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Part 1 - General Principles and Commonalities
Chapter 3. Common Relocation Entitlements

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3.01 Introduction

  1. This chapter describes the common relocation entitlements that apply in this directive.
  2. The benefits contained in this chapter may be amended (limited or enhanced) by specific provisions contained in Part 3 of this directive.

(C)

Section 3.1 Meal Entitlements

3.1.01 Meal entitlement

  1. A meal allowance may be payable for the member and each dependant, in accordance with the conditions of reimbursement provided in the applicable chapter of this directive, as follows:
    1. on the first and last day of any round-trip travel, for each meal consumed after departure from and before return to the residence at which that travel commences and terminates; and
    2. in any other case, a full daily meal allowance for each calendar day in commercial or non-commercial lodgings.
  2. The meal allowance shall be paid using the applicable rate for the location where the meal was consumed.

(T) (amended, effective 1 April 2024)

Section 3.2 Lodgings

3.2.01 Commercial lodgings

  1. A member will be reimbursed for actual and reasonable commercial lodging expenses for the member and dependants, not to exceed:
    1. the applicable “city rate limit” under the ACRD; or
    2. when there are less than five hotel listings for the area, actual and reasonable commercial lodging expenses for a standard guest room.
  2. Actual and reasonable parking charges are also reimbursable.
  3. When a member or dependant is accompanied by a service dog, the additional accommodation costs for that accompanying service dog (not including any fees levied for specialized cleaning upon vacating) are funded from the same spending account that the accommodation for that person is funded from.
  4. Cancellation fees for commercial lodgings will not be reimbursed, except when the unit authority certifies that due to a service or compassionate reason, or any other reason outside of the member’s control, the member was unable to provide the required notice in accordance with the terms and conditions of the ACRD Standing Offer.
  5. When accommodations obtained via an online peer-to-peer marketplace (e.g. “Airbnb”) are utilized, members are cautioned that reimbursable expenses are limited to those expenses that would be otherwise reimbursable for a commercial lodging listed in the ACRD at that city. Expenses such as security deposits and cleaning fees are not reimbursable for these types of accommodations.

(T) (amended, effective 1 April 2024)

3.2.02 Room entitlements

When utilizing commercial lodgings, the number of rooms that a member is entitled to is based on family size (member and dependants) as follows:

Family Size

Room Entitlement

1 to 2

1 room

3 to 5

2 rooms

6 or 7

3 rooms

8 or more

4 rooms

(T)

3.2.03 Alternative to separate rooms

  1. A member may elect to utilize a suite or suites in lieu of their entitlement to separate rooms, or may elect to utilize additional rooms above their entitlement to account for personal circumstances.
  2. Reimbursement shall not exceed the amount equivalent to the maximum rate established per room at CAFRD 3.2.01 (Commercial lodgings) multiplied by the number of rooms a member is entitled to as per CAFRD 3.2.02 (Room entitlements).

(T) (amended, effective 1 April 2024)

3.2.04 Non-commercial lodging allowance

  1. A member who stays in non-commercial lodgings is entitled to a non-commercial lodging allowance per night per family at the rate provided in the NJC Travel Directive for the private non-commercial accommodation allowance.
  2. When commercial and non-commercial lodgings are used for the same night, reimbursement will be paid for both when there is an entitlement to more than one hotel room.
  3. A member who stays in their owned or rented residence is not entitled to the non-commercial lodging allowance, but is entitled to receive the meal and miscellaneous allowances as per limitations.

(T)

Section 3.3 Transportation

3.3.01 Kilometric allowance for travel by privately owned vehicle

When the vehicle/trailer is owned and registered by the member or a dependant, the kilometric allowance shall be paid based on the direct road distance between origin and destination and will be calculated by multiplying that distance by the applicable kilometric rate in the NJC Travel Directive:

  1. PMV or Motorcycle – 100% kilometric allowance;
  2. recreational vehicle (RV) driven in lieu of a PMV or Motorcycle (for TNL under chapter 6 only) – 100% kilometric allowance; and
  3. trailer (for TNL under chapter 6 only) – 50% kilometric allowance.

(T)

3.3.02 Rental vehicle

  1. When authorized in the CAFRD to rent a vehicle, the member is entitled to be reimbursed the following rental vehicle expenses from the applicable spending account:
    1. subject to paragraphs (2), (3) and (4), actual and reasonable rental vehicle charges;
    2. for HHT/DIT travel and for travel under CAFRD 6.06 (Transportation to and from the commercial carrier) only, actual and reasonable fuel or electrical charging expenses;
    3. drop-off fees when travel by rental vehicle is determined to be the most practical and economical method of one-way travel;
    4. rental of child car seats, including booster seats;
    5. GPS rental or charge for use of onboard navigation system;
    6. extra charges for winter tires; and
    7. personal accident insurance and Collision Damage Waiver (CDW). For greater certainty, in countries other than Canada, the insurance amount reimbursable is for the types of insurance that are the equivalent of, or closely comparable to, the personal accident insurance and the CDW insurance in Canada.
  2. For the purposes of subparagraph (1)(a), reimbursement is limited to the actual and reasonable rental vehicle charges charged by the rental vehicle agency for the vehicle size entitlement with the Government rate applied if available.  For greater certainty, the actual and reasonable rental vehicle charges are not limited to the rates published in the ACRD.
  3. The following table outlines the rental vehicle size entitlement by family size (member and dependants)
    4. Family Size Rental vehicle entitlement
    1 to 3 Mid-size / Intermediate car
    4 Full size car / Intermediate SUV
    5 to 6 Mini van / Standard SUV
    7 or more Full size passenger van / Full size SUV

    (See also CAFRD 3.3.02.1 (Rental vehicle availability))

  4. Despite paragraph (3), the local authority may authorize upgrades due to road conditions, for safety or medical reasons, or to accommodate excess luggage, from the same spending account as the rental vehicle was funded.  For greater certainty, upgrades to accommodate excess luggage shall only apply in respect of the days the member is required to transport that luggage between locations, and not for the full duration of the rental vehicle entitlement.
  5. There is no kilometric allowance for a rental vehicle.
  6. In lieu of a rental vehicle for all or part of the rental vehicle entitlement period, a member is entitled to be reimbursed actual and reasonable local commercial transportation costs, supported by receipts.  The sum of all reimbursed expenses (rental vehicle and commercial transportation) shall not exceed the cost at subparagraph (1)(a) had a rental vehicle at the member's entitlement size at paragraph (3) been utilized for the entire period.

(T) (amended, effective 1 April 2024)

3.3.02.1 Rental vehicle availability

  1. When the vehicle rental agency and/or the Government of Canada's official travel provider is unable to provide a member who has a family size of five or more with a rental vehicle at the member's entitlement size, the member is entitled to be reimbursed the expenses at paragraph (1) of CAFRD 3.3.02 (Rental vehicle) to rent two smaller vehicles to accommodate their family size.  Proof of unavailability is required.
  2. When the vehicle rental agency and/or the Government of Canada's official travel provider is unable to provide a rental vehicle at the member's entitlement size and offers a larger vehicle at an increased charge, the local authority may authorize reimbursement of the rental vehicle expenses for the larger vehicle.  Proof of unavailability is required.
  3. When a member is offered a larger rental vehicle at the same rate as the vehicle size they are entitled to, the member is entitled to be reimbursed the expenses at paragraph (1) of CAFRD 3.3.02 (Rental vehicle) for that larger rental vehicle.

(T) (effective 1 April 2024)

3.3.02.2 Rental vehicle availability - member's responsibility and administration

In the situations described at paragraphs (1) and (2) of CAFRD 3.3.02.1 (Rental vehicle availability), the member is to make all reasonable efforts to contract for a rental vehicle within their entitlement from other proximate rental vehicle agencies (e.g. if arriving at an airport, a member is to make all reasonable efforts to contract for a rental vehicle at other rental vehicle agencies at that airport that are open at the member's scheduled arrival time). If the member is unsuccessful, reimbursement of the additional rental charges shall be supported by the member's attestation in respect of what efforts they undertook to attempt to secure a policy compliant vehicle.

(C) (effective 1 April 2024)

3.3.03 Member travelling as a passenger

A member who travels as a passenger in a private vehicle, where the driver is not a person who is eligible to claim a kilometric allowance, is entitled to the actual and reasonable expenses paid to the driver, supported by a detailed signed receipt, not to exceed the kilometric allowance.

(T)

3.3.04 Toll, ferry and parking charges

  1. Subject to paragraph (2), a member is entitled to be reimbursed for actual and reasonable expenses for all toll, ferry and parking charges when incurred as a result of travel by the most direct route.
  2. For travel between two locations in Canada, any toll or ferry charges incurred in the United States will not be reimbursed.
  3. Ferry charges may include a standard berth/cabin, when overnight travel is required on board the ferry.
  4. These expenses are funded from the same spending account that the kilometric allowance is funded from for the particular vehicle.

(T)

3.3.05 Travel by Commercial Airline

  1. A member and dependants may travel by commercial airline in economy class.  The following conditions apply:
    1. the standard for air travel is the lowest available economy class airfare appropriate to practical itineraries and that provides advance seat selection;
    2. except when the unit authority certifies that it was impossible to do so, the air travel shall be arranged,
      1. by the contracted relocation service provider, and
      2. at least seven days prior to departure.; and
    3. the following actual and reasonable expenses shall be reimbursed for each traveller when not included in the airfare:
      1. advance seat selection fee, and
      2. mandatory airport improvement fees and airport departure tax.
  2. Each traveller is entitled to the following pieces of accompanied (checked) baggage, not exceeding the weight and dimensions determined by the commercial airline:
    1. for TNL under chapter 6,
      1. two pieces per traveller, and
      2. one additional piece when a member is required to transport their military kit; and
    2. for any other travel, one piece per traveller.
  3. When the commercial airline does not transport the checked baggage at paragraph (2) free of charge (including special provisions for CAF members, dependants, veterans, special baggage allowances to specific cardholders or loyalty memberships, etc.), a member is entitled to be reimbursed actual and reasonable checked baggage costs from the same spending account that the traveller’s airfare is funded from.
  4. In addition to paragraph (3), a member may also be entitled under CAFRD 9.1.04 (Air priority shipments) during TNL under chapter 6.
  5. A member is entitled to be reimbursed from the Custom Account for actual and reasonable expenses for any other pieces of checked baggage and for overweight/oversize baggage not reimbursed under paragraphs (3) or (4).
  6. In Canada, a commercial airline operating an aircraft with 30 or more seats is obligated under the Air Transportation Regulations to accept most service dogs for carriage without charge. When a commercial airline does not transport a service dog free of charge, a member is entitled to be reimbursed actual and expenses from the same spending account that the traveller’s airfare is funded from.

(T) (amended, effective 1 April 2024)

3.3.05.1 Travel by Commercial Airline – administration

A member who is required to book their own commercial air travel shall demonstrate to the unit authority that they were unable to book through the contracted relocation service provider and that the travel complies with subparagraph (1)(a) of CAFRD 3.3.05.

(C) (effective 1 April 2024)

3.3.06 Travel by Train

  1. Travel by commercial airline is normally the most practical and cost effective mode of commercial travel. However, a member and the member’s dependants may travel by train in economy class when:
    1. it is more practical or cost effective to do so; and
    2. the travel time by train does not exceed one day’s travel.
  2. The provisions at CAFRD 3.3.05 for accompanied (checked) baggage also applies to travel by train.
  3. Expenses are funded from the same spending accounts as if the member and dependants had travelled by commercial airline.

(T)

Section 3.4 Other common relocation entitlements

3.4.01 Movement grant

  1. When the HG&E is moved, a member is entitled to receive from the Core Account a non-accountable allowance (the movement grant) of $650 to offset various minor losses or expenses incurred associated with vacating a former residence and occupying a new residence, but not specifically provided for in this directive. This includes, but is not limited to, various banking fees and the replacement of items that are inadmissible for shipment.
  2. To comply with Canada Revenue Agency requirements, the member must sign a statement attesting that various expenses related to the move were incurred. Receipts and details of expenses are not required.

(T)

3.4.02 Pet expenses

  1. Subject to paragraph (2), a member is entitled to be reimbursed from the Custom Account for the following pet expenses:
    1. when moving, pet shipment costs as per CAFRD 9.2.06 (Shipment of pets and service dogs); and
    2. when on HHT/DIT (chapter 4), ILM&M (chapter 5), or TNL (chapter 6),
      1. basic commercial animal care, and
      2. additional standard commercial lodgings fees for accompanying pets, not including any fees levied for specialized cleaning upon vacating.
  2. (Limitation) For moves between two locations in Canada (excluding isolated posts), and for all moves under chapter 14, the maximum amount of pet expenses claimable for the relocation is $1,000 CAD. For greater certainty, this limitation does not apply to moves on posting to/from isolated posts or on posting to/from posts outside of Canada.

(T) (amended, effective 1 April 2024)

3.4.03 Posting Allowance and Reserve Relocation Allowance

  1. For a Regular Force member, a Posting Allowance may be payable under CBI 208.992.
  2. For a Reserve Force member, see CAFRD 13.1.07 (Reserve Relocation Allowance (RRA)).
  3. Both allowances are administered by the CAF and are provided to offset some additional relocation expenses that are not specifically provided for under this directive.

(C) (amended, effective 1 April 2024)

3.4.04 Professional cleaning

  1. A member is entitled to be reimbursed for actual and reasonable professional cleaning expenses related to the old and new residences provided the cleaning takes place within 30 days of vacating the former residence or occupying the new residence as the case may be, as follows:
    1. from the Core Account: expenses up to a maximum of $200 each for the old and new residences; and
    2. from the Custom Account: additional expenses.
  2. For the purposes of paragraph (1), “professional cleaning” means a home cleaning service rendered by a company or an individual who provides home cleaning services as a source of income. It does not include the purchase of cleaning supplies to personally perform the cleaning. It excludes items deemed as maintenance such as, but not limited to: chimney cleaning, furnace cleaning, duct cleaning, spa and pool cleaning, painting, etc.

(T) (amended, effective 15 June 2023)

3.4.05 Travel delays

  1. When illness, commercial transportation cancellations/delays, road closures, compassionate reasons or exceptional circumstances as confirmed by the unit authority causes a member to incur additional travel expenses related to an unscheduled stopover, additional travel time or delays in travel, the member is entitled to be reimbursed those expenses from the Core Account.
  2. Reimbursement of lodgings is limited to actual and reasonable expenses, with receipts, up to the maximum rates as established in Section 3.2 (Lodgings).
  3. Expenses arising from a delay created by personal circumstances, including vehicle breakdown, are not reimbursable.

(T) (amended, effective 1 April 2024)

3.4.06 Unaccompanied baggage (UAB)

  1. This subsection applies when in this directive a member is entitled to the shipment of UAB.
  2. The expenses for shipping up to 227 kg (500 lbs) of UAB plus the packing and crating factor at CAFRD 9.1.07 where applicable are funded from the Core Account using one of the following two options ((a) or (b)):
    1. Option 1: packing and shipment of personal effects from residence to residence by commercial carrier; or
    2. Option 2:
      1. preparation of UAB by the member, including boxes/packing material, and
      2. transportation expenses to and from the military Central Material Traffic Terminal (CMTT) or commercial carrier to ship UAB (one day rental, or taxi or kilometric allowance).
  3. The following are funded from the Custom Account:
    1. expenses related to shipping additional weight; and
    2. expenses related to the short-term 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.

(T)

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