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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.

(C)

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 and unit authorities

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

(T) (amended, effective 1 April 2024)

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’ and unit authorities’ responsibilities

Local authorities and unit 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.

(C) (amended, effective 1 April 2024)

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.
  5. ensuring members' requests for DCBA review contain all necessary documents and information prior to submission; and
  6. returning incomplete requests to members with explanations on required documents and information.

(C) (amended, effective 15 June 2023)

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; 
  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.
  9. understanding the choice of replacement accommodation is considered a personal choice (e.g. rental, RHU, purchase); and
  10. reading external documents such as the Pre-Move Information Booklet, documentation and instructions provided by the contracted relocation service provider, and other documentation as provided by internal and external stakeholders as required to ensure a successful relocation.

(C) (amended, effective 15 June 2023)

2.2.08 L1 headquarters responsibilities

L1 Headquarters are responsible for:

  1. liaison with the DCBA as required;
  2. disseminating information provided by the DCBA to subordinate units;
  3. providing timely information to the DCBA to ensure that any requests for DCBA review submitted by the member and any specific relocation issues/requests submitted by the chain of command can be effectively dealt with; and
  4. managing resources in an effective manner to meet the purpose of the CAFRD under CAFRD 1.1.03 (Purpose).

(C) (effective 15 June 2023)

2.2.09 Director Military Careers Support Services (DMCSS) responsibilities

DMCSS is responsible for:

  1. serving as Technical Authority for the HG&E RSC and ensuring it aligns with the CAFRD;
  2. providing a cost estimate for the transportation of all or part of a member's HG&E based on the HG&E RSC to serve as the reimbursable limit when the member has been authorized for a different method of transportation for all or part of the HG&E;
  3. updating the Pre-move Information Booklet as required, ensuring it aligns with the CAFRD; and
  4. providing technical advice to the DCBA as necessary.

(C) (effective 15 June 2023)

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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 and to/from outside the place of duty

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 Approval to relocate to/from outside the place of duty

  1. DCBA may approve the relocation of a member’s (D) HG&E at public expense to/from outside the applicable place of duty.
  2. When the relocation is approved under paragraph (1), reimbursement of (D) HG&E relocation expenses are limited to the costs associated with relocating to/from within applicable place of duty.
  3. For greater certainty, a member who relocates to/from a location outside of the applicable place of duty without DCBA authorization is not entitled to:
    1. any CAFRD benefits related to that location; and
    2. the shipment of HG&E to/from that location. 

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Section 2.7 Selection of a service supplier

2.7.01 General

  1. For some specialized relocation-related services, the contracted relocation service provider has engaged TPSPs who will provide those services at a pre-negotiated corporate rate.
  2. The contracted relocation service provider's directory of those TPSPs and pre-negotiated corporate rates is available to any member who is relocating under the CAFRD.

(C) (effective 15 June 2023)

2.7.02 Selection of a TPSP or other service supplier

  1. At locations where a TPSP is available, reimbursement for services provided by the TPSP shall not exceed the applicable pre-negotiated corporate rates.
  2. A member may choose other service suppliers not included in the directory of TPSPs, provided that any resulting transaction is an arm’s length transaction.  Reimbursement for services provided by other service suppliers shall not exceed the applicable pre-negotiated corporate rate.

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2.7.03 Selection of a TPSP or other service supplier – administration

  1. When engaging the services of a TPSP, a member must identify themselves to the TPSP as a CAF member relocating under the CAFRD. Failure to do so may result in that TPSP charging the member a higher rate than the applicable pre-negotiated corporate rate.  In such cases, the additional expense is the responsibility of the member.
  2. If, for any reason, a member cannot secure a participating TPSP offering services within the applicable pre-negotiated corporate rate, the member shall contact the contracted relocation service provider for assistance in securing a suitable other service supplier. After requesting assistance, the member must permit the contracted relocation service provider to identify and/or engage a suitable other service supplier.
  3. For clarity, when the member is unable to secure a TPSP within the applicable pre-negotiated corporate rate, the contracted relocation service provider is then responsible to either:
    1. engage a suitable other service supplier who will provide the service within the applicable pre-negotiated corporate rate, or
    2. assume the additional expense required to secure the services of a suitable other service supplier who is willing to perform a service at a higher rate than the applicable pre-negotiated corporate rate.
  4. If a member selects a non-TPSP service supplier or a service supplier other than the suitable other service supplier(s) identified/engaged by the contracted relocation service provided at paragraph (2), the member is responsible for any additional expenses in excess of the applicable pre-negotiated corporate rate.

(C) (effective 15 June 2023)

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 as per CAFRD 2.9.04 (Receipts), unless an exception exists at CAFRD 2.9.05 (Receipts not required).
  3. All eligible expenses shall be reimbursed in Canadian funds.

(C) (amended, effective 15 June 2023)

2.9.03.1 Expense claims – no double compensation

When a member is or entitled to be compensated for an expense by a third party such as an insurance company, contractor or TPSP, there is no entitlement to be reimbursed the same expense under the CAFRD.

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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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