Canadian Armed Forces Military Personnel Instruction 01/22 – Changing a Place of Duty and the Use of Postings to Enable Remote Work Options

1. Identification

Date of Issue: 2022-03-21

Date of Modification: 2024-12-01

Application: This instruction applies to Canadian Armed Forces (CAF) Regular Force (Reg F) officers and non-commissioned members (NCMs). For clarity, the provisions in this instruction do not apply to Reserve Force (Res F) officers and non-commissioned members who must continue to be assigned to duties and their associated places of duty in accordance with extant CAF policies specific to the Res F.

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC)

2. Definitions

Attached Posting (affectation temporaire)

An “attached posting” means the assignment of a member from their permanent workplace to a different workplace for more than 30 days and less than 365 days (CBI 1.28(2), Definitions – Posting, Attach Posting and Temporary Duty).

Detachment (détachement)

A “detachment” is an integral part of a unit or other element, which is geographically separated from its parent organization (CFP 219, O&E Policy). A detachment is formally organized within Guardian as an entity with its own departmental identification (ID) allowing it to be assigned unique and localized support base, medical support and records support different from the parent unit.

Establishment (éffectif)

The function of the establishment is to create the positional structure (hierarchy, roles and responsibilities) of an approved Organization. This involves the approval, creation, oversight and management of military and civilian positions in the DND and CAF, in accordance with the norms laid out in CFP 219.

The establishment of the CAF is documented in the current system of record (GUARDIAN) and is structured such that units and detachments (each with their own unique ID and support relationships) are composed of sections (departments). Each establishment position must be related to a section, and thus through that section, to an organizational structure such as a detachment or unit.

Imposed Restriction (restriction imposée)

“Imposed Restriction” (IR) is an approved delay in moving dependants, household goods and effects ((D) HG&E) for a specific period of time upon being posted to a new place of duty within Canada (CAFMPI 01/17, Imposed Restriction).

Permanent Workplace (lieu de travail permanent)

“Permanent Workplace” is the specific, permanent, physical location associated with the member’s position and where the member ordinarily performs their duties (CBI 1.26(2), Definitions – Place of Duty and Permanent Workplace).

Place of Duty (lieu du service)

Unless otherwise provided in an applicable CBI, the place of duty means the circular area within a 100-kilometer radius of a member’s permanent workplace (CBI 1.26(1)).

Posting (affectation)

A “posting” means the assignment of a member from one establishment position to another establishment position that results in a change in the member’s permanent workplace.

Principal Residence (résidence principale)

The definition of “Principal Residence” means a dwelling in Canada other than a summer cottage or other seasonal accommodation, together with that portion of land of one acre or less upon which the dwelling is situated, that:

1. is situated at the location to which the member’s HG&E were last moved at public expense or at a location from which the member is authorized to move HG&E where the member’s HG&E have never been moved at public expense;
2. is owned by the member or the member’s dependants or jointly by the member and the member's dependants; and
3. was occupied continuously by the member or their dependants for the minimum period established by the Chief of the Defence Staff (CBI 208.96(1), Acquisition and Disposal of Residential Accommodation).

Where this definition may conflict with considerations associated with CAFRD, Separation Expense or Special Commuting Assistance, those definitions within the applicable CBI must be applied.

Remote Work (télétravail ou travail à distance)

For the purposes of this instruction, “remote work” refers to the performance of military duty at a place of duty different from the place of duty normally associated with a unit.

Section (section)

Sections allow a unit or detachment to be organized in a hierarchical structure. Sections may be in a different geographic location from their parent unit or detachment, however they inherit the formal support relationships associated with their parent, unless arranged for separately by the chain of command. All establishment positions within a section must be employed in the same place of duty assigned to the section (CFP 219).

Temporary Duty (service temporaire)

“Temporary duty” means the assignment of a member, other than by attached posting, to perform duty or training:

1. outside their place of duty for less than 181 days; or
2. inside their place of duty but not at their permanent workplace (i.e. a temporary workplace) for less than 181 days (CBI 1.28(3)).

Temporary Workplace (lieu de travail temporaire)

“Temporary Workplace” is a location, inside a place of duty, at which a member performs duty but does not include the member’s permanent workplace (Canadian Forces Temporary Duty Travel Instructions (CFTDTI)).

3. Policy Direction

Context

3.1 To meet Service requirements, Reg F members are posted by Director Senior Appointments (DSA) or Director Military Careers (D Mil C) to fill establishment positions at designated places of duty. A comprehensive package of compensation and benefits applies to relocation and travel associated with such postings and is described in CBI and associated directives and instructions.

3.2 Once posted, unit authorities may further authorize attached postings or temporary duty for CAF members to effectively exercise their assigned duties away from their formation, base, unit or element as applicable. Such duty and assignment of a temporary workplace for continuous periods of 365 days or less are governed by the CFTDTI.

3.3 When there is a Service requirement for a position or positions to be geographically assigned to a specific place of duty different than that of the parent unit to deliver an effect there, this is managed through an existing process. That position management process is conducted through annual establishment reviews and submissions to the Vice Chief of the Defence Staff, Director Defence Force Planning (VCDS/DDFP) in accordance with CFP 219, Organization and Establishment Policy.

3.4 CFTDTI provides a unit commanding officer (CO) significant flexibility to implement a variety of temporary work arrangements for members, but those authorities are limited in their duration and purpose.

3.5 However, members and their chains of command are increasingly seeking options beyond the CFTDTI to enable a broader range of longer-term remote work options, in particular at locations outside of a unit’s typical place of duty.

3.6 Enabling remote work by splitting continuous duty that would normally exceed 365 days in to a series of shorter temporary assignments, whether separated or not by leave or relatively short periods of duty back at the unit, is not in line with the intent of CAF compensation and benefits and poses a financial risk to CAF members. Doing so may result in recovery action from a member if it is determined, upon review, that they received reimbursement for travel expenses or Separation Expense (as examples) that they were not entitled to. Conversely, such arrangements may also deny a member benefits they would have otherwise been entitled to if the member had been more appropriately posted resulting in a change to a member’s permanent workplace.

3.7 If a member requests to work remotely at the location of their HG&E for greater than 365 days, and a unit CO believes they can support such a remote work arrangement, the ultimate approval authority rests with DSA/D Mil C. Such requests will only be entertained at the start of a new posting prior to any posting-related benefits being received by member related to that new posting and for a typical tour of duty associated with the position.

Purpose of Instruction

3.8 The purpose of this instruction is to establish a framework for authorizing remote work.

Operating Principles

3.9 This instruction does not describe or authorize any new benefits or entitlements.

3.10 All duty performed by an officer or non-commissioned member away from the member's formation, base, unit or element for a continuous period of 365 days or less must continue to be governed by the CFTDTI and regulations pertaining to the use of attached postings and temporary duty.

3.11 Where the continuous employment of a Reg F officer or non-commissioned member away from the member's formation, base, unit or element is foreseen, or could reasonably be expected to exceed, 365 continuous days, the member is to be posted in accordance with this instruction.

3.12 To enable remote work through a posting when military and personal requirements are compatible, the place of duty of the position must first be amended through an establishment change request (ECR) before posting instructions will be issued or if already issued, amended.

Conditions

3.13 The following are the minimum conditions that must be met for remote work to be considered:

1. based on the needs of the Service, a decision has been made or is being considered by a career manager to post the member to a position within Canada. This is demonstrated when the member is in receipt of a posting instruction to proceed from their current unit to a new one, or the career manager confirms in writing that such a posting (the “new posting”), is being considered;
2. the application does not reveal any underlying concern regarding the member’s ability to deploy or perform duties as a result of personal circumstances;
3. the member attests there are no personal circumstances that must otherwise be addressed first and only through a compassionate posting or a contingency cost move in accordance with DAOD 5003-6, Contingency Cost Moves for Personal Reasons, Compassionate Status and Compassionate Posting;
4. the proposed geographic location where remote work would be performed must be at the last place of duty in Canada at which the HG&E was moved at public expense;
5. the position and the member being considered for remote work are deemed suitable; and
6. in relation to the new posting, the member has not yet received Separation Expense under CBI 208.997, Separation Expense, special commuting assistance under CBI article 209.29, Special Commuting Assistance (SCA) or any relocation benefits under the CAFRD.

Factors to Consider the Suitability of a Position for Remote Work

3.14 When determining whether a position should be deemed suitable for remote work, the CO should consider factors including but not limited to the following:

1. whether the nature of the duties in question make it suitable for the position to be performed remotely on a continuous basis. Consider the need to physically attend a specific workplace, need to access specialized equipment or secure networks, need to directly supervise subordinates etc.;
2. the anticipated duration of the posting (it would normally be expected to have a tour length of no less than 2 years);
3. the impact on the flexibility and operational effectiveness of the formation, base, unit or element they command as a result of one or more member(s) working remotely;
4. the impact on unit culture, morale and team cohesion;
5. the impact of incremental operations and maintenance (O&M) costs including those associated with duty travel under the CFTDTI, that will be borne by the gaining unit;
6. confirmation of availability of a suitable permanent workplace at the proposed place of duty. For clarity, a permanent workplace must be where long-term or transient workspace will be provided by the CAF to the member, where they should perform their assigned duty. It may be the headquarters location of the applicable Base or Wing or, if applicable, another unit or detachment agreeing to provide such workspace. A Reg F member’s principal residence is not eligible to be designated a permanent workplace under this instruction, though it may continue to be recognized as a temporary workplace in accordance with CFTDTI;
7. whether it is possible to adequately support the member at the intended place of duty, including but not limited to administrative, pay and technical support, and medical and dental services;
8. the potential impact of the approval of remote work on others. This will be accomplished through the application of a Gender Based Analysis Plus (GBA Plus) lens when considering the approval of remote work, accounting for members’ intersecting identity factors to ensure that no specific groups of diverse women, men, and gender diverse members are encountering barriers, and to ensure that remote work does not cause potential disadvantages to those working from the gaining unit location; and
9. any additional operational considerations and guidance provided by their higher HQ.

Factors to Consider the Suitability of a Member for Remote Work

3.15 When determining whether the member should be deemed suitable for remote work, the CO should consider factors including but not limited to the following:

1. whether the member is qualified and able to perform their duties remotely without direct supervision;
2. positive recommendation of losing unit or last supervisor;
3. past performance and conduct as an indicator of ability to work with reduced supervision;
4. impact on member’s career development and breadth of experience;
5. contribution towards keeping service couples together when possible; and
6. member’s reasons for request are not to delay, extend or “reset” any associated benefits associated with relocation including those under the CAFRD, Imposed Restriction, Separation Expense or Special Commuting Assistance. If intent is to simply delay relocation required by assignment to the position, then member should be referred to the more appropriate mechanism, a request for an Imposed Restriction.

4. Process

General

4.1 Career managers, in consultation with Branch Advisors or Directors, must continue to post CAF members to fill establishment positions in accordance with VCDS staffing categories and direction received from time to time through Director General Military Careers (DGMC).

4.2 Once a posting decision has been made by the career manager, this is normally communicated through a posting instruction. For the purposes of this instruction, if a career manager is aware the member is considering a request for Remote Work, they can inform the member in writing (an email) of the posting decision having been made. Using this email or actual posting instruction, the member must initiate a request with the gaining unit for consideration of remote work under this instruction and provide their reasons and substantiations for the request. An application form available through the member’s career manager will be used to guide and document the approval process.

4.3 A CO faced with a request for remote work must determine whether military and personal requirements are compatible in accordance with this instruction.

Decision Making Process

4.4 When a CO has received a request from a member regarding remote work, the CO will follow these steps as quickly as possible and usually within 30 days of the request:

1. review the member’s request;
2. confirm that the conditions established under para 3.13 are met;
3. assess the position for suitability for remote work in accordance with para 3.14;
4. assess the member’s suitability for remote work in accordance with para 3.15;
5. if considering denying the request, provide a draft of the decision to the member and allow the member a reasonable opportunity to make representations (normally within 7 days);
6. consider the member’s representations, if provided, and arrive at a final determination;
7. if the request is denied, provide reasons for the denial to the member, in writing and copy to DSA or applicable career manager; and
8. if the request is supported, provide reasons and continue staffing as guided in the application form. Copy the member on the decision and agreed-to terms before continuing to staff the application outside the unit.

4.5 Once the application has been staffed through the applicable Level 2 (L2) Director General (DG) or formation HQ reporting directly to a Command, and endorsed by the applicable Level 1 (L1) or Command or Group Principal O&E Coordinator (thus indicating that an ECR has been proposed in Guardian and sent to DDFP), it will be routed to the applicable career manager for action.

Career Manager Action

4.6 Upon receipt of a completed application, the career manager will:

1. if a posting instruction has already been issued indicating that Movement or Storage of (D) HG&E was either AUTHORIZED or RESTRICTED in accordance with CAFRD, cancel that message;
2. verify that an ECR has been either proposed or approved in Guardian to ensure new department (section) and place of duty (geographic location) information will automatically be included in the posting instruction;
3. continue to process the new posting instruction based on the relationship between the member’s current and new places of duty (typically a “no cost move”);
4. if the member had been on IR while at the losing unit, normal “Return from IR” posting instructions would be issued. Note that for a “Return from IR” posting, a move of HG&E is not authorized or applicable, though the normal entitlements associated with the return shipment of unaccompanied baggage returning from IR would continue to apply;
5. a new paragraph will be crafted and included in the posting instruction noting that it is being issued to facilitate remote work for personal reasons. The permanent workplace, as designated by the gaining unit CO, will be annotated and the unit CO must be responsible to coordinate support services with providers at the new location; and
6. the support base or wing associated with the parent unit or detachment, and that of the new place of duty, must be information addressees on the posting instruction.

Terminating Arrangements to Work Remotely

4.7 At the end of the posting, the position must be reverted back to its original geographic location as indicated in the ECR. Accordingly, the next CAF member assigned to the position must be posted there.

4.8 Remote work involving a posting, if approved, will typically be for a normal tour length. Where a member requests to terminate early for personal reasons or the CO is considering terminating the arrangement for any reason (including but not limited to: poor performance, misconduct, unanticipated operational requirements), the CO must first address issues that can be resolved within 365 days through CFTDTI mechanisms.

4.9 If CO still recommends to terminate remote work arrangements to see the member posted to the original unit or detachment location, against the same position (or another position at the same rank), the CO must make an application to DSA or through the career manager to D Mil C as applicable. Such a request involving a relocation at public expense within the same unit will be at the discretion of DSA or D Mil C and must only be considered in extraordinary circumstances and normally only during the next active posting season.

CAF Member Decision Recours

4.10 All efforts should be made at the lowest levels to resolve conflicts or concerns with the application of this instruction. Members are expected to address concerns or issues to their chain of command for resolution. The ARC is available to assist the chain of command and provide clear, timely and comprehensive information about existing policies on compensation and benefits, careers and related areas under CMP’s authority. A CAF member who is not satisfied with the disposition of their request is encouraged to reach out to their local Integrated Conflict and Complaint Management Centre to obtain information and support in submitting, tracking and resolving a complaint.

5. Special Considerations

Allowances Associated with Designated Positions

5.1 If the member is to occupy a Designated Position under CBI 205.10, Designated Positions, the unit CO must confirm whether factors upon which the position was designated still reasonably apply or whether any disentitlement events apply, and take action accordingly. If there is any doubt, the authority who designated the position must be consulted by the unit CO to confirm continued eligibility.

Pay and Taxation

5.2 Pay Office support must be arranged to be provided at the member’s place of duty.

Compassionate Posting or Contingency Cost Move

5.3 This policy does not replace DAOD 5003-6 and where it is applicable, it must be applied. Unfortunately, this policy may not be used to satisfy the DAOD 5003-6 criteria for a suitable establishment position to exist at the desired location.

Isolated Posting and Isolated Units

5.4 Accommodation, medical, dental and administrative support services are typically limited at isolated and semi-isolated posts. In parallel to the approval process associated with this instruction, any new posting remains subject to the requirement for a new screening as described and guided by form DND 4176, Posting Screening for Isolated Posting and Isolated Units, and special consideration by the losing and gaining unit as part of the approval process. Members should not expect to remain in an isolated posting or unit’s location to facilitate a remote work arrangement for their next posting.

Outside Canada (OUTCAN)

5.5 This instruction does not apply to position management or remote work options related to or involving OUTCAN employment.

Service Couples

5.6 Service Couples who, for service reasons, have been posted to separate locations, may still request remote work under the following non-exhaustive conditions, subject to appropriate approvals. As an unalterable principal, no additional benefits will be created due to facilitating a remote work arrangement to achieve a service couple co-location, and, even if approved, the needs of the Service may dictate which member of the service couple is approved for remote work:

1. if both members are posted from the same place of duty to different places of duty, one member may apply for remote work at the place of duty of their service spouse. The relocation is administered as a standard service couple co-location move;
2. if both members are currently serving at the same place of duty and one member of the service couple is posted to a new place of duty, the posted member can apply for remote work to remain with their HG&E;
3. when both members are posted at different places of duty, with one member receiving Separation Expense and the other occupying a principal residence, should the member receiving Separation Expense be posted to a new place of duty at a third location, the posted member may apply for remote work from the location of their service spouse and HG&E, rather than to proceed to the new place of duty and continuing to apply for Separation Expense; and
4. when both members are posted at different places of duty and are both scheduled in the same active posting season to be posted to new places of duty which would continue their separation, one member may apply for remote work at the former place of duty of their service spouse, while the other applies for remote work at their former place of duty. For clarity, in this scenario, only one member of the service couple physically relocates and both applications must be successful to allow the service couple to be reunited/co-located.

5.7 Other permutations may arise which do not conform to the above service couple scenarios. In those cases, affected members are required to discuss with their career managers as early as possible to allow for appropriate coordination and consideration.

6. Responsibilities

6.1 The following table identifies the authorities and responsibilities associated with this instruction:

7. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• National Defence Act
• QR&O article 1.02, Definitions
• QR&O article 7.01, Right to Grieve
• CBI article 1.26, Definitions – Place of Duty and Permanent Workplace
• CBI article 1.28, Definitions – Posting, Attach Posting and Temporary Duty
• CBI chapter 205, Allowances for Officers and Non-commissioned Members
• CBI chapter 208, Relocation Benefits
• CBI article 208.997, Separation Expense
• CBI article 209.29, Special Commuting Assistance (SCA)

Other References

• DAOD 2017-0, Military Grievances
• DAOD 2017-1, Military Grievance Process
• DAOD 5003-6, Contingency Cost Moves for Personal Reasons, Compassionate Status and Compassionate Posting
• DAOD 5023-0, Universality of Service
• DAOD 5023-1, Minimum Operational Standards Related to Universality of Service
• DAOD 5046-0, Alternative Dispute Resolution
• CFAO 20-6, Posting Policy -- Tour Lengths for Members at Fixed-tour and Non-fixed-tour units (this document can only be accessed on the DWAN)
• CAFMPI 01-17, Imposed Restriction
• CAFMPI 20/04, Administrative Policy of Class "A", Class "B" and Class "C" Reserve Service
• Canadian Armed Forces Relocation Directive (CAFRD)
• Canadian Forces Temporary Duty Travel Instructions (CFTDTI)
• CFP 219, Organization and Establishment Policy
• DND 4176, Posting Screening for Isolated Posting and Isolated Units (this document can only be accessed on the DWAN)

8. Annex

1. Annex A – Process Overview