Relocation Directive - APS 2014 - Chapter 5

5.01 Purpose

The purpose of Interim Lodgings, Meals and Miscellaneous (ILM&M) expenses is to provide reimbursement within prescribed limits during the time when:

  • HG&E are being packed and loaded;
  • HG&E are being unpacked and unloaded; and
  • HG&E are necessarily separated from CF members for reasons beyond their control.

CF members are responsible to coordinate a door-to-door move as per art 2.2.01. When ILM&M can be reduced to facilitate a door-to-door move, art 2.3.01 applies.

Once HG&E is available for delivery at the new place of duty, ILM&M is no longer reimbursable unless circumstances beyond the CF members control extend the entitlement. CF members whose closing date is after the date the HG&E is available for delivery have made a personal choice to await a specific house and are therefore responsible for additional costs associated with the later closing.

CF members who are moving from furnished accommodations at origin to furnished accommodations at destination are precluded from this benefit, unless the furnished accommodations are not available on arrival at destination.

This chapter is divided into the following blocks:

5.02 Additional entitlements

In addition to the benefits outlined in this chapter, CF members may be entitled to reimbursement for:

5.03 Non-consecutive days

Non-consecutive days of ILM&M are authorized.

5.04 Entitlements for pack, load, clean, unload, and unpack

This table describes the lodgings, meals and miscellaneous expenses entitlement during events below. Entitlements to ILM&M during pack, load, clean, unload, and unpack, outlined below are in addition to those described for ILM&M while awaiting availability of HG&E for delivery. However, unused benefits for pack, load, clean, unload, and unpack cannot be exchanged for additional ILM&M from Core.

When pack & load occur earlier than normal due to short supply of movers in peak periods, as identified by HGRS, additional days of ILM&M will be added to the pack, load and clean entitlements.

Event Lodgings Meals and miscellaneous expenses
Pack, load and clean (Must be at origin.) up to 3 nights up to 3 days
Unload and unpack (Must be at destination.) up to 2 nights up to 2 days

5.05 Extra pack, load and clean day

Custom benefit

Under exceptional circumstances, CF members may be granted one additional day of ILM&M required for additional professional cleaning and/or house inspection of the accommodation being vacated, when approved by the BComd/BAdmO.

5.06 Early pack, load and clean

CF members may be authorized early pack, load and clean; however, reimbursement of ILM&M from Core funds will be limited to the number of days that would have been paid if CF members had not been authorized an early pack, load and clean. Additional expenses incurred as the result of early pack, load and clean may be reimbursed from Personalized funds.

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5.07 Meal entitlements

Meal entitlements are to be reimbursed as per section 3.1 based on the following:

Core benefit

Up to 15 days at the full daily meal rate;

From day 16 to 35 at 65% of the daily meal rate without receipts or 100% for actual and reasonable meal expenses with receipts (exclusive of tips and alcohol)(no personal declaration will be accepted for meals) cost not to exceed the daily meal rate. Reimbursement will only be authorized when the following three conditions listed are met:

Conditions

  1. HG&E delivery delays caused by the Department or its contracted agents outside the CF members' control; and
  2. CF members must demonstrate that there were no accommodations with adequate cooking facilities available within the geographical boundaries of the new place of duty for the period of ILM&M specified; and
  3. The BComd/BAdmO approves the request based on the information provided and certified above.

Personalized benefit

Expenses incurred for extra days beyond core entitlements for CF members and dependants.

If HG&E delivery delays caused by the Department or its contracted agents outside the CF members' control extend beyond the start of school and there are no commercial accommodations with cooking facilities within proximity to the school, the CF member may move to a hotel closer to the school/replacement residence and request reimbursement of meals for the period in commercial accommodations without cooking facilities.

5.08 Commercial lodgings

Entitlements are to be reimbursed as per art 3.2.01 and in conjunction with art 5.04, based on the following:

Core benefit

  • up to 15 nights; and
  • from the 16th night until the HG&E is reunited with CF members when the Department or its contracted agent caused HG&E delivery delay and BComd/BAdmO approves.

Custom benefit

Nil.

Personalized benefit

  • Upgrades to the standard room rate/entitlement;
  • Accompanying pets as long as ILM&M is authorized from core funds; and
  • Expenses incurred for extra nights beyond core and/or custom funds entitlement for CF members, dependants and pets.

Note: When non-consecutive ILM&M is claimed, commercial lodging will be capped as per art 3.2.01 for the destination location.

(TB amended, effective 1 September 2012)

5.09 Non-Commercial lodgings

Entitlements are to be reimbursed as per art 3.2.03 based on the following:

Core benefit

  • up to 15 nights; and
  • from the 16th night until the HG&E is reunited with CF members when the Department or its contracted agent caused HG&E delivery delay and BComd/BAdmO approves.

Personalized benefit

In excess of core entitlement.

5.10 Miscellaneous allowance

Core benefit

For each day of meals or lodging expenses, CF members are entitled to receive a miscellaneous allowance, except as indicated in art 3.2.03 where a CF member who has an entitlement to lodgings but who opts to stay in their principal residence may receive meals and miscellaneous allowance.

5.11 Dependant care

As per art 3.4.02, CF members may be assisted with dependant care costs that are in excess of existing dependant care arrangements for:

  • Dependants under 12 years of age; and
  • Dependants 12 years of age or over who are incapable of caring for themselves due to a physical or mental disability.

Core benefit

  • An allowance if care is provided by a third party; or
  • Actual expenses if care is provided by individuals who provide dependant care as a regular source of income and do not reside with the family, or a bonded sitter provided by a company in the business of providing dependant care services.

Custom benefit

Specialized dependant care costs in excess of daily maximum rate.

Personalized benefit

When all custom funds have been expended.

Note: Dependant care expenses may only be reimbursed for those days authorized for Pack, Load, Clean, Unload and Unpack.

5.12 Pet care

CF members may be reimbursed actual and reasonable basic commercial pet care as follows:

Custom benefit

Nil.

Personalized benefit

When on ILM&M from personalized funding.

Note: Basic pet care consists of boarding fees only. Any additional charges are the CF member's responsibility and will not be reimbursed.

(TB amended, effective 1 September 2012)

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