Part 2 - Main Benefits
Chapter 9. Shipment/Storage, and sundry relocation expenses
On this page
- 9.01 General
- Section 9.1 Shipment and Storage
- 9.1.01 Introduction
- 9.1.02 HG&E packing, loading and delivery
- 9.1.03 General
- 9.1.04 Air priority shipments
- 9.1.05 Air priority shipments – process
- 9.1.06 Weight entitlement
- 9.1.07 Packing and crating factors
- 9.1.08 Storage in Transit (SIT)
- 9.1.09 SIT - Moves without secured accommodation
- 9.1.10 Long Term Storage (LTS) of HG&E
- 9.1.11 Transportation and access to HG&E in LTS
- 9.1.12 Storage of PMV
- Section 9.2 Preparation of HG&E and shipment of pets
- Section 9.3 Shipment of vehicle
- Section 9.4 Sundry relocation expenses
- 9.4.01 Introduction
- 9.4.02 Connection and disconnection
- 9.4.03 Vehicles, trailers and driver's licences
- 9.4.04 Medical and dental
- 9.4.05 Locks
- 9.4.06 Postal and courier services
- 9.4.07 Passport, visa and identity documents for moves to outside Canada
- 9.4.08 Value added tax (VAT) forms
- 9.4.09 Spousal employment services
- This chapter sets out the entitlements related to the shipment and storage of a member’s HG&E and PMV(s), the shipment of pets, and the entitlements to various sundry expenses. It is subject to certain limitations and enhancements provided for in Part 3 of this directive.
- Unless otherwise specified in the CAFRD, the shipment and storage of HG&E are arranged through the contracted relocation service provider and is governed by the HG&E RSC.
- Where in the CAFRD the cost of shipment or storage of HG&E or a PMV is limited to the estimated cost of a move to another location, that estimated cost will be determined by CAF based on an average of the HG&E RSC rates.
- The general rule for PMVs is that expenses related to only one PMV or motorcycle are payable from the Core Account and the expenses related to any other PMV and motorcycle are payable from the Custom Account. The only exception is at CAFRD 9.1.12 (Storage of PMV).
Section 9.1 Shipment and Storage
- This section describes the shipment of HG&E, and the storage of HG&E and PMVs. The shipment of PMVs and other vehicles is discussed in another section of this chapter.
- The shipment and storage of HG&E are dependent on the HG&E RSC contractor being able to safely pack and load at origin and to safely unload and unpack at destination. When a move is delayed due to safety reasons that are within the member’s control, additional costs associated with the delay are the responsibility of the member.
- Regarding SIT, there is a limit to the number of days that a member may keep their HG&E in SIT. Members are advised to discuss HG&E delivery delays with the local CAF Transportation Agent (normally Base Traffic section).
9.1.02 HG&E packing, loading and delivery
- CAF members are expected to make themselves available for the packing and loading of their HG&E, and to receive their HG&E at the earliest possible date that it can be delivered (unloaded).
- The packing, loading, unloading or unpacking of HG&E may occur on a weekend or a statutory holiday.
- A member is entitled to the shipment of their HG&E, that is not in LTS to the new place of duty from one of the following:
- the member’s current place of duty;
- the location to which it was last moved at public expense;
- the place of enrolment (see Section 11.1), if the HG&E the member had on enrolment has not been moved at public expense; or
- the member’s current or a previous place of duty at which their HG&E was acquired and is located, if the member had no HG&E on enrolment and has acquired HG&E since enrolment that has not been moved at public expense.
- In addition to paragraph (1), when the LTS of HG&E at public expense ceases to be authorized, that HG&E will be shipped from LTS to the member’s residence at new place of duty in accordance with CAFRD 9.1.10 (Long Term Storage (LTS) of HG&E).
- For the purposes of paragraphs (1) and (2), a member is entitled to the shipment of their HG&E from or to a location outside the place of duty when that move has been approved under Section 2.6.
9.1.04 Air priority shipments
- When posted to Iqaluit, NU or to a post outside of Canada, a member who will occupy their furnished accommodation before their main HG&E shipment arrives, is entitled to the air priority shipment of some essential personal effects for each person who will arrive before the main HG&E shipment, for the purpose of immediate set-up of residency upon arrival.
- The air priority shipment may be shipped commercially or accompany the member as excess baggage during air travel under Chapter 6 (Travel to New Location (TNL)), or split between the two.
- The costs associated with the following maximum weights plus the applicable packing and crating factor at CAFRD 9.1.07 are funded by the Core Account:
- for the member, 100 kg (220 lbs); and
- for each dependant, 46 kg (100 lbs).
- The costs associated with weight in excess of paragraph (3) are funded from the Custom Account.
9.1.05 Air priority shipments – process
All commercial shipments shall be processed through the applicable CAF Transport Agent (normally Base Traffic section) to ensure all charges are applied at the current contract rates.
9.1.06 Weight entitlement
- The CAF will arrange and pay for the cost of packing, loading, insuring, shipping, SIT (within limitations), unloading and unpacking of authorized HG&E.
- Costs associated with a maximum of 9,072 kg (20,000 lbs) of HG&E plus the applicable packing and crating factor at CAFRD 9.1.07 are funded by the Core Account. When both shipment and storage are authorized, this weight entitlement is the combined total of both.
- Costs associated with the following items are funded by the Custom Account:
- any extra charges when large articles are moved on a weight dimensional basis, or a cubic basis, or with surcharges; and
- any weight in excess of paragraph (2).
9.1.07 Packing and crating factors
- Any weight entitlement in this directive shall be increased by the following applicable packing and crating factor:
- 15% for road shipments, sea container shipments and long-term storage loads;
- 20% for overseas shipments in a wooden liftvan; and
- 25% for air shipments and UAB shipments.
- In the event that more than one method of shipment is utilized for any one load of HG&E, the method that provides the highest packing and crating factor shall be used.
9.1.08 Storage in Transit (SIT)
- When SIT is necessary, associated costs are funded by the Core Account for the number of days that TNL (Chapter 6) and ILM&M (Chapter 5) are payable from the Core Account, excluding the pack/load/unpack/unload days.
- Costs for SIT beyond the entitlement period at paragraph (1) shall be at the member’s expense and shall be reimbursed to the Crown, unless the continuation of SIT at public expense for service reasons is authorized by DCBA.
- Possession date changes due to building delays are not considered to be a service reason or beyond the member’s control, but rather a risk associated with building a house. SIT costs resulting from such delays are the responsibility of the member.
- SIT at the member’s expense is limited to the maximum number of days of basic coverage under the HG&E RSC. The member is responsible to coordinate delivery of their HG&E before that period of basic coverage expires. The member is responsible for all subsequent HG&E storage costs after that period of basic coverage ends.
9.1.09 SIT - Moves without secured accommodation
A member who has not secured accommodation may request the restriction be lifted on the move of (D)HG&E, however the number of days that SIT costs are funded by the Core Account remains limited to the number of days calculated under CAFRD 9.1.08.
9.1.10 Long Term Storage (LTS) of HG&E
- A member is entitled to LTS including partial shipment when the member:
- is posted to an isolated post;
- is posted to a location outside of Canada;
- is directed into Crown-owned accommodation that will not accommodate all HG&E;
- is posted to a location where DCBA determines that the shipment of HG&E shall be limited or controlled; or
- has no dependants and,
- is posted for less than one year,
- occupies single quarters at the new place of duty, and
- has not retained their residence at the former place of duty.
- The CAF will arrange and pay for the cost of packing, loading, insuring, shipping, storing of authorized HG&E, and the subsequent restoring of that HG&E to the member at a new place of duty when the entitlement to LTS ceases.
- The LTS costs associated with up to the combined maximum Core Account weight at CAFRD 9.1.06 (Weight entitlement) are funded by the Core Account.
- LTS costs associated with the following are funded by the Custom Account:
- any weight in excess of paragraph (3);
- any extra charges when large articles are moved/stored on a weight dimensional basis, or a cubic basis, or with surcharges; and
- additional storage costs for boat/motorcycle/ all-terrain vehicle (ATV)/trailer/snowmobile.
LTS cessation/shipment on posting
- When the member is posted at a new place of duty for which LTS is not authorized under paragraph (1), the entitlement to LTS continues until either:
- 30 days after the COS or RFD date (whichever is later); or
- a date determined by local authority when service reasons require that the shipment of HG&E from LTS be delayed (e.g. member on training, TD, attached-posting, etc).
(Exception: There are separate rules pertaining to LTS on enrolment. See CAFRD 11.1.05 (HG&E – members without dependants))
- After expiry of the time limit at paragraph (5), the member is responsible for all subsequent LTS costs.
- A member has two years from their COS or RFD date, whichever is later, to ship the HG&E from LTS to the new place of duty at public expense. When this time limit expires:
- where applicable, CAF will cease to pay for the LTS; and
- any subsequent expenses for the HG&E in LTS, including shipping, are the responsibility of the member.
LTS cessation/shipment on release
- When a member with HG&E in LTS is released or transferred, the member’s LTS will be restored to the member at their address on release in accordance with CAFRD 14.4.01 (Move of Dependants and HG&E).
9.1.11 Transportation and access to HG&E in LTS
- A member is entitled to access their HG&E in LTS when the member is posted between places of duty that each have an LTS entitlement and there is a requirement to access LTS because:
- there is a significant climate difference between the two places of duty; or
- accommodations are furnished in one location and unfurnished in the other.
- When access to the LTS is required, the following are funded from the Core Account:
- return transportation and travelling expenses as though the travel was for a DIT, for one person up to a maximum of two days at the LTS location; and
- expenses charged by the storage facility to access the HG&E in LTS.
- Additional days at the LTS location are reimbursable from the Core Account when the local authority certifies that those additional days are required for LTS access and HG&E reorganization purposes.
9.1.12 Storage of PMV
- A member is entitled to be reimbursed the expenses to store a PMV/motorcycle when:
- posted to an isolated post;
- posted to a location outside of Canada; or
- posted to a location where DCBA determines that the shipment of private motor vehicles shall be limited or controlled.
- Where a member has an entitlement to rental vehicle expenses under CAFRD 9.3.03 (Rental vehicle), the member must mitigate those expenses by storing the PMV/motorcycle as close as possible to the member’s departure date and retrieving the PMV/motorcycle as soon as possible after the member’s return date.
- The following actual and reasonable expenses are reimbursable:
- a one-time storage preservation fee such as removing the battery, applying lubricants on the vehicle as required and raising the vehicle off the tires;
- storage fees;
- expenses necessary to restore the vehicle to road-worthiness (excluding repairs and licensing); and
- up to $400 for a one-time fee for removing the PMV/motorcycle from storage (excluding repairs and licensing).
- Expenses at paragraph (3) are reimbursed from the Core Account as follows:
- when prohibited from the shipment of vehicles, for up to two PMVs/motorcycles or one PMV/motorcycle and one other vehicle as per CAFRD 9.3.04 (RV, boat, motorcycle, ATV, trailer, snowmobile, private aircraft); or
- in any other case, when no other PMV/motorcycle has been stored or shipped or driven to the new place of duty, for one PMV/motorcycle.
- For any other PMV/motorcycle, the expenses at paragraph (3) are reimbursed from the Custom Account.
Section 9.2 Preparation of HG&E and shipment of pets
This section describes entitlements to reimbursement of preparation costs, insurance, pet shipment, and the handling of some specific types of items.
9.2.02 Preparation for transport
A member is entitled to be reimbursed from the Custom Account for expenses not covered under the HG&E RSC related to the special attention and preparation of specific items as specified by the contractor (e.g. pool table, piano, hot tub, art work, etc.).
9.2.03 Insurance coverage
- A member is provided basic insurance coverage under the HG&E RSC during the handling, transportation and storage of a maximum of 9,072 kg (20,000 lbs) of HG&E from the Core Account.
- A member is entitled to be reimbursed from the Custom Account for supplemental insurance costs (e.g. for high value items, etc.).
9.2.04 Insurance claims
Any claim for loss or damage of HG&E or damage to the residence is to be settled between the member, the carrier, and the insurer.
9.2.05 Crating, uncrating and appraisals
The HG&E RSC provides for general crating services which are sufficient for safe transport of HG&E. When a member requests special crating, uncrating or appraisals that the HG&E RSC contractor has not determined to be necessary, the member is entitled to be reimbursed from the Custom Account for those expenses.
9.2.06 Shipment of pets and service dogs
- Subject to paragraph (2), a member is entitled to be reimbursed expenses related to the shipment of pets and service dogs:
- the kilometric allowance for PMV travel, to and from airport, in advance of and after the move if required;
- commercial shipment cost; and
- basic commercial animal care as required by the carrier or the host country.
- The following limitations apply:
- costs to purchase animal carriers are not reimbursable;
- pet expenses for moves within Canada are limited in accordance with CAFRD 3.4.02 (Pet expenses);
- when the animal is shipped to an alternate location, the cost reimbursed shall not exceed the cost of shipment to the location of the new place of duty; and
- additional costs will not be reimbursed as a result of the early or late animal shipment.
- Expenses are reimbursed from:
- the Core Account for service dogs; and
- the Custom Account for any pets.
9.2.07 Additional shipping expenses
A member is entitled to be reimbursed from the Custom Account for expenses for the commercial shipment and insurance of personal belongings that are not eligible to be shipped via the HG&E RSC.
Section 9.3 Shipment of vehicle
This section describes entitlements to costs associated with the shipment of PMV’s, motorcycles, trailers and some powered recreational items.
9.3.02 Shipment of PMV and motorcycle by commercial carrier
- A member is entitled to ship their PMV and motorcycle to their new place of duty, unless prohibited:
- elsewhere within this directive;
- by a CAF authority for operational or security reasons;
- by the destination country; or
- by DCBA, when it is determined that the shipment of the PMV and motorcycle to outside of Canada is neither practical nor economical.
- Expenses to ship one PMV or motorcycle are reimbursed from the Core Account when:
- the member’s primary mode of travel to the new place of duty is by commercial carrier; and
- the member is not reimbursed from the Core Account for any expenses related to the driving, shipping or storage of any other PMV or motorcycle.
- Expenses to ship of any other PMV or motorcycle are reimbursed from the Custom Account.
- In respect of a PMV or motorcycle being shipped:
- When the PMV or motorcycle is not shipped under the HG&E RSC, a member is entitled to be reimbursed actual and reasonable expenses, not to exceed the HG&E RSC rates, related to shipping their PMV or motorcycle by commercial carrier.
- For the purposes of paragraphs (2) and (3), shipping expenses include:
- insurance up to the Canadian Red Book value of the vehicle; and
- actual and reasonable expenses associated with the member’s delivery of the vehicle to the point of shipment, and the pick-up of the vehicle from the point of delivery, including a maximum of one-day meal expenses for each trip.
9.3.03 Rental vehicle
- A member is entitled to be reimbursed from the Core Account for expenses as described in CAFRD 3.3.02 (Rental vehicle) when the primary mode of travel to new location is by commercial carrier and the member is necessarily separated from their PMV or motorcycle due to:
- The member is entitled to be reimbursed the expenses for one rental vehicle (regardless of number of PMVs or motorcycles shipped or stored).
- For a move within Canada, the period of entitlement commences 24 hours before the member ships/stores the PMV or motorcycle, and ceases:
- in the case of a shipped vehicle, 24 hours after the vehicle is delivered to the member; and
- in the case of a stored vehicle, five working days after the member’s arrival at the new place of duty at an isolated post.
- When a member is subsequently posted in circumstances where the member is no longer entitled to store a PMV or motorcycle, the rental vehicle entitlements cease on the day after the stored PMV or motorcycle is removed from storage. The stored PMV or motorcycle shall be removed from storage as soon as the member arrives, or would have arrived had they not taken leave during TNL, at their new place of duty.
9.3.04 RV, boat, motorcycle, ATV, trailer, snowmobile, private aircraft
When not moved as HG&E under Section 9.1, a member is entitled to be reimbursed from the Custom Account for expenses related to the shipment of RVs, sailboats, powered boats and outboard boat engines, ATVs, trailers, motorcycles (that are not shipped as a PMV under CAFRD 9.3.02), snowmobiles, and private aircraft.
Section 9.4 Sundry relocation expenses
Specific sundry relocation expenses may be reimbursed. The list of claimable sundry relocation expenses in this section is all-inclusive.
9.4.02 Connection and disconnection
- A member is entitled to be reimbursed from the Core Account for basic connection, disconnection, installation and labour fees, cancellation fees, and account set up fees for:
- public utilities (telephone, internet, electricity, heating fuel, water/sewage);
- residential alarm system (basic monitoring system);
- cable or one satellite dish (one receiver only) – not both;
- cellular (up to two basic services);
- electricity conversion services (labour and converters only);
- water lines to refrigerator;
- natural gas appliances; and
- a hot tub that is moved from the member’s last residence to the new residence.
- Installation of additional services shall be at member’s expense.
- Expenses incurred for cancellation of loyalty contracts are not reimbursable.
- For the purposes of paragraph (1), basic connection, disconnection, installation and labour fees mean the minimum service required to connect or disconnect an appliance to/from existing gas, electrical and/or plumbing fixtures. For greater certainty, it does not include materials required for installation or the installation of new lines, wiring or fixtures required for the connection.
9.4.03 Vehicles, trailers and driver's licences
- A member is entitled to be reimbursed from the Core Account for the following mandatory expenses:
- for the member and each dependant, expenses to obtain:
- a replacement driver’s licence,
- a driver’s driving record when required to demonstrate experience or driver licence class at the new place of duty, and
- an international driver’s licence when posted outside Canada;
- for one vehicle (PMV or motorcycle) when that vehicle was registered at origin, expenses to obtain:
- one safety and/or structural inspection and certificate (excluding cost of necessary repairs) when mandatory under local legislation before licence plates can be obtained,
- registration and licence plate fees (see paragraphs (3) and (4)),
- letter of compliance,
- for international moves, documents necessary to gain legal entry and to drive the vehicle within the destination city/country, excluding importation fees for new vehicles, and
- for moves from outside of Canada, fees associated with filing an export declaration; and
- for one trailer that was owned at origin, registration and plate fee (see paragraph (3) and (4)) when there is a legal requirement to have it registered at the new place of duty.
- for the member and each dependant, expenses to obtain:
- A member is entitled to be reimbursed from the Custom Account for the following mandatory expenses:
- for any other vehicle (PMV/motorcycle) when that vehicle was registered at origin, the expenses listed at subparagraph (1)(b); and
- for any other trailer that was owned at origin, the expenses listed at subparagraph (1)(c) when there is a legal requirement to have it registered at the new place of duty.
- The validity period for registration and licence plate fees for vehicles and trailers at the destination location are limited to the greater of:
- one year; or
- the minimum period available for purchase.
- Insurance charges that are applied to driver licencing or vehicle registration are considered part of the total insurance requirements for a vehicle and will not be reimbursed.
9.4.04 Medical and dental
A member is entitled to be reimbursed from the Core Account for the following medical and dental expenses when they are not covered under an existing provincial or public service plan:
- costs associated with transferring dependant medical/dental files to new location;
- costs associated with procuring new medical cards;
- additional insurance costs for any time lag between provincial health care services;
- new patient dental exam at destination; and
- medical examinations and inoculations required for entry to host country or re-entry to Canada, including required medical letters.
A member is entitled to be reimbursed from the Core Account for a service call fee and labour for re-keying existing locks on exterior doors at the new residence. No costs for parts are reimbursable, except for the cost of up to four new keys for each re-keyed lock.
9.4.06 Postal and courier services
A member is entitled to be reimbursed from the Core Account for:
- postal change of address (including mail forwarding/holding services) for up to 12 months for one residential change of address;
- expenses for a courier service to send receipts to the contracted relocation service provider from locations where mail delivery is unreliable, as confirmed by the local authority; and
- mail hold service for up to 12 months when sale/purchase/rental closes prior to departure/arrival.
9.4.07 Passport, visa and identity documents for moves to outside Canada
A member is entitled to be reimbursed from the Core Account for:
- mandatory passport photo expenses when services are not provided by the Crown;
- immigration documents;
- visa and costs associated with the procurement of visas; and
- required identity documents.
9.4.08 Value added tax (VAT) forms
A member who is posted from a location outside of Canada is entitled to be reimbursed from the Core Account for the purchase of the required number of VAT forms necessary to save the VAT on relocation expenses.
9.4.09 Spousal employment services
- A member who is posted between two locations in Canada is entitled to be reimbursed from the Custom Account for the following spousal employment services:
- employment search;
- employment assistance;
- interview travel up to a maximum of three days/two nights (including travel) as though the travel was for a DIT;
- CV preparation;
- photocopy and transmittal costs for transcripts of academic records; and
- costs associated with establishing the same current unexpired credentials/certification in the new province.
- For the purposes of subparagraph (1)(f), costs include only the non-recurring expenses such as an application fee, study materials, costs for required training, testing fees, etc. that are necessary to certify in the new province. This does not include any annual, monthly, or other recurring expenses (e.g. no payments for annual union dues, recurring membership and licencing fees, yearly insurance premiums, recurring refresher training, etc.) that would otherwise be payable in either the province in which the current certification is valid or in the new province. Upgrading and re-certification do not qualify as eligible expenses for reimbursement.
- For posting to or from locations outside Canada, refer to CBI Chapter 10 Section 13.
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