Relocation Directive - Chapter 3 - Relocation Entitlements
3.01 Introduction
This chapter describes the common relocation entitlements that apply to this policy document.
Note: The benefits contained in this Chapter may be amended (limited or enhanced) by specific provisions contained in other chapters in this directive.
(TB amended 16 September 2014)
This chapter is divided into the following sections:
3.1.01 Meal entitlement
CF members and authorized dependants will be paid a meal allowance for each full calendar day in commercial or non-commercial accommodation at the rates provided in Treasury Board Travel Directive. The conditions of reimbursement are provided in the applicable Chapter.
Core benefit
- CF members and dependants are entitled to full daily meal rate
(TB amended, effective 1 September 2012)
3.2.01 Commercial lodgings
Commercial lodging expenses shall be reimbursed for CF members and authorized dependants.
CF members will be reimbursed for actual and reasonable commercial lodging expenses not to exceed:
- the maximum standard guest room rate for the city under the PWGSC Accommodation Directory; or
- when there are less than five hotel listings for the area, actual and reasonable commercial lodging expenses for a standard guest room.
3.2.02 Hotel/Motel occupancy principles
The number of rooms that CF members are entitled to is based on family size. The size of the family unit includes the CF member and dependants.
The following table outlines the room entitlement by family size:
| Family Size | Room Entitlement |
|---|---|
| 1 | 1 room |
| 2 | 1 room, or 2 rooms (when dependant is not the spouse) |
| 3 to 5 | 2 rooms |
| 6 or 7 | 3 rooms |
| 8 or more | 4 rooms |
In all cases, when at least one dependant child over 12 years of age is of a different gender than the other dependant child(ren), an extra room entitlement exists.
3.2.03 Non-commercial lodging allowance
CF members who elect to stay in non-commercial lodgings are entitled to an accommodation allowance of $50 (CAD) per night (without receipts) per family.
When commercial and non-commercial lodgings are used for the same night, reimbursement will be paid for both when there is an entitlement of more than one hotel room.
CF members who stay in their principal residence are not entitled to the non-commercial lodging allowance, but are entitled to receive the meal and miscellaneous allowances as per limitations.
3.2.04 Alternative to separate rooms
If there is an entitlement to more than one room, CF members are entitled to reimbursement of:
- the cost for a suite or suites in lieu of their entitlement to separate rooms; or
- in respect of a member who commenced their HHT/DIT or TNL before 19 April 2018, the non-commercial allowance as a savings incentive in lieu of their entitlement to additional rooms.
In all cases, reimbursement shall not exceed the commercial rate had CF members occupied the rooms to which they were entitled.
(TB amended, 19 April 2018)
3.3.01 Allowance and kilometric rate for travel
The kilometric allowance shall be based on the approved commercial software Promiles and will be calculated using the applicable km rate multiplied by the distance traveled using the travel rates as published by Treasury Board as follows:
- PMV – kilometric rate for passenger vehicles
- Motorcycle – 60% of kilometric rate
- Trailer – 50% of the kilometric rate
3.3.02 Rental vehicle
The size of the rental vehicle is based on family size.
The following table outlines the rental vehicle size entitlement by family size:
| Family Size | Rental vehicle entitlement |
|---|---|
| 1 to 3 | Mid-size / Intermediate |
| 4 | Full size |
| 5 or more | Mini van |
Drop-off fees shall be reimbursed from the same funding envelope as the rental vehicle was authorized as the most practical and economical method of travel.
Personal accident insurance and/or child safety seats are to be reimbursed from the same funding envelope as the rental vehicle.
BComd/BAdmOs may authorize upgrades due to road conditions, for safety or medical reasons from the same funding envelope as the rental vehicle was authorized.
When an upgrade is required to facilitate the transportation of pets to and from the commercial carrier the upgrade will be reimbursed from personalized funds.
3.3.03 PMV passenger
CF members who travel as passengers in a private vehicle, where the driver is not someone who is eligible to claim the kilometric allowance, are entitled to the actual and reasonable expenses paid to the driver, not to exceed the kilometric allowance specified in the policy. The driver shall provide a detailed signed receipt.
3.3.04 Tolls, ferry and parking charges
CF members are entitled to reimbursement for actual and reasonable expenses for all tolls and ferries when incurred as a result of travel by the most direct route. Parking charges are also reimbursable.
These expenses are reimbursed from the same component as the kilometric allowance, for the first, second, or additional vehicle.
Ferry charges may include a standard berth/cabin, when overnight travel is required on board the ferry.
Personalized
When the authorized route does not include a ferry/tolls.
3.4.01 Automated Teller Machine
Core benefit
CF members may be reimbursed additional ATM charges above their normal monthly fee for one transaction per day when related to the relocation.
3.4.02 Dependant care reimbursements
CF members may be assisted with dependant care costs that are in excess of existing dependant care arrangements:
- an allowance of $35 per day, regardless of the number of dependants, (receipts not required) if care is provided by a third party; or
- actual expenses of up to $75 per day (with receipts), 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.
3.4.03 Posting allowance
Regular Force members who have attained career status are entitled to a posting allowance when:
- posted from one place of duty to another;
- the provisions of art 1.1.03 apply; and
- the limitations outlined in this article do not apply.
Career status is attained for CF members:
- of the Regular Force, on the earliest occurring date of:
- completion of Military Occupation Code (MOC) qualification for Officers or Qualification Level (QL) 3 for Non Commissioned Members (NCMs), or
- three years of completed service from the date of enrolment.
- re-enrolling in the Regular Force or transferring from the Reserve to the Regular Force:
- on re-enrollment or transfer if joining in an MOC for which the applicant is already qualified,
- on completion of Regular Force MOC qualification, or
- once they have completed three years of service including previous full time service.
- The posting allowance consists of two elements as follows at the COS date:
- Basic Allowance Element (BAE) - is equal to one half of the monthly rate of pay of CF members, and
- Dependant Allowance Element (DAE) - is equal to one half of the monthly rate of pay of CF members whose dependants are relocated at public expense and is added to the BAE.
Limitations. Posting allowance is not payable:
- for moves within the same place of duty;
- in cases of posting cancellation;
- on release, on posting as a result of release, or posting to a location for release, or for moving to an intended place of residence (IPR) on or after release unless returning from outside Canada as per art 12.9.01 or an isolated post as per art 11.4.03;
- in instances where CF members do not move but receive SCA and commute to their residence on a regular basis;
- to CF members who are posted and continue to reside within the geographic boundaries of the former place of duty or at the authorized location for the former place of duty;
- in all other cases where a posting occurs and the posting does not result in CF members actually moving;
- when the posting is to the first place of duty where CF members will be employed after re-enrolment or transfer to the Regular Force;
- on attached posting;
- for any Reserve Force members; and
- to foreign exchange personnel who are posted while serving with the CF.
Service Couple (SC) Each member of the service couple is entitled to the BAE at their applicable rate of pay. The DAE portion shall be paid at the higher rate of pay. If a service couple is not considered collocated in accordance with article 10.03, each member of that couple who moves with one or more dependants is entitled to receive both BAE and DAE.
Certification. Eligibility to posting allowance shall be certified by the Orderly Room on the pay statement which reflects the rate of pay on the COS date.
Indemnité d’affectation (voir 3.4.04)
(TB amended, 19 April 2018)
3.4.04 Professional cleaning
CF members may be reimbursed for cleaning expenses related to the primary and/or replacement residences.
Core benefit
Actual and reasonable expenses up to a maximum of $100 (including taxes) each for the old and new residences.
Custom benefit
Expenses in excess of core funds.
Personalized benefit
Additional expenses.
3.4.05 Stop over or delay in travel
Core benefit
When illness and/or road closure causes CF members to incur justifiable additional travel time or delays in travel, they may be reimbursed for actual and reasonable related expenses.
3.4.06 Unaccompanied baggage (UAB)
CF members who proceed unaccompanied to the new place of duty are entitled to the shipment of UAB.
Core benefit
Maximum shipment of UAB is 500 lbs/227 kgs exclusive of packing and crating as follows:
- shipment of personal effects by commercial carrier;
Or
- preparation of UAB by CF members, including boxes/packing material; and
- transportation expenses to and from CMTT or commercial carrier to ship UAB (one day rental, and/or taxi and/or KM allowance when using someone else's private motor vehicle (PMV));
Or
- rent a vehicle (maximum size – mini van) to transport their personal effects to new place of duty and return when they are within 250 km of their new place of duty. No overnight stay is authorized. CF members must have insurance on the rental vehicle.
Custom benefit
- additional weight; and
- storage of their UAB at the new place of duty, during the period of time they return to assist with the relocation of their (D) HG&E to the new place of duty.
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