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Part 1 - General Principles and Commonalities
Chapter 2. Administration

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2.01 Introduction

This chapter describes the common administrative directives that apply to the CAFRD.

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Section 2.1 Authorities

2.1.01 Authority – DCBA

The DCBA has the authority to:

  1. approve and issue relocation policy clarification bulletins. These clarification bulletins are policy direction that convey the intent of specific CAFRD provisions as confirmed by the Treasury Board Secretariat; and
  2. update the hyperlinks and cross-references within this directive.

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2.1.02 Authority – Departmental authority for HG&E RSC

Notwithstanding anything in this directive, the Departmental Authority for the HG&E RSC may authorize a different method of transportation for all or part of the HG&E load when the normal method of transportation is not practical or requires an unusually long transit time.

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2.1.03 Authority – local authorities

Local authorities have the authority to render decisions on entitlements where specified within this directive.

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Section 2.2 Responsibilities

2.2.01 DCBA responsibilities

The DCBA is responsible for:

  1. monitoring the administration of the CAFRD; and
  2. proposing CAFRD changes to the Treasury Board Secretariat as required.

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2.2.02 DRBM responsibilities

The DRBM is responsible for:

  1. verifying eligibility of a member to CAFRD benefits;
  2. resolving disagreements between a CAF member and the contracted relocation service provider, as applicable;
  3. measuring the effectiveness of the CAF Relocation Program;
  4. determining the documentation requirements to support the reimbursement of benefits to members;
  5. approving reimbursement or recovery of all or part of the expenses reasonably incurred that are directly related to the member’s relocation and are provided for in this policy;
  6. developing and monitoring the current and future contracted relocation service provider contracts; and
  7. ensuring the necessary financial controls are established to verify all payments made under the CAFRD are compliant with Section 34 of the Financial Administration Act (FAA).

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2.2.03 CO responsibilities

COs are responsible to be as flexible as possible in the adjustment of reporting dates in accordance with CAFRD 2.3.01 (Change of report-for-duty (RFD) date).

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2.2.04 Local authorities’ responsibilities

Local authorities are responsible to:

  1. ensure validated information and supporting documentation is provided to members for their transmission to the contracted relocation service provider; and
  2. not unreasonably deny a request for HHT/DIT.

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2.2.05 CAF Relocation Coordinator responsibilities

CAF Relocation Coordinators are responsible for:

  1. receiving and forwarding requests to the approving authority;
  2. liaising with the local CAF offices as necessary;
  3. liaising with DRBM for any service delivery issues related to the contracted relocation service provider; and
  4. providing guidance to members regarding the process to request any policy clarification or DCBA review.

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2.2.06 VCDS OUTCAN Coord responsibilities

The VCDS OUTCAN Coord office is responsible for the designation of representational positions.

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2.2.07 CAF member’s responsibilities

CAF members are responsible for:

  1. understanding their relocation benefits, conditions, and limitations. Misinterpretation or mistakes will not necessarily be reimbursable;
  2. considering the information provided, asking for additional clarification, and making timely decisions regarding benefits;
  3. considering whether or not to request the alternative Special Commuting Assistance (SCA) benefit at CBI 209.29 before receiving any CAFRD relocation benefits;
  4. contacting the contracted relocation service provider within 21 days after receiving their posting instruction;
  5. requesting confirmation in writing of the information given by the contracted relocation service provider;
  6. forwarding to the CAF Relocation Coordinator requests for DCBA review;
  7. submitting expense claims and supporting documents in a timely fashion; and
  8. facilitating, as much as possible, a door-to-door move by coordinating the following in order to minimize ILM&M expenses:
    1. disposal of accommodation,
    2. acquisition of accommodation,
    3. occupancy date of new accommodation,
    4. RFD date,
    5. shipment of HG&E, and
    6. travel to the new location.

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Section 2.3 Change of reporting date

2.3.01 Change of report-for-duty (RFD) date

  1. A RFD date that is within 30 days before or after the COS date may be approved by mutual agreement of the losing and gaining unit COs.
  2. (Member responsibilities) When a change of RFD date would reduce the requirement for ILM&M, it is the member’s responsibility to:
    1. make this request in writing through the appropriate CO; and
    2. provide a copy of the approval or denial to the contracted relocation service provider for their file.
  3. (CO responsibilities) COs have a responsibility to be as flexible as possible in the adjustment of RFD dates within 30 days of the COS date to enable members to coordinate their move more effectively.

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Section 2.4 Posting cancellation

2.4.01 Entitlements

  1. When a posting is cancelled for service reasons, the member is entitled to be reimbursed for all actual and reasonable expenses incurred prior to the posting cancellation based on the limitations of the CAFRD.
  2. When a posting is cancelled, the member must mitigate additional expenses. The CAFRD applies only to the extent that is reasonably necessary to restore the member to the member’s general circumstances that existed prior to the posting cancellation.
  3. Upon notification of the posting cancellation:
    1. any expenses previously paid from the Custom Account shall be recorded against the Core Account;
    2. the Custom Account will be reduced to zero; and
    3. any additional expenses that are necessarily incurred by the member will be funded from the Core Account.

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Section 2.5 Special Commuting Assistance (SCA)

2.5.01 SCA in lieu of a cost move

Refer to CBI 209.29 (Special Commuting Assistance (SCA)).

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Section 2.6 Authority to move (D)HG&E to/from outside geographical boundaries

2.6.01 Shipment of HG&E

  1. There are two distance considerations when selecting a new residence:
    1. the geographical boundaries of the new permanent workplace; and
    2. the new place of duty (i.e. 100 km direct road distance from the new permanent workplace).
  2. The area covered under the geographical boundaries of the new permanent workplace is typically smaller than the area covered by the new place of duty.
  3. The CAFRD authorizes the shipment of HG&E from within the current place of duty to within the new place of duty (Note: there may be an overlap between the two). However, the geographical boundaries of the new permanent workplace may require that the gaining unit CO approve the member’s residency outside of those geographical boundaries in accordance with CAFRD 2.6.02.

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2.6.02 Authority to reside outside of geographical boundaries

  1. (New residence within new place of duty) A member who wishes to reside outside the established geographical boundaries of the new permanent workplace while remaining within the place of duty requires the approval of the gaining unit CO.
  2. The CO should consider the following:
    1. the reasonable daily distance that can be traveled to and from the member’s residence to the new permanent workplace;
    2. the time required for the daily travel;
    3. the established time limits for recalls; and
    4. the safety and security of the member during daily travel.
  3. For a move under paragraph (1), no further authority beyond the gaining unit CO is required.
  4. (New residence outside new place of duty) A member who wishes to reside at a location that is both outside the established geographical boundaries of the new permanent workplace and outside the new place of duty must first obtain the approval of the gaining unit CO in accordance with paragraphs (1) and (2).
  5. The gaining unit CO must forward the request and recommendation, through the CAF Relocation Coordinator, to DCBA for consideration under CAFRD 2.6.03.

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2.6.03 Expenses

  1. DCBA may approve the relocation of a member’s (D) HG&E to/from outside the applicable place of duty.
  2. Reimbursement of (D) HG&E relocation expenses will be limited to costs associated with relocating to/from within applicable place of duty.

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Section 2.7 Selection of 3rd party supplier

2.7.01 Selection of 3rd party supplier

  1. Reimbursement for services provided shall not exceed pre-negotiated rates where the 3rd party supplier has been engaged by the contracted relocation service provider as part of the tendering process.
  2. Members may choose their own 3rd party suppliers not included in the directory of 3rd party suppliers provided they are at arm’s length. Expenses incurred with these suppliers that exceed the pre-negotiated rates shall be borne at the member’s expense.

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Section 2.8 Benefits subject to Income Tax

2.8.01 Taxable benefits

  1. Income taxes may apply to some of the benefits funded from either of the two spending accounts.
  2. The contracted relocation service provider may provide a guide to the income tax implications of various relocation expenses; however, applicable taxation regulations/legislation prevail.
  3. For further information, visit the Canada Revenue Agency or Revenu Québec website.

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Section 2.9 Claims process

2.9.01 Time limits for payable expenses

  1. 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 COS date or the date that HG&E is authorized to be moved (i.e. the move is not or ceases to be prohibited or restricted) – whichever is later – to incur relocation expenses.
  2. DCBA may grant an extension in exceptional circumstances.
  3. For moves to an IPR, there are special time limit rules. See chapter 14.
  4. For greater certainty, this time limit does not apply in respect of the length of time that HG&E or PMVs may remain in storage at public expense under chapter 9.

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2.9.02 Claims Advances

The following persons may request an advance of public funds (via the contracted relocation service provider) to assist in meeting personal expenses incurred in the relocation such as a HHT, travel and interim accommodation:

  1. the member; and
  2. when being moved under chapter 14, the dependant of a member who dies, is officially reported missing, is a prisoner of war, is interned or detained by a foreign power, or is declared by a competent medical authority to be mentally incapacitated.

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2.9.03 Expense claim

  1. A member claiming relocation expenses must submit a detailed and itemized account, in the form required to the contracted relocation service provider.
  2. The account:
    1. should be submitted within 90 days of the completion of the activity for which the member is claiming expenses (e.g. if claiming expenses under chapter 6 (Travel to New Location (TNL)), within 90 days of arrival at the new place of duty); and
    2. shall be supported by receipts, unless an exception exists at CAFRD 2.9.05 (Receipts not required).
  3. All eligible expenses shall be reimbursed in Canadian funds.

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2.9.04 Receipts

  1. A receipt is an original or electronic acknowledgement (printed) of an amount of money paid by a member, showing the service provider, service rendered, payment date and amount.
  2. Where expenses are incurred in a currency other than Canadian dollars, receipts shall indicate the foreign currency and may be annotated by the member to make such indication.
  3. If the receipt is for dependant care, receipts shall indicate the name(s) of the dependant(s) that were cared for.
  4. A member who is reasonably unable to provide a receipt for an expense may submit a personal declaration in lieu of a receipt. The personal declaration is a written statement in which a member attests to an amount of money paid by the member, showing the service provider, service rendered, payment date, amount, and currency. It must include member’s name and rank, and must be signed and dated.

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2.9.05 Receipts not required

Receipts are not required in respect of:

  1. any transportation expense under $12;
  2. a kilometric allowance;
  3. a meal allowance (unless required under chapter 5), miscellaneous allowance or incidental allowance;
  4. a non-commercial lodging allowance; and
  5. an allowance payable with a declaration for dependant care assistance.

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