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Guide to NJC Rates & Allowances - Foreign Service Directives

FSD 2 - Definitions - Appropriate foreign service interdepartmental coordinating committee

References: Throughout the Foreign Service Directives where the term “appropriate foreign service interdepartmental coordinating committee” appears.

Description

Working Group A

Working Group A is the appropriate foreign service interdepartmental coordinating committee which is chaired by the Treasury Board Secretariat and includes in its regular membership a representative from the following departments: Communications Security Establishment, Department of National Defence, Department of Foreign Affairs, Trade and Development, Immigration, Refugees and Citizenship Canada and the Royal Canadian Mounted Police.

Its mandate is:

Working Group B

Working Group B is a sub-committee of Working Group A and is a forum for interdepartmental consultation by departmental representatives on the interpretation and application of the FSDs. It is chaired by the Department of Foreign Affairs, Trade and Development and includes in its regular membership a representative from the following departments: Canada Border Services Agency, Communications Security Establishment, Department of National Defence, Immigration, Refugees and Citizenship Canada, Royal Canadian Mounted Police and Treasury Board Secretariat.

Its objectives are:

Interdepartmental Hardship Post Committee (IHPC)

The Interdepartmental Hardship Post Committee (IHPC) is a sub-committee of Working Group A and is a forum whereby partner department representatives meet to facilitate the establishment of hardship levels of Canada’s missions abroad in accordance with FSD 58 - Post Differential Allowance. It is chaired by the Department of Foreign Affairs, Trade and Development and includes in its regular membership a representative from the following departments: Department of National Defence, Immigration, Refugees and Citizenship Canada, Royal Canadian Mounted Police and Treasury Board Secretariat.

Committee on Accommodation Deficiency (COAD)

The Committee on Accommodation Deficiency (COAD) is a sub-committee of Working Group A and is a forum whereby partner department representatives meet to review accommodation deficiency adjustments in accordance with FSD 25 - Shelter. It is chaired by the Department of Foreign Affairs, Trade and Development and includes in its regular membership a representative from the following departments: Immigration, Refugees and Citizenship Canada and Royal Canadian Mounted Police.

Membership for each committee is provided by the departments. Each committee normally meets monthly and/or on an as required basis.

FSD 2 - Kilometric/Mileage Rate and Lower Kilometric/Mileage Rate

References

FSD 2 – Definitions: http://www.njc-cnm.gc.ca/directive/d102/v240/s677/en#s677-tc-tm

Throughout the Directives where kilometric/mileage rate and lower kilometric/mileage rate apply.

Description

When an employee is eligible to claim kilometric/mileage rates or lower kilometric/mileage rates under the FSDs, the applicable rate depends on the location of the travel (in Canada or at post) and the purpose of the travel. The NJC Travel Directive rates apply when the location of the travel is in Canada. The FSD kilometric/mileage rates apply when the location of the travel is at post.

Methodology

For locations outside Canada, the kilometric rate and the lower kilometric rate are established by the Deputy Minister of Foreign Affairs, by adjusting the kilometric rate quoted in the NJC Travel Directive as applicable to Ottawa, to exclude the fuel/gasoline cost component of that rate and replace it with a component based on the fuel/gasoline cost incurred by employees at the post.

Review Process

The FSD kilometric/mileage rate and lower kilometric/mileage rate are revised on April 1st of each year by the Deputy Minister of Foreign Affairs.

Approval Process

Authority has been delegated to the Deputy Minister of Foreign Affairs.

Communication of Decision

The links to the FSD kilometric/mileage rates are published within the definitions of “kilometric/mileage rate” and “lower kilometric/mileage rate” of FSD 2 - Definitions on the National Joint Council web site.

Working Capital Account - FSD 4 - Advances, FSD 10 - Posting Loan, FSD 25 - Shelter and FSD 42 - Medical and/or Dental Advance

References

FSD 4 – Advances: http://www.njc-cnm.gc.ca/directive/d104/v242/s683/en#s683-tc-tm

FSD 10 - Posting Loan: http://www.njc-cnm.gc.ca/directive/d107/v245/s687/en#s687-tc-tm

FSD 25 – Shelter: http://www.njc-cnm.gc.ca/directive/d114/v251/s713/en#s713-tc-tm

FSD 42 - Medical and/or Dental Advance: http://www.njc-cnm.gc.ca/directive/d126/v262/s733/en#s733-tc-tm

Description

To provide a convenient means of financing posting loans and certain advances to civilian employees posted abroad under the Foreign Service Directives, a working capital account has been established with the Department of Foreign Affairs, Trade and Development (hereinafter referred to as "Foreign Affairs").

Application

This Foreign Affairs' facility is available:

The Department of National Defence and the Royal Canadian Mounted Police will continue to finance posting loans, whether made in Ottawa or at posts abroad, through accounts previously established for this purpose.

Implementation

Effective April 1, 1980, all posting loans, medical expense advances, accommodation security deposit advances and advances for public utilities made under the Foreign Service Directives are made from this working capital account.

Issue of Loans

All duly authorized requests for issuance of Receiver General cheques for posting loans on behalf of other government departments except the Department of National Defence and the Royal Canadian Mounted Police must be submitted by the financial branch of the requesting department to the Department of Foreign Affairs, Trade and Development, Attention: Director, FSD Policy and Monitoring Division (HEP).

Issue of Advances

The deputy head has been delegated authority to approve and issue to operational personnel of all government departments at posts, advances for medical expenses (FSD 42), accommodation security deposits and advances for public utilities (FSD 25), provided that the requests for such advances are duly recommended and/or approved by the senior program officer at the mission of the department concerned.

Records of Loans and Advances

All loans and advances issued against the requisitions of a department are naturally the responsibility of that department, thus requiring it to maintain adequate accounts and records to permit the collection of repayment and any interest payable, as well as to meet the needs of the fiscal accounts for the accounting of the loans and advances and of any interest collected.

Repayment of Posting Loans

All posting loans will be repayable in accordance with the repayment charts for this purpose drawn up from time to time by Foreign Affairs in consultation with Finance Canada. Recovery in all instances will be through payroll deductions. Because of the fixed time restraints involved, the relative personnel pay input forms must be in the hands of the Pay Office of Government Services Canada at least three weeks prior to the pay period in which the first deduction will occur.

Foreign Affairs will make standing arrangements with each department concerned for the refund to the working capital account each month of all sums recovered during the month.

Repayment of Advances

All advances made from the Foreign Affairs' working capital account will be recoverable in accordance with the requirements of the particular Foreign Service Directive involved. Each department concerned will establish procedures to ensure that repayments due from employees are in the hands of the appropriate Foreign Affairs' financial officer at the mission or at Foreign Affairs' headquarters by the due date.

Repayment of Loans and Advances Under Special Circumstances

Where an employee's tour of duty is terminated before the planned date, the department must make suitable alternative arrangements, where necessary, for the repayment of any loans or advances outstanding and advise Foreign Affairs of the arrangements made. Where loans and advances made at the post are involved, the arrangements should be made with the concurrence of Foreign Affairs.

If the service of an employee terminates while loans or advances are still outstanding, the normal practices will be followed to ensure that all amounts due to the Crown are recovered.

Enquiries

Enquiries regarding implementation details of the procedures referred to in this Appendix should be addressed to the Department of Foreign Affairs, Trade and Development, Attention: Director, FSD Policy and Monitoring Division (HEP).

FSD 10 - Posting Loan - Maximum Amount of Loan

References

FSD 10.2: http://www.njc-cnm.gc.ca/directive/d107/v245/s687/en#s687-tc-tm_2_2

FSD 10 - Appendix A: http://www.njc-cnm.gc.ca/directive/d107/v245/s688/en

Description

Employees may request a posting loan to purchase items required at post. The maximum amount of the loan is the lesser of 50% of the employee’s gross annual salary or the amount established in Appendix A of the directive.

Methodology

The maximum amount of the loan is adjusted annually on April 1st, to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the maximum amount of the loan remains unchanged until the next review.

Review Process

The NJC FSD Committee reviews the maximum amount of the loan annually prior to the April 1st effective date.

Approval Process

The NJC FSD Committee approves the maximum amount of the loan.

Communication of Decision

After approval, the new rate is published in Appendix A of FSD 10 - Posting Loan on the National Joint Council website.

FSD 10 - Posting Loan - Interest Rate

Reference

FSD 10.4 - Interest Rate: http://www.njc-cnm.gc.ca/directive/d107/v245/s687/en#s687-tc-tm_2_4

Description

Where a posting loan or supplementary loan is approved, interest is applied to the loan as prescribed in section 10.4 based on the rate of interest in effect on the first day of the quarter in which the loan is approved.

Methodology

The rate of interest is established on the first day of each quarter based on the average interest rate on 90-day Treasury bills during the first month of the preceding quarter as determined by the Department of Finance.

Review Process

Quarterly on January 1st, April 1st, July 1st and October 1st.

Approval Process

As specified on the Department of Finance website (https://www.fin.gc.ca/admin/len/fs-ase-eng.asp - Interest Rate - Foreign Service Posting Loan).

Communication of Decision

Employees will be advised of the applicable interest rate at the time the loan is approved.

FSD 10 - Posting Loan - Working Capital Account

A working capital account has been established to finance posting loans. Refer to FSD 4 - Advances above for further information.

FSD 15 - Relocation - Incidental Relocation Expense Allowance

References

FSD 15.21: http://www.njc-cnm.gc.ca/directive/d110/v247/s690/en#s690-tc-tm_6_2

FSD 15 - Appendix C: http://www.njc-cnm.gc.ca/directive/d110/v247/s693/en#s693-tc-tm

Description

Employees receive an allowance for incidental relocation expenses at the time of relocation to and from post. The maximum amount payable is adjusted annually.

Methodology

The amount of the allowance is adjusted annually on April 1st to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the amount of the allowance remains unchanged until the next review.

Review Process

The NJC FSD Committee reviews the amount of the allowance annually prior to the April 1st effective date.

Approval Process

The NJC FSD Committee approves the amount.

Communication of Decision

After approval, the new allowance amount is published in Appendix C of FSD 15 - Relocation on the National Joint Council website.

FSD 15 - Relocation - Local Transportation Expenses

References

FSD 15.22: http://www.njc-cnm.gc.ca/directive/d110/v247/s690/en#s690-tc-tm_6_3

FSD 15 - Appendix D: http://www.njc-cnm.gc.ca/directive/d110/v247/s694/en

Description

Employees may claim reimbursement of local transportation expenses as specified in the Directive, in Canada and/or at a post on relocation. The maximum amount of the allowance differs depending on the circumstances of the relocation as outlined in the Directive and in Appendix D of FSD 15 - Relocation. The maximum amounts are adjusted annually on April 1st.

Methodology

The maximum amount of the allowance which can be claimed for local transportation is adjusted annually on April 1st, to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the maximum amount of the allowance remains unchanged until the next review.

Review Process

The NJC FSD Committee reviews the maximum amount for local transportation prior to the April 1st effective date.

Approval Process

The NJC FSD Committee approves the amount.

Communication of Decision

After approval, the new amount is published in Appendix D of FSD 15 - Relocation.

FSD 17 - Assistance for Spouses or Common-Law Partners - Employment Related Allowance

Reference

FSD 17.2: http://www.njc-cnm.gc.ca/directive/d112/v249/s710/en#s710-tc-tm_2_2

FSD 17 - Appendix A: http://www.njc-cnm.gc.ca/directive/d112/v249/s711/en

Description

Employees may receive an allowance for a spouse or common-law partner to assist in finding employment following relocation subject to the provisions of FSD 17.2.

Methodology

The maximum amount is adjusted annually on April 1st to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the maximum amount remains unchanged until the next review.

Review Process

The NJC FSD Committee reviews the maximum amount of the allowance annually.

Approval Process

The NJC FSD Committee approves the maximum amount of the allowance.

Communication of Decision

After approval, the maximum amount of the allowance is published in Appendix A of FSD 17 - Assistance for Spouses or Common-Law Partners on the National Joint Council website.

FSD 25 - Shelter - Rent Ceilings

Reference

FSD 25: http://www.njc-cnm.gc.ca/directive/d114/v251/en

Description

At posts where employees lease accommodation privately, a rent ceiling is established based on family configuration and salary to reflect the maximum amount the Crown may pay for the employee to rent private accommodation at that post.

Methodology

The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental coordinating committee, has been delegated authority to establish rent ceilings for locations where employees must rent private accommodation at the post.

Review Process

Working Group A reviews the rent ceilings annually and recommends approval to the Deputy Minister of Foreign Affairs.

Approval Process

The Deputy Minister of Foreign Affairs, on the recommendation of Working Group A, approves the rent ceilings.

Communication of Decision

DFATD informs the mission and employees, as required.

FSD 25 - Shelter - Employee Shelter Costs

References

FSD 25 - Shelter, Introduction, 25.1, 25.2: http://www.njc-cnm.gc.ca/directive/d114/v251/s713/en#s713-tc-tm

FSD 25 - Appendix A: http://www.njc-cnm.gc.ca/directive/d114/v251/s714/en

Description

The shelter cost is the amount in Canadian dollars which the employee must pay monthly to the employer for occupying Crown-held accommodation, or when the employee is in receipt of shelter assistance in accordance with the provisions of FSD 25 - Shelter, for privately-leased accommodation.

Methodology

Employee shelter costs were last established on April 1st, 2018, in accordance with the methodology agreed to in the NJC FSD Committee on the basis of Statistics Canada census information. Commencing in 2020, the employee shelter costs will be adjusted on April 1st of each year on the basis of the Ontario Rent Increase Guidelines in effect for the calendar year.

Review Process

Revised employee shelter cost tables are submitted to the NJC FSD Committee for approval prior to implementation.

Approval Process

The NJC FSD Committee has been authorized to revise employee shelter costs.

Communication of Decision

After approval, the revised shelter costs are published in Appendix A of FSD 25 - Shelter on the National Joint Council website.

FSD 25 - Shelter - Working Capital Account

A working capital account has been established to finance advances for accommodation security deposits and public utilities as authorized under FSD 25. Refer to the FSD 4 - Advances section above for further information.

FSD 30 - Post Transportation and Related Expenses - Crown-Provided Vehicle

References

FSD 30.1.2: http://www.njc-cnm.gc.ca/directive/d114/v251/s714/en

FSD 30 - Appendix A: http://www.njc-cnm.gc.ca/directive/d117/v253/s720/en

Description

When a vehicle is provided by the deputy head for an employee’s use as outlined in FSD 30.1, the employee pays an employee share based on a fixed rate which is revised by the NJC FSD Committee for the use of the vehicle.

Methodology

The rate paid by the employee is based on a Canadian average annual operating cost of vehicles, derived from a report provided to the NJC Travel Committee by an independent research consulting service which is used to establish kilometric rates for vehicle operation.

Review Process

The NJC FSD Committee reviews the fixed rates before publication/implementation.

Approval Process

The NJC FSD Committee has been authorized to revise the rate for the use of the Crown-provided vehicle.

Communication of Decision

After approval, the new rate is published in Appendix A of FSD 30 - Post Transportation and Related Expenses on the NJC website.

FSD 32 - Daycare Assistance - Employee Share

References

FSD 32.1: http://www.njc-cnm.gc.ca/directive/d118/v254/s721/en#s721-tc-tm_2_1

FSD 32 - Appendix A: https://www.njc-cnm.gc.ca/directive/d118/v254/s757/sv2/en

Description

A daycare allowance may be provided under the provisions of FSD 32 - Daycare Assistance to assist eligible employees with the cost of daycare which is in excess of the average cost of daycare in Ottawa. The employee share is based on the average cost of daycare in Ottawa as determined by the Deputy Minister of Foreign Affairs.

Methodology

The employee share represents the average cost of daycare in Ottawa. These amounts are obtained through a survey of eight representative daycares in the Ottawa region. The daycares reflect non-profit, charitable and private daycare institutions available in Ottawa. An employee share is established for three age categories: infants (less than 18 months), toddlers (18 months to less than two and one-half years), and preschool-aged children (two and one-half years and over). The employee share is established on April 1st of every year by the Deputy Minister of Foreign Affairs.

Review Process

The employee share is reviewed annually by the appropriate foreign service interdepartmental coordinating committee using rates effective January 1st of each year. The employee share becomes effective April 1st of every year.

Approval Process

The Deputy Minister of Foreign Affairs approves the employee share on the recommendation of the appropriate foreign service interdepartmental coordinating committee.

Communication of Decision

The rate is published in Appendix A of FSD 32 - Daycare Assistance on the NJC website.

FSD 32 - Daycare Assistance - Maximum Amount of the Allowance

References

FSD 32.1: http://www.njc-cnm.gc.ca/directive/d118/v254/s721/en#s721-tc-tm

FSD 32 - Appendix A: https://www.njc-cnm.gc.ca/directive/d118/v254/s757/sv2/en

Description

A daycare allowance may be provided under the provisions of FSD 32 - Daycare Assistance to assist eligible employees with the cost of daycare which is in excess of the average cost of daycare in Ottawa, up to the maximum amount of the assistance.

Methodology

The maximum amount of the allowance was established on April 1, 2022 based on three times the average cost of daycare on April 1, 2022 in Ottawa for infants, toddlers, or preschool aged children, in accordance with subsection 32.1.1.

The April 1, 2022 monthly daycare ceiling is applicable for April 1, 2023.  The adjustment to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year has been applied to the April 1, 2023 monthly daycare ceiling to establish the monthly daycare ceiling for April 1, 2024.

Effective April 1, 2024, the maximum amount of the allowance is adjusted annually on April 1st of every year to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year.

Review Process

The maximum amount of the allowance is reviewed annually on April 1st of every year to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year by the appropriate foreign service interdepartmental coordinating committee.

Approval Process

The Deputy Minister of Foreign Affairs approves the maximum amount of the allowance on the recommendation of the appropriate foreign service interdepartmental coordinating committee.

Communication of Decision

The rate is published in Appendix A of FSD 32 - Daycare Assistance on the NJC website.

FSD 32 - Daycare Assistance - Representative Daycare Ceiling at Post

References

FSD 32.2.1: http://www.njc-cnm.gc.ca/directive/d118/v254/s721/en#s721-tc-tm

Description

A daycare allowance may be provided under the provisions of FSD 32 - Daycare Assistance to assist eligible employees with the cost of daycare which is in excess of the average cost of daycare in Ottawa. The representative daycare ceiling is established at posts which have employees who are admissible to the provisions of FSD 32 - Daycare Assistance.

Methodology

The Mission will survey appropriate daycare institutions to reflect the average cost of accredited daycare facilities, typical of those used by Canadian parents at the post and provide information to headquarters. The Deputy Minister of Foreign Affairs will approve the representative daycare ceiling for the post as required.

Review Process

The representative daycare ceiling at post is reviewed annually using rates effective January 1st of each year. Missions survey appropriate daycare institutions and provide information to headquarters for consideration. Once reviewed, the Deputy Minister of Foreign Affairs approves the representative daycare ceiling at post, up to the maximum amount of the allowance as outlined in section 32.3.1.

Approval Process

The Deputy Minister of Foreign Affairs approves the representative daycare ceiling at post.

Communication of Decision

DFATD informs the Mission of the representative daycare ceiling at post as required.

FSD 34 - Education Allowances - Annual Rates

References

FSD 34: http://www.njc-cnm.gc.ca/directive/d120/v256/en

FSD 34 - Appendix A: http://www.njc-cnm.gc.ca/directive/d120/v256/s726/en

Description

The annual rates of education allowances for the various provisions of FSD 34 are outlined in Appendix A of FSD 34 - Education Allowances.

Methodology

The Deputy Minister of Foreign Affairs, on the recommendation of the appropriate foreign service interdepartmental committee, has been delegated authority to establish the maximum amount for the allowances as specified in FSD 34.

Review Process

Working Group B reviews the maximum amount of the allowances annually for September 1st and recommends approval to the Deputy Minister of Foreign Affairs.

Approval Process

The Deputy Minister of Foreign Affairs, on the recommendation of Working Group B, approves the maximum amount of the allowances.

Communication of Decision

After approval, the revised amounts are published in Appendix A of FSD 34 - Education Allowances.

FSD 35 - Education Travel - Travel Allowance

References

FSD 35.1, 35.2, 35.3 and 35.4: http://www.njc-cnm.gc.ca/directive/d121/v257/en

Description

A travel allowance may be authorized where education allowances or shelter assistance are being paid under FSD 34 - Education Allowances, to send a dependent child/student to an elementary, secondary or postsecondary educational institution approved by the deputy head. In situations as outlined in section 35.4, a travel allowance may be authorized for a parent to accompany a student/child from the post to the student's school at the commencement of the school year. Allowances issued under FSD 35 - Education Travel must be certified in full and may be subject to verification as outlined in FSD 70 - Allowances and Reporting Requirements.

Methodology

The employee submits a fare quote and an estimate of travelling expenses as specified in the Directive.

Review Process

The deputy head reviews the amounts provided by the employee.

Approval Process

The deputy head authorizes an allowance on an individual basis.

Communication of Decision

The deputy head informs the employee of the amount of the allowance.

FSD 35 - Education Travel - Shipment of Student's Personal Effects

References

FSD 35.5: http://www.njc-cnm.gc.ca/directive/d121/v257/s727/en#s727-tc-tm_2_5

Description

An allowance may be authorized to cover actual and reasonable costs of shipping personal effects of a dependent student from post to the educational institution in accordance with FSD 35.5.

Methodology

The allowance is based on the actual weight shipped and estimate of cost provided by the moving company.

Review Process

The deputy head reviews each request on an individual basis.

Approval Process

The deputy head authorizes an allowance for shipment of a student's personal effects.

Communication of Decision

The deputy head informs the employee of the amount of the allowance as applicable.

FSD 41.6 - Health Care Travel Allowance to Attend the Birth of a Child

References

FSD 41.6: http://www.njc-cnm.gc.ca/directive/d125/v261/s732/en#s732-tc-tm_2_6

Description

Where travel has been authorized for an employee/spouse/common-law partner for the birth of a child, an allowance may be authorized for travelling expenses, and living expenses not to exceed five days, for the employee/spouse/common-law partner to be present at the birth of a child.

Methodology

The employee submits a fare quote and an estimate of travelling expenses as specified in the Directive.

Review Process

The deputy head reviews the amounts provided by the employee.

Approval Process

The deputy head authorizes an allowance on an individual basis.

Communication of Decision

The deputy head informs the employee of the amount of the allowance.

FSD 42 - Medical and/or Dental Expense Advance

A working capital account has been established to finance advances for medical and/or dental expense advances as authorized under this Directive. Refer to the FSD 4 - Advances section above for further information.

FSD 50 - Post Travel Assistance

References

FSD 50.3: http://www.njc-cnm.gc.ca/directive/d132/v268/s739/en#s739-tc-tm_2_2

FSD 56 - Appendix B: http://www.njc-cnm.gc.ca/directive/d136/v272/s747/en

Description

An employee and any dependant normally residing with the employee at post is entitled to post travel assistance to visit Canada and/or travel away from post. The frequency of the assistance is determined based on the hardship level of the post.

Methodology

The rate established for the Post Travel Assistance is the same as the rate established for the Post Specific Allowance under the provisions of FSD 56.11 and as specified in Appendix B of FSD 56 - Foreign Service Incentive Allowances. The rate reflects 80% of a return unrestricted full economy airfare from the post to the employee’s headquarters city. Where an unrestricted full economy airfare is not available for a specific post, 100% of the highest available economy airfare is used for that post. The Government of Canada travel service provider, as selected by Public Services and Procurement Canada, shall be contracted to carry out the survey of fares in accordance with the following guidelines:

  1. Missions will be requested to confirm that the routing and carriers established for the previous year's review are still the most appropriate, and to update, if necessary. This will form the basis for the contractor's survey.
  2. June 1st shall be the effective date for establishing the fare, with information to be provided by the contractor for rates effective May 1st.
  3. Unrestricted full economy airfare shall be the basis for determining the appropriate airfare. Where an unrestricted full economy airfare is not available for a specific post, the highest available economy class airfare shall be requested.
  4. Rates for Air Canada or its partners in the Star Alliance shall be used if available. Where not available, fares on three airlines acceptable to the mission shall be quoted. The name of the three carriers to be surveyed will be provided to the contractor by the department. The contractor will be asked to provide a rate to reflect the average of the fares quoted from these carriers.
  5. The return airfare shall be quoted from post to headquarters city in the currency used by the airline.
  6. Fares shall include all taxes and charges which are paid as part of the ticket price, except those taxes which are remitted to the employee by the host government.
  7. Where fares provided by the Government travel service provider are not consistent or do not appear representative of actual fares quoted locally for other travel under the Foreign Service Directives, the Head of Mission or other sources shall be consulted in order to establish fair and defensible allowances.
  8. Where the airport is more than 50 km away from the post, the methodology shall be adjusted to include return local transportation from the post to the airport.
  9. The travel service provider shall be requested to advise if any extraordinary changes in fares occur for one or more posts between the date of survey and June 1st.
  10. Airfares provided as specified in paragraph 5 shall be converted to Canadian dollars using the May 1st Bank of Canada exchange rates. Where unavailable, another recognized source will be used.

Working Group A reviews the rates prior to June 1st of every year for the Post Travel Assistance and recommends approval to the Deputy Minister of Foreign Affairs.

Subsequent to June 1st, an allowance may be revised where unusual circumstances or conditions, outside the control of the employee (e.g. reductions in international flights due to civil unrest or natural disasters, revaluation / devaluation of local currency), demonstrate that the allowance is clearly inadequate for return travel from the employee's post to the headquarters city.

Approval Process

The Deputy Minister of Foreign Affairs, on the recommendation of Working Group A, approves the rates.

Communication of Decision

The rates are published in Appendix B of FSD 56 - Foreign Service Premiums and the employee is informed of the amount of the allowance when the allowance is approved.

FSD 51 - Family Reunion Travel Allowance

References

FSD 51.3, 51.4, 51.5, 51.6, 51.7, 51.8, 51.9, 51.10: http://www.njc-cnm.gc.ca/directive/d133/v269/s740/en

Description

To minimize the separation in families, where such separation is directly caused by the employee being assigned to a post, the employer provides for the reunion of families at public expense. The frequency of the reunions depends on the circumstances of the family separation and the age of the dependants.

Methodology

The employee submits a fare quote and an estimate of travelling expenses as specified in the Directive.

Review Process

The deputy head reviews the amounts provided by the employee.

Approval Process

The deputy head authorizes an allowance on an individual basis.

Communication of Decision

The deputy head informs the employee of the amount of the allowance.

FSD 54 - Compassionate Travel Allowance

References

FSD 54: http://www.njc-cnm.gc.ca/directive/d134/en

Description

A compassionate travel allowance may be authorized to assist employees at a post for those expenditures incurred to travel to the location of members of the family unit or members of the employee or spouse’s family which are above and beyond those that would have been incurred had the employee been serving in the headquarters city in the event of a serious illness or injury, a critical illness or injury, a death or a major life event of a parent as outlined in the Directive. The provisions of the Directive are not intended to cover all family emergencies.

Methodology

The employee submits a fare quote and an estimate of travelling expenses as specified in the Directive. The allowance is based on the most direct routing to reflect the lowest available airfare at the time travel arrangements are made, including reduced or discounted fares as well as an allowance for accommodation where applicable. The allowance will be reduced by an employee share when the travel is not to the employee’s headquarters city.

Review Process

The deputy head reviews the amounts provided by the employee.

Approval Process

The deputy head authorizes an allowance on an individual basis.

Communication of Decision

The deputy head informs the employee of the amount of the allowance.

FSD 55 - Post Living Allowance - Post Index

References

FSD 55.1: http://www.njc-cnm.gc.ca/directive/d135/v271/s743/en

Statistics Canada website: https://www150.statcan.gc.ca/n1/en/catalogue/62-013-X

Description

The post index reflects the price differential between each post and Ottawa for a prescribed basket of goods and services. The post index, together with the post index adjustment (percentage of an employee's salary which is spent at post for specified expenditures), is used to produce the individual Post Living Allowance.

Methodology

A post index survey is undertaken at each post on a cyclical basis. The survey includes two elements: the individual reports of consumer information which are completed by each Canada based employee at post and are used to determine post purchasing patterns and the pricing schedules which reflect the actual prices paid for consumer goods and services at the post. This data is processed by Statistics Canada to establish a post index in accordance with the methodology outlined in the Guide to the Post Index and agreed to by the NJC FSD Committee.

The actual prices paid for consumer goods and services reflects only those expenditures actually incurred at post. Expenditures for which provision is made elsewhere in the Foreign Service Directives are specifically excluded as are those expenses which are incurred in Canada.

Review Process

Once established, the post index is subject to a monthly review by Statistics Canada to assess the continuing validity by tracking inflation in Ottawa, inflation at the post and fluctuations in exchange rates for currencies at the post relative to the Canadian dollar.

Approval Process

Statistics Canada determines post indexes.

Communication of Decision

Changes in post indexes are published monthly on the Statistics Canada website. Any change will appear on the employee's monthly foreign service allowance statement.

FSD 55 - Post Living Allowance - Post Index Adjustment

References

FSD 55.1: http://www.njc-cnm.gc.ca/directive/d135/v271/s743/en

FSD 55 - Appendix A: http://www.njc-cnm.gc.ca/directive/d135/v271/s744/en

Description

The post index adjustment reflects the percentage of salary that is adjusted by the post index. The salary that is adjusted by the post index is dependent on the salary range of the employee and the nominal salary as specified in Appendix A of FSD 55 - Post Living Allowance. The post index adjustment, together with the post index, is used to produce the individual Post Living Allowance.

Methodology

The post index adjustment (percentage of an employee's salary which is spent at post for specified expenditures) recognizes that employees at different salary levels spend differing percentages of salary for post-related expenses. The post index adjustment represents the amount of salary subject to adjustment, by salary level.

Statistics Canada produces the Survey of Household Spending (SHS) every four years. The SHS results affect the Consumer Price Index (CPI) weightings, which in turn trigger the update of the post index adjustment as presented in Appendix A of FSD 55 - Post Living Allowance.

The salary range applicable to Post Living Allowance is capped at $100,000. The highest mid-point salary is $100,000. The portion of an employee's salary in excess of $100,000 is not included in the calculation of the Post Living Allowance.

Review Process

Statistics Canada reviews the SHS results following the release of the SHS results. In the years between SHS releases, Statistics Canada updates the post index adjustment table annually by adjusting the spendable income curve to reflect the average CPI increase.

The annual adjustment is based on the calculated CPI movement for the basket of goods and services included in the post index. The annual CPI increase is based on the previous 12 month period of January 1st to December 31st and implemented on June 1st to reflect the average CPI.

Approval Process

The NJC FSD Committee has been authorized to approve the post index adjustment effective June 1st of every year.

Communication of Decision

Changes to the post index adjustment are published in Appendix A of FSD 55 - Post Living Allowance on the NJC website. Any change will appear on the employee's monthly foreign service allowance statement.

FSD 56.2 - Foreign Service Premium Rate

References

FSD 56.2: http://www.njc-cnm.gc.ca/directive/d136/v272/s746/en

FSD 56 - Appendix A: http://www.njc-cnm.gc.ca/directive/d136/v272/s745/en

Description

The Foreign Service Premium (FSP) is payable to employees on posting as an incentive to foreign service and recognition of disutilities and disincentives resulting from service outside Canada. The premium varies according to the employee's family size and cumulative service outside Canada.

Methodology

Effective April 1st, 2019, the foreign service premium rates are adjusted annually on April 1st of every year to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the foreign service premium rates remain unchanged until the next review.

Review Process

The NJC FSD Committee reviews the foreign service premium rates prior to the April 1st effective date.

Approval Process

The NJC FSD Committee approves the rates.

Communication of Decision

After approval, the new rates are published in Appendix A of FSD 56 - Foreign Service Incentive Allowances.

Any change will appear on the employee's monthly foreign service allowance statement.

FSD 56.11 - Post Specific Allowance

References

FSD 56.11: http://www.njc-cnm.gc.ca/directive/d136/v272/s746/en#s746-tc-tm_2_11

FSD 56 - Appendix B: http://www.njc-cnm.gc.ca/directive/d136/v272/s747/en

Description

An allowance is paid on a monthly basis to assist employees with miscellaneous travel requirements as a result of foreign service.

Methodology

The rate established for the Post Specific Allowance is the same as the rate established for FSD 50 - Post Travel Assistance. The rate reflects 80% of a return unrestricted full economy airfare from the post to the employee’s headquarters city. Where an unrestricted full economy airfare is not available for a specific post, 100% of the highest available economy airfare is used for that post. The Government of Canada travel service provider, as selected by Public Services and Procurement Canada, shall be contracted to carry out the survey of fares in accordance with the following guidelines:

  1. Missions will be requested to confirm that the routing and carriers established for the previous year's review are still the most appropriate, and to update, if necessary. This will form the basis for the contractor's survey.
  2. June 1st shall be the effective date for establishing the fare, with information to be provided by the contractor for rates effective May 1st.
  3. Unrestricted full economy airfare shall be the basis for determining the appropriate airfare. Where an unrestricted full economy airfare is not available for a specific post, the highest available economy class airfare shall be requested.
  4. Rates for Air Canada or its partners in the Star Alliance shall be used if available. Where not available, fares on three airlines acceptable to the mission shall be quoted. The name of the three carriers to be surveyed will be provided to the contractor by the department. The contractor will be asked to provide a rate to reflect the average of the fares quoted from these carriers.
  5. The return airfare shall be quoted from post to headquarters city in the currency used by the airline.
  6. Fares shall include all taxes and charges which are paid as part of the ticket price, except those taxes which are remitted to the employee by the host government.
  7. Where fares provided by the Government travel service provider are not consistent or do not appear representative of actual fares quoted locally for other travel under the Foreign Service Directives, the Head of Mission or other sources shall be consulted in order to establish fair and defensible allowances.
  8. Where the airport is more than 50 km away from the post, the methodology shall be adjusted to include return local transportation from the post to the airport.
  9. The travel service provider shall be requested to advise if any extraordinary changes in fares occur for one or more posts between the date of survey and June 1st.
  10. Airfares provided as specified in paragraph 5 shall be converted to Canadian dollars using the May 1st Bank of Canada exchange rates. Where unavailable, another recognized source will be used.

Working Group A reviews the rates prior to June 1st of every year for the Post Travel Assistance and recommends approval to the Deputy Minister of Foreign Affairs.

Subsequent to June 1st, an allowance may be revised where unusual circumstances or conditions, outside the control of the employee (e.g. reductions in international flights due to civil unrest or natural disasters; revaluation / devaluation of local currency), demonstrate that the allowance is clearly inadequate for return travel from the employee's post to the headquarters city.

Approval Process

The Deputy Minister of Foreign Affairs, on the recommendation of Working Group A, approves the rates.

Communication of Decision

The rates are published in Appendix B of FSD 56.11 - Post Specific Allowance and the amount of the allowance will appear on the employee's monthly foreign service allowance statement.

FSD 58 - Post Differential Allowance - Rate

References

FSD 58: http://www.njc-cnm.gc.ca/directive/d137/v273/s750/en

FSD 58 - Appendix A: http://www.njc-cnm.gc.ca/directive/d137/v273/s751/en

Description

Employees on posting abroad are paid an allowance in recognition of undesirable conditions existing at certain posts. The allowance varies according to the post rating level and family size.

Methodology

The post differential allowance rates are adjusted annually on April 1st of every year to reflect the average CPI percentage adjustment for Ottawa-Gatineau for the previous calendar year. Where the adjustment result is negative for the previous calendar year, the post differential allowance rates remain unchanged until the next review.

Review Process

The NJC FSD Committee reviews the post differential allowance rates prior to the April 1st effective date.

Approval Process

The NJC FSD Committee approves the rates.

Communication of Decision

After approval, the new rates are published in Appendix A of FSD 58 - Post Differential Allowance on the National Joint Council website.

Any change will appear on the employee's monthly foreign service allowance statement.

FSD 58 - Post Differential Allowance - Post Rating Levels

References

FSD 58: http://www.njc-cnm.gc.ca/directive/d137/v273/s750/en

FSD 58 - Appendix B: http://www.njc-cnm.gc.ca/directive/d137/v273/s749/en

Description

Employees on posting abroad are paid an allowance in recognition of undesirable conditions existing at certain posts. The allowance varies according to the post rating level and family size. The post rating level is established and reviewed regularly.

Methodology

The post rating levels are reviewed by the Interdepartmental Hardship Post Committee (IHPC) every three to four years or as required.

Review Process

The IHPC reviews the post rating levels of the posts every three to four years or as required and recommends approval to the Deputy Minister of Foreign Affairs.

Approval Process

The Deputy Minister of Foreign Affairs, on the recommendation of the Interdepartmental Hardship Post Committee, approves the post rating levels.

Communication of Decision

After approval, DFATD informs mission and the post rating level is published in Appendix B of FSD 58 - Post Differential Allowance.

FSD 58.5 - Additional Allowance Due to Extraordinary Conditions

References

FSD 58.5: http://www.njc-cnm.gc.ca/directive/d137/v273/s750/en

FSD 58 - Appendix B: http://www.njc-cnm.gc.ca/directive/d137/v273/s749/en

Description

An additional allowance may be established in recognition of extraordinary conditions arising out of an event due to active hostilities and/or natural disasters at a post. The methodology used to establish the additional allowance will depend on whether the post has an established post rating level at the time the event occurs.

Methodology

The additional allowance is triggered by an event due to active hostilities and/or natural disasters which result in extraordinary conditions at the post. The additional allowance is applicable for the period during which the employee and/or the dependants are exposed to the extraordinary conditions caused by the event.

In accordance with FSD 58.5 (a) and (b), a post rating level may be established or revised for a post where there was no post differential allowance at the time or where the post hardship level was rated at I to IV at the onset of the extraordinary conditions triggered by an event. For these situations, the Post Hardship Report and Rating Form for rating a mission under FSD 58.1 shall be used to establish the revised post rating level up to level V.

Once at level V, and in accordance with FSD 58.5.1, if the extraordinary conditions triggered by an event at the post are such that the Post Hardship Report and Rating Form does not adequately address the entire spectrum of the new extraordinary conditions, the post may then be further assessed using the Special Payment for Extraordinary Conditions (SPEC) Mission Report and Rating Form.

Recommendations for changes to the SPEC Mission Report and Rating Form from the Interdepartmental Hardship Post Committee may be referred to the Interdepartmental Working Group A for consideration and for final approval to the NJC FSD Committee.

Development of Special Payments Percentages

The percentages for special payments are determined by the Deputy Minister of Foreign Affairs, on the recommendation of the Interdepartmental Hardship Post Committee, in accordance with the SPEC Mission Report and Rating Form, which measure the impact of the event according to various factors such as Mission program delivery, casualties, food, water and shelter, local governance, services, infrastructure and protection measures.

Review Process

Post evaluations are reviewed by the Interdepartmental Hardship Post Committee when there are extraordinary conditions triggered by an event (active hostilities and/or natural disaster) at a post.

An on-going review is conducted on a regular basis, as required, until such time as these extraordinary conditions can be accommodated within the normal Post Differential Allowance (PDA) rating scale.

Approval Process

The additional allowance and special payment percentages are approved by the Deputy Minister of Foreign Affairs, on the recommendation of the Interdepartmental Hardship Post Committee.

Special Payments in excess of 50% of the basic level V PDA shall be reported to the NJC FSD Committee.

Communication of Decision

After approval, DFATD informs mission and the additional allowance or special payment is published in Appendix B of FSD 58 - Post Differential Allowance on the NJC website.

Any change will appear on the employee's monthly foreign service allowance statement.