Relocation Directive - Chapter 2 - Administration

2.01 Introduction

This chapter describes the common administrative directives that apply to this policy document.

It is divided into the following sections:

2.02 Glossary

A glossary of terminology is contained in the guide It's Your Move, available from the service provider.

Section 2.1 Authorities

2.1.01 Authorities

Treasury Board Secretariat (TBS), has authority to:

  • approve reimbursement of all or part of the expenses reasonably incurred that are directly related to the CF member’s relocation but are either an exceptional circumstance or are not clearly provided for in this policy.

Grievance Authorities and Director of Compensation and Benefits Administration (DCBA):

  • If a CF member has not received a benefit because the relevant circumstances, although not dissimilar to, were different from the circumstances established, then the appropriate grievance authority for relocation benefits or DCBA may, if he or she considers it would be equitable and consistent with the purpose of the CFIRP, approve the payment of all or part of that benefit.

Director Relocation Business Management (DRBM) has the authority to:

  • approve reimbursement or recovery of all or part of the expenses reasonably incurred that are directly related to the CF Member’s relocation that are provided for in this policy or as authorized by TBS or DCBA.

Base Commanders (BComd) or the Base Administration Officers (BAdmO) have the authority to:

  • render decisions on entitlements specified within the CFIRP policy.

(TB amended 16 September 2014)

Section 2.2 Responsibilities

2.2.01 Responsibilities

DCBA is responsible for:

  • monitoring the administration of the CFIRP; and
  • proposing changes to the policy to Treasury Board Secretariat (TBS) as required.

DRBM is responsible for:

  • measuring the effectiveness of the CF Integrated Relocation Program (CF IRP);
  • developing and monitoring the current and future IRP contracts; and
  • ensuring the necessary financial controls are established to verify all payments made under the CF IRP are compliant with Section 34 of the FAA.

BComd/BAdmOs are responsible to: ensure validated information and supporting documentation is provided to CF members for their transmission to the service provider to ensure proper reimbursement.

Service provider is responsible for assisting CF members by providing:

  • program information in an understandable format;
  • qualified assistance for each step of their move; and
  • the appropriate references regarding payment of relocation expenses.

CF Relocation Coordinators are responsible for:

  • providing guidance to CF members regarding any policy clarification and liaise with the service provider on relocation issues; and
  • considering requests for reimbursement that fall within the intent of the policy and when necessary forward requests to approving authority.

CF members are responsible for:

  • contacting the service provider within 21 days after receiving their posting instruction;
  • requesting confirmation in writing of the information given by the service provider;
  • forwarding to the CF Relocation Coordinator requests for adjudication;
  • understanding their relocation benefits, conditions, and limitations as expenses, resulting from misinterpretation or mistakes will not necessarily be reimbursable;
  • considering the information provided, asking for additional clarification, and making timely decisions regarding benefits; and
  • facilitating, as much as possible, a door-to-door move by coordinating the following in order to minimize interim lodgings, meals, and miscellaneous (ILM&M) expenses:
    • disposal of accommodation,
    • acquisition of accommodation,
    • occupancy date of new accommodation,
    • report for duty date,
    • shipment of HG&E, and
    • travel to new location.

(TB amended 19 April 2018)

Section 2.3 Change of reporting date

2.3.01 Change of reporting date

When a change of reporting date would facilitate a door-to-door move, it is the CF member's responsibility to make this request in writing through the appropriate CO. If their request is denied, CF members are required to provide a copy of the denial to the service provider for their file. Failure to request a change in reporting date will result in limiting reimbursement of ILM&M expenditures to the period that would have been reimbursed if a change in reporting date had been authorized.

Section 2.4 Posting cancellation

2.4.01 Entitlements

When a posting is cancelled or postponed for service reasons, CF members are entitled to reimbursement for all actual and reasonable expenses incurred prior to posting cancellation based on the limitations of the CFIRP Policy.

Funding envelopes will be used to reimburse all actual and reasonable expenses incurred in accordance with the policy document. Upon notification of the posting cancellation, the funding envelopes shall not be available and any additional expenses will be reimbursed from Core funding.

2.4.02 Transactions

CF members are to seek advice from the Relocation Consultant prior to making any decisions or transactions.

There shall be no loss or gain from any transaction due to the cancellation of the posting.

Section 2.5 Special Commuting Assistance (SCA)

2.5.01 SCA in lieu of a cost move

CF members may be authorized to receive the SCA in lieu of a Crown-funded relocation of (D) HG&E when posted to a new place of duty to which they are authorized to relocate their (D) HG&E. DCBA may authorize SCA based on a request and the recommendation of the gaining unit Commanding Officer.

2.5.02 Considerations

CF members who:

  • wish to continue to reside in their primary residence located outside the geographical boundaries of their new place of duty; or
  • are posted to a new place of duty within the same geographical boundaries and are consequently able to relocate 40 kms closer to their new place of duty,

shall initially request and must receive the authority of their gaining unit CO.

The CO should consider the following:

  • the reasonable daily distance that can be traveled to and from the CF member's primary residence to the new place of duty; and
  • CF member's ability to travel within established time limitations to the new place of duty when recalled.

CF members already in receipt of SCA who continue to meet the requirements of this article and are posted locally to a new place of duty shall retain SCA benefits.

2.5.03 Administrative Support Unit (ASU) requirements

CF members who receive authority to reside outside the geographical area may then apply for SCA to their ASU through their gaining unit CO.

The ASU shall submit the CF member's request, including all supporting documents, to DCBA. The following information shall be included within the submission:

  • Cost effectiveness based on a cost comparison of the anticipated tour length and reimbursement of SCA; versus
  • Entitlements provided to CF members when relocated unaccompanied; and
  • Entitlements provided to CF members had the (D) HG&E been relocated using average cost of a move as per the most recent Cost Factors Manual.

2.5.04 Conditions and limitations

CF members who are authorized SCA shall be subject to the following:

  • CF members who proceed unaccompanied and are granted an Imposed Restriction (IR) and receive Separation Expense (SE) benefits in respect of any relocation may not later elect SCA in lieu of the IR/SE benefits. SCA may be authorized on subsequent postings that give rise to new relocation entitlements.
  • CF members shall waive in writing all relocation benefits and entitlements to the new place of duty as provided by CFIRP;
  • SCA shall be authorized for the duration of the posting to the place of duty that gave rise to the entitlement; and
  • CF members shall not be eligible for subsequent relocation benefits and entitlements until posted to a new place of duty where the conditions and limitations of CFIRP would again apply.

2.5.05 SCA administration

The CF member's ASU shall administer the reimbursement of SCA. SCA is to be charged under the applicable cost move financial code.

Section 2.6 Authority to reside outside geographical boundaries

2.6.01 Shipment of HG&E

Shipment of HG&E is normally authorized from the geographical boundaries of the former place of duty to the geographical boundaries of the new place of duty.

2.6.02 Authority

CF members who wish to reside outside the established geographical boundaries of the new place of duty require the approval of the gaining unit Commanding Officer (CO).

The CO should consider the following:

  • the reasonable daily distance that can be traveled to and from the CF member's primary residence to the new place of duty; and
  • CF member's ability to travel within established time limitations to the new place of duty when recalled.

Subsequent approval of DCBA is required to relocate the (D) HG&E.

2.6.03 Expenses

Expenses associated with the shipment of HG&E will be limited to costs associated with relocating within the established geographical boundaries of the place of duty.

Section 2.7 Selection of Third party supplier

2.7.01 Selection of Third party supplier

Reimbursement for services provided shall not exceed pre-negotiated rates where the Third party supplier has been engaged by the service provider as part of the tendering process.

CF members may choose their own Third party suppliers not included in the directory of Third party suppliers provided they are at arm's length.

Section 2.8 Taxable benefits

2.8.01 Taxable benefits

Taxes may apply to some of the benefits paid from any of the three components.

The service provider's book: It's Your Move, provides a chapter called Tax Smart, which includes a guide to the tax implications of various relocation expenses; however, Canada Revenue Agency regulations prevail.

For further information:

Section 2.9 Claims process

2.9.01 Time limitations for payable expenses

For serving members relocating for service reasons, generally, and subject to any specific time limits identified in this directive, there is a two-year time limit from the date that HG&E is authorized to be moved (i.e. move is not or ceases to be prohibited or restricted) for Regular Force personnel, and from the commencement date of the period of employment for Reserve Force personnel, to incur relocation benefits.

For moves to an IPR, there are special time limitations. Read Chapter 14 carefully.

Extensions may be granted in exceptional circumstances. Requests for extensions should be forwarded to DCBA.

(TB amended 16 September 2014)

2.9.02 Advances

CF members shall be advanced funds (via the Service Provider) to assist in meeting personal expenses incurred in the relocation such as House Hunting Trip (HHT), Destination Inspection Trip (DIT), Travel to New Location (TNL) or Interim Lodgings, Meals and Miscellaneous Expenses (ILM&M).

2.9.03 Expense claim

CF members claiming relocation expenses must submit a detailed and itemized account, in the form required to the Service Provider. The account must conform to the following requirements:

  • the account must be submitted within 90 days of the CF member's arrival at the new place of duty; and
  • the account shall be supported by receipts for each item expense except: kilometric allowance, expenses for taxis under $10, expenses for meals (unless required for claims beyond 21 days and CF member requests 100% of actual expense and miscellaneous incidental expenses), and amounts paid for non-commercial accommodations.

All eligible expenses shall be reimbursed in Canadian funds.

2.9.04 Receipts

Where reimbursement for authorized expenses is sought, CF members are expected to submit receipts for the expenses incurred. In extenuating circumstances (except where specified within the CFIRP Policy), when CF members certify that the receipt was lost, accidentally destroyed, or unobtainable, a personal declaration may replace the receipt.

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