Part XI - Shipment of Household Goods and Effects

11.1 Purpose

11.1.1 The shipment of employees’ HG&E is subject to the limitations prescribed in this directive. The existing Household Goods Removal Service (HGRS) contract takes precedence in the selection of carriers and its contracted rates.

11.1.2 The employer will arrange for and pay the cost of packing, insuring, shipping, in-transit storage and unpacking of one shipment of a reasonable quantity (see section 11.2) of personal and household effects from an employee’s principal residence on relocation. Expenses incurred for loading, unloading, cartage or freight charges for effects from other than the principal residence shall not be paid, except as provided for in this directive. For greater clarity, the entitlement is to a single shipment from one place to another place and not to or from multiple locations.

11.1.3 For reasons of economy and administrative efficiency, and in order to ensure a uniformly high standard of service from the moving industry, removal services shall be purchased by Public Services and Procurement Canada and monitored centrally by the Central Removal Services (CRS) headquarters of PSPC in Ottawa-Gatineau for all relocations within Canada.

11.1.4 The employer is responsible to make the shipping arrangements with the moving van lines as per the HGRS contract terms and conditions. The employee will complete the necessary HGRS forms and submit them to the Departmental Regional/National Coordinator for transmission to CRS for necessary action.

11.1.5 In order to credit the employee’s funding envelopes, the employee shall submit a copy of the original bill of lading to the Departmental Regional/National Coordinator. Coordinators will fax the actual weight charged for by the van lines, to the CRSP.

11.1.6 The employer will not be responsible financially or otherwise for the shipment of effects from any place other than the designated former place of residence at origin or place where the Crown had previously paid to store the personal effects of the employee.

11.1.7 When HG&E are placed into storage other than Storage in Transit under section 11.7 or Long Term Storage under section 11.8, the Crown funded portion of the shipment of HG&E is considered completed and the employee is responsible for any costs associated with having the HG&E removed from storage and shipped to the new principal residence.

11.2 Weight Entitlement

11.2.1 The employer shall arrange for and pay the cost of packing, insuring, shipping, in transit storage and unpacking of a reasonable quantity of personal and household effects as follows:

  Basic Core Fund

1. a maximum of 20,000 lb/9,071.94 kg;
   
    Core Customized Fund
2. weight in excess of 20,000 lb./9,071.94 kg;
3. surcharges resulting from articles that the moving firm will accept on a weight dimensional or a cubic basis, or with surcharges.

11.2.2 Established rates and conditions are subject to the HGRS contract.

11.3 Funding Overview

11.3.1 The benefits outlined in this part are paid from both the Basic Core Fund and the Core Customized Fund as follows:

Benefit	Basic Core Fund	Core Customized Fund
Shipment of HG&E	20,000 lb/9,071.94 kg maximum	Weight in excess of 20,000 lb/ 9,071.94 kg
Sundry relocation expenses	Actual expenses as per this directive
Storage in transit	Up to number of interim accommodation days	Over Basic Core days
Long-term storage (only when authorized)	Up to 20,000 lb/ 9,071.94 kg	Over 20,000 lb/ 9,071.94 kg
Basic insurance	Replacement cost insurance as provided in the HGRS Contract	Amounts over the basic coverage
Additional insurance	Actual expenses
First PMV	Actual expenses
All other PMVs		Actual expenses
RV/boat/motorcycle/ATV/ trailer/snowmobile, etc.		Actual expenses as outlined within this directive.
Crating		Actual expenses
Objects of art		Actual expenses
Pet shipment		Actual expenses
Additional shipping expenses		Actual expenses
Car rental at destination		Reasonable expenses per this directive

 

11.4 Qualifying Rooms

11.4.1 Qualifying rooms include:

1. kitchen;
2. bedrooms (including bedrooms in finished basement);
3. living room;
4. recreation room;
5. family room;
6. dining room;
7. basement;
8. garage - not condos and apartments;
9. out-building/storage shed (limit of one);
10. a storage room (separate from apartment).

11.4.2 For the purposes of establishing the number of qualifying rooms, the appraisal reports will be used for homeowners. For renters, the employees shall provide the list of rooms.

11.5 Sundry Accountable Incidental Relocation Expenses (with receipts)

11.5.1 Employees may be reimbursed for certain sundry incidental expenses incurred as a result of the relocation. This in addition to the expenses reimbursed under the non-accountable allowance ($650). The following expenses will be reimbursed from the Basic Core Fund subject to submission of claim with receipts:

1. connection/disconnection of public utility services, (e.g. telephone, electricity, water and cable);
2. connection/disconnection of electrical equipment, (in-home theatre system, computer system, satellite dishes, etc.);
3. payment of local licenses, such as basic automobile and driver’s licenses for the minimum period required by law, and safety certificate for automobile when one is mandatory by provincial legislation before license plates can be obtained (excluding cost of necessary repairs);
4. cost of altering locks at new residence - labour only; and
5. charges for Post Office change of address.

11.6 Non-admissible Items

11.6.1 Non-admissible items are those not eligible to be shipped due to their hazardous nature or restricted as a result of the HGRS contract.

11.7 Storage in Transit

11.7.1 The employee shall be reimbursed the costs of the storage of HG&E when necessary at the new workplace as follows:

  Basic Core Fund

1. actual and reasonable expenses up to the last day for which IAM&MA are authorized;
   
    Core Customized Fund
2. actual and reasonable expenses that have been incurred beyond the period authorized from the Basic Core Fund, but which are not as a result of personal choices.

11.8 Long-Term Storage

11.8.1 When an employee is relocated to an Isolated Post as defined in the NJC Isolated Posts and Government Housing Directive (IPGHD), and after consultation with the employee and in the opinion of the Departmental National Coordinator, the shipment of some or all of the HG&E or PMVs, or both, to the new workplace is not practical the employer shall pay for:

  Basic Core Fund

1. packing, crating and cartage of the employee’s household effects to the nearest place where adequate long-term storage facilities are available;
2. storage of the household effects until they can or might be repossessed by the employee or an authorized dependant of the employee;
3. storage of up to two PMVs or one automobile and a camper/trailer. The total storage cost shall not exceed the cost of storing two PMVs; and
4. payment of a one-time storage preservation fee for such services as removing the battery, raising the PMV off the tires, applying lubricants as required, for commercial storage of a PMV.

11.8.2 When the employee is again relocated to a location where the effects could be used, the Departmental National Coordinator may approve the shipment of the effects through HGRS from the place of storage to:

1. new workplace; or
2. former residence from which the effects were placed in storage.

11.8.3 An employee whose employment terminates while the employee’s effects are in storage:

1. shall be reimbursed storage costs up to seven (7) days after the date of termination of employment; and up to 14 days in exceptional circumstances approved by the deputy head; and
2. may, if the employee chooses, within a month of the date of termination of employment, have the employer ship these effects to the original point from which they were shipped into storage, or any other location of the employee’s choice, provided the cost is not greater than shipping them to the original point.

11.9 Partial Shipping/Storage

11.9.1 Storage of a portion of an employee’s effects shall be approved by the DNC in exceptional circumstances or where assigned Crown-owned accommodations will not accommodate all personal possessions. Entitlements are as follows:

  Basic Core Fund

1. actual storage cost;
2. the combined shipment/storage weight shall not exceed 20,000 lb/9,072 kg;
   
    Core Customized Fund
3. weight in excess of 20,000 lb/9,072 kg placed in storage.

11.9.2 Movement of HG&E must be done via HGRS contracted service providers as approved by the DNC.

11.9.3 If the employee selects accommodation that will contain only a portion of the household effects, any storage arrangement for the remainder shall be the employee’s responsibility.

11.10 Basic Insurance Coverage

11.10.1 Employees shall be provided insurance for the transportation of HG&E as follows:

  Basic Core Fund

1. replacement cost insurance as provided in the HGRS Contract;
   
    Core Customized Fund
2. amounts over the basic coverage;
3. insurance for specific items.

11.11 Crating

11.11.1 Employees may have HG&E that may require additional protection (i.e. china, art, and antiques). Any crating costs for such items shall be reimbursed from the Core Customized Fund.

11.12 Shipment of Personal Motor Vehicle (PMV)

11.12.1 Employees shall be reimbursed actual and reasonable expenses related to shipping their PMV or driving to the new location as follows:

Shipment of PMV by Commercial Carrier

  Basic Core Fund

1. cost to ship 1^st vehicle;
   
    Core Customized Funds
2. cost to ship 2nd and additional vehicles.

11.12.2 When the relocation distance exceeds 3,000 km, departments may authorize the shipment of the family vehicles, and the travel of the family by commercial carrier.

11.12.3 The second vehicle may also be shipped in unusual circumstances (such as when distance, weather or family circumstances do not permit the driving of the second PMV). All cases must be personally approved by the Departmental National Coordinator.

11.12.4 When the PMV must be delivered by the employee to a point of shipment, the following expenses are reimbursable:

1. the NJC Travel Directive kilometric rate, to cover the expense of moving a PMV to and from the auto transfer agent’s depot at each end of the move;
2. if required, one-way transportation by the most economical means for the employee to return from and travel to the auto transfer agent’s depot at each end of the move;
3. the charges levied by the transfer agent to deliver the PMV to and receive it from the government’s carrier; and
4. the charges for storing the PMV at the agent’s depot for a total combined maximum period of ten days.

11.12.5 Rental car costs incurred (while the employee’s car is being shipped) are not reimbursable except in highly unusual circumstances beyond the employee’s control. Such expense is reimbursable from the Core Customized Fund. These circumstances are:

1. family illness, which requires travel to hospitals and doctors;
2. when the employee or dependant is permanently disabled;
3. when there is no public transportation in the location;
4. when the employee’s vehicle is being repaired due to damage while being shipped;
5. when delivery of the employee’s vehicle is delayed beyond contracted delivery date for reasons beyond the employee’s control.

11.12.6 All cases must be personally approved by the Departmental National Coordinator.

11.13 Shipment of RV/Boat/Motorcycle/ ATV/Trailer/Snowmobile

11.13.1 The costs to ship recreational vehicles, such as boats, motorcycles, all-terrain vehicles, trailers, and snowmobiles shall be reimbursed from the Core Customized Fund.

11.14 Additional Shipping Expenses

11.14.1 Employees are responsible for any additional costs beyond those established in the HGRS contract. Employees wishing to ship items that fall outside the scope of the contract shall be reimbursed for actual expenses from the Core Customized Fund.

11.15 Transportation of Pets

11.15.1 Employees shall be reimbursed from the Core Customized Fund, actual and reasonable expenses for transportation of their pets to the new location and any necessary kennel fees incurred while the employees are in interim accommodation.

11.16 Time off for Packing of Personal Effects

11.16.1 An employee shall be provided up to three (3) days with pay to supervise the packing and loading of personal effects for shipment to the new location.

11.17 Time off for Unpacking of Personal Effects

11.17.1 An employee shall be provided up to two (2) days with pay to supervise the unpacking and unloading of personal effects at the new location.