts this directive;
  5. consult with the DNC for clarification on the instruction and/or advice provided, when necessary;
  6. ensure that an “arm’s length” relationship exists when selecting service providers;
  7. ensure that any rebate from the service provider be paid to the Receiver General of Canada, if the Government of Canada pays for the fees charged for those services;
  8. submit within 90 days after the date of the employee’s arrival at the new workplace, or the date the dependant(s) arrive(s), whichever is later, a complete relocation expense claim with necessary supporting documentation as required by this directive; and
  9. make full restitution immediately upon notification to the CRSP, at the end of the relocation process, if he or she has received funds that should not have been provided.

2.3.2 The employee should be aware that:

  1. proceeding with relocation related transactions prior to authorization or incurring expenses beyond those allowable under this directive could result in such expenses not being reimbursed;
  2. refusing the instruction and/or advice of the DNC, when this instruction and/or advice does not contradict this directive, could result in relocation problems and additional personal cost; and
  3. eligibility for some or all the provisions of this directive may be forfeited if he/she signs contracts (realtor, lawyer, appraisers, pre-sale, etc.), or has been reimbursed directly by the employer for relocation related expenses.

2.3.3 Employees who are in the process of dissolving a marriage or spousal union, or who are in a situation of indefinite separation that may result in dissolution must inform the CRSP and provide confirmation of separation in the form of a declaration or legal separation agreement.

2.4 Departmental Controls

2.4.1 User departments/agencies are to assume the program delivery costs in accordance with the approved fee-for-service schedule.

2.4.2 All requests for reimbursement that fall within the intent of this directive, but whose special circumstances have not been specifically addressed, must be forwarded through normal channels directly to the designated DNC at the head office.

2.5 Forms and Files

2.5.1 Specific directions shall be incorporated in departmental procedures as follows:

  1. the specific relocation provisions arranged for an employee-requested relocation for personal reasons (see subsection 2.3.3) shall be placed on the employee's relocation file; reimbursement shall be confined to the terms agreed to, and shall be subject to the limitations of this directive;
  2. the pre-authorization to travel "Travel Authority and Advance" form, shall be completed prior to the move and placed on the employee's relocation file; and
  3. when an isolated post is not involved, a record of all time extensions authorized, and of long-term storage approved shall be placed on the employee's relocation file.

2.6 Receipts

2.6.1 Where reimbursement for authorized expenses is sought, the employee is expected to submit receipts for the expenses incurred.

2.6.2 In exceptional circumstances, where the employee certifies that a receipt was lost, accidentally destroyed or unobtainable, a personal declaration may replace the receipt.

2.7 Spousal relocation

2.7.1 If an employee with a spouse or common-law partner is relocated, and the spouse or common-law partner is also an employee who is relocated to the same location within one year of the registration of the file, this directive shall apply as for an employee and spouse or common-law partner and not as two separate employees.

2.7.2 If an employee with a spouse or common-law partner is authorized to relocate, and the spouse or common-law partner (who is not an employee) expects to receive relocation benefits from their employer, the employee must choose either to receive relocation benefits through their spouse’s or common-law partner’s employer, or through this Relocation Directive; the employee may not claim both. This choice must be made within 15 working days from the employee’s receipt of notification of the registration of the file and before any relocation expenses are incurred.

2.7.3 Time-off with pay shall also be granted to the spouse or common-law partner who is also an employee.

2.8 Advances

2.8.1 An employee shall be advanced funds (via the CRSP) to assist in meeting personal expenses incurred in the relocation such as a house hunting trip (HHT), travel and interim accommodation.

2.8.2 To ensure that the employee has full use of the proceeds of the sale of the former residence, the employee may also request an advance of an amount equal to the calculated real estate and legal fees. This amount may be issued directly to the legal firm, provided that a written offer of purchase has been received and subject to the residence being listed through a licensed real estate firm. Such advances may be made in accordance with the Accountable Advances Regulations, and shall only be made immediately prior to the date the funds will be required.

2.9 Employer-requested Relocation

2.9.1 Employer-requested relocations are relocations within Canada, including employee relocations that result from staffing actions except on initial appointment.

2.10 Employee-requested Relocation

2.10.1 In an “employee-requested relocation” assistance shall be provided in accordance with Part XII.

2.11 Initial Appointment

2.11.1 Relocation provisions for appointees to the public service or other persons who are not employees before they are authorized to relocate at public expense are found in the Initial Appointees Relocation Program (IARP), which can be found on the Treasury Board Secretariat website.

2.12 Expense Claims

2.12.1 An employee claiming relocation expenses must submit a detailed and itemized account, in the form required. The claim must conform to the following requirements:

  1. the account must be submitted within 90 days after the date of the employee’s arrival at the new workplace, or the date the dependant(s) arrive(s), whichever is later [but within one (1) year];
  2. the claim shall be supported by receipted vouchers for each item in the claim except: kilometric allowance, expenses for taxis under $12, expenses for meals and miscellaneous incidental expenses, and amounts paid for accommodation other than in commercial establishments;
  3. the claim shall be supported by any other information required; and
  4. the claim shall be signed or digitally signed by the employee, certifying that all the amounts claimed have been paid.

2.13 Cancellation of Relocation

2.13.1 In accordance with section 2.1 Authorization, the employer shall reimburse an employee for expenses incurred when a relocation is cancelled by the employer for work-related reasons that are beyond the employee’s control in compliance with this directive.

2.13.2 Upon official notification of cancellation, it is the responsibility of the employee to terminate any arrangements in process except for the removal of effects or the move of a mobile home, which the employer will terminate through the CRS.

2.13.3 An employee who wishes to cancel a relocation prior to the household goods and effects being moved must request approval to cancel the relocation from the DNC. The DNC may approve the cancellation of the relocation if the DNC is satisfied cancellation is appropriate in the circumstances. Once the household goods and effects have been loaded the relocation may not be cancelled at the employee’s request.

2.13.4 Reimbursable expenses will vary according to the stage of the relocation. Reimbursable expenses are those which in the opinion of the deputy head or delegated departmental authority, are reasonable in the circumstances, not exceeding the limits prescribed in this directive. Normally, little expense is involved until the employee disposes of a principal residence. For example, an employee renting accommodation may have terminated the lease and may be unable to retain the accommodation; or an employee owning a principal residence may have sold it and may be obliged to vacate. In the latter case, although the employee may be able to have the sale set aside by agreement with the purchaser, a real estate fee may be payable. In either case, when the employer is satisfied that the employee must vacate the accommodation, a local move of household effects shall be approved, along with incidental relocation expenses in the appropriate amount.

2.13.5 The employer will reimburse an employee for a wide range of incidental expenses related to a relocation. The expenses must be directly attributable to the move, must be clearly reasonable and justifiable, and must not upgrade the financial position of the employee.

2.13.6 The incidental expenses must be supported by receipts, the reimbursement of which is subject to judgment by the recommending authority that the expenses are within the intent of the provision and are reasonable in the circumstances.

2.13.7 Reimbursement of payments made for rent in advance [see Temporary Dual Residence Assistance (TDRA)] of the move, or for legal fees on purchase of a principal residence, may also be approved.

2.13.8 If the employee’s employment with the Government of Canada terminates for any reason during the relocation, the expenses incurred following the date of termination of employment are not reimbursable under this directive.

2.14 Relocation while on Travel Status

2.14.1 If an employee is authorized to relocate while in travel status at the new workplace, such circumstances shall change the status from travel to relocation. If the employee is eligible for assistance such as TDRA, it shall be approved. The assistance shall start the day following the effective date of written relocation notification.

2.15 Time Limits

2.15.1 There is a one (1) year time limit to receive reimbursement on a relocation from the date of registration with the CRSP. Based on exceptional circumstances, employees may be granted an extension of up to three months by submitting a request to the Departmental National Coordinator (DNC).

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